Archive for the ‘Documentation’ Category

Data Governance and Stewardship Materials

Tuesday, December 2nd, 2014

A major recent focus of our data governance and stewardship efforts has been the development of standards, best practices, and especially documentation — metadata about metadata. These materials are compiled into an annotated index of resources, Getting Started with Stanford Data Governance (metadata about metadata about metadata?).

This document is intended as a quick reference for users from a variety of perspectives, compiling information on themes including:

  • The SUDS Dictionary (the basics)
    • Goals and principles
    • Field inventory and usage
  • Running a Data Stewardship Group
  • Creating Content in the SUDS Dictionary
    • Developing definitions
    • Creating new term names
    • Statuses
    • Policy references
    • Reporting definitions
  • Using Collibra
  • Further Reading: Data Governance and Data Stewardship at Stanford
    • Data Governance and Data Stewardship at Stanford
    • The Stanford Data Governance Maturity Model
    • Miscellaneous

The document will be updated as materials evolve, with updates announced here (RSS this page to easily watch for updates) as well as circulated to core participants in Stanford’s DG/DS efforts.

‘Calendar map’ released

Wednesday, July 30th, 2014

The recently released ‘calendar map’, a joint effort of Stanford University data stewardship and IR&DS, illustrates relationships between annual calendars and other time periods at Stanford, including the fiscal year (9/1-8/31), academic year (9/23-8/22, for AY2013-14), and GFS aid year (10/1-9/30).

This and other data stewardship ‘maps’ are available at



SUDS-SPO releases “Award-Agreement Map”

Wednesday, July 30th, 2014

The SUDS-SPO group (Stanford University Data Stewardship – Sponsored Projects) has released a graphical overview of relationships among major entities in sponsored projects, including sponsored proposals, sponsored agreements, sponsored awards, and Oracle awards.


This and other data stewardship ‘maps’ are available at

Progress in metadata standardization (SUDS-SC Meeting 2/18/2014)

Saturday, February 22nd, 2014

In the steering committee meeting on February 18, we reviewed the significant recent progress in standardizing the data dictionary. Contents are becoming significantly more structured, allowing the information to be increasingly useful and flexible. Recent improvements include:

  • Attributes are now all explicitly noted in the Is Attribute Of field; this information is much more reliable than the many ways attribute structures had been tracked before
  • Common core content in Relationships and Discrepancies have been extracted into distinct fields (Is Type Of; Different From)
  • All available details on approval statuses are explicitly noted; the Status field now allows for progress metrics (e.g., IPESIRIS).
  • Types of references to external content has been assessed; citation formats identified and standardized; goals articulated; documentation in development.

SUDS-STU meeting 1/27/2014

Saturday, February 22nd, 2014

The student data stewardship group met on January 28 to review content around the final set of core PeopleSoft academic structure entities, in support of the initial phase of development for the Student Integrated Reporting and Information System (SIRIS). These included:

With these fundamental definitions near-complete, work should proceed quickly on developing definitions and other supporting metadata on data elements associated with each.

SUDS-HR meeting 2/13/2014

Thursday, February 13th, 2014

The HR data stewardship group met on February 13 to continue working towards approved definitions of PeopleSoft-HR date elements, and consider possible formats for disseminating this information. Approvers for all elements under review have been contacted, and the group is working closely with many stakeholders on refining content.

The group reviewed initial drafts of training materials based on the collected metadata, agreeing that screenshots of PS panels annotated with definitions and other content would be helpful in onboarding new HR staff. Suggestions for details to incorporate include whether fields are used at Stanford, how they are entered or derived, which types of employee each is applicable to, and which are attributes of jobs vs. employees.

SUDS-FIN meeting 2/11/2014

Tuesday, February 11th, 2014

The finance data stewardship group met on February 11 and reviewed information around the following:

As functional requirements for the Integrated Payments and Expenditures project are finalized, the SUDS-FIN group’s priority is definitions, names and aliases, attribute relationships, and other metadata around entities that will be included. To ensure input from both key SMEs and a broad range of university stakeholders, upcoming meetings will focus increasingly on reviewing content that has been prepared in advance, in collaboration with local experts.

SUDS-SPO meeting 2/10/2014

Monday, February 10th, 2014

The sponsored projects data stewardship group met on February 10 and made great progress in pinning down definitions for (and differences among) dates and dollar amounts associated with stages of the sponsored project lifecycle. These included:

SUDS-STU meeting 2/10/2014

Monday, February 10th, 2014

The student data stewardship group met on February 10, with a focus on data related to students’ engagement in Academic Programs, including:

As the initial release of the first phase of SIRIS approaches, the group’s early focus on core academic structure entities will allow rapid development of metadata around the data elements instantiating these entities. Target elements for phase 1, along with definition status, are tracked here. The group strongly recommended developing rich metadata beyond simply definitions; the dictionary will include crosswalks between PS screens and table/fields, code/decode sets, aliases, and notes on usage.

SUDS-FIN meeting 1/28/2014

Tuesday, January 28th, 2014

The finance data stewardship group met on January 28 to review the following defintiions:

As the Integrated Payments and Expenses project approaches development, the group will consider the most effective and efficient ways to meet emerging project needs.