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Systems List

Systems administered by OIT Data Security are requested using the Access Request Form. The current release of the Access Request Form and instructions for completing the form are available at: How to Request Access.

For fastest service:

  • Download a current copy of the Access Request Form and any attachments from our Web site. Submitting previous releases of the Access Request form may delay your request.)
  • Once access authorization signatures are obtained, submit the Access Request Form and all completed attachments by FAX to OIT Data Security (612-625-0303). OIT Data Security continues to accept submission by mail, however we recommend FAXing to expedite your request.

Systems by Data Type

Human Resources Systems Financial Systems
DWHR Public Data PS Journal Entry Approval
DWHR Private Data PS Requisition Approval
DWPY (Data Warehouse Payroll) PS Travel & Expense Approval
PeopleSoft (HRMS - Human Resources) PS Vendor Payment Approval
PeopleSoft Appointment Inquiry PS Procurement Card Approval
PeopleSoft Appointment Update PS Procurement Specialist
PeopleSoft Labor Distribution Correction PeopleSoft Encumbering (only)
PeopleSoft Pay & Leave Entry
PeopleSoft Pay Entry (only)
PeopleSoft Leave Entry (Vacation & Sick Tracking)

PS Cluster Preparer Job Duties including:
    Create Bills
    Budget Journals
    Journal Entries
    Vendor Payments

PeopleSoft Historical Salary Adjustment (HSAs) ImageNow - Financial Documents

Reporting Systems
EDMS (Enterprise Document Mgmt System)
UM Reports
ODS (Operational Data Store)



PS Distributed Activities including:
    U Stores Purchasing
    Create Requisitions
    Receive Purchases
    Travel Authorization & Expense Reimbursement
    Procurment Card Reconciliation
    Departmental Deposits
    Accounts Receivable Monitoring
    Endowments
Other Systems DW Gateway Services
DWCP (Data Warehouse Capital Project) Financial Reporting Instance
DWIN (Data Warehouse Inventory) DWFS (Data Warehouse Financial Systems)
DWSP (Data Warehouse Space Tables) DocuWare - Legacy Imaging System
Sponsored Project Admin (SPA) EFS Data Change Forms (BPEL)
Facilities (SPAM) Inquiry
Facilities (SPAM) Update  
Tables DLI Student Systems
TSO (Time Share Option) STIX (unknown)
UMReports DWAD (Data Warehouse Admissions)
  DWFA (Data Warehouse Financial Aid)
  DWGR (Data Warehouse Graduate School)
  DWSA (Data Warehouse Student Administration)
  DWSF (Data Warehouse Student Financial)
  DWSR (Data Warehouse Student Registration)
  DWTA (Data Warehouse Tuition Attribution)
  DARWIN (Degree Audit Reporting)
  Loan Management Systems (LMS)
  PeopleSoft Student Data Inquiry
  PeopleSoft Student Data Update (formerly Pre-Registration)
  PeopleSoft Mass Enrollment
  PeopleSoft Application Processing
  PeopleSoft Student Financials Inquiry
  PeopleSoft Quick Post
  PeopleSoft Group Post
  PeopleSoft Refunding
  PeopleSoft Collections
  PeopleSoft Third Party Contracts









System Details


DARwin (Degree Academic Reporting)
  • Restricted to: Staff of the Office of the Registrar.
  • Description: Contact the Office of the Registrar.

    DWAD (Data Warehouse Admissions)
  • Training Recommended: Data Warehouse.
  • Description: Contains applicant and prospective student information from the new PeopleSoft Student Administration System. These tables contain information about students who have applied within one year prior to current term and all future terms. Provides such data as applicant address, high school grades and test scores.

    DWCP (Data Warehouse Capital Project)
  • Training Recommended: Data Warehouse.
  • Description: Provides access to capital project information. The tables contain the description and status of the project, financial information on the project, as well as detail and summary level project reports.

    DWFA (Data Warehouse Financial Aid)
  • Restricted to: Staff of the Office of Student Finance and related staff on coordinate campuses.
  • Training Recommended: Data Warehouse.
  • Description: Contains Financial Aid application and award data for students applying at the U. Provides such data as ISIR information and award amounts and types.

    DWFS (Data Warehouse Financial Systems)
  • Training Recommended: Data Warehouse Tutorial and Data Warehouse Financial Systems.
  • Description: DWFS is the Oracle version of the financial database designed to give colleges and departments easy access to data from the financial systems. It contains current and historical general ledger transactions, chart of account data, endowment, grant, TIP (Temporary Investment Pool), and budget preparation data.

    DWGR (Graduate School)
  • Training Recommended: Data Warehouse.
  • Description: Contains information about graduate students enrolled at the University. This information is a combination of data from the RRDB and a Student Database maintained by the Graduate School. Provides such data as student name, address, graduate GPA, last yr./term registered, graduate credits, programs of enrollment, exams taken, and advisor's name.

    DWHR (Data Warehouse Human Resources)
  • Training Recommended: Data Warehouse.
  • Description: Contains demographic and employment information for most University employees. Historic, current and future appointment data are included. Provides such data as home and work addresses, job class and employment history.

    DWIN (Data Warehouse Inventory)
  • Training Recommended: Data Warehouse.
  • Description: Is designed for tracking and reporting on University of Minnesota property. DWIN resides in the Data Warehouse.

    DWSA (Data Warehouse Student Administration)
  • Training Recommended: Data Warehouse.
  • Description: Contains student enrollment information from the new PeopleSoft Student Administration System. This data begins with the Fall '99 semester. Provides such data as current address, gender, service indicators, groups to which student belongs, courses the student registered for, GPAs, academic career and program.

    DWSF (Data Warehouse Student Financials)
  • Training Recommended: Data Warehouse.
  • Description: Contains detailed student financial transaction information from the PeopleSoft Student Administration system starting with FY99 that is related to Student Financials Journal Vouchers (documents starting with SFx) that are posted to CUFS with summarized totals

    DWPY (Data Warehouse Payroll)
  • Training Recommended: Data Warehouse.
  • Description: Contains payroll and fringe data (both expense and encumbrance) from the new People Soft data warehouse system. Also included is vacation and sick information. The new tables are specifically designed for reporting information about payroll related items at University of Minnesota

    DWSP (Data Warehouse Space)
  • Training Recommended: Data Warehouse.
  • Description: Contains information from the Office of Space Management's operational system about the buildings and rooms available to the University of Minnesota. Provides such data as square footage, room use and function, as well as the department using the room.

    DWSR (Data Warehouse Student Registration)
  • Training Recommended: Data Warehouse.
  • Description: Contains information about the courses offered by the U from the new PeopleSoft Student Administration System, beginning with the Fall '99 semester.

    DWTA (Tuition Attribution)
  • Training Recommended: Data Warehouse.
  • Description: Contains information about students and the tuition they paid. Created to facilitate the attribution of tuition to colleges. Provides such data as tuition paid by students at the course level, tuition summarized at the course level, and tuition summarized at registration college level.

    EDMS (Enterprise Document Management System)
  • Description: The EDMS is a report archiving system which delivers standard (static) Enterprise System reports to users' desktops, for viewing and printing. Aside from its extensive archiving capabilities, EDMS' chief benefits are timeliness and operational efficiency.

    The EDMS does not replace or compete with the University's Data Warehouse or Web Reporting capabilities, nor does it offer individualized reporting options. Ad-hoc reporting, and reports tailored to individual preferences will continue to be delivered via the IMS group, including the Data Warehouse and its reports.

    Facilities

  • Training Requirements: Unknown.
  • Description:

  • ImageNow - Financial Documents - Comming Soon!


    Imaging System - Financial Documents
  • Training Recommended: Quick Start Tutorial Aids
  • Description: Contains electronically stored images of financial transaction documentation (IX, IV, TA, TP, PV, etc.) for retrieval and archival.


    Loan Management Systems (LMS)
  • Restricted to: Staff of the Office of Student Finance.
  • Description: Contact the Office of Student Finance at stdtloan@cafe.tc.umn.edu.
    ODS (Operational Data Store)
  • Training Requirements for all ODS tables: Oracle SQL
  • Restrictions for all ODS tables: Enterprise, Collegiate and Departmental applications requiring access to near real time data from Enterprise systems.

    Addresses/Personal Data Tables
  • Description: Address and demographic data for individuals in the PeopleSoft HR/SA systems.

    Student Enrollment Data Tables
  • Description: Student Enrollment information from the PeopleSoft SA systems. Includes carer, plan, program, service indicator, enrollment and class information for individual students and classes.

  • PeopleSoft (EFS - Enterprise Financial System)

    EFS Journal Entry Approval
  • Training PreRequisites: BAI, COA, BAII
  • Training: OE0139 Journal Entry Approvals
  • Assessment: OE0140
  • Description:
  • EFS Requisition Approval
  • Training PreRequisites:
  • Training:
  • Assessment:
  • Description:
  • EFS Travel & Expense Approval
  • Training PreRequisites:
  • Training:
  • Assessment:
  • Description:
  • EFS Vendor Payment Approval
  • Training PreRequisites:
  • Training:
  • Assessment:
  • Description:
  • EFS Procurement Card Approval
  • Training PreRequisites:
  • Training:
  • Assessment:
  • Description:
  • EFS Procurement Specialist
  • Training PreRequisites:
  • Training:
  • Assessment:
  • Description:
  • EFS Cluster Preparer Job Duties
    Selections on this attachment include:

    Create Bills (with or without HIPPA data)
  • Training PreRequisites:
  • Training:
  • Assessment:
  • Description:

    Budget Journals
  • Training PreRequisites:
  • Training:
  • Assessment:
  • Description:

    Journal Entries (with or without ImageNow scanning)
  • Training PreRequisites:
  • Training:
  • Assessment:
  • Description:

    Vendor Payments (with or without either ImageNow scanning or processing Internal Sales transactions)
  • Training PreRequisites:
  • Training:
  • Assessment:
  • Description:
  • EFS Distributed Activities
    Selections on this attachment include:

    U Stores Purchasing
  • Training PreRequisites:
  • Training:
  • Assessment:
  • Description:
  • Create Requisitions
  • Training PreRequisites:
  • Training:
  • Assessment:
  • Description:
  • Receive Purchases
  • Training PreRequisites:
  • Training:
  • Assessment:
  • Description:
  • Travel Authorization & Expense Reimbursement
  • Training PreRequisites:
  • Training:
  • Assessment:
  • Description:
  • Procurement Card Reconciliation
  • Training PreRequisites:
  • Training:
  • Assessment:
  • Description:
  • Department Deposits
  • Training PreRequisites:
  • Training:
  • Assessment:
  • Description:
  • Accounts Receivable Monitoring
  • Training PreRequisites:
  • Training:
  • Assessment:
  • Description:
  • Endowments
  • Training PreRequisites:
  • Training:
  • Assessment:
  • Description:
  • Financial Reporting Instance (EFS)

    Endowments
  • Training PreRequisites:
  • Training:
  • Assessment:
  • Description:
  • EFS Data Change Forms (BPEL)

    Endowments
  • Training PreRequisites:
  • Training:
  • Assessment:
  • Description:
  • DW Gateway Services

     

     

     


    PeopleSoft (HRMS - Human Resources)

  • Training Requirements: See PeopleSoft HRMS Data/Function for specific information.
  • Description: The PeopleSoft System is the University's integrated Human Resources Management and Student Administration transaction system. Data which is created within PeopleSoft may also be available via UM Reports on the Web, via EDMS (Enterprise Document Management System) reports, or via Data Warehouse table access. Access to PeopleSoft is granted based on individual job need, upon approval, and after training requirements have been met.

    Appointment Inquiry
  • Training Requirements: HRMS Inquiry(Only offered on demand)
  • Description: For users who monitor input on individual records. HRMS Inquiry should not be used as a data integrity tool. EDMS and/or UM Reports should be used for data integrity purposes.

    Appointment Update
  • Includes Labor Distribution Correction and Encumbering Records Update
  • Training Requirements: HRMS Update Appointment
  • Description: Functions include appointment entry, leave plan and work study set up, as well as initial distribution entry.
  • Comments: If your job does not require making appointment updates, request either Labor Distribution Correction and/or Encumbering Records Update, separately, as needed.

    Labor Distribution Correction
  • Training Requirements: Labor Distribution & Encumbrance
  • Description: For users who must change distribution information after it is entered, but do NOT do appointment entry. (NOTE: This course and security is already attached to HRMS Update so is not required as a separate class for ACES)

    Encumbering (only)
  • Training Requirements: Labor Distribution & Encumbrance.
  • Description: For users who need to update/change encumbrance information after it is entered, but do not need appointment entry. (NOTE: This is already attached to HRMS Update so is not required as a separate class for ACES)

    Pay & Leave Entry
  • Training Requirements: Pay/Leave Entry.
  • Description: For users who do both Pay Entry and Leave Entry.

    Pay Entry (only)
  • Training Requirements: Pay/Leave Entry.
  • Description: For users who do only Pay Entry functions.

    Leave Entry (only - a.k.a. Vacation & Sick Tracking)
  • Training Requirements: Pay/Leave Entry.
  • Description: For users who do only Leave Entry functions.

    Historical Salary Adjustment (HSAs)
  • Training Requirements: Historical Salary Adjustments
  • Description: For users who do only HSAs.

    PeopleSoft (Student Systems)
  • Training Requirements: See PeopleSoft Student Administration Data/Function for specific information.
  • Description: The PeopleSoft System is the University's integrated Human Resources Management and Student Administration transaction system. Data which is created within PeopleSoft may also be available via UM Reports on the Web, via EDMS (Enterprise Document Management System) reports, or via Data Warehouse table access. Access to PeopleSoft is granted based on individual job need, upon approval, and after training requirements have been met.

    Student Data Inquiry
  • Training Requirements: Student Data Inquiry.
  • Description: Can be found at the training link above.

    Student Data Update (f.k.a. Pre-Registration)
  • Training Requirements: Student Data Update.
  • Prerequisite: Student Data Inquiry.
  • Description: Can be found at the training link above.

    Mass Enrollment
  • Training Requirements: Training is arranged by appointment only. Contact Student Records Training Team to setup an appointment.
  • Description: Designed for staff responsible for enrolling large numbers of students via PeopleSoft panels. Allow staff to "mass enroll" large groups of students in the block of courses. Staff learn to setup a block of students and a block of courses and merge the two blocks.

    Application Processing
  • Training Requirements: Admissions Application Processes I.
  • Description: Can be found at the training link above.

    Student Financials Inquiry
  • Training Requirements: Student Financials Overview and Inquiry.
  • Description: Can be found at the training link above.

    Quick Post
  • Restricted to: Departments which have approval to post charges, payments and/or make adjustments to student accounts.
  • Training Requirements: Transaction Posting I. To schedule training email: sfhelp@umn.edu
  • Description: Allows users to post one charge, payment and/or adjust a one student account at a time.

    Group Post
  • Restricted to: Departments which have approval to post charges, payments and/or make adjustments to student accounts.
  • Training Requirements: Transaction Posting I. To schedule training email: sfhelp@umn.edu
  • Description: Allows users to post multiple charges, payments and/or adjust several student accounts via batch.

    Refunding
  • Training Requirements: Refunding.
  • Description: Can be found at the training link above.

    Collections
  • Restricted to: Collection staff in the appropriate campus office.
  • Training Requirements: Collection Training. To schedule training email: sfhelp@umn.edu
  • Description: Allows users to place student in collections and generate reports of past due accounts. Also allows them to generate Dunning and other collection letters.

    Third Party Contracts
  • Training Requirements: Third Party Billing Contracts.
  • Description: Can be found at the training link above.


    Sponsored Project Admin (SPA)
    (formerly ORTTA)
  • Restricted to: Staff of Sponsored Project Admin. & Sponsored Financial Reporting.
  • Description: The data for ORTTA (Sponsored Projects Administration)


    STIX (Statistics)
  • Training Requirements: Unknown.
  • Description: Contains official University registration snapshots using data pulled from the RRDB, for individual years/terms.

    Tables DLI
  • Description: There are DLI tables for many of the Mainframe Systems. If your job requires access to Tables DLI, contact the Application Data Custodian of each system to obtain a list of the DLI tables you should request.

    TSO (Time Shared Option)
  • Description: Used to access Mainframe datasets.

    UM Reports
  • Description: The IMS Group has created a series of Payroll and HR, Finance, and Student Instruction management and operational reports for faculty and staff. The source for many of these reports is PeopleSoft. Many of these reports contain Public data, and are therefore available to those with X.500/Internet IDs and passwords. Some reports contain not- Public data, which requires approval. Refer to How To Request Access.

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