6.2 On the timetable for implementation, the Secretary for Administrative Services and Information said that after endorsement by the Computer Committee the plan would be submitted immediately for consideration by the Chief Secretary's Committee. Subject to this Committee's approval, the Finance Committee of the Legislative Council would be asked to approve the necessary funds. The plan would be implemented as soon as the funds were made available. However the project would have to be phased in over a period of five years because it was anticipated that the acquisition and setting up of the back-up computer facilities would take about nine months and thereafter other activities such as software compatibility testing and rehearsals to prepare for a disaster would have to be conducted. 6.3 On the question of whether sufficient precautionary measures had been taken at Government's computer installations for the protection of computer facilities against risks such as fire and unauthorized access, the Secretary for Administrative Services and Information confirmed that preventive measures had been taken, including automatic fire extinguishing systems (which complied with the existing fire services regulations) and devices to prevent unauthorized persons gaining access to the computer rooms. In answer to the Committee's further enquiry, he said that in view of the importance of maintaining uninterrupted computer services he would look into the possibility of increasing preventive measures.
6.4 Conclusions and Recommendations. The Committee note that the need for a disaster recovery plan was accepted by the Government as far back as 1979. Although progress has been slow, the Committee are pleased that a plan, involving arrangements for the recovery of 100% of software and database facilities, and hardware back-up facilities for 75% of the critical areas, will now be put forward to the Computer Committee, then to the Chief Secretary's Committee and finally to the Finance Committee of the Legislative Council seeking the necessary approvals. The Committee wish to be informed whether the proposals are accepted, and if so, of the progress in implementing the plan.
6.5 The Committee recommend that in addition to disaster recovery plans, further consideration should be given to preventive measures, including fire prevention arrangements at computer sites, which may minimize the chances of a disaster.
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CIVIL SERVICE BRANCH
6.6 Paragraphs 58-62. Review of departmental procedures for the calculation and recording of leave eligibility. Overstatement of leave earnings in certain departments. Commenting generally on the Director of Audit's report, the Secretary for the Civil Service said that as soon as the discrepancies had come to light, prompt action had been taken because of the service-wide implications. A circular had been issued to Controlling Officers drawing their attention to the importance of maintaining accurate leave records and to the need to carry out random checks on them and enclosing an aide-mémoire on the proper method of calculating leave earnings. The Civil Service Branch was also helping to train departmental clerical officers in keeping leave records. Four courses had been conducted to date. The Secretary for the Civil Service was concerned mainly with the review of leave procedures and policies and the provision of guidelines to departments. The detailed day to day work was a departmental responsibility. However the Civil Service Branch would monitor the situation on a much tighter basis than before to see that improvements resulted. The Secretary for the Civil Service believed that in the long term computerization of the leave record system might be the answer and this possibility was being looked into.
6.7 The Committee asked when the new leave application forms and leave records could be introduced. The Secretary. for the Civil Service said that the leave application forms and record cards for use service-wide were being redesigned and he expected that this would be completed within the next six months. It was intended to incorporate into the new forms a built-in checking procedure so that in future it would be easier to monitor the operation of the system and to avoid errors or indeed blatant abuse. Boxes would be provided in the new forms which, after completion, would indicate how often and by whom the forms had been checked. The Secretary for the Civil Service agreed to look into the Committee's suggestion to make the new forms computer readable.
6.8 The Secretary for the Civil Service said that his Branch had so far carried out quality control reviews in three departments, namely the Medical and Health Department, the Royal Hong Kong Police Force and the Urban Services Department. Following the reviews one department had been requested to conduct a full scale check and the other two were asked to tighten up their procedures. It was planned to carry out similar quality control reviews in five other departments by April 1986. Such reviews would be an on-going process.
6.9 The Committee asked whether it would be desirable to request all Controlling Officers to conduct a detailed check of leave records to confirm their correctness. The Secretary for the Civil Service said that whilst this would be desirable it would be a mammoth task requiring a great deal of time and staff resources. This would cause staffing difficulties, especially at a time of zero growth in departmental establishments. As a result of the zero growth policy, some departments had to redeploy staff to front-line work to cope with additional workload creating some strain within the administrative back-up in departmental headquarters. However this was not an excuse for departments not doing
work that should be done.
6.10 The Committee asked why the method of calculation and recording of leave earnings was subject to different interpretations by individual Controlling Officers. The Secretary for the Civil Service stated that the leave system was complicated, and problems were compounded because the system was operated at clerical officer level. There were a number of different leave schemes such as casual leave, vacation leave, sick leave, maternity leave, annual leave and study leave, and different officers were on different leave earning rates. The various leave schemes were presently being reviewed by the Standing Commission on Civil Service Salaries and Conditions of Service. The Secretary stated that the
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