The data warehouse is a collection of data about individual students, applicants, courses, and instructors that has been created from mainframe databases. Data from September 1, 1991 forward is included about:
The complete academic record exists for all students who have registered at Queen's on or after September 1, 1991, including courses a student enrolled in prior to that date.
Information about current applicants is restricted to users in the Admissions Offices.
The data include:
The data is stored in an Oracle database on a server in Dupuis Hall. It is refreshed from the mainframe system nightly. Access to the data is via BI Query from OpenText. Access from home via a modem is not available.
The data warehouse is used to meet for both operational and analysis needs.
Operational needs would include class lists, sets of mailing labels, enrolment counts, various rosters of students, etc. (generally those sorts of retrievals that are done on some regular, repetitive basis).
Analytic uses might include internal academic reviews, enrolment trends, retention trends, distributions of marks or grades, marking trends, correlation of secondary school performance with university performance, completion rates, etc.
Once department staff are trained in the use and operation of retrieval procedures, it is expected that many of the simpler information requests that now come to the Office of the University Registrar (OUR) will be met by departments themselves.
Department heads nominate those individuals whose duties require them to have access to collections of private data about applicants, students, awards, or instructors. These users typically want to get an analysis or a listing of a group of applicants or students or awards, rather than looking at individual student records. Individual student records will continue to be available on the existing mainframe system using PCICS.
These users may be involved in collecting statistics for departmental reviews or reports for the department head. They may be designated student advisors who want class lists or who want to explore patterns of enrolment, marks patterns, or patterns in applicant or awards data.
Individual instructors would not normally have or need access to this data to perform their duties. Class lists are available to them through the department advisors.
The cost per user of this system is $ 470, payable by journal transfer to Computing Services.
GQL manuals are available on-line as .pdf documents. No copies of the software are provided - the software is installed by the user via Ida once the user is authorized by the OUR to have access to the data and has paid for a license.
New users are asked to email the SDW Administrator with the following information:
Please note that this information, after review and approval by the SDW Administrator in the Registrar's Office, will be forwarded to ITS for invoicing and license control.
Registration for the training is automatic once the user has completed the above-mentioned web application form. Training is organized on an as-needed basis.
Each SDW user requires a userid (normally the same as their e-mail userid) and a BI Query password. The SDW account information is provided to users at the first training session.
The Office of the University Registrar co-ordinates and administers the training. Users are required to attend a training session.
The goal of the training session is:
BI Query/SDW support is provided by the SDW Administrator in the Office of the University Registrar. Inquiries regarding the data or 'how to' questions about BI Query/SDW should be addressed here.
A comprehensive dictionary lists all possible data values for all variables. Periodic updates are made available when warranted. The data dictionary is maintained by the SDW Administrator.
A listserv (GQL-L@lists.queensu.ca) has been set up for user support and communications. After the training sessions, attendees are added to the listserv. Any important information regarding the warehouse is conveyed through the listserv.
Only PC version of BI Query is available
See the Open Text Website for system details.