Johns Hopkins University
Bloomberg School of Health
OCULUS is currently deployed in 19 departments at the Johns Hopkins Bloomberg School of Public Health. OCULUS gives the School the ability to store diverse types of documents across multiple business units, which are then shared with other schools and departments at other campuses located off site. Each department can use OCULUS imaging scanning stations to scan documents into the central system. Examples of the types of documents currently being stored include administrative, correspondence, medical journals, financial data, student documentation, grants and research documentation.
Wilmer Eye Institute
The Wilmer Eye Institute oversees the operations of its optical and vision centers in and around Baltimore. OCULUS is used to store and manage the documents generated by these vision centers - primarily accounting material and reports.
The department historically generates 'packets' of forms relating to health insurance claims made at each store. As a claim is received and processed a number of supporting documents are provided. These documents were originally stored in boxes and staff manually searched for backfile documents. The department now scans these document batches on a daily basis and estimates that 5,000 - 10,000 documents are scanned each day. All vision center documents are retrieved using OCULUS, eliminating the need for manual searches.
Financial Systems Administration Office
The Financial Systems Administration (FSA) office stores payroll information for all JHU employees. FSA has capitalized on the simplicity of the OCULUS DMS and uses students to scan documents. Because OCULUS has been developed with an open architecture format, FSA has developed a number of its own modules to synchronize data to OCULUS. This information is used to validate the properties entered by users during scanning and to minimize data entry where possible. The most recent evolution of this application is a move toward creating a federated environment between Financial Systems Administration and the School of Medicine, which have a common interest in a subset of each other's documents.
Office of Benefits Administration
The Office of Benefits Administration manages benefits and retirement accounts for all Johns Hopkins' employees. The department uses OCULUS to store and manage all individual benefit forms for each employee. These documents are shared with department members throughout the building and at another walk-in customer service center on the other side of Baltimore. Benefits Center staff can to access the entire collection of forms for any Johns Hopkins employee.
ROH recently designed and implemented a new application using Visual Basic, the OCULUS API and the OCULUS Office Integration Suite. Benefits Center employees can now track contacts and correspondence with each employee in special Microsoft Word documents that allow users to add entries using a form designed exclusively by ROH. Using this new application, Benefit Center staff immediately review the call history of any employee and are instantly aware of any outstanding issues.
Office of Facilities Management
The Office of Facilities Management uses OCULUS to store and manage project accounting documents such as purchase orders, invoices and requisitions. The department has expanded OCULUS to store building blueprints and work order requests for easier, quicker access.
ROH was tasked to develop an invoice reconciliation module to quickly and efficiently reconcile AP invoices. This module has increased the confidence and viability of the OCULUS user experience.
School of Medicine
The School of Medicine chose OCULUS to manage its research grants and sponsored accounts documents. As a major research institution, Johns Hopkins University raises millions of dollars annually. The School of Medicine is responsible for assigning money to specific research programs and does so through a lengthy grant application process. This process can consist of hundreds of pages of documents for one particular grant. OCULUS tracks these documents throughout their life cycle and allows easy access to all responsible personnel reviewing grant applications.
ROH customized the OCULUS solution in two ways. We developed a unique scanning interface, which allows the department to quickly scan grant application documents and make them immediately available to necessary staff. We also integrated two existing data systems currently in place at the JHU School of Medicine using our AppConnector module. This module allows staff to synchronize and update data on a nightly basis, eliminating the need for multiple document index value entries.