Decision Documentation Template

For Democratic Leaders Showing Transparency

Decision Header and Context

Decision Information

Decision Title: [Clear, descriptive title of the decision made]
Decision Date: [When the final decision was made]
Decision Owner: [Person ultimately responsible for the decision]
Decision ID: [Sequential tracking ID - DEC-2024-001]
Implementation Date: [When decision takes effect]
Review Date: [When decision effectiveness will be reviewed]

Stakeholder Involvement

Decision-Making Authority: [Who had final decision authority]
Consulted Stakeholders: [List of people/groups who provided input]
Informed Stakeholders: [List of people/groups who were notified]
Implementation Team: [Who will carry out the decision]

Decision Context and Background

Situation Description

Background: [What led to the need for this decision]

Problem or Opportunity: [Specific issue being addressed or opportunity being pursued]

Urgency Level: [High/Medium/Low and rationale]

Decision Deadline: [Why decision needed to be made by specific date]

Stakeholder Input Summary

Input Collection Process: [How stakeholder input was gathered]

[ ] Individual interviews/conversations
[ ] Group meetings/workshops
[ ] Surveys or feedback forms
[ ] Email consultation
[ ] Other: [Specify]

Key Stakeholder Perspectives:

[Stakeholder Group 1]: [Their main concerns, priorities, and recommendations]

[Stakeholder Group 2]: [Their main concerns, priorities, and recommendations]

[Stakeholder Group 3]: [Their main concerns, priorities, and recommendations]

Input Analysis

Common Themes: [Areas where stakeholders agreed]

Different Perspectives: [Areas where stakeholders had different views]

Unresolved Questions: [Issues that couldn't be fully addressed through consultation]

Decision Analysis Process

Options Considered

Option A: [Description]

Stakeholder Support: [High/Medium/Low] - [Which groups supported]
Pros: [Key advantages]
Cons: [Key disadvantages]
Resource Requirements: [Cost, time, people needed]
Risk Level: [High/Medium/Low]

Option B: [Description]

Stakeholder Support: [High/Medium/Low] - [Which groups supported]
Pros: [Key advantages]
Cons: [Key disadvantages]
Resource Requirements: [Cost, time, people needed]
Risk Level: [High/Medium/Low]

Option C: [Description]

Stakeholder Support: [High/Medium/Low] - [Which groups supported]
Pros: [Key advantages]
Cons: [Key disadvantages]
Resource Requirements: [Cost, time, people needed]
Risk Level: [High/Medium/Low]

Evaluation Criteria

Primary Criteria Used:

[Criterion 1] - [Weight: High/Medium/Low] - [Why this mattered]
[Criterion 2] - [Weight: High/Medium/Low] - [Why this mattered]
[Criterion 3] - [Weight: High/Medium/Low] - [Why this mattered]

Evaluation Matrix: | Option | Criterion 1 | Criterion 2 | Criterion 3 | Total Score | |--------|-------------|-------------|-------------|-------------| | Option A | [Score/10] | [Score/10] | [Score/10] | [Total] | | Option B | [Score/10] | [Score/10] | [Score/10] | [Total] | | Option C | [Score/10] | [Score/10] | [Score/10] | [Total] |

The Decision Made

Final Decision

Selected Option: [Which option was chosen]

Decision Rationale: [Why this option was selected over alternatives]

Key Factors in Decision: [Most important considerations that drove the choice]

Stakeholder Input Integration

How Input Influenced Decision:

[Specific stakeholder feedback] → [How it changed or confirmed decision]
[Specific stakeholder feedback] → [How it changed or confirmed decision]
[Specific stakeholder feedback] → [How it changed or confirmed decision]

Unaddressed Concerns: [Stakeholder concerns that couldn't be accommodated and why]

Decision Modifications

Changes Made Based on Input: [How the original proposal was modified]

Compromises Included: [Areas where middle ground was found]

Trade-offs Accepted: [What was given up to gain stakeholder support]

Implementation Planning

Implementation Strategy

Implementation Timeline:

Phase 1: [Timeframe] - [Key activities]
Phase 2: [Timeframe] - [Key activities]
Phase 3: [Timeframe] - [Key activities]

Resource Allocation:

Budget: [Financial resources committed]
Personnel: [People assigned to implementation]
Technology/Tools: [Systems or tools needed]

Stakeholder Roles and Responsibilities

Implementation Team:

[Role]: [Person] - [Specific responsibilities]
[Role]: [Person] - [Specific responsibilities]
[Role]: [Person] - [Specific responsibilities]

Stakeholder Support Roles:

[Stakeholder Group]: [How they will support implementation]
[Stakeholder Group]: [How they will support implementation]

Communication Plan

Who Needs to Know: [All stakeholders who need to be informed]

Communication Method: [How decision will be communicated]

[ ] Email announcement
[ ] Team meetings
[ ] All-hands presentation
[ ] Written documentation
[ ] Other: [Specify]

Key Messages: [What will be emphasized in communication]

Risk Management and Contingency Planning

Identified Risks

Implementation Risks:

Risk: [Description]
Probability: [High/Medium/Low]
Impact: [High/Medium/Low]
Mitigation: [How risk will be managed]

Stakeholder Risks:

Risk: [Description]
Probability: [High/Medium/Low]
Impact: [High/Medium/Low]
Mitigation: [How risk will be managed]

Contingency Plans

If Implementation Challenges Arise: [Alternative approaches ready]

If Stakeholder Resistance Develops: [How resistance will be addressed]

If Resource Constraints Emerge: [How to adapt to limited resources]

Success Measurement and Review

Success Criteria

Primary Success Metrics:

[Metric] - [Target] - [Measurement method]
[Metric] - [Target] - [Measurement method]
[Metric] - [Target] - [Measurement method]

Stakeholder Satisfaction Measures:

[How stakeholder satisfaction will be assessed]
[Timeline for satisfaction check-ins]

Review and Adjustment Process

30-Day Review: [What will be assessed and by whom]

90-Day Review: [Comprehensive effectiveness evaluation]

Annual Review: [Long-term impact assessment]

Adjustment Authority: [Who can modify implementation based on results]

Lessons Learned and Process Improvement

Decision-Making Process Reflection

What Worked Well in This Process:

[Effective aspects of stakeholder consultation]
[Good elements of analysis and evaluation]

What Could Be Improved:

[Areas where consultation could be enhanced]
[Ways to improve analysis or communication]

Stakeholder Feedback on Process

Process Satisfaction Ratings: [If collected from stakeholders]

Stakeholder Suggestions: [Feedback on how to improve future decision processes]

Appendices and Supporting Materials

Appendix A: Detailed Stakeholder Input

[Complete record of all input received, organized by stakeholder or theme]

Appendix B: Analysis Details

[Detailed analysis, data, or research that supported the decision]

Appendix C: Alternative Proposals

[Full details of options not selected, for future reference]

Appendix D: Implementation Tools

[Project plans, communication materials, or other implementation resources]

Decision Follow-Up Tracker

Implementation Milestones

| Milestone | Target Date | Actual Date | Status | Notes | |-----------|-------------|-------------|---------|-------| | [Milestone 1] | [Date] | [Date] | [Complete/In Progress/Delayed] | [Comments] | | [Milestone 2] | [Date] | [Date] | [Complete/In Progress/Delayed] | [Comments] | | [Milestone 3] | [Date] | [Date] | [Complete/In Progress/Delayed] | [Comments] |

Ongoing Stakeholder Communication

Regular Updates Provided:

[Date]: [What was communicated and to whom]
[Date]: [What was communicated and to whom]

Feedback Received:

[Date]: [Stakeholder feedback on implementation]
[Date]: [Stakeholder feedback on implementation]

This template helps Democratic Leaders maintain transparency by documenting how stakeholder input influenced decisions and showing the collaborative decision-making process.