Data Cookbook: How to Create a Data Definition

Below are instructions on how to create a Data Definition in the University of St. Thomas official data catalog, Data Cookbook. The Data Cookbook can be found by navigating to https://stthomas.datacookbook.com/. Check out What is the Data Cookbook or What is a Data Definition knowledge base articles for further information.

Log-in Instructions

1. Navigate to https://stthomas.datacookbook.com/ or select the Data Cookbook waffle icon within OneStThomas Apps & Tools section:

2. Log in using  your St. Thomas credentials or as this is SSO enabled, it may not ask you to log in since you are already logged into another St. Thomas tool.
3. Once logged in you should see the Data Cookbook Home Page

Browse Current Data Definitions

Before you enter a new definition it is always key to browse the current definitions to ensure it does not exist. 

1. Navigate to the Definitions tab at the top of the homepage navigation, wait for the drop-down and select Browse Definition.

Create a Data Definition

Once you have determined your new data definition is not already available within the Data Cookbook then proceed with the following steps:

1. Navigate to the Definitions tab at the top of the homepage navigation, wait for the drop-down and select Create A Definition.

2. A new page will appear where you will be able to fill in the following information.
3. Name Field [Required]: This is the Name of the Definition you are entering.
   • Name Must be Unique
   • If Name is not unique (i.e. ID), you must update the name. 
   • Recommend adding tool or system name in parenthesis at end to ensure unique. Example: ID (St. Thomas) or ID (Salesforce). 
   • Should be simple and understandable by business users.

4. Functional Definition [Required]: This is the detailed definition of the term from the business perspective. It does not need to include extensive technical detail as there is a different section for that.
   • What is this term?
   • Why do you use this term?
   • When would you need this term?
   • How would you interpret it?
   • Historical Context: list any known dates this data changed or if it has been depreciated and why. Example: Major X is no longer offered.

5. Scan for Matches on your new Functional Definition (step 4): This step allows the tool to automatically search for definitions that already exist in the Data Cookbook once your functional definition is completed.
   1. Click the Scan For Matches button in the lower right corner of the Functional Definition text box 
   2. A new pop-out window will appear. If an existing definition is found then the definitions will show up on the left side of the pop up window with available check-boxes.
   3. A checked box indicates you want your new definition and the existing definitions linked together. Un-check any definitions that you do not want linked. Once complete select the green accept button 
   4. All of your newly linked definitions will now have double brackets [[ ]] encasing the words. example: [[Faculty]]
6. Are there any words/phrases in your new functional definition that did not show up on the Scan for Matches (step 5) but should be a definition in the Data Cookbook? 
   1. If Yes, place double brackets around the word/phrase you want to create a new definition for (example: [[Credit Hour]]) and a new definition shell will automatically be created for you to complete once you are done with this current one.
   2. If No, move to step 7.
7. Source Definition [Required]: This is the system, tool, policy, or official documentation the new definition originates from.  
   1. Review the Drop Down list and select the appropriate source.
      1. Select University of St. Thomas source if it is an internal business term that has been created and/or defined by the St. Thomas community and not an outside sources such as: NCAA, Office of Higher Education, etc.
   2. If you do not see your source in the drop down then leave Source of Definition blank and enter a new source in the "Or Create a new source" box below 
8. Classification: Following the St. Thomas Data Classification Policy select the data security level of this data. All new definitions will be reviewed by the St. Thomas security team for final determination. Red: High Confidential - Green: Low Confidentiality. Leave blank if you are unsure.
9. Data Policies: Please select any policies this definition may fall under. This is a multiple select and all new definitions will be reviewed by the St. Thomas Security team. Leave blank if you are unsure.

Technical Definitions Section: This section is intended for specific technical knowledge regarding the definition. Some definitions may require multiple Technical Definitions as the data is sourced from multiple areas and some definitions will have no technical details associated.

10. Data System: Select the data system that this definition currently lives in/originates from.
    • If you do not see the system where the data originates from leave it blank and we will need to add that Data System then update this definition later.
11. Browse Data Systems Option: Based on the Data System you selected in Step 10, if the university has a direct link to that systems data schema you have the option to Browse the Data System and pull in exact technical definitions to the textbox below.
    1. Select the Browse Data System blue button 
    2. A new pop-up window will appear where you can select the Schema associated with your data system. Again, if nothing appears than the University is not linked to this particular system. If you think they should be linked, please set up a Data Integration Partnership Booking with IDAR Team.
    3. Select your specific schema, use the search bar to look up the technical metadata, or use the Schema Objects to narrow your view 
    4. Use the Base Table Names or non-business side names associated with your datasystem for better results! 
    5. Once you have found the column or table you are looking for you can click and drag it over into the Technical Definition text box.
    6. Repeat as much as needed for the technical definition but please make separate technical definitions for different schemas.
    7. Close the pop-out Browse Data Systems window when finished
    8. Newly included data field will have double brackets around it and show the source. Example:  [[schema_object:SATURN:table:SORLCUR:column:SORLCUR_TERM_CODE_CTLG]]
12. Time Context: Select from one of the time context codes to identify if the technical definition has a time sensitivity in the data system.
    • Academic Term Related: This definition is connected to a specific academic term. Example: Common Good Occupancy was only related to COVID capacity during Fall 2020, J-Term 2021, Spring 2021, and Summer 2021 terms.
    • As of a Given Date/Time: This definitions is associated with a specific date or time and typically represents a change in process or a one time data collection. Example: As of Sept 1, 2021 we updated to the New Undergraduate Core Curriculum
    • As of Current Date/Time: This definition is always associated with the Current Date/Time and data may be overwritten during updates. Example: Classroom Assignment for courses.
    • Financial Aid Year Related: This definitions follows the Financial Aid year or is related or tied to a specific Financial Aid Year. Example: Awarding Aid Packaging
    • Fiscal Year Related: This definition follows the time line of the Fiscal Year or is related to a specific Fiscal Year. Example Fiscal Year 2021 COVID related items
    • Not time Sensitive: This is a definition that does not associate with any time nor is dependant on a specific time.
13. Technical Definition Text Box: In the text box we ask that you add as much technical detail as you know, including but not limited to:
    • Code, table, technical field utilized to pull this definition.
    • How do you access this data?
    • Possible values that are associated with this definition. For Example: Grade definitions has technical values of A, B, C, D, F, W, I
    • Is there other data needed in conjunction with this definition? If possible can you provide an example or the code needed? For Example: If you want the St. Thomas Email field in GOREMAL you will also need the field Email Type = UST.
    • Technical details or notes to help other team members understand the best way to utilize this field.
14. Ignore the Add A Source option at the bottom of the Technical Definition. This is already included for any data fields you pull in. 
15. Add any additional Technical Definitions needed by clicking the gray Add a Technical Definition Box 
    • If you accidentally add a Technical Definition you can delete it by selecting Delete at the bottom of the Technical Definition 
16. Tags:This is an optional field to capture optional groupings of definitions not otherwise captured by functional area or classification.
17. Functional Areas [Required]: This is the area/s of the University where the definition belongs to, and is not necessarily the creator of the definition.
    • You can have multiple functional areas.
    • Should be the stakeholders who have ownership over the definition.
    • All Functional Areas should agree on this definition together - One University! 
      • If there is not agreement, we recommend a quick 15 min Teams chat or virtual meeting to decide.
      • This is where our consistency will pay off in the long run!
    • Areas listed will be notified of any changes/updates.
    • Listing based off of University Index Hierarchy
    • Type name of Functional Area or use the navigation drop-down.
18. Click Submit For Review When Completed: this will push the definition into the approval queue to be published. 
19. Click Save to Finish Later: Please don't forget to finish! The Save Button does not send for approval.  

Add Additional Information to Your New Data Definition

Once you have submitted your new Definition you will see that it is under Review at the top of the Page, with a Version 1 indicating this is the first version of this definition. Any warnings are just indicators that it is waiting for approval. 

Additional Information will now make itself available on the definition you just created 

1. Functional Areas: These are the ownership areas you indicated in the original creation of the definition. Based on your permission, you can use the Pencil Icon to Edit and add any you may have forgotten.
2. Workflow: This is the approval process that this particular Definition is following. Workflows are set by  System Administrators and can vary depending on the functional area.
3. Synonyms: Are words or phrases that can thought of when searching for this definition. Based on your permission, you can use the Pencil Icon to Edit and add any words or phrases. Example: First Time First Year could have a synonym of Freshman. 
4. Tags: Any tags you listed when creating the definition will be visible and can be utilized for improved searching or grouping. Based on your permission, you can use the Pencil Icon to Edit.
5. Attachments: Once a definition is approved then Document attachments can be added to the Definition itself and viewable to all members of the Data Cookbook Community.
6. Related Specifications: Any specifications that utilize this definition within the documentation will be listed here.
   • Relationships between Specifications and Definitions are created when the definition is added to the Specification. A Specification cannot be added to a definition. 
   • This is a great way to see how many Specifications would be effected by the update/removal of this definition. 
7. Related Definitions: Any other definitions or terms that reference this definition.
   • Relationships between definitions are created by using the Scan for Matches option (mentioned above) to create a link or utilizing double brackets [[ ]] around the definition.
8.  Related Quality Rules: Any Quality Rules associated with this definition would be listed. Based on your permission, you an use the Pencil Icon () to Edit. 
9. Quality Issues: Any Data Quality Issues found from the Quality Rules associated with this definition would be listed. 
10. Copy this Version: This gives you the ability to copy over the details of this definition in a "shell" to start another definition that may be similar. This is essentially a "Copy" Option for definitions so you do not need to start from scratch! 

How Do I Know If My Definition Has Been Approved?

Once your definition has successfully gone through the designated Workflow Approval process you will see a green Approved Box with the appropriate Version number and the option to create a New Version of this definition. 

Who Can See My Definition?

The Data Cookbook goals include transparency and consistency therefore to continue working as One University every member of the St. Thomas Community (Students, Staff, & Faculty) can log into the Data Cookbook and see your Definition. There is no option to make it private or only viewable to certain functional areas.

Related Articles 

• What is the Data Cookbook
• What is a Data Definition in the Data Cookbook
• How to Update a Data Definition in the Data Cookbook
• How to Leave a Comment on a Data Definition
• What if Someone Left a Comment on my Data Definition
• What is a Specification in the Data Cookbook
• How to Create a Specification in the Data Cookbook