ISLAMIC UNIVERSITY IN UGANDA

FACULTY OF SCIENCE

PRISON MANAGEMENT SYSTEM

CASE STUDY; MALUKU PRISON

By
CANOGURA GEOFFREY
118-062082-18508
Email: canogurageoffrey0@gmail.com
Tel: 0771893659/0788993567
&
ABDALLAH SALUWA
118-062082-18658
Tel: 0758695211/0770523652

DIPLOMA IN COMPUTER SCIENCE AND INFORMATION

TECHNOLOGY

Supervisor
MR.KALINAKI KASSIM

Department of Computer Science

A Project Proposal Submitted to the Department of Computer Science Leading

to a Project in Partial Fulfilment of the Requirements for the Award of the
Diploma in computer science and information technology of Islamic University
in Uganda.
 March, 2020

DECLARATION

I CANOGURA GEOFFREY and ABDALLAH SALUWA do hereby affirm and declare to

the best of our knowledge and understanding that the information presented in this proposal is
authentic and it has never been presented or submitted to any institution of Higher Education
for any Academic award.
CANOGURA GEOFFREY ABDALLAH SALUWA
Reg. No: 118-062082-18508 Reg. No: 118-062082-18658
Signature……………………. Signature……………………......
Date…………………………. Date……………………………..

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APPROVAL

This project proposal presented by CANOGURA GEOFFREY and ABDALLAH

SALUWA under the topic “PRISON MANAGEMENT SYSTEM.
CASE STUDY AT MALUKU PRISION” carried out under my supervision as a university
supervisor with my approval
Mr. KALINAKI KASSIM
Signature………………………………..
Date……………………………………..

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ACKNOWLEDGEMENT

First and foremost, we humbly offer our glory and honour to the almighty God for the gift of
life and giving us strength to perform our responsibilities as students and completing the
project proposal within the stipulated time.
We are deeply indebted to our supervisor Mr KALINAKI KASSIM, for his whole-hearted
supervision during the process of writing this proposal, senior lecturers of computer science
department, and to the entire staff of Islamic university in Uganda for extending their support
towards the success of this proposal
Last but not least of all, we owe so much to our family members for their undying support,
their unwavering belief that we can achieve so much unfortunately, we cannot thank
everyone by name because it would take a lifetime but, we just want you all to know that you
count so much, had it not been for all your prayers, love and help, we would never have
completed this proposal. So, thank you all. Also, we cannot forget our fellow course-mates,
with whom we spent long hours daily, accomplishing various tasks and making innovations
together, you surely created a great, supportive team and Together Everyone Achieved More,
Long-live you all.

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TABLE OF CONTENT

DECLARATION.......................................................................................................................i
APPROVAL.............................................................................................................................ii
ACKNOWLEDGEMENT......................................................................................................iii
TABLE OF CONTENT..........................................................................................................iv
CHAPTER ONE.......................................................................................................................1
1.0 Introduction..........................................................................................................................1
1.1 Background..........................................................................................................................1
1.2 Problem statement................................................................................................................3
1.3 General objective.................................................................................................................3
1.4 Specific Objective................................................................................................................3
1.5 Scope....................................................................................................................................4
1.6 Significance of the study......................................................................................................4
CHAPTER TWO.....................................................................................................................5
LITERATURE REVIEW...........................................................................................................5
2.0 Introduction..........................................................................................................................5
2.1 WORK REVIEW.................................................................................................................5
2.2 Management Information System (MIS).............................................................................5
2.3 Electronic Distribution Channels (EDCs)............................................................................6
2.4 Prison management system..................................................................................................6
2.5 Web Intermediaries..............................................................................................................7
CHAPTER THREE.................................................................................................................8
METHODOLOGY.....................................................................................................................8
3.0 Introduction..........................................................................................................................8
3.1.0 Research Design................................................................................................................8
3.1.1 Research Approach...........................................................................................................8
3.1.2 Research methods..............................................................................................................8
Data Collection...........................................................................................................................9
i) Questionnaires........................................................................................................................9
ii) Interviewing...........................................................................................................................9
3.1.3 Documents/ Record Review..............................................................................................9

iv
Data Analysis...........................................................................................................................10
3.1.4 System analysis and Design............................................................................................10
3.1.5 System Implementation...................................................................................................10
References................................................................................................................................11

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 CHAPTER ONE

INTRODUCTION

1.0 Introduction
 Maluku Prison management system is a top management system handling data for prisoners’ as
well as staff and other activities. Prison records of its prisoners’ and employees and the organisation’s
departments.
Maluku prison management system in the sense of "prison information system” that plays a major
role in an organisation for several reasons.
From an accounting perspective, Maluku prison management system is crucial because it play a big
role in managing prison databases. The primary mission of the Management system is to ensure that
all data concerning the prison can fully be customised in the automated system
It is also true that, the use of information and communication technology in our day to day activities
is now unavoidable. This has given rise to the emergence of mechanisms that facilitate quick access
to relevant content found in the Internet. For developing countries like Uganda,
The goal of this research is to design and implement Maluku prison management system platform that
will aid organisations in Uganda, particularly at Maluku prison to have access to information on
Management systems thus help fasten their effectiveness in work delivery.

1.1 Background
Management of Maluku prison has long been a neglected area which has recently
been incorporated in the e-governance program of Government of Uganda. Currently
a rudimentary process of storing all the prisoner data in manual files and registers is in
place. The Prison Management System project will integrate all the prisoner data into
a single integrated system which will in turn result all the information being present in
a digital format.

ICT in prisons was initiated in the year 2002 in Uganda. In a year about 700 - 800
inmates remain lodged in the prisons for different duration and crimes committed by
them. The prison population has about 80% under trials and includes about 480
women inmates. About 40 inmates are foreigners from different parts of the world.
Many high security criminals also live here. There has been a substantial increase in
number of prison inmates coming to Maluku because of a phenomenal increase in the
crime scene at eastern region that has resulted in the increase of the ICT needs and its
management at the Maluku prison.

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Nearly 170-180 visitors meet their relative inmates’ every day. There was manual system
of booking (meetings) in each jail for its respective inmates. Centralised visitor record
was not available. There was lack of exchange of visitors’ information within jails .
And prison headquarters. No provision for identification / detection / verification of
visitors was there.

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1.2 Problem statement

Administrative Overwhelm

Many organisations, especially smaller ones, still carry out their Management systems
process in-house and manually. A manual Management system typically requires a great deal
of paperwork. A manual process also creates an administrative burden for you and your staff.

Errors in data entry, for example, can create many errors. This can be resolved by using
integrated software. In fact, a great initial solution is to simply invest in Management system
software, which can be far more cost-effective than hiring additional staff to handle a
growing manual process.

Another approach that even smaller businesses can afford is to outsource their Management
system. This allows some or all of our Management system to be managed by a professional
firm. 

2. Organizational Issues

A related problem is one of simply keeping all of your important Management system and
student records and information organized in an effective and accurate manner. Sometimes it
is simply a matter of work flow: keeping files and documents in a central location and
creating uniform filing processes.

Gradually minimizing, or even eliminating, paper forms and files can be an effective solution,
this too, can be accomplished by using a management system .and having all system
functions integrated. But whether you retain a manual approach or invest in a robust
Management system software package, it is important to analyse and re-think your
organizational process.

3. Incompatible Software

If you haven't experienced it already, you may find that not all Management system programs
are compatible. For example, the program used for your prisoners’ profiles or records may be
different from the system you use for pay and benefits. And what about the program used for
your employee performance? 

Finding and investing in a program that can integrate all of these functions will streamline
your overall process, reduce the amount of time spent tracking and with data input, and even
allow your entire department to become more and cost-effective.

4. Tracking Inmates Records

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Manually tracking your Inmates records' background, profiles can be a task fraught with
potential for mistakes. Paper time cards and even simple digital time sheets are notoriously
prone to misuse and unintended errors. In addition to the Management system, having an
efficient and even timekeeping system can eliminate most, if not all, tracking and time card
problems for your Management system and the management process.

5. Compliance Issues

The California legislature recently passed a number and amended many others. Most of these
changes already took effect on the first of January this year. As a result, it’s important for
California to review their current policies and practices to ensure compliance and provide for
any required new workplace postings.

Accurate and timely management of compliance practices are required for every business and
every Management system professional. This is especially crucial for businesses to avoid
costly complaints and government investigations and penalties.

Fortunately, an outsourced Management system solution can mitigate this risk. a reputable
Management system and management services provider, can not only relieve you of the
burden of your on-going and changing compliance demands, but can potentially prove to be a
more cost-effective solution, as well.

1.3 General objective

The general aim of this study is to develop an interactive management system that helps the
organisation control the management of inmates and the organisation at large.

1.4 Specific Objective

 To explore the problems encountered in the management of the existing ordinary

ways of handling Management systems
 To design a web based system that will make information more detailed, effective,
and accurate, and ease the delays encountered with the existing manual system.
 To implement a web based Management system that will help people appreciate the
natural endowment at Maluku prison and also serve as a complementary tool for
Management system

1.5 SCOPE

The scope of this research design and development dwells only at Maluku prison and a few
other organisations and activities surrounding it. This is because, Maluku prison management
system is a broad topic and due to research time restriction, the scope of the study is limited.

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1.6 Significance of the study

 This study will provide useful output for a more effective operation of the Maluku
prison management system activities at the Maluku prison and will also complement
the efforts of the management at this organisation by, helping them make more
accurate judgments and also by providing detailed information accurately to the
students for strategic and profitable achievements of the organisation.
 This research provides an awareness of the problems and prospects of Maluku prison
management system at Maluku prison to the general staff, which will broaden their
knowledge, understanding and help them understand the importance of Management
system.
 The study will help the researcher to implement the theoretical and practical skills
attained from the University.

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 CHAPTER TWO

LITERATURE REVIEW

2.0 Introduction
This section presents the literature available and accessed by the researchers. The literature is
presented in a logical order to flow the basic concepts. This chapter discusses the works
related to information and management systems, problems faced by the respective Maluku’s
prison Administrators while using manual system to manage Maluku prison management
system, reaching out important concepts and information such as Availability of Management
system activities and analysis of a computer based solution that can possibly solve the
problems at hand. A critical review of the works shall be done to identify gaps that call for
the development of a management System. We need this review to allow us pick some
important concepts and ideas from the people who have tried to solve similar problems like
the ones desired to be solved. These can be extracted from the internet, journals, textbooks,
newsletters, reports and information from other related organizations across the world.

2.1 WORK REVIEW

2.2 Management Information System (MIS)

Management Information System (MIS) is basically concerned with the process of collecting,
processing, storing and transmitting relevant information to support the management
operations in any organizations.
“A system to convert data from internal and external sources into information and
communicate that information in an appropriate form, to manage at all levels in all functions
to enable them to make timely and effective decisions for planning, directing and controlling
the activities for which they are responsible.” Stressed the need for MIS in decision making
as it provides information that is needed for better decision making on the issues affecting the
organization regarding human and material resources. MIS may be viewed as a means for
transformation of data, which are used as information in decision-making processes.

2.3 Electronic Distribution Channels (EDCs)

This is a term used in the study to represent all electronic channels - not just online channels
or digital channels. Another reason is to avoid confusing the reader between Global
Distribution Systems (GDSs) and other Electronic Distribution Channels (EDCs).
O’Connor and Frew (2002:33) described ‘Channels of distribution’ as a mechanism that
provides sufficient information to the right people at the right time and in the right place to
allow a decision to be made. Their definition identified five pillars to achieve the efficient
distribution. These pillars were, sufficient information, right people, right time and right
place. Buhalis (2003: 345) added another definition as “A set of interdependent organizations

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involved in the process of making a product or service available for use or consumption by
the consumer or industrial user.” Buhalis’ (2003) definition did not afford details about the
distribution process as O’Connor and Frew’s (2002) did.
Zehrer and Moschi (2008) added ‘right quantities’ to O’Connor and Frew’s (2002) definition.
Based on previous definitions and contributions, EDC could be defined as: “the electronic
mechanism to afford the sufficient information to the right people at the right time in the right
quantities and in the right virtual place to allow a decision to be made.

2.4Maluku prison management system

Organisations may decide to outsource their Management system functions to an outsourcing
service like Elgon Institute or a fully managed Management system service. These can
normally reduce the costs involved in having Management system trained employees in-
house as well as the costs of systems and software needed to process Management system.
Where this may reduce the cost for some organisations many will foot a bigger bill to
outsource their Management system if they have a special designed Management system
program.
Maluku prison management system bureaus also produce reports for the record department
and employees another reason is that many organisations outsource is because of the ever-
increasing complexity of Management system legislation. Maluku prison management system
often means there is a lot to keep abreast of in order maintaining compliance with the current
legislation.
On the other hand, organisation may also decide to utilize Management system software to
supplement the efforts of a Management system accountant or office instead of hiring more
specialists and outsourcing the Management system.
In some literature the term ‘web intermediary’ was used to present EDCs generally or online
Management system

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 CHAPTER THREE

METHODOLOGY

3.0 Introduction
This chapter discusses the various fact-finding techniques that will be used to carry out a
more detailed study and review the current systems to achieve the objectives of the proposed
system such as methods, techniques deployed in data collection, analysis, design, and
implementation.

3.1.0 Research Design

In the design part, the System Development Life Cycle (SDLC) will be used beginning from
the first phase to the last phase. The six stages of the SDLC; requirement identification,
analysis of the findings, and system design as per the requirements, coding, testing and
implementation shall all be put into account, that will demonstrate how data will enter into
the system, and software engineering to describe a process for planning, creating, testing, and
deploying an information system in a logical structure.

3.1.1 Research Approach

For this particular research, Qualitative approach to research will be used; however other
approaches shall include Experimental, Inferential, and Simulation.
Qualitative approach will be used because it will enable the researcher to have assessments
on the current system and its workability, getting opinions from respondents pertaining the
current ways of managing their activities manually. This will be helpful in coming up with
solidified findings that shall be used in developing a web based information management
system”.

3.1.2 Research methods

This refers to the ways in which data will be collected basing on the available resources. This
research study will involve primary data collection methods such as Interview, Observation,
Questionnaires, and some secondary methods like case studies basing on what other
researchers have done, and Diaries. This will help the research to achieve the specific
objectives.

Data Collection

Data collection refers to the systematic collection techniques used to gather relevant
information related to the topic of study. These techniques include interviews, which is a
data-collection technique that involves oral questioning of respondents, either individually or
as a group. A questionnaire which is a data collection tool in which written questions are
presented that are to be answered by the respondents in written form. Observation which is a
technique that involves watching and recording behaviour and characteristics of human
beings, objects or phenomena.

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i) Questionnaires
The questionnaires will be used as a tool to collect data from the Director/Administrator,
Human Resource Managers, other employees and Clients of the organization. The mode will
be informed of questions, answers and discussions.

ii) Interviewing
This is the face to face interaction with the respondents so that they can clearly explain the
challenges they are facing and the suggestions on how the project should be designed and
developed to aid easy management process

3.1.3 Documents/ Record Review.

The researcher shall review Maluku’s prison documents so as to come up with necessary
information needed about the existing processes of performing their tasks as far as Maluku
prison management system is concerned, factors affecting Maluku prison management
system process and user requirements identification. These documents. Newsletters and
charts that depicts the formal current structures and schedule of duties and the organisation.

Data Analysis

Data analysis was based on the findings on questionnaires, observations, library research, and
interview methods. This data analysis enabled consistency and reliability in the research
study that the research was based on.

3.1.4 System analysis and Design

In the System Design we will involve the use of diagrams to represent the movement of data
between processes, external entities and data stores. Flow diagrams will be used to represent
the flow of data. The design will be broken down into database design and application
design. In the relational database design, we will use a relational database management
system (RDBMS) which is an excellent tool for organizing large amount of data and defining
the relationship between the datasets in a consistent and understandable way. A RDBMS
provides a structure which is flexible enough to accommodate almost any kind of data.
Relationships between the tables will be defined by creating special columns (keys), which
contain the same set of values in each table. The tables can be joined in different
combinations to extract the needed data. A RDBMS also offers flexibility to enabled redesign
and regeneration of reports from the database without need to re-enter the data. My
Structured Query Language (MySQL) is a language to be used to create, manipulate, examine
and manage relational databases which will be used as a primarily language for
communication between the database user to feed SQL statements to a database and process
the data for visual display.

3.1.5 System Implementation

In the implementation of the system, we will involve the creation of databases using the
structured query language. The front end will provide the user interface which will be

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implemented using hypertext markup language (HTML). In addition to SQL and HTML,
Hyper Text Pre-Processor (PHP), ASP.net, JavaScript, CSS will be used to allow server side
scripting. Other software like DevExpress will be included. The combination of these
languages will ensure that the system is dynamic, secure and readily accessible by authorized
users.

References

 Bragg, Steven M. (2003).  John Wiley & Sons.  Retrieved 4 November 2018.

1. Pomerleau, Kyle (19 June 2018).  Tax Foundation. Retrieved 4

November 2017.
2. IRS. Internal Revenue Service. Retrieved  4 November 2017. Internal Revenue
Service. Retrieved 4 November 2017.
3. SocialSecurity.gov. Social Security Administration. Retrieved 4
November 2017.
4. Payne, Charlie (September 5, 2014).  StaffOne.com. Staff One.
Retrieved October 27, 2015.