Business Intelligence: FAQ

Where you start in data and analytics depends on what type of user you are.

• Consumers run reports to view and analyze data, but they do not frequently use Business Intelligence (BI) supported tools.  Consumer access is granted by report developers or via the 'Request Access' link found on the Business Analytics Hub.
• Developers spend much of their time working with data and using Business Intelligence and Analytics supported tools. They have extensive knowledge of the data source and a working knowledge of tables and joins.  Report Developer access is granted per Activity Hub after requirements are met and Data Stewards approve. 

Consumers use reports to view and analyze data. Consumer access is granted by report developers or via the 'Request Access' link found on the Business Analytics Hub.

Developers view data in each Activity Hub via the BI Tools.  Each Activity Hub requires a separate request for access. The access approval process varies according to the data stewards and governing bodies.

1. See the list of available types of data.
2. Identify the data source(s) you want to use.
3. Submit a request for access to each type of data using the form(s) or email contact(s) listed.

The IT Services Business Intelligence and Analytics Team can help with questions about the procedures for your source(s).

Cognos

UC San Diego has an enterprise license for Cognos. No further action is needed to obtain a license for your project.

Tableau

Consumers: Viewing and interacting with pre-created Tableau reports does not require a license.

Developers: Departments must purchase one developer license for each person who will be creating or editing reports in addition to paying yearly maintenance.

Contact busintel@ucsd.edu to request a quote.

Cognos is a report development tool that can be used for (1) UCSD business reporting or (2) building reports from custom non-HIPPA data sets. All access to Cognos is controlled via Active Directory (AD) groups so you will need to request membership to specific groups.

Consumer access is granted by report developers or via the 'Request Access' link found on the Business Analytics Hub.

Learn more about user types and AD group access.

Tableau desktop is a client application for Windows and Mac that emphasizes data discovery and interactive data visualization.  UCSD supports Tableau in three different areas:

• Tableau for Campus Business Developers connects users to the Activity Hubs.
• CTRI Tableau connects to medical data and is HIPPA compliant, contact ctri-support@ucsd.edu for details.
• Health Tableau connects to EPIC data, for details submit a data request ticket to the Health System Service Desk.

Tableau for Campus Business Developers

Consumer access is granted by report developers or via the 'Request Access' link found on the Business Analytics Hub.

Learn more about user types and AD group access.

No. There is no limit to the number of projects (in Tableau) or folders (in Cognos) that users are allowed to have.

They should, though, use a consistent naming convention, e.g. "Your Department Name - Data Source Name".

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.

Reach out to your local IT Support to request the creation or modification of AD groups.

No. There is no limit to the number of AD groups attached to a project (for Tableau) or folder (for Cognos).

Learn more about AD groups and access.

Yes, all permissions will be set at the project (for Tableau) or folder (for Cognos) level.  When an AD group is added to that project/folder the AD group will then have access to all reports in that project/folder.

The Employee Activity Hub includes row level security in addition to the the project/folder security.  If your AD group has access to the project/folder but you have not requested access to specific departmental rows then you will be able to run the reports in that project/folder but they will all run blank.

For content where differing permissions are desired, there should be separate projects (in Tableau) or folders (in Cognos).

BIA recommends hosting reports on departmental Blink pages or a custom website.

Here are some examples of existing report pages:

• Business Analytics Hub
• Research Administration Reports

Cognos and Tableau are not data integration tools and should not be used to download large sets of data.  If you have a need to move data from one application to another non-reporting application, please email servicedesk@ucsd.edu to request data integration support.

Cognos and Tableau can create complex visualizations and PDF documents (ie. UCSD Annual Reports).  There is a size limit of 50GB set at the Activity Hub level for report.

Cause: DUO has timed out and signed you out of Cognos without clearing your browser cookies and cache.

Resolution: Cognos Unable to Load Requested View Error Knowledgebase Article

Cause: User is attempting to access a report they have not been approved to access.

Resolution: Cognos Unable to Load Requested View - Displaying Home View Instead Knowledgebase Article.