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Requested Information for Database Creation

Number of views : 0
Article Number : KB0014505
Published on : 2020-01-21
Last modified : 2020-01-21 15:38:53
Knowledge Base : IT Public Self Help

The ITS Database team has a standardized Qualtrics form that must be submitted to request a new database. The forms are located at:


For each database request submitted, the ITS Database team will automatically provision a Prod, Qual, and Dev database.

This page describes the required and optional information that you are asked to provide, however it does not necessarily appear in the same order on the form. Have this information ready before beginning. You will also have the opportunity to provide additional information at the end of the form.


Note: Be sure to fully submit the form. When the form is submitted to the ITS Database team, you will see the screen below. If you do not see this screen, your request was not submitted. Incomplete forms are reset after 7 days of inactivity.

Successful Submission

Contact Information

You will be asked to provide the names and UT EIDs of various technical, billing, and owner contacts. These individuals must be current UT faculty or staff members. The following contacts are required:

  • Primary Technical Contact: the primary person responsible for managing and maintaining the data in this database.
  • Secondary Technical Contact: the secondary person responsible for managing and maintaining the data in this database.
  • Manager of Technical Contacts: the manager of the technical contacts, which may be the same as one of the technical contacts.
  • Application Owner: the owner of the application that uses this database.
  • Billing Contact: the person responsible for approving funds in your department.
  • Executive Sponsor: the person responsible for the overall success of your project or application.
  • Contact Email List: an email address (preferably an email list) that can receive updates from the ITS Database team, such as maintenance windows.

Additionally, you will be required to provide your department’s 4-character UT department code.


Database Information

You will be asked to provide information regarding the database’s usage and the classification of data it contains. The following information is required:

  • The database offering you would like to use.
  • Whether this database supports the Administrative Systems Modernization Program (ASMP).
  • The highest data classification level for the data in the database. The types of Confidential Data can be found here.
  • If the database will contain Confidential Data, you must also select the types of Confidential Data (listed below) as well as provide a brief description of the data.
    • Patient Medical / Health Information (HIPAA)
    • Student Records (FERPA)
    • Donor / Alumni Information
    • Payment Card Industry (PCI) / Payment Card Data
    • Employee Information
    • Business / Vendor Data
    • Research / Grant Information
    • Other Institutional Data

You will be asked to provide the following database usage information. However, if this information is not known, it can be omitted:

  • The name of the project or service that will use this database.
  • The expected database size (GB) at the following intervals:
    • Initial size
    • After 6 months
    • After 12 months
    • After 24 months
  • The expected number of concurrent users under normal and peak load conditions.
  • The upstream sources of data that will be stored or used by the database. For example:
    • Mainframe Adabas
    • Information Quest (IQ / IDS)
    • Unique (this database is authoritative)
    • Other

You will also be asked for information specific to the database offering selected. All information is required, except where noted.


  • The database workload characterization, which is one of:
    • Transactional: workload deals with operational data this is frequently updated and queried; query times are expected to be fast.
    • Analytical: workload deals with historical data over long periods of time; data volume is expected to be large and query times will be slow.
    • Mixed: a mixture of Transactional and Analytical.
    • Unknown
  • The desired database name.
  • Optional: The date by which the databases should be created in each environment (Prod, Qual, and Dev).


  • Optional: If there is an existing administrative account name that this database should be administered by, you may provide it. If there is no existing administrative account name, this can be omitted and one will be created for you.
    • Note: The administrative account name consists of your 4-character department code followed by 3 digits generated by the ITS Database team. For example, “dept100”.
  • The desired database name (excluding the administrative account name). This is limited to 8 characters.

Microsoft SQL Server

  • The database authentication mode, which is one of:
    • Windows Authentication Mode: enables Windows Authentication and disables SQL Server Authentication; Windows Authentication is always available and cannot be disabled.
    • Mixed Authentication Mode: enables both Windows Authentication and SQL Server authentication.
  • The desired database name.
    • Note: Your 4-character department code or login name will be used as a prefix.
  • Optional: The date by which the databases should be created in each environment (Prod, Qual, and Test).


Application Information

You will be asked to provide information regarding the application that will use this database. All information is required, except where noted.

  • The purpose of the application.
  • The development environment used to connect to the database (ie. PyPE, Java, Ruby, PHP, etc.).
  • Whether the application is custom-developed at UT Austin or purchased from a commercial off the shelf (COTS) / third-party vendor.
  • If the application is custom-developed at UT Austin, you will be asked for the following:
    • Whether the application already exists / is under development or will be developed at a later time.
      • If the application already exists / is under development, you will be asked to provide the application’s URL (if there is no URL, this can be omitted) and the fully qualified domain name (FQDN) of the server or servers hosting the application (required).
  • If the application is purchased from a COTS or third-party vendor, you will be asked for the following:
    • The name of the vendor that created the application.
    • The vendor’s contact information.
    • A link to the vendor’s documentation that describes the database installation and configuration requirements.


Policies and Guidelines Acknowledgment

The following set of ITS Database and UT Austin policies and guidelines must be reviewed and agreed to prior to submitting the database request.

ITS Database Policies and Guidelines:

UT Austin Policies and Guidelines:




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