PSMS Planning / Gap Analysis Tool for Small Operators

This self-assessment tool has been created by the APGA PSMS Task Group. It is intended to introduce users to the elements of API RP 1173, while helping identify potential areas for improvement. Please select the answer that best represents the practices and policies within your system. There may not be an answer that matches perfectly, but we hope there is one that is close.

Each Statement set corresponds to one of the 50 "statements" found in the PSMS Industry Evaluation Tool. You'll notice that at this time not all 50 statements are represented in this APGA Planning Tool. Overtime we will be working to address all 50. (Date: October 29, 2018)

By answering each of these questions, a system will better learn where they are already aligning with the requirements and recommendations of API RP 1173 and where they might have an opportunity for improvement. Each Statement in this tool corresponds with a Statement from the Industry Planning Tool. To learn more about that tool please visit pipelinesms.org.

The results of this self-assessment are confidential to the user and will not be shared externally by APGA.

Note: At this time APGA does not have means to provide you with a full summary of your answers. Please feel free to print out the PDF version of this survey if you would like to keep a record of your responses.

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* 1. Statement #1A

We utilize generic written operating procedures that are not specific to our system.

We have written operating procedures that are specific to our system and our operating conditions. Our procedures only cover normal operations.

We have written operating procedures that are specific to our system and our operating conditions. Our procedures cover normal and known abnormal operations scenarios.

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* 2. Statement #1B

Our gas employees may be unaware that they have the right to “stop-the-job” if there is an unsafe condition.

Our gas employees know that they have the right to “stop-the-job”, but there is no evidence that anyone has ever stopped a job due to an unsafe condition.

Our gas employees know they have the right to "stop-the-job". We know of occasions when gas employees have “stopped-the-job” because they identified an unsafe condition.

Our gas employees know they have the right to "stop-the-job". We know of occasions when gas employees have “stopped-the-job” because they identified an unsafe condition. We then use those situations as examples in training and share those scenarios with the rest of our gas employees.

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* 3. Statement #2

We review our operating procedures as needed.

We review some of our operating procedures annually, but do not review all of them on an annual basis.

We review all of our operating procedures annually, but only to meet the regulatory requirements. We could be better at documenting and communicating the changes that are made.

We review all of them annually and document and communicate the changes that are made.

We review all of them annually. We consider feedback and information gathered throughout the year to make the changes and we document and communicate the changes that are made.

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* 4. Statement #3A
Pertaining to the design and installation of our pipe and stations…

We know how to do the work based upon how we were taught to do it. We don’t have any written requirements, specifications, or systems to tell us how the work needs to be done.

We have some written specifications for the design, but otherwise we are free to do the work as we think is best.

We have written specifications for design. For construction and/or installation, we are allowed to deviate from the design without approval, but we have to document the changes that were made.

We have written specifications for design. For construction and/or installation, we are allowed to deviate from the design, but have to get approval from whomever developed the design and we have to document the changes that were made.

We have written specifications for the design. For the construction and/or installation, we are allowed to deviate from the design, but have to get approval from whomever developed the design and we have to document the changes that were made. We also have quality inspections to ensure that things are constructed per the design or approved changes.

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* 5. Statement #3B
Pertaining to the materials that we use...

We are allowed to use whatever materials we need to get the job done.

We have to follow the specified materials in the design but can get the materials from wherever we want.

We have an approved material and vendor list that tells us what materials we can use. No one inspects to make sure we are using the approved materials though.

We have an approved vendor list for procurement of our materials and have someone inspecting the materials to ensure they meet our approved list before we use the material in the field.

We have an approved vendor list for procurement of our materials and have someone inspecting the materials to ensure they meet our approved list before we use the material in the field. There is another quality inspection in the field to make sure the materials used match the design specifications.

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* 6. Statement #4A

We have generic O&M procedures that have no specificity to our system.

We have O&M procedures specific to our system.

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* 7. Statement #4B

We have generic procedures for the testing of our safety devices.

We have specific procedures for the testing of each of our safety devices.

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* 8. Statement #5
If a change needs to be made to our procedures, technology, equipment, or organization…

We have no specified way to make and communicate changes to the appropriate employees

We don’t have a formal Management of Change program, but we have a process in place for making changes and communicating those changes.

We have a formal Management of Change program but struggle to follow it in all instances.

We have a formal Management of Change program. The program defines responsibilities & authorities, communication requirements, timelines for making changes and employees are trained on this MOC program.

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* 9. Statement #6
Pertaining to contractors...

We don’t utilize any contractors for gas operations, engineering or construction.

We utilize contractors but don’t incorporate them in our employee safety or pipeline integrity management programs.

Our contractors go through our initial safety training and must follow our procedures and standards but we don’t include them in our employee safety or pipeline integrity management programs.

We treat our contractors just as though they are our employees. They receive the same safety training, must follow all our procedures, and are included in our employee safety and pipeline integrity management programs.

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* 10. Statement #7A

We rely upon our integrity management plan (DIMP / TIMP) to manage the risk to our system. There is one individual (or group) responsible for the management and success of our DIMP program.

We utilize our integrity management plan (DIMP / TIMP) to inform our risk management program. There is one individual (or group) responsible for the management and success of our DIMP program.

We utilize our integrity management plan (DIMP / TIMP) to inform our risk management program. There is one individual (or group) responsible for the management of our integrity management program, but everyone is accountable for risk management.

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* 11. Statement #7B

Our integrity management plan’s risk assessment does not account for likelihood & consequence of failure.

We are unsure if our integrity management plan accounts for likelihood & consequence of failure in our risk assessment because we use a contractor or generic tool to create our integrity management plan.

We consider likelihood & consequence of failure in our risk assessment.

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* 12. Statement #7C

Interactive threats are not considered in our integrity management plan’s risk assessment.

We are unsure if our integrity management plan accounts for interactive threats in our risk assessment because we use a contractor or generic tool to create our integrity management plan.

We consider interactive threats in our risk assessment.

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* 13. Statement #7D

Lessons learned from incidents (both internal & external) are not considered in our integrity management plan’s risk assessment.

We are unsure if our integrity management plan accounts for lessons learned from incidents are considered in our risk assessment because we use a contractor or generic tool to create our integrity management plan.

We consider lessons learned from internal incidents only in our risk assessment, but we do not include information from external incidents.

We consider lessons learned from both internal and external incidents in our risk assessment.

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* 14. Statement #7E

The condition of our equipment (for example: inoperable valves) and material attributes are not considered in our integrity management plan’s risk assessment.

We are unsure if our integrity management plan accounts for equipment and material attributes in our risk assessment because we use a contractor or generic tool to create our integrity management plan.

We consider the conditions of our equipment and material attributes in our risk assessment.

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* 15. Statement #8A

We struggle to identify and maintain the data needed to preform our integrity management risk analysis and for the identification of safe operating conditions (for example: MAOP).

We have identified the data we need to run our risk analysis and to determine safe operating conditions, but we struggle to maintain that data.

We have identified the data we need to run our risk analysis and to determine safe operating conditions and we maintain that data.

We have identified the data we need to run our risk analysis and to determine safe operating conditions and we maintain that data. On a routine basis we review that data set to determine if additional data is needed.

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* 16. Statement #8B

We do not know what data is missing for our risk management program or to determine safe operating practices.

We have identified the data that is missing to perform our risk management program or to determine safe operating practices. We do not have an established standard for what to use in place of missing data.

We have identified the data that is missing to perform our risk management program or to determine safe operating practices. We have a plan for how to fill those data gaps, but we in the interim we do not have a standard for what to use in place of missing data.

We have identified the data that is missing to perform our risk management program or to determine safe operating practices. We have a plan for how to fill those data gaps, and we have established conservative assumptions to use in the interim.

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* 17. Statement #9

We do not have a DIMP and / or TIMP plan.

We have a DIMP and / or TIMP plan but struggle to follow and update it.

We have a DIMP and / or TIMP plan that we update occasionally with new data and information, such as: leaks, corrosion reads, new material installations, etc.

We have a DIMP and / or TIMP plan and update it annually with new data and information, such as: leaks, corrosion reads, new material installations, etc.

We have a DIMP and / or TIMP plan and update it annually with new data and information, such as: leaks, corrosion reads, new material installations, etc. We then use that new data to update our plan to determine if the risks to our system has changed.

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* 18. Statement #10

We only perform O&M activities required by regulatory code. We don’t perform any additional risk reducing activities (increased leak surveys, pipeline replacement programs, stand-bys at excavations near your pipelines, etc.)

Our Integrity Management Plan (DIMP or TIMP) identifies accelerated actions and/or preventative measures, but we struggle to incorporate those suggestions.

Our Integrity Management Plan (DIMP or TIMP) identifies accelerated actions and/or preventative measures. We develop action plans to perform those activities or measures.

Our Integrity Management Plan (DIMP or TIMP) identifies accelerated actions and/or preventative measures. We prioritize those activities based upon how much perceived risk will be reduced on our system by performing those activities or measures and we develop action plans to perform them.

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* 19. Statement #11
The results of our DIMP and/or TIMP risk analysis are...

Only known by the person responsible for our integrity management plan.

Are shared with gas employees periodically but are never explained.

Are shared with gas employees annually but are never explained.

Are shared with gas employees annually, including our senior leadership, and the selection of risk reduction projects that are being planned for the next year are explained.

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* 20. Statement #12
After an incident or near miss...

We go back to doing our job.

We briefly discuss what happened.

We perform an incident investigation and the findings are shared with the individuals involved in the incident or the near miss.

We perform an incident investigation and communicate the findings with all relevant employees.

We perform an incident investigation, document the findings, and communicate findings with all relevant employees.

We perform an incident investigation, document the findings, and communicate findings with all relevant employees. The results of all incidents are periodically reviewed for trends.

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* 21. Statement #13
After an incident...

We move on.

We evaluate if emergency response procedures were followed and address the findings with the individuals involved.

We evaluate if emergency response procedures were followed and share the results with all relevant employees.

We evaluate if emergency response procedures were followed and share the results with all relevant employees. We also determine if the emergency response procedures could be improved based upon our review of the incident.

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* 22. Statement #14

We often don’t know about what is happening on other gas systems.

We participate in a state, regional, and/or national trade association(s) to learn about events happening on other gas systems. However, we don’t make specific efforts to apply their lessons learned at our system.

We participate in a state, regional, and/or national trade associations to learn about events happening on other gas systems. We then take the lessons learned from those operators and see if we can make improvements to decrease the chance of the same event happening on our system.

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* 23. Statement #15

We make sure we are meeting the regulatory requirements for Public Awareness, but don’t do much else.

We meet the regulatory requirements for Public Awareness and try to do additional external outreach to ensure the stakeholders are receiving our safety messages.

We’ve made a conscious decision to go above and beyond the regulatory requirements for Public Awareness. We even share the important safety related messages beyond the stakeholders required by regulation.

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* 24. Statement #16
Please check all the responses that align with your system's practices.

We have identified specific public awareness engagement objectives for each stakeholder audience.

We have identified the types of information to be shared with each stakeholder audience.

We have identified the value of information to be shared.

We have identified the personnel responsible for sharing and receiving information with internal and external stakeholders.

We have process for 2-way communication with internal and external stakeholders about PSMS.

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* 25. Statement #17

Most gas employees and contractors that work on our system have never heard of PSMS.

We have introduced our gas employees and contractors to the concept of PSMS, but they likely do not know how they contribute to the goals & objectives of PSMS.

We have provided high-level training to all our gas employees and contractors on PSMS. They all understand that they play a part in achieving our goals & objectives for PSMS.

We have provided training to all gas employees and contractors on PSMS. The training included details on the roles those employees play in achieving our goals & objectives for PSMS.

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* 26. Statement #18

Employees and contractors have not been encouraged to communicate risks that they identify on the system.

Employees and contractors are encouraged to communicate risks that they identify on the system but we do not have a system in place for communicating these risks.

We have a way for contractors to share their concerns about risks on our system or make recommendations on how we can reduce risk but have not developed something similar for our own employees.

We have a way for employees to share their concerns about risks on our system or make recommendations on how we can reduce risk but have not developed something similar for contractors.

We have a system in place for both employees and contractors to share their concerns about risks on our system or make recommendations on how we can reduce risk.

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* 27. Statement #19A
Emergency Types:
- Releases (Leaks)
- Releases (Ruptures)
- Weather events
- Security threats (physical & cyber)
- Fires
- Loss of utilities (including communications, power & water, etc.)
- Pandemics
- Civil disturbances
- Other Self-identified risks

Our emergency response procedures are do not address any of the emergency types listed above

Our emergency response procedures address some of the emergency types listed above.

Our emergency response procedures address all of the emergency types listed above.

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* 28. Statement #19B

Our emergency response procedures are not specific to our system and operations.

Our emergency response procedures are somewhat specific to our system and operations.

Our emergency response procedures are fully specific to our system and operations.

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* 29. Statement #21
Check all that apply...

We have specific education requirements for our personnel.

We have specific education requirements for contractor personnel.

We have specific training requirements for our personnel.

We have specific training requirements for contractor personnel.

We have specific knowledge requirements for our personnel.

We have specific knowledge requirements for contractor personnel.

We have specific experience requirements for our personnel.

We have specific experience requirements for contractor personnel.

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* 30. Statement #22A

Our employees have not been trained on PSMS.

We have introduced our employees to PSMS but have not trained them on the elements.

We have provided initial training to our employees on PSMS and the elements of PSMS.

We have provided initial and refresher training to our employees on PSMS and the elements of PSMS.

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* 31. Statement #22B

We do not utilize contractors.

Our contractors have not been trained on PSMS.

We have introduced our contractors to PSMS but have not trained them on the elements.

We have provided initial training to our contractors on PSMS and the elements of PSMS.

We have provided initial and refresher training to our contractors on PSMS and the elements of PSMS.

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* 32. Statement #23A
For operations & safety records...

We have no formal record-keeping policy for any operations or safety related documents.

We have formal record keeping policies for documents related to regulatory requirements, but no policies on other operations or safety related documents.

We have formal record-keeping policies for all operations & safety documents (beyond compliance), but do not have standards or procedures on how we manage version controls, approvals, etc.

We have formal record-keeping policies for all operations & safety documents (beyond compliance), and have procedures or standards that provide guidance on the management of version controls, approvals, etc.

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* 33. Statement #24B
For operations & safety records...

We have no document control policy that dictates how long records are to be retained.

We have written document control policy that dictates how long records are to be retained and when they are to be eliminated.

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* 34. Statement #31

We have never discussed the safety culture at our system.

We have defined our safety culture, but we have never surveyed our gas employees on their perception of that culture.

We have defined our safety culture and we have surveyed our gas employees on their perception of that culture. However, the results of that survey did not change any of our policies or programs.

We have defined our safety culture and we have surveyed our gas employees on their perception of that culture. Management used those results to modify our safety programs and policies to enhance our safety culture.

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* 35. Statement #37

Gas Management is not aware of PSMS.

Gas Management is aware of PSMS, but not involved with its implementation.

Gas Management is directly involved with the implementation of PSMS.

Gas Management has prioritized involvement with PSMS and has linked goals to the success of PSMS.

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* 36. Statement #38

Gas Management has not committed to the implementation of PSMS.

Gas Management is supportive of PSMS, but we have not assigned PSMS responsibilities to our employees.

Gas Management is supportive of PSMS and we have assigned PSMS responsibilities to our employees.

Gas Management is supportive of PSMS and we have assigned PSMS responsibilities to our employees. Those employees are held accountable for PSMS related activities.

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* 37. Statement #41A

Gas Management not involved in the prioritization of gas operations & maintenance activities.

Gas Management is only briefed annually on the prioritization and selection of gas operations & maintenance activities.

Gas Management is involved in the prioritization and selection of gas operations & maintenance activities.

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* 38. Statement #41B

Gas Management only wants us to perform the O&M tasks required for regulatory compliance.

Gas Management only wants us to perform the O&M tasks that are required for regulatory compliance or actions that are suggested by our regulators.

Gas Management encourages us to identify O&M tasks that go beyond compliance, but we don’t always get the resources we need to complete those tasks.

Gas Management encourages us to identify O&M tasks that go beyond compliance and is dedicated to providing us the resources for the tasks that have been identified and justified.

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* 39. Statement #45

Gas Management has not committed to the implementation of PSMS.

Gas Management is supportive of PSMS, but no resources have been assigned to ensuring the success of PSMS.

Gas Management is supportive of PSMS and we have assigned limited resources to PSMS activities.

Gas Management is dedicated to the success of PSMS by ensuring that adequate resources are assigned to PSMS activities.

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* 40. Statement #48

Our employees follow procedures, but we never verify.

Our employees follow procedures and we occasionally verify.

Our employees follow procedures and we have a system in place to verify.

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* 41. Statement #49

Our employees are trained to identify and suggest improvements that they find in the field.

Our employees are trained and encouraged to identify and suggest improvements that they find in the field.

Our employees are trained and encouraged to identify and suggest improvements that they find in the field. We have a system in place to assist them in submitting those improvements.

Our employees are trained and encouraged to identify and suggest improvements that they find in the field. We have a system in place to assist them in submitting those improvements and we provide follow-up responses to all suggestions, regardless if the suggestion is implemented.

Thank you for using the APGA Planning / Gap Analysis Tool. We welcome your feedback on how to improve each statement set and how to better organize the statements. Please feel free to email feedback to Erin Kurilla, APGA VP of Operations & Pipeline Safety, at ekurilla@apga.org.

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* 1. Statement #1A

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* 2. Statement #1B

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* 3. Statement #2

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* 4. Statement #3APertaining to the design and installation of our pipe and stations…

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* 5. Statement #3BPertaining to the materials that we use...

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* 6. Statement #4A

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* 7. Statement #4B

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* 8. Statement #5If a change needs to be made to our procedures, technology, equipment, or organization…

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* 9. Statement #6Pertaining to contractors...

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* 10. Statement #7A

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* 11. Statement #7B

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* 12. Statement #7C

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* 13. Statement #7D

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* 14. Statement #7E

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* 15. Statement #8A

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* 16. Statement #8B

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* 17. Statement #9

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* 18. Statement #10

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* 19. Statement #11﻿The results of our DIMP and/or TIMP risk analysis are...

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* 20. Statement #12﻿After an incident or near miss...

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* 21. Statement #13After an incident...

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* 22. Statement #14

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* 23. Statement #15

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* 24. Statement #16Please check all the responses that align with your system's practices.

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* 25. Statement #17

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* 26. Statement #18

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* 27. Statement #19AEmergency Types:- Releases (Leaks)- Releases (Ruptures)- Weather events- Security threats (physical & cyber)- Fires- Loss of utilities (including communications, power & water, etc.)- Pandemics- Civil disturbances- Other Self-identified risks

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* 28. Statement #19B

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* 29. Statement #21﻿Check all that apply...

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* 30. Statement #22A

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* 31. Statement #22B

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* 32. Statement #23AFor operations & safety records...

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* 33. Statement #24B﻿For operations & safety records...

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* 34. Statement #31

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* 35. Statement #37

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* 36. Statement #38

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* 37. Statement #41A

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* 38. Statement #41B

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* 39. Statement #45

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* 40. Statement #48

* 4. Statement #3A
Pertaining to the design and installation of our pipe and stations…

* 5. Statement #3B
Pertaining to the materials that we use...

* 8. Statement #5
If a change needs to be made to our procedures, technology, equipment, or organization…

* 9. Statement #6
Pertaining to contractors...

* 19. Statement #11
The results of our DIMP and/or TIMP risk analysis are...

* 20. Statement #12
After an incident or near miss...

* 21. Statement #13
After an incident...

* 24. Statement #16
Please check all the responses that align with your system's practices.

* 27. Statement #19A
Emergency Types:
- Releases (Leaks)
- Releases (Ruptures)
- Weather events
- Security threats (physical & cyber)
- Fires
- Loss of utilities (including communications, power & water, etc.)
- Pandemics
- Civil disturbances
- Other Self-identified risks

* 29. Statement #21
Check all that apply...

* 32. Statement #23A
For operations & safety records...

* 33. Statement #24B
For operations & safety records...