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.

Office of Financial Management

The Office of Financial Management identifies current and future departmental fiscal resources and monitors the expenditure of available funds.

The office is comprised of the following bureaus/units:

• Bureau of Budget/Fiscal Planning -- This bureau compiles annual operating and capital budgets that reflect the needs of the Department of Corrections, as required by legislative mandate. The bureau also provides fiscal analysis of current year activity and compiles quarterly spending plans that provide the fiscal status of the department. In addition, it monitors the levels of spending via account/spending analysis; provides detailed analysis of custody staffing and overtime expenditures by using the Baseline Reporting Information System; and 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 biweekly position monitoring reports.
• Bureau of Auditing -- This bureau provides independent audits of the operation of each institution's non-budgeted funds, which includes the examination of financial activities for the Inmate Trust Fund, the Inmate Commissary Fund, the Inmate Welfare Fund and Inmate Group Accounts. These audits determine whether:
  1. non-budgeted fund financial statements comply with generally accepted accounting principles;
  2. adequate internal controls existed over the financial operations of the non-budgeted funds;
  3. there is adherence to applicable state laws, administrative code, and state, departmental and institutional policies and procedures; and
  4. financial transactions are authorized, properly recorded and reasonable.

The bureau also ensures that findings and recommendations resultant from audits performed by the state's Office of Legislative Services are accurate and appropriate.

• Bureau of Accounting and Procurement -- This bureau provides administrative and technical direction and assistance in accounting, purchasing and internal controls to the various correctional facilities and programs administered by the NJDOC via issuance of accounting bulletins and other guidelines and directives. The bureau also procures needed goods and services for Central Office operations and ensures timely payment to vendors in accordance with New Jersey Department of Treasury guidelines.
• Focus Report Writing Unit -- This unit develops information systems and databases that provide a variety of menu-driven fiscal/position reports for fiscal and other managerial personnel.
• Grants Management Unit -- This office is responsible for securing and managing federal, state and private grant funds that support various programs, services and other initiatives within the department. The unit provides technical support and ongoing assistance to all department staff pursuing grant funds or operating grant-funded programs. This unit also compiles annual education and federal budgets for inclusion in the department's overall budget, compiles quarterly spending plans documenting the fiscal status of education and federal funds, and prepares fiscal impact statements that document the NJDOC's position on pending legislation that may impact the department. See Chart
• Staff in the Office of the Director are responsible for the development/maintenance of an indirect cost recovery rate for receipt of federal funds and for providing administrative support services for Central Office staff, which includes fleet management, print shop, mail handling and storeroom/supplies.

Office of Policy and Planning

The Office of Policy and Planning provides analytic, technical and administrative rulemaking support to the department and coordinates services between the NJDOC and external federal, state, county and local law enforcement systems in implementing new technology systems, including live scan fingerprint systems, digital mug shots, video teleconferencing and integrated software applications. This office also oversees the Government Records Unit and the implementation of the Open Public Records Act (OPRA).

The office includes the following bureau and units:

• Bureau of Correctional Information Systems (CIS) - CIS is responsible for the operations and maintenance of New Jersey OBCIS system. CIS also coordinates access to numerous computerized law enforcement information systems by NJDOC staff in order to evaluate and classify inmates and to process inmates for community-based programs and release to community. In addition, CIS authorizes access to mainframe offender tracking system by external agencies to meet their statutory law and justice business needs.
• Policy Analysis and Planning Unit - This office develops inmate population projections, provides policy analysis and works with other departmental units and agencies of the criminal justice system to provide strategic-planning support.
• Standards Development Unit - This office is responsible for the New Jersey Administrative Code rule making process, which includes the formulation, proposal, adoption and promulgation of NJDOC rules and regulations.
• Video Teleconferencing Unit - This unit plans, develops, coordinates, monitors and oversees all activities related to videoconferencing for the department. It provides system-wide access to the NJDOC inmate population for criminal justice agencies at the local, county, state and federal levels.
• Government Records Unit - This unit is responsible for the recently enacted OPRA, which provides access to all departmental government records not specifically excluded by existing legislation or administrative rules. There is a specific legislatively mandated time period within which the department must respond to inquiries for information or data under OPRA.

Bureau of State Use Industries -- DEPTCOR

The Bureau of State Use Industries, DEPTCOR, is an entity within the New Jersey Department of Corrections. DEPTCOR's mission is to employ inmates in enterprises that reduce idleness, offer marketable skills, produce quality goods and services and yield taxpayer benefits.

The use of prison labor in a productive capacity began almost a century and a half before its formal recognition in New Jersey in 1918. Under the Department of Institutions and Agencies, the State Use Division was established and, in 1953, became known as the Bureau of State Use Industries. In 1976, State Use Industries began reporting to the newly created Department of Corrections. In 1990, the trade name DEPTCOR was adopted to represent its complete line of products and services.

The bureau operates 32 industrial shops utilizing inmates from 11 state correctional facilities. It is self-supporting, since it is financed through sales revenue rather than appropriated funds. A wide range of products and services are offered under the DEPTCOR label via a state contract to tax-supported agencies, institutions, units of state, county and municipal government. DEPTCOR can save the cost and time of procurement, as well as offer reduced prices. Thus, additional taxpayer savings are realized when tax-supported agencies purchase from DEPTCOR.

DEPTCOR's administrative, production and support staffs are made up of approximately 170 civilians. On a daily basis, DEPTCOR employs more than 1,700 inmates in highly developed industries organized into distinct business units as follows:

• Bayside Enterprise: A wide variety of industries are included in this unit and, in aggregate, represents 45 percent of DEPTCOR's total sales. The first formal industry, dating back to 1918, still operates today - the auto tag shop, which stamps more than three million license plates annually and ranks the highest in sales at over $4 million per year. The bakery produces breads, rolls and baked desserts and generates more than $3 million in sales. Building basic sheds has evolved into prefabricated structures of all types, from garages to cabins to modular offices. Concrete landscaping items are poured and molded on an as-needed basis, and janitorial products are still designed with the highest level of safety.
• Textile Enterprise: This unit consists of cloth and knit garments, all textiles and bedding operations. Seven shops operate 12 shifts, producing a product line of more than 20 different items offered in various sizes -- bringing the total pieces available to more than 200. The textile enterprise represents one-third of DEPTCOR's total annual sales.
• Metal and Furniture Enterprise: DEPTCOR's complete line of metal cell furniture, storage shelving and custom metal products, as well as a line of office and systems furniture and a new line of dormitory furnishings, are represented in this unit. Customization of system panel workstations, new ergonomic seating and powder coating are among the specialties of DEPTCOR.
• South Woods Enterprise: This unit consists of three separate industries. Printing and graphics produces letterhead, envelopes, carbonless forms and customized printing and bindery. The sign shop fabricates traffic signs, custom interior and exterior signage and banners, and vehicle markings. It also does silk-screening. The shoe shop designs and produces a shank free work boot as well as both lace and Velcro sneakers.
• Service Enterprise: This unit satisfies data entry, tele-response and mail fulfillment needs for various agencies.

Office of Employee Relations

The mission of the Office of Employee Relations is to maintain a positive environment for employee-employer relations. The office works closely with the department's Office of Human Resources in managing policy review and development in the most efficient and economical means possible.

The office is composed of three primary functional units:

• Employee Relations/Liaison Unit -- This unit represents the Department of Corrections in contract negotiations and in the administration of 11 bargaining unit agreements. It also advises the commissioner, other high-level managers and unit supervisors in the administration of Department of Personnel rules and regulations as contained in Title 4A of the New Jersey Administrative Code. In addition, the unit provides ongoing training in a variety of employee relations matters.
• Due Process/Hearing Unit -- This unit hears all of the department's second-step grievances and complex department-level disciplinary appeals, including those emanating from the Equal Employment Division. It also represents the NJDOC before the Office of Administrative Law on disciplinary actions appealed to the Merit System Board. The unit reviews current case law and rule changes in order to ensure that the department's practices are consistent with such changes. In addition, it represents the department at all grievance and other interest arbitration hearings, as well as hearings convened to address allegations of unfair labor practices before the Public Employment Relations Commission.
• Employment Litigation Unit -- This unit serves as a liaison to the Office of the Attorney General and/or private counsel retained to represent the department in all lawsuits filed by individuals concerning employment issues. This includes state and federal litigation involving allegations of employment discrimination, harassment, retaliation and wrongful termination.

Office of Information Technology

The Office of Information Technology (OIT) supports the core business needs of the Department of Corrections through the development and use of enhanced technologies and information systems. It serves more than 9,500 staff members throughout the department and 1,000 Correctional Medical Systems staff members.

The OIT is responsible for providing the integrated exchange of data and identifying emerging technologies and trends to improve employee productivity while reducing state costs. In addition, this office advises management of Information Technology best practices and delivers services to stakeholders. Software includes office automation, e-mail, Internet, mainframe access, inmate (case management and custody), custody scheduling and human resource applications.

This office consists of the following major components: Department of Corrections Management Information System (DOCMIS), Telecommunications and Administration. DOCMIS consists of two areas: Correctional Management Information System (CMIS) and DOCNet.

CMIS is the most technologically advanced and functionally complete statewide correctional management system in operation anywhere in North America and, perhaps, the world. The system operates with a state-of-the-art database management system and is designed entirely on open architecture principles. It is also the first statewide system in the country to be fully integrated with a hospital-quality medical package and Document Imaging/Management System.

The Department of Corrections originally initiated the DOCMIS project to address the need for Y2K compliance and to enhance its technological efficiency. The system has integrated the various software systems in concert with the department's business needs, including the installation of new equipment and conversion of all data to the new system.

Wide/Local Area Network Operations allow for a centralized information system for easier data access. It consists of issues with connectivity, network operating systems, email, operating systems and office automation upgrades/patches.

A Help Desk provides three-tier, around-the-clock support for DOCNet users.

Telecommunications services consist of 8,000 voice telephones, 2,000 inmate telephones, 2,000 emergency telephones at correctional facilities, data lines for video teleconferencing, voice mail and electronic monitoring services.

Administration services include several areas, among them OIT policy and planning; fiscal, budget and spending analysis; procurement processing and grant development; and various training classes.

In December 2002, OIT unveiled an online offender search engine, which provides an important public service that is of particular value to victims of a crime. By offering victims the ability to instantaneously learn the status and location of an offender, it underscores the fact that there are, indeed, rights available to them through the criminal justice system. Furthermore, the search engine enables law enforcement agencies, family members and other interested parties to view information on offenders, 24 hours a day, seven days a week. Information available on the offender search engine includes such specifics as name, discreet numeric identifiers, current location, parole eligibility date and max date. Sentencing information, admission dates, and known aliases also are displayed. In addition, the most recent photograph is included, if available.

Office of Human Resources

The Office of Human Resources oversees all aspects of personnel management while providing personnel support for nearly 10,000 employees within the department's correctional facilities and Central Office. The staff is responsible for ensuring that all personnel matters are handled efficiently.

This office's primary mission is to plan, develop and implement the department's Human Resources programs, which include classification and organizational analysis, personnel and payroll administration, recruitment, employee benefits, position management, wage and salary administration, and computerized personnel management information system. It is also responsible for the development of all human resource policies and for the continuous review and evaluation of various programs while ensuring the compliance with the Fair Labor Standards Act and other state and federal laws.

The Office of Human Resources creates opportunities for employees to better themselves and thereby improve job performance and services to inmates and employees. In addition, the office's staff oversees pre-layoff and reduction-in-force layoff planning, the development and monitoring of sick leave and sick leave injury (SLI) reports and post audits the department's SLI and leave of absence programs. The office also implements training programs concerning personnel issues and timekeeping procedures and ensures compliance through periodic personnel, payroll and time and attendance audits.

The office also is charged with ensuring department compliance with all federal, state and negotiated regulations and directs administrators in establishing the need for, and the development of departmental procedures for implementation of the regulations.