The Division of Administration provides administrative services to support the NJDOC’s mission. Primary areas of responsibility include budget and fiscal management, personnel, policy and planning, and information services.
The Bureau of State Use Industries was created in 1918 with the passage of the State Use Law, which was created through the cooperation of industry, labor and the public sector. The State Use system was established in principle within the Department of Institutions and Agencies under the State Board of Control. Activities involving large-scale production of items competitive with the private sector were curtailed, and the process of adapting selective production to the needs of the available tax-supported governmental market was begun, hence the name: State Use. In November 1976, the New Jersey Department of Corrections was established and has since regulated the activities of the bureau.
The bureau is responsible for overall planning, selection of products, management of materials and equipment, coordination of processes, distribution of products and provision of technical consultation and services. The State Use Industries program is administered without appropriated funding, and is self-supporting. The system is financed out of a revolving fund, from which all operational expenses are paid.
State Use Industries operates 21 shops and offices employing approximately 1,100 inmates from nine state correctional facilities. A wide range of products, to include bakery items, clothing, metal products, furniture and license plates, are manufactured in the industrial operations under the DEPTCOR label and are sold only to tax-supported agencies, institutions and units of state, county and municipal governments.
Through the NJDOC’s Central Office and warehouses, the bureau staff conducts operations typical to any manufacturing enterprise, including such business functions as billing, cost accounting, payroll and personnel activities, product and plant engineering, sales promotion, and the delivery of products. The ultimate goal of the bureau is to ensure customer satisfaction through an efficient and diversified manufacturing and on-the-job training operation, while reducing inmate idleness.
On-the-job training, while under the close supervision of experienced supervisors, allows inmates to gain practical experience while learning marketable skills. The bureau places the same demands on inmates that “free world” industries require of their employees -- doing the best job possible in the fastest and most efficient manner. Inmates develop a sense of responsibility toward their jobs, pride in their work and a feeling of self-worth. The bureau prepares inmates for the transition from prison jobs to careers and improves their chances of re-entry into the community.
The Office of Financial Management identifies current and future NJDOC fiscal resources and monitors the expenditure of available funds.
The office is comprised of the following bureaus/units:
- Bureau of Budget and Fiscal Planning compiles annual operating budgets as required by legislative mandate. The bureau provides fiscal analysis of current year activity and compiles quarterly spending plans that report on the fiscal status of the department. In addition, it establishes, monitors and reports on full-time employee (FTE) position caps based on available salary funding. Bureau staff directly supports institutional business office staff in fiscal matters as needed. The bureau also is responsible for determining and authorizing reimbursements to the counties for the housing of state sentenced inmates in county jails.
- Bureau of Auditing provides independent financial and programmatic audits of the trust funds maintained by the NJDOC’s major institutions and satellites.
The bureau also performs audits of the department’s revolving funds, reviews all OMB A-133 Single Audits, coordinates the Department’s Internal Control Assessment, and maintains the Department’s Land and Building Asset Management System.
- Bureau of Accounting and Revenue provides administrative and technical direction and assistance in accounting and internal controls to the various correctional facilities and programs administered by the NJDOC. The bureau also maintains all accounts assigned to Central Office for operations and system-wide activities and ensures timely payment to vendors in accordance with New Jersey Department of the Treasury guidelines. In addition, the bureau manages the Central Office Revenue Unit. This unit is responsible for the processing of revenues collected from release offenders for court-imposed fines, penalties and restitution.
- The Institutional Operations Bureau provides supervision, administrative direction and assistance in accounting, purchasing, and internal controls for the business offices in all institutions.
- Bureau of Procurement and Contract Management provides administrative and technical direction and assistance in purchasing for NJDOC programs and facilities. The bureau procures needed goods and services for Central Office operations, the Bureau of Training, Custody Recruitment, DEPTCOR and AgriIndustries. Major contracts are monitored for compliance with contract terms and conditions.
The Office of Human Resources oversees all aspects of personnel management for departmental employees at all facilities and work sites.
Programs administered by the Office of Human Resources include:
- Recruitment and pre-appointment screening
- Payroll and benefits
- Position classification and organizational analysis
- Leaves of absence
- Disciplinary action
- Performance evaluation
- Position management
- Personnel records maintenance
The Office of Human Resources is also responsible for the development and evaluation of all personnel policies and procedures. To ensure compliance with applicable federal and state labor laws/regulations and negotiated labor agreements.
Additionally the Office of Human Resources is the primary point of contact for staff seeking guidance and assistance on all personnel related matters.
The Office of Information Technology's mission is to support the core business needs of the department through maintenance of existing technology; and the development, use, and support of new technologies and information systems; to provide the integrated exchange of data with internal and external stakeholders; to identify emerging technologies and trends to improve employee productivity and reduce operating costs; to advise management of IT best practices; and to deliver timely and accurate services to stakeholders.
DOCMIS consists of two major components: the Correctional Management Information System (CMIS) and the Department of Corrections Network (DOCNet). CMIS includes an offender management system, an electronic medical record application, a custody officer scheduling system, the Oracle Human Resources and Training applications, FileNet document imaging, and numerous smaller applications. CMIS is also integrated with a hospital-quality medical package and a Document Imaging and Management System (FileNet). DOCNet provides the Department with local/wide area network operations, which allows for a centralized information system for easier data access. PCs, printers, standardized imaging, cabling, routers, switches and servers, along with a centralized three tier Help Desk, complete DOCNet.
Significant advances in technology that will entail delivery of new products, services and capabilities can be expected over the next several years. This will create an opportunity for our IT organization to make a difference by using information and technologies in new and efficient ways.