Creation of a Data Warehouse and Data Management Standards
One of the key components of the Office of Research & Institutional Effectiveness (ORIE) is the data warehouse. The data warehouse is a repository of data from the LSCS Enterprise Resource Planning (ERP) system,iStar. The iStar system is an Oracle PeopleSoft product that completed implementation in January 2011. iStar is a state of the art relational database that houses all the LSCS data and processes into one unified system.
Data from the modules in iStar that are contained in the data warehouse include: Human Resources, Finance, Supply Chain, and Campus Solutions (student records). The master copy of the ORIE data warehouse is hosted at Lone Star College System’s Office of Technology Services.
Because the student data contained in the ORIE data warehouse are subject to federal Family Education Rights and Privacy Act (FERPA) regulations, compliance with FERPA is critical to the operation and success of LSCS and the researchers in ORIE have implemented numerous mechanisms to protect the privacy of Texas students.
Some examples of these protective mechanisms include:
FERPA regulations restrict the release of this information only to the students themselves, with proper identification. Any other entity or person, including parents, will need proper written consent from the student to have access to the student’s educational records. LSCS may only disclose educational records without students’ consent under the following conditions (34 CFR § 99.31): (See reference to the adoption of FERPA rules by the District/Colleges in Appendix A.)
The following outlines the requirements and limitations for LSCS departments/divisions to follow in obtaining permission for inquiry and update access to the system’s official records. Data security is everyone’s responsibility and must be impressed upon all employees.
Access will be awarded only after appropriate tailored training is received, as documented by the employees’ supervisor. Failure to abide by the guidelines outlined in the training manual will result in removal of access.
Employees/Users must protect all LSCS data files from unauthorized use, disclosure, alteration, or destruction. Users are responsible for the security, privacy, and control of data to which they have access as authorized users of the ORIE data warehouse system. All users are responsible for all transactions occurring during the use of their username and password. Users are not to loan or share access codes with anyone. If it is found that a user inappropriately loans or shares their access codes, that user is subject to disciplinary action, which in some cases may include termination.
The reporting tool that LSCS purchased with the PeopleSoft conversion is titled: Oracle Business Intelligence Enterprise Edition (OBIEE) renamed OBI at Lone Star to represent its affiliation with the Office of Research & Institutional Effectiveness Business Intelligence (OBI)
 The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99) is a Federal law that protects the privacy of student education records. The law applies to all schools that receive funds under an applicable program of the U.S. Department of Education. FERPA gives parents certain rights with respect to their children's education records. These rights transfer to the student when he or she reaches the age of 18 or attends a school beyond the high school level. Students to whom the rights have transferred are "eligible students."