Administration and Planning

In 2008, the Administration, Personnel and Planning Division changed its name to the Administration and Planning Division to state more accurately its work.  Our challenges remained. We took prompt action to strengthen the Department's information technology security in the wake of high-profile incidents in Hong Kong. We reached landmark planning decisions on the redevelopment of the two Chi Ma Wan institutions and Tai Lam Centre for Women. And we continued to provide effective support to the Department in administration, IT, works and planning, accounts, public relations, and statistics and research.

Here is a summary of what we did in 2008.

Stanley W.H. WONG
Civil Secretary

Administration Section

The extension of Block E of Lai Chi Kok Reception Centre provides 144 additional penal places.

The Section which is headed by a Chief Executive Officer consists of five units. The Section oversees matters relating to departmental administration, appointments, establishment and personnel management, stores and procurement, translation services and management of general grade staff. 

The Departmental Administration Unit provides administrative and logistical support for departmental headquarters and penal institutions, covering resource management, green management, records and headquarters building management. It maintains grade management for 500 General Grade staff in the Department.

The Personnel Unit handles personnel matters for about 6 500 staff of the Department. It provides executive and clerical support in duties related to staff disciplinary issues, housing, staff visits, job-related allowances, leave and passages, termination of service, injury-on-duty, employees' compensation and common law claims, etc. The unit is also responsible for updating the computerised systems on personnel records, leave, payroll and performance appraisal.

The Appointments Unit handles all recruitment and promotion exercises. About 20 such exercises were conducted in 2008.

The Establishment Unit oversees all establishment matters, including the creation and deletion of posts, temporary redeployment due to operational needs and secretarial services to the Departmental Establishment Committee.

The Internal Audit Office inspects financial and stores functions of all institutions to uphold Government regulations and procedures. In 2008, five institutions saw full inspections with follow-up visits. The Office also assists in thematic studies.

The Translation Unit provides full translation and interpretation in both Chinese and English languages as well as Vietnamese, Spanish, Hakka, sign language and others.

The Central Supplies Unit is responsible for all administrative and financial matters relating to procurement and supplies of stores and equipment with the exception of the supplies functions pertaining to the Correctional Services Industries which are handled by the Industries Supplies Office. The annual amount of purchase in 2008 was as follows:-
Institutional Goods and Equipment - $95.04 million
Prisoners' Clothing - $8.47 million; and
Staff Uniform - $8.86 million

Accounts Section

Headed by a Senior Treasury Accountant, this Section consists of the Departmental Accounts Office, the Management Accounts Office and the Industries Accounts Office. It is responsible for all financial and accounting operations, including those pertaining to the Correctional Services Industries.

The Department's total expenditure in 2008 was $2,611 million, excluding capital cost of building works. This represents a 6.8% rise on the previous year, mainly due to increased expenditure on personal emoluments.

Total revenue collected from various sources during the year amounted to $48 million, including $42 million in rent from staff quarters.

Integrated Technology Section

Installation of Iris Recognition System in Integrated Technology Section enhances security of the server room.

The Integrated Technology Section was formed in February 2008 after the re-organisation of the then Information Technology (IT) and Planning Section. The Section comprises the e-Operations Office and the e-Administration Office and is responsible for the planning, initiation and coordination of various IT activities and e-Government initiatives and the provision of IT services to the Department to enhance operational efficiency.

The e-Operations Office specialises in network development, management of operational IT projects and penal information systems. The e-Administration Office focuses on management of administrative computer systems, projects and maintenance of departmental websites and Intranet Portals. At the end of 2008, the Section was managing around 2 600 Personal Computers and over 180 Servers.

The Department has established a Wide Area Network (WAN) connecting the Local Area Networks of Headquarters and institutions, which forms the CSD communication backbone for electronic mails, Intranet and Internet Services and various administrative and operational applications. The Department also successfully upgraded the underlying technology of the WAN in 2008 which greatly enhanced the bandwidth and scalability of the WAN connections to support the emerging bandwidth demanding applications.

In 2008, a new Tracking and Recording System for Urine Test was rolled out to computerise the workflow management for tracking the progress of inmate urine tests and recording the test results. The system largely improved the efficiency in conducting urine test and ensuring the accuracy of the urine test results. A Feasibility Study as well as the System Analysis and Design of an Inmate Drug Management System were completed with a view to streamlining the workflow of medical drugs recording and dispensing for inmates.

Works and Planning Section

Architectural Services Department representative briefs CSD staff associations on the project design of new Lo Wu prison cluster.

The Works and Planning Section plans for the construction of new penal institutions, rejuvenates the existing aged correctional facilities in conjunction with Architectural Services Department and Electrical and Mechanical Services Department. Major projects completed in this year include the extension to Block E of Lai Chi Kok Reception Centre which provides 144 additional penal places; construction of a new Visit Room cum Administration Block in Siu Lam Psychiatric Centre; conversion of Lai King Training Centre into a female institution – Lai King Correctional Institution; and upgrading of Correctional Services Department Central Control Command Centre at Staff Training Institute.

Capital Projects in progress include the redevelopment of Lo Wu Correctional Institution and the construction of a Complex Block in Stanley Prison. The former commenced in April 2007 for completion in mid 2010 to accommodate 1 400 inmates. The latter commenced in May 2008 for completion in early 2010 to provide additional ancillary facilities at Stanley Prison. Capital projects under planning include redevelopment of Chi Ma Wan Prison Area; redevelopment of Tai Lam Centre for Women; and redevelopment of the ex-Fire Service Staff Married Quarters at Fu Tei in Tuen Mun.

Minor Building Projects in progress include the construction of a Visit Room Complex at Hei Ling Chau; conversion of Tai Tam Gap Correctional Institution into a new rehabilitation centre - Lai King Rehabilitation Centre; improvement to the penal kitchen at Hei Ling Chau Correctional Institution and refurbishment to the library, classroom & office at Pik Uk Prison. Projects under planning include the construction of a metal workshop at Hei Ling Chau Addiction Treatment Centre; upgrading of security standard at the main gate area of Siu Lam Psychiatric Centre; reconstruction of a gymnasium at Sha Tsui Detention Centre and improvement of ancillary facilities at Lai King Correctional Institution.

The Department is replacing the existing traditional light fittings at various institutions with energy saving lighting devices and upgrading the fire services installations in all institutions. It is also studying the upgrading of sewage treatment facilities at different institutions. The installation of smoking booths at institutions has just been completed.

Inmate labour is used in many minor building work, improvement and maintenance projects. This not only provides opportunities for inmates to receive corrective and vocational training, but also achieves considerable savings in public expenditure.

Reporters are briefed by Chief Superintendent Yeung Ping-wing on measures to prevent prisoners' self-harm actions in a visit to Stanley Prison.

Public Relations Section

It delivers information about plans, services and activities to the media, and enhances public awareness of developments in custodial and rehabilitative services. It handles media enquiries, issues press releases, and arranges press conferences, interviews with correctional officers as well as media visits to institutions. The section also handles publicity pamphlets, booklets, posters, exhibitions, TV and radio announcements, and produces the Department's Annual Review and newsletter, The Guardian.

Statistics and Research Section

The Section provides statistical and research support for the strategic planning, monitoring and review of the Department's operations and correctional programmes.

Apart from compiling statistical reports to meet management and planning needs, the Section collates statistics on socio-economic and criminal background characteristics of the penal population and updates the penal population projections to provide assessments of future needs.