Data Access Requests

access-request reporting DARTS

Access to institutional data is only granted in order for employees to perform job-related responsibilities. Because of the large and distributed nature of the University of Maine System, there is no single place where employees can go to request access to all institutional data needed. As a system, we are continuously improving our data access request processes; please start with the access request website, and work with the individuals for your functional area — and for your institution — listed on the page. They will help you determine which data you need access to, and help you acquire that access.

Overview of Institutional Data Access Request

Where To Request Data Access

The University of Maine System houses institutional data — the data the University of Maine System maintains concerning its students, employees, and finances — in three PeopleSoft® databases: Campus Solutions, Financials, and Human Resources. These PeopleSoft databases, within the University of Maine System, are referred to as MaineStreet. Access is granted to a specific database according to your work duties.

Campus Solutions (Student Data)

Individuals from all campuses can request access by following the directions on the Campus Solutions Access Requests webpage.

Human Resources

Human Resources Information Systems (HRIS) manages HR security access. Your supervisor will need to fill out their security authorization form (also found on HR's website under Forms), and send it to hris@maine.edu.

Finance/GL

If you are a campus employee, your supervisor should email the GL security liaison for your campus.
- For UM, contact Beth Morin (morin@maine.edu).
- For UMA, contact Dan Gaunce (daniel.gaunce@maine.edu).
- For UMF, contact Kathleen Falco (kathleen.falco@maine.edu).
- For UMFK, contact Jacob Jandreau (jacob.jandreau@maine.edu).
- For UMPI, contact Megan Desjardins (megan.desjardins@maine.edu).
- For USM, contact Katie Andrews (katie.andrews@maine.edu).
If you are a system employee, please contact:
- Darla Reynolds (darlab@maine.edu) or
- Janis Elsemore (janis.elsemore@maine.edu)

Data Use

As an employee of the UMS, it is your responsibility to use, store, and dispose of data in secure ways. Below are additional resources to help you in your interactions with our institutional data.

Watch Intro to Institutional Data instructional video to learn about UMS institutional data and best practices. The video and accompanying quiz are required for access to Power BI.
You can find Employee Protection of Data Administrative Practice Letters (UMS data security guidelines), in addition to many other security resources, at our Information Security Office website.

Reporting & Analysis Tools & Training

Across the UMS, several data reporting tools are available both within the data systems, as well as external tools used to extract, process, analyze, and present data. Access to data is required to use any of the tools mentioned below. For many users, data access will be different depending on the tool you are using. When requesting data access, it is important to be clear about which tool or tools you will be using. Below is an overview of the tools most commonly used across the functional areas of the UMS.

PeopleSoft
Query

Power BI
(Business Intelligence)

Structured Query
Reporter (SQRs)

For MaineStreet, the primary data extraction tool is PeopleSoft Query (PS Query). This tool is used to extract data from the Campus Solutions student database, Human Resources database, or Financials database. Frequently, users extract data with PS Query and analyze the data in
Excel, or other data tools.

Training & resources - PeopleSoft Query Basics

The newest tool in our data arsenal is Microsoft Power BI, a user-friendly data visualization, analysis, and presentation tool. This tool was implemented for the UMS in 2020. Microsoft Power BI provides exciting opportunities for both working with data and presenting findings in various formats. Do not get confused with BI Publisher, which is a reporting tool replacing Crystal Reports.

Training & Resources - Power BI Overview

SQR reports are standardized reports written by UMS programmers and available in MaineStreet. An end user fills out a few key criteria for what they are looking for (such as term and campus), and a PDF report is generated for the requested data.

Training and Resources - Oracle SQR and SQL

Applies to

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