Skip to main content

Record of Discussion

1. Introduction​

The Record of Discussion (ROD) is a specific issue type used on Intel projects for communication and documentation purposes. For guidance on creating and actioning RODs in the LSPx application, please watch the Training Videos. The application is designed to accommodate both RODs and ROD-Instructions in a single "Create" form.

info

The ROD system was upgraded on Wednesday, April 23, 2025 with workflow and user experience improvements. A new workflow (2.6) has been introduced to enable sites like Ronler Acres to submit Integration to AE ROD-Instructions.

1.1. Key Notes for RODs in FCELSPx​

  1. Trade companies cannot raise ROD-Instructions.

  2. Your Role Type (Trade, AE, Integration) is automatically selected based on your highest-priority role for the chosen Site. If you have multiple roles, you can change the Role Type before submitting. To obtain necessary roles, visit your Profile page (see our Training Videos for detailed guidance).

  3. The system automatically determines the Workflow and Category (ROD or ROD-Instruction) based on your selections for Site, Role Type, Affects, and ROD Type. In specific scenarios, you may need to select the workflow manually if multiple options apply. This typically only applies to the AEs that also act as Integration on the site.

  4. The GIT Category and Number of POCs Affected fields appear only for the Integration Role Type. These fields are mandatory when creating a ROD-Instruction but optional when transitioning one.

  5. During creation of the ROD, the AE Firm and the Trade Company assigned to a tool will show on the ROD as "Suggested". This can be modified if incorrect. This change applies only to the specific ROD, not the tool's master data. You can choose from any company on the site even when none are assigned to the tool.

  6. The Assignee field lists potential task owners. If a user is not listed as expected, it's mainly because they don't have the correct disciplined role or assigned to a different company. New users can be added during creation.

  7. TAT refers to Turn Around Time, the expected timeframe for the task owner to respond.

  8. Editing RODs: Only users with an AE Role Type can edit certain fields (Affects, ROD Type, Discipline, AE Firm, Trade Company, Summary, Assignee, Solution, Watchers) throughout the ROD lifecycle before it is closed. All ROD Types, inclduing N1 (Non-Valid) go through the entire workflow before it can be closed.

  9. Deleting RODs: Only users with AE Administrator or AE Design Lead roles can delete a ROD.

  10. It is recognised that the RODs is not a Request for Information (RFI). However, it has been agreed with the TICE team that there should be an opportunity to request for more information when needed. All involved stakeholders are expected to still have a discussion before creating a ROD.

2. Workflows​

There are six workflows for RODs:

  • 2.1. ROD - Trade to AE
  • 2.2. ROD - Trade to Integration
  • 2.3. ROD - AE to Integration
  • 2.4. ROD-Instruction - AE to Trade
  • 2.5. ROD-Instruction - Integration to Trade
  • 2.6. ROD-Instruction - Integration to AE
Transition Rules
  • When the ROD requires Trade's action, any user whose company is a Trade Company on the site can transition it.
  • When the ROD requires AE's action, any user whose company is an AE Firm on the site can transition it.
  • When the ROD requires Integration action, any user with an Integration role on the site can transition it.

2.1. ROD - Trade to AE​

2.1. ROD - Trade to AE

Process - User Journey​

  1. Once the Trade raises a ROD, the status immediately moves to ROD Raised.

  2. If the AE Firm is satisfied, they will click the SUBMIT FOR REVIEW button. This step requires that a Solution is provided (mandatory field). Once provided, the ROD immediately changes the status to Requester Review, requiring the Trade Company's action.

  3. If the AE Firm is not satisfied, they will click the NEED MORE INFORMATION button, which changes the status to Awaiting Clarification.

    1. If more information is requested, the Trade can click the RESPOND button to address the AE's concerns. This will change the status to ROD Raised.

  4. If the Trade Company is unclear about the ROD's solution, they can click on NEED MORE INFORMATION button, which will put the status into Awaiting Clarification.

    1. When more information is requested, the AE Firm must respond by clicking the SUBMIT FOR REVIEW button. This restarts the process from step 2 (Solution can be updated but is still mandatory). Discussion can continue, with the ROD moving back and forth between the AE Firm and Trade Company until it's ready for closure.

  5. If the solution is satisfactory, the Trade Company can click the CLOSE button, changing the status to Closed.

2.2. ROD - Trade to Integration​

2.2. ROD - Trade to Integration

note

This workflow is not used on the Ronler Acres, Aloha, Arizona, Chandler, and Rio Rancho sites. Trade users within these sites submit RODs directly to the AE Firm, following the Trade to AE (2.1) workflow described above.

Process - User Journey​

  1. Once the Trade raises a ROD, the status immediately moves to ROD Raised.

  2. If the Integration team is satisfied, they will click the SUBMIT FOR REVIEW button. This step requires that a Solution is provided (mandatory field). Once provided, the ROD immediately changes the status to AE Review, requiring the AE Firm's action.

  3. If the Integration team is not satisfied, they will click the NEED MORE INFORMATION button, which changes the status to Awaiting Clarification.

    1. If more information is requested, the Trade can click the RESPOND button to address the Integration's concerns. This will change the status to ROD Raised.

  4. When the status is in AE Review, and the AE Firm is satisfied, they can click the ACKNOWLEDGE button, which changes the status to Awaiting Acknowledgement.

  5. When the status is in AE Review, and the AE Firm is not satisfied, they can click the NEED MORE INFORMATION.

    1. If more information is requested, the Integration team can click the RESPOND button to address the AE's concerns. This will change the status to AE Review. Discussion can continue, with the ROD moving back and forth between the AE Firm and Integration until it's ready to be passed back to the Trade.

  6. If the Trade Company is unclear about the ROD's solution, they can click on NEED MORE INFORMATION button, which will put the status into Awaiting Clarification.

    1. When more information is requested, the Integration team must respond by clicking the RESPOND button. Solution can be updated but is still mandatory. Discussion can continue, with the ROD moving back and forth between the Integration team, AE Firm and Trade Company until it's ready for closure.

  7. If the solution is satisfactory, the Trade Company can click the CLOSE button, changing the status to Closed.

2.3. ROD - AE to Integration​

2.3. ROD - AE to Integration

Process - User Journey​

  1. Once the AE Firm raises a ROD, the status immediately moves to ROD Raised.

  2. If the Integration team is satisfied, they will click the SUBMIT FOR REVIEW button. This step requires that a Solution is provided (mandatory field). Once provided, the ROD immediately changes the status to Requester Review, requiring the AE Firm's action. (Number of POCs Affected and GIT Category fields are visible but optional at this stage).

  3. If the Integration team is not satisfied, they will click the NEED MORE INFORMATION button, which changes the status to Awaiting Clarification.

    1. If more information is requested, the AE Firm can click the RESPOND button to address the Integration's concerns. This will change the status to ROD Raised.

  4. If the AE Firm is unclear about the ROD's solution, they can click on NEED MORE INFORMATION button, which will put the status into Awaiting Clarification.

    1. When more information is requested, the Integration team must respond by clicking the RESPOND button. Solution can be updated but is still mandatory. Discussion can continue, with the ROD moving back and forth between the Integration team and AE Firm until it's ready for closure.

  5. If the solution is satisfactory, the AE Firm can click the CLOSE button, changing the status to Closed.

2.4. ROD-Instruction - AE to Trade​

2.4. ROD Instruction- AE to Trade

Process - User Journey​

  1. Once the AE Firm raises a ROD-Instruction, the status immediately moves to AE Draft, allowing the AE to prepare all necessary documents.

  2. Once the AE Firm is ready, they can click the START ROD-Instruction button. The Solution field is mandatory at this stage. This changes the status to Awaiting Acknowledgement, requiring the Trade Company's action.

  3. If the Trade Company requires more information, they can click the NEED MORE INFORMATION button, changing the status to Awaiting Clarification.

    1. If more information is requested, the AE Firm can click the RESPOND button to address the Trade's concerns. This will change the status to Awaiting Acknowledgement.

  4. If the solution is satisfactory, the Trade Company can click the CLOSE button, changing the status to Closed.

2.5. ROD-Instruction - Integration to Trade​

2.5. ROD Instruction - Integration to Trade

Process - User Journey​

  1. Once the Integration team raises a ROD-Instruction, the status immediately moves to AE Review (Solution, Number of POCs Affected and GIT Category fields are mandatory during creation).

  2. If the AE Firm is satisfied, they will click the ACKNOWLEDGE button. Once provided, the ROD immediately changes the status to Awaiting Acknowledgment, requiring the Trade Company's action.

  3. If the AE Firm is not satisfied, they will click the NEED MORE INFORMATION button, which changes the status to Awaiting Clarification.

    1. If more information is requested, the Integration team can click the RESPOND button to address the AE's concerns. This will change the status to AE Review.

  4. If the Trade Company is unclear about the ROD's solution, they can click on NEED MORE INFORMATION button, which will put the status into Awaiting Clarification.

    1. When more information is requested, the Integration team must respond by clicking the RESPOND button. This will change the status to AE Review.Solution can be updated but is still mandatory. Discussion can continue, with the ROD moving back and forth between the Integration team, AE Firm and Trade Company until it's ready for closure.

  5. If the solution is satisfactory, the Trade Company can click the CLOSE button, changing the status to Closed.

2.6. ROD-Instruction - Integration to AE​

2.6. ROD Instruction - Integration to AE

Process - User Journey​

  1. Once the Integration team raises a ROD-Instruction, the status immediately moves to Awaiting Acknowledgement (Solution, Number of POCs Affected and GIT Category fields are mandatory during creation).

  2. If the AE Firm requires more information, they can click NEED MORE INFORMATION, changing the status to Awaiting Clarification.

    1. The Integration team must address the concerns by clicking the RESPOND button. Solution can be updated but is still mandatory. This changes the status back to Awaiting Acknowledgement.

  3. If the solution is satisfactory, the AE Firm can click the CLOSE button, changing the status to Closed.

3. Notifications​

All users that appear on the ROD (People section of the ticket) will receive email notifications every time the ROD's status changes. Notifications are not sent when a comment is left to reduce the number of emails being sent out. However, to send a message to someone via the application, tag them using the "@" symbol to find their name. Tagged users will receive an email notification about the comment.

4. People and Dates​

TitleAction Taker?Description
Assignee✅ YesThe "Assignee" is the primary user selected to handle the ROD's response. However, other eligible users (the Task Owners and users that have their company type) can also action the ticket.
Reporter✅ YesThe "Reporter" is the user who raised the ROD. They typically perform actions when the ROD status is in 'Requester Review' or similar.
Reporter Group✅ YesThe "Reporter Group" is a list of users from the same company as the Reporter. Users in this group can act on the ROD when it is their company's turn.
Task Owners✅ Yes"Task Owners" refers collectively to the group of users eligible to action the ticket based on the current workflow status and the transition rules (Trade Company, AE Firm, or Integration Role). The Assignee is typically selected from this group.
AE Design Lead✅ NoThis is the designated AE Design Lead for the project, populated from Stakeholder Masters for the tool.
Watchers❌ NoUsers added to the "Watchers" field receive email notifications but cannot transition the ROD based unless they have either a Trade, AE or Integration role.
TitleDescription
DueThe date when the issue is due
CreatedThe date the issue was created
Last UpdatedThe last time this issue was updated
SL2 Construction FinishThe date the SL2 Construction is expected to finish

5. ROD Types​

The ROD Type that you see when creating or editing a ROD depends on your Site, Role Type and Affects. See the full list of all the ROD Types that have been approved by Intel for LSPx.

6. Non-Valid RODs​

The business process for closing out a ROD must still be followed even when the ROD is changed to N1 (Non-Valid). Therefore, the workflow will continue as normal. This is intentionally designed after discussion with TICE to ensure that all stakeholders agreement is documented in LSPx before the ROD is closed.

7. Important Links/Guides​