1. Procedures for the Technical Work

2. Organizational Structure and Responsibilities for the Technical Work

3. INTRODUCTION
OIC – ORGANIZATION OF ISLAMIC COOPERATION
COMCEC – STANDING COMMITTEE FOR ECONOMIC COOPERATION
strengthen the economic and commercial cooperation
increase the economic and commercial capacity of the member countries
SMIIC
Building quality infrastructure amongst members
STANDARDS ARE ONE OF THE KEY AREAS OF COMCEC, SMIIC IS IMPORTANT FOR ECONOMY

4. WHAT IS A STANDARD? A document established by CONSENSUS,
Approved by a recognized body,
Contributed by its stakeholders,
For common and repeated use,
Voluntary.
A DOCUMENT WHICH DEFINES THE MUSTS OF A PRODUCT OR SERVICE OR A PROCESS

5. STANDARDIZATION The activity of establishing standards
The necessary process for ensuring effectiveness in any product/service
INTRODUCTION

6. STANDARDIZATION(1)
CONSENSUS ON STANDARDIZATION IS BEST ACHIEVED BY THE CONTRIBUTION OF ALL STAKEHOLDERS

7. STANDARDIZATION
Standards are not developed by the standardization organization itself.
Standardization is handled by various TECHNICAL COMMITTEES (TCs).

8. STANDARDIZATION DEPARTMENT
Department under SMIIC General Secretariat
Responsible for the overall management of the technical work

9. TCs ARE THE KEY BODIES IN THE STANDARDIZATION PROCESS
TECHNICAL COMITTEES
key bodies that drive the standardization process
comprise of experts from the member organizations
a completely voluntary effort
TCs ARE THE KEY BODIES IN THE STANDARDIZATION PROCESS

10. TECHNICAL COMITTEES Technical decision making body with
a precise title,
a scope,
and a work programme.
Acts in accordance with an agreed business plan
THE DEVELOPMENT AND SYSTEMATIC MAINTENANCE OF THE OIC/SMIIC STANDARDS WITHIN A PARTICULAR SCOPE OF WORK

11. TECHNICAL COMMITTEES A chairman A secretary
Delegates from members (P and O Members) and liaison organizations
Experts
Invited observers

12. WHO IS WHO IN A TECHNICAL COMMITTEE
P-MEMBERS
O-MEMBERS
SECRETARY
CHAIRMAN
EXPERTS
LIAISON ORGANISATION DELEGATES

13. P-MEMBERS
SMIIC Member Bodies who actively participate in the technical work of the TC
have an obligation to vote in all official ballots related to the work of the committee
may appoint experts for working groups

14. P-MEMBERS
Can be represented by delegations from member bodies at a meeting or through a contact person (by correspondance)
may transfer the contribution of their national stakeholders via its national committees to a TC work

15. O-Members
SMIIC Members, SMIIC Observer Members and OIC Member States can be O-Members and ;
follow the work as an observer,
have right to attend the meetings and receive committee documents,
can submit comments

16. Secretariat is at the service of the members of the committee
TC SECRETARIAT,
has the responsibility for providing technical and administrative services to a TC.
continuous supervision of the structure of the committee
Secretariat is at the service of the members of the committee

17. TC SECRETARY, is the person appointed by the secretariat
a good organizer and has ability for technical and administrative work
familiar with SMIIC documents (Directives, Statute, Rules of Procedure…etc.)
should have sufficient knowledge of English and/or French, and/or Arabic

18. CHAIRMAN is responsible for the overall management of that TC
acts in a purely intra-OIC capacity
divests himself/herself of a national position
guide the secretary of that TC or SC in carrying out his or her duty

19. CHAIRMAN
has the task of steering the committee towards that consensus and recognizing when it has been reached.
The chairman of a TC is responsible for the overall management of that TC

20. EXPERTS
WORKING GROUP
may comprised of 5-15 experts from P-members and liaison organizations
has a convenor
is established for working on specific task of a TC. For example when preparing a working draft of a standard
nominated by a member body or a liaison organisation when a new project is approved.
are normally assigned to a working group associated with a project

21. Liaisons (representatives): if deemed necessary by TC
manufacturer associations,
commercial associations,
industrial organizations,
user groups
professional and scientific societies,
Etc.
Can make technical contribution to the standardization work at TC, SC or WG level

22. Development process of OIC/SMIIC Standards
Warning – All the following is based on the rules stated in the most recent version of the SMIIC Directives.

23. Project Approach
OIC/SMIIC Standards are developed on the basis of a project approach by TCs
A project is any work intended to lead to the issue of a new, amended or revised OIC/SMIIC Standard

24. Programme of work
the sum of all projects running under the scope of a TC
The agreed programme of work of a new TC shall be submitted to the Standardization Department for approval

25. Project Leader
usually the originator of the new work item proposal (NP)
the person appointed by TC responsible for the overall management of a project from the proposal stage to the publishing stage.
could be a Working Group convenor, a designated expert or, if appropriate, the secretary

26. Project Leader
Act in pure intra-OIC capacity divesting himself/herself of a national point of view
should be prepared to act as consultant, when required, regarding technical matters arising
The Person responsible for the progress of the project

27. New work

28. Proposals for new activities
Proposals can aim at:
New committees
New standards
Revisions of existing standards

29. Main principles Justification Is there a real need?
Who will benefit or be affected?
Is it globally relevant?

30. New Technical CommitteeTC SC
Standardization Department MB
Possible proposers for a new TC
International
Organization
Certification body
Ask them the question: who can make a proposal ?
SMIIC General Secretariat

31. New Technical Committee
Once a TC is established and its secretariat is allocated, it has to
if appropirate, determine and arrange necessary liaisons,
agree on its scope and title by correspondance or at the first meeting to be submitted to the standardization department for approval
start the work for its business plan,
Proposal circulated by SMIIC General Secretariat to all MBs asking if they
Support the establishment of the new TC
Intend to participate actively
Proposals are approved if
Simple majority of the MBs voting approve
At least 5 national bodies participate actively (as a P-member)
Standardization Department(SD) then formally establishes the TC
and allocates the TC secretariat to a Member Body
SD. Approves the final scope and title of the TC .

32. What would you do? QUESTION
As a secretary you are asked by a new staff member in your NSB what information needs to be provided when proposing the establishment of a new SMIIC technical committee.

33. What would you do QUESTION
As a secretary you are asked by a new staff member in your NSB what information needs to be provided when proposing the establishment of a new SMIIC technical committee.
ANSWER
Title and scope
Proposed work programme
Justification
Stakeholders
The scope shall precisely define the limits of the field of activity.
Scopes shall not repeat general aims and principles governing the work of the organization but shall indicate the specific area concerned.
Dir 1: 1.3.4

34. New work item proposal – NP
In established committees
All new projects
Committee Internal Ballot mandatory

35. NP fully justified and properly documented
NP procedure
NP fully justified and properly documented
Very robust information showing the market relevance of proposals
Positive votes from P-members come with a statement about the YES
Experts must be named
For secretaries: you have 2 weeks after the end of the ballot to review the justifications (and name of expert) => in case of doubts, contact the voters asking for better explanation of the need for this standard.
Dir 1: 2.3

36. NP approval criteria Simple majority of P-members voting
4 Member Bodies to participate actively
Experts must be NAMED to count towards the approval
Minimum number of named experts must come from P-members voting positively
MB have to register experts in the GD
Dir 1: 2.3.4

37. Revisions and Amendments
Resolution containing target dates confirmation of scope (scope has not changed) convenor or project leader Call for experts
NWIP stage not required for the revision or amendment of an existing standard, a TS or a PAS
Clause 2.3.1

38. OVERLAP IN THE SCOPE – WHAT SHOULD I DO?
Case study
OVERLAP IN THE SCOPE – WHAT SHOULD I DO?
A NP is submitted to you by a P-member of your committee. In reviewing the scope you realize that there seems to be an overlap with a project which is already ongoing in a WG. There is no draft in addition to the NP Form
These are possible answers. They might be other suggestions.
The idea is to have them initiate discussion, find solution and no go through the TMB.

39. OVERLAP IN THE SCOPE – WHAT SHOULD I DO?
Case study
OVERLAP IN THE SCOPE – WHAT SHOULD I DO?
Contact the P-member and explain the situation
Suggest to adjust the scope of NP to avoid overlap
Suggest to work with the WG and send an expert
After discussion if no solution can be found, contact to SD

40. Main stages in standards development

41. The stages Preparatory stage (20) Committee stage (30)
3 months by default
5 months ballot
Proposal stage (10) ٭
Enquiry stage (40)
Publication stage (60)
Preliminary stage (00)
Preparatory stage (20)
Committee stage (30)
Approval stage (50)
2 months by default
3 or 4 months possible
2 months ballot
Standards are developed from 3 to 6 stages
٭ Committee resolution sufficient for a Revision or an Amendment (if no change of scope is planned)
MANDATORY
OPTIONAL

42. 00 - Preliminary stage Not sufficiently mature to process
Proposal stage (10)
Preparatory stage (20)
Committee stage (30)
Enquiry stage (40)
Approval stage (50)
Publication stage (60)
00 - Preliminary stage
Not sufficiently mature to process
But if the committee wants to record it
It is future work
New work item vote required to activate it
PWI automatically deleted from the programme of work after 3 years

43. Preliminary stage (00)
Proposal stage (10)
Preparatory stage (20)
Committee stage (30)
Enquiry stage (40)
Approval stage (50)
Publication stage (60)
10 – Proposal stage
The Project leader is usually assigned by the originator of the proposal NP
(New Work Item Proposal Form) + draft
3-months ballot
New Work Item registered by SMIIC SD (via General Secretariat)
CIB only
TC informs SD about the new project with agreed target dates for registration

44. 20 - Preparatory stage (WD)
Preliminary stage (00)
Proposal stage (10)
Preparatory stage (20)
Committee stage (30)
Enquiry stage (40)
Approval stage (50)
Publication stage (60)
20 - Preparatory stage (WD)
In Working Groups
One of the main consensus building stages
First & subsequent WDs prepared
May not be needed if there is a good draft
Ends when project is registered as a CD
 Membership to the Council is open to all member bodies and rotates to make sure it is representative of the member community. X

45. 30 - Committee Draft stage (CD)
Preliminary stage (00)
Proposal stage (10)
Preparatory stage (20)
Committee stage (30)
Enquiry stage (40)
Approval stage (50)
Publication stage (60)
30 - Committee Draft stage (CD)
With proposal & action taken on each comment
CD circulated by secretary
2-months ballot
3 or 4 months possible
Comments compiled
To be circulated within 4 months
Stage ends when DIS is delivered to ISO CS
Reminder on how to skip the CD might be useful:
Proposed by WG and PL
Confirmed by a committee decision (1 month CIB or at a meeting)
Dir 1: 2.5

46. Question
QUESTION
What are the possible options after a CD ballot?

47. Answer ANSWER QUESTION
What are the possible options after a CD ballot?
ANSWER
Discuss the CD and comments at the next meeting
Circulate a revised CD for consideration – 2nd CD
Register the committee draft for the DS stage

48. 40 – Enquiry Stage (DS) Every project must pass one public review
Preliminary stage (00)
Proposal stage (10)
Preparatory stage (20)
Committee stage (30)
Enquiry stage (40)
Approval stage (50)
Publication stage (60)
40 – Enquiry Stage (DS)
SMIIC Members
Every project must pass one public review
For circulation outside the committee to all SMIIC MBs
DS is circulated for vote by SD via SMIIC GS
All votes & comments are sent to SD
DIS is circulated for vote from ISO CS in English and eventually in French.

49. Administration of DS Vote starts Balloters submit national votes
Preliminary stage (00)
Proposal stage (10)
Preparatory stage (20)
Committee stage (30)
Enquiry stage (40)
Approval stage (50)
Publication stage (60)
Administration of DS
Vote starts
Balloters submit national votes
PDF uploaded on SMIIC IS Balloting Portal
Notification to balloters
Vote ends
Month 1
Month 2
Month 3
Month 4
Month 5
Ballot

50. Preliminary stage (00)
Proposal stage (10)
Preparatory stage (20)
Committee stage (30)
Enquiry stage (40)
Approval stage (50)
Publication stage (60)
40 – Enquiry Stage (DS)
Results & comments are sent to the committee secretariat
Secretary compiles & circulates to committee members
Main experts review the comments
Draft updated accordingly
Secretary submits text & forms to SD for final stage
Which forms?

51. Preliminary stage (00)
Proposal stage (10)
Preparatory stage (20)
Committee stage (30)
Enquiry stage (40)
Approval stage (50)
Publication stage (60)
DIS approved
DEFAULT
PATH
NO technical changes
Technical changes
Publication
FDS 2-month ballot
Approval Criteria
Two-thirds majority votes casted by P-Members in favor
Not more than one-quarter of the total number of votes cast are negative
FDIS approval = 2/3 majority of the P members in the TC/SC that vote + no more than ¼ of all votes cast are negative
For VA harmonized: If CEN assessment positive at DIS, possibility to skip FDIS.
Publication

52. Preliminary stage (00)
Proposal stage (10)
Preparatory stage (20)
Committee stage (30)
Enquiry stage (40)
Approval stage (50)
Publication stage (60)
50 – Approval
Approval Criteria: Explicit votes: positive,negative, abstention
Two-thirds majority votes casted by P-Members in favor (no comments with positive vote)
Not more than one-quarter of the total number of votes cast are negative (negative without technical reasons are not counted
DS meets the necessary approval criteria + no technical changes:
The default is to skip the FDS and proceed to publication
If technical changes:
FDS required
SD circulates the FDS (2 months) to all Member Bodies
approval of 2/3 of the P members in the TC/SC that vote & not more than ¼ of all votes cast are negative
For VA harmonized: If CEN assessment positive at DIS, possibility to skip FDIS.

53. Preliminary stage (00)
Proposal stage (10)
Preparatory stage (20)
Committee stage (30)
Enquiry stage (40)
Approval stage (50)
Publication stage (60)
60 - Publication
SMIIC GS prepares the document for publication SMIIC GS takes into account editorial comments on FDS Made available through SMIIC GS & SMIIC Member Bodies
Secretaries should respond to:
A simple list of changes is all we need – not a new word file.  And that this is not the time to rewrite the document, redo figures, etc.

54. Comparing development process for an OIC/SMIIC Standard
6 stages
Action
Balloting time
Default path
Shortest path 1
3-month ballot by default NP NP
Straight to DS
Proposal NP
Proposal to start a new project 2
Preparatory
WD *
Expert consensus
within working group WD 3
2-month ballot by default
3 or 4 month vote possible
Can be skipped
CommitteeCD
Committee consensus CD 4
24 months to reach DS
12 months to reach DS
Enquiry DS
National consensus
5-month ballot 5
Skipped by default
2-month ballot
Approval
FDS *
YES or NO vote
FDS 6
OIC/SMIIC Standard
Up to 36 months
OIC/SMIIC
Down to 9 months
OIC/SMIIC
Publication
SD Admin.
* OPTIONAL
TC Sec. Admin. (CIB)

55. Time frames

56. Time frames Standards have to be delivered on time!
Stakeholder expectations / expert resources
Set at the start
Choice 2, 3 or 4 years
Serious delays = actions!

57. Time frames for standards
At start of project, choose
Track 1 = Accelerated = 24 months
Track 2 = Default = 36 months
Track 3 = Enlarged = 48 months

58. Question
QUESTION
When does the clock start counting the standards development time?

59. Answer Clock starts when: New Project has been approved
SMIIC SD registers as active
Stage or above if directly registered as a CD or DS

60. Target Dates/Limit dates for default use
Limit dates apply to the date for the DS and of the Publication
availability of WD (if not supplied with the proposal): 6 months;
availability of CD: 12 months;
availability of DS: 24 months; (limit)
availability of approval draft: 33 months;
availability of published standard: 36 months (limit).

61. Approval
and
voting

62. 1st aim - Consensus General agreement
characterized by the absence of sustained opposition to substantial issues
by any important part of the concerned interests
by a process that involves seeking to take into account the views of all parties concerned and to reconcile any conflicting arguments
Sufficient time is required before the approval stage for the discussion, negotiation and resolution of significant technical disagreements.
Dir 1: 2.5.6

63. Approval & voting Criteria to move to the next project stage:
For each stage the committee or MBs needs to approve
P-members are obliged to vote
SMIIC MBs have to approve at least at DS-stage
One member body = One vote
All SMIIC Member Bodies can vote

64. Approval & voting NWIP CD DS WD 3-month vote 2-month vote 5-month vote
simple majority of P-members
NWIP
3-month vote
consensus
no averaging of positions
4 P-Member Bodies active participation
experts nominated by members but they act in personal capacity WD
No vote or
support from 2/3 of voting P-members CD
2-month vote
2/3 majority of voting P-members
no more than ¼ all votes cast are negative
abstentions are
not counted
negative votes are only counted if they are accompanied by technical reasons DS
5-month vote
FDS
2-month vote

65. Other types of deliverables

66. Other deliverables Technical Specification - TS Technical Report - TR
Normative
Informative
No requirements
Consensus in a committee
2/3 of P-members approval voting
Good when you can’t get to an OIC/SMIIC Standard
Good when committee has collected relevant information
e.g. test results
Review after 3 years
Max life = 6 years
(recommended)
No life limit
Conversion into a standard is possible for PAS and TS