CHAPTER 6 Hong Kong Police Force Management of leave in the ...

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Leave management systems(c)unlike the e-Leave System, the LRS does not support electronic leaveapplications. The LRS records a leave only when the leave recording officerinputs the leave data contained in the application form.2.10 Apart from the lower efficiency and higher staff cost of processing leaveapplications, leave processing under the LRS is more susceptible to input errors, leading tounrecorded or incorrectly recorded leave. Moreover, the LRS and DSS currently are twoseparate systems without an interface. As such, automated cross-checking of leave recordsin the two systems cannot be established to detect unrecorded or incorrectly recorded leave.Need to ensure other controls over leave recording are effective2.11 Given the limitations of the existing computer systems, the risk of unrecorded orincorrectly recorded leave is high, if there are no other effective controls to ensure theproper recording of leave. The past two cycles of internal audits of police formations,which revealed many cases of unrecorded or incorrectly recorded leave in many formations(see para. 3.5), highlighted this risk. On the other hand, the internal audits did not revealsimilar irregularities in some formations, suggesting that their other controls over leaverecording might be more effective. In Audit’s view, the HKPF needs to monitor theeffectiveness of controls over leave recording in individual formations, disseminate goodcontrol practices, and require formations with ineffective controls to adopt such practiceswhere appropriate.Audit recommendations2.12 Audit has recommended that the Commissioner of Police should:(a)(b)given the limitations of the existing computer systems which inhibit theimplementation of automated controls, monitor the effectiveness of othercontrols over leave recording in individual police formations with referenceto internal audit findings; andidentify police formations with good control practices, disseminate the goodpractices and, where appropriate, require other formations to adopt suchpractices.Response from the Administration2.13 The Commissioner of Police agrees with the audit recommendations. He hassaid that:— 8 —
Leave management systems(a)(b)(c)the HKPF is also concerned about the limitations of the existing computersystems. In particular, because of the lack of automatic controls, human errorsin leave recording and misplaced GF62s (see para. 3.3(a)) are difficult to trace;the new PICS, which will be implemented in 2013, will incorporateredevelopment of the LRS and DSS with an automatic reconciliation capabilitybetween the two systems to ensure data accuracy (see paras. 2.15 to 2.17); andin the interim period, the HKPF has developed two mechanisms to improve dataaccuracy of leave recording, as follows:(i)(ii)Data checking between LRS and DSS. In May 2010, a computerprogram was developed for cross-checking data between the LRS andDSS and generating discrepancy reports. Police formations will use thereports to perform leave record reconciliation on a quarterly basis, untilthe new PICS is put in place; andComputerisation of leave application and processing. eLAPS (seepara. 2.9(b)) will be introduced, as an interim system, to enable leaveapplications to be submitted and processed electronically. The systemwill reduce input errors and misplaced GF62s. Funding was approved inJune 2010 and the system implementation is expected to be completed bythe end of 2010. In the meantime, all formations are required toenhance the administrative procedures. Leave recording officers have toconfirm receipt of the leave application forms to ensure their properdelivery.2.14 The Secretary for Security agrees that computerisation of leave applicationprocessing will enhance efficiency and reduce human errors. He fully supports the HKPF’searly implementation of the new PICS, which will incorporate redevelopment of the LRSand DSS, as well as the interim eLAPS.Systems redevelopment2.15 Funding approval for redeveloping DSS. In 2007-08, funding of $9.9 millionwas earmarked for the HKPF to redevelop the DSS. According to the HKPF:(a)(b)the new DSS would provide the existing functions in a more powerful computingplatform. It would also provide some new functions, including an interface withthe LRS for leave information; andthe HKPF planned to commence the project in May 2007 and complete it inJuly 2008.— 9 —
Page 1 and 2: CHAPTER 6Hong Kong Police ForceMana
Page 3 and 4: MANAGEMENT OF LEAVE INTHE HONG KONG
Page 8 and 9: Introduction(b)Officers with four y
Page 10 and 11: Introduction(c)the HKPF has been us
Page 12 and 13: Leave management systemsLeave Recor
Page 16 and 17: Leave management systems2.16 Fundin
Page 18 and 19: PART 3:VACATION LEAVE3.1 This PART
Page 20 and 21: Vacation leaveTable 1Internal audit
Page 23: Vacation leaveAudit consolidation o
Page 26 and 27: Vacation leave3.17 Incorrectly reco
Page 28 and 29: Vacation leave(b)Formation B. Simil
Page 30 and 31: Vacation leave3.26 Need to conduct
Page 32 and 33: Vacation leave(b)(c)(d)the HKPF wil
Page 34 and 35: Sick leave4.4 Audit examination of
Page 36 and 37: Sick leave(b)FPM 9-02(2) (see para.
Page 38 and 39: Sick leaveFigure 1Sick leave levels
Page 40 and 41: PART 5:MATERNITY LEAVE AND STUDY LE
Page 42 and 43: Maternity leave and study leaveAudi
Page 44 and 45: Maternity leave and study leave5.10
Page 46 and 47: Maternity leave and study leaveAudi
Page 48 and 49: Appendix A(para. 1.4 refers)Vacatio
Page 50 and 51: Appendix B(para. 3.3(a) refers)Vaca
Page 52 and 53: Appendix D(paras. 3.16 and3.24(b) r
Page 54 and 55: Appendix E(Cont’d)(paras. 3.18, 3

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