A simple implementation of a "shadow database" to store administrative information and generate usage reports using Django.
The database combines automatically gathered Yoda statistics with manually entered administrative information (owner and budget codes).
The irods_tasks.py at https://github.com/vu-rdm-tech/yoda_report should be run as a cronjob, it will output weekly stats in a json format.
Sample:
{
"collections": {
// statistics of all Yoda collections (research-, vault-, dataset collections in a Vault)
"research-staff-surfsram": {
"size": 42428781421,
"count": 122,
"newest": "2023-08-03T12:31:47"
},
"research-staff-ubvu-geoplaza": {
"size": 286556835009,
"count": 8638,
"newest": "2024-07-30T14:30:14"
},
"research-ub-test-environment": {
"size": 23828739385,
"count": 4225,
"newest": "2024-07-31T14:24:32"
},
"vault-staff-surfsram": {
"size": 0,
"count": 0,
"newest": "1970-01-01T00:00:00",
"datasets": {}
},
"vault-staff-ubvu-geoplaza": {
"size": 0,
"count": 0,
"newest": "1970-01-01T00:00:00",
"datasets": {}
},
"vault-ub-test-environment": {
"size": 23843991440,
"count": 4262,
"newest": "2024-07-04T13:25:27",
"datasets": {
"dataset1[1712235541]": {
"size": 1690087,
"count": 3,
"original_size": 1687300,
"original_count": 2,
"create_date": "2024-04-04T14:59:01",
"status": "UNPUBLISHED",
"retention_period": "10",
"data_classification": "Sensitive",
"data_access_rights": ""
},
"dataset2[1712235552]": {
"size": 4426033,
"count": 4,
"original_size": 4402753,
"original_count": 2,
"create_date": "2024-04-04T14:59:12",
"status": "UNPUBLISHED",
"retention_period": "10",
"data_classification": "Public",
"data_access_rights": ""
},
"DataSet3[1677085185]": {
"size": 25406,
"count": 5,
"original_size": 1626,
"original_count": 1,
"create_date": "2023-02-22T17:59:45",
"status": "UNPUBLISHED",
"retention_period": "10",
"data_classification": "Sensitive",
"data_access_rights": ""
},
"DataSet3[1687852556]": {
"size": 2281310,
"count": 6,
"original_size": 2259278,
"original_count": 3,
"create_date": "2023-06-27T09:55:56",
"status": "UNPUBLISHED",
"retention_period": "10",
"data_classification": "Sensitive",
"data_access_rights": ""
},
"DataSet3[1688559726]": {
"size": 2281335,
"count": 6,
"original_size": 2259268,
"original_count": 3,
"create_date": "2023-07-05T14:22:06",
"status": "UNPUBLISHED",
"retention_period": "10",
"data_classification": "Sensitive",
"data_access_rights": ""
},
"DataSet3[1716902500]": {
"size": 2281589,
"count": 6,
"original_size": 2261084,
"original_count": 4,
"create_date": "2024-05-28T15:21:40",
"status": "UNPUBLISHED",
"retention_period": "10",
"data_classification": "Sensitive",
"data_access_rights": ""
},
"DataSet3[1716903090]": {
"size": 2264757,
"count": 6,
"original_size": 2261084,
"original_count": 4,
"create_date": "2024-05-28T15:31:30",
"status": "UNPUBLISHED",
"retention_period": "10",
"data_classification": "Sensitive",
"data_access_rights": ""
},
"research-ub-test-environment[1720085722]": {
"size": 23828740923,
"count": 4226,
"original_size": 23828739184,
"original_count": 4225,
"create_date": "2024-07-04T11:35:22",
"status": "UNPUBLISHED",
"retention_period": "10",
"data_classification": "Sensitive",
"data_access_rights": ""
}
}
}
},
"groups": {
// All Yoda groups with (read-only) members, parent category and classification
"datamanager-staff": {
"category": "staff",
"data_classification": "NA",
"members": [
"******@vu.nl",
"******@gmail.com",
"******@vu.nl"
],
"read_members": []
},
"datamanager-ub-test": {
"category": "ub-test",
"data_classification": "NA",
"members": [
"******@vu.nl",
"******@vu.nl"
],
"read_members": []
},
"research-staff-surfsram": {
"category": "staff",
"data_classification": "basic",
"members": [
"******@vu.nl",
"******@surf.nl",
"******@tue.nl",
],
"read_members": []
},
"research-staff-ubvu-geoplaza": {
"category": "staff",
"data_classification": "public",
"members": [
"******@vu.nl",
"******@gmail.com"
],
"read_members": []
},
"research-ub-test-environment": {
"category": "ub-test",
"data_classification": "basic",
"members": [
"******@vu.nl",
"******@vu.nl",
"******@vu.nl"
],
"read_members": []
}
},
"revision_collections": {
// Collections containing revisions /<zone>/yoda/revisions
"research-staff-surfsram": {
"size": 0,
"count": 0,
"newest": "1970-01-01T00:00:00"
},
"research-staff-ubvu-geoplaza": {
"size": 136927715048,
"count": 6412,
"newest": "2024-07-30T14:16:18"
},
"research-ub-test-environment": {
"size": 0,
"count": 0,
"newest": "1970-01-01T00:00:00"
}
},
"misc": {
// Miscellaneous stats: total sizes and user count
"size_total": 23369202815701,
"internal_public_users_total": 410,
"external_public_users_total": 100,
"public_users_total": 510,
"revision_size": 2483090983883,
"trash_size": 1786259874460,
"internal_users_total": 352,
"external_users_total": 145,
"users_total": 497
},
"collected": "20240801"
}
In the Django admin a "process irods stats" job should be created that runs projects.tasks.process_irods_stats. https://adminyoda.labs.vu.nl/admin/django_q/schedule/
This looks for data files in folder DATASRC, processes them and moves them to DATASRC/archived when finished. By running it hourly it does not matter when a new datafile is created.
Make sure to set the correct datafolder DATASRC in .env.
This process cannot detect when a collection is deleted, the collection will just go missing from the datafile. To mark collections as deleted projects.tasks.cleanup should be scheduled. It checks if the collections were updated in the latest stats, if not they are marked as deleted. Projects with no associated folders are also marked as deleted.
Note that the data is not deleted from the database, we want to keep all historical data.
Using the buttoms you can also open the forms to edit or add Persons, Departments and Budget codes.
Note that Research folders, Vault folders and Vault datasets cannot be edited via the admin interface because these tables are filled automatically.
Since we want to keep historical data you cannot delete a project record. Instead set the Delete date to today. Only do this when the project has no active Research Folders attached!
You cannot do this in the project form instead go to Research folders
Use the dropdown list to select the project this Research folder needs to be added to. You can use the + button to open the add new project-form.
Most of the statistics are Project-based (because a research project could use more than one Yoda Group). For this reason the system expects new Projects to be entered manually, the associated "research folders" can then be added to the project.
Since the manual administration costs time and might be delayed you can also use Django Q to schedule projects.tasks.create_projects. This will automatically create a Project for each orphan Research Folder based on the group/folder name.
Group names are usually formatted: research-<faculty>-<department>-<projectname>. A new project will be created with Name projectname, department and faculty. Owner and Cost Center are set to dummy entries, they can be added in the admin interface later.
projects.tasks.create_projectsdoes not automatically add departments and faculties. If they cannot be found the research folder stays unconnected to a project. Add the Department to the database manually and thecreate_projects-job will create the project when it runs again.
Note that with this process N projects will be created even if all N Yoda groups/folders belong to the same research project. This can easily be rectified by adding all the folders to a single project in the database and setting the extra projects to Deleted.
These use the standard Django admin forms and can easily be edited via projects/admin.py, consult the Django Documentation.
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