csd annual report chapter · services, translation services, stores and accounting and internal...

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C o r r e c t i o n a l S e r v i c e s D e p a r t m e n t

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Chapter 5

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Administration

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The Administration, Personnel and PlanningDivision oversees departmental administration,finance, personnel services, statistics and research andplanning of capital projects.

General Administration

The function of the Administration Section isto provide administrative and logistical support to bothdepartmental headquarters and institutions in suchareas as resources management, green management,records management, personnel services, computerservices, translation services, stores and accountingand internal audit.

Green Management

Following the publication of the Department’sfirst Environmental Report in 1999, we will continueto report on achievements and endeavours inenvironmental protection annually. A review for theyear 2000 is covered in Chapter 7 of this Review.

Records Management

During the year, conversion of files using thenew filing index under the unified filing system wascompleted and bar coding has been extensively used.For more effective use of storage space and betterrecords management, obsolete records are disposedof according to the schedules approved by theGovernment Records Service.

Internal Audit

The Internal Audit Team is mainlyresponsible for the inspection of the financialand stores functions of all institutions. Theaim of the inspections is to ensure thatgovernment regulations and procedures arecomplied with through random checks. In2000, full inspections were carried out tonine institutions and 10 follow-up visits werealso conducted to ensure that recommendedimprovements were implemented.

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General Grades

About 510 General Grades staff provide vitalbackup services to the disciplined staff in accomplishingthe mission of the Department. They contribute in suchwide-ranging areas as human and financial resourcesmanagement, records management, translation andinterpretation services, stores and supplies, handlingof prisoners’ mail, and issue of canteen items toprisoners. The increasing use of modern technologyand adoption of multi-skilled approach in response tothe call for enhanced productivity in the Civil Servicehad added much work pressure to the staff, but theymet the challenge with commendable effort. Thequality of their service was demonstrated by the awardsand commendations won by 61 civilian staff, details ofwhich are listed at Appendix XIV.

Computerisation and InformationTechnology

The Department is committed to modernisingits information management systems. With theobjective of enhancing administrative and operationalefficiency through the introduction of informationtechnology and the provision of wider computertraining to staff, the Computer Services Unit plays animportant part in the planning, initiating and co-ordination of all computerisation and informationtechnology activities in the Department. The Unithas been conducting researches on utilising advancedinformation technology to improve the efficiency ofprison/administrative management and electroniccommunication.

It also provides the latest computing hardwareand software as well as up-to-date trainingprogrammes to facilitate staff in effectivelyperforming different tasks such as penal informationmanagement, human resource management, use ofLotus Notes mail, Chinese computing, spreadsheetcalculations, database management, word processingand the use of Internet and Intranet.

At the end of 2000, there were 1 523 PCs, 90servers, and 920 printers in the departmentalheadquarters, institutions and out-stationed officesbeing serviced by the Computer Services Unit.

Under the Government Office Automation(GOA) Project, 202 users in the Department have been


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connected to the Government CommunicationNetwork since August 2000. They can send andreceive electronic mails to and from other governmentbureaux and departments.

The Department has embarked on another majorcomputerisation project of Penal InformationManagement System (PIMS) under which the LocalArea Networks (LAN) of all institutions are beingmerged together into one Wide Area Network (WAN)through fibre optics and frame relay of asynchronoustransfer mode (ATM). Users in the Department cancommunicate with each other by using electronic mails.

To enable more effect ive sharing ofmanagement information within the Department, aweb-based CSD Intranet that provides more than ahundred topics of management information andreferences has been built on the WAN infrastructuresince September 2000. Up to the end of 2000, therewere 166 users in the Headquarters and 292 users inpenal institutions and out-posted offices connected tothe WAN. To enable staff members to operate theLotus Notes mail and the CSD Intranet effectively,560 and 211 staff members attended training coursesand briefing sessions on the use of Lotus Notes mailand CSD Intranet respectively.

Two feasibility studies on RehabilitativeProgrammes Management System (RPMS) andEnhancement of Penal Records Information System(PRIS) are being prepared and will be completed in 2001.

The contents of the bilingual web site of theDepartment are updated frequently and regularly.Publications such as the Department’s Annual Review,Environmental Report and many musical itemsperformed by our staff and prisoners/inmates in MP3format have also been uploaded to the web site.Tender notices are also included.

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Works and Planning

To provide additional accommodation for theincreasing number of adult offenders in recent years,the Department through its Works and PlanningSection, has been planning for the construction of newinstitutions in conjunction with the ArchitecturalServices Department. Major projects under planningor construction include the expansion/redevelopmentof the Lai Chi Kok Reception Centre, redevelopmentof the Stanley Prison (Phase II) and redevelopmentof the Tai Lam Correctional Institution.

Improvement to facilities in institutions isconstantly being carried out. In 2000, such projectsin hand included renovation works to the Hei LingChau Addiction Treatment Centre (Annex),improvement works to the firing range at the StaffTraining Institute, installation of intrusion detectionsystem in the Hei Ling Chau Correctional Institution,replacement of perimeter fence to institutions,installation of the video conferencing systems, etc.

To address the current problems of archaicfacilities and inadequate penal places, and to meet theforecast growth in penal population, a long-termprison development plan needs to be developed. Thisis one of the initiatives in the Security Bureau’s PolicyObjectives of the Chief Executive’s 2000 PolicyAddress. As part of the process of formulating a long-term prison development plan, the Department is nowconsidering the concept of co-locating all the existingpenal institutions and new prison facilities at a singlesite. The co-location project will enable theDepartment to achieve major advances in terms ofalleviation of prison overcrowding, optimisation ofmanpower, cost-effective operations, greaterefficiency in rehabilitation activities and greateroperational leverage.

In 2000, the Department embarked on a seriesof improvement projects in upgrading sewagetreatment facilities and providing sprinkler systemsfor workshops and dormitories in its institutions todemonstrate our continuing commitment toenvironmental protection and fire safety.

Inmate labour is used in many minor buildingconstruct ion works and improvement andmaintenance projects. This provides opportunities for


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corrective and vocational training to the inmates. Atthe same time, it also achieves considerable savingsin public expenditure.

A list of the Department’s major works projectsis at Appendix XV.

Finance

The total expenditurefor the calendar year 2000 was$ 2 , 6 11 m i l l i o n . T h i srepresents an increase of 2.9%over the previous year. Theincrease was mainly due toadditional expenditure onDepartmental Expenses andon Capital Account items.The capital cost of buildingworks was not included in theabove expenditure.

Total revenue collectedfrom various sources duringthe year amounted to $61

million. This included $37 million in rent for staffquarters.

For 2000, the total amounts of purchases andrecoveries under the Correctional Services IndustriesSuspense Account were $103 million and $121 millionrespectively.

Mainland China/Overseas Visitors

During the year, many distinguished visitorsfrom the Mainland and overseas countries visited theDepartment’s institutions for a first-hand look at howthese were operated and managed. A list of thesevisitors is at Appendix XVI.

International Exchange

The Prison Services Forum, an electroniccommunication link with the Singapore PrisonsDepartment , was launched joint ly by theCommissioner and his Singaporean counterpart on 25May 2000 via video conferencing. The Forum notonly strengthens ties between the two departments butalso provides a working platform for exchanginginformation and sharing experiences on topics of

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common interest such as prisonoperations, prison administration,penal intelligence, knowledgemanagement, IT applications andhuman resource management.

Public Relations andInformation

During the year, the PublicRelations Section continued to serveas an effective link between theDepartment and the media as wellas the public.

The Section handled some14 000 press and public enquiries.A total of 109 press releases were

issued to the local and overseas media to keep thepublic informed of the Department’s services andlatest developments.

Press facilities, such as press conferences andvisits to institutions, were arranged for both local andvisiting journalists. More than 40 press interviewswere organised with individual officers on topicalsubjects that were of interest to the public.

In addition, the Section assisted in theproduction of a number of publications, includingposters, leaflets and booklets on major departmentalevents. It also provides editorial service to the monthlydepartmental staff newsletter - The Guardian.

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