Kim Wheatley, Bureau Chief

Ed Synoski, Deputy Bureau Chief

MISSION

KEY OBJECTIVES

• Improve department-wide budgetary and fiscal leadership and management by promoting fiscal responsibility and accountability.
• Continue to develop the Delaware Automated Correctional System. This offender tracking system has as its primary objective to expand the department's ability to identify and track an individual under the supervision of the department regardless of whether the person is in a sentenced Level V institution or under supervision of the Community Corrections Level IV and below.
• Provide the most efficient, lowest cost of food services to the offender population while ensuring nutritional standards are being met.
• Perform infrastructure, building, and grounds maintenance on all physical plant systems, including life-safety, electrical, HVAC, plumbing, lock, and structural systems. The deferred maintenance backlog is continually addressed through the Minor Capital Improvement Program.

BMS Organizational Chart

Contact Information

Bureau of Management Services
Department of Correction
Administration Building
245 McKee Road
Dover,    DE    19904
(302) 857-5255

This unit is responsible for all aspects of managing the information technology resources of the Department that are shared on the network infrastructure. They partner with the Department of Technology and Information (DTI) and share many common computing resources from the statewide network that links the Department's local area networks. The unit also provides technical support to the DOC's partnership with other criminal justice agencies (police, courts, prosecutors and public defender) as a contributor to and consumer of the State's highly integrated criminal justice information system, DELJIS.

ACTIVITIES

• Provide technology guidance, expertise and oversight for major IT projects within the DOC.
• Establish and maintain technology standards and practices for the DOC.
• Implement and maintain the Delaware Automated Correction System (DACS), the Department's offender management information system. Since 2001, DACS moved the Department from a paper-based information system to a truly automated information system, giving the Department real time access to data that provides decision makers the opportunities to effectively manage the daily supervision of our offender population.
• Provide DACS availability in a secure mobile environment, allowing the DOC to be more responsive to its public safety mission in the community.
• Manage all aspects of the local network infrastructure at all DOC facilities.
• Administer a robust help desk operation. The help desk stands as the first line of service and support to Department employees experiencing a technology problem, concern or question. It is available to all computer users in the Department.
• Oversee information security in accordance with statewide standards.
• Engage strategies to embrace E-Discovery and computer forensics.
• Develop and manage a web presence for all aspects of the business of the Department, providing data to our government partners as well as the citizens of Delaware.
• Provide opportunities for the continuous improvement of information technology skill sets of the entire administrative bureau staff; the need for all staff to possess basic technology skills is critical to the success of the DOC.

This office is the centralized unit that maintains and controls 80,000 plus inactive institutional and probation/parole offender files. Additionally, there are approzimately 6,500 offenders housed at Level 5 and Level 4 facilities at any given time, for which an active legal file is maintained. The centralized unit has approximately 40 employees who handle numerous duties related to the incarceration of offenders and also released offenders.

COR is responsible for calculating offender sentences as ordered by the courts; preparing releases; making arrangements for offenders to be transported to court and appear by video and updating the legal file pursuant to court actions. Additionally, COR handles the monitoring and registration of sex offenders and the victim notifications for the Department as required by the Delaware Code. COR handles warrants that are sent by various other states, which require extradition to those jurisdictions. COR is tasked with providing records retention for the Department, including the archiving of offender files. Communicating with staff in all of the Delaware Courts; Judges, Department of Justice employees; Police and other Criminal Justice agencies is a daily occurrence.

Personal and legal information that is pertinent to an offender's incarceration is loaded into the Delaware Automated Correction System (DACS) by this office. This central office is open nineteen hours a day, seven days a week, including holidays.

ACTIVITIES

• Calculate offender sentences as ordered by the courts; prepare releases; arrange for offender transport; and update the legal file pursuant to court actions.
• Monitor and register sex offenders and victim notifications for the Department as required by the Delaware Code.
• Coordinate warrants sent from other states, which require extradition to those jurisdictions.
• Provide records retention for the Department, including the archiving of offender files.
• Communicate with staff in all Delaware Courts, Department of Justice, police and other Criminal Justice agencies.

The office is responsible for a variety of functions and operational responsibilities. Throughout the state, individuals working with and for the Central Business Office handle everything from payroll processing, accounts payable, accounts receivable, managing federal grant projects as well as budget preparation. This office has a diverse group of individuals who are committed to ensuring accurate record keeping and error free documentation. With a focus on training and growth, this unit has committed itself to providing on-going training for personnel as well as informational training to new cadets joining the department. The Central Business Office continues to strive to automate manual processes to increase performance. In support of automation, the Central Business Office has developed an electronic time-sheet and electronic budgetary reports. Implementing this change has provided positive results by reducing data collection time and providing uniformity. The Central Business Office is working cooperatively with the First State Financials and PHRST team members in anticipation for the new state wide financial system. The Central Business Office is attending all business sessions and workshops to provide pertinent information pertaining to the implementation of First State Financials.

ACTIVITIES

• Provide information and training opportunities to the facility financial personnel regarding Department and State Accounting policies and procedures.
• Support the development of the Department's annual budget.
• Continue efforts to automate documentation and central business operations as appropriate.
• Perform audit functions throughout the year to ensure proper procedures are followed and accurate documentation is maintained.
• Maintain accurate and timely records and processing of payroll checks to approximately 2700 employees.

This unit prepares over 8 million meals annually for offenders in all of the Department's facilities, which range from 90 offenders up to 3,000. Food Services provide job training and employment opportunities for approximately 600 offenders including cooks, bakers, prep cooks, sanitation specialists and many other food service related jobs.

Staff consists of 84 employees, Food Service Administrator, Quality Control Administrator, Food Service Directors, Food Service Supervisors and Food Service Specialists. Staff is trained and re-certified in Serv-Safe, a comprehensive training program recognized by the National Restaurant Association Education Foundation. The program focuses on practicing the highest quality of health, safety and sanitation protection procedures, with the common goal to produce safe, quality food for our offenders. To maintain our high quality standards, our facilities are inspected annually by Public Health and also undergo unannounced safety and security inspections.

ACTIVITIES

• Provide meals which meet state and federal requirements, while following USDA and Department of Education practices and guidelines.
  B-Cycle Regular Menu 2009
• Maintain a 4-week cycle menu that is reviewed every 6 months and approved by a registered Dietitian. During the summer menu cycle, Food Service partners with the farm located on the grounds of Sussex Correctional Institution to utilize the produce grown there in our menus.
• Collaborate with the medical unit to address the special dietary and therapeutic needs of offenders. To that end, our regular menu adheres to heart healthy guidelines established by the 2005 Dietary Guidelines for Americans, My Pyramid Guidelines, and the National Cholesterol Education Program with the goal of decreasing future health care costs of the offender population.
• Ensure compliance in maintaining the highest professional standards of security, sanitation, physical hygiene and safety.

The DOC has grown to include eleven (11) facilities of some level of incarceration totaling almost 1.9 million square feet. In addition, there are administration buildings and leased office spaces that require some level of maintenance. The replacement cost of the state-owned facilities and infrastructure alone approaches $900 million. It is imperative to provide constant maintenance to these facilities in order to keep them operational and limit future costs for repairs or replacements. On an approximate five (5) year cycle, an assessment of all DOC facilities is performed. The purpose of this assessment is to determine the extent of the deferred maintenance and its approximate value. This document provides the basis for the Minor Capital Improvement Program.

ACTIVITIES

• Maintain physical plant systems of all state-owned and some leased facilities. Physical plant systems include, but are not limited to, life-safety, electrical, HVAC, plumbing, lock, and structural systems.
• Maintain all property infrastructure systems including, but not limited to, water and sewer lines, high voltage electrical distribution systems, walkways, and roads.
• Maintain grounds, including snow removal and grass cutting.
• Provide oversight of inmate work crews performing maintenance duties.
• Coordinate and monitor statewide service contracts such as trash disposal, pest control, various preventive maintenance services, etc.
• Coordinate the planning and design and monitor construction on all major and minor capital construction projects.
• Manage and monitor all permits (environmental, etc.) and reporting requirements.
• Monitor all utility consumption and make recommendations to facilities.
• Prepare the annual capital budget request for DOC.
• Coordinate training and apprenticeship opportunities for Maintenance staff.

Central Supply Warehouse (CSW) serves as the Department of Correction's primary receiving and distribution center. Located on the grounds of the James T. Vaughn Correctional Center, CSW supports all Department of Correction facilities, institutions, and administrative offices in the state with supplies, food, equipment, and other materials necessary for the optimum operation of the DOC. One Warehouse Supervisor, four CO/Storekeepers and one Account Technician form the organization that also supervises a labor force of 15-20 inmates.

ACTIVITIES

• Support the Department of Correction with management, materials and the logistical support to distribute food and supplies wherever needed.
• Order, receive, process and deliver over 350 products to 15 different locations statewide to include travel of over 30,000 miles a year.
• Maintain CDL and forklift operation certification.
• Supervise and train inmates in warehouse operations to include handling hazardous chemicals, equipment operation, and inventory control procedures.

The Support Services unit within the Bureau of Management Services provides assistance and guidance to all Departmental staff in the areas of purchasing, contracting, and fleet management.

ACTIVITIES

• Maintain Department's official Purchasing Manual to provide all financial officers and other staff a valuable tool for procurement and contracting activities.
• Process purchasing documents, including Requisitions, Purchase Orders, and Purchase Order Modifications.
• Manage the Department's fleet of vehicles to include inventory tracking, mileage management, usage review, vehicle reservations and violations/misuse resolution.
• Provide purchasing and contracting training to Department staff in conjunction with Accounts Payable as scheduled.
• Develop and post all RFPs and ITBs on the Department's Internet site.
• Maintain current listing of all Statewide and Department-specific contracts on the Department's Extranet site. Listing is updated on a monthly basis and includes contract type, contract period, and pertinent comments.
• Process Vendor Registration Forms, available on the Department's Internet site. The form allows interested vendors to request email notification of RFPs and ITBs for specific contract categories.
• Publish and post monthly Purchasing newsletter to Department's Extranet site.

Related Links

Request for Proposals and Invitations to Bid
http://www.doc.delaware.gov/information/bids.shtml

Delaware Public Purchasing Association
http://gss.omb.delaware.gov/dppa/index.shtml

Office of Minority and Women Business Enterprise
http://www.omwbe.delaware.gov

Vendor Registration Form
http://www.doc.delaware.gov/pdfs/Vendor_Registration_Application.pdf