In This User Guide

Part 1: Overview

The information provided in this document serves as a Quick Start guide for users of the CCC Data Warehouse Report Server (“DW Report Server”, “Report Server”, “DWRS”), including:

• Getting started with the DW Report Server; requesting authorized access and implementation support

• User account set up and authentication processes

• Running preconfigured reports that pull data from the CCC Data Warehouse (currently limited to the LGBTQ report template)

• Querying available data sources, running ad hoc reports, scheduling and exporting results

• Creating custom Ad Hoc Views from which multiple reports can be run based on the following data sources:

  • California Colleges Promise Grant Application

  • CCCApply International Application

  • CCCApply LGBTQ Data (AB 620)

  • CCCApply Standard & Noncredit Applications

  • C-ID - Course Identification System

  • COCI - Chancellor’s Office Curriculum Inventory

  • MIS (post-processed files) - Chancellor’s Office Management Information Systems

  • Multiple Measures Placement Service (MMPS)

MIS (post-processed files)

About the DW Report Server

The DW Report Server is a secure, user-friendly reporting tool that creates reports, charts and dashboards using secure CCC Data Warehouse data.

• The CCC Data Warehouse is a structured source of primary data that can be used to generate the reports and analytics that end-users need.

• The DW Report Server is powered by JasperReports, a Java-based open-source reporting tool. JasperReports, connected to the CCC Data Warehouse, allows for advanced reporting usage and provides help that you can access from the Help link.

User Authorization and Authentication

Access to the DW Report Server is restricted to authorized users to ensure the privacy and security of the data within the CCC Data Warehouse. Users must request access via one of the appropriate processes below and upon approval will be granted an account based on their user type.

Requesting Access

• College and District Institutional Researchers: upon confirmation from their college or district Vice President, an identified lead IRPE Researcher at each college or district will be established as the authorized user and “gatekeeper” for their institution (organized by MIS Code). These “gatekeepers” can then request access for additional researchers at their institution by submitting an email request to ES Support Services or by contacting their College Experience Manager (CRM) with this information:

  • User’s Name

  • User’s email address (.edu)
    
    

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• Chancellor's Office & Other External Stakeholders: All requests for access to the Data Warehouse Report Server from the CCC Chancellor's Office or other external stakeholder organization are to be directed to the CCC Data Warehouse Product Manager (Mark Cohen mcohen@ccctechcenter.org) who must obtain approval from the Vice Chancellor for Digital Innovation & Infrastructure at the CCC Chancellor’s Office.
  
  

Support and FAQs

Support is available to authorized Report Server users in our 24/7 online support community CCCTechnology.info, where college and district staff can share ideas, ask questions, and report bugs and issues for all the CCC Technology Center online applications.

Our experienced support engineers monitor all incoming posts and comments, Monday - Friday, 7:00am - 4:00pm PT. Depending on the nature of the issue or comment, support engineers will respond within 24 hours to critical issues regarding production applications.

Part 2: User Accounts and Access

This section includes:

• Getting Started

• User Accounts

• Set Up & Log In Processes

• Appendix A: Data Warehouse Report Server URLs

Getting Started

Establishing an authorized DWRS user account is a two-part workflow between a CCCTC Administrator and the approved user. An Enabling Services Implementation Configuration Engineer (ICE) will create and configure the account in our internal system and then work with the user to complete the final steps and log in, depending on the user type. This section of the document outlines the roles and responsibilities - and setup tasks - for the CCCTC Administrator and the approved DWRS user.

The first steps in getting started are:

1. Contact the CCCTC Enabling Services team to Request Access and initiate the implementation process.

2. Schedule a call with a CCCTC Administrator to facilitate implementation & configuration services.

User Accounts

There are two types of authorized user accounts:

• SSO Users: Colleges and Districts using their institution’s IDP for single sign-on. CCCTC does not manage your institution’s two-factor authentication (2FA) mechanism, if implemented.

• Non-SSO Users: CCCCO, CVCOEI, and other authorized external users will authenticate directly to the DWRS using 2FA to secure and protect our systemwide student data.

User Types and Access Levels

Set Up and Login Processes

The process for account setup and login will be different depending on user type, access level, and the mechanism used to authenticate. Working with the CCCTC Enabling Services team to set up and configure your account, college & district users (SSO Users) are provided a custom URL configured to your institution MIS code and internal IdP link. Non-SSO Users will be directed to the DWRS URL to complete additional setup & verification steps to facilitate authentication.

Prerequisites for All Users

Before a user can log in to the DWRS the following conditions must be met:

1. The authorized user has followed the Getting Started tips above and has coordinated with CCCTC Enabling Services to begin the account setup and configuration process based on user type and access level.

2. Non-SSO Users Only: CCCTC Enabling Services has added and configured your account with the appropriate roles and attributes, and has sent your account credentials via secure method.

3. SSO Users Only: you have bookmarked your unique college or district DWRS URL and know your institution’s IdP single sign-on credentials (managed locally by your college or district IT department).

4. Non-SSO Users Only: You have received your temporary password from a CCCTC Enabling Services Administrator, installed the authentication software, and have completed the “First-Time User Log In” process required to initiate two-factor authentication.

SSO Users: Account Setup and Log In Process

College & District Users

1. The User coordinates with the CCCTC Enabling Services team to ensure their account is configured with the required roles, attributes, and an IdP link.

2. The User is provided the appropriate DWRS URL for their IdP and logs in.

3. The User is authenticated locally through their institution’s IdP (SSO) and logs in to the DWRS.

Non-SSO Users: Account Setup & Log In Process

All Other Users

1. The User coordinates with the CCCTC Enabling Services team to get their temporary password and first-time login information via secure method (i.e., Privnote).

2. The User downloads and installs compatible authentication software on their desktop or mobile device.

3. The User completes the “First-time User Login” process, which enables entry of account credentials, one-time QR code verification, and authentication to the DWRS.

4. Optional: after logging in, the User may update their temporary password using the Forgot Password? link to reset their password.

Receiving Your Secure Account Credentials

For security purposes, non-SSO users will receive account credentials and a temporary password in one or two separate emails from an CCCTC Enabling Services Administrator. The email(s) will include a link to a secure Privnote message sent to the user’s institution email address (.edu).

Implementing the Authentication Software

All Non-SSO users are required to use a compatible authentication app to log in to the Data Warehouse Report Server. Prior to the first log in, logging in to the DWRS for the first time, users must have a compatible authentication app installed on their desktop or mobile device that facilitates Time-based One-Time Password TOTP functionality such as Google Authenticator, Chrome Authenticator, or Authy (which can be insrtalled on a phone or computer).

Expand here to see instructions for downloading and installing the Google Authenticator App.

Google Authenticator is free and compatible with multiple different mobile devices, operating systems, and browsers. The process for downloading and installing can be found here.

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NEXT: Start the “First-Time User Log In” process below to initiate the authentication process and log in.

The First-Time User Login Process

Non-SSO Users Only: The first time a new non-SSO user attempts to log in to the DWRS they must establish the connection between their user account credentials, a shared secret key (QR Code), and the authentication software to enable the two-factor (2FA) login authentication.

Prerequisites:

• The User has the DWRS direct access URL. See Appendix A for college-specific URLs.

• The User has received their account credentials from a CCCTC Enabling Services Administrator.

• The User has installed and configured compatible authentication software on their desktop and/or mobile device.
  
  

Expand here to see the First-Time User Login steps (one-time process).

Non-SSO Users Only: Complete this one-time process using the steps below.

Step 1: Enter Your Account Credentials on the Login Pages

Ensure you have one of the compatible authenticator apps installed on your desktop or mobile device. Navigate to the Data Warehouse Report Server URL for non-SSO users land on the login page. See Appendix A for college-specific URLs. Enter your Username or Email Address (institutional email address) in the Username or email input field (.edu or .org is required) on the “Sign in to your account” screen. Click Sign In to proceed to the next screen. Enter the temporary Password provided to you by the CCCTC Enabling Services Administrator (sent separately via Privnote). Click Sign in to continue to the QR Code Scan screen.

Open DWRS Sign In Email Screen 1   Open DWRS Sign In Password Screen 2

The temporary password is generated by a CCCTC Enabling Services Administrator during the account creation process. You can change this password at any time by using the “Forgot Password?” link.

 

Step 2: Scan the QR Code Page

The Scan the QR Code page is displayed once during the “first-time user log in” process. The user must have the authentication software installed on their desktop or mobile device in order to scan the QR code that appears on the page. The code is captured by the authenticator app which establishes the connection between the account (shared secret key hidden in the barcode) and the authenticator app to complete the initial two-factor authentication process. With your Authenticator App installed, scan the QR code that appears in the center of the page. Scanning the QR Code with Chrome Authenticator (from desktop). Scanning the QR Code with Google Authenticator (using a mobile device). As the authenticator scans the barcode (QR Code), a six-digit verification code will appear/register in your authenticator app. As soon as you see the six-digit code appear in your authenticator app, copy the code and then click “Submit” to go to the next page.   NOTE: This step requires the user to use their authentication app previously installed on their desktop or mobile device to scan the onscreen barcode. The “secret” key identified by the barcode will add the required attribute to the User’s account.

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Using Chrome Authenticator to Scan the QR Code Once the Chrome Authenticator app has been installed, a shortcut will appear in your Extensions toolbar in your browser. Click the Authenticator icon in your Extensions toolbar to open the tool. Click the scan icon and move your mouse over the QR barcode in the center of the page. Click and hold the mouse to drag the scan function across the bar code. The secret key hidden within the barcode will register as a six digit code in the Authenticator registered to your Report Server account.

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Using Google Authenticator to Scan the QR Code Once the Google Authenticator app has been installed on your mobile device, an icon will appear on your phone wall or homepage. Click to open the Google Authenticator app Point the camera on your mobile device at the barcode on the screen and snap a picture. The secret key hidden within the barcode will register as a six digit code in the GA app registered to your DW Report Server account.

Tip: After scanning the QR code and confirming the verification code is captured by the authentication software, snap a screen shot of the code and store in a secure place. For security purposes, don’t store the verification code with the URL or other credentials to the DWRS.

Verified User Login Process

For Non-SSO Users Only: After the user completes the one-time “First-Time User Login” process, the user is “verified” and will not have to repeat the Scan the QR Code Page step again UNLESS they need to re-install their authentication software and/or generate a new QR code. For all subsequent logins, the verified user needs only to enter their account credentials and the verification code retrieved from their authenticator app.

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DWRS Sign In Email Screen 1

Step 1: Enter Username or Email

1. Navigate to the Data Warehouse Report Server URL. See Appendix A for a list of college-specific URLs.

2. Enter your username or institution’s email address in the input field.

3. Click Sign in.

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DWRS Sign In Password Screen 2

Step 2: Enter Password

1. Enter your password in the Password field.

2. Click Sign in.

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Step 3: Enter Verification Code

1. From the “One-time code” screen, copy the verification code from your Authenticator app within 30 seconds of making the request (after entering password).

2. Enter the verification code into the “One-time code” field.

3. Click the “Sign in” button to complete the process and access the DWRS.

Password Reset Process

To change or update your account password:

1. Navigate to the Data Warehouse Report Server. See Appendix A for a college-specific list of URLs.

2. Click the “Forgot Password?” link.

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DWRS Sign In Password Screen 2

3. Enter your email address that was used to create your account.

4. Click Submit.

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A confirmation message appears on the screen directing you to retrieve an email.

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4. Open the Reset Password email, click the embedded link to go to the Update Password page.

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Enter your new password in the New Password field. Confirm your new password, then click Submit to return to the Sign In page.

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Email Address Update Process

DWRS user accounts require a unique email address that identifies the user in the CCCTC secure identity management system. To change or update the email address associated with your account, please contact the CCCTC Support team to update the email address manually in the system. With verbal confirmation that the change has been made, the user should return to the Data Warehouse Report Server Sign In page to repeat the sign in process.

Part 3: Using the Report Server

The CCC Data Warehouse Report Server is a branded version of TIBCO JasperReports, with role-based access to integrated CCC data for authorized CCC researchers using multi-factor authentication.