1. Introduction

This document specifies the Official Requirements for the OIT Software Distribution Store and should serve as a basis for further development. The OIT Software Distribution Store is a system designed to simplify and automate the current OIT process of purchasing proprietary software.

Note
Proprietary Software Alternatives
The OIT Software Distribution Store is designed to advertise Proprietary Software, which costs money. There are other software alternatives that do NOT cost additional money. Some of these software are propriety, but freely available to public. Some are open-source, that is completely free software.

2. Current Problem

Currently, the OIT Help Desk is manually handling software purchases through a request and input process. Typically, a customer would call the OIT Help Desk to specify a product to purchase along with the type of payment. The OIT Help Desk would then have to process the order and report the purchase to a Departmental Bookkeeper. This proves to be an inefficient process of purchasing proprietary software.

Note
Most common type of payment
The most common type of payment the OIT Help Desk receives is a Account and Funds transaction.

3. User Requirements

The current process of purchasing proprietary software needs to become automated. Instead of processing orders over the phone, an online store will be used. This will allow customers to freely browse and purchase various software over the web. Most of the basic and general features of a shopping cart store will be installed through an open source software package called Prestashop. These features include adding items to a shopping cart, checking out, etc. Thus, this documentation will only focus on the unique features of the store.

Unique Features

  • Every customer must be affilliated with the University of California, Irvine.

  • Bookkeepers must be able to access purchase/order history.

  • Customers can pay with an Account and Fund number.

  • Account and Fund number must be validated.

  • Automated licensing for network licenses.

  • Software must be downloadable.

4. System Specifications

4.1. Overall Operation

The OIT Software Distribution Store supports the following typical cycles of events.

Events

  1. User logs into the store through UCI’s WebAuth Module.

  2. User completes a Project Registration Form with a Account and Fund number, Project Identifier, and possibly Hostgroups.

  3. User proceeds to add software to purchase into shopping cart.

  4. User checks out and chooses to pay with a Account and Fund number.

  5. User selects the registered project he/she wishes to pay with. Each registered project is linked with an Account and Fund number.

  6. Bookkeeper gets an email of the purchase.

  7. User can download software in Order History.

All information is stored indefinitely within the OIT Software Distribution Store.

4.2. UCI WebAuth Module

User’s will login through UCI’s WebAuth system. This will assure that users accessing the store are affilliated with the University of California, Irvine.

4.3. Customer Information

The OIT Software Distribution Store stores personal information of the customers. This information is obtained through the University’s database.

Customer Information

  • First Name

  • Last Name

  • UCINetID

  • Delivery Point Email

  • UCI Title/Position

  • Mailcode

  • Phone Contact

  • Store Identity(Account and Fund Holder, Regular Customer, Departmental Bookkeeper)

4.4. Project Information and Project Registration Form

The OIT Software Distribution Store stores project information in which the customers provide.

Project Information

  • Account and Fund number

  • Departmental Bookkeeper to be notified

  • Account and Fund number holder(if the user chooses to use someone elses)

  • Project Identifier/Name

  • Hostgroups for network licenses(list of IP addresses)

The following conditions must be satisfied to successfully register a project.

Conditions

  • Mandatory Fields

    • Project Identifier

    • Account and Fund number

    • Departmental Bookkeeper to report to

    • Account and Fund number holder

  • Invalid IP Address format

  • Invalid characters in fields

  • Departmental Bookkeeper must login to store at least once for the user to select him/her to report to.

  • If the user is using another person’s Account and Fund number, they must select him/her as the holder.

If the project is a group that requires a network license, a hostgroup must be provided. If purchasing a standalone license, hostgroups are not required.

4.5. Bookkeeper Documentation

After each Account and Fund transaction, the reported Departmental Bookkeeper must be notified of the purchase via email. The email message will consist of a generic message attached with a PDF invoice file. A downloadable tab delimited spreadsheet text file that can be imported should be available.

The PDF invoice file contains

  • Project Identifier/Name

  • Customer’s Full Name

  • Customer’s Address

  • Account and Fund number

  • Reported Departmental Bookkeeper

  • Account and Fund number Holder

  • Product Description

  • Product Price

  • Product Quantity

  • Subtotal

  • Payment Method

The spreadsheet contains

  • Customer’s First Name

  • Customer’s Last Name

  • Account and Fund number Holder

  • Reported Departmental Bookkeeper

  • Reported Departmental Bookkeeper Email

  • Customer’s UCINetID

  • Date and Time

  • Project Identifier/Name

  • Account and Fund number Holder

  • Hostgroup

  • Product Description

  • Product Quantity

  • Product Price

  • Subtotal