SDW Quickstart Guide

Table of Contents Student Data & Systems User Agreement

Creating a Report

Getting Started…………………………………………………………………………………………………………………..…………3

Selecting Filters…………………………………………………………………………………………………………..………………..3

Adding Columns………………………………………………………………………………………………………………..……….…3

Parameter Names…………………………………………………………………………………………………………………………4

Tools & Other Functions……………………………………………………………………………….....…………………………..4

Prompts………………………………………………………………………………………………………………….....…………………5

Saving Reports………………………………………………………………………………………………………………………………5

Browsing Files

Home Directory…………………………………………………………………………………………………………..……………..…6

Public Directory…………………………………………………………………………………………………………………………….6

File & Folder Actions………………………………………………………………………………………………………………..…...6

Scheduling………………………………………………………………………………………………………………………….…………6

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Student Data & Systems Use Agreement

Applicable Systems This agreement applies to all systems containing student data including, but not limited to, the Student Services Suite (S3 Admin Console and S3 Billing and Aging), Stellic (Academic Audit), Student Data Warehouse (SDW), PowerFAIDS (Financial Aid), StarRez (Housing and Dining), and CSGold (ID Cards).

Definitions Definitions for these terms, and additional information on the Official Carnegie Mellon Data Security Policy are located at https://www.cmu.edu/policies/information-technology/information-security-policy.html.

Responsibility It is your responsibility to comply with each of the following provisions:

• Maintain data confidentiality without exception; • Acquire express permission from the Data Steward prior to sharing data with an external

third-party; • Never use portable storage devices to store or transfer student data; • Immediately notify the University Registrar's Office should you become aware that a breach

of confidentiality has occurred; and • Adhere to Guidelines for Password Management:

https://www.cmu.edu/iso/governance/guidelines/password-management.html.

Enforcement Violations of this agreement may result in suspension or loss of use to the applicable systems with respect to Institutional Data and University owned Information Systems. Additional administrative sanctions may apply up to and including termination of employment or contractor status with the University. Civil, criminal and equitable remedies may apply. Unauthorized release of restricted information will result in appropriate disciplinary action, including possible dismissal. All matters involving university employees will be reviewed with the Director of Human Resources and /or the Provost. Matters involving students will be reviewed with the Dean of Student Affairs. Matters involving individuals not affiliated with the university will be reviewed with the Office of General Counsel.

Applicable Laws & Provisions All student data is protected under the following:

• Carnegie Mellon University's Policy on Student Privacy Rights detailed at https://www.cmu.edu/policies/student-and-student-life/privacy-rights-students.html;

• Family Education Rights and Privacy Act (FERPA); • General Data Protection Regulation (GDPR); and • Gramm-Leach-Bliley Act (GLBA).

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Creating a Report

Getting Started

• Go to www.cmu.edu/es/sdw and click “Go to SDW” o This site is where you will find the SDW User Guide and a listing of upcoming

trainings • Log in using your Andrew credentials, password, and

DUO Two Factor Authentication. This will take you to the

SDW Homepage • Click “Create New” then “Interactive Report” • Click “Main Student Model” then “OK”

Selecting Filters

• Click the filters icon on the toolbar: o Select your filters by either dragging and dropping or right-clicking the field and

selecting “Filters…” o The majority of report filters will be found under the STUDENT_SEMESTER table

(common examples below): • SEMESTER_ID (if a table has this field, you should specify the semester) • ENROLLMENT_STATUS_ID (E1, R1, R3, LA, etc.) • CLASS_DESCRIPTION or CLASS_ID (1 for First-Year, etc.) • COLLEGE_ID and/or DEPARTMENT_ID

Adding Columns

• Add columns by dragging and dropping, double-clicking or right-clicking the field and selecting “Add to Columns”

o Fields that are used as filters can also be used as columns o The majority of report columns can be found under the

STUDENT and STUDENT_SEMESTER table (common examples below):

• ANDREW_ID • MC_FIRST_NAME and PREFERRED_NAME

• MC_LAST_NAME • CLASS_ID • COLLEGE_ID and/or DEPARTMENT_ID • MAJOR_MINOR_NAME (This is the primary major;

additional majors can be found under the

STUDENT_MAJOR_MINOR table)

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• SEMESTER_ID (Especially if multiple semesters are selected) • EXPECTED_GRADUATION_SEMESTER

• Other commonly-used tables:

o QPA – Specify SEMESTER_ID (If using multiple tables with this field) o COURSE (Specifically looking for course information not tied to students) o DEGREE_AWARDED (For declared degrees, not necessarily awarded) o SCHEDULE (Often used to see final grades) o SECTION o STUDENT_ADVISOR (Specify SEMESTER_ID)

Parameter Names

• Parameter names are useful when you have two or more of the same or similarly-named fields as filters

• SEMESTER_ID is a common filter used on multiple tables – You can add a parameter name to distinguish between the tables each SEMESTER_ID filter was added from

• You can add the parameter name when you first add a filter (recommended) or afterward by editing existing filters:

o Follow the steps for adding a filter (see Selecting Filters)

o Once you have the filter box open, you will enter a short description of the table (or other distinguishing aspect) to help you remember what the filter is for and where it was added from

o For example, if you were adding a SEMESTER_ID filter from the STUDENT_SEMESTER table, you could use the phrase “ENRSEM”—short for

“Enrollment Semester”—to distinguish it o You can then add other SEMESTER_ID filters using

appropriate parameter names o Once you close out of the filter box, you can see

the parameter name again by clicking the drop-

down arrow on the filter and clicking “Edit”

Tools & Other Functions

• Column Tools: o Hover your mouse over a column header and a drop-down arrow will appear o “Sort” and “Summary” are the most used options

• Sort, average, count, and count distinct are the most commonly used

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• Renaming Column Headers & Report Titles: o You can rename a column header and the report’s title by double-clicking on it,

making the changes, and clicking “Enter”

o If your report has parameter names, you can set your title to update automatically based on the parameters you enter each time

• In the report title, type “$(PARAMETER NAME)” where the semester should be entered

• This will automatically update the semester in the report title based on the parameters used

• One example would be to type “$(ENRSEM)”, which will populate the semester entered in the SEMESTER_ID field (see Parameter Names)

• Groups: o Click on the “Layout” icon: o You can drag and drop fields into the “Groups” section to create groups within your

report • You can also right-click a field and select “Add to Groups”

Prompts

• Once you have your query ready, you can add prompts so that you can quickly and easily pull reports in the future

• Prompts require filter(s) that have parameter names o If you’d like to simply type in a semester in the future, navigate to a SEMESTER_ID

field to which you have already added a filter with parameter name o Either right-click on the field and select “Prompts” or click the prompts icon to

enable the dragging and dropping feature (and drag and drop the field) o Prompts are automatically set as a drop-down list, but you can edit them to be a text

field if preferred (it is easier to do text with SEMESTER_ID field) • Hover your mouse over the prompt and click the small pencil (edit tool) • Once in the edit box, click the text field option and “OK”

• If you have set your report title to update based on parameters used (see Renaming Column Headers & Report Titles), then the prompts will automatically update the title

Saving Reports

• Once your report is finished, you can either “Save As” or “Save” it to your home directory (or in a public folder, if preferred)

• If you need to edit and save a previously created report, make sure that the editing

feature is enabled

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Browsing Files • Go to the SDW Homepage • Click “Browse Files”

Home Directory

• The home folder is where you will save reports that only

you run

Public Directory

• The public directory holds Canned Reports (“Public” > “SDW” > “Canned Reports”)

• You can also save queries here in specific departmental folders (“Public” > “SDW” > select existing folder or create a new one)

• Avoid saving queries in the main “SDW” folder, as this folder can become over-populated – It is recommended that you save queries in your home or departmental folder

File & Folder Actions

• File Actions: o When you click on a file, the actions will appear on

the right-hand side of the screen (depending on permissions, you might not see all of them)

o Commonly-used: Edit, Cut, Copy, Paste, Move to Trash, Share, Schedule, Add to Favorites

• Folder Actions: o When you click on a folder, the actions will appear on the right-hand

side of the screen (depending on permissions, you might not see all of

them) o Commonly-used: Move to Trash, Properties (to share folder)

Scheduling

• Click the “Schedule…” option under the report’s File Actions

• Choose whether you want to add a timestamp and where you want the file to save

• Choose the recurrance, parameters (if applicable) and output type, then click “Finish”