In 2009, the Administration and Planning Division continued to work incessantly in providing support services to the Department in areas of administration, accounts, integrated technology, works and planning, public relations as well as statistics and research. Although most of our works were low profile and behind the scenes, they were nonetheless essential in facilitating and ensuring the smooth running of the Department’s various key operations. I wish to register my appreciation for the hard work of all colleagues concerned. A detailed account of the works of the Division is given in the following paragraphs.

Administration Section

The Section consists of six units and 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 some 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 relating 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 35 such exercises were conducted in 2009.

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

The Internal Audit Sub-unit inspects financial and stores functions of all institutions to uphold Government regulations and procedures. In 2009, four institutions saw full inspections with follow-up visits. The Sub-unit also assists in thematic studies.

The Translation Unit, in addition to its core translation services, also arranges for and coordinates the translation and interpretation services in Vietnamese and other non-official languages and dialects for inmates.

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 2009 was as follows:-

Institutional Goods and Equipment - $63.8 million
Prisoners' Clothing - $6.5 million; and
Staff Uniform - $6.8 million

Accounts Section

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 2009 was $2,624 million, excluding capital cost of building works. This represents a 0.5% rise over the previous year, mainly due to increased expenditure on personal emoluments.

Total revenue collected from various sources during the year amounted to $49 million, including $42 million in rent from staff quarters.

Integrated Technology Section

Integrated Technology Section rolls out the Blackberry smart phone plan to enhance internal communication.

The Integrated Technology Section comprises the e-Operations Office and the e-Administration Office. The Section 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 2009, the Section was managing around 2 800 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 had deployed Metro Ethernet based technology which greatly enhanced the bandwidth and scalability of the WAN connections to support the emerging bandwidth demanding applications. In 2009, mobile handheld devices were extended to all Heads of Institutions for e-mail service to enhance the efficiency of communication with Headquarters.

The Department carried out two computerisation projects in 2009, namely, the Software Dispatch Management System and the Inmate Mail Information System. The former system is developed to automate the dispatch and installation of system updates to fix the security vulnerabilities of operating system and software applications on all networked computers. It also provides an efficient and effective means of managing the servers and the user’s computers. The project was completed in 2009. The latter system is developed to improve the efficiency and effectiveness in handling the inward and outward mails of inmates. The system is now under System Implementation and Installation Stage and will be completed in 2011. 

To further enhance the awareness of staff members on information security, a courseware with video clips on IT Awareness & Information Security was produced. The courseware included some cases and supplementary information related to the security requirements and best practices on protecting personal data. It was uploaded onto the CSD Intranet for the easy access of all staff members. In addition, an IT Security Booklet has been compiled and published on Intranet for providing staff members with easy-to-understand tips to handle common security related problems.

Works and Planning Section

Civil Secretary and staff of Works and Planning Section are briefed on the refurbishment progress of institution facilities.

The Works and Planning Section, working closely with Architectural Services Department and Electrical and Mechanical Services Department, plans for the construction of new penal institutions and rejuvenates the existing aged correctional facilities of the Department. Major projects completed in this year include the conversion of Tai Tam Gap Correctional Institution into Lai Chi Rehabilitation Centre, construction of Category A prisoners’ bathroom in Shek Pik Prison, improvement works to the perimeter fence of Lai Sun Correctional Institution Vocational Training Centre, improvement of visit monitoring room in Lai Chi Kok Reception Centre, construction of a multi-function room in Hei Ling Chau Addiction Treatment Centre, upgrading of multi-media learning centre in Stanley Prison and refurbishment of staff canteen at Staff Training Institute.

Capital works 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 August 2010 to provide additional ancillary facilities at Stanley Prison. Capital works projects under planning include redevelopment of Chi Ma Wan Prison Area, redevelopment of Tai Lam Centre for Women, redevelopment of the ex-Fire Service staff married quarters at Fu Tei in Tuen Mun and redevelopment of ex-Housing staff quarters in Tin Wan, Aberdeen.

Minor Building Projects in progress include the construction of a centralised visit room complex at Hei Ling Chau; reconstruction of the gymnasium at Sha Tsui Correctional Institution, replacement of outer perimeter fence at Tung Tau Correctional Institution, refurbishment to the library, classroom and office at Pik Uk Prison and refurbishment of Hong Kong Correctional Services Museum. Projects under planning include the amalgamation of Lai Chi Kok Reception Centre and Lai Chi Kok Correctional Institution; 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; improvement of ancillary facilities at Lai King Correctional Institution and improvement of the stadium at Hei Ling Chau.

The Department is identifying and making conversions at appropriate institutions to enhance vocational training facilities for adult inmates. Besides, it 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.

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.

Public Relations Section

The Public Relations Section arranges media briefings.

The Public Relations Section is responsible for disseminating information about the Department’s plans, services and activities to the media. By keeping the media fully informed, it helps enhance public awareness of the latest developments in custodial and rehabilitative services of the Department.

The Section handles media enquiries, issues press releases, and arranges press briefings, conferences, interviews with correctional officers as well as media visits to institutions.

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.