Use Power Apps to support stewardship initiatives and improve upon the existing PSSI data asset inventory

[AnnaD-M]

Need to determine how we will expand upon PSSI's existing Strategic Data Management Platform. Use to track outreach and engagement with data stewards, track data product publication status? Decision: a separate view of the same underlying dataverse tables has been created in Power Apps to support DSU's inventorying efforts. See DSU Data Inventory Flow for an overview of the data inventory workflow.

To do:

• [x] #71
• [x] #70
• [ ] Establish data quality guidelines/checks to indicate whether a data asset is ready to be catalogued in EDH
• [x] Peter to ask his team if DSU SharePoint page could nest within the Pacific Region Data Community to bypass the access issues we are experiencing being nested in FADS
• [x] Peter to share Power Apps documentation
• [x] Add a column to track publication status on platforms (EDH, Open Data, FGP)
• [x] Update Data Asset Trustee to match Data Stewardship Registry (airtable) - 37 records at present. Reconciled 09/26/2024
• [x] Create a hidden DSU view to support our review process - this became a separate app, modified view and form
• [ ] Determine if/how you can manage who sees what (user types/roles)
• [x] Determine the minimum metadata to be collected and update fields as needed. *Minimum metadata will be collected at later stage.
• [ ] Current 'Name Data Products Table' would be more appropriately named 'Name Information Services Table', as it is an inventory of dashboards, UIs... Ask Peter about possible name change and if a description of each table has been created
• [ ] Determine how 'data assets' differ from 'data products' and ensure there is clarity
• [ ] Move Biotraits database from 'Name Data Products Table' to 'Name Data Assets Table'? Pending above
• [ ] Update 'Data Steward' table to be 'Data Contact' table, and allow multiple roles to be assigned (e.g., data steward, data custodian, Pacific salmon stakeholder)
• [x] Establish relationship between stakeholder table and data steward table. *Stakeholder table to remain in separate excel spreadsheet for time being.
• [x] Add file upload field for data management agreements to name data asset table
• [x] Add 'priority' field with options: low, medium, high, immediate
• [ ] Ensure all relevant Pacific-region records from DM Apps Science Data Inventory are inventoried in Power Apps
• [ ] Look into Fish and Fish Habitat Protection datasets? Kirstin Gravelle
• [x] Set up backup process for dataverse tables using Power Automate
• [ ] Look into Brooke Davis/Carrie Holt watershed accessibility project (Chelsea Greenberg assisting)
• [ ] Ask Cam Freshwater about seasonality of fish movement research data products
• [ ] Figure out if there is a way to inventory who is in which working groups without asking stakeholders individually (Teams groups?)
• [x] Add 'project link' (hyperlink) column to establish relationship between data assets and projects. Link to Project Planning Tool entries, or entries on other platforms.
• [x] Add column to track whether data steward has been sent a Data Stewardship Short-form
• [x] Add column to track if DSU is providing support for short-form completion
• [ ] Add column to track if data assets have had Data Quality Assessments, FAIR Assessments, etc.
• [x] Add column to track if data asset is associated with an FSAR and should therefore be prioritized
• [ ] Compare current inventory to list used by Marisa to send out first round of short-form assignments and communicate updates to Marisa
• [ ] Send Erik Grundmann short-form assignment for Salmon Head Depots dataset?

Power Apps>Kumu required edits:

• [ ] Connect CU-ODDPINK dataset to NuSEDS database
• [ ] Typo 'JUVENILLE' dataset to 'JUVENILE'
• [ ] ECO_INDICATORS dataset description: Coastal Resources Management should be Coastal Resource Mapping

[AnnaD-M]

Notes from weekly meeting with Peter

• How to convince CDOS to use Power Apps? Would need to formalise its use to get proper licensing. As most Data Trustees are Directors, EAs to assist in staying on top of updates. App passes are ~$5/month; active-use license (if you don't use the app in a given month, you won't be charged). Passes for data stewards and/or EAs.
• Sherry has developed some python scripts that would assist data quality checks
• The key decision themes were never fully developed
• Field explanations in tool tips
• POC - Strategic Data Platform lives within the PSSI production environment
• Solutions package together tables, app
• You cannot change a data type once a field has been created
• Related tables. The lookup functionality allows you to choose rows from a related table based on search criteria. You need to create an entry in the acronym table before using said entry in the acronym lookup.
• There should not be any security concerns with the data (classified or sensitive info); names and email addresses are Gov I / not protected
• Peter is the administer/owner of the Pacific Region Data Community site/security group. Only members of the PRDC security group can view the platform.
• Tables with relationships are not easily deleted due to dependencies
• SharePoint doesn't size well (e.g., with different monitor sizes)
• Open source option for DSU tracking: https://nocodb.com/
• Peter added columns for EDH status (choice) and EDH link (URL) to the Name Data Asset Table

Decision: DSU will use Power Apps as an internal tracking tool and 'staging area' to support the metadata and data review process prior to cataloguing data assets in EDH. Peter to assist with upgrades/building out the functionality we need.

[AnnaD-M]

@Br-Johnson

• The actual data is stored in Microsoft Azure, the same storage location as other Microsoft 365 products like PowerApps, SharePoint, OneDrive, Teams = compliance, security, data residency
• When using Dataverse in Power Apps, your data is stored in the Azure SQL Database for structured data, Azure Blob Storage for files and attachments, and may leverage Azure Data Lake and Azure Cosmos DB for other data types and services
• Microsoft Dataverse is not based on Harvard Dataverse, they just share a similar name. Microsoft Dataverse is simply Microsoft’s 2020 rebranding of its Common Data Service (CDS).

[AnnaD-M]

Shelee has a lot of information on Data Management Plan development

[Br-Johnson]

For task lists, can we establish the norm that new sub tasks get added to the first comment box at the top so that it's easier to track? If you create a sub task that is for me to do, please convert it to an issue and assign it to me.

[AnnaD-M]

Link to Data Stewards that have been contacted, from Marisa Ramey.

[AnnaD-M]

Got more context from Peter re. the 'Data Products' table: 'That table was designed to help me navigate the different in development project our team was/is working on. As they are not complete, I would not move them into the data asset table. Per our data products prioritization meeting, we are using ClickUp to manage the in development datasets and data visualizations (some of the visualizations are listed in the data product table).' Based on this information, I am still not sure where the entry for the 'juvenile salmon database' should listed. It is currently listed on the data asset table but does not exist yet and no one is actively working on this. I updated the 'Name Data Product Table' metadata to: 'Used by Strategic Data Policy and Analytics to track the different development projects their team has been working on (i.e., data assets that are in development).'