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
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

5. 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

6. 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

7. History of Ad-Hoc E-Commerce at Baylor
The Sequel ( )
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

8. Can balance ever be achieved???
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 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

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 Come Through 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)
E-Comm Sys
Bank
Order Entry
Cashier’s
Office
Financial
System
University E-Commerce: A Balancing Act

14. 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

15. 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

16. 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

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

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