Data Management Plan Example PDF

STANDARD OPERATING PROCEDURE: Data Management Plan (DMP) Architecture & PDF Compilation Lifecycle

Template Registry Engineering Standards (TRES)

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1. Document Control Block

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2. Executive Summary & Purpose

This Standard Operating Procedure (SOP) defines the mandatory engineering lifecycle for authoring, validating, and compiling institutional Data Management Plans (DMPs) into immutable PDF deliverables within the Template Registry ecosystem. The purpose of this protocol is to eliminate metadata drift, enforce strict compliance with federal and enterprise data governance frameworks (e.g., FAIR principles, GDPR, NIST SP 800-53), and automate reproducible PDF rendering from structured JSON/YAML schemas. Adherence to this SOP is mandatory for all engineering squads managing data assets.

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3. Scope & Prerequisites

3.1 Scope

This procedure applies to all technical assets, research deliverables, and enterprise systems managed under Template Registry jurisdiction that require a formal Data Management Plan.

3.2 Prerequisites & Tooling

Execution of this procedure requires the following verified environment:

• Version Control: Git v2.40+ with SSH signing configured.
• Compilation Engine: Pandoc v3.1+ with wkhtmltopdf or weasyprint PDF rendering backends.
• Schema Validation: Ajv (Another JSON Schema Validator) CLI.
• Access Requirements: Write permissions to registry-core-dmp repository and access to the Template Registry CI/CD deployment pipeline.
• PPE (Policy & Process Enforcement): Mandatory peer review by a Data Governance Officer prior to final compilation.

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4. Roles & Responsibilities

RACI Legend: Responsible (does the work), Accountable (approves the work), Consulted (provides input), Informed (kept updated).

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5. Step-by-Step Procedure

Phase 1: Schema Initialization & Metadata Harvesting

• 1.1 Clone the canonical DMP repository: git clone git@github.com:template-registry/registry-core-dmp.git
• 1.2 Create a localized feature branch following the naming convention: feature/dmp-[project-code]-[yyyymmdd]
• 1.3 Initialize the project metadata manifest (dmp-manifest.yaml) using the root template in /schemas/base-dmp.yaml.
• 1.4 Populate required institutional identifiers (DOI, ORCID, project UUID, funding source metadata).

Phase 2: Content Authoring & FAIR Alignment

• 2.1 Author the data description section, explicitly documenting data types, volume, and file formats (e.g., Parquet, CSV, HDF5).
• 2.2 Define storage, backup, and security architectures in Section 3 of the manifest, ensuring alignment with NIST SP 800-53 controls.
• 2.3 Establish data sharing, long-term preservation, and repository accession plans (e.g., Zenodo, institutional data lake).
• 2.4 Run local schema validation to verify structural integrity: ajv validate -s schemas/dmp.schema.json -d dmp-manifest.yaml

Phase 3: Automated PDF Compilation & Styling

• 3.1 Execute the local Pandoc rendering script to generate the draft PDF: make build-pdf (Invokes pandoc dmp-manifest.yaml --pdf-engine=weasyprint --css=assets/pdf-styles.css -o build/dmp_output.pdf)
• 3.2 Inspect the generated PDF for pagination errors, overflow anomalies, and CSS rule compliance.
• 3.3 Verify embedded metadata (XMP metadata block) within the binary output using exiftool build/dmp_output.pdf.

Phase 4: Validation, Sign-Off, and Registry Publishing

• 4.1 Submit a Pull Request (PR) targeting the main branch, triggering the automated CI/CD validation pipeline.
• 4.2 Obtain required cryptographic sign-offs from the assigned Data Governance Officer.
• 4.3 Merge the PR, triggering the automated release pipeline to publish the finalized PDF to the Template Registry artifact store.

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6. Quality Assurance & Pro-Tips

6.1 Best Practices

• Immutability: Never manually edit compiled PDFs. All structural adjustments must originate from modifications to the underlying Markdown/YAML source files.
• Versioning: Always tag your Git releases using semantic versioning (vMAJOR.MINOR.PATCH) to maintain historical lineage of project requirements.

6.2 Common Pitfalls

• Pitfall: Hardcoding styling inline within markdown files.
  • Correction: Enforce strict separation of concerns by utilizing the centralized assets/pdf-styles.css stylesheet.
• Pitfall: Ignoring table-width overflows during PDF compilation.
  • Correction: Explicitly set column width percentages in Markdown table definitions to prevent clipping in WeasyPrint.

6.3 Metric Thresholds

• Build Latency: CI/CD PDF compilation must execute in $< 45$ seconds.
• Compliance Score: Ajv schema validation must pass with $0$ errors or warnings.

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7. Frequently Asked Questions (FAQ)

Q1: What should I do if the Pandoc compilation fails with a missing font error?

A: Ensure that the required institutional typography (e.g., Liberation Sans or Inter) is installed locally within your execution environment or Docker container. Run fc-list : family to verify font availability before invoking make build-pdf.

Q2: How do I handle classified or restricted datasets within an institutional DMP?

A: Mark the classification field in the dmp-manifest.yaml as RESTRICTED. The CI/CD pipeline will automatically apply access-control headers to the generated PDF and route the deliverable to the secure internal vault rather than the public registry.