Civil Service Bureau

In the past year, we have been working on 40 pledges, of which:

The following sets out the detailed report for each main programme area.

Improving Management Efficiency and Standards of Service

Year Pledge Present Position
Action Completed
1996 1. To make application procedures for civil service posts more convenient by introducing, on a trial basis, on-line applications through the Internet for the Civil Service Common Recruitment Examination by the end of 1996. On-line applications through the Internet for the Civil Service Examination was introduced in October 1996. For the recruitment exercise held in October?996, 1?11 applications (8% of total applications) were submitted through the Civil Service Branch Internet Home Page.
1996 2. By the end of 1996, to implement an open staff appraisal system as provided for under the Personal Data (Privacy) Ordinance. We will ensure its smooth implementation by providing suitable training for appraisers to encourage honest and impartial reporting and to equip them with the necessary techniques to conduct staff interviews properly. The contents of performance report writing courses for various grades have been updated to meet the training requirements arising from the open reporting system. The Performance Appraisal Workshop was restructured to comprise two modules, one on interviewing skills and the other on writing skills. Some 1?00 officers have been trained.
1996 3. To enhance civil servants' awareness of their legal rights and obligations under the Personal Data (Privacy) Ordinance by issuing guidelines to departmental managers and conducting seminars and workshops. Guidelines and procedural instructions were issued to departmental managers. Workshops and training on personal data protection were conducted for personal data privacy officers as well as general grades officers.
1996 4. To make Civil Service Regulations (CSRs) easier to understand by producing an easy-to-read guide in 1997 summarising the key provisions. We will distribute the guide widely and launch it on the Government's Local Area Network computer system for easy access. The Summary Guide on CSRs was published in February 1997 and 15?00 copies distributed to departments and bureaux. The guide has also been launched on Government's Local Area Network in September 1997.
1994 5. To commission management consultants to advise a further three departments on the development of a customer-based culture in 1996-97. Training was completed in a further three departments: Legal Aid, Immigration and Television & Entertainment Licensing Authority.
Action in Progress : On Schedule
1995 6. To commission consultants to help selected departments develop their training programmes, improve their performance management systems and enhance career development of their staff. The Human Resource Management (HRM) reviews in Hong Kong Observatory, Labour, Television & Entertainment Licensing Authority and Architectural Services Department were completed with consultant assistance. Consultants have started to assist with the HRM reviews of three other selected departments.
On-going Commitments
1996 7. To improve human resource management among junior members of the civil service by stepping up training courses provided by the Civil Service Training and Development Institute (CSTDI). In the past 12 months, CSTDI has provided training on human resource management to 3 000 junior managers. 300 copies of self-learning packages on human resource management have been distributed to departments for use by junior managers.
1995 8. To meet the senior management in each department regularly to review human resource management initiatives. A second round of visits to all departments was completed.
1995 9. To improve the staff appraisal system within the Civil Service by drawing on the experience of the core competencies appraisal system recently introduced for the Administrative Service. For the 12-month period ending 30䒷eptember 1997, six grades/ranks have adopted the core competency- based performance appraisal system.
1994 10. To provide seminars on leadership skills and the management of change for management staff. CSTDI has provided training for 2?00 management staff on leadership skills and the management of change in the past 12 months. A total of 6?00 management staff have been trained since the announcement of the undertaking in 1994.
1994 11. To delegate more authority to Heads of Departments. In the past 12 months, we have promulgated delegation of authority in the following areas: control of uniforms, Staff Motivation Scheme, salary advance under CSR 622 and collection of money for relief.
1994 12. To introduce greater flexibility in the use of contract terms. We will consider the request of departments on a case by case basis.
1992 13. To develop a customer-based service culture in the public sector and to achieve greater openness and accountability in the Government. Training and other activities have been arranged to promote a culture change in the Civil Service. By 30 September 1997, a total of some 35?70 front-line officers have been provided with customer service training.


Maintaining a Quality Civil Service

Year Pledge Present Position
Action Completed
1996 1. In 1997, to help departments with difficulty in drafting official communications in Chinese by establishing a telephone enquiry service in the Official Languages Agency. The telephone enquiry service was introduced in December 1996. The number of enquiries averaged 30 a month. They centre around format, grammar and meaning, and use of words and terms.
1996 2. In 1997, to promote the greater use of written Chinese in departments by organising seminars on drafting in Chinese. Three seminars were held in January?997. 200 officers representing all departments/branches participated.
1996 3. In 1997, to examine different options to provide continuity of authority for the appointment, removal and discipline of civil servants and to consult staff representatives. Provisions in the Letters Patent and Colonial Regulations relating to the administration of the Civil Service (including appointment, removal and discipline of civil servants) have been replaced and localised in the Public Service (Administration) Order 1997, made by the Chief Executive in July 1997 under Article 48(4) of the Basic Law. Disciplinary regulations/directions made under the Colonial Regulations have also been localised in the Public Service (Disciplinary) Regulation made under the Order. Both the Order and Regulation have taken effect on 1獱uly?997 to provide continuity.
Action in Progress : On Schedule
1996 4. In 1997, to improve the use of our human resources by developing a multi-skilled general support service. To achieve this, we plan to phase out the traditional restrictive demarcation of duties between the secretarial and clerical grades. We will conduct a pilot study before the end of 1996 to consider ways of achieving this objective. A pilot study was completed in March 1997. Consultation with staff representatives has also been completed. Proposal submitted to Standing Commission and implementation plans being worked out. We plan to implement the proposal in April 1998.
1995 5. To introduce a uniform set of terms of appointment and conditions of service. We have already implemented the Chinese language requirement for new recruits on permanent and pensionable terms and cessation of overseas education allowance for all new recruits. We have also initiated review to refine and take forward the remaining proposals for implementation.
On-going Commitments
1995 6. To encourage home ownership amongst civil servants in order to promote a stable Civil Service and, at the same time, reduce the Government's long-term expenditure on housing benefits. Up to 30 September 1997 , over 41?00 officers have achieved home ownership with the assistance of the Home Financing Scheme, the Home Purchase Scheme and the Housing Loan Scheme; and 4?70 officers have achieved home ownership under the Home Ownership Scheme and the Home Purchase Loan Scheme through the Civil Service Public Housing Quota Scheme.
1995 7. To monitor staff wastage, and assist and guide Heads of Departments in staff succession planning through half-yearly reviews to ensure that the staffing of departments is maintained at an optimal level. Half-yearly reviews of staff succession planning with Heads of Departments and Policy Secretaries are on-going. Problems, if any, are resolved at an early stage.
1995 8. To refine recruitment requirements through such measures as giving wider recognition to non-Hong Kong degrees obtained by Hong Kong residents. Mechanism for assessment of non-local qualifications strengthened with information and advice from the Hong Kong Council for Academic Accreditation.
1995 9. To update the conditions of service to keep them in tune with modern practices. We have consulted the staff side on the proposed revised school passage and leave passage arrangements. We will seek the Provisional Legislative Council's approval in November 1997 for implementing the revised arrangements.


Promoting Good Staff Relations

Year Pledge Present Position
Action Completed
1996 1. In 1997-98, to organise seminars for staff and departmental representatives on the prevention of sexual harassment in the Civil Service. Two seminars for departmental representatives and two seminars for staff representatives were organised.
1996 2. In 1997-98, to enhance direct communication with the middle management of departments. By September 1997, we will have met 200 directorate grade officers and 500 senior professional officers at informal lunches and gatherings. In the past 12 months, we have met 201 directorate officers and 509 senior professional officers at informal lunches/gatherings.
1996 3. In 1997-98, to further improve the Civil Service Newsletter, which is an effective link between management and staff, by encouraging more staff participation. We completed a readership survey with results published in the February?7 issue of the Newsletter. An increasing number of contributions were received in the past nine months.
Action in Progress : On Schedule
1996 4. In 1997-98, to promote awareness of occupational safety and health in the Civil Service. In the past 12 months, we conducted two briefings and two seminars on occupational safety and health. We have also commenced preparation work for the production of a video for use by departments to promote awareness of occupational safety and health in different types of work places.


Preparing for the Transition

Year Pledge Present Position
Action Completed
1996 1. To develop new training programmes by the end of 1996 to prepare civil servants for the transition. These will include improving their understanding of China and upgrading their Chinese language skills. In the past 12 months, we developed one new China course and 17 job-related Chinese writing courses for departments.
1996 2. In 1997, to improve civil servants' understanding of their Chinese counterparts and enhance their ability to communicate effectively with them by organising seminars for Directorate and Administrative Officers to share experiences. We will also invite local political leaders and businessmen with experience of China to be guest speakers. We organised four experience sharing seminars on interacting with mainland Chinese officials for Directorate and Administrative Officers in the past 12 months.
1996 3. In late 1996, to expand the collection of China studies materials maintained by the Resource Information Centre and regularly update books and journals for reference by departments. A total of 300 new books for reference by departments have been acquired.
1995 4. To enhance co-operation and understanding with the Chinese side through informal get-together sessions in Hong Kong between Hong Kong civil servants and Chinese officials. A total of 23 informal get-togethers have taken place.
1995 5. To send more than 60 officers on management training courses or secondment to policy branches in 1996-97 to broaden their experience. A total of 76 departmental officers have been placed on management training courses or secondment to policy branches in 1996-97.
1995 6. To identify new functional areas in which the use of Chinese will improve efficiency. We issued to bureaux and departments guidelines on the use of Chinese in the Civil Service and provided them with assistance in formulating plans to promote the use of Chinese. A total of 20 visits were made to departments/bureaux to follow-up on progress of these plans and related issues and concerns. Visits to seven heads of selected grades on more focused promotion effort were also undertaken.
1995 7. To improve the training programme for written Chinese by producing booklets on format and sample models on Chinese writing and by developing self-learning packages. For the 12-month period ending 30 September 1997, ten reference booklets on sample models on Chinese writing have been produced, and four self-learning packages on Chinese writing skills have been developed. During the same period, 19?00 copies of reference booklets and 72?00 sets of self-learning packages have been distributed.
1995 8. To step up and expand training in China Studies and Putonghua by producing self-learning packages and conducting more seminars on China-related subjects, including the Basic Law. Up to 30 September 1997, a total of 15?69 training places on China Studies, 354?00 copies of self-learning packages on China Studies and 36?00 copies of self-learning packages on Putonghua at two different levels have been provided.
1995 9. To expand part-time courses in Cantonese for expatriate officers and to develop full-time courses for those who will stay beyond 1997. Up to 30 September 1997, one Chinese characters course for expatriate officers have been developed and Cantonese training have been provided for 625 expatriate officers.
1993 10. To ensure that by 1997 the Principal Official posts (including the Chief Secretary, Financial Secretary, Attorney General and Policy Secretaries) are filled by Chinese nationals with no foreign right of abode. All Principal Officials nominated by the Chief Executive were appointed by the Central People's Government and assumed offices on 1 July 1997.
1993 11. To provide formal training courses related to the transition for all Administrative Service and directorate-level officers by 1997. Up to 30 September 1997, over 2?00 training places have been provided for Administrative and Directorate Officers on China Studies.
Action in Progress : On Schedule
1996 12. Starting from 1997, to sponsor about 50 senior departmental officers a year to attend China studies training courses organised by local universities and institutions in addition to courses offered by the Civil Service Training and Development Institute. Since April 1997, 25 senior departmental officers have been placed on training courses on China Studies organised by local universities and institutions.
1995 13. To start a three-year programme to provide the computer hardware, software and training necessary to facilitate the use of Chinese in communications with the public and in official business. The 1996-97 allocation timetable was completed as scheduled. The 1997-98 allocation timetable is being implemented in full swing; 1?50 sets of equipment and 3?00 training places have been provided as at 30 September 1997.
1993 14. To build up more contacts between Chinese and Hong Kong Government officials through work, visits and training courses. Up to 30䒷eptember?997, a total of 17 Tsinghua courses and 17 familiarisation visits have been organised.


Progress Report