Data Warehouse Access Plan Board of Trustees Staff 7/16/2015

(1)

Data Warehouse Access Plan

Board of Trustees Staff

7/16/2015

Organizational Category Job Category Description Data Subject Area Data Group Types of Records Data Restrictions Oracle Roles BI Access Roles BI Products

Finance access is not available for Board of Trustees Staff

not applicable none granted none granted

HR Employee EDW - HR Employee

Administration (HR-EMP)

HR Position/Job EDW - HR Position and

Job Hierarchy (HR-PJH)

Salary Planner EDW-HR Salary Planner

(HR_SLRYP)

EDW - HR Payroll (HR-Pay)

DM - HR Payroll Reconciliation

EDW HRFIN BOS Payroll (BOSPAY) EDW-HRFE Paris Transactions EDW-HRFE Paris Security EDW - HR - Leave Tracking (HRLvTrk) EDW - HR Reported Time (HRRptTm)

Headcount FTE Analysis OLAP Cube *

Employee, Position and Job data. OLAP Headcount User

Limited

Headcount FTE Analysis OLAP Cube

EDW - HR Headcount FTE Universe

STU Pre-Registration & Registration

PRR Registration For student enrollments, this contains student name, address, email, telephone numbers, date of admission, date of birth, previous institutions attended, terms of

attendance including campus/location and full or part-time status, college, curriculum, class level, expected graduation date, participation in official activities and sports.

PRR data is restricted by Campus OR

Campus/College OR Campus/College/Dept

PRR_DIR PRR Power Users -

Disability, Employee non-campus address, Employee non-campus email address, Employee non-campus telephone, Termination date, Medical condition, Family Medical Leave Act (FMLA)

HR_BOT_USER Power Users

University Administration Board of Trustees Staff Responsibilities for tracking employee movement HR/Payroll data is restricted by University Level OR Campus HR_BOT_USER HR Payroll

(2)

Data Warehouse Access Plan

CITES/ACCC

7/16/2015

Organizational

Category Job Category Description Data Subject Area Data Group Types of Records Data Restrictions Oracle Roles BI Access Roles BI Products

EDW - Finance Ledgers OL GL (FLOLGL)

EDW - Finance Merchant Card Trans

EDW - Finance Payroll Interim (FinPayrl)

EDW - Finance Pcard Transactions (FinPCard)

EDW - Finance Posted Transactions (FinPtran)

EDW - HRFIN BOS Expenses (HRFinExp)

EDW-Finance CFOAPAL (FinCFOAPAL)

EDW-Finance Custom Year Fund (FinCusYr)

EDW-Finance Federal Ag Apprprnts (FinFedAg)

EDW-Finance Fixed Assets (FinFixdA)

EDW-Finance Purch Order Invoices (FinPOInv)

Encumbrance Reporting General Ledger Reporting Operating Ledger Reporting Payroll Expense Reporting DM – Finance Grants Lifecycle

DM – Finance Grants Summary

EDW – Finance Grants AR

EDW – Finance Grants ITD

EDW - Finance Grants Proposals (FinGrntP)

EDW-Finance Grants Streamlined (FinGrntA)

Travel and Expense (TEM)

EDW - Finance Travel and Expense

Expense Trends Analysis OLAP Cube*

Expenses Expense Trends

OLAP Users

Expense Trends Analysis OLAP Cube

HR Employee HR_EXEC_USER EDW - HR Employee Administration

(HR-EMP)

HR Position/Job EDW - HR Position and Job Hierarchy

(HR-PJH)

EDW - HR Payroll (HR-Pay) EDW - HRFIN BOS Expenses (HRFinExp)

DM - HR Payroll Reconciliation EDW HRFIN BOS Payroll (BOSPAY)

EDW-HRFE Paris Transactions EDW-HRFE Paris Security EDW - HR - Leave Tracking (HRLvTrk)

EDW - HR Reported Time (HRRptTm)

(HR_SLRYP) Headcount FTE

Analysis OLAP Cube **

Employee, Position and Job data. OLAP Headcount User Limited

Headcount FTE Analysis OLAP Cube EDW - HR Headcount FTE Universe

DM - STU Registration Analysis EDW-STU Registration Directory (PRR_Dir)

STU Registration Analysis OLAP Cube ***

Analyze Student Headcounts or Course Registration Headcounts over time.

Student Registration Analysis is restricted by Campus.

Student Registration Analysis OLAP Cube

* Users must have Finance Access and Explicitly request Expense Trends Analysis OLAP Cube access. ** Users must have HR Access and Explicitly request access to Headcount FTE Analysis OLAP Cube.

*** Users must have STU PRR Full or LTD Access and Explicitly request access to the STU Registration Analysis OLAP Cube.

CITES/ACCC Finance data is not

restricted HR/Pay STU Pre-Registration & Registration CITES/ACCC CA Helpdesk Reporting Functional Office Finance

Help Desk

Finance Power Users

Grants/contracts

Contains helpdesk data from the CA Service Desk Manager application. The information includes ticket details (customer, requestor, assignee, reporter and activity log), knowledge base solutions, surveys, and group membership.

HR Payroll

SSN_USER_PRR FIN_USER

HRFE

EDW - Helpdesk Reporting Student general and registration

activity (course registrations,

withdrawals, drops, and attempts) by student, course, section and term which includes student level, college, major, attributes, etc.lds, registration groupings, etc. Includes SSN

EDW-STU Registration Limited (PRR_Ltd) PRR Power Users - Limited CITES_USER UNCTR_HDESK_USER HR/Payroll data is restricted by Campus OR Campus/College OR Campus/College/Dept

Applicable for all CA Service Desk Manager users.

PRR_LTD

HR_EXEC_USER Power Users - SSN YES

Helpdesk Power User HR Time and

Attendance

All employees (including student employees) Includes SSN Excludes Birth Date, Age, Race Ethic, Gender, Citizenship, Disability, Payroll check, Payroll deduction, Employee non-campus address, Employee non-campus telephone, Employee non-campus email address and VISA information

All finance, grants and contract records Excludes Accounts Receivable

PRR Registration Financial data

(3)

Data Warehouse Access Plan

Campus HR Staff

7/16/2015

Organizational

Finance access is not available to Campus HR Staff

HR Position/Job EDW - HR Position and Job

Hierarchy (HR-PJH)

EDW - HR Payroll (HR-Pay) EDW HRFIN BOS Payroll (BOSPAY)

DM - HR Payroll Reconciliation EDW - HRFIN BOS Expenses (HRFinExp)

EDW-HRFE Paris Transactions EDW-HRFE Paris Security EDW - HR - Leave Tracking (HRLvTrk)

(HR_SLRYP)

PRMS EDW - HR PRMS Employee

Requisition

EDW - HR PRMS Exam EDW - HR PRMS Extra Help EDW - HR PRMS Security Retiree Rehire Retiree Rehire information EDW - HR Retiree Rehire Headcount FTE

Analysis OLAP Cube *

Employee, Position and Job data. OLAP Headcount User Full

HireTouch

Job Applicant, Job, Job Forms, Approvers, and Search Committee Member data plus Job Applicant Race/Eth/Gender details

Access request requires additional approval.

HR_HR_EEO_USER

HR_HR_HT_USER HR_HR_EEO Power Users

EDW - HR HireTouch Job Forms and Approvers

EDW-HR HireTouch Job Applicants

DM_STU-Fin Aid Awards by Term (FA_DM_TR)

DM_STU-Fin Aid Awards by Year (FA_DM_YR) STU Pre-Registration & Registration PRR Registration Directory

For student enrollments, this contains student name, address, email, telephone numbers, date of admission, date of birth, previous institutions attended, terms of attendance including campus/location and full or part-time status, college, curriculum, class level, expected graduation date, participation in official activities and sports.

PRR data is restricted by Campus OR Campus/College OR Campus/College/Dept PRR_DIR PRR Power Users - Directory

RTA_DIR RTA Power Users - Directory

Help Desk CA Helpdesk Reporting

Contains helpdesk data from the CA Service Desk Manager application. The information includes ticket details (customer, requestor, assignee, reporter and activity log),

knowledge base solutions, surveys, and group membership.

UNCTR_HDESK_USER Helpdesk Power User

EDW - Helpdesk Reporting

HR_HR_USER Power Users

FA Power Users - Most Restricted Financial Aid awards UIUC Includes SSN FinAid data is restricted by

Campus All employees (including student employees)

Includes SSN, Birth Date and Age Excludes Medical Condition, Veteran, Vietnam service, Payroll net pay amount

and Disability information

Functional Office Campus HR Staff

Staff member of central office with central create/read/upda te/delete responsibilities for HR data at a campus level

HR/Pay HR/Payroll data is

restricted by Campus OR Campus/College OR Campus/College/Dept

HR_HR_USER

STU Financial Aid

Access requests must be approved by Financial Aid Office Financial Aid Data Mart HR Payroll HR Time and Attendance HRFE DM_FINAID_LEVEL1

(4)

Data Warehouse Access Plan

Capital Programs

7/16/2015

Organizational

EDW - Finance Capital Programs - FAMIS

EDW - Finance Capital Programs - PRZM

Dashboard MAFBE Awards MAFBE Dashboard

HR/Pay access is not available for Captial Programs User

none granted none granted

none granted none granted CP_USER

Finance

CP Power User No data restrictions

Any Unit Responsiblities

for tracking capital programs projects

Capital Programs user

Student access is not available for Charitable Contributions Managers not applicable Capital Programs

Data related to capital programs projects including timelines, budgets, awards, and payments.

(5)

Data Warehouse Access Plan

Charitable Contributions Manager

7/16/2015

Organizational

Category Job Category Description Data Subject Area Data Group Types of Records Data Restrictions Oracle Roles BI Access Roles BI Products Finance access is

not available for Charitable Contributions Managers

HR Employee EDW - HR Employee Administration

(HR-EMP) HR

Position/Job

EDW - HR Position and Job Hierarchy (HR-PJH)

EDW - HR Payroll (HR-Pay) DM - HR Payroll Reconciliation EDW HRFIN BOS Payroll (BOSPAY) EDW - HR - Leave Tracking (HRLvTrk)

HR Charitable Deductions

EDW - HR Deduction Administration (HR-DA)

Salary Planner EDW-HR Salary Planner (HR_SLRYP)

Employee, Position and Job data.

OLAP Headcount User Limited

Student access is not available for Charitable Contributions Managers

HR_CHAR_USER Power Users Campus Administration Charitable Contributions Manager Responsibilities for Charitable Deductions by employees HR/Pay HR Time and Attendance

All employees (including student employees) Excludes SSN, Birth Date, Age, Gender, Payroll check, Citizenship, Termination date, Employee non-campus address, Employee non-campus email address, Employee non-campus telephone and Family Medical Leave Act (FMLA) HR Payroll

HR/Payroll data is restricted by University Level OR Campus

(6)

Data Warehouse Access Plan

Course Instructor

7/16/2015

Organizational

Category Job Category Description Data Subject Area Data Group Types of Records Data Restrictions Oracle Roles BI Access Roles BI Products Finance access is

not available for Course Instructors

HR/Payroll access is not available for Course Instructors

EDW-STU Course Catalog (Course)

EDW-STU Course Schedule (Schedule)

DM - STU Section Capacity Catalog/Schedule data is

restricted by Campus

CATSCHED_USER Cat Sched Power Users

Academic College or Department

Course Instructor Faculty, including instructors and teaching assistants with classroom responsibilities

STU Catalog & Schedule

Catalog & Schedule

Course Catalog and Schedule (i.e. Timetable) information related to the courses and sections offered by UI and term.

(7)

Data Warehouse Access Plan

Course / Timetable Manager

7/16/2015

Organizational

Finance access is not available for Course Instructors

HR/Payroll access is not available for Course Instructors

DM - STU Section Capacity

DM_STU-Fin Aid Awards by Year (FA_DM_YR)

STU Registration Analysis OLAP Cube *

Student Registration Analysis OLAP Cube EDW-STU Registration Limited (PRR_Ltd) EDW-STU Registration Directory (PRR_Dir) DM - STU Registration Analysis EDW-STU Registration Complete (PRR_ADH) STU Records & Transfer

Articulation

UI and Transfer course work (credit earned at UI or prior institutions) which includes degrees earned, courses/credit hours earned, grades, GPAs, UI honors, cohorts, student class and academic standing. Excludes SSN

RTA & Registration Census data is restricted by Campus OR Campus/College OR Campus/College/Dept

RTA_LTD RTA Power Users - Full EDW-STU Academic Records (STU_REC)

EDW-STU Current Applicant (STU_Appl)

EDW- Grad Admissions Data Mart (DM_GrApp) EDW- Undergrad Admissions DataMart (DM_UGApp)

EDW-RA Contact Analysis Data Mart (DM_Recrt)

RECRUITS_REST EDW-STU Current Recruit

(STU_Rcrt) STU Registration Census Registration Census Frozen data related to student general

and registration activity (course registrations, withdrawals, drops, cancelations, etc.) inlcuding GPA and some academic history information by student, course, section and term which includes student level, college, major, attributes, etc.lds, registration groupings, etc. Excludes SSN

RTA & Registration Census data is restricted by Campus OR Campus/College OR Campus/College/Dept

RS_LTD Reg Census Power Users - Limited

EDW-STU Registration Census (STUCENS)

* Users must have STU PRR Full or LTD Access and Explicitly request access to the STU Registration Analysis OLAP Cube.

PRR_FULL

RA Power Users - SSN NO

ADMISSIONS_REST DMSTU_QUERY

FA Power Users - Most Restricted

PRR Registration Student general and registration activity (course registrations, withdrawals, drops, and attempts) by student, course, section and term which includes student level, college, major, attributes, etc.lds, registration groupings, etc. Excludes SSN

PRR data is restricted by Campus OR Campus/College OR Campus/College/Dept

Student applicant and recruit

bio/demographic, HS or prior college, test scores, ratings (e.g. PGPA), college/department, academic program, student type/level, residency including checklists and decisions,

contacts/events, mailings, interests, attributes, appointments. Excludes SSN Only Student Award info Includes SSN

Recruiting & Admissions data is restricted by Campus OR Campus/College OR

Campus/College/Dept Fin Aid & Cat Schedule data is restricted by Campus Catalog & Schedule data is restricted by Campus Course Catalog and Schedule (i.e.

Timetable) information related to the courses and sections offered by UI and term. No student information is

available. Campus or University-wide Service/Support Course/Timetable Manager Heads of academic units or associate/assistant heads

STU Recruiting & Admissions

Recruiting & Admissions

PRR Power Users - Full - SSN NO

STU Financial Aid Access requests must be approved by Financial Aid Office

Catalog & Schedule

Financial Aid data is restricted by Campus

DM_FINAID_LEVEL1 Financial Aid Data Mart

DM_FINAID_LEVEL1

Cat Sched Power Users CATSCHED_USER

(8)

Data Warehouse Access Plan

Data Analyst (Full)

7/16/2015

Organizational Category Job Category Description Data Subject Area Data Group Types of Records Data Restrictions Oracle Roles BI Access Roles BI Products

Accounts Receivable AR_USER Finance AR Power

Users

EDW-Finance Accounts Receivable (Fin_AR)

EDW - Finance Ledgers OL GL (FLOLGL) EDW - Finance Merchant Card Trans EDW - Finance Payroll Interim (FinPayrl) EDW - Finance Pcard Transactions (FinPCard) EDW - Finance Posted Transactions (FinPtran) EDW - HRFIN BOS Expenses (HRFinExp) EDW-Finance CFOAPAL (FinCFOAPAL) EDW-Finance Custom Year Fund (FinCusYr) EDW-Finance Federal Ag Apprprnts (FinFedAg) EDW-Finance Fixed Assets (FinFixdA)

EDW-Finance Purch Order Invoices (FinPOInv) Encumbrance Reporting

General Ledger Reporting Operating Ledger Reporting Payroll Expense Reporting DM – Finance Grants Lifecycle DM – Finance Grants Summary EDW – Finance Grants AR EDW – Finance Grants ITD

EDW - Finance Grants Proposals (FinGrntP) EDW-Finance Grants Streamlined (FinGrntA) Travel and Expense

(TEM)

OLAP Users

HR Employee EDW - HR Employee Administration (HR-EMP)

HR Position/Job EDW - HR Position and Job Hierarchy (HR-PJH)

EDW - HRFIN BOS Expenses (HRFinExp) DM - HR Payroll Reconciliation

EDW HRFIN BOS Payroll (BOSPAY) EDW-HRFE Paris Transactions EDW-HRFE Paris Security

EDW - HR - Leave Tracking (HRLvTrk) EDW - HR Reported Time (HRRptTm)

Headcount FTE Analysis OLAP Cube **

EDW-STU Course Catalog (Course) EDW-STU Course Schedule (Schedule) DM - STU Section Capacity

EDW-STU Current Recruit (STU_Rcrt)

DM_STU-Fin Aid Awards by Year (FA_DM_YR) STU Financial Aid Census.

Access requests must be approved by Financial Aid Office.

Financial Aid Census Data Mart

Finanical Aid Census. Does not include UDF or SAP fields. (Does not include SSN)

Financial Aid data is restricted by campus

FC_RSTR FA Census - Restricted

DM – STU Financial Aid Census

EDW-STU Registration Complete (PRR_ADH) DM - STU Registration Analysis

EDW-STU Registration Directory (PRR_Dir) EDW-STU Registration Limited (PRR_Ltd)

STU Registration Analysis OLAP Cube * Analyze Student Headcounts or Course Registration Headcounts over time.

Access Request must be approved by the appropriate Campus OAR office

UI and Transfer course work (credit earned at UI or prior institutions) which includes degrees earned,

courses/credit hours earned, grades, GPAs, UI honors, cohorts, student class, academic standing. Includes SSN

RTA_FULL RTA Power Users - Full

EDW-STU Academic Records (STU_REC)

EDW-STU Current Applicant (STU_Appl) EDW- Grad Admissions Data Mart (DM_GrApp) EDW- Undergrad Admissions DataMart

(DM_UGApp)

RECRUITS EDW-STU Current Recruit (STU_Rcrt) STU Registration Census Access

Request must be approved by the appropriate Campus OAR office

Registration Census Frozen data related to student general and registration activity (course registrations, withdrawals, drops, cancelations, etc.) inlcuding GPA and some academic

RS_FULL Reg Census Power Users - Full

STU Application Census Access Request must be approved by the appropriate Campus OAR office

Application Census Frozen data related to applications and applicants by term and program code. This includes

bio/demographic, test scores, decistion data by campus, college, department, and major. Allows for comparsions of applications/applicants were received by term by location and curriculum. Excludes SSN.

STU_APP_CNS_US ERS

App Census Power Users

DM – STU Application Census (DMAppCns)

Codebook Codebook Contains official university codes and names related to programs, majors, minors, degrees, etc. This data is maintained by the UA - Planning and Budgeting Office for all three campuses.

No restrictions CODEBOOK_USER S

Codebook Power Users

EDW - Codebook

UNCTR_HDESK_US ER

Helpdesk Power User EDW - Helpdesk Reporting

FIN_USER Finance Power Users

HR_EXEC_USER PRR Power Users - Full - SSN YES DM_FINAID_LEVEL1 HR_EXEC_USER Power Users - SSN NO

Student applicant and recruit bio/demographic, HS or prior college, test scores, ratings (e.g. PGPA), college/department, academic program, student type/level, residency including checklists and decisions, contacts/events, mailings, interests, attributes,

appointments. Includes SSN RA Power Users - SSN YES ADMISSIONS DMSTU_QUERY Recruiting & Admissions data is restricted by Campus OR Campus/College OR Campus/College/Dept FA Power Users - Most Restricted Catalog & Schedule

data is restricted by campus

SSN_USER_PRR PRR_FULL

Financial Aid data is restricted by campus Financial Aid Data

Mart

Only Student Award info Includes SSN

HR/Payroll data is restricted by Campus OR Campus/College OR Campus/College/Dept Financal data

All finance, grants and contract records Includes

Accounts Receivable

Finance data is not restricted

Grants/contracts

HRFE

Access Request must be approved by the appropriate Campus OAR office

PRR Registration Student general and registration activity (course registrations, withdrawals, drops, and attempts) by student, course, section and term which includes student level, college, major, attributes, etc.lds, registration groupings, etc. Includes SSN

STU Recruiting & Admissions Access Request must be approved by the appropriate Campus OAR office

Cat Sched Power Users

CATSCHED_USER STU Catalog & Schedule Catalog & Schedule Course Catalog and Schedule (i.e. Timetable)

information related to the courses and sections offered by UI and term. PRR, RTA & Registration Census data is restricted by Campus OR Campus/College OR Any Unit Data Analyst - FULL College/dept Data Analysts, Central

Unit Data Analysts, Dean of Students, VC of Student Affairs or Technical Staff with data capture duties

HR/Pay

All employees (including student employees) Excludes SSN, Birth Date, Age, Race Ethic, Gender,

Citizenship, Disability, Payroll check, Payroll deduction, Employee non-campus address, Employee campus telephone, Employee non-campus email address and VISA information

Recruiting & Admissions STU Financial Aid

Access requests must be approved by Financial Aid Office.

Finance

(9)

Data Warehouse Access Plan

Data Analyst (Limited)

7/16/2015

Organizational

EDW - Finance Payroll Interium (FinPayrl)

EDW - Finance Pcard Transactions (FinPCard) EDW - Finance Posted Transactions (FinPtran) EDW - HRFIN BOS Expenses (HRFinExp)

EDW -Fiance CFOAPAL (FinCFOAPAL)

EDW -Finance Custome Year Fund (FinCusYr)

EDW -Finance Federal Ag Apprprnts (FinFedAg) EDW -Finance Fixed Assets (FinFixdA)

EDW -Finance Purch Order Invoices (FinPOInv)

Encumbrance Reporting

General Ledger Reporting

Operating Ledger Reporting

Payroll Expense Reporting

DM – Finance Grants Lifecycle

EDW – Finance Grants AR EDW – Finance Grants ITD EDW - Finance Grants Proposals (FinGrntP)

EDW -Finance Grants Streamlined (FinGrntA)

Expense Trends Analysis OLAP

Expenses Expense Trends OLAP Users Expense Trends Analysis OLAP Cube

Hierarchy (HR-PJH)

EDW - HR Payroll (HR-Pay) EDW - HRFIN BOS Expenses (HRFinExp)

EDW HRFIN BOS Payroll (BOSPAY)

EDW -HRFE Paris Transactions EDW -HRFE Paris Security EDW - HR - Leave Tracking (HRLvTrk)

Salary Planner EDW -HR Salary Planner

EDW -STU Course Catalog (Course)

EDW -STU Course Schedule (Schedule)

DM - STU Section Capacity DM_STU-Fin Aid Awards by Term (FA_DM_TR)

EDW -STU Registration Limited (PRR_Ltd)

EDW -STU Registration Directory (PRR_Dir)

DM- STU Registration Analysis

STU Records & Transfer Articulation Access Request must be approved by the appropriate Campus OAR office

UI and Transfer course work (credit earned at UI or prior institutions) which includes degrees earned, courses/credit hours earned, grades, GPAs, UI honors, cohorts, student class

RTA_LTD RTA Power Users - Full EDW -STU Academic Records (STU_REC)

EDW -STU Current Applicant (STU_Appl)

EDW - Grad Admissions Data Mart (DM_GrApp)

EDW - Undergrad Admissions DataMart (DM_UGApp)

EDW -RA Contact Analysis Data Mart (DM_Recrt)

RECRUITS_REST EDW -STU Current Recruit (STU_Rcrt)

STU Registration Census

Access Request must be approved by the appropriate

Registration Census

Frozen data related to student general and registration activity (course registrations, ithd l d Registration Census data is restricted by Campus OR C /C ll OR

RS_LTD Reg Census Power Users - Limited

EDW -STU Registration Census (STUCENS)

STU Application Census

Access Request must be approved by the appropriate Campus OAR office

Application Census Frozen data related to

applications and applicants by term and program code. This includes bio/demographic, test scores, decistion data by campus, college, department, and major. Allows for

comparsions of

applications/applicants were received by term by location and curriculum. EXCLUDES SSN.

STU_APP_CNS_USERS App Census Power Users DM – STU Application Census (DMAppCns)

Codebook Codebook Contains official university codes and names related to programs, majors, minors, degrees, etc. This data is maintained by the UA - Planning and Budgeting Office for all three campuses.

No restrictions CODEBOOK_USERS Codebook Power Users EDW - Codebook

HR_EXEC_USER

Finance Power Users

PRR_LTD PRR Power Users - Limited

UNCTR_HDESK_USER Helpdesk Power User Cat Sched Power Users

DM_FINAID_LEVEL1 FIN_USER

EDW - Helpdesk Reporting STU Pre-Registration &

Registration Access Request must be approved by the appropriate Campus OAR office

PRR Registration Student general and registration activity (course registrations, withdrawals, drops, and attempts) by student, course, section and term which includes student level, college, major, attributes, etc.lds, registration groupings, etc. EXCLUDES

PRR and RTA data is restricted by Campus OR Campus/College OR Campus/College/De pt Recruiting & Admissions data is restricted by Campus OR Campus/College OR Campus/College/De pt ADMISSIONS_REST DMSTU_QUERY RA Power Users - SSN NO STU Recruiting & Admissions

Access Request must be approved by the appropriate Campus OAR office

Recruiting & Admissions HR_EXEC_USER Power Users - SSN NO CA Helpdesk Reporting

Contains helpdesk data from the CA Service Desk Manager application. The information includes ticket details

(customer, requestor, assignee, reporter and activity log), knowledge base solutions, surveys, and group membership.

Applicable for all CA Service Desk Manager users. STU Financial Aid Access

requests must be approved by Financial Aid Office

Financial Aid data is restricted by

campus.

appointments. EXCLUDES SSN

Financial Aid awards

Only Student Award info

Includes SSN

Grants/contracts Financal data

Help Desk

Finance

Catalog & Schedule data is restricted by campus

CATSCHED_USER HR Payroll

All finance, grants and contract records Excludes Accounts Receivable Catalog & Schedule HRFE HR/Payroll data is restricted by Campus OR Campus/College OR Campus/College/De pt

Any Unit Data Analyst - LIMITED College/dept Data Analysts, Central Unit Data Analysts, Dean of Students, VC of Student Affairs or Technical Staff with data capture duties

HR/Pay

All employees (including student employees) Excludes SSN, Birth Date, Age, Race Ethic, Gender, Citizenship, Disability, Payroll check, Payroll

deduction, Employee non-campus address, Employee non-campus telephone, Employee non-campus email address and VISA information

(10)

Data Warehouse Access Plan

Data Analyst (Restricted)

7/16/2015

Organizational

EDW - Finance Fixed Assets (FinFixdA)

EDW - Finance Pcard Transactions (FinPCard) EDW - Finance Posted Transactions (FinPtran) EDW - HRFIN BOS Expenses (HRFinExp)

EDW-Finance Custome Year Fund (FinCusYr)

EDW-Finance Federal Ag Apprprnts (FinFedAg) EDW-Finance Fixed Assets (FinFixdA)

EDW – Finance Grants AR EDW – Finance Grants ITD EDW - Finance Grants Proposals (FinGrntP) EDW-Finance Grants Streamlined (FinGrntA)

Travel and Expense (TEM) EDW - Finance Travel and

Expense Expense Trends Analysis

OLAP Cube*

Expenses Expense Trends OLAP

Users

Hierarchy (HR-PJH)

EDW-HRFE Paris Transactions

EDW-HRFE Paris Security EDW - HR - Leave Tracking (HRLvTrk)

(HR_SLRYP) Headcount FTE Analysis

OLAP Cube **

DM - STU Section Capacity DM_STU-Fin Aid Awards by Term (FA_DM_TR)

For student degrees, this contains student name, address, email, telephone

numbers, date of birth, terms of attendance including campus/location, college, curriculum, class level, and basic graduation information including degrees,

RTA & Registration Census data is restricted by Campus OR Campus/College

EDW- Grad Admissions Data Mart (DM_GrApp)

EDW- Undergrad Admissions DataMart (DM_UGApp)

RECRUITS_REST EDW-STU Current Recruit (STU_Rcrt)

STU Registration Census

Registration Census Frozen data related to student general and registration by term which includes

student level, college, major, attributes, etc.lds, registration groupings, etc.

Excludes SSN Registration Census data is restricted by Campus OR Campus/College OR Campus/College/D ept

RS_RSTR Reg Census Power Users - Restricted

STU Application Census

Application Census Frozen data related to applications and applicants by term and program code. This includes bio/demographic, test scores, decistion data by campus, college, department, and major. Allows for

comparsions of applications/applicants were received by term by location and curriculum. EXCLUDES SSN.

STU_APP_CNS_USERS App Census Power Users

Help Desk CA Helpdesk Reporting Contains helpdesk data from the CA Service Desk Manager application. The information includes ticket details (customer, requestor, assignee, reporter and activity log), knowledge base solutions, surveys, and group membership.

UNCTR_HDESK_USER Helpdesk Power User EDW - Helpdesk Reporting Recruiting & Admissions data is restricted by Campus OR Campus/College OR Campus/College/D ept

STU Recruting & Admissions

Recruting & Admissions (Excludes SSN)

PRR_DIR PRR Power Users - Directory EDW-STU Registration Directory (PRR_Dir) RA Power Users - SSN NO ADMISSIONS_REST DMSTU_QUERY

Any Unit (including Service Units i.e., Housing, Student Affairs, Fire Services, Union, Campus Recreation, Student Alumni Association, I-Card or Assembly Hall) STU Pre-Registration & Registration

PRR Registration For student enrollments, this contains student name, address, email, telephone numbers, date of admission, date of birth, previous institutions attended, terms of attendance including campus/location and full or part-time status, college, curriculum, class level, expected graduation date, participation in official activities and sports. PRR data is restricted by Campus OR Campus/College OR Campus/College/D ept

bio/demographic, HS or prior college, test scores, ratings (e.g. PGPA),

college/department, academic program, student type/level, residency including checklists and decisions, contacts/events, mailings, interests, attributes,

appointments. Excludes SSN

STU Catalog & Schedule Finance

STU Financial Aid

Access requests must be approved by Financial Aid Office

Financial Aid Data Mart Only Student Award info Includes SSN

HR Payroll Grants/contracts

All finance, grants and contract records

Excludes Accounts Receivable

HRFE

CATSCHED_USER Cat Sched Power Users HR/Payroll data is restricted by Campus OR Campus/College OR Campus/College/D ept DM_FINAID_LEVEL1 Data Analyst - RESTRICTED College/dept Data Analysts, Central Unit Aata Analysts or Technical Staff with data capture duties

HR/Pay

All employees (including student

employees) Excludes SSN, Birth Date, Age, Race Ethic, Gender, Citizenship, Disability, Payroll check, Payroll deduction, Employee non-campus address, Employee non-campus telephone, Employee non-campus email address and VISA information

HR_EXEC_USER Power Users - SSN NO Financal data

Catalog & Schedule Course Catalog and Schedule (i.e. Timetable) information related to the courses and sections offered by UI and term.

(11)

Data Warehouse Access Plan

EEO/Access Officer

7/16/2015

Organizational

Category Job Category Description Data Subject Area Data Group Types of Records Data Restrictions Oracle Roles BI Access Roles BI Products Finance access is not

available for Campus HR Staff

Administration (HR-EMP) HR

Position/Job

EDW - HR Position and Job Hierarchy (HR-PJH)

EDW - HR Payroll (HR-Pay) DM - HR Payroll Reconciliation

(HR_SLRYP)

EDW - HR - Leave Tracking (HRLvTrk)

PRMS EDW - HR PRMS Employee

Requisition

EDW HR PRMS E HireTouch Job Applicant, Job, and

Search Committee data

EDW - HR HireTouch Job Forms and Approvers EDW-HR HireTouch Job Applicants

OLAP Headcount User Full

PRR Registration

For student enrollments, this contains student name, address, email, telephone numbers, date of admission, date of birth, previous institutions attended, terms of attendance including campus/location and full or part-time status, college, curriculum, class level, expected graduation date, participation in official activities and sports.

PRR_DIR PRR Power Users - Directory

Help Desk CA Helpdesk

Reporting

Contains helpdesk data from the CA Service Desk

Manager application. The information includes ticket details (customer, requestor, assignee, reporter and activity log), knowledge base solutions, surveys, and group membership.

UNCTR_HDESK_ USER

Helpdesk Power User EDW - Helpdesk Reporting

HR_EEO_USER Power Users Functional Office EEO/Access

Officer

Campus and University Opportunity/Affirmative Action staff

HR/Pay

All employees (including student employees) Includes SSN, Birth Date and Age. Excludes Payroll check information HR Payroll HR/Payroll data is restricted by Campus OR Campus/College OR Campus/College/Dept HR_EEO_USER

(12)

Data Warehouse Access Plan

Enterprise-wide Auditor

7/16/2015

Organizational

Accounts Receivable

AR_USER Finance AR Power Users

Encumbrance Reporting General Ledger Reporting Operating Ledger Reporting Payroll Expense Reporting

EDW - Finance Grants Proposals (FinGrntP)

EDW – Finance Grants ITD EDW – Finance Grants AR DM – Finance Grants Lifecycle DM – Finance Grants Summary EDW-Finance Grants Streamlined (FinGrntA)

OLAP Users

HR Employee HR_QUERY_ALL EDW - HR Employee Administration

(HR-EMP)

Hierarchy (HR-PJH)

EDW-HRFE Paris Transactions EDW-HRFE Paris Security

HR Deductions EDW - HR Deduction Administration

(HR-DA)

Employee, Position and Job data. OLAP Headcount User Full

DM-STU Financial Aid Awards By Year (FA_DM_YR)

DM-STU Financial Aid Awards By Term (FA_DM_TR)

FINAID EDW - Student Financial Aid (STU_FA)

EDW-STU Registration Complete (PRR_ADH)

DM - STU Registration Analysis

SSN_USER_PRR EDW-STU Registration Limited (PRR_Ltd)

STU Registration Analysis OLAP Cube ***

UI and Transfer course work (credit earned at UI or prior institutions) which includes degrees earned, courses/credit hours earned, grades, GPAs, UI honors, cohorts, student class and academic standing.

Includes SSN

RTA data is restricted by Campus OR

RECRUITS EDW-STU Current Recruit (STU_Rcrt)

STU Registration Census Registration Census

Frozen data related to student general and registration activity (course registrations,

withdrawals, drops, cancelations, etc.) inlcuding GPA and some academic history information by student, course, section and term which includes student level, college, major, attributes, etc.lds, registration groupings, etc.

Includes SSN

Registration Census data is restricted by Campus OR Campus/College OR Campus/College/Dept

RS_FULL Reg Census Power Users - Full

STU Application Census Application Census

Frozen data related to

applications and applicants by term and program code. This includes bio/demographic, test scores, decistion data by campus, college, department, and major. Allows for

comparsions of

applications/applicants were received by term by location and curriculum. EXCLUDES SSN.

STU_APP_CNS_USERS App Census Power Users

Clarity – Projects and Resources

Clarity – Timesheets Clarity – Work Requests

Clarity – Projects and Resources Clarity – Timesheets Clarity – Work Requests

Clarity – Projects and Resources Clarity – Timesheets

Clarity – Work Requests

Users of Clarity Clarity Power User Clarity – Projects and Resources Clarity – Timesheets

Clarity – Work Requests

UNCTR_HDESK_USER Helpdesk Power User

EDW - Helpdesk Reporting

*** Users must have STU PRR Full or LTD Access and Explicitly request access to the STU Registration Analysis OLAP Cube.

RA Power Users - SSN YES PRR Power Users - Full - SSN YES Catalog & Schedule data is

NOT restricted PRR data is restricted by Campus OR Campus/College OR Campus/College/Dept PRR_FULL

Recruting & Admissions

appointments Includes SSN

DM_FINAID_LEVEL4

FIN_USER

HR/Payroll data is NOT restricted

Recruiting & Admission data is restricted by Campus OR Campus/College OR Campus/College/Dept ADMISSIONS DMSTU_QUERY Student general and registration

activity (course registrations, withdrawals, drops, and attempts) by student, course, section and term which includes student level, college, major, attributes, etc.lds, registration groupings, etc. Includes SSN

Finance data is not restricted by Campus, College or Department All finance, grants and contract

and Accounts Receivable records

PRR Registration

Financial Aid data is NOT restricted

Grants/contracts Finance

HRFE

All employees (including student employees) Includes SSN, Birth

Date and Age Excludes Veteran, Vietnam service and

Net Pay amount

FA Power Users - Full

STU Financial Aid

Access requests must be approved by

Financial Aid Office

Financial Aid All financial aid application, award, need analysis information for students who have applied for financial aid. Includes SSN

CATSCHED_USER Cat Sched Power Users

STU Catalog & Schedule Catalog & Schedule

Finance Power Users PERSON_QUERY_ALL HR_QUERY_ALL Power Users HR Payroll Financal data University Administration Enterprise-wide Auditor Responsible for HR/Pay HR Time and Attendance

(13)

Data Warehouse Access Plan

Executive Officer

7/16/2015

Organizational

Category Job Category Description

Data Subject

Area Data Group Types of Records Data Restrictions Oracle Roles BI Access Roles BI Products

EDW - Finance Ledgers OL GL (FLOLGL

EDW - Finance Payroll Interium (FinPayrl) EDW - Finance Pcard Transactions (FinPCard) EDW - Finance Posted Transactions (FinPtran) EDW - HRFIN BOS Expenses (HRFinExp) EDW-Fiance CFOAPAL (FinCFOAPAL)

EDW-Finance Custome Year Fund (FinCusYr) EDW-Finance Federal Ag Apprprnts (FinFedAg) EDW-Finance Purch Order Invoices (FinPOInv)

EDW – Finance Grants AR EDW – Finance Grants ITD EDW - Finance Grants Proposals (FinGrntP) EDW-Finance Grants Streamlined (FinGrntA) Travel and

Expense (TEM)

Expense Trends Analysis OLAP C b *

Expenses Expense Trends OLAP

Users

Hierarchy (HR-PJH)

DM - HR Payroll Reconciliation EDW - HRFIN BOS Expenses (HRFinExp) EDW-HRFE Paris Transactions

EDW-HRFE Paris Security EDW - HR - Leave Tracking (HRLvTrk)

Employee, Position and Job data. OLAP Headcount User

Limited

EDW - HR Headcount FTE Universe STU Pre-Registration & R i t ti PRR Registration

For student enrollments, this contains student name, address,

il t l h b d t f

C /C ll OR

EDW-STU Registration Directory (PRR_Dir) STU Records &

Transfer Articulation

For student degrees, this contains student name, address, email, telephone numbers, date of birth, terms of attendance including campus/location, college,

curriculum, class level, and basic graduation information including degrees, honors and certificates

Grants/contracts

HR_EXEC_USER Finance data is not

restricted

HR_EXEC_USER Power Users - SSN NO HR/Payroll data is restricted by Campus OR Campus/College OR Campus/College/Dept HRFE Any Unit Executive

Officer Management responsibilities for personnel, finances, grants/contracts, Management of Mission of functional unit HR/Pay HR Time and Attendance

All employees (including student employees) Excludes SSN, Birth Date, Age, Race Ethic, Gender, Citizenship, Disability, Payroll check, Payroll deduction, Employee non-campus address, Employee non-campus telephone, Employee non-campus email address and VISA information HR Payroll

Financal data

Finance All finance, grants and contract records Excludes Accounts Receivable

(14)

Data Warehouse Access Plan

Financial Manager

7/16/2015

Organizational

Category Job Category Description

Data Subject

Area Data Group Types of Records Data Restrictions Oracle Roles BI Access Roles BI Products

EDW - Finance Fixed Assets (FinFixdA) EDW - Finance Ledgers OL GL (FLOLGL)

EDW - Finance Payroll Interium (FinPayrl) EDW - Finance Pcard Transactions (FinPCard) EDW - Finance Posted Transactions (FinPtran) EDW-Finance Custome Year Fund (FinCusYr) EDW-Finance Federal Ag Apprprnts (FinFedAg) EDW-Finance Fixed Assets (FinFixdA) EDW-Finance Purch Order Invoices Encumbrance Reporting General Ledger Reporting Operating Ledger Reporting Payroll Expense Reporting DM – Finance Grants Lifecycle DM – Finance Grants Summary

EDW – Finance Grants AR

EDW – Finance Grants ITD

EDW - Finance Grants Proposals (FinGrntP) EDW-Finance Grants Streamlined (FinGrntA) Travel and

Expense (TEM)

Expense Trends Analysis OLAP

OLAP Users

HR Position/Job EDW - HR Position and

Job Hierarchy (HR-PJH) EDW - HR - Leave Tracking (HRLvTrk) EDW - HR Reported Time (HRRptTm) EDW - HR Payroll (HR-Pay)

EDW HRFIN BOS

DM - HR Payroll

Reconciliation EDW - HRFIN BOS Expenses (HRFinExp)

Headcount FTE Analysis OLAP Cube EDW - HR Headcount FTE Universe STU Pre-Registration & Registration

PRR Registration For student enrollments, this contains student name, address, email, telephone numbers, date of admission, date of birth, previous institutions attended, terms of attendance including campus/location and full or part-time status, college, curriculum, class level, expected graduation date, participation in official activities and sports.

For student degrees, this

contains student name, address, email, telephone numbers, date of birth, terms of attendance including campus/location, college, curriculum, class level, and basic graduation information including degrees, honors and certificates

FIN_USER Finance Power Users HR_FIN_USER HR Payroll HR/Payroll data is restricted (VPD) by Campus OR Campus/College OR Campus/College/Dept All finance, grants and contract

records Excludes Accounts Receivable

HR_FIN_USER Power Users Finance data is not

restricted Any Unit Finance Manager Business Managers, Fiscal

Officers or support staff with financal

responsibilities or Principal Investigators (PI's), co-PI's, administrators involved in oversight of funds HR/Pay HR Time and Attendance

All employees (including student employees) Excludes SSN, Birth Date, Age, Race Ethic, Gender, Salary Planner job change reason, Citizenship, Disability, Payroll check, Payroll deduction, Employee Termination reason, Employee non-campus address,

Employee non-campus telephone, Employee non-campus email address and VISA information

Financal data Finance

(15)

Data Warehouse Access Plan

Financial Aid Manager

7/16/2015

Organizational

Accounts Receivable AR_USER Finance AR Power

Users

Encumbrance Reporting General Ledger Reporting Operating Ledger Reporting Payroll Expense Reporting EDW - Finance Grants Proposals (FinGrntP)

DM – Finance Grants Lifecycle DM – Finance Grants Summary EDW – Finance Grants AR EDW – Finance Grants ITD EDW-Finance Grants Streamlined (FinGrntA)

OLAP Users

(HR-EMP)

Hierarchy (HR-PJH)

Employee, Position and Job data. OLAP Headcount

User Limited

DM - STU Section Capacity DM-STU Financial Aid Awards By Year (FA_DM_YR)

DM-STU Financial Aid Awards By Term (FA_DM_TR)

EDW - Student Financial Aid (STU_FA)

STU Financial Aid Census. Access requests must be approved by Financial Aid Office.

Financial Aid Census Data Mart

Finanical Aid Census including SAP and UDF fields. (Does not include SSN)

FC_FULL FA Census - FULL DM – STU Financial Aid Census

EDW-STU Registration Complete (PRR_ADH)

EDW-STU Registration Limited (PRR_Ltd)

DM -STU Registration Analysis STU Registration Analysis

OLAP Cube *

UI and Transfer course work (credit earned at UI or prior institutions) which includes degrees earned, courses/credit hours earned, grades, GPAs, UI honors, cohorts, student class and academic standing. Includes SSN

RTA data is restricted by Campus

RECRUITS EDW-STU Current Recruit

(STU_Rcrt) Codebook Codebook Contains official university codes

and names related to programs, majors, minors, degrees, etc. This data is maintained by the UA - Planning and Budgeting Office for all three campuses.

No restrictions CODEBOOK_USERS Codebook Power Users

EDW - Codebook

Finance Power Users SSN_USER_PRR PRR Power Users - Full - SSN YES FA Power Users - Full

Cat Sched Power Users HR_FIN_USER FINAID DM_FINAID_LEVEL4 CATSCHED_USER HR_FIN_USER Power Users

Reg Census Power Users - Full

PRR Registration Student general and registration activity (course registrations,

withdrawals, drops, and attempts) by student, course, section and term which includes student level, college, major, attributes, etc.lds, registration groupings, etc Includes SSN

PRR data is restricted by Campus ADMISSIONS DMSTU_QUERY RA Power Users - SSN YES PRR_FULL

STU Registration Census Registration Census Frozen data related to student general and registration activity

Registration Census data is restricted by Campus

RS_FULL STU Recruting &

Admissions

Recruting & Admissions

Student applicant and recruit bio/demographic, HS or prior college, test scores, ratings (e.g. PGPA), college/department, academic program, student type/level, residency including checklists and decisions,

contacts/events, mailings, interests, attributes, appointments. Includes SSN

Recruiting & Admissions data is restricted by Campus

Finance All finance, grants and contract

records, PADV CFOAPAL and PAOR CFOAPAL records and Accounts recievable records

Finance, grants and contracts and accounts receivable data is

not restricted FIN_USER

Financal data

Grants/contracts

Catalog & Schedule Course Catalog and Schedule (i.e. Timetable) information related to the courses and sections offered by UI and term.

Catalog & Schedule data is restricted by campus HR Payroll

HR/Payroll data is restricted (VPD) by Campus Campus or University-wide Service/Support Financial Aid Manager

Financial Aid office staff

HR/Pay

All employees (including student employees) Excludes SSN, Birth Date, Age, Race Ethic, Gender, Salary Planner job change reason, Citizenship, Disability, Payroll check, Payroll deduction, Employee Termination reason, Employee non-campus address, Employee non-campus telephone, Employee non-campus email address and VISA information

STU Financial Aid.

Access requests must be approved by Financial Aid Office.

Financial Aid EDW All Finanical Aid data Includes SSN STU Catalog & Schedule

(16)

Data Warehouse Access Plan

International Affairs Staff

7/16/2015

Organizational

Finance access is not available for

International Affairs Staff

(HR-EMP)

HR Position/Job EDW - HR Position and Job Hierarchy

(HR-PJH)

EDW-HRFE Paris Transactions EDW-HRFE Paris Security EDW - HR Payroll (HR-Pay)

DM - HR Payroll Reconciliation EDW HRFIN BOS Payroll (BOSPAY)

Headcount FTE Analysis OLAP

Catalog & Schedule EDW-STU Course Catalog (Course)

EDW-STU Course Schedule (Schedule) DM - STU Section Capacity

EDW-STU Registration Limited (PRR_Ltd)

DM - STU Registration Anlaysis

STU Records & Transfer Articulation Access Request must be approved by the appropriate Campus OAR office

RTA data is restricted by Campus OR Campus/College OR

Campus/College/Dept

EDW-STU Current Applicant (STU_Appl) EDW- Grad Admissions Data Mart (DM_GrApp)

RECRUITS_REST EDW-STU Current Recruit (STU_Rcrt)

Reg Census Power Users - Restricted

EDW-STU Registration Census (STUCENS) STU Pre-Registration &

Registration

PRR Registration Directory

Student general and registration activity (course registrations, withdrawals, drops, and attempts) by student, course, section and term which includes student level, college, major, attributes, etc.lds,

registration groupings, etc. Excludes SSN

PRR data is restricted by Campus OR Campus/College OR

Campus/College/Dept

STU Registration Census Registration Census Frozen data related to student general and registration by term which includes student level, college, major, attributes, etc.lds, registration groupings, etc. Excludes SSN

Registration Census data is restricted by Campus OR Campus/College OR Campus/College/Dept

RS_RSTR Course Catalog and Schedule (i.e.

Timetable) information related to the courses and sections offered by UI and term.

bio/demographic, HS or prior college, test scores, ratings (e.g. PGPA),

college/department, academic program, student type/level, residency including checklists and decisions, contacts/events, mailings, interests, attributes,

appointments. Excludes SSN

Recruiting & Admission RTA data is restricted by Campus OR Campus/College OR Campus/College/Dept

CATSCHED_USER

PRR_LTD HR/Payroll data is restricted by

University Level OR Campus

HRFE

HR_INTL_USER Power Users

Cat Sched Power Users RA Power Users - SSN NO HR_INTL_USER ADMISSIONS_REST DMSTU_QUERY PRR Power Users - Limited Campus or University-wide Service/Support International Affairs Staff Responsibilities for tracking international faculty and students HR/Pay HR Time and Attendance

All employees (including student

employees) Excludes SSN, Birth Date, Age, Payroll check, Gender, Citizenship, Termination reason, Race Ethnic, Employee non-campus address, Employee non-campus email address, Employee non-campus telephone, Family Medical Leave Act (FMLA)

Recruiting & Admissions HR Payroll

(17)

Data Warehouse Access Plan

Institutional Researcher

7/16/2015

Organizational

Accounts Receivable AR_USER Finance AR Power Users EDW-Finance Accounts Receivable (Fin_AR)

EDW - Finance Fixed Assets (FinFixdA) EDW - Finance Ledgers OL GL (FLOLGL) EDW - Finance Merchant Card Trans EDW - Finance Payroll Interium (FinPayrl) EDW - Finance Pcard Transactions (FinPCard)

EDW - HRFIN BOS Expenses (HRFinExp) EDW-Finance Custome Year Fund (FinCusYr)

EDW-Finance Purch Ord