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What is the Data Cookbook?

The Data Cookbook is a metadata repository that serves as the authoritative source for:

  • Data fields
  • Standard report and dashboard specifications
  • Business glossary
  • Report and ETL catalogs
  • Data lineage

It ensures consistent definitions and promotes transparency, collaboration, and data literacy across departments.

Key Components of the Data Cookbook:

  • Definitions
  • Specifications
  • Collections
  • Reference Data

How to Create the Key Components

How to create Definitions, Specifications, Collections, and Reference Data

A Definition explains the meaning of a term or concept within the organization. It ensures clarity and consistency in understanding.

How to Create a Definition

  1. Hover over the Definitions tab in the menu bar.
  2. Click Create a Definition.
    Create a Definition in Data Cookbook
  3. Fill in the required fields:
    • Name: Use clear, concise, and unique names (e.g., First Generation College Student).
    • Functional Definition: Provide a detailed explanation of the term.
    • Technical Definition: Describe how the data is calculated or retrieved.
      New Blank Definition Form Top Data Cookbook
  4. Add Synonyms, Tags, and Related Definitions as needed.
  5. Save and submit for approval.

A Specification describes reporting deliverables such as reports, dashboards, or extracts. Think of it as a "shopping list" for data.

How to Create a Specification

  1. Hover over the Specifications tab in the menu bar.
  2. Click Create a Specification.Data Cookbook create a specification
  3. Choose a Specification Type (e.g., dashboard, file export).
  4. Fill in the required fields:
    • Name: Use descriptive names (e.g., Student Enrollment 12-Month IPEDS Reporting Dashboard).
    • Purpose: Explain why the report is needed.
    • Description: Detail what the report contains.
    • Primary Tool: Select the tool used to create the report.
      Create Specification Blank Form in Data Cookbook
  5. Add Data Items, Sort Criteria, and Technical Details.
    Specification Additional Information
  6. Save and submit for approval.

A Collection groups related specifications by topic or purpose.

How to Create a Collection

  1. Hover over the Specifications tab in the menu bar.
  2. Click Create a Collection.
    Create a collection
  3. Fill in the required fields:
    • Name: Use descriptive names (e.g., End User Reports).
    • Purpose: Explain why the collection exists.
    • Description: Detail what the collection contains.Collection Overview Tab
  4. Add Related Specifications, Tags, and Tools.
  5. Save and submit for approval.

Reference Data defines valid values for data elements (e.g., gender, ethnicity).

How to Create Reference Data

  1. Hover over the Quality tab in the menu bar.
  2. Click Create Reference Data.
    Creating Reference Data
  3. Fill in the required fields:
    • Name : Use unique names (e.g., Gender Codes).
    • Description : Explain the purpose of the reference data.
    • Functional Area : Assign to the appropriate area.
      Filling in Reference Data
  4. Save and submit for approval.

How to Edit the Key Components

How to edit Definitions, Specifications, Collections, and Reference Data

  1. Open the Overview tab of the definition you want to edit.
  2. Ensure the definition has not been approved. If it has been approved, you must create a new version.
  3. Click Edit to modify the attributes.
    Edit a Definition
  4. Conduct an Impact Analysis to understand how changes may affect related objects.
  5. Make the necessary changes and click Update.
  6. If creating a new version, click Request a Change, make edits, and move the definition to the next workflow stage.

  1. Open the Overview tab of the specification you want to edit.
  2. Ensure the specification has not been approved. If it has been approved, you must create a new version.
  3. Click Edit to modify the attributes.
  4. Conduct an Impact Analysis to understand how changes may affect related objects.
  5. Make the necessary changes and click Update.
  6. If creating a new version, click New Version, make edits, and move the specification to the next workflow stage.

  1. Open the Overview tab of the collection you want to edit.
  2. Ensure the collection has not been approved. If it has been approved, you must create a new version.
  3. Click Edit to modify the attributes.
  4. Conduct an Impact Analysis to understand how changes may affect related objects.
  5. Make the necessary changes and click Update.
  6. If creating a new version, click New Version, make edits, and move the collection to the next workflow stage.

  1. Open the Overview tab of the reference data you want to edit.
  2. Ensure the reference data has not been approved. If it has been approved, you must create a new version.
  3. Click Edit to modify the attributes.
  4. Conduct an Impact Analysis to understand how changes may affect related objects.
  5. Make the necessary changes and click Update.
  6. If creating a new version, follow the same steps as creating a new version for other components.

How to Delete the Key Components

How to delete Definitions, Specifications, Collections, and Reference Data

  1. Open the Overview tab of the definition you want to delete.
  2. Scroll to the bottom of the Right-Side Bar.
  3. Click Delete Definition.
  4. Confirm the deletion when prompted.
    Delete a Definition

Note: Only delete definitions that are no longer needed or were created by mistake. Deleting a definition may impact related objects.

  1. Open the Overview tab of the specification you want to delete.
  2. Scroll to the bottom of the Right-Side Bar.
  3. Click Delete Specification.
  4. Confirm the deletion when prompted.
    Delete a Specification

Note: Ensure that the specification is not in use or referenced elsewhere before deleting.

  1. Open the Overview tab of the collection you want to delete.
  2. Scroll to the bottom of the Right-Side Bar.
  3. Click Delete this Collection.
  4. Confirm the deletion when prompted.
    Delete a Collection

Note: Deleting a collection will not delete the specifications within it but will remove the grouping.

  1. Open the Overview tab of the reference data you want to delete.
  2. Scroll to the bottom of the Right-Side Bar.
  3. Click Delete this Reference Data.
  4. Confirm the deletion when prompted.
    Deleting Reference Data

Note: Only delete reference data that is obsolete or was created by mistake.

Best Practices

  • Use Title Case (e.g., First Year Student).
  • Avoid special characters and numbers.
  • Keep names concise but descriptive.

  • Use tags to categorize objects (e.g., Bio/Demo, FERPA).
  • Tags help filter and search for objects easily.

  • Assign objects to the correct functional area to control permissions and workflows.

Tags

None found.

Data Classification Policies

Classify data based on sensitivity:

  • Restricted: Severe harm if disclosed (e.g., SSNs, health information).
  • High: Limited harm if disclosed (e.g., contracts).
  • Moderate: Minimal or no impact (e.g., public data).
  • Unclassified: Default state before classification.
  • Prohibited: Not permitted (e.g., credit card holder data).

Workflow Process

  • Draft Stage: Initial creation and discussion.
  • Data Steward Review: Approval or rejection by the steward.
  • Technical Build: Write technical definitions.
  • Data Verification: Optional step to confirm accuracy.
  • Institutional Research: Notification at the end of the process.

Impact Analysis

Understand the impact of changes on related objects:

  • Click Show Workflow and select Impact Analysis.
  • Mark related objects as impacted or not.
  • Add comments and resolve impacts before finalizing.

Last updated: April 16, 2025

Contact

Team Name

Business Intelligence and Web Services

Office Location
Burke Library
198 College Hill Road
Clinton, NY 13323
Phone
315-859-4WEB

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