prison management system project proposal

November 2, 2010

GPMS PROPOSAL BY MAK SYSTEMS

Executive Summary

1. Introduction

i. Executive Summary

ii. Project Charter

iii. Statement Of Purpose

iv. Goals

v. Project Description

vi. Recommendation

vii. Justification

viii. Scope

2. Project Work Break-Down Structure

i. Project Deliverables

ii. Major Milestones

3. Budget

4. Scope

i. Not in Scope

ii. Major Constraints

iii. Project Work Break-down Structures

iv. Deliverables

v. Major Milestones

5. References

Members: Joel Koranteng (B020907056) Nana Gyankumah Ghartey (B020907111) Michael Kwaku Adongo (B020907008) Nii Bonney Takyi-Mensah (B020907073)

November 2, 2010


EXECUTIVE SUMMARY

The activities of the Ghana Prison’s Service in terms of records keeping has for a 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 prisoners 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 prisoners, 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 details

again the in the new file to avoid going through so much stress but which also calls for data

redundancies hence, data inconsistencies.

It is in this regard that MAK Systems, a Ghanaian based software development house has

proposed to develop a Prison’s Management System for the Ghana Prison’s Service to help them

ease up their operations. This Management System will ensure that there are no redundancies in

records hence checking for data integrity and also introduce a fingerprint capturing facility to

help them capture the fingerprints of prisoners. This will help deal with situations where jail

breakers change names and then when they are caught, the newly changed names are given as

their identity to prevent the prison’s service from knowing they have been in their records before.

This project, when completed, will have a graphical user interface to ensure that even the officer

with minimum knowledge in computers will be able to input data, view, edit and delete records

into the system’s database. It will also have a fingerprint reader which will be attached to the

system, to capture fingerprints of the prisoners and check against that of already captured

fingerprints to see if it matches any of them and then pop-up the record of the matching

fingerprint to enable the officers know who has been there before and who has records there

already which only has to be edited and not recorded wholly again.


November 2, 2010


The software is going to run on a distributed server which contains a centralized database to

which all other prisons connect through a Virtual Private Network(VPN) that is currently being

developed for use by only the Ghana Prison’s Service. This is to allow all the prisons across the

country to share a common database so that records of criminals in say, the Northern region is

made available even in Accra so when a criminal is brought from there, his information can

easily be accessed from here in Accra without any big folders having to accompany the prisoner.

The project is estimated to cost $180, 000. This figure includes the payment of staff to develop

the software, the purchase of computers and other accessories that will be used together with the

computer (such as the fingerprint readers), the transportation of research fellows to the various

prisons across the country and also training of staff of the prisons service.

The development of the system together with training of staff is estimated to take 7 months to

complete where 6 months would be used to develop the software and the subsequent month, used

to train staff of the service.


November 2, 2010


PROJECT CHARTER

PRISONS MANAGEMENT SYSTEM

Project Title: Ghana Prison Management Application

Start Date: October 18th , 2010 End Date: May 5th , 2011

Project Manager: Nii Bonney Takyi-Mensah, +233 242 510 767, [email protected]

Project Objectives: Developing a Prison Management Application for the Ghana Prison Service. This is to computerize the operation of this service and make it more efficient and effective.

Approach:

Identify project Stakeholder

Research on Prison Management System

Data collection through (questionnaires with Prison Staff)

Data collection through (interview with Prison staff)

Observe prison operations

Analyze data

Develop Project Charter

Develop Scope Statement

Develop Prototype

Develop Prison Application

Testing functionalities

Correct bugs found during testing

Software Quality Assurance test

Developing Technical and User Documentation

System integration

Training staff

Project Sign-off


November 2, 2010


ROLE AND RESPONSIBILITY

NAME ROLE RESPONSIBILITY

Ghana Prison Service Sponsor Project Sponsor :Offer Direction to the project

Joel Koranteng Consultant

Procurement Specialist

Defining functionality and requirement of the proposed system. Offer expert advice and also procures the required material resources for the project, Settle bills related to external consultation and outsourced software

Nii Bonney Takyi-Mensah

Project Manager

System Analyst

Plan and co-ordinate project activities. Monitor and control the project

Michael Kwaku Adongo

IT Professional

Programmer

Procurement Specialist

In charge of providing the required IT solutions to the project, and also procures the required material resources for the project, Settle bills related to external consultation and outsourced software

Nana Gyankumah Ghartey

Quality Assurance

IT Professional

Ensures that metrics for measuring quality are adhered to. Measures each deliverable against the stated metrics.

Sign off: (Signatures of all the above stakeholders)

Ghana Prison Service IT Director

Nii Bonney Takyi-Mensah

Joel Koranteng

Nana Gyankumah Ghartey

Michael Kwaku Adongo

Comments:


November 2, 2010


STATEMENT OF PURPOSE

The Ghana Prisons Service is an integral part of the Ghanaian penal system and is charged with

the responsibility of ensuring safe custody, welfare, reformation and rehabilitation of prisoners.

To ensure proper safe keeping of prisoners which is a core function of the prison service, there

should be a central monitoring system which will be based on proper records keeping. This is

because no significant analysis or projections can be made without reference to an underlying

guiding document. These are usually documents with integrity either as a result of its source or

how it is captured and stored. Paper based record keeping has no mechanism in place to ensure

that, data inconsistencies and redundancies are checked and so are usually very unreliable in

terms of making factual policies based on them. The proposed system, when developed will have

a database which has constraints put in place to check the integrity of data that is stored in it and

so information from the database can to a larger extent, be used for policy formulation and

forecasting as it will represent the exact figures that they prison service deals with.

Conditions in our prisons are getting worse and we believe that is based on poor planning and

policy formation which all emanate from the lack of accurate information to be used. Our prisons

are over-crowded and it is not clear what the exact number of prisoners in a particular cell and

the entire prison are. There is even a problem of knowing how many of them are males and how

many are females, the number of juveniles and that of adults. This information when accurately

given, can help the government and other agencies to support the service expand its resources.

Some of the problems faced by the prison’s service include:

Loss of prisoner’s data because of improper records.

Inaccurate records of prisoner’s data.

Duplicate Information of Prisoners.

Prisoners are placed in remand for a long time without trial because of loss of data.

The above problems will all be addressed by the proposed system when developed and deployed.


November 2, 2010


GOALS

The main goal of the proposed system is to automate the processes of the Ghana Prison’s Service

to improve their performance and also realize the need to advance to paper-based record keeping

to computerized operations. Some of the goals of the system are listed below:

To create a distributed system that will be used by all the prisons across the country to share

a common database.

To ensure that data capturing is done using computers for easy access.

To add a fingerprint capturing facility to help the prisons service get biometric details of

prisoners so that they are identified once they are brought to the station.

To view and edit records of prisoners in real-time so that accurate figures can be given as and

when needed.

To keep all information about the prisoners such as their family details and background

information so that some knowledge is gained at least about the reasons why people commit

crimes and also the sections of people who usually fall into the criminal category as a result

of friendship or hereditary.

Reduce the work load of the prisons officers in collating prisoner information.

Manage large number of prisoner details collected in the database.

Create statistical reports to facilitate the finance department’s work.


November 2, 2010


PROJECT DESCRIPTION

Objectives of the Proposed System:

The primary goals of this project is to computerize the Ghana prison service’s operations, turn

the manual into automated operations for easier management, speed up operations for better

record keeping and to help management make better decisions.

The objectives of this project has been outlined in the following figure

Figure 1.

Objectives Success Indicators

To Study the existing infrastructure and

system in use so as to identify the current

stakeholders.

Identifying all stakeholders

Have a meeting with the

stakeholders.

Placing each stakeholder in a

stakeholder matrix to manage

expectations.

To agree on a framework designed and

ready for implementation at the pilot site

(Nsawam Correctional facility)

Senior Management Team

approval to proceed

Approval from Prison Director

Identification of a set of best practices that

lead to an improvement of the current

approaches

Produce a document detailing

current problems and ICT

solutions

To minimize the amount of paper work

required, reduce operations cost.

Replace manual operations with

ICT technologies.


November 2, 2010


To provide an automated channel for the

Prison heads to request information.

Prison heads login and query

database for information.

ICT Training and development

opportunities identified for prison staff

Skills analysis

Training prison staffs to use basic

ICT technologies.

Training prison staffs to use

implemented technologies.

Recommendation

A prison management information system should provide factual information for decision

making in the service.

A good system for Prisons Service should be an automated management information system to

operate over time and for longer hours non-stop. The interface should make it possible for the

integrated system and the users to collect data, automate processes and formulate the work of

multiple decision makers from different levels in the service. The proposed system computerizes

the operations of the prison officers.

Justification

In recent year’s news report, radio debates and television shows have focused on the poor

treatment, policies and improper records of prisoners in Ghana. The Ghana prisons service

currently uses old traditional ways of recording and keeping relevant data about prisoners. The

growth of the prison population has required more complex management of the prisons.


November 2, 2010


This application comes to address these issues and provide proven and acceptable solutions to

these problems faced by the service and also importantly, reduce current operational costs being

incurred.

Scope

All of the functionalities have been grouped into three categories, these categories are explicitly

stated below for this project. They are:

Criminal Records Management

1. Complete record of prisoner’s individual and family details with health and educational

background

2. Record biometric features of prisoners

3. Record and view prisoner’s case details

4. Add Gang Affiliations (if any)

5. Update record of Correctional program attended by Prisoner

Prison Management System

6. Complete record of visitors meeting prisoner

7. Automatic refusal of visitor to meet a prisoner having visitor at frequency more than that

provided in the jail manual

8. Record of wages kept in prisoner’s account for work performed in Prison

9. Automatic allocation of prisoner cell numbers and prisoner numbers based on character

traits.

10. Record incident Log and disciplinary actions

11. Automated release diary generator

12. Parole register


November 2, 2010


Personnel Management System

13. Prison Officers’ complete details with health and educational background as well as rank

14. Record biometric features of prison officers

15. Assign and view departments and prison location.

16. Assign and view Duty Roster

Not in Scope

The Prison Management application does not include;

Payroll functions for prison officers

Transport Management System

Prison Property Management

Forecasting, Budgeting and Financial

Procurement Management System

Method

Developing an application of this magnitude and importance needs the input of all stakeholders

before implementation is done. We plan using Nsawam Correctional as case study for the

application. We will first have an unstructured face to face interview with the prison service

departmental heads in other to familiarize ourselves with the current operations and the sort of

data that is being used. With this data, we will start analyzing what sort of data we need and this

will inform us about the questions we need to ask for the next phase.

The second phase questionnaires will be sent to prison officers in Nsawam to get more

information and see what they think about the having an information system deployed to help

their operation. Prison officer will be sampled based on ranks, position and gender and these


November 2, 2010


questionnaires will be shared and answered by only 30 personals. The structured questionnaire

will be a set of both closed and opened ended questions which makes it easy for analysis of the

data collected as opened ended questions allows the interviewer to probe further when

clarification is needed.

The next phase will be to observe and learn the basic operations involved in the prisons to see

how different shift occurs and see how prison officers monitor and control the service.

This next phase involves using analytical tools to analyze the data collected and getting clear and

informed information on what the application should do.

The development process adopted by the team is a waterfall model. The waterfall model

proceeds from one phase to the next in a sequential manner. First we complete requirements

specification based on our analysis. We then plan on exactly what has to be achieved at the end

of the project. We then proceed to the design phase where we determine how the goals set forth

are going to be met and how the deliverables are going to be achieved. This will be done by

making a blueprint for the designers (programmers and developers) to help them have a fair idea

of what is expected of the system and what should be included in it and what should not. When

the design is complete, an implementation of that design is made by coders.

In the implementation stage the application is actually developed based on the information

gathered from interviews, research, analysis and literature review performed in the previous

phases. The aim is to develop a Prison Management System that will eliminate the problems

associated with the existing system, improve the operations and eventually deliver the identified

requirements.

The major activities that will take place and when have been broken down in the figure provided

below for clearer understanding of the project activities.


November 2, 2010


Project Work Break-down Structures

Figure 2. List of project WBS

WBS# WBS Element Description Person responsible

Date

1 Project Management Activities and documents related to managing the GPMA project until the system is fully operational. Including project planning, execution, monitoring, and reporting.

Project DirectorConsultantSystems Analyst

October 18th, 2010 - May 2nd 2011

2 Research phase In this period of time, the system will be familiarized, and any accompanying documentation and research papers will be studied. That is read books and other materials and research on the prison structures and operations

Project DirectorConsultant

Systems Analyst

October 18th – November 6th, 2010

3 Identify stakeholders Locate all persons or groups that will be affected by the project.


8th November, 2010

3.1 Contact prison directors and heads

Communicate with the senior officers and heads to know what they think about the project.


9th November, 2010

3.2 identify stakeholders, place them in various stakeholder matrix categories

Communicate with other staff and identify them and place them in a stakeholder matrix in other to manage expectations better.


10th November, 2010

4 Requirement Gathering

Getting the user requirements that the GPMA must meet in order to be accepted.


11th November – 12th


November 2, 2010


November, 2010

4.1 Operations observation Observe and watch everyday operations of the prison system


15th November, 2010

4.2 Interview sampled stakeholder

Send out questionnaires to prison officers to verify some information collected and get more information


16th – 19th

November, 2010

4.3 Analyze Requirement gathered

Here the project team studies the information gathered to better understand what the project is about

Systems AnalystProject Director

20th – 27th

November, 2010

5 System modeling and specification

Design, simulation and modeling of the specification’s main system components to verify layouts, hardware specification and requirement.

Systems Analyst 29th – 4th December, 2010

5.1 Refine the requirements

Analyze the requirements and refine what the system is supposed to do

Systems Analyst 6th – 11th December

5.2 Project prototype Develop a very simple prototype as a proof of concept

Systems Analyst 13th -21st December, 2010

6 Project construction Implement the functionalities as described in the requirements, analysis, and design documents

Development team 3rd January – 18th March, 2011

6.1 Testing functionalities Test the implemented functionality Systems AnalystProject Director

15th – 28th

March, 2011

7 Testing, Monitoring While project is being implemented we will be monitoring to make sure we are on track also testing the system when we are done

Systems AnalystProject Director

Throughout project duration


November 2, 2010


7.1 Software Quality Assurance

Independent systems testing and quality assurance. Focuses on verifying that the software meets the functional and technical requirements and the concept of operations.

Consultant 29th March –4th April, 2011

7.2 System integration and testPerform integration testing, system testing, and acceptance testing.

Perform integration testing, system testing, and acceptance testing Taking GPMA live but bit by bit replacing the old system, while testing the system.

Development team 2nd – 4th April, 2011

7.3 Technical and User Documentation

Documentation to operate, maintain and use the GPMA system.

Development team 5th – 18th April, 2011

8 Training Staff Teaching staff to use GPMA Development team 19th April – 3rd May, 2011

9 System installation, commissioning and handover

Finally deploying the application and signing off with the customer

Development teamSystems AnalystProject Director

4th – 5th May, 2011

10 Closing Project Documenting major deliverables, checking against the requirements and signing off the project.

Project Director 5th April, 2011

Deliverables

Figure 3. List of project deliverables.

GPMS Deliverables

Deliverables Due Date

GPMS Project Plan 2nd May 2011

GPMS Concept of Operations 11th December

GPMS Deployment/Transition Plan 5th May, 2011

GPMS System Test Plan 28th March, 2011


November 2, 2010


GPMS User Guide V1.0 18th April, 2011

GPMS Training Plan 3rd May, 2011

Major Milestones

Table 4. List of major milestones

GPMS Major Milestones

Milestone Description Planned Date

Planning Phase Completed

Concept of Operations and GPMS plan completed and software and consulting services acquired

21st December, 2010

Software Construction Completed

Software developed according to user specification.

18th March, 2011

Pilot Begins GPMS ready to begin deploying to one location for testing purpose.

2nd April, 2011

Acceptance Testing Completed

GPMS software validated against requirements and accepted for operational use

4th April, 2011

Full Implementation Begins

GPMS finally deployed in all the sectors. 4th – 5th May, 2011

Deployment Completed

GPMS users a full using the application for the operations.

5th April, 2011


November 2, 2010


EQUIPMENT and SOFTWARES

Items Quantity Unit Price

(GHS)

Total

(GHS)

Laptop

• 2Gb RAM

• 250GB hard disk

space

• 256MB memory VGA Graphics Card

4 700.00 850.00

Fingerprint Device 4 300.00 1200.00

Visual Studio Team Suite 2008 4 50.00 200.00

Internet Connection

Provider Tele data ICT

For 5 PC , 7 months 201.00 1206.00


Prepared by: Joel Koranteng

Role: PROCUMENT SPECIALIST

November 2, 2010


Web cam 4 20.00 80.00

Printer 2 200.00 400.00

GRAND TOTAL 1,471.00 3,936.00

Personnel

Person Income Total for the duration

(7 month)

Project Manager 2,000.00 14,000.00

System Analyst 1,800.00 12,600.00

Programmer 1,500.00 10,500.00

Procurement Manager 1,000.00 7,000.00

Software Quality Controller 1,100.00 7,700.00

Consultant 1,500.00 10,500.00

System Tester 700.00 4,900.00

GRAND TOTAL 9,600.00 67,200.00


November 2, 2010


Others

Items Amount Total for the duration

(7 month)

Telephone 1.230.00 8,610.00

Office Supplies 1,190.00 8,330.00

Rent 500.00 3,500.00

Local Travel & Expenses 1,000.00 7,000.00

Copy/Printing 200.00 1,400.00

Transportation 1,500.00 10,500.00

Medical Services* 2000.00 14,000.00

GRAND TOTAL 7,620. .00 5,3340.00


November 2, 2010


Grand Total

Items Amount (per month)

Total for the duration

(7 month)

PERSONNEL 9,600.00 67,200.00

EQUIPMENT / SOFTWARES 1,471.00 3,936.00

OTHER SERVICES 7,620 .00 5,3340.00

GRAND TOTAL 18,691.00 12,4476.00


November 2, 2010


References

1. STATE OF MICHIGAN, RECORDS MANAGEMENT MANUAL FOR LOCAL GOVERNMENTS, Records Management Services, July 27, 2010.

2. J. Douglas Walker Consultant, Knowledge and Information Services, National Center for State Courts

3. Wexler, H., De Leon, G., Thomas, G., Kressel, D., & Peters, J. (1999). The Amity Prison TC Evaluation: Reincarceration outcomes. Criminal Justice and Behavior, 26(2), 147-167.

4. Alexander, J., and J. Austin. 1992. Handbook for Evaluating Objective Prison Classification Systems. Washington, DC: U.S. Department of Justice, National Institute of Corrections.

5. http://www.egovonline.net/articles-list/47-features/8109-prison-management-and-visitor- management-system.html

6. Mugoya, B. F. Musumba, (2006). An integrated management information system.

7. RCM TECHNOLOGIES CANADA CORP. Case Study – Prison Management Applications.

8. Isaac OTOO SIAW, MAWULI ADDO, WILBERFORCE PAUL, BENEDICTA AGYEMANG BROBBEY(2009), AUTOMATED LIBRARY MANAGEMENT SYSTEM Project Proposal

9. www.prisonministryghana.org/prisons.html


http://www.prisonministryghana.org/prisons.html

http://www.egovonline.net/articles-list/47-features/8109-prison-management-and-visitor-management-system.html

http://www.egovonline.net/articles-list/47-features/8109-prison-management-and-visitor-management-system.html

November 2, 2010


10. http://en.wikipedia.org/w/index.php?title=Prison&action=edit

11. Industrial Project Management (IEIM6004), Proposal Template

12. U.S. Department of Energy Office of Engineering and Construction Management Project Plan for the Project Assessment and Reporting System (PARS II) Version 2.0a (Public) April 20, 2009


view-source:http://en.wikipedia.org/w/index.php?title=Prison&action=edit

prison management system project proposal

Documents