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1. Introduction

COOL is a web application intended for Eurostat statisticians who, through a single portal, wish to access information on data transmission and on the data validation process. COOL enables Eurostat users to monitor and manage several aspects of data exchange and validation. In particular, COOL enables users to:

  • View key information on files transmitted to Eurostat, including the number of files received, their format, the transmission date etc.
  • Download received files as well as the validation reports provided by Eurostat’s structural and content validation services
  • Take action to reject / accept data files when required

As COOL evolves, other key areas of the statistical production process are expected to be covered by the application.


COOL which is available to Eurostat Domain Managers only can be accessed here, as one of the following user' types:


Type / functionalityAccess transmission dataAccess, download  and operates with validation servicesCreate Publication & calendar eventsGrant access to new user/sCreate new domain/sImplement developments and bug fixes
User



Manager

Support
Super admi

2. Setting up your domain (for Managers)

2.1. Managing Publications and Publication dates in the COOL Calendar

In the ESS, Members States are often required to send data within an agreed time frame, making the transmission deadline an important milestone in the data process management. The Publication and Publication Date functionalities allow users to group data in line with specific business requirements. That is, setting up a Publication will enable users to monitor a set of data while the Publication Date will establish the time frame.

2.1.1. Publication

Publication/s can be set up by COOL Managers who have the knowledge to correctly identify the specific datasets.  Although this is a prerequisite for the dashboard to display data an alternative functionality exists called Filter by Date, which allows to display data in the Collect and/or Process windows.

In order to create Publications please select Settings / Administration / Publications and Add Publication.



You will be redirected to a new window where a number of items have to be filled in. From the left to right, you will be requested to:

  • Select the appropriate statistical Domain;
  • Identify the Periodicity (in line with data collection requirements);
  • Enter a Name for the publication (free text);
  • Set the appropriate time interval for the publication (T-Offset) which will be used when Adding a Publication Date
  • Finally, select the datasets/s that will be part of the Publication. A Select All button is also included, to ease the selection of all available datasets at once

If several publication items are set up, you may want to associate each one with a specific color to help you and other users identify them on the calendar.

The Publication will be completed after it has been correctly saved. Please note that you also have the possibility to proceed to finalise the self-tailoring process in which case, you will select Save & Create Publication Date.



2.1.2. Publication Date

One further step is required to make the most of this functionality. The Publication Date will build on the parameters identified in the Publication and help you to establish a relevant time line and a cut off point, so the datasets selected in the Publication will be grouped according to a chosen reference period which is identified in the Publication Date.

In order to create a Publication Date please select Settings / Calendar (the page may also be accessed from the Add Publication window shown above).


Identify the date on the calendar and select Add Publication Date


A pop up window will then appear. Please select a Publication and the application will then reuse the information already provided in this feature such as Periodicity and T-Offset.  Please identify the cutt off Date for that specific Publication, that support your business-defined time line and indicate whether it should be reproduced in the future by increasing the number of Occurrences. The Reference period which is determined by the T-Offset will be produced automatically by the application but it can be changed manually if needed e.g. the monthly publication date is being created in December 2020 therefore the proposed Reference Period is November 2020 ( December 2020 - 1 month as described in the T-Offset).


The Publication Date/s can be displayed on the calendar, listed on a different page or exported to your outlook calendar (LCS) excel (CSV). In order to view the Publication Date's listing please click ; to export the calendar please select the pink squared icon .


2.2. Managing access rights

Managers, unlike Users, are able to grant access to new members. After a new registration has been submitted, Managers will be informed by the icon on the arrival of a new access request for their domain. Upon clicking the bell icon and identifying the access request, Managers will be able to Accept or Reject it by first pressing the arrow and then selecting the appropiate choice. Alternatively, if the access request is selected (green rectangle), Managers will be able to review the details of the access request, which are explained explained below, before taking a decision. Please note that pending notifications can be erased by clicking icon.


Managers may also search existing users information and grant access to new users who have not filled in the registration request.

To view and manage Users' information, including granting access rights, Managers will click Settings, Administrations, Users and then before completing and / or verifying the following information:

Username: The Unique Identifier at the Commission (uid) of the new user;

Add Domain: Click this button to add a line and start filling in the below information;

Domain: The statistical domain to which the user will be granted access;

Role: The appropriate user type (User, Manager, Support or Super Admin);

Status: 'Active' to grant new user access to the application;

Save: to confirm the information and grant access rights.

3. Presentation of the dashboard

The dashboard provides an overview of the data files that have been transmitted to Eurostat as well as the data files that have been processed via its validation architecture. The two processes are reflected in the Collect and Process windows, respectively.

The Dashboard will by default display information related to the closest future Publication in your domain. If no Publication exists, the Dashboard will be blank and the domain manager will need to create one by following the steps here. If a Publication exists but the date is in the past the Dashboard will warn you that no Current Date exists but you will be able to navigate through past Publication Dates.

Please note that even if no Publication is present data in the Collect and Process phases can be visualised. Please see Filter by Date functionality in the Collect and Process sections.

The dashboard will show data according to the parameters identified in the Publication (set of datasets & periodicity) and Publication Date (reference period & date), splitting the information into:

Collect window

Data files that have been transmitted to Eurostat broken down by useful categories:

  • Arrived: Number of files that have been transmitted successfully;
  • Origin: Number of sender countries;
  • Mandatory: Number of sender countries from which the data are mandatory;
  • The star icon Represents the number of missing mandatory countries. If selected, the full list of missing mandatory countries can be displayed;
  • The bar line: Provides the percentage of submitted countries in relation to what's Mandatory.



Process window

Data files that have followed the business-defined validation workflow.

  • Total: refers to the total number of files that were processed;

Depending on the validation status of the transmitted files, the following indicators may be available

  • Prevalidated: Number of files that the validation services did not find any errors (Please note that this may refer to only STRUVAL or CONVAL or both, depending on the business’ needs);
  • Rejected: Number of files that which contain errors and therefore could not be Prevalidated;
  • Warning: CONVAL service found some cases for which action from the COOL Manager / User is required;
  • Info: No action is required, the file is prevalidated. But still CONVAL makes a note;
  • The bar line: Represents the percentage of prevalidated, warning, info and rejected files.

4. Collect section

The Collect page comprises extensive information on each one of the files that have been transmitted to Eurostat.

You can enter the Collect page by either clicking one the three indicators available (Arrived, Origin or Mandatory) or selecting the Collect tab, located on the left pane.

In the Collect page you can view the following information

  • Country: The country associated to the data file;
  • Dataset: The name of the dataset use for the data transmission in EDAMIS;
  • Period: Reference period for the data collection;
  • Version: The number will correspond to the number of times that a data file was sent for a given Country, Dataset and Period;
  • Format: The format of the data file that was transmitted;
  • Provided Date: The date and time of the data file being received;
  • Comment: Any additional comments provided by the sender;
  • Note: Additional file accompanying the data file;
  • Sender: email address of the person sending the data file.
  • Contact: Generates an email which may be used to contact an user

You can filter by each one of the above categories to ease your search. In order to active the filter please click

All the information comprised in the Collect window can be exported to MS Excel by clicking

The table's information can be sorted in ascending and/or descending order by selecting the arrow pointing upwards /downwards. Also the column's width can be modified manually, making it possible to revert to the default column by selecting 

In case no Publication exists, transmission data can be displayed according to a time line set on the Collect window. Unlike the Publication or the Publication Date, the search cannot be saved.

On the Collect window please select Date, located under Filter by


You can complete the search process by identifing the following parameters:

Datasets: Select all intended datasets. Please note that ALL option is available;

Loaded: Identify the appropiate timeline;

From: The start date of your search;

To: The end date of your search.


5. Process section

Similarly to Collect, you can get more detailed information about all the files that go through the validation services in Process.

You can access the Process page by either clicking on one of the indicators available (Total, prevalidate, etc) or selecting the Process tab, located on the left pane.


In the Process page you can view the following information

  • Country: The country associated to the data file;
  • Dataset: The name of the dataset use for the data transmission in EDAMIS;
  • Period: Reference period for the data collection;
  • Version: The number will correspond to the number of times that a data file was sent for a given Country, Dataset and Period;
  • Format: The format of the data file that was transmitted;
  • Note: Additional file accompanying the data file;
  • Loaded Date: Time and date when the data file started the validation process;
  • Status: Outcome of the validation process. 4 categories are available: Prevalidated, Warning, Rejected and Info.;
  • Origin: The system where the data file arrived from;
  • Target: The recipient of the data file after the validation step;
  • Description: Additional information provided by the sender;
  • Action: Enables the User and/or Manager to interact and manually decide what to do with a data file.


The information available on the showing list can be sorted by ticking one or several 'Status' categories. As result, the Process page will show only those data files which comply with the selection.

Also, in the Collect window, the information can be exported by selecting and then identifying the parameters and preferred format.

In case no Publication exists validation data can be displayed according to a time line set on the Process window. Unlike the Publication or the Publication Date, the search cannot be saved.

On the Process window please select Date, located under Filter by

You can complete the search process by identifing the following parameters:

Datasets: Select all intended datasets. Please note that ALL option is available;

Loaded:Identify the appropiate timeline;

From: The start date of your search;

To: The end date of your search.


Besides providing key information regarding the transmission and validation of data files, COOL enables users to download a number of key products which enhance the user in take in those two processes. These products are made available at the file level together with a detailed report that includes all the steps thta a particular file has gone through, informing on the outcome of each step.

5.1. Original file

Being able to access the Original file that has been transmitted to Eurostat may support users to view and analyse the data.

You can access the Original file by selecting the appropriate line in the Process page. A new window will open up with the Original file button appearing on the left hand side. The file will keep the original format i.e. XML, MS Excel, etc.

5.2. STRUVAL report

The first validation service offered to users will look at whether a data file respects certain agreed elements in the data transmission such as file format, codes that belong to a specific codelist, etc. The STRUVAL report is produced in accordance to a well defined template. A user guide which describes the structure of the report as well as all types of potential errors is available.

Similarly to the previous case, you can access the STRUVAL report by selecting the corresponding file in the Process page, and then clicking STRUVAL report. Two options are given to open the STRUVAL report: Machine readable and Human readable.


5.3. CONVAL report

A second validation service is available to business units who wish to perform checks on the content of the data file. The content validation service comprises a set of validation rules that will be used to verify its content. This service complements the the previous one and together they ensure that a transmitted data file is compliant with an agreed format and a set of content rules.

The CONVAL report will also be available on the Process page, where a CONVAL report button will appear, in the specific data file.

5.4. Action required

In certain cases, because the way that validation rules were created and/ or technical errors the user may be required to provide input. These cases are grouped in the Warning status, meaning that only files with that status will include a choice in the Actions column, prompting the user to manually Accept , Reject  or Retry CONVAL.

As in all previous cases, actions column is accessible on the Process page and the corresponding icons will only be visible to data files which status are Warning.