Business Policies and Procedures Manual
Chapter 85: Computing and Telecommunications

Data Warehouse Access

BPPM 85.48

For more information contact:
   Finance and Administration
   509-335-5524
   Registrar’s Office
   509-335-5346
   Crimson Service Desk (CSD)
   509-335-4357

Forms:

1.0 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:

  • Relevant data is clustered together for easy access.
  • Several copies of the data from various points in time are kept together. These copies are referred to as historical snapshots.
  • Data placed into the data warehouse is not updated. However, the historical snapshots are periodically refreshed with data from the operational applications.

1.1  University Data Warehouses

The University maintains the following current and historical data warehouses:

  • Current and historical student data and financial data regarding student accounts and non-grant accounts receivable (since fall semester 2012) is maintained within the Oracle Business Intelligence Enterprise Edition (OBIEE) Student Data Warehouse.
  • Historical and official snapshots of student data are maintained within OBIEE Census (since fall semester 2012).
  • Current and historical nightly snapshots of Admissions data (since January 2015) is maintained within the OBIEE Admissions Snapshot.
  • Historical financial data and snapshots (prior to January 2021) are maintained within the OBIEE Legacy Financial Data Warehouse.
  • Historical student data (prior to fall semester 2012) is maintained within the Business Objects Student Data Warehouse for reference purposes.

Note: Access to the three student data warehouses (OBIEE Student Data Warehouse, OBIEE Census, and OBIEE Admissions Snapshot) is provided through OBIEE Answers Student Data. (See Section 2.3.)

1.1.a   OBIEE Student Data Warehouse

The OBIEE Student Data Warehouse consists of the following data since fall semester 2021:

  • Demographic information about students
  • Courses and grades in which students are enrolled
  • Academic programs and plans of enrolled students
  • Transfer courses and test scores of students
  • Degrees and certificates awarded
  • Student accounts
  • Non-grant accounts receivable
  • Related supporting data
1.1.b   OBIEE Census

The OBIEE Census consists of the following data since fall semester 2021:

  • Demographic information about students
  • Admissions data about students
  • Courses and grades in which students are enrolled
  • Academic programs and plans of enrolled students
  • Degrees and certificates awarded
  • Related supporting data
1.1.c   OBIEE Admissions Snapshot

The OBIEE Admissions Snapshot consists of the following data since January 2015:

  • Demographic information about student applicants
  • Academic programs and plans
  • Test scores of students
  • Related supporting data
1.1.d   OBIEE Student Data Custodian

The Registrar is the data custodian for student data. This includes the OBIEE Student Data Warehouse, OBIEE Census, and OBIEE Admissions Snapshot.

1.1.e   OBIEE Legacy Financial Data Warehouse

The OBIEE Legacy Financial Data Warehouse consists of the following data:

  • Accounting
  • Employment
  • Purchasing
  • Related supporting data

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

1.1.f   Business Objects Student Data Warehouse

The Business Objects Student Data Warehouse consists of the following data since fall semester 2012:

  • Demographic information about students
  • Courses in which students are enrolled
  • Enrollment statistics for each course section
  • Related supporting data

The Registrar is the data custodian for the Business Objects Student Data Warehouse.

1.1.g   Questions

Address questions to the Crimson Service Desk (CSD); telephone 509-335-4357.

1.2  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 Manual EP8 and EP37.)

1.3  Release of Data

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

1.4  Training

Training for the data warehouses is provided through Human Resource Services (see BPPM 60.71).

2.0  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 (Sections 2.1 through 2.5) in order to obtain approval for specified departmental personnel to access the OBIEE data warehouses.

2.1 Obtain Network ID

Obtain a Network ID for each employee requesting access to a data warehouse (see BPPM 85.37).

2.2 Request my WSU Access

Request myWSU access for each of the employees. For access instructions, e-mail the Crimson Service Desk.

2.3 Required Privacy Training (OBIEE Answers Student Data Access)

Ensure that each employee requesting access to OBIEE Answers Student Data completes Family Educational Rights and Privacy Act (FERPA) training. See Privacy Training (FERPA).

Access to OBIEE Answers allows access to:

2.4  Applicable Access Request

Complete an OBIEE Data Warehouse Access Request for each employee requesting access to an OBIEE data warehouse. See also Completing the Request Form for further instructions.

The request must be approved by the supervisor, the department chair or director, and the department dean, executive vice president, vice president, or vice chancellor.

Submit the completed and approved access request to the CSD data custodian by e-mail to the Crimson Service Desk; or campus mail code 2341.

The CSD data custodian:

  • Reviews the request;
  • Confirms that FERPA training is current, if applicable;
  • Verifies the business need for the access; and
  • Routes the access request to the applicable data warehouse custodians for approval.

2.5  Required OBIEE Training

Ensure that each employee requesting access to OBIEE Answers (Student Data or Legacy Financial Data Warehouse) completes OBIEE training after their access request is approved. (See OBIEE Training below.) Upon completion of the training, CSD applies access to the employee’s Network ID account.

2.6  Completing the Request Form

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

2.6.a  Request Type
2.6.a.i  New Request

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

2.6.a.ii  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.

2.6.b  Levels of Access

Select the levels of access that the employee needs to complete their job duties.

2.6.b.i  OBIEE Answers Student Data

OBIEE Answers Student Data provides end users with the tools and capabilities to develop queries to generate custom reports, analysis, and dashboards based on student data in OBIEE Student Data Warehouse, Census, and Admissions Snapshot subject areas.

To request access, check the OBIEE Answers Student Data box.

2.6.b.ii  OBIEE Answers Legacy Financial Data Warehouse

OBIEE Answers Legacy Financial Data Warehouse provides end users with the tools and capabilities to develop queries to generate custom reports, analysis, and dashboards based on Legacy Financial Data Warehouse subject area.

To request access, check the OBIEE Answers Legacy Financial Data Warehouse box.

2.6.b.ii.(A)  Date FERPA Training Completed

For requests for access to OBIEE Answers Student Data, enter the date the employee completed FERPA training. (See Section 2.7 Privacy Training (FERPA) below.)

2.6.c  Business Need and Justification

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.

2.7  Privacy Training (FERPA)

Each employee requesting access to OBIEE Answers Student Data must complete the online student records privacy training before access is given. To access the online training, the employee selects the FERPA Training link on the Registrar’s Office Network.

2.8  OBIEE Training

Each employee requesting access to OBIEE Answers Student Data or OBIEE Answers Legacy Financial Data Warehouse must complete OBIEE training before access is given. OBIEE training is available through Human Resource Services (HRS).

To register for OBIEE training, access HRS Skillsoft Percipio:

Under Search, enter OBIEE,
Select a specific training session, and
Select the Register button.

2.9  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 applicable OBIEE data warehouse.

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

2.10  Transferring Access

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

  • The original department must submit an applicable data warehouse request to remove the employee’s access. The department checks the Cancel request type box on the form.
  • The new department must submit an applicable data warehouse request indicating the business need within the new position. The department checks the Departmental Transfer request type box on the form.
  • The two departments coordinate regarding the effective date of the change in access to best meet the needs of the departments.

3.0  Access to Business Objects Student Data Warehouse

Departments must complete the following steps in order to obtain approval for specified departmental personnel to access the Business Objects Student Data Warehouse.

  • Obtain a Network ID for each employee requesting access to a data warehouse (see BPPM 85.37).
  • Complete a Business Objects Student Data Warehouse Access Request for each employee requesting access to the Business Objects Student Data Warehouse. See also Completing the Request Form below for further instructions.

    The request must be approved by the department chair or director and the department dean, executive vice president, vice president, or vice chancellor.

  • Submit the completed and approved access request to the data custodian for the Business Objects Student Data Warehouse.
  • After the data custodian approves the employee’s access, Information Technology Services (ITS) sends the employee a data warehouse user ID, a temporary password, and the internet link.

3.1  Completing the Request Form

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

3.1.a  Request Type
3.1.a.i  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.

3.1.a.ii  Departmental Transfer

Check the Departmental Transfer box on the form to request authorization for the employee to access the Business objects Student Data Warehouse on an existing software license.

3.1.b  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.)

3.2  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.

3.3  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 Student Data Warehouse Access Request to ITS. The supervisor checks the Cancel request type box on the form.

3.4  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 Student Data Warehouse Access Request for the employee. The applicable data custodian must approve the employee’s access prior to use of the data warehouse for the new department.

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Revisions:  Mar. 2023 (Rev. 610); Jan. 2021 (Rev. 560); June 2019 (Rev. 531); Dec. 2015 (Rev. 462); Jan. 2011 – new policy (Rev. 374).