Access Procedures

Access to Information

Our team will implement access to information after the access has been authorized by the BPO area that owns the data. While a BPO might provide the authorization, it is up to EAS how to best provide the authorized data to the department or client. All access requests must be approved by the Dean, Director or Department Head. Upon receipt of the forms, EAS seeks the appropriate approval sign-off from the Data Custodians. Below we have outlined the most common ways that University customers get access to information stored in the databases that we manage.

Application Access

Many applications have their own Authorization management functions embedded within the application. Our team does not need to be involved in delivering those accesses and those procedures can be found here. Other applications lack that functionality. As a result, our team receives requests through a Help Desk ticket from the EAS Access Management team to provide new/modified access to an individual who has been authorized.

Reporting Access

Some clients need create reports on groups of data. The reporting capabilities within a given application may be quite limited or not exist at all. For these cases, we have installed and maintain Oracle's Discoverer solution. We create groups of Business Areas within the tool and expose the corresponding data to each Business Areas folders. Users can either View a set of existing reports or in other cases can create and modify their own reports depending on what they need to report on at the time.
For Discoverer Access requests that are RIAS related (FDW, HDW), please contact the Controller's Office and UHR respectively.
For Discoverer Access requests that are non-RIAS (such as SDW, CDW, etc...), please send an email to: Lorretta Onwubu (lonwubu@rutgers.edu), (848) 445-7544

Departmental Sub-Systems

University departments sometimes require data from the enterprise systems and applications supported by EAS. The data requested is used for the needs of unit systems/applications or third party vendors that provide systems/applications run as a service for the University.

Data Services are provided to meet these data needs. The data service request process for data includes the steps of documenting data requirements, EAS consultation with the requester to review details, gaining approval from the Business Data Owner, and then following the standard system development life-cycle: design, develop, test, and deploy the data service. Initiate your Data Services request here.

Data Extracts

When available in our data warehouse, some departments prefer to pull the data directly from our Oracle data warehouse. After being authorized by the associated business owner of the data, these clients work with our team and state their specific requirements with regards to what data-elements to expose in a set of views granted to their account. We strongly recommend departments begin extracting their data after 6am. By that time, all of the batch processing has completed from the night before and that data is in a static state. All sqlnet connections to the data warehouse must be made using encryption during each data extract session. For a variety of reasons, we do not support departmental applications accessing our databases 24x7. When external departments require transactional access to our data-stores, these are addressed by supplying the client with a web-service or API so that EAS can continue to control the SQL that hits our databases.

Batch Feeds

Some departments have sub-systems that they support and have requirements for data feeds to be provided to them on a predetermined frequency. These extracts are commonly created by the application teams within EAS and our team may be involved in assisting in these setups. It typically involves a data-file(s) being created and then securely transferred to a sftp server where the client can read and process the data according to their own internal requirements.