Data Request

EAS Data Request Process

This document describes the process of obtaining data from EAS warehouse. You can follow the steps to request discoverer views, direct data views, or even flat file exports. The process follows the software development life-cycle (SDLC) model. The whole life cycle includes eight steps. The first six steps are mainly for establishing new data accesses.

  1. Prepare Requirement Documents
  2. Get Approval for Requested Data
  3. Develop Data Specification
  4. Create Access User ID
  5. Test Data Feed
  6. Production Data Release and Support
  7. Request Data Change after Production Release
  8. End the Lifecycle of Requested Data
  1. Prepare Requirement Documents ↑ TOP

    1. Normally, you need to fill out following questionnaire before starting detail discussion with EAS support teams. This step will help you to think about all the details associated with your request and reduce the chance of backward revisions when approaching production release.

      Please download the questionnaire and send the completed form to ess_datawarehouse_developing@email.rutgers.edu.

      The form is composed of user information, project information, and delivery information. The data warehouse is normally designed for reporting purposes instead of online transactional support. The data provided is usually one business day old. If real-time data access is important for your project, please mention it in the Project Brief Description in the form. Real-time data access involves potentially complicated data delivery mechanism, and may not be available in some cases.

    2. After filling the form, you also need to have a list of fields for your project. EAS data warehouse contains lots of information including student information, term information, enrollment information, grading result, course scheduling information, and admission information, etc. When selecting the fields for your project, you always need to consider about the data security. Sensitive student data request can lead to additional time for data approval. The definition of “atomic” fields is called metadata. For example, you might need a field called “offering unit code”, or another field called “term”, or one called “course title”, etc.

      Search Data Dictionary for metadata definitions

      The EAS data warehouse is designed to have data separated into different subject areas. Don’t worry about the EAS internal entity relationship, you just need to collect all the fields necessary for your project and compile them into an excel sheet. Use the following table as a template. You can always add new lines or new pages in your field list document.

      Download the field list template file, complete it, and send it to ess_datawarehouse_developing@email.rutgers.edu.

      You can certainly send the field list file with the EAS Data Request Form at the same time.

  2. Get Approval for Requested Data ↑ TOP

    After sending EAS Data Request Form and EAS Data Request Field List to EAS data warehouse team, please also download the Access Request Form. This step is necessary to get your data access approval before the content of data being delivered according to the university Non-Public Personal Information (NPPI) policy. Our EAS Access Management team will help you handle the process to get approval.

    Please fax or email completed Access Request Form and Data Request Field List to Lorretta Onwubu, who is from EAS Access Management team. The fax number is at the bottom of the Access Request Form. Lorretta’s email address is lonwubu@oit.rutgers.edu.

  3. Develop Data Specification ↑ TOP

    EAS will contact you about the list of requested fields if there is any concern. Normally, simple requests can be fulfilled through emails. If there are more complicated requests, the data specification can be discussed through conference call or face-to-face meeting.

    The final data specification needs to be signed off before production release.

  4. Create Access User ID ↑ TOP

    While developing the data extraction, EAS team will also start setting up data delivery channel if your department has no existing account with our data warehouse.

    If you are requesting data through Oracle Discoverer or through database direct access, you or your technical personnel will receive emails from our DBA about the access configuration and supporting documents. Please follow the instructions in the document to install software or make configuration changes in your test environment and production environment. New account name and credential will be communicated in secured channels.

    If data is transferred through SSH File Transfer Protocol (SFTP), which is not recommended, you will receive email about your keys, and you will receive subsequent emails about your access account and access point. In this case, make sure to mention this delivery mechanism in your Data Warehouse Request Form.

  5. Test Data Feed ↑ TOP

    You can test data from EAS test server. This step is mandatory for new data request. The account name and the access point for test environment should have been included in the Create Access User ID step.

  6. Production Data Release and Support ↑ TOP

    Normally you need to give at least one week notice before production release after testing. The data warehouse target date for production release does not necessary to be the same as your project’s delivery date.

    The account name and the access point for production environment should have been included in the Create Access User ID step. After production release, if you have issues such as connection with Oracle environment, or empty data in data view that you think it should not, please contact EAS DBA team for real-time support.

  7. Request Data Change after Production Release ↑ TOP

    After production release, if you want to add new fields or make change of existing fields in the data specification, please contact EAS data warehouse team about the request.

  8. End the Lifecycle of Requested Data ↑ TOP

    It is always a good practice to consider the end of life-cycle of your request. This case is normally combined with new data warehouse request due to your system environment changes or the upgrading of your systems. In this case, please notify contact EAS data warehouse team of the ending date and your project name.

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