Location Security Implementation WNYRIC DW Location Security Implementation

New Data Warehouse Service for Public School Districts Currently Data Warehouse Base Service – District: All district, charters pay same annual base fee regardless of size. Annual fee per district is $3650. 2017-18 No change in price. In 2017-18 New Service: Data Warehouse Base Service – Building Smaller districts with less buildings pay less than larger. Fee based on number of buildings. $75/building. Both services are mandatory for public school districts. Pilot Phase II Guidance

Location Security is a Component of the new Base Service-Building (650 Verification and instructional reporting can also be provided at the building level. Allows districts to provide access to student and personnel data while providing reasonable methods to limit access to those school officials with legitimate educational interest in the records. Many reports include only those students and personnel in a particular building and access to those reports can be limited to specific district personnel (typically the building principal). Less confusion when navigating the reporting available via WNYRIC’s DW.

Location Security Current WNYRIC DW access is at a district level. Users have access to WNYRIC DW reports for all district locations. This includes all student data collected within the DW e.g. demographic, enrollment, assessment, program data, attendance data. It can also include staff data available via reports. Exception is staff evaluation data.

Location Security Provides more flexibility and control over who has access to data. User access can be established at a district level or for a given location (s) as appropriate for the user’s role within the district.

Number of users per district The number of users will be calculated based on the number of buildings plus 3 from the base District Data Warehouse service. For example, a district with a two elementary schools, a middle school and a high schools will be able to have up to 7 DW users.

Number of User Per District District administration decides who is allotted the district access and how the location security access is distributed. For example, the total of 7 users from our example could be distributed as follows: Case 1: 3 district users 1 user per each school Case 2: 1 user with access to each elementary school. (total 2). 1 user with access to both the middle school and high school. 1 user with access to both elementary and the middle school.

Implementation of Location Level Security Our goal is to provide districts with an opportunity to establish location level security starting July 1, 2017. Billing for the new service will not occur until 2017-18. Basic process for establishing security will remain the same. Security forms are signed by requestor, District Data Coordinator/CIO and Superintendent. New location level security form will be introduced.

Process for Location Security Complete and send signed DW Location Security Form for each user participating in pilot to dataview@e1b.org. WNYRIC will establish access either by modifying access for existing user or by creating user ID and temporary password for a new user. WNYRIC uses a utility to establish access. Longer term plan is to make this utility available to districts. User will receive a notification from us once we have submitted request for access and to expect an automated e-mail from WNYRIC Service Desk. New users will receive automated e-mail from WNYRIC Service Desk with temporary password and instructions to set up permanent password and security questions.

Once access is granted… New DW users with location level access will establish passwords and security questions. All location users will need to access WNYRIC DW and review available reports to ensure security is as designated on DW security form. E.g. Does he/she only see data for the location(s) requested and authorized on the security form.

Step 1. Location users will check Permissions Report in Help Folder Report problems to WNYRIC via dataview@e1b.org

Step 2. Location Users will check data in available reports in each folder for correct location security level

Problems? We recommend location users report problems to the district contact (e.g. District Data Coordinator). District contact will communicate problems to DW Support Team via dataview@e1b.org WNYRIC staff will investigate and resolve problem. WNYRIC staff will notify user and cc district data coordinator once the problem is addressed and will request the user to review access again.