MANAGEMENT INFORMATION SYSTEMS DEPARTMENT
The MIS Department, established July 1, 2004, is a consolidation of the Document Control Department and all technology personnel. MIS operating units consist of a Project Development Unit, Help Desk Unit, Document Control Unit, Computer Training Unit and Data Entry Unit. MIS is responsible for the central operation of data exchange and information system services within the agency. These systems are comprised of various New Jersey State subsystems, which include the Family Assistance Management Information System (FAMIS), Medicaid Eligibility System, General Assistance Automated System (GAAS) and the Automated Child Support Enforcement System (ACSES): These systems are divisible into smaller subsystems which are the Income & Eligibility Verification System (IEVS), State Verification Eligibility System (SVES), Family Development Program (FDP), Department of Labor and Workforce Development System (DOLW), Electronic Benefits Transfer (EBT), Automated Budgeting and Claims Updating System (ABACUS), Federal Tax Refund Offset Program (FTROP) and the Unified Application Process (UAP).
The MIS Department coordinates all department and agency data processing plans with the State-level Office of Telecommunications and Information Systems and other appropriate authority ensuring that all data processing systems are fully compatible and consistent with strategic guidelines for information processing, including architecture and networking capabilities, maintaining security, and strict internal control and confidentiality. This department also plans, organizes and directs studies of existing and planned data processing applications to determine the capacity monitor the utilization and determine the need and potential uses for existing and/or proposed equipment. The department also plans the purchase of the hardware and software necessary to satisfy department and agency data processing requirements, including processors, data communications equipment, data base management systems, and various applications technology. In addition, the department provides ongoing support for new technologies, desktop applications, network reliability, servers, routers and any system problems.
A Management Information Specialist supervises and manages all agency application development, network support, computer operations and computer training delivery.
- The Project Development Unit provides all in-house programming and responds to project requests. In addition this unit supports desktop and laptop equipment and maintains agency network servers and services, including the provision of network administration services to the One Ease E-Link (OEL) Collaborative members in Mercer County. The unit also provides weekly, monthly and annual project deliverable status and handles the pricing and purchasing of computer hardware, software and vendor services.
- The Computer Training Unit outlines requirements, creates content and delivers training for the department and agency regarding management information systems, in house applications and licensed package software, including the emergency assistance tracking system, voucher processing, Microsoft Office Suite and Oracle products. The unit coordinates all training programs with the Training Department of Human Resources and provides weekly, monthly and annual training statistics.
A Supervising Computer Operator supervises and manages the agency call center help desk, data entry operations and document control units. She also manages security for access to the building and agency computer systems.
- The Help Desk Unit’s goal is to increase response time for reported problems with all telecommunication equipment in the agency. The unit’s primary function is to identify the problem, record the time, date and location of the problem. Rectify the problem if possible or dispatch a service call to another agency/vender for problem resolution. The unit is responsible for receiving, distributing and moving all agency computer equipment. In addition, the help desk unit also provides weekly, monthly and annual call center statistics.
- The Document Control Unit provides archive and records management for computer documents. Presently it also stores and distributes the Individual Responsibility Plans for Work First New Jersey Temporary Assistance to Needy Family customers. The unit also provides report reprinting of State reports by special request. In addition to providing various departmental clerical and statistical reporting, the unit also creates specific on-demand reports through the use of a software program called Magna 8. Lastly, the document control unit handles the department’s mail receipt and distribution.
- The Data Entry Unit provides support for all agency data entry needs, including vouchers, bus pass issuances, W-9 processing, Income and Eligibility Verification System (IEVS), the ABACUS system, the Federal Tax Refund Offset program and the Family Assistance Management Information System (FAMIS).
2004 Year in Review
In 2004 the department accomplished the elimination of duplicate report printing for reports accessible through the state’s online report system called IAcquire. This eliminated the storage of duplicate copies of agency reports extending back 6 years. Medicaid Data Entry was transferred from the Data Entry Unit to the Medical Assistance Department. The computer training lab was relocated from the 3rd floor to the 2nd within the MIS Department. Work-load reduction through reorganization in the department resulted in staff reductions.
Other accomplishments in 2004 consisted of implementing an agency-wide Oracle data base for case tracking and the creation of the Bus Pass Distribution System. Enhancements to the existing Emergency Assistance tracking to include the Rescue Mission Initiative program were accomplished, as well as, a vendor payment system for Death & Burial Voucher payments and a Court Docket Tracking system for the Legal Department. The Help Desk began using an electronic tracking, ticketing, and reporting system. A Purchasing and Fixed Asset software system was purchased and set up and users were trained. A project management system with project status reporting was set up within the MIS Department.
Document Control Network Center Helpdesk
During the FY2004 the Network Control Center Help Desk received 3,350 calls. These calls were either rectified in house or dispatched for additional services.
Challenges and Goals for 2005
The Management Information Systems Department has established a list of goals for calendar year 2005. The first of these goals is with the implementation of the four new software packages purchased in 2004. These packages include linking software to interface the Purchasing and Fixed Assets packages, Crystal Reports software to generate needed Fiscal Reports from Solomon and purchasing and inventory control software for the General Services Department.
In 2005 four new software packages will be purchased and installed, Oracle Collaboration Suite software and the Oracle Development Suite software for maintaining and building high-quality transactional applications, including the Collaboration Suite Portal support, Web services, and wireless device support. Additionally, a Windows browser version of the Automated Budgeting and Claims Updating System (ABACUS) will replace the obsolete DOS-Based system run on Digital Equipment Corporation (DEC) workstations and the DEC workstations will be eliminated. Case Management Software will be purchased for the Legal Depart and implemented to improve case management, court docket and attorney scheduling.
Another of the MIS Department’s goals is to consolidate all in house databases on the Oracle Platform and eliminate the stand alone ACCESS databases now in use. This will bring all internal data onto a single platform, which will enable the agency to manage in house systems more effectively.
The Department will continue its relationship with Specialty Systems, Incorporated to provide the programming services necessary to implement automated client scheduling on the agency-wide Oracle database. This system will also be enhanced to provide Internet access via the Windows browser. Demographic data will be uploaded to this database from the Division of Family Development’s FAMIS system.
Another goal MIS is the rebuilding of the Computer Operations Room. The Local Area Network (LAN) requires the upgrading of network hardware and software to eliminate the danger of water damage to computers and network switches. This will also increase productivity and facilitate failure recovery. Additional ports will be added to the network in order to add application servers, database servers, portal servers, and printers to the network. The result of this rebuilding will be increased the overall speed and efficiency of the network. All existing cable and fiber optic lines will be replaced and upgraded. The Network Infrastructure will be improved with the new construction and the installation of new servers, rack mounting cabinets and monitoring software. Key-entry access security will be added to the computer room. Elimination of the water sprinklers and the Halogen fire suppression system will be accomplished in conjunction with the rebuilding. Virtual Private Network remote access will be implemented along with network monitoring software. This will allow the agency to monitor network traffic and identify network bottlenecks. This will help users on our LAN and Work First New Jersey networks by allowing shared databases to work at improved efficiency. Workers will be able to access information faster allowing them to spend more time servicing clients.
Disaster Recovery is another goal of the MIS Department. Management Information Systems will do a Network Security and Disaster Recovery Audit. The audit is an objective approach to identify risks and will help provide the level of assurance necessary for effective management of those risks. The agency network will be reconfigured to allow for disaster recovery and improved technology security. Planning will begin for an offsite location from which to access agency systems.
One last but most important goal for 2005 will be the rollout of project management office standards and procedures for managing and reporting project status within all agency departments.
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