The Commission of Audit carried out an audit on the internal regulation by the Public Security Police Force (CPSP) of Public Security Forces (FSM) on its attendance and field work system, the main objective is to study whether the current supervisory system is good enough and whether its execution is strict. The major findings in the audit are as follows:
. Having carried out field audits on 8 departments which employ the sign-in books practice, it is found that the military staffs assuming civil posts do not measure up to the requirement of working more than 45 hours a week as prescribed in Mandate No. 96/90/M.
. Supervision on working hour records of the staffs is not good enough.
. Supervision on signing police box is insufficient. The signing records cannot reflect completely the actual signing time of the patrolling policemen.
. Instructions of the regulatory system are not updated and lack of uniformity.
. Part of the supervisory policemen fails to verify the patrolling policemen according to instructions.
. Verification information in the reports of the supervisory policemen is not complete and the actual work of the patrolling policemen and the supervisory policemen cannot be verified.
. Patrolling policemen fail to abide by the provisions on shift and rest.
. Supervision exercised by the responsible personnel of the Superintendent Division is not strict enough.
The following are the responses of CPSP as to the findings of the Commission: “Response to the findings:
“I. The average working hours of the military staffs assuming civil posts in CPSP measure up to the requirements of relevant mandates (calculated according to the average of a long range of time, as the average of a short period can not reflect the actual conditions). Apart from their permanent work, such staffs are often transferred to do temporary police work over the year (e.g. Lunar New Year, Lunar New Year’s Eve, Christmas, Easter…); besides, during some large-scale events and visits by VIPs, the vacations of such staffs are even cancelled to support the police force. Therefore, the working hours of such staffs have reached or even exceeded the amount required by the mandates.
“II. As for the attendance records of the military staffs assuming civil posts, CPSP will improve the management and strengthen the supervision so as to ensure the correctness of the records.
“III. In the long run, as to the supervision on the work of the field policemen, instruments shall be adopted to record the times of their patrol and arrival so as to be acquainted with the execution of the working instructions. It shall be improved by strengthening the verification at present.
“IV. Different Superintendent Division designs different verification instructions according to their unique working conditions, no big mistakes have been found in such schemes so far. If needed, CPSP will change such schemes to make them perfect.
“V. The responsible personnel of the Superintendent Divisions will strengthen the administration on the work of the supervisory policemen.
“VI. CPSP will standardize the form design of the reports of the supervisory policemen and the required data to be filled in.
“VII. CPSP will strengthen the supervision on the abidance of relevant provisions on shift and rest by the patrolling policemen.
“VIII. The personnel responsible of all Superintendent Divisions will strictly supervise their subordinates as usual.”
Based on the audit findings, the major suggestions of the Commission of Audit are as follows:
. CPSP of FSM shall establish a uniform and standard attendance system measuring up to the requirements of the regulations and shall make it into written guidance so as to avoid different management models and treatment methods.
. In the long run, the electronic system shall be adopted for the regime of signing the police box, apart from improving the correctness and trueness of the signing time, it can reduce the workload of processing and analyzing the signing records so that human resources can be better allocated and utilized.
. CPSP shall make clear and detailed supervisory instructions, make unified and proper working instructions on verification, and make clear provisions with written guidance. At the same time, it shall strengthen the propaganda to the policemen and make the working instructions well known among them so that they can execute the requirements of the working instructions without mistakes.
. CPSP shall organize more training courses to improve quality of the policemen, only quality policemen can understand information communicated by their superiors more effectively and have better understanding of the purpose of their work, so as to further improve their responsibility and devotion to their work.
The responses of CPSP to our Commission are as follows:
“Responses to the suggestions:
“I. CPSP will try to make the attendance system correspond to the decrees and will make clear guidance well known to all staffs.
“II. The application of the electronic system has been stated in Point III of the response, no further detail is made here.
“III. Just as your Commission mentioned, the proper verification system is very important to the management of police affairs; CPSP reviews such designs from time to time. At present, the defects of the fieldwork system derives from the process of execution and supervision instead of the system itself. Therefore, CPSP will strengthen the management of all components of the whole fieldwork regime.
“IV. CPSP attaches importance to regime, clear instructions, rewards and punishment, and education; CPSP often strengthens the training of policemen in order to improve their quality, and this shall be continued in the future.
