DESIGN AND IMPLIMENTATION OF PRISON AND PRISONERS’
INFORMATION MANAGEMENT SYSTEM
CASE STUDY: UGANDA PRISON SERVICES
KAUGA PRISON, MUKONO DISTRICT
BY: NAMBWERE AGNES
BIT/30172/102/DU
PROJECT REPORT SUBMITTED TO THE COLLEGE OF APPLIED
SCIENCE AND TECHNOLOGY IN PARTIAL FULFILMENT AS A
REQUIREMENT FOR THE AWARD OF A BACHELORS DEGREE
IN INFORMATION TECHNOLOGY AT
KAMPALA INTERNATIONAL UNIVERSITY
(KIU)
DATE: JUNE 2013
DECLARATION
I Nambwere Agnes declare that to the best of my knowledge, this project report
is my own work and has never been submitted to any other institution for any
academic award.
Signature ~.ii.......Date..&.~4l~R!~’
APPROVAL
This research report has been submitted with the approval of the following
Supervisors;
Supervisor: Mr. Ochen Moses
sign...~4~
DEDICATION
This work is dedicated to Mr. John Ndungutse (Assistant Inspector General of
Police) who encouraged me to continue pursuing my studies.
III
Abstract
Electronic information management system is a key success factor in all
organisations hence it is a vital necessity in planning and controlling the business
operations. The systematic, efficient and organised information management
system provides comprehensive information for organisations to guarantee
unbiased decisions.
Therefore the re-design and implementation of a computerised system for the
Uganda Prison Service is meant to improve services in the institution and
increase on their productivity.
This project study further evaluates the skills and competence gained by the
database designer in designing, implementing and managing databases.
iv
Acknowledgement
I greatly appreciate all lecturers of Kampala International University who
devoted their time to equip me with the valuable education.
My thanks go to my fellow course mates most especially Sylvia Mwenesi and
Kodet Ronald who rendered their time to discuss and explain to me issues to
ensure that I clearly understand and don’t lag behind.
I thank the management of Kauga Prison Station who accepted my request and
availed to me all necessary information that was needed for me to achieve my
goals during my project.
V
TABLE OF ABBREVIATION
UPS . Uganda Prison Service
KAR Kings African Riffle
UPF Uganda Police Force
HE His Excellency
JLOS Justice Law and Order Sector
OC Officer In-charge
ASP Assistant Superintendent of Prison
EDMS Electronic Database Management System
IT Information Technology
ICTs Information and Communication Technologies
HTML Hyper Text Mark up Language
GIU Graphical User Interface
PHP Hyper Text Preprocessor
PK Primary Key
RAM Random Access Memory
vi
TABLE OF CONTENTDECLARATION .iAPPROVAL iiDEDICATION iiiABSTRACT ivACKNOWLEDGEMENT vTABLE OF ABBRIVIATION viTABLE OF CONTENT vii
CHAPTER!: BACKGROUND 11.0 Introduction 11.1 Background 11.2 Problem Statement 31.3 Objectives of the Study 41.4 Scope of the Study 51.5 Significance of the Study 51.6 Justification 6
CHAPTER II: LITERATURE REVIEW 72.0 Introduction 72.1 Information Technology 72.2 Electronic Information Management System 82.3 Databases 10
CHAPTER III: METHODOLOGY 123.0 Introduction 123.1 Research Design 123.2 Research Instruments 12
3.2.1 Observation 123.2.2 Questionnaire 133.2.3 Interview 133.2.2 Literature Review 13
3.3 Design Methods and Tools 133.3.1 System Modeling 143.3.2 System Development Tools 14
CHAPTER IV: SYSTEMS ANALYSIS AND DESIGN 154.0 Introduction 154.1 System Study 15
vii
4.2 Problems of the Existing System .164.3 Design Features of the New System 164.4 System Design 17
4.4.1 System Architecture 174.4.2 Entity Relational Diagram 194.4.3 Integral Process 214.4.4 Data Flow Diagrams 21
4.5 Requirements 244.5.1 Data Requirement 244.5.2 Data Dictionary 25
4.5.3 Functional and Non-Functional Requirements 27
4.5.4 System Requirement Specification 28
CHAPTER V: SYSTEMS IMPLEMENTATION AND TESTING 305.0 Introduction 305.1 Data Security and Accessibility 30
5.1.1 Data Security 30
5.1.2 Data Accessibility 32
5.2 Testing and Validation 335.3 TrainingUsers 365.4 System Maintenance 36
CHAPTER VI: RECOMMENDATIONS AND CONCLUSION 376.0 Introduction 376.1 Problems Faced of the Case Study 376.2 Recommendations 37
6.2.1 Achievements 37
6.2.2 Hardware and Software Requirements 38
6.2.3 Configuration 38
6.3 Conclusion 38References 39Appendices 41
VIII
CHAPTER I
INTRODUCTION
1.0 Introduction
This report is objectively giving an over view into the data recording management
system of the prisoners and prison officers within the Uganda Prisons Service
(UPS). The report will basically encompass on the scope at Kauga Prison, Mukono
Municipal Council in Mukono district.
1.1 Background of the study
The Uganda Prison Service was founded in 1896, as a branch of the Kings African
Rifle (KAR) and established in 1903 as an independent department. The
department was run by the Uganda Police Force (UPF) and the training was done
by soldiers of KAR.
In 1907, DEPOT Prison Training School was established at Luzira but, still run by
the soldiers of the KAR as instructors. On the 26th April 1950, the school was
officially opened by His Excellency (HE) Sir, John Harthon, then Governor and
Commander in Chief of the Armed Forces. In 1917 an independent Prison
department was established from the Protectorate Police but still the prison and
police remained under joint command until 1938.
The mission for the UPS is “to provide safe, secure, and humane custody of
offenders while placing human rights at the centre of their correctional
programs”.
The UPS is mandated under the Constitution of the Republic of Uganda 1995 and
the Prison Act 2006 to provide safe custody and rehabilitate the offenders. The
UPS is one of thirteen institutions which have been brought together under the
1
Justice Law and Order Sector (JLOS) wide approach to enhance planning and
budgeting capacity in order to improve access to justice. The JLOS has outlined its
mission as to “enable all people in Uganda to live in a safe and just society”.
The laws for the organization, administration and functions of the UPS are
regulated by the Parliament of Uganda to ensure that the members of UPS are
recruited from every district of Uganda. The laws provide that the UPS shall be
nationalistic, patriotic, professional, disciplined, competent and productive; and
its members shall be citizens of the Republic of Uganda of good character
recruited from every district of Uganda.
The Prison Act stipulates that every prison officer shall have all the powers,
protection and privileges of a police officer; within the prison, while in charge of
prisoners and for the purpose of conveying any person to or from prison
premises. The Act provides that a prison officer shall apprehend any prisoner
who may have escaped from the prison or while being conveyed to or from
prison.
The UPS like other organizations has many prison stations, which accommodate
prisoners on being remanded, sentenced or confinement for any other reasons.
The prisoners may be removed from any prison to another, when sentenced or on
temporal basis due to other reasons. Therefore, prison officers are subjected to
take control of any prisoner in their custody until otherwise released. For that
reason, the UPS is supposed to keep efficient and up-to date records of the
prisoners under their custody to enable them keep track of proper details for
each prisoner.
2
Efficient records management is now a necessity in all institutions for
complimentary with legal and regulatory obligations. It supports the core
functions and provides the basis for effective and accountable administration. The
system ensures sound decisions; necessary trace, scrutiny and justification of the
rationale for those decisions are made based on accurate and up-to-date
information. Therefore, the prison management is mandated to keep perfect
records/details of prisoners such that they are able to track the identity, number
of prisoners in custody, offences committed, and their status. The UPS is supposed
to keep records of their officers stationed in any prison to track the number of
prison staff under their command and their full details.
It is noted that during the establishment of the UPS, the population was very low
hence, leading to low crime rate. The prison stations could receive smaller
number of prisoners therefore; they were able to maintain manual records
effectively. The population growth in late 1980s led to a high crime rate resulting
into a dramatic increase of manual managed volumes of records kept for a longer
period of time, thus insufficient to rely on individual personal memory about the
past initiative procedures.
1.2 Problem Statement
According to the OC ICauga Prison, Ms. Tamale Mary (ASP), it was observed that
Kauga Prison management faces a problem of tracking prison staff details under
their command and the prisoners in custody. It becomes tedious to trace for a
particular prisoner’s identification profile, since they are accommodated in
different wards and yet some remand prisoners have to appear in different courts
of law at given dates.
3
The space to keep manual managed volumes of records about the prisoners’
details is no longer enough due to the first set up of the prison that was based on
the low population density when the crime rate was low hence; leading to a
smaller number of prisoners committed to prison as compared to the current
situation.
Therefore, it is very important to change from the manual to automated
information system in order to improve the working environment of prison staff
under Kauga Prison and enable them increase on their productivity.
1.3 Objectives of the Study
1.3.1 General Objective
Design a new system to improve the performance and productivity of the prison
work at Kauga Prison.
1.3.2 Specific Objectives
Study and understand the current information system to identify its weaknesses
and strength and use them as a basis to design an efficient new information
system.
Implement the new system and ease the administration from a task of tracing for
alternatives to keep manual managed volumes of records.
Test, evaluate and maintain the new system to appreciate the improvement in
using electronic information system at Kauga Prison.
4
1.4 Scope of the Study
This research project specifically concentrated on the information management
process of prison staff and prisoners at Kauga Prison. It is intended to analyze the
problems faced in the information management and recommend possible
solutions to improve the operations of the station and organization as a whole.
The sample size however, focused on the records management staff,
administrators and the prison officers involved in the process.
1.4.1 Geographical Scope
The research was conducted at Kauga Prison, Mukono municipal council in
Mukono district, 19Km away from Kampala city centre on Kampala - Jinja
Highway.
1.4.2 Logical Scope
The software product will be capable to address the following;
i. Monitor all activities conducted within the scheme.
ii. Capture all particulars of the prison staff and prisoners’ details in relation
to the offences against which they are charged.
iii. Capture and keep the previous records of all the second offender prisoners
in custody.
iv. Update records such as adding, modifying and deleting when need arises.
1.5 Significance of the Study
The study will help the management of Kauga Prison solve the problems affecting
efficient information management hence; Kauga Prison will improve their
operations, increase on their productivity and minimize time taken to trace for
particular information when needed.
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1.6 Justification
This study is intended to relieve the prison staff of Kauga Prison from hectic and
tedious work performed during their day to day duties especially when the
tracking and tracing for particular information when needed. Therefore, the study
will enable the management of Kauga Prison to minimize time taken to perform
particular transactions, then enable them utilize the available resources and
maximize their performance standards.
The study will further enable the management to keep track of all previous and
current details of the prisoners in custody such that they are capable to identify
those who have ever been previously committed to that prison. The management
will further be relieved of tracing for alternatives to keep manual managed
volumes of records.
6
CHAPTER II
LITERATURE REVIEW
2.0 Introduction
This chapter provides critical literature review that addresses the intended
design of prison Electronic Database Management System (EDMS), and explores
the current scenario of paper-based information management system at Kauga
Prison. In this chapter, different books, journals and Internet were used to explain
the importance and benefits of the electronic information management system.
It is a business need to manage electronic documents and solve various problems
associated with them such as finding the current document and version control.
The need for electronic information management system must be clear to satisfy
any solution to those problems.
2.1 Information Technology
Association for Computing Machinery (2013): The adaption of information
technology (IT) in organizations is growing at a rapid pace. The use of technology
has evolved from the automation of structured processes to systems that are truly
revolutionary because they introduce change in the fundamental business
procedures. Indeed, it is believed that “More than being helped by computers,
companies will live by them, shaping strategies and structures to fit new
information.
Wan Satirah Wan Mohd Saman & Abrar Haider (2012): The explosion of
sophisticated information and communication technologies (ICTs) creates new
opportunities as well as challenges for the whole service delivery systems;
particularly to fulfil the ever increasing demand of citizens who have high level of
information technology (IT) literacy and advanced in knowledge and awareness
7
of their rights. To remain competitive, government information systems must
progress in line with IT advancement without compromising the existing strict
government principles and regulations set through acts and policies.
The revelation of systems that capture various information, serve as important
institutional memory and central to efficient public service machinery. The
management of court records through electronic means leads to a great impact on
the government and citizens as a whole. It preserves the memory of a nation’s
civilization in judicial matters. The tremendous increase of case disposal rate
after the electronic system implementation proves a great improvement and
excellent achievement in judicial service delivery.
Sabina Klanecek (2012) stressed that the Ministry of Justice and Public
Administration in Slovenia explained how technology was used to deal with
vulnerable groups, in particular children, during court proceedings. In her
opinion, the introduced video conferencing ensured avoidance of second or even
third victimization of children.
2.2 Electronic Information Management System
Hassan 2007: The efficiency of service delivery sets the benchmark for public
service excellence. Effective information management system guarantees the
accountability and integrity of an organisation that provides services to the public
at large and serves as strategic resource for government administration.
Gouanou & Marsh (2004) recommended that, in order to minimize the risks and
costs of regulatory and legal non-compliance, litigation, discovery, business
inefficiency and failure; organizations need to remove the human element by
automating information management via technology.
S
This transformation means removing freedom of choice, enforcing electronic
record creation, indexation, classification and naming conventions; creation and
preservation of meta-data, minimizing duplicate records by creating a central
information repository which will also facilitate knowledge and content
management, systematically archiving and tracking records and amendments;
applying retention schedules to purge redundant ones, but preserving their
access logs, audit trails and meta-data. The major issues in implementing
electronic information in organizations are regarding access, security and
interoperability.
Nathan Mnjama and Justus Wamukoya (2006) urged that use of electronic
communications increases citizen participation in the public decision-making
process. The use of information technology improves the management of
government, from streamlining business processes to maintaining electronic
information, and improving the flow and integration of information.
Daniel ES. Kawai & Dogo H. Samson (2011) proposed that, in order for police
stations which lack electronic information management systems to aid their data
capturing ability to effectively control crime; should have electronic databases
where the reported crimes with all details can be recorded and stored regularly
other than the paper based records that hinder their efficiency. This information
management system can enable the police to draw accurate analytical statistics
regarding the information about reported cases.
Laudon & Laudon (2004) defined information system as an assortment of
components which are mainly used for collection, processing, storing and
dispensing information in order to back up the important processes of decision
making and commanding or controlling the organization.
9
Checkland & Hoiwell (1999) urged that information systems help managers to
analyze business capabilities and levels of individuals in the workforce of
problems, visualize complicated subjects and developing new ventures and
projects.
Kotler (2006) stated that information management system comprises of
manpower, instruments, and processes to accumulate, classify, examine, assess,
and then dispensed to the decision makers within an organization in a timely and
accurate manner.
2.3 Databases
Margaret Rouse (2006) defined computer databases as structured collection of
records or data that is stored in a computer system. The structure is archived by
organizing data according to database relational models. The computer database
relies upon software called database management system (DBMS) to organize
data storage. Database management system relies on the database model which
tends to determine the query language that is available to access the database.
A typical data structure of database is made up of linked tables in form of rows
and columns used to store organized information in an organization. A database
is an electronic filing systems or a collection of information organized in such way
that a computer program can quickly select desired pieces of data. Traditionally
databases are organized by fields, records and files. A field is a single piece of
information, a record is one complete set of field and a file is a collection of
records.
10
Why use electronic databases
Databases are the major sources of information therefore, increasingly being
published only in electronic formats. A single database may refer to a variety of
sources, including periodical articles, books, government documents, and
industry reports, papers at meetings, newspaper items, film and video recordings.
Uribe -Luis Martinez & Meriel Patrick (August 2011) argued that databases
can form a key part of information management strategy to support researchers
and facilitate data management throughout the research lifecycle.
An ever increasing corpus of heterogeneous digital materials such as documents,
pictures, spreadsheets can be efficiently managed by use of databases.
Customized methods of inputting data for different contexts, allow diverse bodies
of information to be captured. However, databases can be complex and the
technical skills required to develop and maintain them represent a barrier to the
researchers.
11
CHAPTER III
METHODOLOGY
3.0 Introduction
This chapter basically describes the methods used to collect the requirements for
the database system that included; data collection, data analysis, design tools and
database development. The methods highlight the current state of the existing
system which was based on to identify the requirements for the new system in
order to improve the operations at Kauga Prison.
3.1 Research Design
The cross sectional research design was used to assist in gathering information
from the management, prison staff and the officers concerned with information
management.
3.2 Research Instruments
The information gathering involved different techniques with help of the sample
population group of employees. These collection methods were used effectively to
describe the characteristics of variables of the study.
3.2.1 Observation
A site survey was conducted at Kauga Prison with guidance of the existing
information system users. It involved use of physical analysis of the current
manual system such as (prisoners’ recording books, annual & monthly returns)
where, the researcher identified the activities conducted in the scheme. This first
hand and detailed information was obtained in context with their related
activities helped in identifying inconsistencies in the process.
12
The design tools such as database development software applications were used
to come up with efficient database application software.
3.3.1 System Modeling
Ms Studio 2003 was used for developing the relationship diagrams to direct the
design of the system structure which involved determining the relationship
between various entities and associating them together by use of attributes and
attributes domain.
Data flow diagrams were designed to represent the information flow into and out
of the system in top-down manner which indicate the system components and the
way they interface with each other.
3.3.2 System Development Tools
The database was developed using Macromedia fireworkss activated in
Macromedia Dreamweaver8 embedded into HTML to design an interactive
Graphical User Interface (GIU), MySql was used for coding to enable users access
to the database and PHP serves at the backend as server.
14
CHAPTER IV
SYSTEM ANALYSIS AND DESIGN
4.0 Introduction
In this chapter, the system requirements were driven from the data contained in
the existing manual system input such as the prisoner registration book, monthly
and annual reports. The data flow tables, frame work plan and entity relationship
plan helped to organize data and defined the relationship between the entities.
The process can assist the analysts to understand the structure of database and
how the activities like capturing and retrieving data are effectively conducted
within the scheme.
4.1 System Study
The system study describes the project area of Kauga Prisons and particularly
concentrated on the information management process. After receiving prisoner
from courts of law, the concerned prison staff records the details of the prisoner
in the prisoners’ registration book which include the full names, address, offence
committed and its status. The next date to court has to be tracked in order to
enable production of a remand prisoner before court for court proceedings. The
prisoner is then allocated a ward where he will be confined as the process
continues.
Monthly and annual reports are generated every end of the month and year
respectively then submitted to the prison headquarters for further management.
On the other side of the prison staff, the management prepares monthly and
annual personnel returns and submits them to the prison headquarters to keep
track of the number of personnel under their command and eliminate those who
could have died or left the prisons services due to other reasons.
15
4.2 Problems of the Existing System
The operation of the existing system is described as follows:
Personnel manual mechanism to capture data is the basis of the scheme which
causes failure to keep accurate records. This process is so tiresome and time
consuming with possibilities to make errors during data capture because the user
enters one data at a time.
The resources available (computers) are not enough to sustain the new database
system. Therefore, there is need to purchase the requirements such as hardware
and software that will be used to run the new system efficiently.
4.3 Design Features of the New System
Tables and fields were first defined with the features of the database at the back
end server, followed by the definition of data types to be used to store data in
each field of the table. The relationships between various entities were identified
and defined. That’s to say; one to one, one to many and many to many
relationship.
Data integrity rules were applied as follows:
i. The value of the primary key exists in each instance of the entity. Duplicate
and incorrect data input in the primary key is rejected.
ii. The primary key does not accept null values according to integrity rules.
iii. Primary key values must be unique for identification purposes of records.
iv. Foreign key values must match primary key values in associated table as
referential integrity to ensure correct navigation between the related
entities.
16
4.4 System Design
The researcher considered the design of the system which included drawing
context diagrams, and the flow charts to make the system users understand the
flow of information within and out of the system.
Codes from the design tools such as the programming languages like Mysqi, PHP
were used to come up with the efficient system. Gathered specifications in form of
logical models as input for designing the system architecture were considerably
used to enable the system builder understand how data flows in and out of the
system.
4.4.1 System Architecture
The architectural design of the system will have a big impact on the system’s
ability to fulfill both functional and non-functional requirements. The correct
design patterns, mechanisms, and technology were specified in the design of the
architecture. The architecture can be modeled using various different models.
In figure 1 below, the user accesses the first page of the system interface, where
he opts to continue with the transactions then click the login direction button.
The user enters the username and password which is submitted to the database
in form of request for database access. If the user is successful then, he accesses
the user interface where all operations are performed.
On the other hand, the administrator can base on the login form to request change
of password which directs him to the change password form. The administrator
then enters the existing username, old password and the new password which is
retyped for confirmation purposes then submitted to the password repository.
17
If the new password is accepted, the administrator receives a feedback and starts
using the new password to access the system.
After using the system, the user is free to logout and the system directs him back
to the initial page (Index) of the system interface. Updates and deletions are
performed at the back end to avoid other users temper with the system data.
Exit system Accs:::r Exit system -- _______
~ st±on log~
Admin’s Ops Area
5 .0PS
Data repository)C Changec password~ATh
~j-~ T
‘~ P issword 1 SLnd pass~%.ord update e
repository bend iequesb I Send request.n — 00 ____________
1+ ____________
Administrator’s Operational Interface OC Stations User Interfacc g- IMonitor and process input and output I Perform transactions
E0
Figure 1: System Arcintecture
18
4.4.2 Entity Relational Diagram
The entities in the database are related to each other and accessed through the
graphical user interface by use of forms to enter and submit data to the database.
Various triggers react to row inputs in the tables to generate completion and
store different records which are executed in the database. Primary key attributes
are represented by (P1<).
Figure 2 below explains how the entities in the database are related to each other
by use of arrow symbols to direct the relationship.
19
CourtReferenceSentenceSentenceDateCommitmentflateReleaseD ate
‘,
I Staff
PK ForteNuniber
aLahIflaIIIc
RankGenderStaifRoleStationEnlistnientD ateHomecontact
Index I
I ILogin usersystem
PK username PK username
password password
I ___ ICbangepassword I I_____ PMIS
— Oldpassword InterfaceNewpassword
— Conflrmpassword
Courtorder
PK Cnurtld —.
Prison
PK Prisonid
PrisonNameDistrictPrisonDepartment
Prisoners
A~
Offence
PK OffenceldPK Prlsnnersld
PrisonersNameSexAgeNationalityPhysica!AddressHomeAddress
PrisonerNameOffenceOffenceCategoryCommitmentDateReleaseDate
~1
RecordsAssociates
PK Associateld
AssociateNameSexAgeNationalityPhysicalAddress
___________
PK Recordid
OffenceCategoryOffenceNumbersYear
Figure 2: Database Entity Relational Diagrams
k4.3 Integral Processes
ntegral processes are common processes which are performed in context with
iiore than one development activity. In other words; the review process is
jerformed in context with the requirement definition, design and coding.
The diagram below is an example of work flow which involved both the
requirement and design specifications. The work units are Design, Code and Test
then; the feedback paths carry requirements, design and coding issues.
Requirement Unit TestedSpecification Code
4~1
Figure 3: System Development Life Cycle Model
4.4.4 Data Flow Diagrams
The diagram involves the processes conducted by the system users and the ways
in which entities interact with each other within the scheme. There are only two
users of the system; the System Administrator and the Officer In-charge (OC)
Station.
The System Administrator after logging into the system, he enters details, updates
the system, deletes unwanted data from the system, views and prints out reports.
The OC Station only views and prints out reports. If there are reviews to be done
on the information, the OC Station makes them outside the system then alerts the
21
ystem Administrator who updates the database since he is the only one with the
)rivlleges to edit data in the database.
;ystem Data Flow
~igure 4 below explains the simple way in which data flows between the users of
he system and the system itself.
Figure 4: System data flow diagram
Key
Represents the system
Represents the external user of the system
~. Represents data flow between the user and the system
Drocess Flow
‘he figure indicates the flow of processes in the system from the genesis when
he user accesses the system and all the activities performed by each system user.
23
Key
Process is a process or activity in which data is used or generated
External represents an external source, user or repository of the data
—*~ Data Flow (connector) represents how data flows through the system, in physical
or electronic form.
r Data Store represents an internal physical or electronic repository of data, intoand out ofwhich data is stored and retrieved
Figure 5 above indicates the process flow; there are two system users, the System
Mministrator and the O.C Station who enter the usernames and passwords then
submit the input to the database. The system confirms the user account and
allows the user to access the graphical user interface where the user inserts data,
views reports and prints the reports. The System Administrator can make
updates and drop records at the backend of the system. The O.C Station only
views and prints the reports.
4.5 RequirementS
The users of the new system shall expect the following from the system
performance;
4.5.1 Data Requirement
Information and data capture was designed in form of attributes from the
associated major entities in the functionality of the project as follows;
Entity Data Requirements
CourtOrder Courtld, CourtReference, Sentence, SentenceDa1~jCommitmentDate, ReleaseDate
Prison Prisonld, PrisonName, District,
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PrisonDepartmentStaff ForceNumber, StaffName, Rank, Gender,
StaffRole, Station, EnlistmentDate, HomeContactRecords Recordld, OffenceCategory, OffenceNumbers,
YearPrisoners Prisonerld, PrisonersName, Sex, Age, Nationality,
PhysicalAddress, HomeAddressAssociates Associateld, AssociuateName, Sex, Age,
Nationality, PhysicalAddress, HomeAddressOffence Offence I d, Pris o nerNam e, Offence,
OffenceCategory, CommitmentDate, ReleaseDateTable 1: Data Requirement
4.5.2 Data Dictionary
Data dictionary described all data used in the system management. The changes
that were made to the model to determine if it can affect the model interfaces for
other systems were applied in the data dictionary.
ATTRIBUTE DATA TYPE LENGTH KEY DESCRIPTIONusername Varchar 11 User identification by namepassword Varchar User security codeTable 2: Login Table
ATTRIBUTE DATA TYPE LENGTH KEY DESCRIPTIONCourtld Varchar 15 PK Court Identification CodeCourtReference Text Court ReferenceSentence Text SentenceSentenceDate Date Date of SentenceCommitmentDate Date Date of CommitmentReleaseDate Date Expected Release DateTable 3: Court details TableATTRIBUTE DATA TYPE LENGTH KEY DESCRIPTIONPrisonld Varchar 15 PK Prison Identification CodePrisonName Text Prison NameDistrict Text DistrictPrisonDepartment Text Prison DepartmentTable 4: Prison Table
25
ATTRIBUTE DATA TYPE LENGTH KEY DESCRIPTIONForceNumber Integer 15 PK Force NumberStaffName Text Staff’s NameRank Text RankGender Text GenderStaffRole Text Staff RoleStation Text Prison StationEnlistmentDate Date Date of EnlistmentHomeContact Date Home AddressTable 5: Staff Table
ATTRIBUTE DATA TYPE LENGTH KEY DESCRIPTIONPrisonersld Varchar 15 PK Prisoner Identification CodePrisonersName Text Prisoner’s NameSex Text SexAge Integer AgeNationality Text NationalityPhysicalAddress Text Physical AddressHomeAddress Text Home AddressTable 6: Prisoner Table
ATTRIBUTE DATA TYPE LENGTH KEY DESCRIPTIONRecordld Varchar 15 PK Records Identification CodeOffenceCategory Text Category of offenceOffenceNumbers Text Number of offencesYear Date Year of imprisonmentTable 7: Records Table
ATTRIBUTE DATA TYPE LENGTH KEY DESCRIPTIONAssociateld Varchar 15 PK Associate Identification CodeAssociateName Text Associate’s NameSex Text SexAge Integer AgeNationality Text NationalityPhysicalAddress Text Physical AddressHomeAddress Text Home AddressTable 8: Associate Table
26
ATTRIBUTE DATA TYPE LENGTH KEY DESCRIPTIONOffenceld Varchar 15 PR Offence Identification CodePrisonersName Text Prisoner’s NameOffence Text OffenceOffence Category Text Offence CategoryCommitmentDate Date Commitment DateReleaseDate Date Release DateTable 9~ Offence Table
4.5.3 Functional and Non-functional Requirements
Functional requirements
i. The system will have provisions for capturing, retrieving and accessing
information about prison staff and prisoners details.
ii. The system will be able to generate and provide reports periodically.
iii. It will have a friendly graphical user interface and easily adapted by the
users.
iv. The system will provide security of data therein by allowing only
authorized users to access the system by use of usernames and
passwords.
v. The system will be able to monitor accused persons who have ever been
convicted before.
vi. It will accept the updates like; deletion and alteration of data.
Non Functional Requirements
According to the uniqueness of the scheme, below are the non function
requirements:
i. The system will be easily maintained by the users and scalable.
ii. The system will be accessed by skilled staff for data retrieval and
updates.
iii. The backups and recovery of data must be done immediately at least
once in a week.
27
iv. The hardware requirements like RAM, hard disc, processor must have
sufficient capabilities such as space, capacity and speed to enable the
system improve its performance.
4.5.4 System Requirement Specification
The usefulness of the computer hardware entirely depends upon the availability
of software which plays an important role to manage the operations of the
computer system. In order to successfully manage this electronic information
management system, the following software must be considered in the computer
system as in table 10 below.
Software RequirementsSoftware Minimum System RequirementsOperating System Windows XP/Windows 2007 will be used due to their
compatibility to enable the application programs tosuccessfully perform the desired tasks.
System Environment e WampServer2.3-beta-x32 to be used at the backend as(Application a server for database.Programs)
c Macromedia Fireworks8 activated into MacromediaDreamweaver8 embedded into HTML and backed upby Cascading Style Sheet (CSS) to serve at the frontendas GUI. When activated, it will come up with Javascripting codes as a back support of their stand.
• Mysql is used for coding to create an interactiveinterface between the graphical user interface and thebackend server to enable users’ access and use thedatabase.
Table 10: Offence Table
28
Hardware RequirementsHardware Minimum System Requirements3 desktop computers Acer type
Processor Intel (R) Core(TM)2 Duo Cpu is capablefor modern applications and ever thebest CPU, processor speed of 3.0GHz
Memory 3 GB RAM and aboveHard Disk Space Capacity of 282 GBCD-ROM Drive SOX SpeedVisio Display Unit (VDU) High Resolution, 15* computerTable 11: Offence Table
29
CHAPTER V
SYSTEM IMPLEMENTATION AND TESTING
Introduction
rhis chapter explains the system implementation and ftinctions then guides the
Isers on how to use the application. The graphical user interface was designed
.ising Macromedia Fireworks 8 activated into Macromedia Dreamweaver 8 which
~as linked to the WampServer2.3-beta-x32 using Mysql codes to efficiently
manage the database environment.
5.1 Database Security and Accessibility
The system will be accessed through the index page as in figure 6 below by
strictly two users, (System administrator and OC. Station) using usernames and
passwords.
5.1.1 Data Security
Graphical User Interface
PRISONS MANAGEMENT INFORMATION SYSTEM
Sysfenn Mm~nhfraHv omcer User Systems officer
MISSION:
TO PROVIDE SAFE, SECURE, AND HUMANE CUSTODY OF OFFENDERS
WHILE PLACIIIG HUMAN RIGHTS AT THE (,ThTER OF THEIR
CORRECTIONAL PROGRAMS
Pi isons Mon age neat System
Figure 6: Index page
30
ifter accessing the index page, the user logs into the system as in figure 7 below.
)n successfully logging into the system, the System Administrator has all rights to
jerform and monitor all activities within the scheme however; the OC Station has
imited privileges such as viewing and printing the reports only then makes the
reviews outside the system activities and informs the System Administrator to
practically address the reviews. Otherwise wrong passwords are rejected by the
system as in figure 8.
PRISON MANAGEMENT INFORM&flON SYSTEM
LOGIN>>
U,a~De
Password ...flfl
c~mPasswocd ......~
[~ji~jjäeas I ~~ePasswocd
9!6’2013 2oStU p~
Dflfl.OPXD a: NnmwmA&4zS
Figure 7: User Login form
PRISON MANAGEMENT INFORMATION SYSTEM
LOGIN>>
deiiied ,cothtt Mmi.ñtntorUsaoaiie
Password
~
r~ 1 [~i~ One Password
I’~~~’
Figure 8: Wrong password entered and access rejected
~igure 9 below is an interface for changing password in order to back up security
~f the system. The System Administrator has rights to change password
,eriodically as the need may be. At the login form, the System Administrator
:licks on the ‘Change Password’ option then directed to the change password
‘orm where the existing username and old password are entered, plus the new
password and its confirmation before submission. On submission of the correct
input, a message is received confirming password change and the user will start
using the new password.
PRJSON MANAGEMENE INFORMATION SYSTEM
LOGIN>>
Figure 9: User interface to allow change of password
5.1.2 Data Accessibility
When the user accesses the system, it directs him to the operational graphical
user interface as in figure 10 bellow which was designed as pmis.php. The System
Administrator can have access to all forms and reports of each module for
purposes of performing required activities within the scheme such as inserting,
viewing and printing reports. The OC Station can only view and print the reports;
if there are some amendments then the reviews are done outside the system
32
PRISONS NANAGEMEIff INFORMATION SYSTEM
COINa PJ~1 F€~ STE ~oa k.WQA1~
Figure 10: Graphical user interface to allow the user access all integrated modules
5.2 Testing and Validation
Installation of the system components like hardware, software and training users
about the system are done at this stage. The system modules were all first tested
before integration and errors debugged. After validation of all modules, they were
integrated into a running program then tested to validate its capability.
The system is capable to capture and make updates of data therein as in figure 11
below.
4. kathc*
PRISONS MANAGEMENT INFORMATION SYSTEM
COlJRTORDE~ PRISON RECORDS STIFF PRiSON~S MSOCIMES LOG OUT
‘&aczld ~‘FTh~IO
tCae~y Fth~
C~sD~it ~12~11
~3lW13
~flw
• 62~U~iUI
co~w F~ gç~
Figure 11: Inserting data into forms then submitted into the database for storage
After capturing data in the database, the system can generate and print periodic
reports which are sent monthly or annually to the Prison headquarters. Figure 12
below, is a report that is generated by the system. Then figure 13 indicates the
capability for the system to print periodic reports. At that level, the user after
clicking ‘print this report’, a dialog box appears on the left the user selects the
printer to print the report depending on which printer is installed on the
computer. The user also selects more options such as the number of pages to be
printed then clicks ok and the report is printed.
PRISONS MANAGEMENT INFORMATION SYSTEM
COURT ORDER PRISON RECORDS STAFF PRISONERS ASSOCIATES OFFENC LOG OUT
Offencejil PñsonerName Offence &enceCetegeiy~CemmitmentD.te IReleaseDete
0W1123,2011 Ganld jmce frd~iy 2011-04—12 12016-08-02
IOW439~2000 IKtuao ~* ~ fl’w fr012-05-12 201942-02
OFW200/2010F~e Join ~, ~Mkdaneatc., ~2012-05-12 ~2012-07-20
I0W/201~200L1Q0&M0cen ~ ~ 12010-12-12 12011-02-02
jo~w2o4noio [roknt. bmw ~ I4~hl~~~1 fr~’~-~’~ j2012_0&02
OF 09/2010 fridotnilt IMniisImigltr Fdmxy [2012-05-12 2020-02-02
OFFt21012010~~ ~ fracmi 2012-05-12 201344-13
p45/2009~ ~M.nc1ng1in fr&n~ 2012-02-12 2016-02-02
IOF~fl6512010 frij~i nazi jma Izoii -04—12 2016-02-02
0py,567,2010~frt ~ freio&w 120h1_04-12 201344-13
IOFF/568t2011 Mmyfi.gaflia I0~id Ahi~ 1201144—12 2013-04-13I0ff/672/2010~Mo~ frs~..ci~.ngwn~ 12009-12-12 11016-02-02
Pnntthispage Cbckbacjçj
Figure 12: Report of prisoners in custody
NAGEMENT INFORMATION SYSTEM
RECORDS ST PRISONERS ASSOCIATES 0
- ci Off~ Osncecatcrq Iconmit ..stDate litseneDileGa& lThd fr&g~~ ~011-04-I2 12016-08-02Poly 12azt frelcey [2032-05-12 12019-02-02
kin fi&iieme.ar ~2012.0512 f201247-20
yobeMosa lEoccait 3&do,ra,mr 2030-12-12 [2011-02-02
frcn~imny ~ jJt_.__ j2012-05-12 ~
INe —I-- -~.--frasq 12012-05-12 [2020-02-02
fr~ fr~o~i~ 2013-04-13
I P~”P9~_1
Figure 13: The system can print reports
-a
4~ S&idTcQwMcblOO7 I c9— I*: Pae*
Two: ~d To 1 Qieja WeeMOe.. Seed Ic I~.m OneNea Pod.
QPettolIe
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irc~_j
l100.OIIT
I01~t14512009~ ~do.q [2012-02-32 [2016-0242
0PFl365I20I0IK*a~Pai jmm jEdocey 12011-04-12 [2016-02-02
I0~~6~010~’ ma 12011_04_12 [2013-04-33
0~F/56I42Oll IMsyAsdb j0~.1M,in IFdaw 12011-04-12 j2013-04-13I0FF$7efl0I0~~Mo.a tu_~l~.~IJ.. ~dooy j2009-12-12 12016-02-02
35
5.3 Training Users
The user training about the usability of the system will be done as soon as
the project owners accept the system and sign the acceptance. The training
will mostly cover how to access the GUI and perform the activities within
the scheme such as insertions, updates, performing backups and any other
requirements. The persons to be trained will involve the System
Administrator and other staff in relation to the scheme.
5.4 System Maintenance
Maintenance is an ongoing activity performed during the normal operation
of the system. It can be done either to fix the bugs, changing the software
application due to technological enhancement requirements or even
environmental needs.
36
CHAPTER VI
RECOMMENDATIONS AND CONCLUSION
6.0 Introduction
This section includes a summary about the project results, the achievements,
limitations, recommendations and conclusion. The main objective of this project
was to design an efficient information management system for Kauga prison with
a view to create a convenient working environment, increase on their
productivity and improve services for the UPS as a whole.
6.1 Problems faced of the Case Study
There were quite a number of problems faced during the project development life
cycle which included the following;
o Identifying a case study was a bit hectic due to poor responses from the
organizations that were not willing to offer information about their
organizations.
o Analysis and retrieving information from the related records was somehow
difficult due to the mix up, big volumes and missing records.
6.2 Recommendations
The following are the recommendations for the successful operation of the entire
system;
6.2.1 Achievements
The new system is expected to reduce on time taken to capture and trace for
particular records hence; the system users will be relieved of tedious work that
has been the basis of the day.
37
The new system does not apply to Kauga prison station alone but the organization
as a whole, therefore the prison service is expected to benefit a lot and take into
account that even other stations that have not yet been automated be considered
to improve their services.
6.2.2 Hardware and Software requirements
The necessary hardware and software requirements to enable smooth running of
this application are as follows;
Intel (R) Core(TMJ2 Duo CPU is capable for modern applications and ever best
CPU, processor speed of 3.0GHz, Capacity of 282 GB, RAM 3.0GB.
Software packages required are; Ms Windows XP/Windows 2007, Macromedia
Fireworks 8, Macromedia Dreameweaver8, WampServer2.3-beta-x32 and Ms
Office 2007.
6.2.3 Configuration
Trained personnel will do the configuration to run the system, provide the system
backups at least once in a week and any necessary support in case of system
failure.
6.3 Conclusion
Conclusively the research study on the manual information management system
has led to the successful implementation of the desired objectives. This software
product has many benefits to the users and the organization as a whole in such a
way that they will improve on their services, increase productivity and they will
be relieved of the hectic work of finding the alternatives to keep manual managed
records.
38
References1. Association for Computing Machinery (2013). ACM guide to computing
literature: Retrieved on April 14, 2013 from
http://dl.acm.org/citation.cfm?id=99990 (1 4/04/2013 1 8:40:00).
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40
AppendicesI’m in a process to design an automated information management system forKauga prison therefore, I kindly request you to answer the following questionstherein this form. Your cooperation is highly appreciated.
Appendix 1:QuestionnaireGuidelinesQuestionnaire for Kauga prison management and staff:
Dear respondent
(Please tick the most appropriate and fill the blank spaces where applicable)
1. Gender: Male I Female I2. Age bracket: Below 30 ____ 31-401 I 41-5~____ Above 50 ____
3. How long have you been an employee in Prison service?
Below 5 years _____ ~ -10 _____ Above 10 years I
4. In which department do you work?General dutiesi I Records~_____ Others specify
5. What is your role? Data capturel I Prepare returns _____ Others I
6. How many prisoners do you_receive/inmates in a months?Below2OI___ 20-401 41-501 I AboveSOl I
7. On what basis do prepare returns (if you prepare returns)?
Monthly~____ Quarterly ____ Annually I I All
8. State the problems encountered during data capture, tracinginformation:
41
9. Is there any measures being_put in place to improve the informationmanagement system? Yes No Not sure
42
APPENDIX 2:Sample Codes used in Mysqi and PHPA code to create user account<?phpif(isset($_POST[’submit’j)){$username=$_POST[’username’];$password=$YOST[’password’j;$confirmpassword=$_POST[’confirmpassword’];if($username==”prison” and $password==”prisonl” and$confirmpassword==”prisonl”)
echo “<META http-equiv=refresh content=3;URL=pmis.php>”;
$errorMessage = “Access denied ,Contact Administrator;}
A code to insert data into database<?php$hostname = “locaihost”;$username = “root”;$password = “I;
$dbname = “pmis”;$usertable = “staff’;
$con = mysqlsonnect($hostname,$username, $password) or die (“<html><scriptlanguage=’JavaScript’>alert(’Unable to connect to database! Please try againlater.’J,history.go (-1)</script></html>”);if (!$con){die(’Could not connect: ‘.mysql_errorQ);}
mysql_select_db[$dbname, $con);
$sql=”INSERT INTO $usertable (ForceNumber, StaffName, Rank, Gender,StaffRole, Station, EnlistmentDate, FlomeContact)VALUES
43
(‘$_POST[ForceNumberj ‘,‘$_POST[StaffName] ‘,‘$_POST[Rank] ‘,‘$_POST[Gerider]’,’$_POST[StaffRole] ‘,‘$_POST[Station] ‘,‘$_POST[EnlistmentDate] ‘,‘$_POST[HomeContact]’)’;
if (!mysql_query($sql,$con)){die(’Error: mysql_errorQ);}
echo “1 record added”;mysql_close($con)
44
