Obtaining Access to Data Management and Analytics Reports

Alumni Relations and Development (ARD)

To request access the user should submit a completed Confidentiality Agreement and ARD Security Access Request form to ARD-HELP@northwestern.edu

For help with creating reports, the user should contact their SSR. If the user is an SSR, they should send a message/request for help to the SSR listserv. If the user is outside of ARD and does not have an SSR, they should contact NUIT support.

CatConnect Reports

Contact IT Technology Support Services (1-HELP) or for setting up FFRA report access, start at: http:/ffra.northwestern.edu/security/.

On that page, there are the links to security forms and job aids. "Sponsored Program Management" rights on the FFRA security form grants access to Effort Reporting.

Beneficiary and Stewardee Reporting

(Endowment Reporting and Expendable Funds Reporting)

FFRA Team Members

Access processes for Endowment vary by report/tool. Access to the following Endowment reports is granted to all users of FFRA Financials reports and all users who have access to Central/Accounting Services or Central/Budget FFRA reports. To request access to any of these reports, start at: http:/ffra.northwestern.edu/security/

• BAS001 – Direct Spending and Transfers
• BAS002 - Endowment Spending Balances

Access is based on business role.

ARD Team Members or Non-FFRA Team Members

Access is based on role and provisioned by approved request. These reports are meant for a very specific use case. Users must have access to 1. FFRA reports AND 2. access to ARD-BI reporting to access the reports:

• BAS001 – Direct Spending and Transfers
• BAS002 - Endowment Spending Balances
• BAS003 - Project Level Spending

• BAS004 - Financial Summary
• Beneficiary and Stewardee Self-Service Query

To request access to any of these reports, submit the following forms below: 

1. ARD Data Confidentiality Form

For non-ARD users – Confidentiality Agreement for non-ARD Staff Form

*ARD Team Members likely already have this, no need to resubmit

2. Fill out the following sections of the ESAF Systems Central Security Access Form:

• Section A – Instructions, Personal Contact Info, Request Type
• Section D – ChartField Security / Row Level Security – request to “Model RLS after existing user”
• Section K – Budget Office Central Office Roles – request to “Model Budget Office Access after Existing User”
• Section O – General Ledger Central Office Roles – request to “Model General Ledger Access after Existing User”
• Required Approvals on page 14

       *If you do not have an existing user to model go to inquire which NETID to model after in your email to Donor Relations

3. Send an email to Donor Relations donor-relations@northwestern.edu with your request and any approval you have obtained.
4. Once approved submit request to the R&A group who will ask for your approval status (Access Request Form)

Access is based on business role and will be evaluated on approval and business need.

ESAF Systems Central Security Access Form

(Also see Security Forms and Reports)

For access to NUFinancials data, complete the General Security Access Form. For the Request Type, choose ChartField Security / Row Level Security. Then complete Section D: Chartfield Security Access.

For access to Grants and Agreements (CERES) data, complete the General Security Access Form. For the Request Type, choose Grants Management. Then look for the CERES Report Access section on page 5. Mark "Add" for COGNOS Report User, and if you also plan to create your own reports, also mark "Add" for Cognos Self Service.

Access processes for Admissions vary by report/tool. The user should contact Northwestern IT Support at consultant@northwestern.edu or 1-HELP. IT Support will direct the user to a Data Management and Analytics (DMA) representative who will help them determine what steps they should take to request the access they need.

The Student Admissions Form is required for access to all Student Admissions reporting tools.

For the Undergraduate Student Lifecycle Query and the Undergraduate Student by Term Integrated Query, the Student Records access form is also required, if the user does not already have access to Student Records -BI reporting tools.

Student Funding History

• View funding history for an individual student (i.e. to check use of TGS allocated quarters or to look for GA/TA quarters).
• View funding history for a program or school.
• View funding history on a particular chart string (i.e. to determine who was funded on a training grant).
• Use the data in the report to populate a “dashboard” to be used by senior leaders in making funding decisions.

The user should fill out and submit the Student Records access form.

For further help, please open a Service Manager Ticket for University Enrollment - SES