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Purdue University - Data CookbookSpecification Standards forReports, Dashboards, and DimensionsNNNJune 2021New COVID-19 Standards Added. See page 12 for more information.NFor feedback or questions please email Data Governance([email protected])Data Cookbook Login(https://purdue.datacookbook.com)June 20211

Table of Contents1 Audience . 32 Training Documents Library . 33 Specifications . . 33.1 Creating a Specification and the Specification Standards . . 33.2 Editing/Approving a Specification and Creating a New Version of a Specification . . . 74 Adding a Pop-Up Window to the Dashboards and Reports . . . . . 94.1 Adding a Pop-Up Window to a Tableau Dashboard . . 94.2 Adding a Pop-Up Window to a Cognos Report . . 105 COVID-19 Standards . . 12A. Glossary of Terms . . . 13B. Abbreviation Exceptions List . . . 14C. Additional Tips . . 14June 20212

1 Audience: Specification and collection creators, reviewers, approversThose who draft, edit, review, and/or approve specification (spec) and collection content in Data Cookbook.Functional data owners review and approve the specs and collections ensuring accuracy, completeness andadherence to the standards.Please be aware that as spec and collection creators, reviewers, approvers, you have a role in the Workflowfunctionality and will receive emails from Data Cookbook as part of the process. Emails are caught in the Spamfolder, so will need to Release and Add to Safelist the first time.2 Training Documents LibraryAll Users: Quick Reference for Getting StartedDefinition Authors: One-page Quick Reference for the Standards of Creating a DefinitionStandards for Creating a DefinitionShort Version for the Definition ApproversSpecification Authors: Standards for Creating a SpecificationShort Version for the Specification ApproversFor feedback or questions please email Data Governance ([email protected])LAUNCH DATA COOKBOOK; (https://purdue.datacookbook.com)Data Cookbook works better on Chrome, Firefox, and Safari browsers, so we recommend you to use one of thesebrowsers. Please avoid using Internet Explorer (IE), since Data Cookbook is not working well on IE.3 SpecificationsA specification (spec) is a Data Cookbook term for information for a particular report or dashboard. The Speccontains a listing of all the fields contained in the report/dashboard as well as information about the purpose,appropriate use, caveats, intended audience, owner area, access details, additional information and any dataquality information of which to be aware.3.1 Cre ating a S pe cification and the S pecification S tandardsSpecification templates define the structure of a specification through the tabs and attributes that are presentedto the user when they create a new specification. A specification template has overview, data items, display andattachments tabs. In the following sections, each tab of the specification template and the fields in each tab arebriefly described.June 20213

Overview TabOverview tab provides general information about the spec and it includes following fields:Specification NameA specification name should match or be similar to the report/dashboard name used for the standard Cognosreport, Data Digest or Management Dashboard. These will have gone through a standards review and governanceapproval process.Because Data Cookbook is enterprise, the specification name may contain additional words such as: Subject area (ex. Student, Employee)Source (ex. Data Digest, IPEDS)Timing (ex. Census, Month End, Snapshot)Example: ‘Student Enrollment, Data Digest, Census’Specification Name Standards Use Title Case - capitalize first letter of each word, with exception of short words (e.g., a, the, by, for). Omit "A", "An", and "The" from the beginning of the name. Delete leading and trailing white spaces (can occur when cutting and pasting from other sources). DataCookbook will treat "Grade Roster" and "Grade Roster trailing space " and “ leading space GradeRoster” as different specs. Because, Cognos standard reports and Data Digest dashboards may contain some of the sameinformation, you may need to crosswalk the name of the approved standard Cognos report with the DataDigest name.Examples:‘Enrollment Summary & List – Census’ (Cognos standard report)‘Student Enrollment’(Data Digest dashboard) For SAP Data Mart tables of Stars, please use the following format: Dimension - Table Name Example: Dimension - Employee Action FactSpecification TypeSelect from the drop-down list. If another type is needed, please contact: [email protected] Area(s)Select from drop down box. May select more than one. Be aware that workflow approval as well as searches arebased upon functional area. If more than one is selected, functional data owners from each area must approvethe spec.June 20214

PurposeThis should be very brief statement of the purpose of the specification indicating how it meets the University orunit’s need for the information. It is written in understandable language for the Purdue community audience.DescriptionThis is a more detailed explanation including filters, parameters, etc. used in the report. Intended Audience canalso be listed in this area. For example: executive decision-making, general public, transactional auditing.OwnerOffice responsible for the report/dashboard. If known by an acronym, begin with that and spell out full name.Please make sure you use the same owner name in the same format for all of your specs to be consistent.Example: IDA A – Institutional Data Analytics and AssessmentAccess DetailsInclude any information re: access, specific roles required to access this spec and how to request the role.Example:Because Data Digest dashboards are available to the public, and small cell sizes can occur when filtersare used, access to department and major level is limited to Purdue faculty and staff only. To request access todepartment and major, send email to [email protected] Data SystemsPlease choose the data system from which the data in the report or dashboard is generated from the drop-downmenu. May select more than one if needed. Options include Banner, SAP, I2A2, and other systems such asTransact System. If another source data system is needed, please send an email to [email protected] choose the system or program that is used to generate the report or dashboard from the drop-downmenu. Options include Cognos Reporting, Employee Central Reporting and Tableau Desktop.Additional Info (optional)This section should detail any caveats for the report/dashboard that the user might need to know. Thisinformation should include anything in the help text of dashboards.Example:College of Health and Human Sciences did not exist prior to Spring 2011, but has been coded to be filled inthrough the past as if it had always existed.Sidebar Fields on the Overview TabRelated SpecificationsAny specification related to the current specification are listed here. Editors can relate otherspecifications to in-progress or approved specifications. If similar data/information is provided inJune 20215

another dashboard or report, you may list them in this area.In order to list related specs, hit the pencil icon on the righthand corner, choose the spec from the drop-down menu, hitthe sign next to the drop down menu and then hit “Done”button. You will see the selected spec is listed above thedrop-down menu.TagsTags are searchable words or phrases. We are currently using Data Digest Dashboard, ManagementDashboard, and Covid-19 tags. If you would like to use a new tag, please contact us at Data Governance([email protected])In order to add a tag, hit the pencil icon on the righthand corner, type the tag (example: type COVID-19 forCoronavirus related specifications), hit the sign next toit and then hit “Done” button. Data Ite ms TabUse this tab to document the data items (fields) used for a report specification; these can be definitions or labels.Many are the Cookbook definition name itself; however if a different label is used on the report/dashboard,document it here. That way it is clear to the data community what definition is being used in thereport/dashboard. If the item is an existing definition, click on the “Existing Data Item or Definition” and choosefrom the drop the drop-down menu. If it is a new definition, please create the definition by clicking on the“Create a New Definition” button.Example: Display Tab (optional)Use this tab to add additional information about the definitions or labels on the data items tab or to displayadditional notes if needed about the data items for the spec. You can change the Display Mode by clicking on theChange Display Mode button. Different options on this page change based on the selected display mode. Choicesare "Image mock-up with pin drop"; "sample attachment"; and "full text description".June 20216

Choose “Image mock-up with pin drop” option to add an image of the dashboard. To add an image of the desiredreport, click Add image and select a photo to upload. You can load any type of graphic file, such as a PNG, JPEG,GIF, or TFF. The optimal file size is 643px wide; wider files will display, but require horizontal scrolling to view thefull image. The image you upload is also saved as an attachment (available from the Attachments tab). You canload only one photo. If you load a different image, the attached file is replaced.Choose “Full text description” option if you need a text area for including a description of the display. You canalso add information about the header and footer of the report/dashboard. Attachme nts Tab (optional)If there is a document that provides more information about a report or dashboard, it can be included as anattachment by uploading it to this tab.If you added an image of a dashboard in the “Display” tab, it will be also saved as an attachment in this tab.3.2 Editing /Approv ing a S pecification and Cre ating a New V ersion of a S pe cificationEditing/Approving a Spec: Use the “Edit” button to update the spec and hit “Save” button at the bottom of thepage.oIf the spec is in the “Drafting” stage: If you are done editing, you can hit “Submit” button to send it tothe “Final Area Review” in the Workflow. Please hit “Reject” if you think this spec is not needed anymore.You can see the workflow by clicking on the “Show Workflow” button.oIf the spec is in the “Functional Area Review” stage: If you are done editing, you can hit “ReviewComplete” button to send it to the “Final Review” in the workflow. If you think spec needs more work,please hit “Back to Drafting” and please hit “Reject” if you think this spec is not needed anymore. You cansee the workflow by clicking on the “Show Workflow” button.oIf the spec is in the “Final Review” stage: If you are done editing, you can hit “Approve” button to send itto approve the spec. If you think spec needs more work, please hit “Back to Drafting” and please hit“Reject” if you think this spec is not needed anymore. You can see the workflow by clicking on the “ShowWorkflow” button.June 20217

Creating a New Version of a Spec: To create a new version of specification hit “Request a Change” button asshown in the picture below. This is for making edits on the approved specs.It opens up a request a change form and you do NOT need to fillout this form since the fields in the form are not mandatory.Please hit the Submit button at the end of the form to create anew version of the spec.If you need to edit it, you can hit the “Edit “button. The newversion of the spec will be in “Functional Area Review” and youcan see the version number next to the Functional Area Reviewlabel.Note: Data Cookbook has a Collections feature which allows you to group related specifications (dashboard,report, or dimension) and manage this group through the Data Cookbook functionality of workflows. Forexample, we can use collections to group a set of related dashboards or reports so that users can easily findthem.If you would like to create a collection, please email us at Data Governance ([email protected]) formore information.June 20218

4 Adding a Pop-Up Window to the Dashboards and ReportsCognos and Tableau will include a code in their reports and dashboards to allow a consumer to view theapproved specification details stored in Data Cookbook which provide information on the metadata included inthe report or dashboard. For example, a Cognos report author might include a button object on the report toallow the person running the report to click the button and see the detailed information from Data Cookbookdisplayed within the Cognos application in the form of a pop-up or portal window.To add the code to a report or dashboard you must have an approved specification.How to find the unique code that is assigned by the Data Cookbook?It is at the end of the URL of the spec in the Data Cookbook.4.1 Adding a P op-U p Window to a Table au Dashboardo Go to the following website to download and save the Data Cookbook image into your computer:Data Cookbook image ook.png)Right click on the image that opened up in a browser, hit “Save Picture As” and save it somewhere in yourcomputer.o On the dashboard tab, go to the bottom left to the objects panel. Hoverover the image icon and drag it to the top of the dashboard and drop it ontop of the dashboard.o“Edit Image Object” box will open up. If it doesn’t open, click on the down arrow on the right ofthe image box to get the dropdown menu and select Edit Image.June 20219

o“Edit Image Object” box is where you will choosethe image and place the target URL for the specportal pop-up. Click on “Choose” button and navigate to whereyou have the image stored to select it. Check the “Fit image” and “Center image” boxes ifthey are not already selected. C Copy the URL for the spec using the portal pop-upsyntax and place it in the “Target URL” box. Click OK.Example Target URL: https://www.purdue.edu/bicc/external/dcb spec summary.html?report id 30545ONLY CHANGE THISUNIQUE ID FOR EACH SPECExample of a final product:4.2 Adding a P op-U p Window to a Cog nos Re porto HTML syntax: (Please replace the unique ID that is assigned by the Data Cookbook to the specificspecification at the end of the URL of the spec in the Data Cookbook) img style "height:30px; cursor:pointer;" src ook.png"onclick u/bicc/external/dcb spec summary.html?report id 30747','datacookbook', 'scrollbars yes,center,height 600px,width 400px'); return false;"/ ONLY CHANGE THISUNIQUE ID FOR EACH SPECJune 202110

o Drag the HTML Item under the Advanced tab from the Toolbox on top of the report:oHit three dots and then hit Edit HTML and enter the syntax and hit OK.Example of a final product:June 202111

5 COVID-19 StandardsThis part explains all the COVID-19 standards that need to be followed in order to help the Purdue community tokeep track of all COVID-19 related specifications. We need to make sure the specifications follow these standardsto ensure that a user can easily access to all COVID-19 related specifications by using search and tag features inData Cookbook. Create a tag of ‘COVID-19’ for the specfrom the tag field on the side bar. Tagsare searchable words or phrases. Theyare used as a filter on the browse pageand they may be shared by multiplespecs. For example, hit the Specificationstab and from the Tag filter and choose“COVID-19” to see all COVID-19 relatedspecs with that tag. You can add a tag atany stage in the workflow.Creating a Tag: Tags box is on the side bar. In order to create the tag, hit the pencil icon on the right uppercorner and type COVID-19 (when you type “CO”, you may see COVID-19 in the drop-down menu and you canchoose it.). Please make sure that you put the hyphen in between in order to make sure that the same tag isgiven to all COVID-19 related specs. Otherwise, your definition will not show up when a user filter down withthe COVID-19 tag.Then hit the sign next to it and “Done” button.Removing a Tag: Hit the X button next to the tag below the pencil sign.June 202112

Add following keywords at the end of the specification description. Please make sure that you include all thevariations of the word COVID-19. We recommend you to copy/paste the following list of keywords.Keywords: Coronavirus, Covid, Covid19, Covid 19, Covid-19, Corona, virus, outbreak, pandemicAppendicesA. Glossary of Te rmsFunctional data owner role responsible for review and approval to put a dataApproverelement, specification into productionDisplays the level of sensitivity (public, sensitive, restricted). These weredeveloped by Purdue data stewards.DataClassificationData SystemEditorFunctional AreaFunctionalDefinitionFunctional dditional information can be found at:Data Classification and Handling a-handling/index.php)Personal Directory tStudents/students/personalDirectory.html)Not implemented at this time for Definition creation. Used when specs areentered.Role with access to edit a definition or specification.Subject area. Some also have sub-functional areas.Multi-paragraph explanation, conceptual description, list of values, cautionsand any specific access requirements re: a data element.Person (or designee) responsible for data in that functional/subject area.Responsible for the collection of accurate, complete data and accompanyingaudits to maintain data quality and integrity.Any standard report or dashboard. Sometimes referred to as ‘BI content’.Not implemented at this time.Process to create, edit, review and approve a Data Cookbook definition. Willalso be used for Specifications and Info RequestsJune 202113

B . Abbre v iation Exceptions UPOFURLURMWBSWBSEAffirmative Action PlanCommercial Driver’s LicenseConstruction Manager as ConstructorCapital Program ManagementCampus Security AuthorityCapacity Utilization LimitDesign BuildDesign Bid BuildFair Labor Standards ActFamily and Medical Leave ActFinal Review Construction Document DateFull-Time EquivalentGrade Point AverageInstitutional Biosafety CommitteeIdentificationIntegrated Postsecondary Education Data SystemInstitutional Review BoardInternal Report GroupLimited Time LecturersMinority, Women, and Veteran-owned Business EnterprisesOffice of Institutional EquityPublic Private PartnershipPurdue Animal Care and Use CommitteePersonal Business DayPersonnel NumberPersonal HolidayRight to ReturnSpace Management Academic SchedulingSmall Public WorksUtility Plant Office FacilityUniversal Resource LocatorUnderrepresented MinorityWork Breakdown StructureWork Breakdown Structure ElementC. Additional TipsAdding words toWhen in Chrome, type the word (such as FTE, unduplicated), right clickand “Add to Dictionary” to stop it from marking it as a misspelling.Chrome dictionaryRight click to open aOpen a new window to avoid losing your place in Cookbook or closing itinadvertentlynew windowTo totally log out of Data Cookbook, need to close browser as well asLog out of BrowserData Cookbook. This is a best practice.June 202114

Many are the Cookbook definition name itself; however if a different label is used on the report/dashboard, document it here. That way it is clear to the data community what definition is being used in the report/dashboard. If the item is an existing definition, c