Before each census date, the folder of Enrollment Reports on google drive (aggregate reports and/ or detail reports) is updated and shared with selected campus and system staff. In order to ensure appropriate access to this folder, the list must be reviewed and updated regularly. A Review Enrollment Reports Folder Access calendar alert is set on the DARTS Projects Calendar to recur every 3 months on 12 days before the census day. To review and update the access list, please follow the instructions below:
Access needed to complete task:
- PS Query - HRPRD
- Edit access on Enrollment Reports Folder Users- DARTS Projects google drive folder
- Editor access on Enrollment Reports google drive folder
Steps:
- Open the Enrollment Reports Folder Users google sheet in the DARTS Projects folder.
- Run UMS_ENROLLMENT_REPORTS_USERS query to Excel in HRPRD.
- Check the status: If a user's status is "Terminated" or "Retired" on the query output (UMS_ENROLLMENT_REPORTS_USERS), remove the EMPLID from the query on both criteria and expression.
- Check position title: If a user's position has changed to that is no longer applicable to accessing data, remove the EMPLID from the query. Do the same as step #6 on Google sheet.
- Check R_T: If user has "T" (temporary) status, check the person.
- After checking the data on steps #3-#5, determine who should be removed from the list. Ask each campus if there is any replacement for the person.
- On the Excel file downloaded on step #2, cut and paste the row to the bottom of the sheet and indicate that they have been deleted.
- Go to the query, UMS_ENROLLMENT_REPORTS_USERS, in HRPRD. Go to "Criteria" tab and delete the EMPLID "in list" condition type. Also, delete the EMPLID in "Expression" tab. If you need to add new users, find EMPLID by running UMS_DTS_ALL_ACTIVE_STAFF_FIND query in HRPRD first. Go back to the query, UMS_ENROLLMENT_REPORTS_USERS and add EMPLID using the "in list" condition type on the "Criteria" tab. Also, modify whether user has detail access or aggregate access on "Expression" tab.
- Once all additions or removals have been completed, save and run the UMS_ENROLLMENT_REPORTS_USERS query again and ensure that:
- The number of rows (names) in the query match the new google sheet you have created
- The position listed for each employee is still relevant to accessing enrollment information
- The LAST_PAY_DATE for each employee is the same as the most recent pay period (keep in mind that some are paid bi-weekly)
10. Create new tab and name it with today's date. Copy and paste the data from the query ran on step #9. Highlight the people who were newly added. There are some people who are not returned by query. Add these people. Copy and paste the removed people from the step #7 at the bottom of the page and delete their email addresses.
11. Compare the Google sheet with the list from the folder of Enrollment Reports (aggregate reports and detail reports). Using email address is the best way. Delete or add people from the appropriate folder.
12. Add viewer access to the Census dataset in Power BI Workspace (Census-DSIT-Data) and add permission to the App (Census-DSIT-Reports). The membership is controlled by the AD group, so ask Todd Berry to update the group. The group name is apps:microsoft:powerbi:studentcensus:detail for detail access and apps:microsoft:powerbi:studentcensus:aggregate for aggregate group. (you can give access temporary by adding individual's' email address.)
