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BioSample.com Web Design Document

1. Purpose

This document describes the requirements for the development of the dynamic content of the bioSample.com site.

2. Introduction

bioSample.com is a brokerage house for biological samples. Their customers are laboratories and researchers. Laboratories will typically provide samples for sale, and researchers would be interested in purchasing samples of a particular type.

The biosample.com site will facilitate the exchange of samples between buyers and sellers by providing a centralized database which is easily searched as well as facilities to aid in the transaction process. 

3. Glossary

  • Sample - The minimum item to be transacted between a seller and a buyer
  • Buyer - a person who purchases samples
  • Seller - a person who sells samples
  • Visitor - a person who is allow to browse the system
  • Multiple Matrix - a collection of samples
  • Series - a collection of samples
  • Transaction - the exchange of a sample from seller to buyer

4. Transactions

4.1. Flowchart

The following flowchart explains the basic process of performing a transaction in the system.

 

Step Buyer bioSample Seller
1 The prospective buyer searches the database for samples he/she is interested on acquiring. Once the samples are identified, the buyer places an order with system. When the order is processed by the system, an e-mail message is sent to each seller to confirm availability of the sample.  
2   If the buyer requested e-mail confirmation on availability of each sample then an e-mail is send as each line item of the order is confirmed. Otherwise the system holds confirmation until all the samples in the order are confirmed. The seller receives the e-mail asking for confirmation that the sample that was put for sale is available. The seller logs into the site and confirm availability.
3 When the buyer has received confirmation of at least one sample in the order, the order can be completed. Completing the order involves specifying a shipping address, a payment method.

If the order is not completely fulfilled, then the Buyer, at its discretion can cancel the complete order or proceed with a partial order.

 The system receives the order, and send an e-mail to the seller to ship the sample. The e-mail includes shipping instructions.  
4   After the seller has confirmed shipment, the system sends an e-mail containing an invoice for the samples shipped as well as tracking information for the package.

The system also adds the buyer to the list of account receivables.

 When the seller receives the shipment notification, he/she ships the samples in the prescribed fashion.

After the package has being shipped, the seller logs back into the system and confirms shipment, including any shipping costs and the tracking number of the package.

The seller can request immediate payment for the sample as option.
5 The buyer receives the package and inspects the sample.

The buyer logs back into the system to confirm the sample was received.

 If the seller requested immediate payment, the system adds the seller to the accounts payable system.  
6 The buyer should send a check to bioSample to clear the invoice within 30 days. When bioSample receives the check, it should match it against the transaction in the system. This should trigger the seller of the sample to be placed in the accounts payable list. bioSample then sends a check to the seller.  

 

At any point before the order is completed in step 3 the buyer is allow to cancel the order.

The seller has a limited amount of time to confirm availability of a sample. If the availability is not confirm within this period of time, the system will automatically cancel the order and inform the buyer and the seller via e-mail.

The buyer has a limited amount of time to complete the order. If the order is not completed within this period of time, the system will automatically cancel the order and inform the buyer and the seller via e-mail.

The seller has a limited amount of time to confirm shipment of a sample. If the shipment is not confirm within this period of time, the system will automatically cancel the order and inform the buyer and the seller via e-mail. 

4.2. Money Exchanges

When a seller conforms shipment of a sample, the system will invoice the buyers account for the he cost of the samples and the shipping charges. Once the buyers check is received by bioSample, the seller account will be credited.

The buyer will have the option of paying for the order using a Credit Card. In this case, the buyers account will be invoiced and credited in one step, at the time the order is completed (Step 3). Additional charges will be added to the credit card once the shipping charges are known when the seller confirms shipment (Step 4). In this case, the sellers account will be credited as soon as he confirms shipment. 

4.3. Sample Shipment

The seller will be provided with shipping instructions. These will include shipping address and possibly an account number for the shipping service.

Any charges incurred in shipping will be billed to the buyer at the time the shipment is confirmed by the seller.

The buyer, at extra charge can request blind shipment, in which case, bioSample will arrange the seller to ship the sample indirectly to the buyer. 

5. Users

A User is a single authorized person who is allowed to access the system.

A User belong to a an Account. An Account may have multiple users. 

5.1. Groups

Users belong to one of the following groups: Visitor, Buyer, Seller, Buyer/Seller.

Visitors are allowed to browse though the system, but will not be able to modify information in any way (i.e. add samples, place orders, etc.)

Users in the Buyer/Seller group have combined privileges of the Buyer and Seller groups.

One or more account users will be designated as "Main Users". Main Users will be able to change account information, as well as request that additional users be added to an account.

The following table details the screens that will be available to each type of user in the system:

Action

Buyer

Seller

 Visitor

Main User

Search Samples

x

x

x

 

Search Wish List

x

x

x

 

Place Order

x

 

  

 

Add/Remove Sample

 

x

  

 

Add/Remove to Wish List

x

 

  

 
Change Sample Qty and Cost

 

x

 

 

Review Account

x

x

  

 

Add User to Account

 

 

  

x
Change Account Info

 

 

  

x

Sellers will be only allowed to add/remove/change samples they have placed for sale in the Sample database.

Buyers will only be allowed to add/remove/change samples they have placed in the Wish List database.

5.2. Registration

In order to access the system, a prospective user will have to fill in a registration form and be approved by bioSample.

While a registration is processed, the user will to be given Visitor privileges.

The once approved by bioSample, an Account will be created and a User of the requested type (Seller or Buyer) will be added for that account.

A login name will be assigned by bioSample and will not change. A password will initially be assigned by bioSample, but the user will be able to change it.

Visitors will be issued temporary login name and password after a brief registration screen.

Users can have only have privileges allocated to the Account i.e. if an Account has qualified to sell samples only, no user in the account can be a buyer.

5.3. Security

All users will have to have a login and password before accessing the system.

Users actions will be tracked to the system and stored in transaction logs.

5.4. Account Administration

Users will have the ability to review all their account activity on line.

Reports will include part and current transactions and current balances.

Main Users will be able to change account information.

Main Users will be able to request to add or delete additional users to the account via e-mail. 

6. Sample Information

6.1. Sample Database

Samples are smallest unit that can be used in a transaction. A sample contains information about its own nature as well as patient demographics.

Samples will be stored in a database which will allow for quick and efficient searches in all its fields.

Several samples can be grouped into a singe transaction units such as Multi-Matrix samples and Series samples. The seller, at its option, can break the grouping to sell one or more of its components.

Samples will be internally ranked by the quantity of the information that is provided by the seller. This ranking criteria will be used to order the samples in the Buyer searches.

6.2. Wish List Database

A separate database will be added to store samples that buyers would like to have.

Entries on this database have an expiration date, at which time they will be deleted from the database.

Samples in this database will be stored in a database which will allow for quick and efficient searches in all its fields.

When a Seller adds a sample to the database, the system will automatically run a query against the Wish List database, identify those requests that match the sample just added and inform the potential Buyer of the availability of the sample via e-mail.

6.3. Sample Descriptors Database

Sample Descriptors will be created for commonly used fields to facilitate and optimize searches on the database.

If the information in the Samples Descriptors database can not fully describe a sample when added by a seller, then a request via e-mail has to be sent to bioSample. bioSample, at its discretion, may choose to add the sample to the database. 

7. Administration

A set of administrative screen will be added to the site to administer content of the system.

This screens will be password protected, and a separate database of administrative users will be created for this purpose.

7.1. Databases

The system should have the following administrative screens:

  • Accounts: add, delete, modify
  • User: add, delete, modify
  • Sample: add, delete, modify
  • Wish List: add, delete, modify
  • Sample Descriptors: add, delete, modify
  • Sample Descriptors: add, delete, modify
  • Transaction Processing: acknowledge receive of payment from buyer, acknowledge sending payment to seller.

7.2. Reports

Screens will be added to the system to facilitate the productions of the following reports.

  • List of Accounts and users.
  • List of Accounts to which money is due (for check generation).
  • List of Accounts Receivable by Account (current and aged).
  • Balance sheet between two dates.
  • Account activity between two dates including visits to site.