Data Cookbook
Important Note:
Institutional Research Requests - It is essential to answer the questions below under Description.
What is the Data Cookbook?
The Office of Data Management has implemented the Data Cookbook to provide a central, automated process for all data access requests. All requests for data from the Cal Poly community must be made via the Data Cookbook.
The Data Cookbook is a central repository of data definitions and specifications. Having one location to store data definition terminology and specification requests improves the visibility of existing reports. It has a number of features that can be valuable to reporting efforts of the different functional areas at Cal Poly.
- Report/data request Specifications
- Data terms and definitions
- Workflow
- and much more
Logging In
Login to Data Cookbook via single sign on through the Portal.
It will be under My Apps, towards the bottom of the list with this icon:
What is a Specification (a data request)?
A “Specification” is the actual request for data. Currently, you might use a “data request form”, a .pdf document, a Jira Initiative, SRS Ticket, a Google doc or you may make data requests directly using an email. The Specification will automate this process and provide consistency across campus.
A Specification is created, copied, or modified every time you request new data.
What to Document with a Specification
Sample types of data objects to document with a specification:
- Reports
- Data feeds
- Excel spreadsheets/Data Extracts
As a best practice, create a Specification every time you have a new request for data. If it's a repeat request, or an enhancement request, we can handle that too!
Why Document a Specification?
- Recording the purpose, description, and structure of a data request enables others to quickly understand the request
- Allows others to self-serve in understanding an request – reducing email and training
- Makes it easy to re-use data requests. Re-use encourages consistency and faster development of future data requests.
Searching for Existing Specifications:
Before creating a new Specification, you might find that the request has been made before.
Go to Specifications → Browse Specifications to do a key word search. Searching with an asterisks in front and after a keyword will yield better results. For example, searching for *SWM* will yield specifications with that in the title.
You can also filter Specifications:
If you are looking for a Specification that YOU created previously, you can click the Home tab and your specifications will be listed on the right side:
If you find a specification that is close to what you want, you will want to copy the specification. If you need an enhancement to an existing data feed, report, etc, you will want to request a new version. Please see those directions below.
Creating a Specification
- Click Specifications > Create a Specification
- Complete the fields, note required ones. This content is editable until you submit it.
(Please allow 2 to 3 weeks to complete depending on dept. workload & complexity/difficulty of request)
Specification Name
Provide a brief name of the specification. The name must be unique. This can be searched for in the future so you can easily find your last request that you can copy for your next request. To make it unique, you could simply add the term, year, or date to the end of the name.
The name should be short and descriptive and must be unique to your Cookbook account.
Specification Type
Select a specification type to indicate the kind of reporting object being defined.
The specification type you select determines the attributes available for providing details about this reporting object. It will also help determine the workflow of your Specification for fulfillment and approval.
See the Specification Type Matrix for more information.
Functional Area
Select at least one functional area. A functional area categorizes objects by topic or business area and:
- Determines the workflow assigned to the object
- Controls permissions for viewing, editing, and managing the object
- Provides an option for filtering on the object's Browse page and Queue
Purpose
The specification's purpose is a description of why the data is needed.
This might describe a business process that requires a specific report or data feed, a regulatory or other mandated requirement, or a specific user need that it fulfills.
Please also provide any background or context for this request.
Description
It is essential to answer the following questions in the Description box. We cannot start on your data request until we have this information.
The description explains what is in the report. For example, "a summary of all budgets and year-to-date totals by department with grand totals provided at the college level."
The description might contain attached files that provide additional details or provide an example of what the final report should look like.
Please also describe the Business Case that this report or data extract/feed will satisfy and what the Benefits will be.
Answer the following.
- Is this request for Accreditation, a Survey, for internal or external use?
- When is the Accreditation, Survey or data due?
- Have you made this request in the past? If so, please note the JIRA ticket number (e.g. INSTRSCH-123), which is noted on your previous DCB request and at the bottom of the data previously provided.
- What specific population(s) are needed? Students (FTF), Faculty, Staff, etc.
- What specific variable(s) are needed? For example, gender and ethnicity or FERPA.
- Do you need single point-in-time or longitudinal data? For example, fall 2020 only or fall 2015 – 20XX?
- Do you need detailed, per Student Information or are you looking for aggregate or trend data?
- Do you want this information university-wide, by college, by department, etc.
- Would you prefer to receive this information in a PDF or an Excel file?
In addition, please reach out to the Accrediting agency or Survey and ask them the following questions:
- What is your policy regarding small counts (i.e., less than or equal to five) and protecting privacy?
- How are you going to use the data?
- Will it be made public?
Sponsoring Department/Unit
Indicate what department is sponsoring this request
Project Sponsor (Person)
Indicate who the project sponsor is (likely it’s you)
Security Classification
Provide the appropriate level of Security Classification. For more information on Security Classification Levels, read the classification section on security.
Due Date
Provide a date when this reporting data is required.
This is the date when you want the data, to enable you to have enough time to work with the data. Use the Comment field to clarify this date if necessary.
(Please allow 10 to 15 business days to complete the request)
Priority
Select the code that indicates the level of importance of this request.
Specification managers see this priority code in the Specification Queue and may use this to help schedule and assign work to report writers/developers.
Comment
Provide any additional information for the specification managers/reviewers that can help with prioritizing, scheduling, or assigning the work associated with this request.
Saving the Specification
If you Save the Specification you can add more technical details in Tabs that will appear at the top.
Many departments require forms to be filled out that you can attach on the attachments tab.
Attaching a Document
Click on the Attachments tab
Select Choose File and navigate to the file you want to upload.
IMPORTANT: You MUST add a Description of your file and select Attach File.
Submitting for Fulfillment
If you do not have technical details or attachments to add, select Submit to send to the appropriate Functional Area to fulfill.
Copying a Specification
If you have a repeat request with slightly different data (different quarter, year, etc) or if you find a Specification that is very similar to what you want, it is best to COPY the specification
Name the specification something unique, likely adding the term or date behind the previous name will work.
Select the Functional Area.
Update any information in the details.
Add the due date and priority and select Submit.
Creating a New Version of a Specification
If this is an enhancement to an existing report, dashboard, or service, instead of copying the specification, you will want to create a new version.
To do this, you will want to request a change:
Fill out the changes you are requesting in the form that opens:
And Submit
Specification Type Matrix
| Request Type | Definition |
|---|---|
|
Ad Hoc Data Request - REPEAT |
Use this to request data that that you have requested in the past. |
|
Ad Hoc Data Request - NEW |
This is used to request Student Data or Class Data. It is fulfilled by the Ad Hoc team and approved by the Office of the Registrar. |
|
Ad Hoc Financial Aid Data Request |
This is used to request Financial Aid data. Any request that is not aggregated will be sent directly to Financial Aid. This request is fulfilled by the Ad Hoc team and approved by Financial Aid. All requests for Financial Aid data should adhere to HEA and FERPA rules. |
|
Ad Hoc Student Data Request - Sensitive |
Use this specification type for requesting student sensitive data such as race/ethnicity, sexual orientation, and gender identity. These requests are routed to the Ad Hoc team for fulfillment and are approved by both the Office of the Registrar and the Office of University Diversity & Inclusion. |
|
Admissions Active Term Data Request |
Use this to request admissions data for the ACTIVE term. Note, these requests will be handled and approved by Admissions. |
|
Admissions Past Term Data Request |
Use this to request admissions data from past terms. This request is fulfilled by the Ad Hoc team and approved by Admissions. |
|
Employee Data Request |
Use this to request data about Staff, Faculty, or Student Employees. |
|
Institutional Research Data Request |
Please answer the following in the Description. 1. Is this request for accreditation or a survey or is it for internal or external use? 2. How are you going to use this information? Is it going to be distributed to someone other than Cal Poly faculty, staff, or management? 3. Have you made this request in the past? If so, can you please share what we previously provided? 4. What specific population(s) are you interested in? For example, FTF only? 5. What specific variable(s) are interested in? For example, gender and ethnicity. 6. Are you interested in single point-in-time or longitudinal data? For example, fall 2019 only or fall 2015 through 2019? 7. Do you want this information university-wide, by college, by department, etc.? 8. Would you prefer to receive this information in a PDF or an Excel file? 9. When do you need this information by? |
|
ITS App Data Request |
Please use this when requesting a data feed required for an application |
|
ITS Other Request |
Use this for new requests or enhancement requests for data warehouse tables, new reports, changes to ETL, etc. |
|
Student Affairs Data Request |
Use this to request data from Student Affairs |
|
University Development Other Data Request |
Use this to request anything other than a solicitation list. |
|
University Development Solicitation Request |
Use this when requesting a list of Alumni to be contacted via postal mail, email or phone. |
Checking on your Data Request
To see where your data request is in the workflow process. Go to your Specification and just to the right of the specification title, click Show Workflow.
There you will be able to see where the Specification is:
Adding Collaborators
Click on the Show Workflow hyper link (instructions above)
Click on the (+) next to Collaborators
Select the individual you want to bring in as a collaborator and whether you want them to add a comment or perform an edit on your Specification. You can add comments so they can see what you want them to do.
Note: The email notification with adding Collaborators is not reliable, it's best to email your Collaborator with a link to the specification and let them know what you need.
Changing your User Settings
To change your user settings, click on your name at the top of the screen:
It is very important that you change the email notification frequency if you want to be notified immediately
Learn More
This short video below provide a great overview and demonstration of what the Data Cookbook is all about and how it is used.
Questions?
Email the Office of Data Management: odm@calpoly.edu