Specification Review Workflow in Data Cookbook

The In Development status is the initial workflow status assigned to a newly created Specification or to an existing Specification when a modification request is initiated. It indicates that the workbook is actively being developed and prepared for the governance review process.

Who is responsible for this step:

Authorized Developer

What to check:

Before advancing the Specification to the DAPIR Approval status, the developer should:

• Ensure the Specification documentation is complete.
• Complete the Review a Tableau Workbook Checklist (for Developers) to ensure the workbook is ready for review.

What to include in the comments:

When advancing the Specification to the DAPIR Approval status, include the following information in the comments:

• Whether the request is for a new workbook or an update to an existing workbook.
• If it is an update request, summarize the changes that were made.
• If applicable, explain any deviations from established standards or permission models.
• Provide a link to the Staging version of the workbook.

Review Exceptions:

Data Steward review is no longer required for minor updates of workbooks that do not change the way data is defined, collected, or presented.

Examples of these changes include:

• Updating a workbook's data source to include a new year of data
• Transferring workbook ownership to another Authorized Developer
• Making minor visual changes for accessibility
• Performing copy edits

For such changes, add Minor Update at the beginning of your change comment. DAPIR will advance the specification to the Requestor Activation status. If DAPIR determines that a Data Steward review is needed, they will note this and proceed with the standard review process.

Who is responsible for this step:

DAPIR (Data, Academic Planning & Institutional Research)

What to check:

Before advancing the Specification to the next status, DAPIR will review:

• The Specification documentation to ensure all required fields have been completed.
• The workbook to confirm it meets formatting, functionality, and quality standards, including style, accessibility, navigation, and the accuracy of links.

Review Exceptions:

For minor updates, DAPIR will determine whether Data Steward review is required:

• If no Data Steward review is needed, DAPIR will approve the Specification and advance it to the Requestor Activation status.
• If Data Steward review is required, DAPIR will note this in the comments and advance the Specification to the Data Steward Review status.

What to include in the comments:

If returning the Specification to the developer:

• Clearly explain the reason the Specification is being sent back and identify any required updates or corrections.

If the review is complete and the Specification is ready for Data Steward review:

• Add the following comment:

  Functionality OK. Advancing to Data Steward review.

• If the Staging workbook link is missing, add it to the comments so the Data Steward(s) can review the correct version.

Who is responsible for this step:

Data Stewards

What to check:

Data Steward(s) review the workbook and its Data Cookbook Specification to verify the accuracy of the data, business definitions, access restrictions, and data classification.

Use the Review Checklist below, confirm that each of the following items is accurate, complete, and appropriately implemented before approving the Specification.

Review checklist for stewards

Review task	What to verify	Environment
Review Specification Information	Verify the following are complete and accurate: Title, Purpose, Description, Additional Info Functional area Data sources Update/refresh schedule	Cookbook
Update Functional Area (if needed)	If the functional area changes, update it in Data Cookbook and notify the appropriate Data Steward(s) by email. Data Cookbook does not send an automatic notification when the functional area is changed.	Cookbook
Review History and Comments	Confirm the comments include: A description of any changes made Any request to allow download of summary (crosstab) or full data Any approved deviations from standards	Cookbook
Review the Workbook	Verify: Filter options (including All Values, No Values, and null values where applicable) Filter combinations Tooltips Data fields and terminology Definitions provided through the Info link Download options for summary (crosstab) or full data, if applicable	Tableau
Determine the Appropriate Access Restriction	Consider: Intended audience (if specified) Level of detail displayed in dashboards Level of detail available through downloads (if enabled) Sensitivity of the data Applicable policies or regulations, such as FERPA, HIPAA, or other institutional standards	Cookbook
Collaborate as Needed	Work with the developer or Data Governance (DAPIR) to resolve questions or requested changes before approving the Specification.	Cookbook
Approve Specification	Click the Approve specification button to send to the next review stage	Cookbook

What to include in the comments:

If returning the Specification to the developer or DAPIR:

• Clearly explain the reason the Specification is being returned.
• Describe any required corrections, updates, or additional information needed before the review can continue.

If the review is complete and the Specification is ready for DAPIR's final review:

If applicable, document any changes made to the functional area or access restrictions during the review.

Because institutional reports support strategic decision-making, reviews should be completed promptly. Please complete your review within 2–3 business days, with a maximum turnaround time of 5 business days whenever possible.

DAPIR performs the final review of the Specification and associated workbook prior to publication.

Who is responsible for this step:

DAPIR

What to check:

DAPIR verifies that:

• All requested changes have been fully incorporated into both the workbook and the specification.
• The workbook and specification are aligned with data steward decisions, including access restrictions and data classification as documented in steward approval comments (if applicable).

What to include in the comments:

If applicable, document any changes made during the final review or validation process.

The Authorized Developer completes the final deployment steps to make the workbook and Specification active in production.

Who is responsible for this step:

Authorized Developer

What to check:

• Publish the report to the UW Madison Institutional Data project (for updates to existing workbooks), or move the report to the UW Madison Institutional Data project (for new workbooks).
• Activate the Specification in Data Cookbook.
• Verify RADAR links the following day to ensure they are functioning correctly.

What to include in the comments:

At this stage, the Developer cannot make further changes but they may still add a final comment after activation, if needed.