The Enterprise Data Warehouse (EDW) is a secure, central system of reference that integrates data from many sources across the UW (for example, Workday Human Capital Management, Workday Finance, Student Database (SDB), etc.). The EDW stores current and historical data, which supports operational reporting and strategic analysis and helps faculty, staff, and students make data-informed decisions.
This article defines the different security roles, outlines the data available for each, and describes how access is requested and administered.
The following matrices identify the data available, by business domain, for each security role. These roles are grouped into two matrices to distinguish whether the roles are managed by a designated Unit ASTRA Authorizer or central office.
Security Roles - Managed by Unit ASTRA Authorizer
The following roles are managed by the designated Unit ASTRA Authorizer. Contact your unit's ASTRA authorizer to request access to the Enterprise Data Warehouse. If you do not know who your authorizer is, use the Find My Authorizer Tool.
Note: This tool suggests authorizers based on your organization and may not always reflect the best option(s). If the suggested authorizer(s) is incorrect, email help@uw.edu with "EDW Access" in the subject line for help identifying the correct authorizer.
The following roles are managed by a central office, as they require elevated access to secure data and require a combination of approvals from the various Data Domain Councils. Submit the Reports, Analytics, and Data Access Request form to request these roles.
1 The Data Domain Council for each business domain defines the access for each role. For more information on the data available for each domain, refer to the Access by Business Domain section below.
2 In addition to one of the security roles above, an additional role is required to access financial data. For more information, refer to the Finance Domain section below.
3 Research Data Domain – refers to access to administrative data related to research operations (such as grant applications and awards), not to the resulting research itself.
4 For Auditor and EDW Administrator roles, "All" means access to every column of data in the EDW.
Access by Security Role
The Enterprise Data Warehouse (EDW) includes data from multiple subject areas. To protect sensitive data, while also providing uniform access to enterprise data users, the Data Management Committee developed security roles to manage access. Users are assigned to a role(s) that is appropriate for their job responsibilities and data use requirements.
These security roles provide granular access to information and define privileges based on specific column access needs. Depending on the sensitivity of the data, access is granted by either a unit’s ASTRA Authorizer or by Data Domain Councils. In both cases, users are assigned to one or more roles defined by the Security Role and Access Matrix.
Note: These roles may not directly relate to a position description or job title. When selecting the appropriate role for a user, please consider the type of unit where they work, their job responsibilities, and their data use requirements.
Advisors/Academic Staff
Attribute
Details
Unit Type
Academic Units.
Role Description
Student advisors and/or other staff, who perform administrative functions related to academic student data only.
Managed By
Unit ASTRA Authorizer
Contact your unit's ASTRA authorizer to request access to the Enterprise Data Warehouse. If you do not know who your authorizer is, use the Find My Authorizer Tool.
Note: This tool suggests authorizers based on your organization and may not always reflect the best option(s). If the suggested authorizer(s) is incorrect, email help@uw.edu with "EDW Access" in the subject line for help identifying the correct authorizer.
HR Data
None - This role does not allow access to HR data.
Finance Data
None - This role does not allow access to finance data.
Student Data
ST Baseline - Provides access to all student data, including student expenditures (tuition, fees, housing, food, etc.), except for the following:
Social Security Number
Disability
Non-charge data in fiscal tables (sensitive student account information)
Financial aid
For more information, refer to the Student Domain section below.
Research Data
None - Excludes access to research administration data.
Administrator/Manager/Fiscal Tech:
Attribute
Details
Unit Type
Any unit.
Role Description
Department administrators and managers in medical, academic, or central departments responsible for administering specific budgets and/or employees within a specific organization.
Managed By
Unit ASTRA Authorizer
Contact your unit's ASTRA authorizer to request access to the Enterprise Data Warehouse. If you do not know who your authorizer is, use the Find My Authorizer Tool.
Note: This tool suggests authorizers based on your organization and may not always reflect the best option(s). If the suggested authorizer(s) is incorrect, email help@uw.edu with "EDW Access" in the subject line for help identifying the correct authorizer.
HR Data
HR Baseline - Includes all HR data except:
Employment Status
Social Security Number
Citizenship
Home Address & Phone
Deductions
Contributions
Date of Birth
Sex
Personnel Actions
Race & Ethnicity
Disability
Veteran Status
Family Medical Leave Act (FMLA)
Benefits
Medical Conditions
For more information, refer to the HR Domain section below.
Finance Data
Fin Baseline - Provides basic access to UW Academy or UW Medicine data, depending on the organization the employee rolls up to. The user must also be assigned to one of the following Finance Baseline roles:
Finance Academy Companies Baseline
Finance UW Med Companies Baseline
For more information, refer to the Finance Domain section below.
Student Data
None - Excludes access to student data.
Research Data
All - Includes all administrative data related to research operations.
Administrative Analyst
Attribute
Details
Unit Type
Any unit.
Role Description
Administrative staff at Seattle, Tacoma, or Bothell campuses responsible for analyzing data to support UW Administration (for example, analysts in UW Finance, Facilities, Information Technology, etc.).
Managed By
Unit ASTRA Authorizer
Contact your unit's ASTRA authorizer to request access to the Enterprise Data Warehouse. If you do not know who your authorizer is, use the Find My Authorizer Tool.
Note: This tool suggests authorizers based on your organization and may not always reflect the best option(s). If the suggested authorizer(s) is incorrect, email help@uw.edu with "EDW Access" in the subject line for help identifying the correct authorizer.
HR Data
HR Baseline - Includes all HR data except:
Employment Status
Social Security Number
Citizenship
Home Address & Phone
Deductions
Contributions
Date of Birth
Sex
Personnel Actions
Race & Ethnicity
Disability
Veteran Status
Family Medical Leave Act (FMLA)
Benefits
Medical Conditions
For more information, refer to the HR Domain section below.
Finance Data
Fin Baseline - Provides basic access to UW Academy or UW Medicine data, depending on the organization the employee rolls up to. The user must also be assigned to one of the following Finance Baseline roles:
Finance Academy Companies Baseline
Finance UW Med Companies Baseline
For more information, refer to the Finance Domain section below.
Student Data
ST Baseline - Provides access to all student data, including student expenditures (tuition, fees, housing, food, etc.), except for the following:
Social Security Number
Disability
Non-charge data in fiscal tables (sensitive student account information)
Financial aid
For more information, refer to the Student Domain section below.
Research Data
All - Includes all administrative data related to research operations.
Faculty/Principal Investigator
Attribute
Details
Unit Type
Academic Units.
Role Description
Faculty who are involved in teaching and learning and/or Principal Investigators who are involved in research.
Managed By
Unit ASTRA Authorizer
Contact your unit's ASTRA authorizer to request access to the Enterprise Data Warehouse. If you do not know who your authorizer is, use the Find My Authorizer Tool.
Note: This tool suggests authorizers based on your organization and may not always reflect the best option(s). If the suggested authorizer(s) is incorrect, email help@uw.edu with "EDW Access" in the subject line for help identifying the correct authorizer.
HR Data
HR Baseline - Includes all HR data except:
Employment Status
Social Security Number
Citizenship
Home Address & Phone
Deductions
Contributions
Date of Birth
Sex
Personnel Actions
Race & Ethnicity
Disability
Veteran Status
Family Medical Leave Act (FMLA)
Benefits
Medical Conditions
For more information, refer to the HR Domain section below.
Finance Data
Fin Baseline - Provides basic access to UW Academy or UW Medicine data, depending on the organization the employee rolls up to. The user must also be assigned to one of the following Finance Baseline roles:
Finance Academy Companies Baseline
Finance UW Med Companies Baseline
For more information, refer to the Finance Domain section below.
Student Data
ST Baseline/ST Aid Low - Provides access to all student data, including student expenditures (tuition, fees, housing, food, etc.) and select financial aid data (for financial need analysis only). It excludes:
Social Security Number
Disability
Non-charge fiscal data (sensitive student account information)
For more information, refer to the Student Domain section below.
Research Data
All - Includes all administrative data related to research operations.
Payroll Coordinator
Attribute
Details
Unit Type
Any unit.
Role Description
Payroll Coordinators in academic or central departments responsible for processing payroll information for specified groups of UW employees.
Managed By
Unit ASTRA Authorizer
Contact your unit's ASTRA authorizer to request access to the Enterprise Data Warehouse. If you do not know who your authorizer is, use the Find My Authorizer Tool.
Note: This tool suggests authorizers based on your organization and may not always reflect the best option(s). If the suggested authorizer(s) is incorrect, email help@uw.edu with "EDW Access" in the subject line for help identifying the correct authorizer.
HR Data
HR Expanded - Includes all HR data except:
Social Security Number
Citizenship
Home Address & Phone
Deductions
Contributions
Date of Birth
Sex
Personnel Actions
Race & Ethnicity
Disability
Veteran Status
Family Medical Leave Act (FMLA)
Benefits
Medical Conditions
For more information, refer to the HR Domain section below.
Finance Data
Fin Baseline - Provides basic access to UW Academy or UW Medicine data, depending on the organization the employee rolls up to. The user must also be assigned to one of the following Finance Baseline roles:
Finance Academy Companies Baseline
Finance UW Med Companies Baseline
For more information, refer to the Finance Domain section below.
Student Data
None - Excludes access to student data.
Research Data
All - Includes all administrative data related to research operations.
Chancellor/Dean/Dean's Analyst
Attribute
Details
Unit Type
Academic Units.
Role Description
Chancellors, Deans, or principal analysts for an academic unit. This role provides elevated access to Student Financial Aid data.
For more information, refer to the HR Domain section below.
Finance Data
Fin Baseline - Provides basic access to UW Academy or UW Medicine data, depending on the organization the employee rolls up to. The user must also be assigned to one of the following Finance Baseline roles:
Finance Academy Companies Baseline
Finance UW Med Companies Baseline
For more information, refer to the Finance Domain section below.
Student Data
ST Baseline/ST Aid Low - Provides access to all student data, including student expenditures (tuition, fees, housing, food, etc.) and select financial aid data (for financial need analysis only). It excludes the following:
Social Security Number
Disability
Non-charge data in fiscal tables (sensitive student account information)
For more information, refer to the Student Domain section below.
Research Data
All - Includes all administrative data related to research operations.
Academic Analyst
Attribute
Details
Unit Type
Central Offices.
Role Description
Analysts that need elevated access to some student data (for example, Social Security Numbers or disability information), often for National Institute of Health reporting.
For more information, refer to the HR Domain section below.
Finance Data
Fin Baseline - Provides basic access to UW Academy or UW Medicine data, depending on the organization the employee rolls up to. The user must also be assigned to one of the following Finance Baseline roles:
Finance Academy Companies Baseline
Finance UW Med Companies Baseline
For more information, refer to the Finance Domain section below.
Student Data
ST Expanded - Provides access to all student data, including student expenditures (tuition, fees, housing, food, etc.), except for the following:
Non-charge data in fiscal tables (sensitive student account information)
Financial aid
For more information, refer to the Student Domain section below.
Research Data
All - Includes all administrative data related to research operations.
Student Fiscal Analyst
Attribute
Details
Unit Type
Central Offices.
Role Description
Analysts who provide student fiscal data analysis to UW central offices.
For more information, refer to the HR Domain section below.
Finance Data
Fin Baseline - Provides basic access to UW Academy or UW Medicine data, depending on the organization the employee rolls up to. The user must also be assigned to one of the following Finance Baseline roles:
Finance Academy Companies Baseline
Finance UW Med Companies Baseline
For more information, refer to the Finance Domain section below.
Student Data
ST Expanded/ST Fiscal - Provides access to all student data, including student expenditures (tuition, fees, housing, food, etc.). It excludes the following:
Non-charge data in fiscal tables (sensitive student account information)
Financial aid
For more information, refer to the Student Domain section below.
Research Data
All - Includes all administrative data related to research operations.
Institutional Analyst
Attribute
Details
Unit Type
Central Offices.
Role Description
RESTRICTED: Only available to Institutional Research staff at Bothell, Seattle, or Tacoma campuses, who are responsible for providing enterprise-wide analysis of institutional data.
For more information, refer to the HR Domain section below.
Finance Data
Fin Baseline - Provides basic access to UW Academy or UW Medicine data, depending on the organization the employee rolls up to. The user must also be assigned to one of the following Finance Baseline roles:
Finance Academy Companies Baseline
Finance UW Med Companies Baseline
For more information, refer to the Finance Domain section below.
Student Data
ST Expanded/ST Aid Med - Provides access to all student data, including student expenditures (tuition, fees, housing, food, etc.) and select financial aid data (for enterprise-wide research and reporting only). It excludes the following:
Non-charge data in fiscal tables (sensitive student account information)
For more information, refer to the Student Domain section below.
Research Data
All - Includes all administrative data related to research operations.
Student Aid Analyst
Attribute
Details
Unit Type
Central Offices.
Role Description
RESTRICTED: Only available to employees in the Office of Student Financial Aid. These are Analysts, who provide student aid data analysis to UW central offices.
For more information, refer to the HR Domain section below.
Finance Data
Fin Baseline - Provides basic access to UW Academy or UW Medicine data, depending on the organization the employee rolls up to. The user must also be assigned to one of the following Finance Baseline roles:
Finance Academy Companies Baseline
Finance UW Med Companies Baseline
For more information, refer to the Finance Domain section below.
Student Data
ST Expanded/ST Aid High - Provides access to all student data, including student expenditures (tuition, fees, housing, food, etc.) and all financial aid data (for Office of Student Financial Aid operations staff only). It excludes the following:
Non-charge data in fiscal tables (sensitive student account information)
For more information, refer to the Student Domain section below.
Research Data
All - Includes all administrative data related to research operations.
Payroll Analyst
Attribute
Details
Unit Type
Central Offices.
Role Description
RESTRICTED: Only for Central Payroll Department analysts and functional staff. For example, work includes federal income tax and employee deduction data access needs
For more information, refer to the HR Domain section below.
Finance Data
Fin Baseline - Provides basic access to UW Academy or UW Medicine data, depending on the organization the employee rolls up to. The user must also be assigned to one of the following Finance Baseline roles:
Finance Academy Companies Baseline
Finance UW Med Companies Baseline
For more information, refer to the Finance Domain section below.
Student Data
ST Baseline - Provides access to all student data, including student expenditures (tuition, fees, housing, food, etc.), except for the following:
Social Security Number
Disability
Non-charge data in fiscal tables (sensitive student account information)
Financial aid
For more information, refer to the Student Domain section below.
Research Data
All - Includes all administrative data related to research operations.
Academic Personnel/HR Analyst
Attribute
Details
Unit Type
Central Offices.
Role Description
RESTRICTED: Only for Central Office HR, Academic HR or EOO analysts and functional staff
For more information, refer to the HR Domain section below.
Finance Data
Fin Baseline - Provides basic access to UW Academy or UW Medicine data, depending on the organization the employee rolls up to. The user must also be assigned to one of the following Finance Baseline roles:
Finance Academy Companies Baseline
Finance UW Med Companies Baseline
For more information, refer to the Finance Domain section below.
Student Data
ST Baseline - Provides access to all student data, including student expenditures (tuition, fees, housing, food, etc.), except for the following:
Social Security Number
Disability
Non-charge data in fiscal tables (sensitive student account information)
Financial aid
For more information, refer to the Student Domain section below.
Research Data
All - Includes all administrative data related to research operations.
Auditor
Attribute
Details
Unit Type
Internal Audit
Role Description
RESTRICTED: Only for UW Internal Audit staff. Universal access granted by special University privilege
All - Includes all administrative data related to research operations.
Access by Business Domain
Data Domain Councils (historically, these were Data Custodians) classify data for each business domain within the Enterprise Data Warehouse according to security principles and standards. The tables in this section classify each category of data, by business domain and privilege level. The business domains and privilege levels are represented in the Security Role and Access Matrix above, to show the level of access associated with specific roles.
Note: The “X” indicates that a user has read only access to a category of column data in the EDW.
Human Resources Domain
Type of Data
Privilege Level
HR Baseline
HR Expanded
HR High
HR Full
All human resources data except for the categories listed below
X
X
X
X
Employment Status
X
X
X
Social Security Number
X
X
Citizenship
X
X
Home Address & Phone
X
X
Deductions
X
X
Contributions
X
X
Data of Birth
X
X
Sex
X
X
Personnel Actions
X
X
Race & Ethnicity
X
Disability
X
Veteran Status
X
Family Medical Leave Act
X
Benefits
X
Medical Conditions
X
Student Domain
Type of Data
Privilege Level
ST Baseline
ST Expanded
ST Fiscal
ST Aid Low
ST Aid Med
ST Aid High
All student data except the categories listed below
X
X
X
X
X
X
Student Charge Data in Fiscal Tables5
X
X
X
X
X
X
Social Security Number
X
X
X
X
Disability
X
X
X
Non-Charge Data in Fiscal Tables6
X
Financial Aid Low7
X
X
X
Financial Aid Medium8
X
X
Financial Aid High9
X
5Student Fiscal charge related tables contain student expenditures for tuition, fees, housing, food, etc.
6Student Fiscal non-charge related tables contain sensitive student account information
7Financial Aid Low – minimal access – Select financial aid data for financial aid need determination analysis only
8Financial Aid Medium – broad access – Select financial aid data for enterprise-wide research and reporting only
9Financial Aid High – complete access – All financial aid data for Office of Student Financial Aid operations staff only
Finance Domain
Access to finance data is managed differently than other types of data. To access finance data in the EDW, a user must be assigned a role with access to finance data AND a Finance Companies Baseline role:
REQUIRED: Finance Companies Baseline roles: With the implementation of Workday Finance, finance data was segmented into two companies: UW Academy and UW Medicine. To access finance data in the EDW, a user must be assigned to a Security Role with access to finance data AND the appropriate Finance Companies Baseline role for their position. This baseline role determines which segment of finance data a user will be able to access:
Finance Academy Companies Baseline
Finance UW Med Companies Baseline
OPTIONAL: Additional roles for elevated access: These roles are assigned, as needed, in addition to one of the Finance Baseline roles above. This breaks the pattern of creating global roles and shifts toward an “a la carte” option for assigning access:
Finance All Companies Elevated
Finance Payroll Elevated
Clinical Salary
The following table summarizes these roles:
Finance Role
Description
Managed By
Finance Academy Companies Baseline
Provides basic access to UW Academy financial data for UW Academy EDW users.
Unit ASTRA Authorizer
Contact your unit's ASTRA authorizer to request access to the Enterprise Data Warehouse. If you do not know who your authorizer is, use the Find My Authorizer Tool.
Note: This tool suggests authorizers based on your organization and may not always reflect the best option(s). If the suggested authorizer(s) is incorrect, email help@uw.edu with "EDW Access" in the subject line for help identifying the correct authorizer.
Finance UW Med Companies Baseline
Provides basic access to UW Medicine financial data for UW Medicine EDW users.
Finance All Companies Baseline
Provides basic access to UW Academy and UW Medicine financial data.
RESTRICTED: Use is limited to those designated for access to both UW Academy and UW Medicine financial data, but no elevated access.
Data Management Committee
Email dmc-support@uw.edu to request access. Include the following information:
The role you are requesting.
A justification for elevated access to financial data.
Finance All Companies Elevated
Provides increased access to financial data for all of the UW institution. This role parallels Workday’s Financial Analyst All Companies role.
RESTRICTED: Use is limited at this time but may align to similar users in a related Workday security role.
Finance Payroll Elevated
Provides access to payroll deductions data.
RESTRICTED: Extremely limited set of users.
Clinical Salary
Provides access to clinical salary data.
RESTRICTED: Extremely limited set of users defined by HRDDC and School of Medicine
Frequently Asked Questions
To access finance data in the EDW, a user must be assigned a role with access to finance data AND a Finance Companies Baseline role. For more information, refer to Finance Domain.
You may be missing the necessary finance role. To resolve this issue, email help@uw.edu and include "EDW Access" in the subject line.
Version History
Version
Effective Date
Description
24
January 2025
Migrated this content from a Google doc to the knowledge base, added links and an FAQ section, and reorganized the content.
23
December 2024
Added the Finance All Companies Baseline role.
22
N/A
Added the last section on Finance and adapted the main table to indicate the change to “Fin Baseline” data access from “all data”. It also captures the paradigm shift from holistic roles to manage access to more tightly defined data access by subject areas.