Final Thesis

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1. Project Proposal:
1.1 Introduction:
Jails are an important component of the correctional system, even more so than prison. This is
because many more people will pass through the jails as opposed to prison. Regardless of the
fact that jails and prisons are two distinct institutions, this paper is going to discuss them
together. The procedures and protocols are similar between the two, changing only slightly based
on security needs, resources, and the type of inmate that may land within the respective
institutional walls. Jail populations usually consist of substance abuse offenders, sex industry
workers, juveniles who are treated as adults, terrorists, gang leaders, as well as those persons
who fail to appear for court hearings, trials or other required conditions of a previous sentence.
Only a small number of clearly serious and predatory offenders move through the jail system and
eventually go to prison. Hence, most jail inmates are there for misdemeanor offenses whereas
prison inmates are there for serious, and/or violent offenses. Social control of inmate behavior is
a primary focus of any correctional operation, and is critical to the success of any institution.
Hence, a significant component of institutional policy should be a functional, well‐implemented
disciplinary guideline. This policy should in still respect for authority, which will hopefully
persist when the offender is released back into the community .In order to normalize day‐to‐day
living; most facilities emphasize free movement of inmates during daytime hours and evening
activities. This policy benefits both inmates and staff by decreasing restlessness, and planting
the seeds of future compliance with the wishes of authority, thus, benefiting both inmates and
staff. Another goal of the inmate disciplinary system is to make behavior conform to accepted
norms of the institution, which helps to ensure the safety and property of all. Some of the
drawbacks to having free inmate movement are the amplified need for discipline and obedience
that it creates. Therefore, there should be a written set of rules defining expected inmate behavior
and procedures when handling any misconduct, all of which must be communicated carefully
and thoroughly to the staff and inmates. Apart from all these above mentioned, inmates, visitors
and all staffs requires or needs very Nice system which can be recorded any information about
jail prisoners. Although there are so many systems in the world which are based on modern
technology, these systems are crucial for recording data among different institutions.
Hargeisa Central Prison Admas University College
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Hence Somaliland is one of the poorest countries in Horn of Africa it uses very bad system
which is more time losing, and the safety of data in the whole jail prisoners maybe risk, system
is manual that Somaliland government using the last decades . The lack of criminal’s informal
education and skill training opportunities are included problems always standing in the prisons in
Somaliland. To meet these challenges, there is need for capacity building formulation as well as
human and physical resource capacity building within the Somaliland prisons.
So to avoid these problems a new system is needed, this can help the administrators to get the
accurate data about prisoners and will easily record the data. This system will focus on only
prisoners but not the entire jail management.
1.2 Background:
Hargeisa Central Prison is one of the largest and oldest prison in Somaliland this jail was
established in 1945 and it was built by British colony which was colonized Somaliland at that
time. This jail was first prison that was established in horn of Africa .The number of inmates was
required to take the prison was only 1000 inmates (prisoners) because of the number of
population who live in Somaliland were few also the crimes were not so more because most of
the somalilanders were animal-keepers who were busy keeping and feeding of their live-stock.
Mostly people use to fight for water and grass when these conflicts happen ,it must be taken to
prison those who started the conflict and bring to court, then court will sent to central prison if
the crime is so serious .. It is renewed in 2007 by UNDP & UNODC and now the jail is working
well and good. This prison is only for men, and it consist of 48 rooms each room for 10 prisoners
in other way the prison classified in 4 blocks named A,B,C,D .about 560 prisoners can be
arrested, and the exact number that is present now is 320 prisoners. And each prisoner has his
own crime the most crimes that repeated so many times in the book records are: thefts, rape,
killing and other criminals .So when the data of inmates are needed, it become difficult because
of book-keeping record system .Custodial police are responsible the management of the whole
prison like guard record, prison record and all department affaires. This means any information
about prison will responsible by custodial police.
The most problems that faces police are lack of training because of Somaliland is unrecognized
country which doesn’t have enough resources and financial support also they use bad system
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which is book-keeping record so they need new system that help them to minimize the time
consuming and easily record the prisoners staff and other related data. This system is very
important and suitable for managing the prisoners
On behalf of Somaliland inmates’ population, the worst of all and it is still enduring the side-
effects from their courts with law infrastructure and weak management’s structure from the
different courts in Somaliland in general. The integrity of the governing system always falls
when it comes to the application claims and inmate people rights issues, etc. the commitment to
the principles of Somaliland judiciary systems, that, the Somaliland inmate people with have
different crimes and claims do not share equal rights from their courts and legal administration
procedures in Somaliland prisons, the recurrent inmate background registration mistakes,
misunderstanding and interchange/exchange of inmate persons are common and sometimes
possible among Somaliland prisons administration due to the old traditional registration system
with hand books errors (note books). Therefore, the Somaliland prisons administration will
require new method for inmate background registration through information technology services.
Therefore, Somaliland government has problem of in inadequate of human resource and

financial resources, which are the major elements to facilitate the responsibilities of the
Somaliland inmate population, however, Police stations (or kept criminal of city) are small place
that government secure the population of the all regions, often in a criminal, in transfer to large
prison like Hargeisa Central jail, which also detain of criminals from Somaliland law institutions
(courts) in general. The prisons in Somaliland dates back to decades of years, but, the Somaliland
prisons is at a very rudimentary stage until today, due to the poor government administration,
access inmates rights and old traditional registration methods employed for the country without
any innovations technologies and without access of criminal background information data
procedures. In Somaliland, criminal’s home (prisons) today is devoid of any inmate’s
background data and real detailed registration for criminal’s history in general. The lack of
criminal’s informal education and skill training opportunities are included problems always
standing in the prisons in Somaliland. To meet these challenges, there is need for capacity
building formulation as well as human resources

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1.3 Organization Chart:
Prison Commander
vice military commander
custodial Duties officer
Police Prisoners common

Journey Post
Secretor

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1.4 Problem Statement:
Even though prisons are complex institutions, and often low in political priorities, they aim to
Provide safe and secure environments for both the prisoners and the staff as their first priority.
The activities of Hargeisa Central Prison service in terms of records keeping has for long
time been a huge problem to the service as there are no proper facilities in place to ensure
that they are able to store and retrieve information on prisoner’s very quickly records
keeping are still done using big old files which have to be shelved once that file is full
and then replaced with another and so when the need comes to get information on
prisoner’s they will have to look through the old files according to the dates they assume
the information could have been stored and then go through all files that were recorded
during that period until the file is found . this very tiring and time consuming activity
usually leaves them with no other option but to record the prisoner detail again in the
new file to avoid going through so much stress but which also calls for data
redundancies .
It is in the regard that this system software has proposed to develop a prisoner’s
management system to help them ease up their operations this management system will
ensure that there are no redundancies in records hence checking for data integrity
The new system will organize the current manual system for managing prosecution Information
by mapping functions required under the law, standardizing the processes undertake to meet
those legal requirements and formalization that standardization with templates, forms and
procedures. These circumstances have to be incorporated with the long term planning, Manual
system is old system which has so many problems that is why this project is being generated
these are the problems in manual system using:
 Time consuming
 Lack of permissions and authentication
 Difficult in retrieve data
 Lack of information system
 High human errors in data.
 Lack of modern technology

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1.5 Project Description:

This system desires to procure highly available, reliable, user-friendly, and powerful Jail
Prisoners Management System (JPMS) that will meet the current and future needs of the Jail
Prisoner operations staff. The JPMS shall be a proven and established solution that is operational
and fully accepted. The proposed JPMS should embrace the opportunity and ability to support
requirements through expansions instead of total systems replacement, utilize relational database
technology, be user-friendly, and provide an extensive reporting facility for the production.
The idea behind the project is to build on the achievements of the initial reform of the prison
system and to seize the opportunity of establishment of the State prison facility for the purpose of
maintaining the momentum for a more comprehensive and country-wide reform of the prison
administration.
1.6 Scope:
This project will be focused on the day- to - day activities of the prison and will be mainly used
by the prisoners information system, as everyone knows jail consists of many departments so the
project will not solve the whole jail management system but only for jail prisoners management
system (means recording, retrieval, keeping and manipulating the data of inmates in the prison ),
since all Somaliland jails use manual, this system will help them especially in Hargeisa Central
Prison.
1.7 Objectives:
The main purpose behind the implementation of the Jail Prisoners Management System (JPMS)
was to enhance the administrative capabilities of the jails in terms of monitoring and
Security of the prison while improving the efficiency and productivity of the Prisons. Creating
and maintaining prisoner and detainees files an essential tool for protecting and upholding these
standards.
Therefore the prison services really need adequate information system that is simple to use
tracking and recording of information an effective and efficient manner.
Specific objectives of project are enunciated below:

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 To provide better and clear records to the criminal

 To check the arresting and releasing prisoner record
 To maintain clearer release system for the criminal
 Minimize the chances of the mistaken by manual records
How many criminal being arrested, their full record full name, nickname, place of born, place of
reside, Mother name, health, his chief, tribe, education level, married or single, picture, figure
print. So that next time arrested or needed his information must be identified
1.8 Goals:
Main goal of this system is to automate the jail prisoner’s activities like recording all data of
inmates,
Specific goals of the project are enunciated below:
 To ensure compliance with the Jail Manual with respect to the visitors and their
frequency
 To ensure that no impersonation of the prisoners happens by proper validation and
Authentication of the prisoner’s identity
 To ensure that assistance could be provided to police stations in real time if the
Need arises
 To reduce the costs and the risks associated with the production of the prisoners in
The court
 To improve the productivity and efficiency of the prisons so as to facilitate the
Usage of the available work force for sensitive work while leveraging technology
 to reduce the mundane workload of the employees
 To ensure the availability of data in digital form for preservation, analysis and
 Reporting. The nature of project is such that outcome of project could be quantitatively
measured only for few parameters such as
 Automatic detection of duplication
 Automatic refusal to visitor meeting a prisoner at interval less than prescribed

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 Immediate generation of report on categorization of prisoners on basis of their

Cases, period of confinement etc.
 Automatic calculation of Remission to be granted to a convict prisoner for good
Behavior, discipline etc.
 Reduction in the cost (Saving of resources) of physical production of prisoners in Courts.
1.9 Literature review:

The US Department of Prisoners has used a series of wider inmate record management system in
state and federal prisons, and a further survey of those in local jails, to provide estimates of the
numbers of veterans in prison. In comparison to the United States (US) there has been a lack of
reliable, inefficient, time consuming researches and findings solve was started. On the other hand
subject of the United Kingdom’s (UK) jail prisoners management system also there. However,
Despite of this, our understanding of this subject matter is quite poor and there is a need to
explore jail prisoners management system pathways to offending. This might be best achieved
through a qualitative study of the experiences of inmates in UK prisons. There is some debate
about the presence of inmates in the prisons of England and Wales but the most reliable evidence
suggests there are good management systems of prisoners. This system similar to those projects
that UK and other countries had done successfully.

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1.1.9 Resource requirements:

Software description
This project will be desktop application:
Software requirements:
Operating system Win 7 / xp / 2008 / 2010
Font end Visual basic .net
Back end SQL server 2008
Design tool Data flow diagram
Hardware Description:
Hardware Requirements:
Processor Pentium (R) Dual- Core

CPU T4400
@2.20GHz 2.20GHz
RAM 256 MB or more
Hard Disk 120 GB

Test 5/16/2012 5/19/2012 3.0 d.
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implementation 5/20/2012 6/1/2012 12.0 d.
1.10 Gantt chart:
This Gantt Chart Software helps you create Gantt Charts for projects. A "Gantt Chart" is a visual
representation of your project plan. It tells you what needs to be done, how and when to deliver
your project. Your Project Gantt Chart will list all of the project tasks and the dependencies
between them. This Gantt Chart Software automatically updates your Gantt chart for you as you
go. All you need to do is create your task list, schedule the start and end date, and the Gantt chart
will be automatically displayed before your eyes.
jail prisoners management system

Mar 15 2012 - Jun 25 2012
Mar 15 Apr 1 May 1 Jun 1

No. Task Name Start Finish Duration
112223 1112222 1112222 111122
258 258 147
581470 1470369 1470369 036925
1 proposal 3/15/2012 3/27/2012 12.0 d.
2 analysis 3/30/2012 4/15/2012 16.0 d.
3 design an coding 4/16/2012 5/15/2012 29.0 d.
4 Test 5/16/2012 5/19/2012 3.0 d.
5 implementation 5/20/2012 6/1/2012 12.0 d.

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2. System Analysis
2.1 Introduction:
System Analysis is the process of gathering and interpreting facts, diagnosing problems
and using the information to recommend improvements to the system. The system analysis
performs this job. Analysis specifies what the system should do. It is about understanding
situations, not solving problems. System analysis can also be said to be fact finding followed by
analysis of the fact.
One aspect of analysis is defining the boundaries of the system and determining whether
or not a candidate stem should consider other related systems. Data are collected on the available
files, decision points and transactions handled by the present system. Tools used are data flow
diagrams, interviews, and etc.
Jail Prisoners Management System (JPMS) plays an important role in achieving the
desired activities that take place inside the prison as soon as possible .Some common aspects that
is met during arresting an inmate are registering the prisoners in books which will become
difficult the staffs to retrieve that information if it is needed later on. By the way every system
that exists in the world solves any problem whether so serious or not.
2.2 Techniques and approaches using analysis:
Tools using in gathering data
There are different tools using for gathering data such as: interviews, questionnaires, meetings,
temporary job assignments, document review and observations. These tools are the most tools
used in this time for projects and researches. By the way in this system is used to gather the
information interview technique which is face to face conversation by using pens and papers.


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Information gathering
Information gathering is an important step when developing any system. At this stage you collect
all the available data necessary to produce an up to date application program and you avoid
adding unnecessary components to the system and possible errors. We use interview tool we take
An interview to authority of Hargeisa prison center and also custodial chairman and vice
chairman of costal dial corps, this interview is concerning about the existing system and common
problems that faces them constantly.
Interview
The interview is the primary technique for information gathering during the systems analysis
phases of a development project. It is a skill which must be mastered by every analyst. The
interviewing skills of the analyst determine what information is gathered, and the quality and
depth of that information. Interviewing, observation, and research are the primary tools of the
analyst.
Goals of the interview
1. Gather information on the Prison
2. Gather information on the function
3. Gather information on processes or activities
4. Uncover problems
5. Updating the database activities
6. Verification of previously gathered facts
7. Gather opinions or viewpoints
8. Provide information
9. Obtain leads for further interviews

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To develop the system based on the requirement of the user we implemented the best method of
data collection according to the project.
We have generated the following interview questions which were answered by the Prisoner’s
Manager.
Q1: What current system did you use?
ANS: we use manual system
Q2: How is flexible is your system in reporting?
ANS: it's not flexible and is difficult to fulfill our needs
Q3: What are the problems that faced in this system?
ANS: the problems we are faced in this system are so huge for example:
- It’s time consuming
- It’s hard to collect data
- Less security
- And other things
Q4: what is the data and information that is kept by the prison's system?
ANS: registration details, prisoner's details, visitor's details and so other data
Q5: How do you think this new computerized system?
ANS: it's good and we hope it will handle all the problems we mentioned

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2.3 Feasibility Study:
Feasibility study is defined as an evaluation or analysis of the potential impact of a proposed

project or program. A feasibility study is conducted to assist decision-makers in determining
whether or not to implement a particular project or program. The feasibility study is based on
extensive research on both the current practices and the proposed project/program and its impact
on the selected organization operation. The feasibility study will contain extensive data related to
financial and operational impact and will include advantages and disadvantages of both the
current situation and the proposed plan. In any project it is an essential step to carry out
feasibility study. In this phase you would determine the viability of implementing such a project.
The three main feasibility steps have been carried out. These are:
 Technical feasibility
Technical feasibility focuses on the possibility of developing the system using the existing
technology. The proposed system is based on vb.net technology and SQL SERVER. Obviously
this technology is available for the development of this software product. This means that the
necessary hardware and software are available for the development and implementation of the
new system. Therefore, the solution is technically feasible.
SLAUGHTEUSE MANAGEMENT SYSTEM gust 1, 2010
 Economical feasibility
In economic feasibility one has to critically examine and compare the costs and benefits
associated with the development and implementation of the proposed system. Comparing the
two, only if the tangible and intangible benefits outweigh the costs will the system be
economically feasible. The costs involved in the new system are insignificant compared to the
advantage of the system. Since there are more benefits associated with the new system than
costs, it is evident that the system is economically feasible.
 Operational feasibility
The proposed system supports interoperability and is acceptable to end-users. Hence the system
is operationally feasible. Always talks about the processes and working movement of the project,

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It is mainly related to human organizations and political aspects. The points to be considered are:
 What changes will be brought with the system?
 What organization structures are disturbed?
 What new skills will be required? Do the existing staff members have these skills? If not,
can they be trained in due course of time?
2.4 Data Flow Diagram:
A graphical tool used to describe and analyze the movement of data through a system manual or
automated including the process, stores of data, and delays in the system. Data Flow Diagrams
are the central tool and the basis from which other components are developed. The
transformation of data from input to output, through processes, may be described logically and
independently of the physical components associated with the system.
TYPES OF DATA FLOW DIAGRAMS:
Data Flow Diagrams are of two types as follows:
(a) Physical DFD

(b) Logical DFD
 PHYSICAL DFD:
The physical design relates to the actual input and output processes of the system. This is laid
down in terms of how data is inputted into a system, how it is verified or authenticated, how it is
processed, and how it is displayed as output. Structured analysis states that the current system
should be first understood correctly. The physical DFD is the model of the current system and is

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used to ensure that the current system has been clearly understood. Physical DFDs shows actual
devices, departments, and people etc., involved in the current system
 LOGICAL DFD:
A database is a set of logically related files organized to facilitate access by one or more
applications programs & to minimize data redundancy. Logical DFDs are the model of the
proposed system. They clearly should show the requirements on which the new system should
be built. Later during design activity this is taken as the basis for drawing the system’s structure
charts.
BASIC NOTATIONS:
1) DATA FLOW
2) PROCESS
3) DATA STORE
4) SOURCE
DATA FLOW Data move in a specific direction from an

origin to a destination.
PROCESS Process that transforms data flow
DATA STORE Here data are stored or referenced by a

process in the System
SOURCE Source or Destination of Data

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2.5 Context Analysis Diagram (CAD)
The Context Analysis Diagram (CAD) may be used to represent the top level overviews of the
existing system. The CAD is drawn to represent the state of the system during the requirement
analysis phase The CAD shows the system as a single process represented by a circle at the
center of the model. There shall always be only one system process in a CAD. The model shows
entities external to the system process. The entities are representative of the existing significant
objects in the current system scenario. The external entities are connected to the central process
through connectors representing the information flowing into/ out of the system.CAD should be
drawn with the help of latest tools available with the Prison.
Context Diagram of Jail Prisoners Management System

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2.6 DFD for all process of Jail Prisoner’s Management System (JPMS)

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Description for Processes of data flow diagram (DFD):

Diagram Shown in 2.1.5, depicts the major activities for the Jail Prisoners Management System.
Note there is one process for each major activity.
 Process 1.0 check on inmate information, summarizes the main function of the system.
After checking whether the inmate is convicted or under trial, registration or recording
may be happened.
To draw the data flow diagram correctly, questions must be asked such as ‘what
information is needed to arrest Prisoners?
Check on inmate is used to find matching information about the Inmate.
The process creates a record file, which will eventually produce information about the
total claims received. A double headed arrow indicates that inmate information is
obtained from and registered same file location.
 Process 2.0 Explains when the court check all the claims over the prisoner, it takes
decision that if the inmates’ claims are confined then it sends to jail and Room_ID will be
searched. If the claims are aborted then inmate will be released.
 Process 3.0
Check in the health of inmate updates the prisoner data store file.
 Process 4.0
It explains those inmates that completed their period, when they are released from Prison,
always the database will be checked from his/her ID then it will be recorded as released
prisoner.
 Process 5.0
Inmate may be transferred from one prison to another for some reasons, so process for
transferring must be taken. By the way this process explains briefly.
 Process 6.0
Explains activities that prisoner can make inside Jail, like working, studying and the like.
So all these activities must be recorded in file.
 Process 7.0
Produces useful information for managing the inmates of the Jail and making decisions,

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2.7 Decision tree for Jail Prisoners Management System:
The decision tree for the Prisoners Management that is found above, actions is represented by the
square nodes, and conditions are depicted by the circles.
 Circles represent IF and the squares represent THEN. In the prisoners example,
Checks the inmate is new or convicted before, if inmate is convicted before then another
checking is done,
Check if inmate sentenced then two actions are taken

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1. Record inmate
2. Put the prisoner into Jail
 If inmate is under Trial then two actions are also taken

1. Record inmate as temporary (detention) files and
2. Detent inmate until the Court ordered prisoner to be in jail rooms
 If the inmate is new then check
 If inmate convicted then two actions are taken
1. Record inmate and
2. Arrest (put into Jail)
 If the inmate is under trial two actions are taken
1. Record offender temporary files
2. Detent inmate for waiting clear information from the Court
At last Court may release or order to be arrest.
2.1.1 Existing system:-

Existing system for Jail Prisoners Management is a manual system. In this system personal
details, case details and parole details of the prisoner are kept in a register in the hand written
format. The details of the prisoner are accessed from this register at the time of need. This
system has got a lot of limitations.
Limitations of Existing System:

 Redundancy problem.
 No data security and reliability, chance of malpractice is very high.
 Information retrieval is a slow process.
 Less efficient.
 Expensive.
 Requires more man power.
 Probability of occurrence of error is high.
 Maintaining personal and case details of the prisoner is a tedious process.

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Problems of the existing system:-
The Hargeisa Prison center is backward to the modern technology and lack of Information
system, they record with manual books to register and criminal there were no computerized
working system to manage the huge work from their classification in track records. And also
government can’t classify criminal person and termination of their arrested period when they
require for prisoner releasing. In regards to this project, the project is based problem analysis and
questionnaires interview through Hargeisa prison center administration authorities, which, there
are Hargeisa prison center commander representatives and their custodial corps military group.
Notably, the key contributions to the discussions were included military commanders, custodial
corps groups and other key respective prison staff, etc. Therefore, the hierarchy of problems to
be addressed by the project is described in the following problems and the main technical
problems to be addressed is the lack of criminal background information and awareness of the
prisoners informal education and skill training issues, the problems that the Hargeisa prison
center administration faces are as follows:-
i. Traditional registration practices and limited knowledge of the maintaining criminal’s

registration data are also among the impeding prisoners problems raise by the prisons
commanders and government officials.
ii. Old registration system with hand books which takes time and beyond most criminal
registration errors.
iii. The inmate people have direct relations with the absence of modern registration
opportunities, lack of access to support prisons and participation in the inmate people
registration at all levels.
2.1.2 Problem Opportunity objective and constraint matrix:

Investigate and identify problems, and objectives analyzing Jail Prisoners Management Systems
for improvement begins with gaining an understanding of what you do and what methods you
currently utilize to deliver your activities that take-place in Prison. In addition to, clearly stated
objectives help refine the desired outcome of an analysis of your Prison systems. Analysis will
focus on identified issues or processes, based on the experience and recommendations of Jail
Commanders and employees.

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We look at the ‘who’ people involved this system, ‘what’ Jail activities, ‘where’ work
environment, ‘when’ timing/sequence and ‘how’ current procedure of the selected areas of your
Jail System. One important aspect is, understanding why Prison is currently conducted in this
manner.
Interviews with Jail Commanders, and other people who have work experience and knowledge
of Prison may be conducted and their comments, issues and desires for improvements
documented. Important processes may be documented step by step, with tree diagram and data
flow diagram also is written its description.
Current reports may be reviewed, new reports may be detailed. Paper forms may be gathered and
examined. Staff interactions and guards with clients and/or processes may be observed.
2.3 Proposed System:

The aim of proposed system is to develop a system of improved facilities. The proposed system
can overcome all the limitations of the existing system. The system provides proper security and
reduces the manual work. The existing system has several disadvantages and many more
difficulties to work well. The proposed system tries to eliminate or reduce these difficulties up to
some extent. The proposed system will help the user to reduce the workload and mental conflict.
The proposed system helps the user to work user friendly and he can easily do his jobs without
time lagging.
In this proposed system we implements Jail Prisoners management. In this system the details of
the prisoners are registered by officials. And each official will have to log in using this there id
and password. This will help in exact identification of each entry into the proposed system to
view the details update. The overall procedure done in the system is shown in the figure.

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Advantages of Proposed System:
1. Reduces the consumption in the communication time.
2. Reduces the time consumption in the preparation of various manual works.
3. Enables quick references of necessary details.
4. Effective implementation is possible.
5. This is a user friendly system.
6. High speed and accuracy.
7. Efficient and Reliable
8. Provides data security.
9. Less man power.
10. Get updates to People as soon as the events are updated in the database.

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3. System Design:
Design is the first step in moving from problem domain to the solution domain. Design
is essentially the bridge between requirements specification and the final solution. The goal of
design process is to produce a model or representation of a system, which can be used
later to build that system. The produced model is called the “Design of the System”. It is a plan
for a solution to the system.
The use of System Design is to create a technical solution that satisfies the functional
requirements for the system. At this Point in the project lifecycle there should be a Functional
Specification, written primarily in business terminology, containing a complete description of the
operational needs of the various organizational entities that will use the new system. The
Challenge is to translate all of this information into Technical Specifications that accurately
describe the design of the system, and that can be used as input to System creation. The
Functional Specification produced during System Requirements Analysis is transformed into a
physical architecture. System components are distributed across the physical architecture, Usable
interfaces are designed and prototyped, And Technical Specifications are created for the
Application Developers, enabling them to build and test the system.
Many organizations look at System Design primarily as the Preparation of the system component
specifications; however, Constructing the various system components is only one of a set of
major steps in successfully building a system. The preparation of the environment needed to
build the system, the testing of the system, and the migration and preparation of the data that will
ultimately be used by the system are equally important In addition to designing the technical
solution.

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3.1 Requirement Specification:
 User Requirements
The User requirements were summarized below and to maintain i.e. enter, update and insert data
on the following:
(a) Prisoners’ details: identity number, first name, last name, charge, date in, date out, birth date,
gender, address, crime number comments (which Prison), disease, convict, remand education
level and age variance.
(b) To perform searches on: Crime committed, Prisoner details, like name, age variance, disease
suffering from, by gender (male or female), crime number, education level date of birth.
(c) To track the status of: Prisoner details, Charge (crime) committed, captured by the data
entrants and the detailed reports accumulated for decision making.
(d) To report on: Prisoners details reports made by the authorized data entrants and the detailed
report processed as a management report for decision making.
 Functional Requirements:
The system was required to perform automation of the process of prisoners’ details, department
transactions and reports made through quick retrieval of required reports basing on the set
criteria. It ought to overcome the anomalies of the manual system.
 Non-Functional Requirements:
The new system ensures that:
(a) A security system prevented unauthorized users from accessing the system. This was
achieved by using usernames and passwords and privileges.
(b) A recovery control system restored the databases to its previous/original consistent state in
case of a hardware or software failure. SQL was used in implementing the design as it supports
quick backup and restoration.
(c) A user accessible catalog provided description of the data in the database.
(d) A concurrency control system allowed shared access to the database. As the department
linked with other prisons throughout the country users, there would be concurrently accessing
since it was of preferred support of a higher number of users and the enormous traffic

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3.2 E-R Diagrams:

Entity: An entity is a person ,place object, event, or concept in the user environment about
which the organization wishes to maintain data .Each entity has particular properties that explain
its functionality these properties are stored inside the entity
Relationship: is an association between or among entity instance ,where each relasionship

instances includes exactaly one entity from each participating entity taype
Attribute: is a property or characteristic of an entity or relationship type that is of interest to the

organization.
 Mapping Entity relations to relational Schema:
Accessed by
Prisoner Prison Management
Allowed by
Visitor Jail Management
Checked by
Release Prison Management

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 Entity Relationship Diagram (ERD) Of Jail Prisoners Management

System (JPMS):
INMATE_REG:
Kept by RELEASE:
Inmate_ID
Release_ID
Inmate
Admission_ID
Age
JAIL ADMISSION Has

Admission_ID
Inmate_ID
Can Have ReleasE_ID
Is Admitted
VISITOR TRANSFER
Visitor_ID Transfer_ID
Admission_ID Admission_ID
Inmate_ID

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3.3 Transforming Entities into Relations:
Admission
Admission :
Admission id
Admission id Prisoner id Date Admitted Reason
Prisoner id
Date
Admitted Duration Case Type
Reason
Case Type
Duration
Registration Registration:
Prisoner id
Full Name
Prisoner id Full Name Nick Name Mother Name Age
Nick Name
Mother
Name
Gender Address DOB Type of Crime Date Arrested Education
Age
Gender
Address
DOB
Type of
Crime
Arrested
Education
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Visitor:
Visitor
Visitor id Visitor id Prisoner id Admission id First Name Second Name Age
Prisoner id
Admission id Gender Address Telephone Relationship to Inmate
First Name
Second Name
Age
Gender
Address
Telephone
Relationship
to inmate
Release Release:
Release id
Admission id Release id Admission id Full Name Age
Full Name
Age
Gender Gender Type of Crime Date Release Duration Level
Type of Education
Crime Date
of Release
Duration Of
sentence
Level of
Education
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Transfer
Transfer id
Transfer:
Admission id
Full Name
Transfer id Admission id Full Name Gender
Gender
Transferred Transferred from Transferred to Reason for Transfer

From
Transferred to
Reason for
Transfer
3.4 Normalization:
Database normalization is the process of organizing the fields and tables of a relational
database to minimize redundancy and dependency.
Normalization usually involves dividing large tables into smaller (and less redundant) tables and
defining relationships between them. The objective is to isolate data so that additions, deletions,
and modifications of a field can be made in just one table and then propagated through the rest of
the database via the defined relationships.
There are two goals of the normalization process: eliminating redundant data (for example,
storing the same data in more than one table) and ensuring data dependencies make sense (only
storing related data in a table).

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Both of these are worthy goals as they reduce the amount of space a database consumes
and ensure that data is logically stored. There are several benefits for using Normalization in
Database and they are
 Eliminate data redundancy

 Improve performance
 Query optimization
 Faster update due to less number of columns in one table
There are different types of normalization:
 First Normal Form (1NF)

1. Admission
Admission id Prisoner id Date Admitted ……………. Duration
2. Registration
Prisoner id Full Name Nick Name Mother Name Age Gender ……… Education
3. Visitor
Visitor id Prisoner id Admission id ……………. Relationship to Inmate
4. Release
Release id Admission id Full Name ………….. Level Education
5. Transfer
Transfer id Admission id Full Name ……… Reason for Transfer

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 Second Normal Form (2NF):
1. Admission
Admission_id Prisoner_id , Date Admitted, Reason, Case Type ,Duration.
2. Registration
Prisoner_id Full Name, Nickname, Mother Name, Age, Gender, Address,
DOB, Type of Crime, Date Arrested, Education.
3. Visitor
Visitor_id Prisoner_id, Admission_id, First Name, Second Name, Age,
Gender, Address, Telephone, Relationship to Inmate.
4. Release
Release_id Addmission_id, Full Name, Age, Gender, Type of Crime, Date
Release, Duration, Level of Education.
5. Transfer
Transfer_id Addmission_id, Full Name, Gender, Transferred From,
Transferred To, Reason for Transfer.
 Third Normal Form (3NF):

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3.5 Decomposing:
Is the process of splitting relations into multiple relations to eliminate anomalies and maintain
data integrity?
To do this we use normal forms or rules for structuring relation.
 Insertion Anomaly:
It is a failure to place information about a new database entry into all the places in the
database where information about the new entry needs to be stored. In a properly
normalized database, information about a new entry needs to be inserted into only one
place in the database, in an inadequately normalized database, information about a new
entry may need to be inserted into more than one place, and human fallibility being what
it is, some of the needed additional insertions may be missed.
 Deletion Anomaly:
It is a failure to remove information about an existing database entry when it is time to
remove that entry. In a properly normalized database, information about an old, to-be-
gotten-rid-of entry needs to be deleted from only one place in the database, in an
inadequately normalized database, information about that old entry may need to be
deleted from more than one place.
 Update Anomaly:
An update of a database involves modifications that may be additions, deletions, or both.
Thus “update anomalies” can be either of the kinds discussed above.
All three kinds of anomalies are highly undesirable, since their occurrence constitutes corruption
of the database. Properly normalized database are much less susceptible to corruption than are
un-normalized databases.

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3.6 Data Dictionary:
After critically examining and understanding the requirements of the client the entire data
storage requirements are segmented into tables. The below tables are normalized to avoid any
anomalies during the course of data entry.
Data dictionary is used to support the delivery of environmental data by countries to report net;
the data dictionary also introduces the possibility of simple automated validation of deliverables
by countries and facilitates the development of data submission interfaces. The data dictionary is
structured in tables.
REGISTER TABLE
Field Name Data Type Size Constraint

Prisoner_Id Int 10 Primary Key
Full Name Varchar 50 Not Null
Nick Name Varchar 50 Not Null
Mother Name Varchar 50 Not Null
Age Int 3 Not Null
Gender Varchar 30 Not Null
Address Varchar 40 Not Null
DOB Date time 30 Not Null
Type of crime Varchar 50 Not Null
Date of Arrested Date time 40 Not Null
Level of education Varchar 50 Not Null
Status Varchar 40 Not Null

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ADMISSION TABLE
Admission_Id Int 10 Primary Key
Prisoner_Id Int 10 Foreign Key
Date Admitted Date time 10 Not Null
Reason Varchar 10 Not Null
Case Type Varchar 10 Not Null
Duration Varchar 10 Not Null
VISITOR TABLE

Visitor_Id Int 10 Primary Key
Prisoner_Id Int 10 Foreign Key
Admission_Id Int 10 Foreign Key
First Name Varchar 50 Not Null
Second Name Varchar 50 Not Null
Age Int 3 Not Null
Address Varchar 50 Not Null
Telephone Int 30 Not Null
Relationship to Varchar 50 Not Null
inmate

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RELEASE TABLE

Release_Id Int 10 Primary Key
Age Int 3 Not Null
Type of crime Varchar 50 Not Null
Date of Release Date time 40 Not Null
Level of education Varchar 50 Not Null
Duration sentence Varchar 40 Not Null
TRANSFER TABLE
Transfer_Id Int 10 Primary Key
Admission_Id Int 10 Foreign Key
Transferred from Varchar 50 Not Null
Transferred to Varchar 50 Not Null
Reason Transfer Varchar 50 Not Null

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The Chosen Software:
3.7 Visual Basic.Net/2008:

Visual Basic .NET is Microsoft’s latest version of the Visual Basic Programming language,
although writing programs can be a tedious chore at time. Visual Basic .NET reduces the effort
required on your part, and makes programming enjoyable. Visual Basic makes many aspects of
programming as simple as dragging graphics objects on to screen with your mouse.
Visual Basic .NET is more than just a programming language; the secret to Visual Basic is in its
name” Visual”. With days Windows Operating System, a program must be able to interact with
the screen, Keyboard, mouse and printer graphically.
The environment provided by Visual Basic is suitable for any type of application. Using this
environment, the user can visually design the objects that your application uses. Visual Basic is
not just a languages, it’s an integrated development environment in which you can develop, run,
test and debug your applications.
Visual Basic supports the principle of object-oriented design. This means that you can
compartmentalize different aspects of your application as objects and develop and test those
objects independently of the rest of the application. By modifying certain properties and
invoking the methods of these objects, you exert a great deal of control over the user’s
interaction with the visual basic you’ve written. Although Visual Basic does not comply with
all the concepts and principles behind the object – oriented development model supported by
visual basic, it includes enough of these features to satisfy most ardent followers of object
oriented programming

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3.8 SQL Server 2005:
Microsoft SQL Server is a relational database management system developed by

Microsoft.
As a database, it is a software product whose primary function is to store and retrieve data
as requested by other software applications, be it those on the same computer or those
running on another computer across a network (including the Internet). There are at least a
dozen different editions of Microsoft SQL Server aimed at different audiences and for
different workloads (ranging from small applications that store and retrieve data on the
same computer, to millions of users and computers that access huge amounts of data from
the Internet at the same time).
It is used at different levels and with various goals.
 Multiple user support.
 Efficient data retrieval and maintenance
 Stored procedures.
 Easy to implant with the front-end

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3.9 User Interfaces:
The Splash Form:
This is the first screen that loads when the user Enter the program
Login Form:
The login form allows a user to gain access to the software application.

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The Main Form:
This Main Form a user may get Forms, Reports and other information

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Admission Form:
This is Admission Form and manages Admission Details like save, update& delete.
Registration Form:
This is Registration Form and is used to Register Inmate information

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Visitor Form:
This is Visitor Form and manages visitor details like save, update & delete.
Release Form:
This is Release Form and records the Criminal out of the prison

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Transfer Form:
This is Transfer Form and Manages the Transfer of inmate to other prison
Creating User Form:
This is Creating User Form and is used for creating and adding users for the
previous users in the database

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Change Password:
This is changing passwords form. It is used for password changes of users.
3.10 Crystal Reports:
Visual studio .NET is the first windows development environment that gives developers
A fully integrated and robust reporting solution .crystal report is now installed with visual
Studio so developers can write applications that have reports seamlessly integrated into them.
Starting with visual basic ,crystal report was included with the language ,but not part of the
default installation .it was also a stand- alone product that was independent of the programming
language.

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REGISTRATION REPORT:

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ADMISSION REPORT:
VISITOR REPORT:

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RELEASE REPORT:
TRANSFER REPORT:

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4. Implementation:
Implementation is one of the most important stages in software development and in fact is the
final stage. It involves user training, testing the system and evaluation to decide that
software implementation is complete and successful. Implementation is the stage in which the
system developer starts to turn the design of the system into a functioning program. While
implementing the new system, a wide range of testing data is provided to the system
users to scrutinize how the system responds and copes with the testing data and correct if
any faults arise during the testing. Testing can be done by both the system developer and
by the user.

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5. Testing:
System testing of software is testing conducted on a complete, integrated system to evaluate the
system's compliance with its specified requirements. System testing falls within the scope of
black box testing, and as such, should require no knowledge of the inner design of the code or
logic.
As a rule, system testing takes, as its input, all of the "integrated" software components that have
successfully passed integration testing and also the software system itself integrated with any
applicable hardware system(s). The purpose of integration testing is to detect any inconsistencies
between the software units that are integrated together (called assemblages) or between any of
the assemblages and the hardware. System testing is a more limiting type of testing; it seeks to
detect defects both within the "inter-assemblages" and also within the system as a whole.
5.1 Types of Testing:
 Unit Testing:
Unit testing is a method by which individual units of source code are tested to determine if they
are fit for use. A unit is the smallest testable part of an application. In procedural programming a
unit may be an individual function or procedure. Unit tests are created by programmers or
occasionally by white box testers.
Ideally, each test case is independent from the others: substitutes like method stubs, mock
objects, fakes and test harnesses can be used to assist testing a module in isolation. Unit tests are
typically written and run by software developers to ensure that code meets its design and behaves
as intended. Its implementation can vary from being very manual (pencil and paper) to being
formalized as part of build automation.
 Black box testing: Internal system design is not considered in this type of testing. Tests
are based on requirements and functionality.
 White box testing: This testing is based on knowledge of the internal logic of an
application’s code. Also known as Glass box Testing. Internal software and code

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working should be known for this type of testing. Tests are based on coverage of code
statements, branches, paths, conditions.
 Alpha Testing:
The above different testing process described takes place in different stages of development as
per the requirement and needs. But a final testing is always made after a full finished product
that is before it released to end users and this is called as alpha testing. The alpha testing involves
both the white box testing and black box testing thus making alpha testing to be carried
out in two phases.
 Beta Testing:
This process of testing is carried out to have more validity of the software developed. This takes
place after the alpha testing. After the alpha phase also the generally the release is not made fully
to all end users. The product is released to a set of people and feedback is got from them to
ensure the validity of the product. So here normally the testing is being done by group of end
users and therefore this beta testing phase covers black box testing or functionality testing only.
Figure 1.

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Figure 2.

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Figure 3.

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Prisoner_Id:
Test Case Input Expected Output
1 456 (Valid Id Number)
2 ABC (Valid Id number can’t be a

text)
3 12334545666 Out of range
Prisoner Name:
Test Case Input Expected Output

1 123 Invalid(Number are not Allowed)
2 ABD Valid Prisoner Name
3 Gshshsjsklalalalalalalalalaal Out of Range

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5.2 Conclusion:
Today the system is at the cross roads of innovation. The direction to take will only involve with
time and expertise, effort has to be taken seriously. The main tasks that this project focuses on
are to make a modern jail prisoners management system which controls and manages these
factors:
 To provide better and clear records to the criminal

 To check the arresting and releasing prisoner record
 To maintain clearer release system for the criminal
 Minimize the chances of the mistaken by manual records

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5.3 References:
Books Referenced:
 System Analysis and Design

 Modern Database Management System
 Detailed Books for Prison
Websites Referenced:
 www.egovon line .net
 www.w3schools.com
 Wikipedia .org
 www.scribd.com/prison
 www.code project.com
 www.google.com/writing IT projects.asp
 www.freevbcode.com
The End
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1|Page

Therefore, Somaliland government has problem of in inadequate of human resource and

Hargeisa Central Prison Admas University College

1.3 Organization Chart:

vice military commander

custodial Duties officer

Police Prisoners common

Hargeisa Central Prison Admas University College

1.4 Problem Statement:

Hargeisa Central Prison Admas University College

1.5 Project Description:

Hargeisa Central Prison Admas University College

 To provide better and clear records to the criminal

Hargeisa Central Prison Admas University College

 Immediate generation of report on categorization of prisoners on basis of their

1.9 Literature review:

Hargeisa Central Prison Admas University College

1.1.9 Resource requirements:

This project will be desktop application:

Operating system Win 7 / xp / 2008 / 2010

Font end Visual basic .net

Back end SQL server 2008

Design tool Data flow diagram

Processor Pentium (R) Dual- Core

Hard Disk 120 GB

Hargeisa Central Prison Admas University College

jail prisoners management system

Mar 15 Apr 1 May 1 Jun 1

2 analysis 3/30/2012 4/15/2012 16.0 d.

3 design an coding 4/16/2012 5/15/2012 29.0 d.

4 Test 5/16/2012 5/19/2012 3.0 d.

5 implementation 5/20/2012 6/1/2012 12.0 d.

Hargeisa Central Prison Admas University College

2.2 Techniques and approaches using analysis:

Tools using in gathering data

Hargeisa Central Prison Admas University College

2. Gather information on the function

3. Gather information on processes or activities

5. Updating the database activities

6. Verification of previously gathered facts

7. Gather opinions or viewpoints

9. Obtain leads for further interviews

Hargeisa Central Prison Admas University College

Q1: What current system did you use?

ANS: we use manual system

Q2: How is flexible is your system in reporting?

ANS: it's not flexible and is difficult to fulfill our needs

Q3: What are the problems that faced in this system?

Q5: How do you think this new computerized system?

Hargeisa Central Prison Admas University College

2.3 Feasibility Study:

Feasibility study is defined as an evaluation or analysis of the potential impact of a proposed

Hargeisa Central Prison Admas University College

2.4 Data Flow Diagram:

TYPES OF DATA FLOW DIAGRAMS:

Data Flow Diagrams are of two types as follows:

(a) Physical DFD

Hargeisa Central Prison Admas University College

DATA FLOW Data move in a specific direction from an

PROCESS Process that transforms data flow

DATA STORE Here data are stored or referenced by a

SOURCE Source or Destination of Data

Hargeisa Central Prison Admas University College