FAQs

General Data and Analytics

I need a contact person for additional help with Workday reporting and historical data.

Contact information for reporting leads and business area representatives is available in the Adminsitrative Resource Center to help with your data and Workday reporting needs. Log in to the ARC with your Ohio State credentials.

If you still have questions about getting historical data or reporting help after consulting the information in the previous link, please contact the Service Desk by calling 614-688-4357 (HELP) or emailing servicedesk@osu.edu and ask that your question be routed to the “Administrative Services Data Warehouse” group.

What certified data sources are available?

It's highly recommended that users only connect to certified data sources. Certified data sources are those that have been approved by the Data Governance team and by business area data stewards. New data sources are constantly being added to Tableau. This list of current data sources displays what is in production and what is in-progress.
 
To obtain access to a specific data source, follow the RAE access instructions.

Why is data important?

Data is an institutional asset that can help develop trust and confidence. Formally structured data and accompanying data resources will prove useful in making informed decisions. Additionally, data governance encourages greater user education and outreach, which will help Ohio State become a leader in data literacy amongst higher education institutions.

How do I know whether my data is appropriate to share?

Ohio State's Institutional Data Policy should be referenced for guidance on how to responsibly use and share data in accordance with legal, regulatory, administrative and contractual requirements. If you have additional questions, consult with your Tableau Project Leader.

Will the university offer training services for the data and analytics environments and tools?

Yes. We are currently developing training modules and classes to cover all aspects of the new reporting solutions, including Workday Reporting, Workday Worksheets and Tableau, among others. See the Training page for current learning opportunities.

What is Tableau Server?

Tableau Server is a reporting tool that supports shared data visualizations and analyses throughout the institution, emphasizing accuracy and transparency as hallmarks of Ohio State's approach to data management.

Is Tableau Server available for the Wexner Medical Center?

Tableau Server is available to all campus faculty and staff; however, only select medical center employees with special permission may leverage this tool given the sensitivity of patient data.

Collibra

What is Collibra?

Collibra is software that the university has licensed to provide data cataloging and data governance functionality. The first set of contents in Collibra will support Workday Release 1 and contain a catalog of reports, datasets and terms with definitions.  Contents will grow over time as more data domains are defined and more content is loaded into the catalog. Collibra also supports the Data Governance program with stewardship functionality.

How do I get access to Collibra?

To request access to Collibra, go to collibra.osu.edu and click the Request Access link.

What do I see when I click on “Block O” on the top left Collibra toolbar?

Clicking on the “Block O” will take you to the dashboard you last visited within Collibra.

What can I interact with or do with the data in Collibra?

Users may interact with the metadata in Collibra by rating, commenting, and even requesting information that is not provided. Interacting with the data available in Collibra will help create a more comprehensive catalog and help improve understanding of Ohio State’s data assets.

Did Ohio State always have a data catalog?

Previously, Ohio State used a product called Data Cookbook while the OSU Wexner Medical Center used Informatica IGC product, which are both retired. Both are now implementing Collibra in partnership for the entire Ohio State community to create a shared catalog. This opportunity allows users to expand the catalog and make it better and more comprehensive.

How do I make sure someone sees my comment?  

Comments can be added to any type of asset in Collibra. When you select an asset, scroll down to the bottom of the page where comments are displayed. Your name will be shown above your comment and comments will workflow to stewards for review and action.

How do I submit a suggestion for a new term?  

You can select the "Propose Business Term" button from Quick actions which will open a form window. Type the suggested term and associated information. Note that only the Name and Type are required. Select "Propose" and the request will be routed to the appropriate data steward(s) for review and approval. Once the data stewards process and approve it, all users will be able to see the new term and its definition.

How do I know who the domain steward is for an area?

You can view the domain steward on the "Responsibilities" page. Select "Browse" from the top left toolbar, then pick any domain from the organization hierarchy. On the domain page, click the "Responsibilities" link from the left panel and you will be able to see the individuals assigned to stewardship roles in that domain. If you see "Inherited" above the steward or member name, it implies that they are inheriting the responsibility from higher level in the current domain structure. Another way to view the domain steward is by clicking on the grid situated at the rightmost corner of the toolbar and selecting "Stewardship." Select domain from the Ohio State University data domain structure to view the stewardship roles.

How do ratings work? (what types of assets you can rate and how the ratings calculate)

Users may rate quality of reports or data sets by adding ratings to them. Ratings range from 1 to 5, with 5 being excellent quality. To view or rate a report or data set, one can visit the respective asset page and scroll down to get to Ratings. The cumulative ratings are an average of all individual ratings added by users.

How does Collibra support the Data Governance program? 

The priorities of the Data Governance program at Ohio State are Trust and Transparency. Collibra supports both objectives by providing a place to catalog reports and datasets so that they can be easily searched and located for use in analysis once appropriate access approval has been completed. Definitions are available for business terms or data elements to help users select the appropriate data for use in analysis and reporting. In addition, comments and ratings help users understand the quality level of datasets and which are better than others for certain use cases.

What do I do if my area has reports or datasets that we would like to have listed in the data catalog?

To work with the Data Governance team to add content to the Collibra data catalog, please email CIO-DataCatalog@osu.edu with a brief description of what you are interested in adding to the catalog and a member of the team will contact you for more specifics. The email will create a ticket in ServiceNow and you may track the status of the ticket as you would any other service request.

Is any training available for Collibra?

Collibra has training and support materials available on its website called Collibra University. Anyone with an osu.edu email address may sign up for a Collibra University account and access a wide variety of online courses available from the Collibra University. (NOTE:  Our custom training portal is forthoming.)

Data Governance

What is Data Governance?

Data Governance is a framework of processes and tools that manage institutional data. More simply, it is about who has decision rights about data such as defining terms, approving access, and managing data quality to improve and protect Ohio State’s data assets.

What is a data domain?

Data domains are logical groupings of related data to provide a common structure in order to clearly define boundaries, interdependencies and stewardship areas of responsibility. Data domains consist of Primary Domains subdivided into Secondary Domains. The domain structure will continue to grow and expand to cover all data at Ohio State including the Wexner Medical Center. By design, Ohio State’s domain structure is not specifically tied to our organizational structure or to particular systems to minimize the impact of organizational or system changes.

What is a data steward? 

A data steward is someone who has been assigned a formal role as an Operational Data Steward, Secondary Domain Steward or Primary Domain Steward. As part of their role, Data Stewards are designated university officials whose functional areas of responsibility include the creation or origination of institutional data. They have overall responsibility for managing and maintaining such data. Data stewards are the main point of contact for their respective data and how it should be used.

Whose role is it to take care of data at Ohio State?

It is everyone’s role to take care of data, even if you have not formally been assigned a data stewardship role. We all have a part to play in the caretaking and safeguarding of data which we create or use in our jobs and roles.

Tableau

Tableau Access

How can I obtain or renew a Tableau license key?

Tableau Desktop software must be installed direcly on your PC or laptop. This requires a valid license product key which is provided with purchase. For information about Tableau Desktop access, visit the Data and Tool Access page.

How do I get access to Tableau? Who is my area’s Tableau Project Leader?

To obtain access in Tableau, submit a request through ServiceNow

Complete these fields:

  • Request Type: New Account/Access
  • Tableau Project Name: Indicate your area*
    • "None" is an acceptable value for area.
  • Role: Report users

If you are looking for your area's project leader, review the Tableau Project Leader list. If you do not see a Project Leader for your area and would like one, contact CIO-TableauAdmin@osu.edu

I’m a Tableau Server Project Leader, and I’m trying to provide someone access to my project (or dashboard), but they’re not appearing in the list of users.

The process for adding or changing access uses ServiceNow. Use this ServiceNow link to initiate a Self Service request. If you have questions about the process or need assistance, contact CIO-TableauAdmin@osu.edu

What Tableau dashboards/data sources exist from an enterprise standpoint?

The list of available Tableau dashboards/data sources is available through this Certified Enterprise Dashboards and Data Sources link.

Tableau Usage

How can I develop a Tableau dashboard using departmental data located in local files (Excel, CSV, etc.) and/or departmental databases?

In order to develop Tableau dashboards using departmental data, you’ll need the Tableau Desktop software, and a valid license.

It is imperative for developers to ensure proper security is enforced with certain types of data. Please work with your Tableau Server Project Leader for things like managing group memberships and permissions, establishing database connections and sensitive data guidance.

Additionally, if you’d like to share your dashboard, please see the next answer below.

Who should I contact and what is the process to make sure it is OK to share a dashboard?

Your first contact will be with your Tableau Server Project Leaders. If you have a sharable dashboard, the Project Leader will work with the data steward community to ensure sharing the data contained in the dashboard is OK.

What kind of data can I upload to the Tableau Server?

Please verify what data is OK to upload with your area’s Tableau Server Project Leader.

How can I share my Tableau dashboard? How can I control who can see my dashboard?

To share your dashboard, you would use Tableau Server to publish it. To ensure access, you would work with your Tableau Server Project Leader, please contact this individual with your request. Please see the list of Tableau Server Project Leaders. If you’d like to use the Tableau Server, and your department does NOT have a Tableau Server Project Leader, and you’d like to become one, please submit a request briefly explaining your situation to CIO-TableauAdmin@osu.edu.

Your Tableau Project Leader has the ability to set permissions on every view/dashboard in their project folder. The project leader will work closely with the publishers/developers and the data stewards to ensure data is secured and only visible to users who have access to see that data.

How do I protect my workbook from being edited or downloaded by someone not in my desired group?

You will work with your Tableau Project Leader to apply security to your dashboards so users cannot edit/download data/download your dashboard.

How can I develop content in Tableau using an enterprise data source, like the Operational Data Store (ODS)?

Please refer to the Certified Enterprise Dashboards and Data Sources link. This will list all certified enterprise data sources. You may connect in Tableau Desktop from Connections – Tableau Server.

How can I consume a Tableau dashboard that I know exists on the Tableau Server?

Each department has their own Tableau Server Project Leader who maintains access to their department’s dashboards. For the dashboard that you’d like to access, you should contact that department’s Tableau Server Project Leader. If you would like to see who the Tableau Server Project leaders are, please refer to the list of Tableau Server Project Leaders.

Tableau Tech Questions

Who do I work with to get connections/firewall setup?

In the event you would like to connect to a data source and you are having issues with connecting to the data source, first reach out to your local IT support team to ensure your connections are valid. If you still cannot connect to your data source, reach out to CIO-TableauAdmin@osu.edu.

How do I register my Tableau Desktop software?

  • Choose “Activate by signing in to a server” from the options shown in the screen shot below.
  • Input “https://dataviz.rae.osu.edu/.“
  • Login through the DUO push process.

Screen shot of Tableau registration steps

I’m a Tableau developer and would like to use the Ohio State standards with my dashboard

I receive a "Invalid username or password" error message when I log into Tableau

This is most likely due to a caching issue. You can clear your browser cache, use incognito (Chrome), or choose an alternate browser.

Who may I contact when I have Tableau technical issues?

Your first point of contact should always be your Tableau Project Leader. If your Project Leader cannot resolve your issue, they will reach out to the Tableau Server Administrators to address the problem.

How do I sign up for a Tableau Doctor session?

You may register using the Tableau Doctor session link.

Reporting and Analytics Environment (RAE)

What is the RAE?

The Reporting and Analytics Environment (RAE) is both a place to source and store data. It will provide an environment for data analysts interested in creating reports and performing analytics with cross-functional datasets. The RAE will house historical data, as well as data from other systems that will not be converted to Workday.

How is the RAE related to the implementation of Workday?

Workday’s robust reporting environment will take us a long way towards being able to leverage our data quickly and easily for operational decisions at all leadership levels. However, Workday alone is not sufficient to help us to track our progress towards strategic goals, meet all external reporting requirements, explore what-if scenarios or fine-tune our projections and forecasts, which is why a companion Reporting and Analytics Environment is in scope for the Project.

Much of the data that now resides in local data marts distributed across campus will be brought together in Workday and the Reporting and Analytics Environment. Teams in different units who rely on these data for their units’ processes will access them from Workday and the Reporting and Analytics Environment. Historical data from local data marts can be included in RAE.

What tools can I use to access data in the RAE?

Data in the RAE can be accessed using Tableau Web (using Enterprise Tableau Data Sources), Tableau Desktop or any SQL-capable desktop tool (such as DBeaver).

How can I connect directly to the Redshift tables available to me?

If you have been granted access to any Redshift tables in the RAE, you can access them with a SQL navigation program. DBeaver is the selected tool of choice for accessing the RAE, however, you can still use your current software. You will need to update your settings in your SQL navigation program to be able to connect. Instructions on how to install DBeaver and what settings to use are located in the OTDI Knowledge Base.

I need a contact person for additional help with Workday reporting and historical data.

Contact information for reporting leads and business area representatives is available in the Adminsitrative Resource Center to help with your data and Workday reporting needs. Log in to the ARC with your Ohio State credentials.

If you still have questions about getting historical data or reporting help after consulting the information in the previous link, please contact the Service Desk by calling 614-688-4357 (HELP) or emailing servicedesk@osu.edu and ask that your question be routed to the “Administrative Services Data Warehouse” group.

Who should I contact for RAE technical support?

If you are having technical issues with connecting to or querying the RAE, please contact the IT Service Desk.