DEC: Decision Records

Document Type

Code: DEC
Name: Decision Records
Domain: Learning & Decisions

Abstract

This specification defines the Decision Records document type within the BSpec 1.0 Universal Business Specification Standard. It establishes normative requirements, structured templates, and implementation guidance for organizations documenting decision records within the learning-decisions domain. This specification enables systematic, machine-readable documentation that supports strategic planning, operational execution, and organizational alignment.

Purpose and Scope

The Decision Records document captures strategic and operational decisions made within the organization, including context, rationale, alternatives considered, and outcomes. It establishes decision frameworks that preserve institutional knowledge, enable accountability, and provide historical context for future decision-making.

Document Metadata Schema

---
id: DEC-{decision-area}
title: "Decision Records — {Decision Topic or Area}"
type: DEC
status: Draft|Review|Approved|Active|Superseded|Deprecated
version: 1.0.0
owner: Decision-Maker|Team-Lead|Executive-Team
stakeholders: [affected-teams, decision-makers, implementers, stakeholders]
domain: learning-decisions
priority: Critical|High|Medium|Low
scope: decision-records
horizon: strategic|tactical|operational
visibility: internal|restricted|confidential

depends_on: [STR-*, OBJ-*, THY-*, RSK-*]
enables: [ROL-*, PRO-*, POL-*, PLN-*]

decision_type: [strategic, operational, architectural, investment, policy]
decision_status: [proposed, decided, implemented, reviewed, superseded]
decision_scope: [organization-wide, department, team, project]
stakeholder_impact: [high, medium, low impact on various stakeholders]
reversibility: [reversible, difficult-to-reverse, irreversible]
decision_timeline: [when decision was needed, made, and implemented]

success_criteria:
  - "Decision context and rationale clearly documented and preserved"
  - "Decision accountability and ownership clearly established"
  - "Decision outcomes tracked and evaluated against expectations"
  - "Decision knowledge enables better future decision-making"

assumptions:
  - "Decision-making process and authority clearly defined"
  - "Relevant stakeholders identified and engaged in decision process"
  - "Decision criteria and evaluation framework established"

constraints: [Time, resource, and authority constraints]
standards: [Decision documentation and tracking standards]
review_cycle: as-needed
---

Content Structure Template

# Decision Records — {Decision Topic or Area}

## Executive Summary
**Purpose:** {Brief description of decision records scope and objectives}
**Decision Type:** {Strategic, operational, architectural, investment, policy}
**Decision Status:** {Proposed, decided, implemented, reviewed, superseded}
**Decision Scope:** {Organization-wide, department, team, project}

## Decision Framework

### Decision Philosophy
- **Informed Decision Making:** {Decisions based on complete information and analysis}
- **Transparent Process:** {Open and transparent decision-making process}
- **Accountability Focus:** {Clear ownership and accountability for decisions}
- **Learning Integration:** {Decisions inform future learning and improvement}

### Decision Foundation
    ```yaml
    decision_strategy:
      decision_governance:
        decision_authority: [who has authority to make different types of decisions]
        escalation_process: [when and how decisions escalate to higher authority]
        approval_requirements: [what approvals are needed for decision implementation]
        documentation_standards: [how decisions must be documented and tracked]
    
      decision_process:
        context_gathering: [how relevant context and information is collected]
        stakeholder_engagement: [how stakeholders are identified and engaged]
        alternative_analysis: [how alternatives are identified and evaluated]
        impact_assessment: [how decision impacts are analyzed and understood]
    
      decision_criteria:
        evaluation_framework: [criteria used to evaluate decision options]
        success_metrics: [how decision success will be measured]
        risk_assessment: [how decision risks are identified and evaluated]
        alignment_requirements: [how decisions align with strategy and values]
    ```

### Decision Architecture
- **Decision Hierarchy:** {Strategic, operational, and tactical decision levels}
- **Decision Categories:** {Types of decisions and their classification}
- **Decision Workflows:** {Process flows for different decision types}
- **Decision Integration:** {How decisions connect and influence each other}

## Decision Documentation

### Decision Record Structure
    ```yaml
    decision_documentation:
      decision_identification:
        decision_id: {unique identifier for decision tracking}
        decision_title: {clear, descriptive title of decision}
        decision_date: {when decision was made}
        decision_maker: {person or group responsible for decision}
    
      decision_context:
        background: {situation and context requiring decision}
        problem_statement: {specific problem or opportunity being addressed}
        constraints: [limitations and constraints affecting decision]
        assumptions: [assumptions underlying decision analysis]
    
      decision_analysis:
        alternatives_considered: [options that were evaluated]
        evaluation_criteria: [criteria used to assess alternatives]
        stakeholder_input: [feedback and input from relevant stakeholders]
        risk_analysis: [risks associated with different options]
    
      decision_outcome:
        chosen_option: {selected alternative with rationale}
        implementation_plan: [how decision will be implemented]
        success_metrics: [how success will be measured]
        review_schedule: [when decision will be reviewed and evaluated]
    ```

### Alternative Analysis
- **Option Generation:** {How alternative options are identified and developed}
- **Evaluation Framework:** {Structured approach to evaluating alternatives}
- **Trade-off Analysis:** {Understanding trade-offs between different options}
- **Sensitivity Analysis:** {How sensitive decision is to key assumptions}

### Impact Assessment
    ```yaml
    impact_analysis:
      stakeholder_impact:
        - stakeholder: {specific stakeholder group}
          impact_description: {how they will be affected}
          impact_magnitude: {high, medium, low}
          mitigation_strategy: {how negative impacts will be addressed}
    
      organizational_impact:
        structural_changes: [organizational or process changes required]
        resource_requirements: [resources needed for implementation]
        capability_implications: [new capabilities needed or affected]
        cultural_implications: [cultural or behavioral changes required]
    
      strategic_impact:
        strategy_alignment: {how decision aligns with organizational strategy}
        objective_contribution: {how decision contributes to objectives}
        competitive_implications: [competitive advantages or disadvantages]
        long_term_consequences: [longer-term implications of decision]
    ```

## Decision Implementation and Tracking

### Implementation Planning
    ```yaml
    implementation_strategy:
      implementation_phases:
        - phase: {specific implementation phase}
          timeline: {timeframe for this phase}
          activities: [key activities and milestones]
          success_criteria: [how to measure phase success]
          dependencies: [what must be completed before this phase]
    
      resource_allocation:
        human_resources: [people needed for implementation]
        financial_resources: [budget and funding requirements]
        technology_resources: [systems and tools needed]
        external_resources: [external support or partnerships needed]
    
      change_management:
        communication_plan: [how decision will be communicated]
        training_requirements: [training needed for implementation]
        support_systems: [support provided during transition]
        resistance_management: [addressing potential resistance to change]
    ```

### Decision Monitoring
- **Progress Tracking:** {How implementation progress is monitored}
- **Success Measurement:** {Metrics and indicators of decision success}
- **Issue Identification:** {Early warning systems for implementation problems}
- **Course Correction:** {Process for adjusting implementation based on learnings}

### Decision Review and Learning
    ```yaml
    review_framework:
      review_schedule:
        implementation_reviews: [regular reviews during implementation]
        outcome_evaluation: [post-implementation evaluation timeline]
        long_term_assessment: [longer-term impact assessment schedule]
        lessons_learned: [when and how lessons will be captured]
    
      evaluation_criteria:
        success_metrics: [quantitative measures of decision success]
        stakeholder_satisfaction: [qualitative assessment of stakeholder impact]
        unintended_consequences: [identification of unexpected outcomes]
        decision_quality: [assessment of decision-making process quality]
    
      learning_integration:
        best_practices: [successful practices to replicate]
        improvement_opportunities: [areas for future improvement]
        process_refinement: [how decision process can be improved]
        knowledge_sharing: [how learnings are shared across organization]
    ```

## Decision Governance and Quality

### Decision Quality Framework
    ```yaml
    quality_standards:
      information_quality:
        completeness: {ensuring all relevant information is considered}
        accuracy: {verifying information accuracy and reliability}
        timeliness: {making decisions with appropriate timing}
        relevance: {focusing on information relevant to decision}
    
      process_quality:
        stakeholder_engagement: {appropriate stakeholder involvement}
        alternative_consideration: {thorough evaluation of alternatives}
        bias_mitigation: {addressing cognitive and organizational biases}
        documentation_completeness: {comprehensive decision documentation}
    
      outcome_quality:
        objective_achievement: {how well decision achieves intended objectives}
        stakeholder_value: {value created for different stakeholders}
        learning_generation: {insights and knowledge created}
        adaptability: {ability to adjust based on new information}
    ```

### Decision Accountability
- **Decision Ownership:** {Clear accountability for decision outcomes}
- **Implementation Responsibility:** {Who is responsible for execution}
- **Review Authority:** {Who has authority to review and modify decisions}
- **Escalation Protocols:** {When and how to escalate decision issues}

### Decision Documentation Standards
    ```yaml
    documentation_standards:
      documentation_requirements:
        mandatory_elements: [required components of decision records]
        optional_elements: [additional components based on decision type]
        quality_standards: [standards for documentation quality and clarity]
        version_control: [managing updates and revisions to decision records]
    
      access_and_sharing:
        visibility_levels: [who can access different types of decision records]
        sharing_protocols: [how decisions are shared with stakeholders]
        confidentiality_requirements: [protecting sensitive decision information]
        historical_preservation: [maintaining decision history and archives]
    
      integration_requirements:
        system_integration: [how decisions integrate with other systems]
        cross_reference_standards: [linking decisions to related documents]
        search_and_discovery: [making decisions findable and accessible]
        reporting_capabilities: [decision reporting and analytics requirements]
    ```

## Validation
*Evidence that decision records preserve knowledge, enable accountability, and improve future decision-making*

## Quality Standards

### Bronze Level (Minimum Viable)
- [ ] Basic decision documentation with context and rationale
- [ ] Simple implementation tracking and basic accountability
- [ ] Basic decision review and learning capture process
- [ ] All required metadata fields completed

### Silver Level (Investment Ready)
- [ ] Comprehensive decision framework with structured analysis and evaluation
- [ ] Structured implementation planning with monitoring and tracking
- [ ] Active decision governance with quality standards and accountability
- [ ] Regular decision review and systematic learning integration

### Gold Level (Operational Excellence)
- [ ] Advanced decision capabilities with sophisticated analysis and optimization
- [ ] Comprehensive decision ecosystem with integrated governance and quality
- [ ] Decision excellence with organizational learning and continuous improvement
- [ ] Strategic decision management driving organizational effectiveness and growth

## Common Pitfalls

1. **Poor documentation**: Failing to capture sufficient context and rationale
2. **Accountability gaps**: Unclear ownership and responsibility for decisions
3. **Implementation drift**: Decisions not properly implemented or tracked
4. **Learning isolation**: Not capturing or sharing lessons from decisions

## Success Patterns

1. **Comprehensive documentation**: Thorough capture of context, analysis, and rationale
2. **Clear accountability**: Well-defined ownership and responsibility structures
3. **Systematic tracking**: Consistent monitoring and evaluation of outcomes
4. **Learning integration**: Effective capture and application of decision learnings

## Relationship Guidelines

### Typical Dependencies
- **STR (Strategy)**: Strategic framework guides major decision-making
- **OBJ (Objectives)**: Objectives provide criteria for decision evaluation
- **THY (Theory)**: Business theory informs decision assumptions and logic
- **RSK (Risk)**: Risk assessment influences decision analysis and mitigation

### Typical Enablements
- **ROL (Roles)**: Decision records clarify role responsibilities and authority
- **PRO (Processes)**: Decisions define and shape organizational processes
- **POL (Policies)**: Decision outcomes often result in policy development
- **PLN (Plans)**: Decisions provide foundation for planning and execution

## Document Relationships

This document type commonly relates to:

- **Depends on**: STR (Strategy), OBJ (Objectives), THY (Theory), RSK (Risk)
- **Enables**: ROL (Roles), PRO (Processes), POL (Policies), PLN (Plans)
- **Informs**: Strategic planning, organizational learning, governance design
- **Guides**: Implementation planning, accountability structures, review processes

## Validation Checklist

- [ ] Executive summary with clear purpose, type, status, and scope
- [ ] Decision framework with philosophy, foundation, and architecture
- [ ] Documentation structure with record structure, alternative analysis, and impact assessment
- [ ] Implementation and tracking with planning, monitoring, and review processes
- [ ] Governance and quality with framework, accountability, and documentation standards
- [ ] Validation evidence of knowledge preservation, accountability enabling, and decision improvement

---

## Related Documents

- [Back to Document Types](/docs/document-types)
- [Domain: Learning & Decisions](/docs/domains/learning-decisions)
- [Full Specification](/spec/v1-0-0)