Inmate Banking, Warehouse Management, Point of Sale Application, and Parole Fee Management Services

The Vendor is required to provide inmate banking, warehouse management, point of sale application, and parole fee management services.
- Trust Fund Banking (TFB):
• Micro Focus Banking Application (MBA) used to perform complex accounting functions for Inmates, employees, and various administrative accounts. Inmate accounts are created through an interface with the Inmate intake application and stored in Microsoft SQL server tables, and VSAM file
• The application accepts files to include a deposit and withdrawal through a lockbox remittance processing service. Each transaction is comprised of an Inmate’s or employee’s first and last name, sender’s first and last name, account number, transaction amounts, dates and codes, trailer record, and other data as needed. The application accepts withdrawals processed for outside purchases, processes gate money and generates checks as requested
• The application accepts files manually keyed to include other types of deposits and withdrawals, as well as holds and liens to adjustment account.
• The application will collect other financial obligations an Inmate may owe such as child support, medical fees, post-secondary education expenses, and other agency debt obligations. Collection of debts owed are completed through an automated or manual process based on predetermined prioritized rules and calculations. There are deposits that are subject to legislative compliance such as Veteran’s disability checks and require prioritized rules.
- Warehouse Management (WM): The existing application has automated data collection, inventory, ordering product location and report management, along with Wi-Fi barcode scanning and printing, storage reallocation, replenishment, and warehouse management logistics. The current application contains a full inventory management module to include purchasing, Vendor information, shipping, and receiving to multiple locations. The application stores inventory item description, Universal Product Code (UPC), stockitem number or item number (SKU), unit of measure (UOM) cost, UOM retail cost, shelf-life, Department, category classifications, tax percentage per location, and other qualifiers specific to each location. The application also includes minimum and maximum inventory volume needed per Distribution Center and unit sale locations to provide re-order recommendations.
- Commissary Point of Sale (POS): The POS application verifies Inmate demographics including eligibility to purchase specific products following the restrictions and limits of their custody code, creates spend periods, item restrictions, quantity limitations, inventory management and monthly reconciliation, Inmate property records, eCommerce interface, category and subcategory classification, inventory adjustments, identification card maintenance, immediate message queue, query access control, user defined reporting and administrative access authority and user account maintenance.
- eCommerce:
• The Agency utilizes an online Business to Customer (B2C) eCommerce application that allows approved customers to make an online merchandise purchase or online deposit for eligible Inmates.
• The eCommerce application landing page requires the customer to verify the Inmate and the customer eligibility before allowing access to the online catalog. The landing page also displays important messages for customers. The online catalog displays photographic images along with prices of available products for purchase. The eCommerce application allows for one attempt per Day and has a 30-minute transaction time limit, as a security precaution. An email confirmation is sent to the customer once the sale has been completed.

- Provide design and customization of screens, dashboards, application functionality, and/or reports to support business processes of the system.
- Create initial output reports and documents.
- Provide for setup of secure access and creation of user profiles.
- Determine the various Mixed File Types, integration requirements and batch integration from the Flat Files, VSAM files, and Server to the system.
- Integrate data from the Legacy Programs various Mixed File Types.
- Provide documentation regarding data interfaces/data transfers.
- Provide documentation of security encryption standards for data sharing between the Agency applications, the system, and the remittance processing software of external banking transactions.
- Integrate the system with Microsoft Outlook for email functionality.
- Develop performance and stress test scripts with data reports of results, to include an architectural diagram displaying data points.
- Test applications and integration of various Mixed File Types.
- Conduct User Acceptance Testing (UAT).
- Develop a training plan and create training materials for application administrator level users and general application users.
- Provide end-user and application administrator training.
- Deploy the system to the Production Environment.
- Provide routine application maintenance as well as application and hardware upgrades to ensure technical and security standards are compliant within the industry.
- This should include maintenance to the architectural design of hardware; software, and database interdependencies.
- Provide ongoing help desk support for the users of the system.
- Provide documented reports for scheduled security audits.
- Identify and mitigate risks to the deployment of the system. The Contractor shall have procedures in place to address staffing turn-over, appropriate time allocation of communication of design requirements and potential changes, availability of testing resources, coordination of approval path following system practices, and effective communication between the Contractor and the Agency.
- Procurement of new equipment needed for the Agency workstations is not the Contractor’s responsibility.
- The Contractor will be responsible for all hardware, operating server application, data storage costs, and any third-party license costs related to the server installation for the system.
- The system shall be compatible with Microsoft Windows operating systems.
- The POS module of the system will support the additional equipment for electronic signature, thumbprint, identification card magnetic stripe reader, UPC, SKU, and barcode technology reading equipment.
- The Contractor shall provide qualified and trained staff in accordance with a staffing plan, as described in to perform the Services.
- Coordinate project schedule with internal and external dependencies to ensure project milestones are met.
- Provide effective communication and updates to the Contractor regarding project changes or achievement of project milestones.
- Coordinate all approval and acceptance stages for project.
- Provide design specifications to the Contractor in a timely manner.
- Support the Agency’s initial testing during programming when a module completes unit testing by the Contractor.
-  Coordinate with the Contractor and manage the process.
- Provide acceptance documentation of each deliverable.
- Provide final project acceptance and transition to production, when approved by the Agency’s leadership.

- Contract Period/Term: 4 months