university e-commerce: a balancing act (166247859)

7/29/2019 University E-Commerce: A Balancing Act (166247859)

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University E-Commerce: A Balancing Act

Presented by: David Seago, Director of Internet SystemsBrennon Arnold, Asst. Director of Internet Systems




Introduction

- Before E-Commerce- Why E-Commerce?

- Baylor’s History With Ad-Hoc E-Commerce

• Deposits/Application Fees• Conferences/Camps• Non-Athletic Events

- Where We Are Today

- Q & A




Before E-Commerce…



Before E-Commerce


???




Why E-Commerce?



History of Ad-Hoc E-Commerce at Baylor


First Venture Into E-Commerce (2003)

Financial System

Bank

Baylor-HostedShopping Cart &Payment Collection

Order Entry

??




The Sequel (2004 - 2006)

FinancialSystem

Bank

Baylor-DevelopedOrder & PaymentCollection System

Order Entry

Cashier’s OfficeManual

Ledger

History of Ad-Hoc E-Commerce at Baylor



What We Had Was CHAOS!!


???

Financials

Can balance ever be achieved???

Order Fulfillment




How Did We Achieve Balance?

Created an E-Commerce System that Acts as a “Traffic Cop” Between

Order Processing and Financial Recording

• Centralized Database for allE-Commerce Activities

• Standardized Procedures for Accepting Orders

• Back-end Processes for Auditingand for Funneling Information to Appropriate Systems




Centralized E-Commerce Database

• Form Definitions• Accounting Details

• Controls (Dates, Payment, Status)• Departmental Contact Info• Order Entry URL• Unique Form ID• Payment Processor Link

• Transactions/Refunds• System Post Dates• Payment Info• Balance Info• Order Info XML Blob (Trans Only)

• Reconciliation Info• All Transactions That Have Come

Through Payment Processor • Used for Auditing Purposes

MSSQL




• Form Authorization Workflow

• Form ID Tied to Predefined Form IDin E-Comm Database (Insures Correct Accounting Info for Every Transaction)

• Unique Transaction ID (Follows

Transaction Throughout the System)

• Flexibility to Handle Any Type of Orders

• Standardized Code For CommunicationWith E-Comm Database

• PHP Functions• .NET Functions• CMS Functions

Standardized Order Acceptance Procedures




Back-end Processes

• Postbacks From Payment Processor

• Auditing to Identify Anomalies

• Updating of Transaction Balances &Statuses

• Posting to Financials and Other Systems as Needed

• Processing of Recurring Payments



Achieving Balance (Phase 1 - 2007)


Cashier’s Office

FinancialSystem

Order Entry

E-Comm Sys

Third-Party HostedPayment Collection

Web Order System(s)

Bank




Cashier’s Office

FinancialSystem

Order Entry

E-Comm Sys


Web Order System(s)

Bank

Achieving Balance (Phase 2 - 2009)




Cashier’s Office

FinancialSystem

Order Entry

E-Comm Sys


Web Order System(s)

Bank

Achieving Balance (Phase 2.5 - 2012)



Balance Achieved!!


Financials Order Fulfillment

E-COMM SYS

Baylor ITS

• Easy Forms• Manageable• Secure• Prevent Errors

• No $$ Accepted w/o Designation

• Handles Multiple Accounts

• Handles Multiple Departments

• Form Collects Order Info

• Department Handles Fulfillment

• Update Other Systems As Needed

UniqueTransaction ID




Q & A

university e-commerce: a balancing act (166247859)

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