Criminal Record Managment System

UNIVERSITY OF GONDAR
FACULTY OF INFORMATICS
DEPARTMENT OF INFORMATION SCIENCE
Final Project
Title: Web Based Criminal Record Management System for Gondar city
Police Station
Prepared By:
Name ID No
1 Ehitnesh Minaye…………………………………….….. GUR/01519/09
2 Gizew Zegeye …......…………………………… … GUR/01595/09
3 Manaye Gizaw…………………………………….……..GUR/01671/09
4 Megersa Usman…………………..…………….............. GUR/01685/09
5 Mulunesh Amsalu………………….………………...…. GUR/01739/09
A Final Project
Submitted to the Department of Information Science, Faculty of Informatics, University of
Gondar, in meeting the preliminary project requirement for partial fulfillment for the award
of degree of Bachelor of Science in Information Science
June 30, 2019
GONDAR, ETHIOPA
Declaration
This is to declare that this project work which is done under the supervision of Mr. Assefa
Chekole and Ismael Ahmed having the title Criminal Record Management System is the
sole contribution of:
1 Ehitnesh Minaye
2 Gizew Zegeye
3 Manaye Gizaw
4 Megersa Usman
5 Mulunesh Amsalu
No part of the project work has been reproduced illegally which can be considered as
Plagiarism. All referenced parts have been used to argue the idea and have been cited
properly. We will be responsible and liable for any consequence if violation of this
declaration is proven.
Project Advisers
Name of advisor signature date
Mr. Assefa Chekole
Mr. Ismael Ahmed
Examining committee members’
Name of Examiner Signature date
1.
2.
CRIMINAL RECORD MANAGEMENT SYSTEM FOR GONDAR CITY POLICE STATION 06/24/2019
Acknowledgment
First of all we would like to thank our GOD who giving us the tolerance and strength to do
this project. Next, we would like to express our special thanks of gratitude to our adviser’s
Mr. Assefa Chekole and Mr. Ismael A. for gave us a guide line on how to do project, for their
continuous follow up and guidance throughout the life cycle of the project work. We have
been strongly impressed by their constructive comments and guidance. Finally we would like
to thank police station staff members who help us during data collection.
DEPARTMENT OF INFORMATION SCIENCE I

Abstract
Crime is a human experience and it has to be controlled. Gondar city police station plays a
great role to control crime and criminal activities but the way of managing those criminal
and crime activities done manually and this is due to lack of automated system that supports
the station workers to communicate with community to share information and store, retrieve
and managing criminal records. In order to control crime efficiently we developed web based
system.
The main objective of this project is to develop a web application in which any citizen can
report crimes; if anybody wants to complaint against crimes he must use this web based
system to communication with the police station. The system provides to store records of
crimes and criminals which have made disciplinary case and used to make simply retrieve
information from the database. The system implemented is a typical computerized crime
management system, based on client-server architecture allowing data storage and criminal
record interchange between the police.
DEPARTMENT OF INFORMATION SCIENCE II

Contents
Declaration................................................................................................................................. II
Acknowledgment ....................................................................................................................... II
Abstract .................................................................................................................................... III
CHAPTER ONE .........................................................................................................................1
1. Introduction .........................................................................................................................1
1.1. Background of the organization .....................................................................................2
1.2. Statement of the Problem ..............................................................................................3
1.3. Objectives .....................................................................................................................3
1.3.1. General objective........................................................................................................3
1.3.2. Specific objective .......................................................................................................4
1.4. Scope of the project.......................................................................................................4
1.5. Limitation of the project ................................................................................................4
1.6. Significance of the project .............................................................................................4
1.7. Feasibility study ............................................................................................................5
1.7.1. Operational Feasibility ...........................................................................................5
1.7.2. Economic Feasibility..............................................................................................5
1.7.3. Technical Feasibility ..............................................................................................6
1.8. System development tools .............................................................................................7
1.8.1. Software Requirements ..........................................................................................7
1.8.2. Hardware Requirements .........................................................................................7
CHAPTER TWO ........................................................................................................................8
2. Literature review ..................................................................................................................8
2.1. Related works ...................................................................................................................8
2.1.1. A real time crime records management system for national security agencies .............8
2.2.2. Crime Information Management System.....................................................................9
CHAPTER THREE................................................................................................................... 10
3. Project Methodology ............................................................................................................. 10
3.1. Project approach ............................................................................................................. 10
3.2. Data collection methods .................................................................................................. 10
3.2.1. Interview .................................................................................................................. 10
DEPARTMENT OF INFORMATION SCIENCE III

3.2.2. Observation .............................................................................................................. 10

3.2.3. Document Analysis .................................................................................................. 11
3.3. System Analysis .......................................................................................................... 11
3.3.1. Over View of Existing System ............................................................................. 11
3.3.2. The new system description ................................................................................. 11
3.4. Requirement Specification .......................................................................................... 12
3.4.1. Functional requirement ........................................................................................ 12
3.4.2. Non-functional requirements: ................................................................................... 14
3.5. System Design ................................................................................................................ 15
3.5.1. Actor and Use Case Description ............................................................................... 15
3.5.2. UML Use Case Diagrams ......................................................................................... 18
3.5.3. UML Activity diagram ............................................................................................. 27
3.5.4. UML Sequence Diagrams ......................................................................................... 30
3.5.5. UML Component Diagrams ..................................................................................... 33
3.5.6. UML Analysis Class Diagram .................................................................................. 33
3.5.7. UML Design Class Diagram ..................................................................................... 34
CHAPTER FOUR ..................................................................................................................... 36
4. Implementation and Testing ............................................................................................... 36
4.1. Implementation ............................................................................................................... 36
4.2. Testing Approach............................................................................................................ 39
CHAPTER FIVE ...................................................................................................................... 41
5. Conclusion and Recommendation ......................................................................................... 41
5.1 Conclusion ....................................................................................................................... 41
5.2. Recommendation ............................................................................................................ 41
Reference .................................................................................................................................. 42
Appendix .................................................................................................................................. 43
Glossary .................................................................................................................................... 49
DEPARTMENT OF INFORMATION SCIENCE IV

List of tables:
TABLE 1: USE CASE IDENTIFICATION .......................................................................................... 17

TABLE 2: REGISTER EMPLOYEE USE CASE DESCRIPTION ............................................................. 20
TABLE 3: CREATE ACCOUNT USE CASE DESCRIPTION ................................................................. 21
TABLE 4: LOGIN USE CASE DESCRIPTION ................................................................................... 22
TABLE 5: REGISTER ACCUSED USE CASE DESCRIPTION ............................................................... 23
TABLE 6: ASSIGN POLICE USE CASE DESCRIPTION ...................................................................... 24
TABLE 7: POST WANTED CRIMINALS USE CASE DESCRIPTION ..................................................... 25
TABLE 8: GIVE NOMINATION USE CASE DESCRIPTION ................................................................ 26
TABLE 9: VIEW PLACEMENT USE CASE DESCRIPTION ................................................................. 27
DEPARTMENT OF INFORMATION SCIENCE V

List of Figures
FIGURE 1: CRIMINAL RECORD MANAGEMENT SYSTEM USE CASE DIAGRAM ............................................ 19

FIGURE 2: ACTIVITY DIAGRAM FOR LOGIN PAGE .................................................................................... 28
FIGURE 3: ACTIVITY DIAGRAM FOR ADMINISTRATOR CREATE ACCOUNT ................................................ 28
FIGURE 4: ACTIVITY DIAGRAM FOR DETECTIVE OFFICER VIEW ACCUSERS............................................ 29
FIGURE 5: ACTIVITY DIAGRAM FOR HUMAN RESOURCE MANAGER REGISTER EMPLOYEE ..................... 30
FIGURE 6: USER LOGIN SEQUENCE DIAGRAM.......................................................................................... 31
FIGURE 7: POSTS MISSING PERSONS SEQUENCE DIAGRAM ...................................................................... 32
FIGURE 8: COMPONENT DIAGRAM OF CRIMINAL RECORD MANAGEMENT SYSTEM ................................ 33
FIGURE 9: ANALYSIS CLASS DIAGRAM FOR CRIMINAL RECORD MANAGEMENT SYSTEM .......................... 34
FIGURE 10: DESIGN CLASS DIAGRAM FOR CRIMINAL RECORD MANAGEMENT SYSTEM ............................ 35
FIGURE 11: HOME PAGE ........................................................................................................................ 36
FIGURE 12: POLICE HEAD PAGE ............................................................................................................. 37
FIGURE 13: PREVENTIVE POLICE PAGE .................................................................................................. 37
FIGURE 14: CRIMINAL REGISTRATION PAGE .......................................................................................... 38
FIGURE 15: VIEW WANTED CRIMINAL PAGE ........................................................................................... 39
DEPARTMENT OF INFORMATION SCIENCE VI

List of acronyms
OOSAD………..Object Oriented System Analysis and Design

CSS………….....Cascaded Style Sheet
HTML…….…...Hyper Text Markup Language
PHP………….....hypertext Preprocessing
SQL……………Structural Query Language
UML…..………Unified Model Language
Uc……….……Use Case
CRMS………...Criminal Record Management System
DEPARTMENT OF INFORMATION SCIENCE VII

CHAPTER ONE
1. Introduction
Criminal record management is possible even though it is not web based with current technology
like computers. But it have a lots of drawback when compared with web based system like
security issue, speed of access a desired record, efficiency and effectiveness of retrieval of
criminal record. Web based system is a computer based system which is stored, processed, and
retrieved by computers. Governments and peoples support to peace and security for their
sustainable development for their country.
Now a day’s technology is being used in almost every company to accomplish specific tasks.
Many businesses are using various business communication technologies to change the way their
employees interact and communicate while at work. Employees can use various communication
tools to interact or exchange information at work such us developing website for online
communication.
Web application is one parts of information technology in which applications and information’s
are stored on servers and users can access that information or application remotely using web
browsers. “Web Based criminal record management system” is a web application that provides
users interact with the system without any physical existence. This system helps the police
department to manage crimes, to generate fast reports, and to retrieve criminal cases in efficient
and effective manner. It also establishing an active and equal partnership between the Police and
the public through which crime and community safety issues can jointly be discussed and
solutions determined and implemented.
1.1. Background of the organization

Gondar city is one of the most populated towns of Ethiopia urban cities. In order to sustain peace
and security of community living in urban cities, establishing police station in such cities is
crucial. Gondar city police Station has enough man power to manage crimes that act on
community living within it. So communities of a city are setting a good community service
delivered by the police station.
In Gondar town there were security departments in order to prevent crimes. Crime is an illegal
action for which someone can be punished by the government. It is expanded to the world highly
DEPARTMENT OF INFORMATION SCIENCE 2

and rapidly this also flows to our country as well. So, this case should have taken as serious
problem for the world as well as our country growth. So, to minimize these illegal activities the
government made the police station in different place of the country. Gondar city police Station
has been used manual file handling system since it was established. The mission of the
organization is to take part and play an important role in the struggle against crime and bring
about a sustainable economic development throughout the country by providing peace and
security service. The station has responsible for reporting and storing the nature of the crime, the
location details, the sequence of the crime information on victims. The criminal record system of
the station currently investigated with the problem of recording, storing, retrieving and updating
of crime information to generate reports and decision making purpose. Currently the police
station processes tasks in the form of document based applications or traditional file handling
systems. On the other hand processing of the crime record can be automated by crime record
management system, which is newly implementing. The new system can be taken as to automate
processing tasks with less efforts and resources.
1.2. Statement of the Problem

Gondar city police Station applies manual way of criminal record management system and
processing of tasks. Due to this reason, the existing manual processing has the following
problems, takes more time and effort for managing criminal data and employee information,
requires lots of man power, data redundancy and inconsistency, hard to generate report, records
are vulnerable to damage, lack of security issue for criminal records, sharing of information
between polices and their manager needs physical contact, retrieval of data in a desired way is so
difficult. This problems are solved by the this systems, like, for security issue by developed
secured login page, the system is computer based and it reduced time and resource consumption,
vulnerability of record to damage by disaster, and also it the system provide mechanism for
retrieval of data by one entry without scanning the whole record.
1.3. Objectives
1.3.1. General objective
The general objective of this project is to develop web based Criminal Record Management
System for Gondar city Police Station.

1.3.2. Specific objective

The specific objectives of the system to achieve the general objective are:
 To identify the problem in the current system
 To design the user interface
 To build data base component that store all crime information of the organization
 Implementations of the system
 To confirm secure data flow in the station
 To develop a system that facilitates fast report generation
 To test the system
1.4. Scope of the project

This project focuses on the development of a system for Gondar city police station criminal
record management system. The main target in this system is making the existing manual based
criminal record management system into web based, more efficient, and less time consuming.
The purpose of this system focuses on the activities done in the organization, and the system to
performed the following tasks: Registering new FIR, update registered criminal records, search
criminal records using ascertain entry, post wanted criminals on the system, register progress
case and closed case, generating report, register new criminals data, record accuser and accused
persons data and accept nominations from community.
1.5. Limitation of the project

 The system does not support multi lingual it only English.
 The system does not support SMS by phone
1.6. Significance of the project

The system has many significance for different beneficiaries, includes:
 Avoiding improper resource consumption like paper, pen, ledger
 Avoiding data loss because of improper data storage

 Enhance security mechanisms to protect crime records
 Provide information access chance and give nomination without go to police station
 Facilitates fast and efficient retrieval of data
 Can post wanted criminals, wanted criminals and safety tips at any time
 Provide mechanism to manage criminal records easily
 Reduce time consumption
 Simplified process for managing crime information

 To exchange data between different officers within the station
 Change information in between different staff members
1.7. Feasibility study

A feasibility study is a test of final system according to its workability, impact on the
organization, ability to meet user needs and effective use of resources.
A feasibility study looks at the viability of an idea with an emphasis on identifying potential
problems. Project managers use feasibility studies to determine potential positive and negative
outcomes of a project before investing a considerable amount of time and money into it.
1.7.1. Operational Feasibility

Operational feasibility is a measure of how well a new system solves the problems. Most of the
business needs from the system are searching and gathering information’s from citizen about
missing person, Community giving nomination online, getting nomination and generating report,
record and generate crime and criminals data. With great cooperation of the project team the site
had provide all functions of the business need listed above so the new system is operational
feasible.
1.7.2. Economic Feasibility

Converting the manual system in to computerized is one important factor that needs to develop
the automated system because when comparing cost benefit analysis the cost needed to develop

the system and the cost needed to find criminal and crime information the manual system is take
high cost than requirement needed to develop the system. The technology that we are going to
use is in common use and is always made available to work with so there is no purchase cost
involved, no huge cost involved in training.
 Tangible benefits
Tangible benefits are something that has a physical existence. Cost reduction and avoidance,
increase the income of the organization, improving response time, producing error free out put
such as report generating, and no redundancy, increased management planning and control
 Intangible benefits
Increase information processing efficiency, faster decision making, increase accuracy, right
information at the right time, Customer satisfaction. Intangible costs are not always foreseen.
1.7.3. Technical Feasibility

Technical feasibility arise the question is the necessary technology exist in the organization? ,
does the user of the system use the system with less training? , and does the system developer
have enough knowledge to develop the system? , the system answer those question said to be
technically feasible
 The technology that the system developed is already used by Gondar city police Station
workers that create good opportunities for user
 Due to most users of the system are educated those users need less training.
 The interface of the system directs the user how to use it.
 The technology it can be easily maintained and repaired; accomplished with the available
technology,
Technically, the system should be powerful to be applied by low skilled users as much as
possible and easily accessible by the people who can easily understand natural languages due
to this the new system is technically feasible.

1.8. System development tools

1.8.1. Software Requirements
Software tools Function of the tool
Operating system: Window 10 To install different software’s such as Microsoft,
dream weaver, XAMPP server, browser etc.
Macro Media dream weaver 8 To write html and PHP code
MS word 2013 To write documentation.
MS-power point To prepare power point for presentation.
Script language: JavaScript To validate forms.
Markup language: PHP, HTML To develop the interface and connect with database.
XAMPP server To run the PHP command

Database Server: MySQL database To store data’s entered by the system
Table 3.1: Software requirement
1.8.2. Hardware Requirements

Hardware tools Function of the tools
Flash Disk To hold files
CD To hold files
Laptop To do the project
Pen To Write interview responses from the organization
Note Book For taking response from the organization
Table 3.2: Hardware requirement

CHAPTER TWO
2. Literature review
In this chapter, we analyze systems that are related to the new system. We will focus on the
systems that are closest in functionality to the crime record management system (CRMS),
highlighting their key features, similarities, difference, advantages and disadvantages. As stated
in [10] crime is some conduct which, when it leads to a certain state of affairs, is treated in
that jurisdiction as being capable of leading to prosecution and punishment. As presented in
[11] a criminal record or police record is a record of a person's criminal history, generally used
by potential employers, lenders etc. to assess his or her trustworthiness. The information
included in a criminal record and the existence of a criminal record varies between countries and
even between jurisdictions within a country.
2.1. Related works

2.1.1. A real time crime records management system for national security agencies
“Rules and regulations are paramount to all aspects of life and it accommodates both how one
wishes to live, and how others should accommodate one’s lifestyle. Certain proponents have
asserted that crime which is a violation against laws of the society, is integral to the human
nature and hence the society can never be completely free from it. Modern society is
characterized by increasing levels of risk posed by internal and external security threats. Within
this context, security driven by technology is increasingly being used by government,
corporate bodies and individuals to monitor and reduce risk. The widely employed CRM
method in the NPF is the manual process. This approach entails the use of paper files in the
documentation of criminal information by the NPF (Nigerian Police Force). A complainant fills
in a First Information Report [FIR] form which includes his or her statement concerning the
accused. When the accused is brought in, their details are handwritten into case files. Prior to the
advent of computers, these files were kept in wooden or metal wardrobes under lock and key.
This was susceptible to damage by Pest and unfavorable environmental conditions. In recent
years, as a result of the global rise in application of computers in various aspects of life, desktop
applications such as Microsoft Excel were adopted, thereby causing the approach to become both
manual and slightly computerized in Nigeria.[4] However, this method of record keeping results

in inconsistencies, wastage of disk space and poor control and coordination of data. The
employment of this method results from reasons such as:
 Inadequate funding
 Corruption and extortion and
 Lack of necessary skills and resources for statistical and information management.
The benefits of the new system are as follows:
 Interstation communication in real time

 Centralized data handling
 Reduced time consumption
 Computerized record keeping with manpower
 Cost reduction ”[4]
2.2.2. Crime Information Management System

This is Crime Information Management System software for police station. Here in this software
all the information of the police station will be stored here. Police employee details, salary
details, attendance details and even their personal details are stored. When the people come to
police station to give complaints. In this system Reports are done using Crystal report,
where they can print the reports. This software provides facility for reporting crimes,
complaints, prisoner records; show most wanted criminal details, law and order details as
well as court details. Head officer can also track the details of their junior officer’s
details like their crime report, charge sheet, complaints, and other information which is
handled by his junior officer. This is user friendly software. [12]

CHAPTER THREE
3. Project Methodology
Methodology deals with a range of ways to make the most out of solving key project problems. It
is a composite of philosophies, ideals, and foundations that drive the actions, the methods that
will be used [3].
3.1. Project approach

This system used the iterative model of system development approach. Iterative process starts
with a simple implementation of a small set of the system requirements and iteratively enhances
the evolving versions until the complete system is implemented and ready to be deployed.
During this model development begins by specifying and implementing just part of the system,
which is then reviewed to identify further requirements. This model is preferred for the system
due to:
 Its high flexibility

 Allow testing at every iteration
 Provide parallel system development
3.2. Data collection methods

3.2.1. Interview
This is one of the method used for the collection of data, and the reason why the team select this
method is that it gives informants the chance to challenge the agenda set by the team, raising new
issues, asking questions back. The project team gathered necessary information about how the
organization works and current flow of work by interviewing the police station head and staff
member.
3.2.2. Observation
In this method all team members have to do is observation and note down the events what the
team observes, during visiting the station to gather data, we have observed that how to store
criminal records and the recorded data.

3.2.3. Document Analysis

The project team used this method as one means of data collection because it is relatively
inexpensive good source of background information, the project team gather some additional
information by observe the actual work being done about crime, recorded manual records of
criminals, ledgers.
3.3. System Analysis

System analysis is a process of gathering and interpreting facts, diagnosing problems and the
information to recommend improvements on the system. It is a problem solving activity that
requires intensive communication between the system users and system developers. System
analysis or study is an important phase of any system development process.
3.3.1. Over View of Existing System

Currently in Ethiopia there is no any automated system for sharing of information between the
police and the community. Almost all activities in the current system take much time cost and
need labor works. The existing system needs spadework when police wants to retrieve criminal
information that can be search from large document files. Police want to detect or search detail
information about the some criminal action the police went long distances from place to place
with transport or with their foot (areas that does not have transport access). In Gondar city the
current police station management system a lot of operations are accomplished manually
like managing criminal records and criminal data, manage employ data, posting and wanted
criminals.
Gondar city police Station manages all FIRs and investigation files by writing all information on
ledge. In Gondar city the current police station management system, a lot of operations are
accomplished manually registering FIR, registering criminals data, generating reports of
criminals, recording the details of criminals, and Managing the entire police stations within it.
3.3.2. The new system description

The existing system has its own problem and drawbacks. So that, the new system is developed
which is better than the existing system in terms of time and cost efficiency. The project
tries to make the existing system that improve system performance .The new system is

capable of provides high security of data, capability of organizing all information in a

single system, easy way of recording and accessing information by its well organized
user-friendly interface. Generally the new system improves the performance of the existing
system and reduce these problems, time wastage, bring data security, poor quality service
delivery, and reduces wastage of paper.
Polices can post safety tips, wanted criminals and missing persons, can generate reports
and can easily search criminals case. In Gondar city police Station criminal record management
system, the users can view wanted criminals, wanted criminals and safety tips in this case
minimize cost, time and they can also access their view post information anywhere through the
system.
3.4. Requirement Specification

A project requirement is an objective that must be meet. Project requirements provide an obvious
tool for evaluating the quality of a project, because a final review should examine whether each
requirement has been met. This project is concerned in the functional requirements and non-
functional requirements
3.4.1. Functional requirement
The functional requirements describe the core tasks of the system or it is the intended behaviors
of the system. The new system of criminal record management system focus mainly those tasks,
services or functions that the system is required to perform. The project have the following main
functional requirements.
Administrator
The administrator should:
 Create users account

 View employee
 Manage users account

Police Head
 Post wanted criminals

 Post missed persons
 Assign police
 View report
 Update post wanted criminals and missed persons
 View FIR
 View nomination of wanted and miss persons nomination
 View comment
 View nomination
 Post news
Preventive Police
The preventive police should:
 Register crime
 Register criminal
 Register FIR
 View placement
 View nomination
 View wanted and missed persons
Detective Officer
 Register accuser
 Register accused
 Manage accuser and accused data

Human Resource Manager
The Human Resource Manager should:
 Register employee
 Manage employee data
Community
The Community should:
 View post wanted criminals

 View missed persons
 Send comments
 Give nomination
3.4.2. Non-functional requirements:

Nonfunctional Requirements (also known as system qualities) define system attributes such as
security, reliability, performance, maintainability, scalability, and usability. [8] They serve as
constraints or restrictions on the design of the system across the different backlogs.
 Availability: The system can function 24 hours a day and seven days a week
 Efficiency: This system must ensure allocation and use of services being requested for
the users by using minimum memory storage, cost, and time.
 Security: The user accesses the system using valid user name and password.
Unauthorized users can’t access the system.
 Error handling: When a user interacts with the system errors may occur. To control this
kind of in accuracies the system generate different user friendly messages.
 Scalability: the system adding new features and new user without any problem
 User Interface: The interface is user friendly and can properly guide the user how to use
the system and perform operations easily since every link name in the system similar to
the task performed.

3.5. System Design

The term design describes a final system and the process by which it is developed it refers to the
technical specification that will be applied in implementing the new system. It also include the
construction of program and design of output, input, code, database and process of the system
System design is the transformation of the analysis model into a system design model. Up to now
we were in the problem domain. System design is the first part to get into the solution domain in
a software development.
The main purpose of system design is to determine how the system is going to build and to
obtain the information needed to direct the actual implementation of the system. It focuses on
understanding the model how the software will be built.
3.5.1. Actor and Use Case Description
Actors: - use in the system to represent user that interact with the system
Actor Identification
1. Police Head
2. System Administrator
3. Criminal preventive police
4. Detective Officer
5. Human Resource Manager
6. Community
Police Head: - have the following activities
Assign Police to their placement

View Comment
View Nomination
Post Wanted criminals
View Criminal Report
Post updated news
Update news
Update poste wanted criminals

View FIR
System administrator: - have the following activities
Create Account
View User Account
Update and Delete User Account
View Employee
Criminal preventive police: - have the following activities
View Placement
Register Criminal
Register Crime
View Nomination
View wanted criminals
Register FIR
Detective Officer: - have the following activities
Register Accused
Register Accuser
View Accuser
View Accused
Human resource manager: - have the following activities
Register Employee
Update and Delete Employee
View Employee
Community: - have the following activities
 View wanted criminals

 Give Nomination
 Give Comment

 View news
 View missed persons
Use case identification:
Use case is an activities that accomplished by actors. Use case describes a sequence of
actions that provide a measurable value to an actor.[9] In the following table we try to list use
case id, use case name and its description
Table 3: Use Case Identification
Use case ID Use case Name Include/

Uc1 Create Account Login
Uc2 View User Account Login
Uc3 Update Account Login
Uc4 Assign Police Login
Uc5 View Employee Login
Uc6 View Comment Login
Uc7 View Nomination Login
Uc8 Post Wanted criminals Login
Uc9 View Criminal Report Login
Uc10 View Placement Login
Uc11 Register Criminal Login

Uc12 Post news Login
Uc13 Send nomination Login
Uc14 View missed persons Login
Uc15 View Criminal Login
Uc16 Register Accused Login
Uc17 Register Accuser Login
Uc18 View Report Login
Register Employee Login
Uc29
Uc20 Update employee Login

Uc21 Register FIR Login

Uc22 View Wanted Criminals -----------
Uc23 Give Nomination -----------
Uc24 View criminal report Login
Uc25 View news ----------
Uc26 Give comment -----------
Uc27 Login -----------
Uc28 Logout Login
3.5.2. UML Use Case Diagrams

A UML use case diagram shows the relationships among actors and use cases within a system.
A use case diagram is a graphic representation of the interactions among the elements of a
system.

Figure 1: Criminal record management system use case diagram
Use Case description
A use case description is a business analysis presentation of the steps defining the interactions
between a user (called an actor) and a system (usually a computer system). It details the
interactions and sets the expectations of how the user will work within the system.

Table 4: Register Employee Use Case Description
Use Case Name Register Employee

Use Case ID Uc19
Include Login
Actor Human resource manager
Description Human resource manager accepts the employee and register to the database in the
system.
Basic course of Actor action System response
Action 1. HR manager open the system 2. The System open to user page
3. HR manager click on Register 4. System displays user registration form
Employee Link 6. If the user correctly fill each required
5.Fill each individual fields field the system display “you are
and press register button Successfully registered” message
7. Use case end.
Alternative course of If the HR manager enters wrong input the system display
action “Incorrect input” and the process turn again from step 5.
Post condition Employee are legal Users of the station

Table 5: Create Account Use Case Description
Use Case Name Create Account

Use Case ID Uc1
Include Login
Actor Administrator
Description Administrator create account for already registered Employee
precondition Administrator must login and should get list of users’ information From
Registered Employee.
action 1. Administrator Login to the 2.The System open to Administrator page
system 4. System displays Create Account form
3. click on Create Account Link 6. If the entered data is valid the system
5. The Administrator fill the field display “you are Successfully create
including user name and password account” message.
then Click on Create Account
button
7. Use case end.
Alternative course of If the user enters wrong username or password, the system display invalid input
action message and process turn again from step 1.
Post condition Users can login to the system with their account

Table 6: Login Use Case Description
Use Case Name Login

Use Case ID Uc27
Include -----
Actor Police Head, Preventive Police, Detective Officer, Human Resource manager,
Administrator.
Description This use case is used to ensure security for system usage. Only legal users can
access the system.
precondition The user must have a valid user name and password from Administrator.
Action 1. the user open the system 2. The System display Home Page
3. User fill Login form and click 4. If the user fill the data correctly
login button System display users page
5. Use case end.
Alternative course of User may input wrong user name and password the system display wrong message.
action The process turn back to step 5
Post condition Users perform its own task on the system

Table 7: Register Accused Use Case Description
Use Case Name Register Accused

Use Case ID Uc16
Include Login
Actor Detective Officer
Description Detective Officer register the accused person.
precondition The Detective Officer must have a valid user name and password to view the
accused criminal.
action 1. the user login to system 2. The system display Detective Officer Page
3. Detective Officer click register 4. System displays accused registration form
accused link 5. If the user correctly fill each required
5. User Fill each individual field the system display “you are
fields and press register button Successfully registered” message
6. Use case end
Alternative course of User may input wrong data the system show incorrect message.
Post condition Logout from the system.

Table 8: Assign Police Use Case Description
Use Case Name Assign police

Use Case ID Uc4
Include Login
Actor Police Head
Description Police Head Assign police to their Placement
precondition The Police Head must have a valid user name and password to Assign police
action 1. the police head login to system 2. System directs to police head page
3. the user click Assign placement 4. The system opens list of preventive
Link polices.
5. then click Assign button 6. system display placement form
7. Fill the forms 8. If correctly filled the system display
9. Use Case end. successfully assigned message.
Alternative course of A1.Police head may input wrong user name and password the system show
action incorrect message.
The process turn back to step 1
A2. Police head may fill wrong input the system show incorrect message.
The process turn back to step 6
Post condition User’s logout from the system.

Table 9: Post Wanted criminals Use Case Description
Use Case Name Post Wanted criminals

Use Case ID Uc8
Include Login
Actor Police Head
Description Police Head post Wanted criminals on to the home page to get nomination from the
citizen.
precondition The Police Head must have a valid user name and password to post.
action 1. The police head login to system. 2. System directs to police head page.
3. The police head click on Post Wanted 4. The system displays the forms
Criminal link
5. The police head upload missing 6. The system displays “successfully
person data. posted” message.
7. Use case end.
Alternative If the user enters the wrong username or password, the system notifies “the wrong
course of action input” and process continues from step 1.
Post condition User’s logout from the system.

Table 10: Give Nomination Use Case Description
Use Case Name Give Nomination

Use Case ID Uc23
Include ---
Actor Community
Description Community give nomination
precondition The community should open the system
Action 1. Community open the system 2. The System open the page
3. Community click Give 4. System displays nomination registration
Nomination link form
5.Fill each individual fields 6. If the user correctly fill each required
and press submit button field the system display “you are
Successfully send the nomination”
7. Use case end. message
Alternative course of If they fill wrong input the system show incorrect message.
Post condition Community leave out from the system

Table 11: View Placement Use Case Description
Use Case Name View Placement

Use Case ID Uc10
Include Login
Actor Preventive Police
Description Preventive police’s see their placement
precondition Preventive police should have valid account
action 1. preventive police open the 2. The System open the page
system 4. System directs to preventive police
3. preventive police login to the page
system
5.preventive police click view 6. If there is posted placement preventive
placement link police’s see their placement
7. Use case end.
Alternative course of If the Preventive police enters wrong username and password the process turn
action again from step 3.
Post condition Preventive police leave out from the system
3.5.3. UML Activity diagram

Activity diagram is basically a flowchart to represent the flow from one activity to another
activity. The activity can be described as an operation of the system.
The control flow is drawn from one operation to another. This flow can be sequential, branched,
or concurrent. Activity diagrams deal with all type of flow control by using different elements
such as fork, join, etc.

Figure 2: Activity diagram for login page
Figure 3: Activity diagram for Administrator create account

Figure 4: Activity Diagram for Detective Officer View Accusers

Figure 5: Activity Diagram for Human Resource Manager Register Employee
3.5.4. UML Sequence Diagrams

UML sequence diagrams model the flow of logic within your system in a visual manner,
enabling you both to document and validate your logic, and are commonly used for both analysis
and design purposes. Sequence diagrams are the most popular UML artifact for dynamic
modeling, which focuses on identifying the behavior within your system.
UML Sequence Diagrams Description
 capture the interaction between objects in the context of a collaboration

 show object instances that play the roles defined in a collaboration
 show the order of the interaction visually by using the vertical axis of the diagram to
represent time what messages are sent and when
 show elements as they interact over time, showing interactions or interaction instances

Home Page Login Form User Page DataBase
User Open()
Open Login Menu

Display
Fill The Form And Click Login Button
Incorrect Input Check if invalid

Else Check Registered
If not Exist
Wrong User Name Password try again
Display
Figure 6: User login sequence diagram

System Home Page Login Form Police Head Page Post Missing Criminal
DataBase
Form
Police Head
Open()
Display()
Open Login Menu

Display
Fill Form then press login button
Check Validity
Invalid input
Check Registration
invalid
Wrong user name and password Try Again
Else
Open Post missing criminal Menu Display
Fill the Form and click Post Button

incorrect input if invalid input
Else Save
Try Again
if not saved
Display Successfully Message
Logout
Turn to home Page

Close()
Figure 7: Posts missing persons Sequence Diagram

3.5.5. UML Component Diagrams
Figure 8: Component Diagram of Criminal Record Management System
3.5.6. UML Analysis Class Diagram

Class diagrams are one of the most useful types of diagrams in UML in order to clearly map out
the structure of a particular system by modeling its classes, attributes, operations, and
relationships between objects.

Figure 9: Analysis class diagram for criminal record management system
3.5.7. UML Design Class Diagram

Class diagram in the Unified Modeling Language (UML) is a type of static structure diagram
that describes the structure of a system by showing the system's classes,
 Their attributes,
 Operations (methods)
 And the relationships among the classes.

Figure 10: Design class diagram for criminal record management system

CHAPTER FOUR
4. Implementation and Testing

This phase is turning the physical design specification into Working computer code and also
implementation, and then the code is tested until most of the errors have been detected and
corrected. There are some managerial activities in this, coding, testing, and installation.
4.1. Implementation
Interface Design
This is the design of the new system interface which includes the total layout of the main
interface of the new system.
Home page
Figure 11: Home Page
Home page for Police Head

Figure 12: Police Head Page
Preventive Police Page
Figure 13: Preventive Police Page

Criminals Registration Page
Figure 14: Criminal Registration page

View wanted criminals Page
Figure 15: View wanted criminal page
4.2. Testing Approach

Test objectives
• To check all field inputs must work properly.
• Other interfaces must be invoked from clicked buttons.
• The login screen, messages and responses must not take long time to display.
Features to be tested
• Verify that the inputs are of the correct format.
• Duplicate inputs should not be accepted.
• All the given buttons which calls other interface should call the appropriate interface page.
System Test
We used system testing on a complete system to evaluate the system's compliance with its
specified requirements.

Functional Testing
Functional test is a testing mechanism that provides all the demonstration provided in the
documentation. Functional testing focuses on the following testing items:
Valid Input: all the valid input must be accepted.
Invalid Input: all the invalid input must be rejected.
Functions: all the functions must be working.
Output: all the functions of the application must be working. Systems/Procedure: all the
interfacing systems or procedure must be working properly.
Unit testing
All the components of the system are tested individually to check is there an error on the input,
output or validation mechanism of the system by using system testing.

CHAPTER FIVE
5. Conclusion and Recommendation
5.1 Conclusion
Criminal record Management System allows police station to store crime details, victim details,
FIR Details, etc. this project allows Police station to store all the details related to the
department and use them whenever necessary. It also able to provide reports of various crimes,
and also be able to upload and view wanted criminals and updated news. The implementation of
the system in the organization will considerably reduce manual data entry, time and also provide
readily calculated reports. The system try to see what problems are in the current criminal record
management system of Gondar city police Station and develop a web based system that fix the
problems of the current system.
5.2. Recommendation
The new system that we developed involves web based criminal record that are managed
in the police station. But there are still areas that may be considered as a further and
important area to improve on, and our suggestion go thus.
 There is the need for the justice segments and prison record to be automated.
 Enable the system support SMS notification to the community via mobile
 Develop multilingual supporting system
Therefore, others who are interested to develop a new system on police criminal record
management system or other related systems can get some initial idea about the system. By
focusing on the limitation and functional areas of the system they can also develop a
better criminal record management system that automates all records managed in police station.

Reference
[1] Guba, E. G. Elements of a proposal. Paper presented at the UCEA meeting, Chapel Hill, NC.
(1961, April).
[2] Jospph Svalcita, Essential system analysis and design 2nd edition
[3] Howell, K. E. Introduction to the Philosophy of Methodology. London: Sage Publications

2013
[4] Kawai, D., & Samson, D. (2011). Development Of A Criminals Record Management
System. Information Technology for People Centered Development, 1-8.
[5] Brueghel, Bernd (2000) Object oriented Software Engineering Conquering Complex and
Changing System. Upper Saddle River: Prentic Hall.
[6] Alistair Cockburn. (2000, Feb 21).Effective use of use case (3 rd Ed.) [Online]. Available:
https://alistair.cockburn.us/get/2465. Retrieved on (2017, Jan 09).
[7] Howell, K. E. 2013 Introduction to the Philosophy of Methodology. London: Sage
Publications
[8] "About Non-Functional System Requirement Analysis," 10 May 2019. [Online]. Available:
http://www.scaledagileframework.com/nonfunctional-requirements/
[9]. “UML Use Case Diagrams," June December 2019. [Online].
Available:http://agilemodeling.com/style/useCaseDiagram.htm
[10] M. Wayne, crime Contrasting definitions and perspectives. New York, 2016, pp. 7-8.]
[11]Wikipedia, “Crime record", 2016. Available: http: //en.wikipedia.org/wiki/Criminal_record.,

Accessed: 25- Dec- 2015.
[12] Student Project, "Crime Information Management System - Student Project", 2013.[Online].
Available: http://www.studentprojectcode.com/. [Accessed: 15- may- 2019]

Appendix
Interview protocol sample questions:
1. What are the major tasks performed in the organization?
2. What are the major problems in the current system?
3. How to store criminal records?
4. What are the major officers in the station?
5. Where criminal’s information’s stored?
Sample code of login page

<!DOCTYPE html PUBLIC "-//W3C//DTD XHTML 1.0 Transitional//EN"
"http://www.w3.org/TR/xhtml1/DTD/xhtml1-transitional.dtd">
<html xmlns="http://www.w3.org/1999/xhtml">
<head>
<meta http-equiv="Content-Type" content="text/html; charset=iso-8859-1" />
<title>login database</title>
</head>
<body>
<?php
session_start();
$username=$_POST['username'];
$password=$_POST['password'];
$role=$_POST['role'];
$_SESSION['username']=$username;
if($role=="admin")
{
$con = mysql_connect("localhost","root");
mysql_select_db("crms", $con);

$sql = "select * from account where username='".$username."' and password='".$password."'

and role='Adminstrator' ";
$result = mysql_query($sql,$con);
$records = mysql_num_rows($result);
$row = mysql_fetch_array($result);
$status=$row["status"];
if ($records==0)
{
echo '<script type="text/javascript">alert("Wrong UserName or
Password");window.location=\'index.php\';</script>';
}
else if ($status!='Active'){
echo '<script type="text/javascript">alert("Account is blocked please contact the
adminstrator!");window.location=\'index.php\';</script>';
}
else
{
$_SESSION['username']=$row['username'];
header("location:Adminstrator.php");
}
mysql_close($con);
}
else if($role=="HumanResourceManager")
{
and role='HRManager' ";

if ($records==0)
{
}
}
else
{
header("location:HRmanager.php");
}
mysql_close($con);
}
else if($role=="preventivepolice")
{
and role='PreventivePolice'";

if ($records==0)
{
}
}
else
{
header("location:PreventivePolice.php");
}
mysql_close($con);
}
else if($role=="DetectiveOfficer")
{
and role='DetectiveOfficer'";

if ($records==0)
{
}
}
else
{
header("location:DetectiveOfficer.php");
}
mysql_close($con);
}
else
{
and role='PoliceHead'";

if ($records==0)
{
}
}
else
{
header("location:PoliceHead.php");
}
mysql_close($con);
}
?>
</body>
</html>

Glossary
Class Diagram: a type of static structure diagram that describe the structure of a system by
showing system classes, attribute, operation and the relationship among the class.
Component Diagram: is UML diagram depicts how components are wired together to form
larger components and or software system.
Felony: Serious Crime
Preventive Police: Are those police’s they placed on the area of preventing crime
Detective Officer: Types of police whose activity is investigating crimes
Accuser: A person who go to police station to ask someone by law
Accused: A person asked by the accuser
Nomination: An information given by anyone to the station when mi doing is happen
Wanted Criminal: A person that is lost and wanted by police
Use Case Diagram: Graphical Representation of mark full of step wise activity and action with
support for choice, iteration and concurrency.
Sequence Diagram: is a king of interaction diagram that show how process operate with one
another and in what order.

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UNIVERSITY OF GONDAR

June 30, 2019

Examining committee members’

Name of Examiner Signature date

DEPARTMENT OF INFORMATION SCIENCE I

DEPARTMENT OF INFORMATION SCIENCE II

DEPARTMENT OF INFORMATION SCIENCE III

3.2.2. Observation .............................................................................................................. 10

DEPARTMENT OF INFORMATION SCIENCE IV

TABLE 1: USE CASE IDENTIFICATION .......................................................................................... 17

DEPARTMENT OF INFORMATION SCIENCE V

FIGURE 1: CRIMINAL RECORD MANAGEMENT SYSTEM USE CASE DIAGRAM ............................................ 19

DEPARTMENT OF INFORMATION SCIENCE VI

OOSAD………..Object Oriented System Analysis and Design

DEPARTMENT OF INFORMATION SCIENCE VII

1.1. Background of the organization

DEPARTMENT OF INFORMATION SCIENCE 2

1.2. Statement of the Problem

DEPARTMENT OF INFORMATION SCIENCE 3

1.3.2. Specific objective

 To identify the problem in the current system

 To design the user interface

 Implementations of the system

 To confirm secure data flow in the station

 To develop a system that facilitates fast report generation

 To test the system

1.4. Scope of the project

1.5. Limitation of the project

1.6. Significance of the project

 Avoiding improper resource consumption like paper, pen, ledger

 Avoiding data loss because of improper data storage

DEPARTMENT OF INFORMATION SCIENCE 4

 Enhance security mechanisms to protect crime records

 Facilitates fast and efficient retrieval of data

 Provide mechanism to manage criminal records easily

 Reduce time consumption

 Simplified process for managing crime information

1.7. Feasibility study

1.7.1. Operational Feasibility

1.7.2. Economic Feasibility

DEPARTMENT OF INFORMATION SCIENCE 5

1.7.3. Technical Feasibility

DEPARTMENT OF INFORMATION SCIENCE 6

1.8. System development tools

XAMPP server To run the PHP command

Table 3.1: Software requirement

1.8.2. Hardware Requirements

Flash Disk To hold files

Laptop To do the project

Pen To Write interview responses from the organization

Note Book For taking response from the organization

Table 3.2: Hardware requirement

DEPARTMENT OF INFORMATION SCIENCE 7

2.1. Related works

DEPARTMENT OF INFORMATION SCIENCE 8

The benefits of the new system are as follows:

 Interstation communication in real time

2.2.2. Crime Information Management System

DEPARTMENT OF INFORMATION SCIENCE 9

3.1. Project approach

 Its high flexibility

3.2. Data collection methods

DEPARTMENT OF INFORMATION SCIENCE 10