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Administration

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The Administration, Personnel and Planning Divisionoversees departmental administration, personnel services,public relations, finance, statistics and research and planningof capital projects.

General AdministrationThe Administration Section provides administrative and

logistical support to both the departmental headquartersand institutions in areas such as resources management,green management, records management, personnelservices, computer services, translation services, stores,internal audit, etc.

Green ManagementA report on the Department's endeavours and

achievements in environmental protection for the year 2001is in Chapter 7 of this Review.

Internal AuditThe Internal Audit Team is mainly responsible for

inspecting the financial and stores functions of all institutions.The aim of the inspections is, through random checks, toensure that government regulations and procedures arecomplied with. In 2001, full inspections were carried out tofive institutions and three half-way houses. In addition, sevenspecial inspections on selected subjects were made duringthe year. To ensure that recommended improvements wereimplemented, 13 follow-up visits were also conducted.

General GradesSome 510 General Grades staff, with 196 deployed

to the departmental headquarters and 314 to penalinstitutions, provide vital backup services to the disciplinedstaff in accomplishing the mission of the Department. Theycontribute in wide-ranging areas such as human andfinancial resources management, records management,translation and interpretation services, stores and supplies,handling of prisoners' mail and issue of canteen items toprisoners. As each institution has a small general office whichcomprises on average five to six staf f to provideadministrative support to the institutional management, mostof the general grades staff there are multi-skilled and need

53

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to carry out very diversified duties. Yet they are able tomeet the challenge and had contributed significantly to thesmooth operation of the institutional routines. The GeneralGrades' efforts and contributions were well recognised asreflected in the awards and commendations won by 59civilian staff in 2001.

Computerisation and InformationTechnology

The Department is committed to modernising itsinformation management systems and enhancing itsadministrative and operational efficiency by means ofinformation technology (IT). To further enhance its services,the Computer Services Unit was re-organised into the

Information Technology Services Unit (ITSU) and theElectronic Administration (e-Admin) Unit in April 2001. Thetwo units jointly play a guiding role in planning, initiatingand co-ordinating computerisation and IT activities in theDepartment. The ITSU is specialised in system developmentand management of operational IT projects and penalinformation systems. The e-Admin Unit focuses on themanagement of administrative computer projects. Thediv is ion of special i ty helps fur ther improve theimplementation and management of IT systems andresource planning and management.

�� !"#$%&'()*+,-./0123456789:;<Visitors to the Innovation Expo learn more about the application of moderntechnology in penal operations.

54

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At the end of 2001, there were 1 949 PCs, 133 servers,and 993 printers in the departmental headquarters,institutions and out-posted offices.

The Department has established a Wide Area Network(WAN) under the Penal Information Management System(PIMS) which merges the Local Area Networks of theHeadquarters and institutions through Frame Relay orAsynchronous Transfer Mode (ATM). The WAN forms the

commun ica t ion backbone fo relectronic mail, Intranet and Internetservices and operation of variousapplications, such as Software AssetManagement (SAM), Ration OrdersManagement System (ROMS), etc.

Under the Government OfficeAutomation (GOA) Project, 883 usersin the Depar tment have beenconnected to the GovernmentCommunication Network since August2000. They can exchange electronicmails with counterpar ts in otherg o v e r n m e n t b u r e a u x a n ddepartments. The service will beextended to 866 additional users

under the GOA Extension Programme to be implemented in2003. The Confidential Mail System (CMS), which isscheduled for implementation in February 2002, providesa secure means for electronic transmission of classifieddocuments up to ' Confidential ' level in compliance with therequirements of the Security Regulations.

The Depar tment wi l l embark on two majorcomputerisation projects in 2002, namely the RehabilitativeProgrammes Management System (RPMS) and the PenalElectronic-workflow Management System (PEMS). TheRPMS will implement the recommendations of the FeasibilityStudy on RPMS and will be completed in 2004. The PEMSis a pilot test of the electronic workflow managementconcept and technology and will set the blueprint forautomation of the penal administration processes.

To enable a more effective sharing of managementinformation within the Department, a web-based CSD

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Intranet web-site incorporating more than a hundred topicsof management information and references has been set upon the WAN infrastructure since September 2000. At theend of 2001, there were 302 users in the Headquartersand 651 in institutions and out-posted offices connected tothe WAN.

The contents of the bilingual Internet web-site of theDepartment are updated regularly. In addition toinformation about our departmental operation, otherinformation and publications that are of interest to the public,such as Annual Reviews, Environmental Reports, penalpopulation statistics, tender notices and recruitmentadvertisements are also available for downloading.

Works and PlanningTo provide additional accommodation for the

increasing number of adult offenders in recent years, theDepartment through its Works and Planning Section hasbeen planning for the construction of new facilities inconjunction with the Architectural Services Department. Thisyear saw the completion of the final phase of Redevelopmentof Stanley Prison Area, which provides 151 additional placesfor Stanley Prison. Major projects under construction orplanning include the redevelopment of Tai Lam CorrectionalInstitution, the expansion of Lai Chi Kok Reception Centreand a new prison project of 1 000 places.

Improvement to facilities in institutions is being carriedout constantly. In 2001, such projects in hand includedrenovation works to Hei Ling Chau Addiction TreatmentCentre (Annex), construction of a new hospital block for thePik Uk Correctional Institution, replacement of perimeterfence to institutions and installation of video-visit systems.

The Depar tment is carr ying out a series ofimprovement projects to upgrade sewage treatmentfacilities and provide sprinkler systems for workshops anddormitories at institutions to demonstrate our continuingcommitment to environmental protection and fire safety.

Inmate labour is used in many minor buildingconstruction works and improvement and maintenanceprojects. This provides opportunities for corrective andvocational training to inmates. At the same time, it also

56

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achieves considerable savings in public expenditure. Alist of the Department's major works projects is atAppendix 15.

To address the problems of archaic facilities andinadequate penal places, and to meet the forecast growthin penal population, we need to develop a long-term prisondevelopment plan. As part of the process of formulatingthe long-term prison development plan, the Department isnow considering the concept of co-locating all the existingpenal institutions and new prison facilities at a single site.The co-location project will have benefits in terms ofalleviation of prison overcrowding, optimisation ofmanpower, cost-effective operations, greater efficiency inrehabilitation activities and greater operational leverage.

FinanceThe total expenditure for calendar year 2001 was

$2,698 million. This represents an increase of 3.3% overthe previous year. Theincrease was mainly duet o a d d i t i o n a lexpenditure on PersonalE m o l u m e n t s a n dDepartmental Expenses.The cap i ta l cos t o fbuilding works was notincluded in the aboveexpenditure.

To t a l r e v e n u ecollected from varioussources during the yearamounted to $52 million,including $38 million inrent for staff quarters.

For 2001, the total amounts of purchases and recoveriesunder the Correctional Services Industries Suspense Accountwere $93 million and $96 million respectively.

Mainland/Overseas VisitorsDuring the year, many distinguished visitors from the

Mainland and overseas countries were shown around the

�� ! "#$%�� !�� !"#$%&'�(%)*+,-./Vice Minister of Justice, Mr Fan Fangping (third from right), sees inmates at work in the kitchenof the Tai Lam Centre for Women during his visit to the institution.

57

Department's institutions for a first-hand look at how thesewere operated and managed. Among them were theSolicitor General of Canada, The Honourable LawrenceMacAulay; the Commissioner of Correctional Service ofCanada, Ms Lucie McClung; the Vice Minister of Justiceof the People's Republic of China, Mr FAN Fangping; andthe Director General of Her Majesty's Prison Service ofthe United Kingdom, Mr Martin Narey. A list of visitors isat Appendix 16.

International ExchangeTo strengthen ties and professional exchanges between

the Department and the Correctional Service of Canada(CSC), the two jurisdictions signed a Memorandum ofUnderstanding in March 2001 to further enhance co-operation and the development of correctional programmes.The professional exchanges with the CSC served as a vital

step forward in achieving theDepar tment's vision to delivercustodial and rehabilitative servicesrecognised internationally forexcellence.

Fol lowing the successfullaunch of the Prison Services Forum,an electronic communication linkwith the Singapore Prison Service,in May 2000, the two correctionalservices continued to make use ofthis video-conferencing system toexchange information and shareexperiences on topics of commoninterest during the year. TheDepartment also continued with ouractive participation in the Asian and

Pacific Conference of Correctional Administrators and, sinceOctober 2001, has co-served with Singapore as Secretariatto the organisation.

Public Relations and InformationThe Public Relations Section acts as a link between the

Department and the media. By keeping the media fullyinformed of the Department's plans, developments and

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58

activities, the Sections helpsenhance public awareness of ourlatest custodial and rehabilitativeservices.

The Section handled morethan 16 000 press and publicenquiries in 2001. A total of 113p r e s s r e l e a s e s o n t h eDepartment's services and latestdevelopments were issued to thelocal and overseas media.

It also arranged a numberof media visits to penal institutionsa n d p re s s b r i e f i n g s a n dc o n f e r e n c e s h o s t e d b ydepartmental officers. During theyear, 81 press interviews wereconducted by responsible officers

to speak on issues which were of interest to the public.

In the year, the Section also assisted and advised onthe production of a number of publicity items, includingpamphlets, booklets, posters, exhibition panels and TV andradio announcements of public interest. It also provideseditorial service to the Department's monthly newsletter ---The Guardian.

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�� !"#$%&'()*+',-./0123�A young visitor to the Correctional Services Exhibition Day samples the Ruger Mini-14 rifle.