Decision

The purpose of the object is to document the decision-making process and the decision itself, which has been made in the organisation by a group of persons.

What is a decision

A decision means an opinion (statement) which has been issued by a group of persons (or an individual) and which:

• It is binding from a certain date
• Before it is binding, it must be made known by the people whose work it affects in any way
• It must be public at least for those who are supposed to follow it
• Authorized – the person or body responsible for the decision issues it and it can be verified that it was actually issued and when

The decision should be:

• Verifiable – it is possible to trace back when, who made the decision
• Reviewable – it is possible to verify retroactively on what basis the decision was made.

Procedural support

Within the life cycle of the decision, the steps are monitored:

• Identification of the subject of the decision: The decision always reflects some need of the organisation to unify rules, procedures to establish responsibility, etc.
• Identification of the responsible person: It is necessary to know who is competent is competent for the subject of the decision.
• Determination of the decision-making method: The decision, depending on the importance for the organisation or other attributes (e.g. the volume of investment, but also the experience of the team), may have different requirements for the formality of the decision-making, involved numbers of participants, obligatory steps before the decision-making (e.g. requirement of financial analysis, two-round vote of the wider and narrower plenary, etc.)
• Preparation of the documents: For the decision, the documents are collected on the basis of which the decision is subsequently made
• Familiarization of the participants with the documents: Persons involved in the decision-making have the opportunity to acquaint themselves with the documents in advance. Not everyone has the right/opportunity to acquaint themselves with all the documents (e.g. technical experts do not have access to the financial part of the offer that is being decided)
• Proposals for decisions: There may be multiple proposals for decisions, which may change gradually. The supporting documents may relate to the individual proposals, in any case SWOT analysis may relate to them.
• Selection of decisions: There will be a selection of the decision variant in the form of the decision-making method, e.g. by voting.
• Issuing decisions: The decision must be brought to the attention of those concerned and obliged to abide by it (or have any other influence on their work).
• • Withdrawal of decisions: A decision sometimes expires and must be withdrawn, or the persons concerned must be informed that it has been withdrawn.

All the above steps, with the exception of the Selection of decisions in practice, may be missing. Selection of decisions may also be missing if, in the course of preparing the decision, he decides not to make a decision, in which case the process is terminated without a decision.

The course of the decision may take place at one meeting, but it may also require many other steps – repeated meetings of different groups, collection of the supporting documents, involvement of experts, etc.

Role associated with the decision

• Publisher / Signatory: The person on whose behalf the decision is issued and who authorizes the whole decision-making process.
• Manager / Coordinator: The decision preparation is the responsibility of someone who is responsible for its completion (or cancellation). The coordinator does not have to be (but may be) the Publisher of the decision (e.g. the Purchaser, who needs the decision of the company management, but is not directly involved in the decision itself).
• Decider / Elector: Active participant in the step where he/she participates in the final form of the decision in the form of comments and votes in the case of choice of options
• Adviser: The person who participates in the preparation of the documents or otherwise provides the information needed for the decision.

The decision must have a designated manager (in the case of a decision issued by a collegiate body) or who signs the decision – at least one of these roles must be specified. People in this role manage the decision-making steps and have the possibility to cancel the decision. (From a management point of view, the two roles are identical; their duplication allows a proxy and mainly the possibility for the responsible person to pass on e.g. the organisation of the vote to the coordinator and still have the decision-making position.)

How the decision is documented

The decision is accompanied by information:

• Subject description: What needs to be decided; the subject is often a real object (e.g. property, contract) or an entity (e.g. employee). If the subject of the decision has its digital twin in AyMINE, the decision is linked to that twin.
• Supporting documents: Documents, notes and other information that are essential for the decision. (Supporting documents may be prepared in separate tasks as a basis for the decision. Persons involved in the task may not know anything about the decision being prepared or that the task is related to the decision.)
• Steps taken: In preparation for the decision (in AyMINE, these are completed tasks that have arisen as preparation).
• Persons involved: It is possible to trace all the roles involved above to the decision.

Decision-related operations:

Establish decision

At the moment of the need to make a decision, establish an object to help guide and document the whole decision
The establishment includes the identification of the key persons or the group that will make the decision

Preparation of supporting documents

In preparation of supporting documents, it is possible to:

• Attach to the decision the files with supporting documents that are available to the team that makes the decision and votes.
• Create tasks to help collect supporting documents and carry out the actions needed before the decision

Preparation and implementation of the decision

• It is possible to prepare draft decisions.
• It is possible to add arguments to the proposals (SWOT)
• Deciders may add votes and notes to the proposals
• The decision is included in the meetings at which it is discussed
• Voting: it is possible to vote on individual proposals

Publication of the decision

Decisions are typically published after publication and there is an interest in getting information about them to the people concerned. Decisions allow you to select groups of users who will be informed about the decision and the form of information:

• Less formal information by notifications that contain a reference to the decision. Notifications are given to users within AyMINE and if they do not read it within 24h after sending it, it is also sent to them by email. Notices are not archived in the long term and therefore cannot be used as a long-term proof that the user has become acquainted with the decision.
• Formal request to be acquainted with the task Request to be acquainted with the decision, the fulfilment of which the participant is obliged to confirm. A confirmation, which is a conscious step of the user, also creates a proof that he has become acquainted with the decision.

Delete decisions

Deleting decisions is possible if they do not have a tag. Decisions are deleted into the trash from which they can be returned if necessary.

The function to delete decisions is available in the menu .

It is possible to delete multiple decisions at the same time, but only within one area. The function is available in the menu in the list of decisions of one area.