The Government today announced the results of its investigation into an SMS incident in relation to the results of the Central Allocation for Primary One Admission, and gave details of follow-up actions and enhancement measures.
 
The investigation found that the incident stemmed from an Education Bureau officer making an operational error while setting up an SMS sending procedure on the morning of June 2.
 
The bureau has decided to take disciplinary follow-up action against the officer concerned. Performance deficiencies will be reflected in the officer’s appraisal, and a pay increment will not be granted. The officer will also be transferred to perform other duties.
 
SMS messages containing an incorrect year and registration date were sent to parents on June 2, one day earlier than the official announcement date originally scheduled. The incident did not affect the central allocation results, which were announced on June 3.
 
A team was set up immediately to conduct a thorough investigation with a view to clarifying the details of what had occurred.
 
The investigation also found that another bureau staff member did not establish sufficient review and approval measures in the workflow. This staff member’s supervisory and management performance was deemed not to be satisfactory. Advice has been given to the staff member, and the bureau will reflect the inadequacies concerned in the staff member’s appraisal report.
 
The investigation task force concluded that in addition to negligence, the incident pointed to areas for improvement in the current workflow and internal supervision mechanisms.
 
After a comprehensive review of related workflows, system design and staff arrangements, it recommended a series of enhancement measures.
 
Firstly, the bureau should compile internal working guidelines, clearly outlining the workflow, division of duties and responsibilities and approval arrangements for disseminating messages, and should have regular reviews and updates.
 
Secondly, it should establish a multi-tier review and approval procedure in the message dissemination mechanism. Delivery should only be activated after confirmation by staff from multiple tiers, and changes after task confirmation will be restricted.
 
Thirdly, the bureau should conduct practical drills before large-scale SMS dissemination, and hold briefings and training sessions on system operation on a regular basis.
 
The bureau’s School Places Allocation Section immediately implemented the enhancement measures.
 
Other sections will also enhance processes involving dissemination of information to the public according to the above principles, the bureau added.

source