Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

COMPUTING AND TELECOMMUNICATIONS
85.48
Revised 12-15
Finance and Administration
509-335-5524
Registrar's Office
509-335-5346
CougTech
509-335-4357 (509-335-HELP)

Data Warehouse Access

PDF link

OVERVIEW

A data warehouse stores data that is extracted from mainframe and server-based operational applications. The data is made available for ad hoc queries and scheduled reporting. The organization of data in the data warehouse differs from data found in the operational applications in the following ways:

University Data Warehouses

The University maintains the following current and historical data warehouses:

Financial Data Warehouses

The current and historical financial data warehouses consist of:

The Executive Director, Business Services/Controller is the data custodian for the OBIEE Fiunancial Data Warehouse.

The Executive Director, Finance and Administration is the data custodian for the Business Objects Financial Data Warehouse.

Student Data Warehouses

The current and historical student data warehouses consist of:

The Associate Registrar is the data custodian for the both the OBIEE Student Data Warehouse and the Business Objects Student Data Warehouse.

Questions

Address questions to CougTech; telephone 509-335-4357 (509-335-HELP).

Security and Data Usage

The data warehouses provide access to sensitive University data. Administrators are to exercise discretion when authorizing employee access to University data. University employees with a demonstrated "need-to-know" may access data warehouse information. Administrators are responsible for ensuring that authorized employees are aware of data security and usage requirements. (See Executive Policy EP8.)

Release of Data

Data is released in accordance with regulations in 90.05, 90.06, and 90.07.

Training

Training for the data warehouses is provided through Human Resource Services. See 60.71.

ACCESS TO OBIEE DATA WAREHOUSES

Authorization to access the OBIEE data warehouses through the myWSU portal is assigned to specified employees based upon business need.

Departments must complete the following steps in order to obtain approval for specified departmental personnel to access the OBIEE data warehouses:

Completing the Request Form

Most sections of the OBIEE Data Warehouse Access Request form are self-explanatory.

Request Type

New Request

To request a new access authorization for a departmental employee, check the New Request box at the top of the form.

Departmental Transfer

For an employee who is transferring from another department and is currently approved to access the OBIEE data warehouses, check the Departmental Transfer box at the top of the Data Warehouse Access Request.

Levels of Access

Select the levels of access that the employee needs to complete her or his job duties.

OBIEE Census

OBIEE Census is the repository of official University reporting data collected on the tenth day of the semester. The Census data includes a variety of metrics related to academic plans, admissions, courses, degrees conferred, grades, honors, student demographic profiles, and student financials (including accounts receivable).

To request access to the official reporting data for the University, check the OBIEE Census box.

OBIEE Answers

OBIEE Answers provides end users with the tools and capabilities to develop queries to generate custom reports and dashboards. OBIEE Answers access provides end users access to all data within the OBIEE Data Warehouse from which custom reports and dashboards can be developed.

To request access to the transactional data and analytical tools used to generate customized reports, check the OBIEE Answers box.

Date FERPA Training Completed

For requests for access to OBIEE Answers, enter the date the employee completed FERPA training. (See Privacy Training (FERPA) below.)

Business Need

Provide a detailed business need and justification for access to the indicated data warehouse resources. The justification must clearly identify the tasks within the employee's job duties that require access to the OBIEE data warehouse for successful completion.

Privacy Training (FERPA)

Each employee requesting access to OBIEE Answers must complete the online student records privacy training before access is given. To access the online training, the employee selects the FERPA Test link on the Registrar's Office Network website at:

    http://www.ronet.wsu.edu/

Employees must take FERPA training every three years to be current and eligible for access to OBIEE Answers.

OBIEE Training

Each employee requesting access to OBIEE Answers must complete OBIEE training before access is given. OBIEE training is available through Human Resource Services (HRS).

To register for OBIEE training:

Terminating Access

The supervisor is responsible for requesting removal of an employee's data warehouse access when the employee leaves the University or when changes in job duties no longer warrant access to the OBIEE data warehouse.

To request removal of the employee's access, the supervisor submits a completed OBIEE Data Warehouse Access Request to ESG. The supervisor checks the Cancel request type box at the top of the form.

Transferring Access

When an employee with OBIEE data warehouse access transfers to another department:

ACCESS TO BUSINESS OBJECTS DATA WAREHOUSES

Authorization to access the Business Objects data warehouses is assigned by software licenses held by departments. An employee is assigned to use a license for the data warehouse access software installed on a specific computer held by a specific department.

Departments must complete the following steps in order to obtain approval for specified departmental personnel to access the historical data warehouses:

Completing the Request Form

Most sections of the Business Objects Data Warehouse Access Request form are self-explanatory.

Request Type

New Request

To request a new software license and authorization for an employee to be assigned to use the new license, check the New Request box at the top of the form.

Departmental Transfer

ITS may transfer use of a specific Business Objects software license to a new departmental employee if that employee is assigned to use the department computer on which the access software is currently installed.

Check the Departmental Transfer box at the top of the Data Warehouse Access Request to request authorization for the employee to access the data warehouses on an existing software license.

Additional Actions (Move Existing Repository)

Check Move existing repository to request that access to the existing data repository assigned to a license be transferred to a different departmental employee. (The Departmental Transfer request type must also be checked.)

Privacy Training (FERPA)

Each employee receiving access to the Business Objects Student Data Warehouse must complete the online student records privacy training before access is given. To access the online training, select the FERPA Test link on the Registrar's Office Network website at:

    http://www.ronet.wsu.edu/

Employees must take FERPA training every three years to be current and eligible for access to student systems.

Terminating Access

Departments are responsible for requesting removal of an employee's data warehouse access authorization when the employee terminates employment with the department.

To remove the employee's access, the department submits a completed Business Objects Data Warehouse Access Request to ITS. The supervisor checks the Cancel request type box at the top of the form.

Transferring Access

When an employee requiring access begins work for or transfers to a department, the new department must submit a completed and approved Business Objects Data Warehouse Access Request for the employee. The applicable data custodian must approve the employee's access and license assignment prior to use of the data warehouse for the new department.

 

See the PDF forms:
85.48.9: OBIEE Data Warehouse Access Request
85.48.10: Business Objects Data Warehouse Access Request
Complete and/or print as needed.