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Cognos Folder Approvers & Responsibilities

This article is for users who approve (or deny) Cognos access requests.

Approver Roles

Cognos is a folder-based application. This means reports are stored in folders and users request access to a folder(s) that contains the reports they need.

Folders typically have a set of 2 approvers—someone who will review a folder request and determine if it is appropriate to grant access to the individual requesting it. 

  • primary approver
    main person who will approve (or deny) the request for access to the folder and related data
  • backup approver
    secondary person who will serve as the approver when the primary approver is unavailable (i.e. out of the office)

NOTE: If a folder provides access to multiple packages (data sources), a folder may have 2 approvers for each additional package.

Approver Responsibilities

1. Coordinate With Your Primary or Backup Approver Partner

The primary approver needs to coordinate with the backup approver to approve requests when he/she will be out of of the office. 

2. Review Requests in a Timely Manner

The person requesting the folder may need access to the data to do their job. Be mindful not to delay in reviewing the request. 

3. Consider if the Request is Appropriate

You must determine if it is appropriate to grant access to the user requesting the folder and the reports and data it contains. Come to agreement with your primary/backup approver partner on the criteria necessary to make an approval.

You may want to consider the following criteria.

User criteria

Example

Department

Some folders are intended only for users in a specific department(s).

For example, the Registrar folder is only granted to users who work in the Office of the Registrar.

Has the user been granted access to a related application?

Some reports require the user to have access to the application where the underlying data originates.

For example, to gain access to the "Departmental Reports" folder for academic departments, the user first needs to have access to Banner. 

Position

Some content is intended for users in certain level in the organization.

For example, the OSP Senior Management reports may not be appropriate for an administrative assistant.

4. Approve or Deny a Request

You (both the primary and backup approver) will receive an email when a new request is submitted. Only one of you should respond. 

Approval decision
Additional Action
What happens next?
checkmark icon APPROVE Reply all to the email with the word APPROVE. No further action from you is needed.

When all other folders requested on the ticket are approved, the request is sent to the Database Administration team for setup. Once setup is complete, the user will be notified.

x mark iconDENY
  1. Email the user and explain why the folder request was not approved.
  2. Reply all to the email with the word DENY and copy and past the email to the user so the ticket is documented with an explanation.

Are there other folders requested in the ticket?

  • No—Computing Accounts & Passwprds (CAP) cancels the ticket.
  • Yes—CAP removes the rejected folder from the request. When all other folders requested on the ticket are approved, the request is sent to the Database Administration team for setup. Once setup is complete, the user will be notified.
Need more info Reply to the email with additional information that you need in order to make a decision. CAP will review your email and follow up accordingly.

List of Approvers & Backup Approvers

The following table lists the approvers and backup approvers for each folder. 
Folder
Package Name
Primary Approver
Backup Approver
Academic Technology Reports Academic Technology services analysis and Academic Technology services Catherine Zabriskie Hong Chau
Alumni Relations Financial Records Package Pedro Lopez  
Athletics Financial Records Package Pedro Lopez  
Athletics Student (Departmental) Package Sherry Gubata Robert F. Fitzgerald
Banner Security Reports BannerSecurity Mary Lepry Linnea Wolfe
BioMed Sponsored Projects Reports Sponsored Projects Package Jennifer Quinn Marisa Schasel
Campus Life Student Package Sherry Gubata Robert F. Fitzgerald
C-CURE Library Reports C-CURE Transactions Katharine T. Barnes Mary Heather Smith
CIS Asset Management Reports CIS Asset Management Linnea Wolfe Paul Kelleher
CIS Data Science Student Package Mark Howison Jennifer Lane
CIS Data Science Admission Package Mark Howison Jennifer Lane
CIS Developers   Jennifer Lane Mark Howison
CIS Help Desk BannerSecurity Mary Lepry Linnea Wolfe
CIS Help Desk User License Package Mary Lepry Linnea Wolfe
CIS Operations   Mary Lepry Linnea Wolfe
CIS Production Services   Mary Lepry Linnea Wolfe
Cognos Activity Audit Reports (CIS Only) Audit Package Mary Lepry Linnea Wolfe
Cognos User License Reports (CIS Only) User License Package Mary Lepry Linnea Wolfe
Conflict of Interest Reports Conflict of Interest Jennifer Quinn Marisa Schasel
Course Evaluation Reports Course Evaluation Besenia Rodriguez Christopher Keith
Dean of College Student Package Sherry Gubata Robert F. Fitzgerald
Dean of College Student (Departmental) Package Sherry Gubata Robert F. Fitzgerald
Departmental Reports (Academic Depts) Student (Departmental) Package Sherry Gubata Robert F. Fitzgerald
DOC RO Reports (DOC Office only) Student Package Sherry Gubata Robert F. Fitzgerald
DOF Reports Student Package Sherry Gubata Robert F. Fitzgerald
Emergency Readiness Student Package Sherry Gubata Robert F. Fitzgerald
Enrollment Management Student package Sara Walsh Christopher Keith
Enrollment Management Student package Sherry Gubata Robert F. Fitzgerald
Faculty Reports Faculty Carina Hermann Roland C Hall
Financial Records Reports (Legacy) Financial Records Package Pedro Lopez  
Graduate School Admission Package Vanessa Ryan Kelly Scott
Graduate School Student Package Vanessa Ryan Kelly Scott
Graduate School Financial Aid Package Vanessa Ryan Kelly Scott
Graduate School Accounts Receivable Package Vanessa Ryan Kelly Scott
HR Legacy Reports Human Resources Package Renee Arrowood Karen Davis
HR Online Employment System Legacy Reports HR Online Employment System Legacy Toni Tinberg Michael Elias
IACUC Reports IACUC Susan Carton-Lopez Rebecca Sattel
Institutional Research Admission Package Julia Bengochea Annie Cappuccino
Institutional Research Student Package Sherry Gubata Robert F. Fitzgerald
IRB Reports IRB Package Susan Carton-Lopez Rebecca Sattel
Labor Distribution Reports Labor Distribution Package Annabella Ramer Wendy Liang
Labor Distribution Reports Labor Distribution Package Pedro Lopez  
Medical School OAFA Admission Package Carol-Ann Del Pico Linda Gillette
Medical School OAFA Financial Aid Package Carol-Ann Del Pico Linda Gillette
MedRandR Student (Departmental) Package Carol-Ann Del Pico Linda Gillette
MedRandR Student Package Carol-Ann Del Pico Linda Gillette
Office of Continuing Education Departmental Reports Admission Andrea Resley Laurie Ward
Office of Continuing Education Departmental Reports Accounts Receivable Package Andrea Resley Laurie Ward
Office of Continuing Education Departmental Reports Continuing Education Package Andrea Resley Laurie Ward
Office of Continuing Education Departmental Reports Financial Aid Package Andrea Resley Laurie Ward
Office of Continuing Education Departmental Reports Student Package Andrea Resley Laurie Ward
Office of Continuing Education Reports Accounts Receivable Package Andrea Resley Laurie Ward
Office of Continuing Education Reports Continuing Education Package Andrea Resley Laurie Ward
Office of Continuing Education Reports Financial Aid Package Andrea Resley Laurie Ward
Office of Continuing Education Reports Student Package Andrea Resley Laurie Ward
OSP Senior Management Reports Financial Records Package Jennifer Quinn Marisa Schasel
OSP Sponsored Projects Reports Financial Records Package Jennifer Quinn Marisa Schasel
OSP Sponsored Projects Reports Sponsored Projects Package Jennifer Quinn Marisa Schasel
Provost Financial Records Package Pedro Lopez  
Provost Financial Records Financial Records Package Pedro Lopez  
Provost Financial Records Financial Records Package Sara E Walsh  
Real Estate (Financial Records) Financial Records Package Pedro Lopez  
Registrars Office Student (Departmental) Package Sherry Gubata Robert F. Fitzgerald
Registrars Office Student Package Sherry Gubata Robert F. Fitzgerald
Scheduling Office Resource Scheduling Package Darlene Williamson Robert F. Fitzgerald
Scheduling Office Reports for Departments Resource Scheduling Package Darlene Williamson Robert F. Fitzgerald
Sponsored Projects Reports for Departments Sponsored Projects Package Jennifer Quinn Marisa Schasel
Student Accounts Accounts Receivable Package Wynette J. Richardson  
UG FinAid Shared Financial Aid Package Kelly Duffy Sean Ferns
Undergraduate Admission Admission Package Julia Bengochea Annie Cappuccino

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