API Monogram Program
Status Report
2009 Standardization Conference
SC18 Committee on Quality Standards
Westminster, Colorado
June 25, 2009
W. Don Whittaker
Manager
Monogram Program/APIQR
whittakerd@api.org
Aaron Duke
Audit Program Manager
Monogram Program/APIQR
dukea@api.org
Laura Levandoski
Associate
Monogram Program/APIQR
levandoskil@api.org
Monogram Program Status
•
•
•
•
Program Status
Fraud/Misuse Update
Additional Agreements
Workload Solutions / New Developments
Program Status
Organizational Structure
http://www.api.org/certifications/monogram
Program Growth
Licensees/Licenses
Most Popular Licenses
Reaudits and Suspensions
Suspensions, Cancellations, and
Withdrawals
•
•
•
178 Suspensions
210 Withdrawals
76 Cancellations
•
•
Most Commonly Suspended Specs: 6D, 6A, 7-1
Most common reasons for Suspension: Audit Nonconformances, No
Renewal Agreement, Non-Payment
•
•
Most Commonly Cancelled Specs: 5CT, 6D, 6A
Most common reasons for Cancellation: Audit Nonconformances, Failure to
Provide Responses to Audit Nonconformances by Specified Date, Facility
Closure
•
•
Most Commonly Withdrawn Specs: 6A, 6D, 7
Most common reasons for Withdrawal: Facility closed, Facility request,
Product(s) No Longer Covered by Specification
Average Days of Actions
Actions
1200
1000
800
Open Actions
600
Actions Received
400
200
0
Actions Processed
Revised Specs [Effective in 2009]
•
API Standard 600– Steel Gate Valves - Flanged and Butt-welding Ends, Bolted Bonnets 9/1/2009
•
API Spec 5LD – CRA Clad or Lined Steel Pipe 9/1/2009
•
API Standard 608 – Metal Ball Valves--Flanged, Threaded and Butt-Welding Ends 6/1/2009
•
API Spec 11E – Specification for Pumping Units 5/1/2009
•
API Spec 12B – Specification for Bolted Tanks for Storage of Production Liquids 3/31/2009
•
API Spec 12D – Specification for Field Welded Tanks for Storage of Production Liquids
3/31/2009
•
API Spec 12K – Specification for Indirect Type Oilfield Heaters 3/31/2009
•
API Spec 12F – Specification for Shop Welded Tanks for Storage of Production Liquids
3/31/2009
•
API Spec 12P – Specification for Fiberglass Reinforced Plastic Tanks 3/31/2009
•
API Spec 12J - Specification for Oil and Gas Separators 3/31/2009
•
API Spec 12L - Specification for Vertical and Horizontal Emulsion Treaters 3/31/2009
•
API SPec17J - Specification for Unbonded Flexible Pipe 1/1/2009
Fraud/Misuse Update
Handling Fraudulent Activity
Minor Cases
 Nonconformance letter - inaccurate license claims, misuse of
monogram on documentation, sales, incomplete license
numbers, websites
Taking action on Fraud
 Issue warnings
 Periodic Audits (result of product falsely monogrammed)
 C&D letter
 Cancel current license & applications
 2 year ban from the program
 Add to website list of nonlicensees
 Legal Investigation
Minor Cases
Company A
Case: Website displaying the API Monogram
Actions:
•
Sent email to remove the API Monogram within seven days –
3/10/09
•
They responded to remove API Monogram – 3/12/09
•
API Monogram was removed – 4/09/09
Company B
Case: Website displaying API Monogram without the license no.
Actions:
•
Sent email to correct the website – 3/19/09
•
They responded to update website – 3/20/09
•
Website updated with the license no. – 3/31/09
Major Cases
Company C
Case: Received fake certificate from user
Actions:
•
Ask user if products were monogrammed
•
Check website if fake certificate was displayed
•
Discuss with OGC
•
Send C&D letter
•
Review their response to the C&D letter
•
Listed on the Non-Licensed Organization (API Composite List)
http://compositelist.api.org/NoticeRegardingNonLicensedOrganizations.asp
Major Cases
Company D
Case: Applicant website displaying fake certificate
Actions:
•
Check database for status
•
Discuss with OGC
•
Conduct investigation in China
•
C&D letter sent by Chinese lawyers
•
Review their response to the C&D letter
•
Fake certificate removed from website
•
Application withdrawn and given 2 years to re-apply
•
Listed on the Non-Licensed Organization (API Composite List)
http://compositelist.api.org/NoticeRegardingNonLicensedOrganizations.asp
Additional Agreements
Alternative Marking Agreement
Guest/Host Program Definitions
Host - a facility at which all
manufacturing is
performed
Guest - a facility that has
requested another
organization to perform
the manufacturing of a
product on their behalf
Guest/Host Program Requirements
• Both Guest and Host must have an active monogram
license
• The Guest must conduct an annual on-site second party
audit of the Host
• A documented acknowledgment shall be provided to the
purchaser that the product was “Manufactured for (Guest)
under Agreement with (Host) located in (Host Location)”
• The license number includes GH (XXX-xxxx-GH)
Program Implementation
•
New program requirements take effect November 1, 2009
•
April 20, 2009 – Letter sent to all clients and auditors
involved in the Guest/Host program highlighting the main
changes to the program
•
April 22, 2009 – New Guest License issued to all active
Guest Licensees with an October 31, 2009 expiration date
•
New applicants will not be issued a Guest/Host license
unless they meet new program requirements
Benefits
•
Ensure all clients using the Monogram have an
established quality management system and meet API
Spec Q1 requirements
•
Ensure the integrity of the API Monogram
•
Ensure control over the API Monogram Mark
Workload Solutions &
New Developments
Process Analysis
Current Process
Future Process
Client provides
1. Unit Certification
Process
response to AAR
Auditor
From Unit
Certification
Process
Yes
on SharePoint site
Auditor Conducts
Audit
Audit information
is loaded into
Official
response is
SharePoint
posted to
discussion board
Response
required from
client?
Agreew/
Associate 2?
0.25
No
Collaboratein
Person
No
0.25
No
All AARs are
resolved
Reach Resolution
Agreement?Process
SharePoint sets
AAR status to
closed
Collaboratein
Person
Document stored
in Alchemy
Reach
Consensus?
Yes
Click toPost
0.25
End
0.00
Client Information Update
Review,
Processes, and
signs off onAAR
2.00
Collaboratein
Person
OK?
Collaboratein
Person
No
Yes
0.25
0.25
Client
End
Senior
Associate
Associate 2
AAR
Reviews
comments
No
Start
Yes
Client
Logsare
In
AARs
generated on
0.00
client site
Change
needed?
Review
Yes
Approve?
Client
enters newis
Certification
information
marked as
completeClick
andtoPost
Ops
0.00
Database updated
1.00
0.25
Any Associateor Manager
canflaganAARfor the
answer toatechnical
questionat any time. When
this occurs, theworkflow
moves totheStandards
Associatefor acomment
0.25
Reviewer
Validates
Information
0.03
End
Standards signs
off ontheAAR
Collaboratein
Person
0.00
API Reviewer
Manager
Systemautomatically
assigns specific AARs (per
their ISOcode) toStandards
Queueandthereis always
anoptionto“flagfor
standards”
System
Associate 1
Reviews,
Processes &
Generates AAR
API Official
response
Response
3.00
Workflow
starts
Standards
Associate
API
Client
1.1.1API Official ResponseWorkflow
System
System
API
Client
1.1 AAR Resolution Process
Decide
Approved?
Associate checks
reason from list
and leaves
comment if
needed 0.08
No
0.25
Yes
Yes
Inserts acomment
tothemessage
board
0.25
Item entered into
approval queue
0.00
No
Item Require
Approval?
No
Database
updated via SQL
Data Connector
0.00
System generates
approval email
0.00
End
System generates
email for client to
check website to
make update
0.00
The system will assist in:
• Automating client information updates
• Providing clients with a clear view of their current certifications
• Providing clients with a view into actions required of them
• Enabling Auditors to manage and view their audit schedules
• Allowing Auditors, Clients, and API to interact with each other about
open Non-Conformance repots quickly and efficiently
• Creating and Managing Financial Invoices both from the Auditor and
to the Client
• Facilitate the letter approval and response process via discussion
boards
The system will remove non-value
added work
•
Inputting information from documents and forms into client databases
•
Scanning documents for database storage
•
Printing, collating and stapling documents for group review and signoff
•
Tracking and managing these tasks manually
•
Mailing formal responses to clients via USPS or FedEx ($175K)
Information Update
• Current time expenditure: 593 actions at 4774 hours/year
• New time expenditure: 593 actions at 148.25 hours/year
• Estimated time savings: 96% decrease in processing time
Panel Processes
• Current time expenditure: 2190 hours/year
• New time expenditure: 500 hours/year
• Estimated time savings: 77% decrease in processing time
Quality Manual Processing
• Current time expenditure: 890 actions at 2225 hours/year
• New time expenditure: 890 actions at 445 hours/year
• Estimated time savings: 80% decrease in processing time
Client Main Page
AAR Status
Halliburton
Contact Information:
Mailing Adress
500 E. 51st St.
Houston, TX 33221
AAR Main Page
Billing Address
720 5th Ave
New York, NY 10036
Phone Contact: 555-555-5555
Contact:
Jane Doyle
AARs waiting on your response:
AARs waiting on APIs response:
20
5
Update
Current Certifications
Click a link to view that certification
v Hyperlink 1
v Hyperlink 2
Certifications in Progress
Red boxes indicate a Certification needs your attention
Green boxes indicate the Certification is under API review
v Hyperlink 1
v Hyperlink 2
Audit Summary Page
Internal “Panel” Page
Current Solutions
• Internal SharePoint site
• Document Control
• Standardization of Communication (letters)
• Responses are reviewed with the audit packages
• Web driven workplace activities
• Web based data queries, providing better tracking,
more and useful metrics
Bottom line……..efficient, fast, responsive
New Developments
Client Status
Client Site reported down or not operating
API status changed to “Inactive” for 6 months
During six month period – Renewal / Abbreviated audit
After six month period – License “Withdrawn” and full initial
audit will be required
If, after 1 year for ISO site, a Stage 1 audit will be required
Report Nonconforming Product
Report Nonconforming Product at
“ncr.api.org”.
API strives to continually improve the
value of the Monogram Program. As
such, notify API of nonconforming
Monogrammed products.
Description of Nonconforming Product(s)
Spec Pick list:
Product Pick list:
Manufacturer Pick list:
If the manufacturer is not listed in the pick
list above, please enter the company name
below.
_____________________________________
Date of Purchase:
Number of Products Purchased:
Number of Products Nonconforming:
Date Nonconformance Discovered:
Description of Nonconformance:
Your Contact Information
Company Name
Contact Name
E-mail Address
Phone Number
Comments:
API Certification Programs
For more information:
• API’s Composite List: http://compositelist.api.org
• API Certifications Dept.: +1-202-962-4791
• Don Whittaker: whittakerd@api.org
• Aaron Duke: dukea@api.org
• Laura Levandoski: levandoskil@api.org