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University E-Commerce: A Balancing Act

University E-Commerce: A Balancing Act. Presented by: David Seago, Director of Internet Systems Brennon Arnold, Asst. Director of Internet Systems. Introduction. - Before E-Commerce - Why E-Commerce? - Baylor’s History With Ad-Hoc E-Commerce Deposits/Application Fees

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University E-Commerce: A Balancing Act

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  1. University E-Commerce: A Balancing Act Presented by: David Seago, Director of Internet Systems Brennon Arnold, Asst. Director of Internet Systems

  2. 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 University E-Commerce: A Balancing Act

  3. Before E-Commerce… University E-Commerce: A Balancing Act

  4. Before E-Commerce ??? Ad-hoc Payments Manual ledgers Cashier’s office University E-Commerce: A Balancing Act

  5. Why E-Commerce? University E-Commerce: A Balancing Act

  6. History of Ad-Hoc E-Commerce at Baylor • First Venture Into E-Commerce (2003) Video Sales shopping cart system ?? Financial System Baylor-Hosted Shopping Cart & Payment Collection Order Entry Bank University E-Commerce: A Balancing Act

  7. History of Ad-Hoc E-Commerce at Baylor • The Sequel (2004 - 2006) Non-tax/non-shipping only Baylor-developed system Financial System Cashier’s Office Manual Ledger Baylor-Developed Order & Payment Collection System Order Entry Bank University E-Commerce: A Balancing Act

  8. What We Had Was CHAOS!! ??? Order Fulfillment Financials Can balance ever be achieved??? University E-Commerce: A Balancing Act

  9. 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 Auditing and for Funneling Information to Appropriate Systems University E-Commerce: A Balancing Act

  10. 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 ComeThrough Payment Processor • Used for Auditing Purposes MSSQL University E-Commerce: A Balancing Act

  11. Standardized Order Acceptance Procedures • Form Authorization Workflow • Form ID Tied to Predefined Form ID in 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 Communication With E-Comm Database • PHP Functions • .NET Functions • CMS Functions University E-Commerce: A Balancing Act

  12. 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 University E-Commerce: A Balancing Act

  13. Achieving Balance (Phase 1 - 2007) Third-Party Hosted Payment Collection Web Order System(s) Order Entry E-Comm Sys Financial System Cashier’s Office Bank University E-Commerce: A Balancing Act

  14. Achieving Balance (Phase 2 - 2009) Third-Party Hosted Payment Collection Web Order System(s) Order Entry E-Comm Sys Financial System Cashier’s Office Bank University E-Commerce: A Balancing Act

  15. Achieving Balance (Phase 2.5 - 2012) Third-Party Hosted Payment Collection Web Order System(s) Order Entry E-Comm Sys Recurring Payments Financial System Cashier’s Office Bank University E-Commerce: A Balancing Act

  16. Balance Achieved!! E-COMM SYS Financials Order Fulfillment Unique Transaction ID • No $$ Accepted w/o Designation • Handles Multiple Accounts • Handles Multiple Departments • Form Collects Order Info • Department Handles Fulfillment • Update Other Systems As Needed • Baylor ITS • Easy Forms • Manageable • Secure • Prevent Errors University E-Commerce: A Balancing Act

  17. Q & A University E-Commerce: A Balancing Act

  18. Contact Information Brennon Arnold Asst. Director of Internet Systems david_seago@baylor.edu David Seago Director of Internet Systems david_seago@baylor.edu University E-Commerce: A Balancing Act

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