Departmental Administration Unit provides administrative and logistical support for headquarters and penal institutions, covering resource management, green management, and records and building management. It also performs grade management function for some 500 general and Workman II grades staff members. Personnel Unit handles all personnel matters for about 7 000 staff members, including salary and allowances, leave and passages, housing benefits, employee compensation and termination of service. The Unit is also responsible for maintaining personnel and payroll records in computerised systems. Appointments Unit handles recruitment and promotion exercises. Year-round recruitment of Assistant Officer II commenced in 2018 and 22 recruitment exercises were conducted in 2019. The number of intakes of civil servants from open recruitment in the year was over 420. Establishment Sub-unit oversees all establishment matters, including the creation and deletion of posts, temporary redeployment due to operational needs and the provision of secretarial services to the Departmental Establishment Committee. Internal Audit Sub-unit inspects financial and stores matters of all institutions to ensure the compliance with government regulations and procedures. Translation Unit is responsible for the core translation services of the Department. It also processes applications from penal institutions for translation and interpretation services in non-official languages and dialects for persons in custody. Central Supplies Unit supervises administrative and financial matters relating to procurement, supplies, stores and equipment.

Annual total purchases in 2018-19 included the following items:
Institutional goods and equipment: $81.67 million
Clothing for persons in custody: $12.63 million
Staff uniform: $7.26 million

The Integrated Technology Section consists of the e-Operations Office and the e-Administration Office. The Section works with the Information Technology Management Unit (ITMU) to provide information technology (IT) support for the Department’s daily operation, including planning, coordinating and implementing various IT projects and e-Government initiatives to enhance operational efficiency of the Department. The e-Operations Office is responsible for coordinating business requirements in collaboration with various Divisions, and maintaining network infrastructure and managing penal information systems to meet operational needs. The e-Administration Office focuses on coordinating business inputs in the management of administrative computer systems and projects, as well as maintaining departmental internet and intranet systems.

ITMU mainly comprising IT professionals was established in CSD in July 2018. The ITMU is mainly responsible for IT related functions and initiatives of the Department, including IT planning, implementation and operation; overseeing and coordinating all IT projects/activities within the entire IT portfolio; providing strategic IT insights and advice for the formulation of the business planning workflow; assisting in shaping and prioritising IT demands and IT resource allocation; working out IT plans and timetables to align with e-Government initiatives; leading IT development, developing e-Government solutions, and maintaining IT security policy and practices in accordance with the required standards.

Amongst various IT initiatives, in May 2016, the Finance Committee of the Legislative Council approved a funding commitment of HK$353 million to launch the Integrated Custodial and Rehabilitation Management System (iCRMS) with enhanced functions in order to replace the existing eight core operation systems and upgrade the capacity of IT infrastructure. After the tendering exercise, the contract for iCRMS was awarded in May 2018. Currently, the project is at the stage of system analysis and compilation of user requirements, followed by coding of system programs. The first two iCRMS pilot functions, i.e. canteen purchase using self-service kiosk and keys and equipment management using Radio Frequency Identification technology, were rolled out in the fourth quarter of 2019 in Tung Tau Correctional Institution, Tai Lam Centre for Women and Lai King Correctional Institution. The overall iCRMS project is planned to be completed by 2022.

CSD plans to introduce smart elements in prisons, and to study and conduct tests in specific areas of individual institutions by using innovation and technology such as video analytics to modernise correctional facilities with a view to enhancing the efficiency of prison management and level of security. To tie in with the development of smart prisons, ITMU engaged additional IT professionals in early 2019 to start the preliminary work of the Second Information Systems Strategy Study for the Department.

The Works and Planning Section plans for the construction of new correctional institutions and the refurbishment of existing aged facilities in collaboration with the Architectural Services Department and EMSD. Major projects completed in 2019 included the construction of CSD staff quarters at Tin Wan Aberdeen. A proposal to construct the CSD Headquarters Building has been worked out, while the projects underway include the installation of the Electric Locks Security System (ELSS) in Stanley Prison and the non-redevelopment area of Tai Lam Centre for Women; the replacement and enhancement of the CCTV systems for six correctional institutions (including Tung Tau Correctional Institution, Stanley Prison, Pak Sha Wan Correctional Institution, Siu Lam Psychiatric Centre, Tai Lam Correctional Institution and Tong Fuk Correctional Institution). Moreover, funding support for the replacement and enhancement of the CCTV system for Pik Uk Prison was approved in 2018, while funding support for the installation of ELSS in Pik Uk Correctional Institution, and for the replacement and enhancement of the CCTV systems for Hei Ling Chau Correctional Institution, Hei Ling Chau Addiction Treatment Centre, Lai Sun Correctional Institution and Cape Collinson Correctional Institution was approved in 2019.

Besides, we have been working closely with relevant works departments to carry out practicable improvement works to improve the ventilation of different institutions, having regard to their design and security needs. Particularly, regarding Stanley Prison, the improvement measures and works included the replacement of security windows with new ones with better ventilation in 37 prison cells last year; and the replacement of wall-mounted fans for household use along the corridors of prison cells with industrial fans with higher power so as to enhance the ventilation this year. For the installation of ELSS at Stanley Prison which is underway, the existing cell doors and gates will also be replaced with new stainless steel grille gates to enhance the ventilation.

Minor building projects in progress in 2019 included, amongst others, installation of energy saving equipment and devices at various institutions, replacement of Intercom System in Visit Room at Pik Uk Correctional Institution and replacement of the telephone system at Lai Sun Correctional Institution. In addition, minor building projects such as replacement of internal alarm system at Pik Uk Correctional Institution and replacement of the telephone system at Pik Uk Prison were completed.

Public Relations and External Affairs Section is responsible for implementing a proactive public relations and external liaison strategy for the Department. The External Affairs Unit is responsible for coordinating visits and professional exchanges with judicial and correctional organisations in Hong Kong, Mainland and overseas jurisdictions. The Unit arranges visits to correctional facilities for visitors under the Sponsored Visitors Programme operated by the Information Services Department and students of local universities who are studying programmes related to Hong Kong’s criminal justice system. In view of the increasing population of persons in custody from other countries in recent years, the Unit maintains close liaison with the Consulates in the territory. It arranges sharing sessions and visits to correctional facilities for staff of the Consulates, handles enquiries and provides assistance in dealing with the issues of their nationals during incarceration as appropriate. The Unit also arranges staff with potential to receive protocol training which aims to train them as Liaison Officers for providing protocol services to visiting delegations and guests of large-scale departmental events.

Separately, the Public Relations Unit is responsible for disseminating information about the Department’s plans, services and activities to the media. It handles media enquiries, issues press releases, and arranges press briefings and conferences, interviews with correctional officers as well as media visits to institutions. It also publicises the Department’s work in ensuring safe custody, promoting rehabilitation and community education, and developing smart prisons. In this connection, the Unit produces short videos, such as “A Coffee Story” featuring artist Moses Chan’s sharing at the training restaurant Café Rehapuccino, “Reborn on Stage” with singer Jade Kwan showing encouragement to young persons in custody by attending a band’s jam session with them, “Try” showing young persons in custody attending the Touch Rugby Referee Training elementary course, CSD’s booth at the Hong Kong Flower Show and other activities of the Department, etc. All these videos have been uploaded onto CSD YouTube Channel for public viewing to enhance public understanding of our work. In addition, the Unit assists in and advises on the production of publicity materials, TV and Radio Announcements in Public Interest, the Department’s Annual Review and monthly newsletter, “The Guardian”.

To keep pace with the rapid development of social media, the Department established a new Media Communication Unit in 2018 not only to enhance the public awareness of the work of the Department, but also to promote offender rehabilitation and positive values among the youth and the community. The Unit has so far produced more than 40 videos of different series such as “Coding Your Way Through Life” and “STEM By Me” showcasing the latest development and outcome of rehabilitation services provided for young persons in custody; “The First Step Taken That Day, A Giant Leap For My Life Today”and “You Raise Me Up” recording the CSD’s Passing-out Parades; and “It’s All About Determination” promoting the recruitment exercise. All videos have been uploaded onto the CSD YouTube Channel and the “Rehabilitation Pioneer Project” Facebook page for public viewing. Five videos including “Correctional Officers under the Storm”, “Lai Chi Kok Reception Centre – The CSD’s first Rampart” and “Unsung Heroines in Lo Wu Correctional Institution” in the series of “Inside Prison Walls”, “Diversified Duties, Shared Identity” and “Smart Prison Development Plan” have clinched a total of eight awards in two international competitions, namely “Mercury Excellence Awards 2018/2019” and “2019 Questar Awards”.

The Statistics Section provides statistical support for the strategic planning, monitoring and review of the Department’s operation and correctional programmes. In addition to the compilation of statistical reports to meet the management need, the Section regularly makes the penal population projections to provide assessments of future operational needs. It also helps monitor drug abuse incidence of persons in custody before admission; self-harm, violent and disciplinary behaviours of persons in custody; and recidivism of local rehabilitated offenders after discharge to help enhance the effectiveness of correctional services and facilitate policy formulation.