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Add a New Domain or Subdomain in Redshift

This job aid outlines the end-to-end process for handling requests related to the creation of new domains in Redshift and their integration into university data systems. The process involves coordination between the Data Engineering (DE) team, Data Governance (DG), Access Management, ServiceNow, and Marketing & Communications.

Definitions

Primary Domain: Data is organized into domains to provide a common structure to clearly define boundaries, inter-dependencies, and stewardship areas of responsibility.

Secondary Data Domain: Sub-category or specialized area within the primary domain. 

  • Secondary data domains are used to provide more granular control over data access, governance, and stewardship.
  • While primary data domains exist at a high level (e.g., Student, Finance, HR, etc.), a secondary domain narrows that focus to a specific subset or use case (e.g. General Ledger data within the Finance domain). 

Process

  1. Initial request and hand-off
    1. The Data Engineering (DE) team receives a request related to a new domain.
    2. The DE team forwards the request to the Data Governance (DG) team by reassigning to the Data Governance group in ServiceNow or to the Data Governance group email (DataGovernance@osu.edu).
  2. Domain Evaluation and approval
    1. The DG team collaborates with data stewards and the Data Governance Council (or appropriate body) to:
      1. Assess the request
      2. Determine whether a new domain is needed
    2. Once the domain is approved, the DG team sends a formal notification to the stakeholders (DE Team, Access Management, ServiceNow, Marketing & Communications, and Data Visualization)
  3. Task assignments and responsibilities, in order
    • All stakeholders should follow up promptly upon completion of their responsibilities to ensure timely deployment
    • The DG team will serve as the central point of contact for questions or clarifications throughout the process
Access Management
 

Note: Access Management tasks must be completed first, as they are prerequisites for the rest of the process.

  1. Create Redshift permission group(s)
  2. Enable integration with GMS (Group Management System)
Data Engineering
  1. Add entries to metadata tables:
    1. rae.group_domain
    2. rae.data_names
  2. Link group to domain in RAE-Arbiter
ServiceNow Team
  1. Modify the Access Request form to include the new domain.
 

Note: If there are no Redshift tables associated with the domain, this step should be omitted.

Marketing and Communications
  1. Update relevant Data Governance web pages on data.osu.edu to reflect the new domain.
Data Visualization
  1. Once Data Engineering has completed its tasks, ensure new domains appear in the RAE Object Domain Directory.
  2. If necessary, create a project or sub project in Tableau Server.
Data Governance
  1. Responsible for coordinating tasks across all involved teams as well as communicating progress and completion to data stewards and the original requestor.

Important Information

A listing of Ohio State’s primary and secondary domains