The Division of Administration is responsible for managing the department’s $1 billion budget. Roughly 22,000 individuals are under NJDOC jurisdiction in state correctional institutions, county jails and halfway houses. The division provides administrative services to support the departmental mission in major areas such as budget and fiscal management, procurement, internal auditing and information systems.
Office of Financial Management
The Office of Financial Management identifies current and future NJDOC fiscal resources, along with planning, directing and monitoring the expenditure of available funds.
The office is comprised of the following bureaus/units:
Bureau of Budget and Fiscal Planning – This bureau compiles annual operating budgets that reflect the needs of the NJDOC, 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 monitors the levels of spending via account/spending analysis; establishes institutional full-time employee (FTE) position caps based on available salary funding; and monitors FTE-filled counts against those FTE caps via preparation of bi-weekly position monitoring reports. Bureau staff directly supports institutional business office staff in fiscal matters as needed for daily operations. The bureau provides supervision, administrative direction and assistance in accounting, purchasing and internal controls to DEPTCOR, AgriIndustries and Albert C. Wagner Youth Correctional Facility Laundry revolving funds and Capital Construction funds. The bureau also provides assistance in the fiscal analysis of current-year activity for the quarterly spending plans that provide the fiscal status of the NJDOC. The bureau provides standard and ad hoc reports to various units in the department using reporting applications and database programs. Additionally, the bureau is responsible for determining and authorizing reimbursements to the counties for the housing of state-sentenced inmates housed in county jails.
Bureau of Auditing – The bureau provides independent financial audits of the trust funds maintained by the department’s major institutions and satellites. The examination of each trust fund is performed in accordance with Statements on Internal Auditing presented by the Institute of Internal Auditors. The audits of the trust funds (Inmate Trust Funds, Inmate Commissary Funds and Inmate Welfare Funds) are designed to determine whether:
• Non-budgeted fund financial statements comply with generally accepted accounting principles;
• Adequate internal controls existed over the financial operations of the non-budgeted funds;
• There is adherence to applicable state laws, administrative code, and state, departmental and institutional policies and procedures; and
• Financial transactions are authorized, properly recorded and reasonable.
The Bureau of Auditing also performs audits of the department’s revolving funds, reviews all OMB A-133 Single Audits, maintains the department’s Land and Building Asset Management (LBAM) system and coordinates the completion of the annual internal controls assessments. Audits performed by the state’s Office of Legislative Services and other external audit groups are reviewed to ensure findings are accurate and recommendations are appropriate.
The Bureau of Accounting and Revenue – This bureau provides administrative and technical direction and assistance in accounting and internal controls to the various correctional facilities and programs administered by the NJDOC. It develops departmental accounting policies and internal management procedures and other guidelines and directives that define the fiscal responsibilities for compliance with applicable laws, rules and regulations. 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.
Institutional Operations Bureau – The bureau provides supervision, administrative direction and assistance in accounting, purchasing and internal controls for the business offices in all the institutions. This includes the fiduciary responsibility for all financial information related to inmate accounts. The business offices process inmate payrolls, transact deposits and remits to and from inmate accounts, maintain commissary inventory and account for the merchandise distributed to the inmate population. In addition, the bureau manages the Central Office Revenue Unit. This unit is responsible for processing the revenues collected from offenders for court-imposed fines, penalties and restitution.
The Bureau of Procurement and Contract Management – This bureau provides administrative and technical direction as well as assistance in purchasing for NJDOC programs and facilities, via issuance of internal management policies, procedures, and other guidelines and directives. The bureau procures needed goods and services for Central Office operations, including the Bureau of Training and Custody Recruitment, and provides support services for the Central Office complex, DEPTCOR and AgriIndustries procurements. Major contracts are monitored for compliance with terms and conditions.
Office of Information Technology
The mission of the Office of Information Technology (OIT) is to support the core business needs of the department through maintenance of existing technology; to develop, use and support 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.
Department of Corrections Management Information System (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 that allow 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 the NJDOC’s IT organization to make a difference by using information and technologies in new and efficient ways.
The OIT’s Video Teleconference Unit develops, implements and maintains video teleconferencing capability throughout the state criminal justice system. The unit improves efficiency, reduces operating costs and increases public safety and community protection by reducing the external movement of state inmates into the community and providing system-wide access to the NJDOC inmate population for criminal justice systems at all levels – state, county, local and federal.
Bureau of State Use Industries
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 program is financed out of a revolving fund from which all operational expenses are paid.
The State Use Industries program operates under the trade name of DEPTCOR. The mission of DEPTCOR is to educate, train, and provide marketable skills through the operation of a variety of manufacturing and service enterprises, enabling participating inmates to produce finished products that are top-quality and cost effective.
DEPTCOR operates 21 shops and offices employing approximately 1,000 inmates from nine state correctional facilities. A wide range of products, including baked goods, bedding, clothing, concrete products, ergonomics products, furniture, license plates, metal fabrication, printing and graphics, and signage are manufactured in the industrial operations under the DEPTCOR label, and they 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 DEPTCOR staff conducts operations typical to any manufacturing enterprise, including business functions such as
billing, cost accounting, payroll and personnel activities, product and plant engineering, sales promotion and the delivery of products. The ultimate business goal of DEPTCOR is to ensure customer satisfaction through an efficient and diversified manufacturing and on-the-job training operation, while reducing inmate idleness and recidivism upon release.
On-the-job training, while under the close supervision of experienced supervisors, allows
inmates to gain practical experience while learning marketable skills. DEPTCOR 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. DEPTCOR prepares inmates for the transition from prison jobs to careers and improves their chances of reentry into the community.