Management Decisions as Records: Decision Records and the Delegation Register

All courses / AI Boss / Module 6 / Chapter 25

Learning objectives

After the lesson the participant can:

• Explain how a Management Decision Record differs from an Architecture Decision Record and what follows for privacy and volume.
• Apply the four-part rule to decide which management decisions require a record.
• Explain what the delegation register adds to single profiles: sums, discovered features, reversibility tests and the freeze.
• Draft a Management Decision Record that serves the worker, the representatives, a court and a supervisory authority.

Key concepts

Management Decision Record

A short, numbered, immutable record of one management decision about one or more people that an AI system made or shaped: what the system proposed, who decided, why, what the person was told and how to contest it.

Record by operation

The record is generated from the system's events, which supply proposal, inputs, version and flags, and from the decider's action, which supplies the decision and reasons. A record that fails validation holds the decision.

Reversibility test

A test of whether a unit could perform one function without the system for a defined period, and whether its managers still can. The result is passed, passed with conditions or failed.

Freeze

Where a reversibility test fails or passes only with conditions, further delegation in that function and team is frozen until the conditions are met. The system keeps running at the agreed degree; the next step stops.

One record, four readers

The worker gets the explanation and appeal route, the representatives an aggregate, a court a record made at the time by the person who decided, and a supervisory authority the evidence of demonstrable compliance.

Interactive exercises

Do them here and get feedback at once. Choose a card and then where it belongs, or drag it.

Teaching plan

Discussion

1. The chapter says a reason the system generated and the decider accepted is the system's reason. How should a decision screen be designed so that the reasons are the decider's own?
2. A store of decision records also records how each manager decided, how quickly and how often against the system. What uses of it should be agreed, and which excluded?
3. Nordvik's reversibility test found that the fallback had fallen behind the system it replaces. What would such a test find in a unit you know?

Written exercise

Self-test

Choose an answer to see whether it is right, or open the answer below each question.

1. Which of these does the chapter's four-part rule require a Management Decision Record for, without sampling?

   1. Every allocation of a claim by the claims-triage agent
   2. Every meeting summary that proposes an owner for an action
   3. Every dashboard figure shown to a unit manager
   4. Every M3 Consequence decision that AI shaped
   Show the answer

   D. Every M3 Consequence decision that AI shaped
   Each consequence decision can be contested individually, so every one receives a record. M1 Direction and M2 Evaluation decisions are sampled, apart from those the profile names and those that are contested.

2. What did Nordvik Region's reversibility test RVT-NR-ROS-2027-01 freeze?

   1. Any new ShiftWise action class, including the shift-swap feature, until the conditions are met
   2. All use of ShiftWise in the Strandvik unit until the supplier is replaced
   3. The home-care dashboards, which were switched off in every unit
   4. The unit manager's right to change a roster before publication
   Show the answer

   A. Any new ShiftWise action class, including the shift-swap feature, until the conditions are met
   The test passed with conditions: the deputy had never planned a route by hand and competence rules existed only inside the product. A freeze is not a stop; the system runs at the agreed degree while further delegation waits.

3. Why does MDR-HM-0001 state that the handler worked an agreed reduced schedule, without saying why?

   1. Because the team leader did not know the reason
   2. Because KBV-IT-2024 forbids any mention of a handler's working schedule in records that the Konzernbetriebsrat may read
   3. Because the record holds no health data: the reason for the decision is the schedule, not its cause
   4. Because the claims-triage agent deletes reasons after 24 hours
   Show the answer

   C. Because the record holds no health data: the reason for the decision is the schedule, not its cause
   Minimisation applies to the record: it uses pseudonymous references and holds no health data even where health was the reason, because the record travels to readers who should not see it.