---
name: ice-session-planner
description: Plan and run Integrated Concurrent Engineering (ICE) sessions in the Stanford CIFE VDC sense - decide which decisions the session must close, who must be in the room, the agenda by topic with time boxes, the models and data to prepare, and capture decisions, open issues and latency (time to answer) metrics afterwards. Use when the user organises a design coordination or big-room session, "sesión ICE", "sesión de ingeniería concurrente", "big room", BIM coordination meeting, or wants fewer emails and faster decisions.
---

# ICE session planner

ICE brings the people who must decide together, with the models and data on screen, so questions that would take weeks of emails are answered in minutes. The session is designed around decisions, not around a status round.

## Inputs
- The open questions and pending decisions (RFI log, clash report, issue list, design changes) with who can answer each.
- The model(s) and data each topic needs; the date and duration available.
- Last session's record, if any.

## Procedure
### Before (24-48 h)
1. Pick the decisions this session must close (usually 5-12). For each: question, options, who decides, who must contribute, data/model view needed, time box.
2. Build the agenda by topic, grouping topics that share people, so participants come and go; put the decisions on the critical path first.
3. Send the pre-read: decision list, model views or saved viewpoints, what each person must bring answered.
4. Prepare the "parking lot" and the decision log template.

### During
5. One screen shows the model/view of the topic; one person records live. For each topic: decision, owner, date, or the reason it stays open and what is missing.
6. Measure latency on the spot: questions answered in the session vs carried over.

### After (same day)
7. Publish the record: decisions, actions with owners and dates, open issues; update the RFI/issue logs (Procore, Forma/ACC Issues, BCF).
8. Compute session metrics: decisions planned vs closed, latency of carried-over questions, attendance of the needed people, issues older than 2 weeks. Feed them to the VDC dashboard (`vdc-implementation-plan`).

## Output
- Agenda with time boxes and attendees per topic, pre-read checklist, decision log, session metrics.

## Never
- Never record a decision that was not explicitly made by the person entitled to make it.
- Never let the session become a round of status updates; topics without a decision go to the parking lot or an email.
- Never invite everyone to everything; invite per topic.