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Data Access & Security

Last Updated: April 7, 2024 2:11:46 PM PDT
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Learn how to access Activity Hub data using the Cognos and Tableau analytics and reporting tools.

Reporting and Data Access

Data from enterprise sources is collected in Activity Hubs. Developers, using the Cognos and Tableau data analytics and reporting tools, create reports that are made available to report consumers through the bah.ucsd.edu website.

activity-hubs-publishing-users.png

Data Access

Developers

  • Build reports in Cognos/Tableau. 
  • Attend Community of Practice meetings. 
  • Take Cognos/Tableau training – may not need all levels of training. 
  • Send question, issues or requests to the Business Intelligence and Analytics (BIA) team.

Report Developer access must be requested individually for each Activity Hub needed for reporting and analysis.

The owner, or data steward, for each Activity Hub approves report developer access and may require additional information and training before access is granted. After report developer access to the data has been approved, access to Cognos and Tableau analytics tools is granted through membership in specific Active Directory (AD) security groups.

Report Developers can request access via the request forms found on the Data Sources page.

Consumers

  • View and/or interact with pre-built reports in Cognos/Tableau via the Business Analytics Hub.
  • Send questions, issues or requests to the Developer.

Report Consumers must be added to an Active Directory (AD) security group that has access to the folder the report is saved to in order to interact with or run a report.

Report Consumers inherit Activity Hub Consumer access once they are granted access to the Reports using the Activity Hub.

Note: ITS-BIA cannot modify any Report Consumer AD security groups.

Report Access

Access to reports listed on the Business Analytics Hub can be requested via the "Request Access" link located on the same page as the report link.

Access to reports not listed on the Business Analytics Hub must be requested via the report developer or report owner.

Report developers or report owners work with their local ITS to create Active Directory (AD) security groups whose membership can then access reports. Reports are saved into folders in Cognos and Tableau.  AD groups are then provisioned access to the folder and all reports found therein.

ITS-BIA can provide the name of the report owner but cannot modify the membership of AD groups.  Email busintel@ucsd.edu with the name of the report you would like access to in order to learn the report owner.

New Folders

Report Developers can request new folders be created in Cognos and Tableau by emailing busintel@ucsd.edu with the name of the new folder and names of the Active Directory (AD) security groups who need access.

Each folder is assigned two or more AD groups.  One AD group contains report developers who have access to save reports to that folder, the other AD group contains report consumers who have access to interact or run the reports in that folder.

Report Developers can request new AD groups be created by contacting their local IT services. ITS-BIA recomments the following naming convention for new AD groups:

  • TeamName-Project-BI-Developer for the group of developers who will be building reports
  • TeamName-Project-BI-Consumer for the group of users who will be viewing or using the reports

Note: ITS-BIA cannot create, modify or delete any AD security groups.

Contact the IT Services Business Intelligence and Analytics Team with questions.