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 Conferences/Camps Non-Athletic Events - Where We Are Today - Q & A University E-Commerce: A Balancing Act

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

Before E-Commerce ??? Ad-hoc Payments Manual ledgers Cashier’s office All non-tuition ad-hoc payments were handled by individual departments and users using various methods Most payments were manually processed through the Cashier’s Office Departments were responsible Accounting was ambiguous at best Balancing on the ledger side was based on aggregate values rather than individual transactions There was no way to tie money in the bank with any individual payment University E-Commerce: A Balancing Act

Why E-Commerce? Users have a constant connection to online information Users expect the ability to conduct any interaction on their schedule Allows ability to reach anyone, anywhere, at any time University E-Commerce: A Balancing Act

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

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

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

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 all E-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

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 University E-Commerce: A Balancing Act

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

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

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

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

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

Balance Achieved!! Financials Order Fulfillment E-COMM SYS 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

Q & A University E-Commerce: A Balancing Act

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