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Capability template for project and delivery

Discipline interface issue register

After a coordination meeting exposes conflicts between disciplines, the design coordinator gets one register: each conflict from the minutes, linked to the clash-export rows and model revisions involved, with the lead who owns each system and the decision still needed. Nothing is resolved.

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The outcome

A conflict raised on Thursday does not go missing by the next meeting. The coordinator leaves the room with a numbered register: what the conflict is, in the words of the minutes, where it is, which systems and which disciplines are involved, which rows of the clash export touch it, which model revisions those rows were run against, and which lead owns each system.

Beside every issue sits the decision still needed, written as a question for the lead who makes it. Where the meeting reached a direction, the register records it as recorded, not as confirmed, until the lead says so in writing. Where nobody was asked to take an issue forward, or nobody owns a system, the register says so plainly and puts it on a short list for the coordinator.

The register also shows when a conflict was found against an old model. If the export was run on a structural revision that has since been replaced, the issue carries a question: does the conflict still stand on the current one?

The discipline leads still resolve the conflicts and approve any change. The assistant resolves no clash, proposes no design change and opens no model.

Who starts the work, and when

The design coordinator starts it after a coordination meeting, once the minutes are written and the latest clash export and model revision index are to hand. It can be run again after the next meeting with the previous register, so earlier issues carry forward and none quietly drops out.

What they supply

  • The minutes of the coordination meeting.
  • The clash-report export, as a table with set column headers.
  • The model revision index: each model, its discipline, its current revision and the date of that revision.
  • The firm's table of responsibilities: each system, its discipline and the lead who owns it.
  • Any discipline sketches submitted, listed with the issue number they cite.
  • The previous register, when there is one.

What comes out

One register in a fixed order. Each issue has a number, the conflict, its location, the systems with their leads, the export rows linked (stated, or only possible), the model references each marked current, outdated or not in the index, the lead the minutes named, the direction the meeting recorded, the decision needed and its status. Under the issues: a short list for the coordinator to confirm, export rows nobody discussed, sketches that cite no issue and anything carried forward. If the inputs do not line up, the assistant stops and asks before writing anything.

An invented example

Illustrative example with invented data. The firm, the project, the roles, the model names, the clash numbers, the dates and every line below are invented. The firm is an invented engineering consultancy, Quillon Bay Engineers, with structural, civil, mechanical and electrical teams and a design coordinator. First come the inputs the coordinator supplied, in full, then the register the capability returned.

The inputs

1. Settings

Project: Block C Laboratory Annex
Coordinator role: Design coordinator
Meeting date: Thursday 5 November 2026
Today: Friday 6 November 2026
Next coordination meeting: Thursday 19 November 2026

2. Minutes (numbered items, as typed by the coordinator)

1. Level 2, grids C4 to C6: chilled water mains clash with the primary steel framing (CL-101). Mechanical lead to look at routing the mains below the beam. Structural lead will not accept a web penetration in the transfer beam. No agreement reached.
2. Level 1 corridor: supply air ductwork and main cable tray share the ceiling void (CL-102). Agreed in the meeting that the cable tray rises 150 mm. Electrical lead to confirm in writing by Friday 13 November 2026.
3. Grid line A: a pile cap sits close to the new stormwater drain. Civil lead and Structural lead each asked the other to adjust. Nobody was asked to take it forward.
4. Level 3 plant room: main cable tray crosses the primary steel framing (CL-105). Electrical lead says the tray was laid out against the structural model at revision P06. Electrical lead to recheck against the current structural model.
5. Roof: the generator exhaust flue rises through the roof plant platform edge. Nobody present could say who owns the flue.
6. Level 2 riser: chilled water pipework and main cable tray (CL-106). Mechanical lead moves the pipework 100 mm towards the wall; Electrical lead agrees. Mechanical lead to update the model.

3. Clash export

clash_id,status,discipline_a,system_a,model_a,revision_a,discipline_b,system_b,model_b,revision_b,zone,found_on
CL-101,active,Mechanical,Chilled water pipework,MECH-C,P04,Structural,Primary steel framing,STR-C,P07,Level 2 grids C4-C6,2026-10-29
CL-102,active,Mechanical,Supply air ductwork,MECH-C,P04,Electrical,Main cable tray,ELEC-C,P03,Level 1 corridor,2026-10-29
CL-103,new,Civil,Stormwater drainage,CIV-C,P02,Structural,Foundation pile caps,STR-C,P06,Grid line A,2026-10-29
CL-104,resolved,Mechanical,Supply air ductwork,MECH-C,P03,Structural,Secondary steel framing,STR-C,P06,Level 1 east bay,2026-10-22
CL-105,new,Electrical,Main cable tray,ELEC-C,P03,Structural,Primary steel framing,STR-C,P07,Level 3 plant room,2026-10-29
CL-106,active,Mechanical,Chilled water pipework,MECH-C,P04,Electrical,Main cable tray,ELEC-C,P03,Level 2 riser,2026-10-29

4. Model revision index

model_id,discipline,current_revision,revision_date
STR-C,Structural,P08,2026-11-02
MECH-C,Mechanical,P04,2026-10-28
ELEC-C,Electrical,P03,2026-10-27
CIV-C,Civil,P02,2026-10-20

5. Responsibilities table

system,owning_discipline,owner_role
Primary steel framing,Structural,Structural lead
Roof plant platform,Structural,Structural lead
Foundation pile caps,Structural,Structural lead
Chilled water pipework,Mechanical,Mechanical lead
Supply air ductwork,Mechanical,Mechanical lead
Main cable tray,Electrical,Electrical lead
Stormwater drainage,Civil,Civil lead

6. Discipline sketches

sketch_id,discipline,dated,subject,cites
SK-M-07,Mechanical,2026-11-04,Chilled water mains rerouted below the transfer beam,CL-101
SK-E-03,Electrical,2026-11-04,Cable tray raised 150 mm in the corridor,CL-102
SK-S-02,Structural,2026-11-03,Transfer beam reinforcement option,-

7. Previous register

None. This is the first register for the project.

The output

DISCIPLINE INTERFACE ISSUE REGISTER: Block C Laboratory Annex

For: Design coordinator. Meeting Thursday 5 November 2026; register prepared Friday 6 November 2026. Next meeting Thursday 19 November 2026. Built from: minutes (6 items), clash export (6 rows, found 2026-10-22 to 2026-10-29), model revision index (4 models), responsibilities table (7 systems), sketches (3), previous register (none). Issues: 6. Flagged: 4. Direction recorded in the minutes: 2. Open with no direction: 4.

I-01 Chilled water mains clash with the primary steel framing.

  • Minutes: item 1. Location: Level 2, grids C4 to C6.
  • Systems: Chilled water pipework, Mechanical, Mechanical lead. Primary steel framing, Structural, Structural lead.
  • Export rows: CL-101, active, found 2026-10-29 (stated in the minutes).
  • Model references: MECH-C cited P04 in CL-101, current P04 (2026-10-28): current. STR-C cited P07 in CL-101, current P08 (2026-11-02): outdated.
  • Lead named in the minutes: Mechanical lead.
  • Direction in the minutes: none. The Structural lead will not accept a web penetration in the transfer beam.
  • Decision needed: how the chilled water mains clear the primary steel framing, from the Mechanical lead and the Structural lead; and whether the conflict still stands on STR-C P08, from the Structural lead.
  • Sketches: SK-M-07.
  • Status: Open. Flags: revision.

I-02 Supply air ductwork and main cable tray share the Level 1 corridor ceiling void.

  • Minutes: item 2. Location: Level 1 corridor.
  • Systems: Supply air ductwork, Mechanical, Mechanical lead. Main cable tray, Electrical, Electrical lead.
  • Export rows: CL-102, active, found 2026-10-29 (stated in the minutes).
  • Model references: MECH-C cited P04 in CL-102, current P04 (2026-10-28): current. ELEC-C cited P03 in CL-102, current P03 (2026-10-27): current.
  • Lead named in the minutes: Electrical lead.
  • Direction in the minutes: the cable tray rises 150 mm, agreed in the meeting.
  • Decision needed: written confirmation of the recorded direction by Friday 13 November 2026, from the Electrical lead.
  • Sketches: SK-E-03.
  • Status: Direction recorded, not confirmed. Flags: none.

I-03 A pile cap sits close to the new stormwater drain.

  • Minutes: item 3. Location: Grid line A.
  • Systems: Stormwater drainage, Civil, Civil lead. Foundation pile caps, Structural, Structural lead (names taken from the possible export row).
  • Export rows: CL-103, new, found 2026-10-29 (possible match: same zone and systems named in similar words; the coordinator confirms).
  • Model references: CIV-C cited P02 in CL-103, current P02 (2026-10-20): current. STR-C cited P06 in CL-103, current P08 (2026-11-02): outdated.
  • Lead named in the minutes: none.
  • Direction in the minutes: none. The Civil lead and the Structural lead each asked the other to adjust.
  • Decision needed: how the pile cap and the drain clear each other, from the Civil lead and the Structural lead; and whether the conflict still stands on STR-C P08, from the Structural lead; and which lead takes the issue forward, from the Design coordinator.
  • Sketches: none.
  • Status: Open. Flags: revision, no lead named, possible match.

I-04 Main cable tray crosses the primary steel framing.

  • Minutes: item 4. Location: Level 3 plant room.
  • Systems: Main cable tray, Electrical, Electrical lead. Primary steel framing, Structural, Structural lead.
  • Export rows: CL-105, new, found 2026-10-29 (stated in the minutes).
  • Model references: ELEC-C cited P03 in CL-105, current P03 (2026-10-27): current. STR-C cited P07 in CL-105, current P08 (2026-11-02): outdated. STR-C cited P06 in minutes item 4, current P08 (2026-11-02): outdated.
  • Lead named in the minutes: Electrical lead.
  • Direction in the minutes: none.
  • Decision needed: how the main cable tray and the primary steel framing clear each other, from the Electrical lead and the Structural lead; and whether the conflict still stands on STR-C P08, from the Structural lead and from the Electrical lead, who is to recheck.
  • Sketches: none.
  • Status: Open. Flags: revision.

I-05 The generator exhaust flue rises through the roof plant platform edge.

  • Minutes: item 5. Location: Roof.
  • Systems: Generator exhaust flue, discipline not stated, owner not assigned. Roof plant platform, Structural, Structural lead.
  • Export rows: none.
  • Model references: none cited.
  • Lead named in the minutes: none.
  • Direction in the minutes: none.
  • Decision needed: who owns the generator exhaust flue, from the Design coordinator; then how the flue clears the roof plant platform, from the leads concerned.
  • Sketches: none.
  • Status: Open. Flags: owner not assigned, no lead named.

I-06 Chilled water pipework and main cable tray in the Level 2 riser.

  • Minutes: item 6. Location: Level 2 riser.
  • Systems: Chilled water pipework, Mechanical, Mechanical lead. Main cable tray, Electrical, Electrical lead.
  • Export rows: CL-106, active, found 2026-10-29 (stated in the minutes).
  • Model references: MECH-C cited P04 in CL-106, current P04 (2026-10-28): current. ELEC-C cited P03 in CL-106, current P03 (2026-10-27): current.
  • Lead named in the minutes: Mechanical lead.
  • Direction in the minutes: the pipework moves 100 mm towards the wall; the Electrical lead agrees.
  • Decision needed: written confirmation of the recorded move, from the Mechanical lead, who is to update the model.
  • Sketches: none.
  • Status: Direction recorded, not confirmed. Flags: none.

For the Design coordinator to confirm: 4

  1. I-03, possible match: whether CL-103 is this conflict.
  2. I-03, no lead named: which lead takes the issue forward, the Civil lead or the Structural lead.
  3. I-05, owner not assigned: who owns the generator exhaust flue.
  4. I-05, no lead named: which lead takes the issue forward once the flue has an owner.

Minutes items not entered: none. Export rows not in the minutes: CL-104, resolved as exported, Supply air ductwork (Mechanical) and Secondary steel framing (Structural), Level 1 east bay, found 2026-10-22. Sketches not linked: SK-S-02, Structural, 2026-11-03, Transfer beam reinforcement option (cites no issue). Carried from the previous register: none.

Draft for the Design coordinator's review. No clash has been assessed, no change proposed, no model opened, and nothing has been sent or recorded.

Where it fits

  • Project and delivery, which owns the thread from a design meeting to a decision somebody is accountable for.
  • Engineering firms, where the structural, civil, mechanical and electrical teams each keep their own model and their own view of the clash.
  • Construction, where a conflict carried between trades and consultants costs the most when it is found late.
  • Established businesses, where coordination lives in a few people's notebooks and should live in one register.
  • Growth & scaling, when more projects run at once than the coordinator can hold in mind.

It is a different piece of work from three-week look-ahead constraint review, which looks at what could hold up planned site activity, from project status report, which reports a project's workstreams to its sponsor, and from design assumption change register, which records changes to client criteria and design assumptions against the design basis. None of them builds a register of conflicts between design disciplines.

What has to change for your company

Fill in your responsibilities table first; the register is only as good as the owners it names, and the assistant invents none. Agree your discipline names and lead roles, how your clash tool labels its columns and statuses, and your model naming and revision scheme. Decide who writes the minutes and how a cited clash number appears in them, since a number in the minutes is what links an issue to its export row. Decide where the approved register lives and how a lead confirms a recorded direction in writing. The assistant works from files you supply and needs no connection to your modelling tools.

What has been checked

Fully Powered AI wrote this capability template. It was editorially reviewed on 10 November 2026. It was tried on its invented example on 10 November 2026 in one run; the record is published with it, and lists the small edits made afterward that have not been run again. It has not yet been tested in a client environment. It has not yet been tested as a packaged version in ChatGPT, Claude, Copilot or Gemini.

Testing in your environment means running it on one or two past meetings your coordinator remembers well, plus hard cases written in advance: a system with no owner, a conflict cited in the minutes but missing from the export, an export run on an old revision, an item nobody was asked to take forward. The coordinator checks every link against the minutes and the export before anyone relies on the register. Pilot acceptance-test preparation builds that test set, and what we test before we call an AI workflow ready describes the record we keep.

The full capability template

Everything above is the outline. The complete capability template is the working version: the roles, the inputs, the procedure, the exceptions and stop conditions, the output format, the reviewer checklist, the acceptance tests, the instructions for an AI assistant and what to customize for your company. It comes with a download and the link to its folder in Fully Powered’s public repository.

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Next step

Put this capability to work for your team: on your plan, or built with you in a sprint.

Put this on your plan

Add it to a workflow in the Fully Powered Planner, beside the teams and roles that will run it.

Build this in a sprint

In a sprint, Fully Powered adapts this capability template to your rules, proves it on your own work and puts it in the hands of the roles that own it.

Two ways to begin:

Rather talk it through first? Book a fit callDiscuss adapting this

  • Three-week look-ahead constraint review

    Before the coordination meeting, the superintendent gets a brief that sets each planned activity of the next three weeks beside what could hold it up: trades sharing an area, unfinished predecessors, open approvals, late deliveries and unanswered RFIs. The superintendent confirms the sequence and assigns the follow-up.

  • Project status report

    The lead of an internal project gets a status report the sponsor can read in two minutes: each workstream red, amber or green with the reason, what moved, who must clear each blocker, the decisions needed and the dates at risk. No milestone is called done without evidence, and the lead confirms every status.

  • Design assumption change register

    When client criteria or design assumptions change, the project engineer gets one sourced register: what changed, which recorded requirements it touches, how firm each source is, and what still needs confirmation. No design basis is altered.

  • Submittal register review

    The project engineer gets one register of every required submittal: what has arrived, the review status as recorded, the documents still missing and the long-lead items at risk against the date each order must be placed. Nothing is routed, accepted or ordered.