Hawassa prison information management system

I. Acknowledgement
First of all we would like to express our internal and endless thanks to Almighty God who
helped in every aspects of our life and made us to being graduating student in this academic year.
Next we would like to express our deepest gratitude to Commissioner Yohaness and the
employee of Hawassa Prison who supported us honestly and kindly by giving all the information
and operation techniques of the Prison Commission and forms that the manual system is using
for its operation during the requirement gathering phases of our system. Moreover we would like
to express our heart gratitude to Mr. Yohanis Demeke.(Our project advisor), for his continues
advice and to be with us in all ups and downs of our system documentation phase. We do not
want to pass without expressing our gratitude to all our college Teachers for honestly giving their
unlimited knowledge for us in order to successfully perform the design phases of our system.
Last but not the least we would like to give our best gratitude from bottom of our heart to our
classmates, the head of department Computer Science and all staff members for showing the
ways in the presentation of our system proposal.

II. Abstract
This proposal is to make Web Based system for Hawassa prison Commission to computerize
existing system and all manual works carried out in the prison Commission. Therefore increase
the accessibility and security of prison information.

The system developed by using HTML, PHP, CSS, Java script and XAMPP (apache + mysql).
It is basically concerned with managing information in Southern Hawassa prison agency. The
main objective of this paper is to reduce the time spent and exhaustion in processing prison
information management activities. Automation is the utilization of technology to replace human
with a machine that can perform more quickly and more continuously. By automating prisoner’s
information management system documents that took up many large storage rooms can be stored
on few disks. It reduces the time to retrieve report from hours to seconds. However, the prison
system in Hawassa prison is not automated and the record officers generate report and reports
manually and the prison administrators use their experienced knowledge.

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Chapter one: (Introduction of whole project process)

1.1.Introduction

Prison information management system is software which is helpful for prisoners as well as
the prison authorities. In the current system all the activities are done manually. It is very
time consuming and costly. Automation is the utilization of technology to replace human
with a machine that can perform more quickly and more continuously. By automating
prisoner’s information management system documents that took up many large storage
rooms can be stored on few disks. It reduces the time to retrieve report from hours to
seconds. However, the prison system in Hawassa prison is not automated and the record
officers generate report and reports manually and the prison administrators use their
experienced knowledge.

1.2.Background information of the Organization

South region Prison was established in Yirgalem town Dale woreda during Emperor
AtseHailesilasse regime. The main reason of establishing this prison was to place Bandas,
the individuals who were giving information to Italy’s invaders. These prisoners were
punished using different mechanism by prison officials: inserting these guys by a very cold
water. Then after on April 1962 the prison transferred from Yirgalem to Hawassa city due to
the fact that Hawassa is the capital city of SNNPR. [Commander Yohaness and Beleguda].
The organization in general, is not following an advanced and modern technology like using
a computerized system to administer the prisoners’ detailed data. But in other area the
organization is constructing a new building that supports modern communication facilities
like: Intranet, Web based database system, health center, internet connection for creating a
good environment for prisoners as well as for the whole compound. Currently, as a region
there are 2034 prisons in SNNPR.

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1.3.Vision AND Mission of the organization

Figure 1.3:- Vision AND Mission of the organization

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1.4.Background of the project
The system initiated to work on Hawassa prison information management system because the
prison office has many problems and difficulties that cause mismanagement and unclear work in
the system. There are many problems that make users and the prison officials not to have
confidence on the registrar office. For example prisoner’s profiles and report are not processed
correctly and employees are over busy in their work because almost all tasks are done manually.
As result the system give up problems reside in the office and also to satisfy end users. In
addition as we know currently Hawassa prison information management system is investigating
the business process re-engineering (BPR) on its functional and administrative units; as a result
the registrar office was one of those units which are affected by the BPR. Depending on the BPR
the office is forced to change the overall process of its system. However the office was using
mixed manual based and stand alone computer based system to perform its tasks, the current way
of performing its tasks does not fit with the newly created system through BPR. So we are highly
motivated to automate some functions of the office Based on the newly created system through
BPR.

1.5.Statement of the problem

 Need of extra manual work
 Cannot uses data base system
 Not very much accurate in recording the prisoner’s information.
 It used to take much time to find any prisoner details
 No data security
 File system is not secured
 It takes too much time to generate report
 Difficult to manage the overall system
 Difficult to have statistical report
 Difficult to transfer prisoner’s
 inexact data Report
 Absence of real communication between the prison and the community
 Court appointment and appeal delay problem

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1.6.Team composition
Team configuration and management

The tasks and responsibilities of each member of our group can be expressed in a table form as
follows.
Team member Responsibility

Alemayehu Abayneh  Project manager

 System analyst
 System Designer
 Programmer

Fitawu Tekola and Irre Gima  System analyst

 System designer
 Secretary

Alemayehu Abayneh ,  System Designer

 programmer
Fitawu Tekola and Bizuayehu
 System analyst
 Team coordinator

Samuel Eshetu ,irre  Assistance analyst

Girma,Buzuayehu and  System designer
 Assistance manager
Alemayehu Abayneh

Table 1.1 Team configuration and management

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1.7.Objective of the project

1.7.1. General Objective

The general objective of proposed prison information management system is to make Web
Based system for Hawassa prison Commission to computerize existing system and all manual
works carried out in the prison Commission. Therefore increase the accessibility and security of
prison information.

1.7.2. Specific objective

The specific objectives of our proposed HPIMS are:
 To apply and widely use the database management system
 To improve the communication between the society and the prison
 To increase the accuracy of system functionality
 To simplify the works easy for staff workers in office
 To simplify the visitors time for visiting a certain prisoner file
 To simplify Generate Reporting Time
 To display any prisoner’s information easily as much as possible for any visitors
when needed

1.8.Feasibility Analysis

1.8.1. Operational feasibility

The new system can provide sufficient service for the commander, police commissioner, the
inspector, the prisoner’s and visitors of the system. There is a huge process in giving service in
manual processing. This implies that the commander, commissioner, inspectors and the visitors
cannot be satisfied for the service they getting from the prison office.

1.8.2. Legal and contractual Feasibility

The System is expected not to violate any regulations, rules and standards of the government
or/and the market center. We are only selecting and going to consider the services that are taking
place in the prison office and any related systems of the market center which are officially
feasible. We will ask the government to protect our system through intellectual property right.

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1.8.3. Technical feasibility
Our system is technically feasible; we use php language with the back End Xampp Server and
My SQL database, Microsoft word for writing document. Hopefully we will develop our system
successfully by using our academic knowledge. In this case this project is feasible according to
the reasons below.

The aspects of our study included the following factors.

 It must have a graphical user interface that helps employees that are not from computer
science background.
 Flexibility
 Easy to sort out and maintain.
 inherent features for security
 Efficient data retrieval and maintenance
 Operating System compatible (well matched).
 Easy to arrange
 Easy to upgrade if any new technology is available
 Easy to learn for the new users

1.8.4. Economic feasibility/Cost Benefit Analysis

Economic feasibility identifies that whether the new developing system is economically feasible,
sufficient or not. According to this, the costs and benefits associated with the proposed system
compared and the project becomes economically feasible only if tangible or intangible benefits
outweigh development costs.

 The cost to conduct a full system study.

 The cost of hardware and software for the system implementation and application being
considered.
 The benefits in the form of cost reduction.

This feasibility checks whether the system can be developed with the available funds.

Tangible Benefits work sheet

Tangible benefit worksheet

Cost reduction or avoidance 5000
Error reduction 4000
Increase speed of activity 6000

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Other 1000
Total tangible benefit 16000
Table 2.1 Tangible Benefits work sheet

Intangible benefits worksheet

Intangible benefit worksheet

More timely and more secured information
Faster decision making and time management
Information processing efficiency
Improved resource control
Table 1.3 Intangible benefits worksheet

One-time cost worksheet

One-Time cost worksheet

Development cost 20,000
New hardware 150,000
New (purchased )software 5,000
User training 5,000
Total onetime cost 180,000
Table 1.4 One-time cost worksheet

Recurring costs worksheet

Recurring costs worksheet

Application software maintenance 30,000
Incremental data storage required: estimated 2,000
cost
Incremental communication(lines, message) 5,000
Total recurring cost 37,000
Table 1. 5 Recurring costs worksheet

1.8.5. Operation (function) Feasibility

The new system can provide sufficient service for the commander, police commissioner, the
inspector, the prisoner’s and visitors of the system. There is a huge process in giving service in
manual processing. This implies that the commander, commissioner, inspectors and the visitors
cannot be satisfied for the service they getting from the prison office.
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1.8.6. Schedule Feasibility

As we planned, our project is schedule feasible. Actually, the time evaluation is the most
important consideration in the development of project. The time schedule required for the
development of this project is very important. Generally the time to be taken by this system
development is summarized by Gantt chart as the following:-

Months October November December January

no Activities 10 16 17 20 21 01 02 09 10 25 26 15 16 27 28 30

1 Literature
Review
2 Concept note
3 Data collection
4 proposal
5 Analysis
6 Sample Design

7 Documentation
8 Document
Presentation
9 Implementation Will do in the next semester
10 Testing

Table 1.6 Schedule of the projects

1.8.7. Political Feasibility

The prison information management system that we are going to design and implement should
not break the legal and political issues ratified in the constitution of the country and all other
regional constitutions of the country as whole.

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1.9.Scope and Limitation

1.9.1. Scope of the Project

The scope will explain the boundaries of this project which is in Hawassa prison authority and in
order to develop a system for users in Prisons Department in Hawassa that enables them to
manage the prisoner’s information and their management.
Our system
 Registers, manages and secures the entire prisoner’s related information from the time of
detention to the releasing time from the prison.
 Search any prisoner information from the DB by using prisoner id
 Generates the clearance form for the prisoner’s
 Forgiveness application for prisoner
 Calculates and notifies the exact releasing time for the prisoners.
 Allow visitors to keep visiting date and time to visit prisoner
 Transfers prisoner’s from one prison to another

1.9.2. Limitation of the Project

Some of the limitations that will be placed on the development of the data base includes: -

 The time allocated for the entire development and implementation of the data base is too
short, thus limiting the development of the entire feature we thought. Better result will be
achieved if the project period is increased
 Absence of enough budget limits us to fulfill all necessary materials for this system
 Our system may not be integrated to another systems developed in different programming
languages like java.
 The system will not support finger print recognizer machine

1.9.3. Organization side limitations

 The system may not be exposed to external attack even if the system that the
organization going to host this system after the development is not secured. Because it is
done for only Hawassa prison Commission.

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 Virus can attack and remove some features of our systems source code unless the system
that we going to host this system after the end is scanned for virus regularly

1.10. SIGNIFICANCE OF THE PROJECT

The Hawssa prison information Management System (HPIMS) is designed for Any
prison to replace their existing manual, paper based system.
The new system is to control the following information;
 prisoners information,
 Room availability,
 Staff and operating room schedules,
Project significant shows the benefit to the user while using this system. The target users of this
system are the prison and prisoners. This system will controlling by computerized.

In this system, all the data and record are stored in the database that can support a lot of data. It
can help the prison staff to organize the prison information management system. The prison staff
can save a lot of time while using this system because all the transaction are controlled computerizing
such as finding the prisoner’s record. Other than that, the inspector can check his schedule in this
system when his prisoner’s needs to make an appointment. These services are to be provided in an
efficient, cost effective manner,

1.11. DATA GATHERING METHODOLOGY

Registration:

 from some registered documents data and information has been filled
Questionnaires:

 The information that can be obtained through questionnaires consists of almost any data
variable
Interviews:

 Some target group and persons are being interviewed to collect the related information to
start the projects preliminary requirements.
Direct observations:

 Direct Observation through the prison had been taken place.

Reporting:

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 Information these useful to the project are being collected from the prisons reporting
manuals.
 Documents from the office

1.11.1. SOFTWARE METHODOLOGY

The software methodology followed in this project includes the object-oriented methodology
and the application system development methodologies. The description of these
methodologies is given below.

1.11.2. Development Tools

Our system will be implemented with the following software tools and technologies: Php
and MYSQL database with XAMPP server, all of which work together to help us
develop a Hawassa prison information management system.

Software tools
 Visio 2010: - This software is used for drawing the different diagrams we are going
to develop our proposed system.
 Microsoft Word 2010: -We use this software to document all necessary
documentations in the development of the proposed system.
 Notepad++ - This software is used for the implementation part of our proposed
system.
Hardware tools

 Desktop computer and laptop computers: -These computers are used to install the
above software’s and perform all necessary operations.
 At most 8 GB of USB removable disk: - This is in order to move data from one
system to another.
 Normal screen resolution (1366X768 ): - This is in order to manage the screen size
of our system to make it the same in different systems.

2. CHAPTER TWO: Description of the Existing System & the Proposed

System
2.1.Introduction of Existing System
Existing system uses manual way to perform every activity. The processes are like record
keeping system, search for prisoner information, transfer to another prison, registration
for new prisoners, report generation for prisoner’s, visitors request, clearance for the

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prisoners after they have finished their sentence and many other activates has been done
manually

2.2.New System
Our group proposed the new system with more reliable way than the existing system. The
proposed system solves all problems that are maintained previously let start with record keeping
our new system will store files in more secured and reliable way.

2.3.Players in the existing system

This manual system it uses many players to run activities of its existing system. Some of the
activities players are:-
Information management directorates
Statics and Information officers
Information officers
Annual leave officers
Document organization officers
Supportive officers
Secretaries
Runner (Messenger)
Commander
Inspector
Constable

2.4.Functions or Activities in the existing system

The current system has much functionality which are sneaks on the scope of the designed system
and which are not defined in the new system. The following functionalities are the current
system activities.
Hiring employees
Calculate and approve annual leave.
Perform evaluation or performance
Manage and check attendance (Absenteeism rate)
Organize and keep prisoner’s information (Document)
Register, Edit and Update prisoner’s information
Prepare and submit reports

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2.5.Business Rules
 The prisoner who is accused and sentenced for serious crime like:-corruption cannot ask
and request for the forgiveness application
 Prisoners cannot go out for more than 5 kilometers for some cases like death and others
social problems occurring among the community of their relatives.
 A certain Prisoner can do some business within the prison and collect money, but he can’t
hold his money more than the specified one, but he can put the money in the bank with
his own account.

2.6.Report generation in the existing system

Hawassa prison information management system generate reports when requests advent from the
bodies that demand the reports,

2.6 Figure: - Report generation in the existing system

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2.7.Forms and other documents of the existing systems

2.7 Figure: - Forms and other documents of the existing systems

2.8.Bottlenecks of the existing system

2.8.1. Performance

All the affairs request that needs response in the department takes two up to three days
and it can serve a few customers per a day otherwise there will be workload in the
department and make the system exhaustion. Also the responsible waste their time by
giving information for their customers.

2.8.2. Input and Output

The system receives more than ten affairs per a day and delivers response up to four and
below. The others will transfer to the next day work time. And it did not accept request
without the permitted time.

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2.8.3. Security and controls

Customers or employee’s personal data and other additional information can take and
missed by any time by anybody. Also they can be destroyed, updates and change as the
wish of the person who handle this documents. Generally its very risky to handle the
documents of prisoner’s securely by this system.

2.8.4. Efficiency
Generally based on the system security issues, poor performance and the affairs that it
can serves per a day it is not efficient.

2.9.Practices to be preserved

This system run paralleled with the existing system. Because if the faille happen on the new
system and up to recover its faults it uses the current system to continue the work flow without
any pause happen. Generally we use both systems parallel to run the work flow which goes
under information management system.

2.10. The proposed system

This proposed system is a system that introduces an electronic system which used to manage
resources, time, and money effectively. And it automates the current manual system by this new
easily manageable system. Generally it’s used to reduce and avoid problems which are currently
making the organization pass through many challenges.

2.11. Requirements of the Proposed System

2.11.1. Functional requirements

The functional requirement in our system is:-

 Supporting to View personal information.

 Apply for transfer request.
 Manage Requests.
 Apply prisoners to request for forgiveness.
 Search prisoner information by using prisoner id.

 Generates the clearance form for the prisoner’s.

 Creating the user and administrator accounts.
 Updating or changing prisoner information and account of the users.

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 Assign the dormitory for the new prisoners.
 View current news and events.
 Allow visitors to reserve visiting date and time to visit prisoner.
 Logging in to the system.
 Logging out from the system.
 Transfers prisoner’s from one prison to another.
 Deactivate prisoner information after they are released from the prison.
 Doing payroll for prisoner’s who is engaged in the job.
 Calculating and notifying the exact releasing time for the prisoners.
 Registering new prisoner to the system.
 Deleting the user accounts.
 Generate Report

2.11.2. Nonfunctional requirements

This section describes some of the non functional or requirements which are not functional that
the system must meet

Reliability

Availability

System Maintenance

Performance

Usability

Visibility

Performance
2.11.2.1.
Performance: The system must have a short response time that triggers on a press of a single
button. System must be able to give a response on the single press of a button to search for
prisoner’s to save prisoner’s record or add to the database, update the records as the users need
and the like.

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2.11.2.2. Efficiency
: The basic need of this system is efficiency. This record will be useful for other authorized users
instantly.

2.11.2.3. User Interface

The user shall interact with the system via a GUI interface. The interface will consist of multiple
textboxes and buttons to control the processing of the input.

2.11.2.4. Security and Access permissions

Security:-System shall provide login and passwords for all users so that only registered users can
access the system. The administrator grants the access to the users

Control:- The complete control of the project is under the hands of authorized person who has
the password to access this project and illegal access is not supposed to deal with. All the control
is under the administrator and the other members have the rights to just see the records not to
change any transaction or entry

2.11.2.5. Reliability
Prison Information Management System must be available all day for application users. The
system shall notify the user if an incorrect input is provided.

2.11.2.6. Implementation
Object oriented programming language is used for development of the application. Microsoft
Access is used as the database or as the back end of the project.

2.11.2.7. Backup and Recovery

Resources,

The proposed system needs software and hardware requirements to function.

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Hardware requirement Software requirement

Personal computer Window XP operating system

Printer SQL server 2000

Flash disk , CD Microsoft Visual Studio 2008

Paper , Pen , Internet Explorer and Mozilla Browser

Table:1Hardware and software requirement

2.11.2.8. Usability,
The software will be easy to learn and operate; Dormitory Information Management System
(DIMS) will be easy to navigate by using clear words, menus and drop-down lists. The user
interface will be kept as simple as possible so that the simple flow of the whole system is
understood. We plan to provide a user manual to the users so that they are aware what the
software provides.

2.11.2.9. Backup and Recovery

When some errors happens on the system it’s easy to handle, maintain and recover the system
easily without losses of recorded information , also when extreme conditions happens on the
system it has backup server to handle data losses.

3. Chapter Three: System Analysis & Modeling

3.1.Introduction
System analysis is the part of the system development life cycle in which you determine how the
current information system and asses what user would like to sees in next system. One part of
this phase is requirement definition (determination). Techniques used in requirement
determination have evolved overtime to become more structured. The requirement definition can
be gained from different information gathering methods described in the first chapter of this
document. To develop the system the I choose object oriented approach and use a fully object
oriented programming language, BV6 and system design and analysis done with object oriented

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Scheme, use case modeling, sequence diagram, activity diagram and class diagram. This chapter
describes about the overall requirement for developing license examination system for
information management office.

Generally this chapter deals about the specific requirements, different diagram and use cases.

3.2.Use case diagram

Figure 3.2. Use case Diagram of HPIMS

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3.3.Use case Documentation.

3.3.1. Description of viewing personal information use case.
Use case number USC1
Use case name View personal information

Actor Prisoner

Include Login

Extend ---------
Description: View personal information details

Precondition Prisoner should login to the system user name and password.

Basic course of action

User action System response
1. The DoAuthentication
2. The prisoner clicks on Controller loads the prisoner’s
view personal information home page.

3. The DoViewController
4.End use case displays personal information
of the prisoner

Table 3.3.1 Description of viewing personal information

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3.3.2. Description of Apply for transfer request use case.
Use case number USC2
Use case name Apply for transfer request

Actor Prisoner
Include Login
Extend --------
Description: The prisoner send transfer request for Police commissioner/Inspector

Precondition Prisoner should login to the system with his user name and password.

Basic course of
action User action System response
1. The DoAuthentication Controller
opens the prisoner’s home page.
2. The prisoner click on transfer
Request link
3. TheDoReceive controller will
display transfer form that contain
the following :-
4.The prisoner will fill the form o Prisoner Id
o Transfer case selection
o Parent
8.End use case o Advance education
o Court case
o Health problem
o Year of Punishment

5.TheDoReceive controller validate

will check the filled form

6. The Model will send the request

to police officer.
7.The Model will display
successful message
Alternative course of 5.1. If the form is not filled with correct data’s the system will loopback
action to step 4 and messaged the prisoner what type of error has been
occurred.
Table 3.3.2 Description of apply for transfer request use case

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3.3.3. Description of Receive transfer request use case

Use case number USC3

Use case name Receive transfer request

Actor police commissioner

Include Login
Extend -------
Description: commissioner receive the transfer request which comes from
the prisoner
Precondition Commissioner should login to the system with their own
usernames and password.

Basic course of action

User action System response
1. The DoAuthentication
controller opens the user’s
2. The commissioner clicks on home page.
Transfer request link

4. The commissioner check the 3.The DoApprove controller

check box either allow the will display all requests by
request or denied the request prisoners

5. The Request Model will

6. End use case automatically send
response.

Table 3.3.3 Description of receive transfer request use case

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3.3.4. Description of Apply forgive request use case
Use case number USC4
Use case name Apply forgive request

Actor Prisoner
Include Login
Extend --------
Description: The prisoner request for police commissioner

Precondition Prisoner should login to the system user name and password.

Basic course of action

User action System response
1. The DoAuthentication
2. The prisoner click on controller opens the prisoner’s
forgiveness Request link. home page.

3.The DoDisplays controller

the comment box

4.The user types comment 5.The Receive Model sends

for forgiveness the request to police
commissioner
6.The use case ends

Table 3.3.4 Description of apply for forgive request

3.3.5. Description of Searching prisoner information use case

Use case number USC5
Use case name Search prisoner information

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Actor Inspector(commander),Police commissioner
Include Login
Extend -------
Description: Search prisoner’s information details by using their id number.

Precondition Inspector and commissioner should login to the system with the user
name and password.

Basic course of action

User action System response
1. The DoAuthentication controller
opens the user’s home page.
2. The user clicks on Search link
3. The DoSearch controller will
4. The User types the prisoner id display text box to type search id
number.
5. The DoSearch controller will
search for prisoner with provided
information.

6.The Prisoner model displays

required prisoner information

7..End use case

Alternative course of 5.1 If the searched result is not matched the system will loop back the
action user to step 4 and messaged that it couldn’t found searched result.

Table 3.3.5 Description of search for prisoner information

3.3.6. Description of Generating clearance use case

Use case number USC6
Use case name Generate clearance for prisoners

Actor System, Inspector

Include Login

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Extend ---------
Description: Generate clearance for prisoners after the end of their sentence.

Precondition Inspector should login to the system with the user name and the
password.
Basic course of action
User action System response

1. The DoAuthentication opens

the Inspector home page.
2. Inspector clicks the generate
clearance link. 3. The DoGenerate controller
display report form that contain
4. The Inspector fill the form the following :-
o Release clearance form
o For whom the report is
7.End use case
prepares

5.The DoGenerate controller

validate the filled form

6. The Clearance generates the

clearance to the selected user.

Alternative course of 5.1. If the filled data’s are incorrect the system displays error
action message and point were the error is occurred.

Table 3.3.6 Description of generate clearance for prisoners

3.3.7. Description of Creating user or account use case

Use case number USC7
Use case name Create user account

Actor System administrator

Include Login
Extend ---------
Description: Creating user for the system

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Precondition System administrator should have LAN connection, and they should
login to the system
Basic course of
action User action System response
2. The system admin clicks the 1. The DoAuthentication controller
create user button. opens the system administrator’s
home page.
4.The system administrator
selects from the drop down list 3.The DoCreate controller displays
the drop down list to select the user
6. The system admin fills the o Prisoner
form. o Inspector
o Commissioner
10. End use case
o Administrator

5. The DoCreate controller will

display user registration form that
contain the user information

7. The DoCreate controller will

check the filled form.

8. The Users model will create the

user

9. The Users model will display

successful message.
Alternative course of 7.1 If the form is not filled correctly go back to step 6
action

Table 3.3.7 Description of creating user account

3.3.8. Description of Updating account and prisoner use case

Use case number USC8
Use case name Update an Account and prisoner information.

Actor System administrator,

Include Login
Extend Search Prisoner
Description: Changing or updating an account and prisoner whenever the user wants to change
due to many problems.

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Precondition System admin should login to the system with their usernames and passwords.

Basic course of
action User action System response
1. DoAuthentication controller
loads the user’s home page.
2. User clicks on update button.
3. The DoUpdate controller displays
4.The user will fill the form form that contain the following :-
o Previous user name
o Previous Pass word
o New user name
o New password
o Confirm password

5.The Do Update controller check the

filled form

6.The Do Update controller changes the

user account.

7.The Prisoner Model display

successful message

8.End use case

Alternative course 6.1 If the form is not filled with correct data’s the system will loopback to step 4 and
of action messaged the user what type of error has been
Occurred.
Table 3.3.8 Description of updating account and prisoner information

3.3.9. Description of Assigning dormitory for prisoners use case

Use case number USC9

Use case name Assign dormitory for new Prisoner

Actor System

Include -------

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Extend -------

Description: Assigning dormitory for new Prisoner

Precondition Inspector should login to the system user name and password.

Basic course of action

User action System response
1. The Do Authenticate controller
2. The Inspector Register opens the Inspector’s home page.
prisoner as explained in
registering new user use 3. The Dormitory Model displays
case successful message

4.End use case

Table 3.3.9 Description of Assigning dormitory for prisoners

3.3.10. Description of viewing news and events use case

Use case number USC10
Use case name View news and events

Actor Visitor, Inspector and commissioner.

Description: Visitor can view available visiting time and date

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Precondition Visitor should click on the link in the system

Basic course of action

User action System response
1. The visitor opens the home
page. 3. The controller will display
` news and events
2. The visitor click on visitor’s
schedule.

4.end use case

Table 3.3.10 Description of viewing news and events

3.3.11. Description of reserving visiting date and time use case

Use case number USC11
Use case name Reserve visiting date and time

Actor Visitor
Description: Reserve visiting date and time online when the visitors need.
Precondition Visitors should have internet connection.
Basic course of
action User action System response
1. The visitor opens the visitor’s
home page.

2. The visitor clicks on Reserve 3. The DoReserve controller will

button display an available date and time
form which contain the
4. The visitor fills the form following :-
o Prisoner name
5.The visitor clicks on reserve o Date of Visiting
button o Time of Visiting
o
1. End use case 6.The DoReserve controller will

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validate the filled form

7.The Schedule model will

displays successful reservation
message
Alternative course of 6.1. If the form is not filled correctly go back to step 4 of basic course
action of action.

Table 3.3.11 Description of reserving visiting days and time

3.3.12. Description of Login use case

Use case number USC12
Use case name Login

Actor System administrator, commissioner, prisoners and Inspector

Include -------
Extend Logout
Description: Logging in to the system

Precondition System administrator, police commissioner, prisoner and Inspector

should have log in to the system with the user name and passwords.

Basic course of
action User action System response
1. The User opens the page. 2. The DoAuthentication
controller will display login
3. The User fills the login form. form that contain the
following :-
4. The user clicks on Login button. o User name
o Password
8.end use case

5.The DoLogin controller will

validate the username and

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password is correct

6. The DoLogin controller logs

the users.

7.The Account model displays

welcome message
Alternative course 5.1 If the form is not filled correctly the system display error message
of action and go back to step 3 and warn the user.

Table 3.3.12 Description of login use case

3.3.13. Description of Logout use case

Use case number USC13

Use case name Logout

Actor System administrator, police commissioner, prisoners And

inspector.

Description: Logout and back to the login page.

Precondition System administrator, police commissioner, prisoners

and Inspector should be on their home page to logout

Basic course of action. User action System response

1. The user click logout 2. The DoLogout controller will

button. return to the login page.
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3.end use case

Table 3.3.13 Description of logout use case

3.3.14. Description of Manage request use case

Use case number USC14
Use case name Manage requests

Actor Police commissioner

Description: Approving the request that comes from Prisoners

Precondition Police commission should have LAN connection, and Police commission
should login to the system.

Basic course of
action User action System response
1. The DoAuthentication
controller opens the Police
2. The Police commission clicks on commission‘s home page.
Request link.
3. The DoReceive controller will
display all requests that contain
the following parameters:-
5.The Police commission will select
o Sent date
from selection
o Sender Information
o Request Type

6.The Police commission click on

4.The DoReceive controller will
OK button
display selection buttons that
contain
9.End use case
o Approve Request

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o Transfer Request
o Neglect Request
7. The Model will send the response.
8.The Request model will display
successful message
Table 3.3.14 Description of manage request use case

3.3.15. Description of transfer prisoner use case

Use case number USC15
Use case name Transfer prisoner

Actor Inspector
Include Login
Extend -------
Description: Transferring prisoner from one prison to another

Precondition Inspector should have LAN connection, and Inspector should login to the
system with the user name and password.
Basic course of
action User action System response
1. The DoAuthentication
controller opens the Inspectors
2. The Inspector clicks on Request home page.
link
3. The DoTransfer controller will
display all requests that contain
the following parameters:-
5.The Police commissioner will
o Sent date
select Transfer
o Sender Information
Request from
o Request Type
selection button

4.The DoTransfer controller will

display selection buttons that
6.The Police commission click on
contain
OK button

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o Approve Request
9.End use case o Transfer Request
o Neglect Request

7. The Request model will transfer

the prisoner to the requested
transfer prison

8.The Request model will display

successful message
Alternative course 4.1 If the Commissioner does not
of action. select from the transfer request, the
system roles back to step 5.

Table 3.3.15 Description of transfer prisoner use case

3.3.16. Description of deactivating prisoner use case

Use case number USC16
Use case name Deactivate Prisoner information

Actor Administrator
Include Login
Extend Search Prisoner
Description: Deactivating Prisoner information details

Precondition Administrator should have LAN connection, and Inspector

(commander) should login to the system with the username and
password.

Basic course of action

User action System response
1. The DoAuthentication controller
2. The Administrator clicks on administrator’s home page.
Deactivate button
3.The DoReactivate controller
4. The administrator will type will display text box to type
the prisoner id Prisoners Id in combo box
5. The administrator will click
on search button. 6.The DoDeactivate controller

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will search the prisoner id
7.The user will click on delete
button 8. The Dodeactivate controller will
10.End use case deactivate selected prisoner
information.

9. The Users model will display

successful message

Alternative course of 9.1if the system doesn’t delete selected result the system will pop out
action message that the prisoner have reason it to delete and loopback to
step 4

Table 3.3.16 Description of deactivating prisoner use case

3.3.17. Description of calculating releasing day for prisoner use case

Use case number USC18
Use case name Calculate releasing day

Actor Inspector
Include Login
Extend ---------
Description: Calculate the exact releasing day for the prisoners

Precondition Inspector should have log in to the system with the user name and
passwords.

Basic course of
action User action System response
1.The DoAuthentication opens
2. The Inspector clicks on Calculate the home page of the Inspector
release button.
3.The DoCalculate controller
4. The Inspector fills the form. will display form that contain the
following :-
5. The Inspector clicks on Calculate o Prisoner Id
button. o Day of arrested
6. The DoCalculate controller
9.end use case will check if the filled form is
correct or not.

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7. The DoCalculate controller
calculates releasing day for
prisoner and displays the time of
release

8. The Model displays the

success message.

Alternative course 6.1 If the form is not filled correctly the system display error message and
of action go back to step 4 and warn the user.

Table 3.3.17 description of calculating releasing day use case

3.3.18. Description of registering prisoner use case

Use case number USC19

Use case name Register prisoner information

Actor Inspector

Include Login

Extend -------
Description: Register prisoner information details

Precondition Inspector should have LAN connection, and they should login to the system.

Basic course of
action User action System response
1. The DoAuthentication controller opens
the user’s home page.
2.The user clicks on Register
prisoner 3.The DoRegister controller will display
registration form

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4. The User fills registration 5.The DoRegister controller will check the
form filled form

8.End use case 6. The Model will save the form on database
7.The Model will display successful register
message
Alternative course 5.1. If the form is not filled correctly go back to step 4
of action
Table 3.3.18 Description of registering prisoner use case

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3.3.19. Description of generating report use case

Use case number USC20

Use case name Generate Report

Actor Inspector and Administrator

Include Login
Extend ---------

Description: Generate report on their tasks

Precondition Inspector and Administrator should login to the system with

the user name and the password.

Basic course of action

User action System response

1. The DoAuthentication
opens the Inspector home
2. Inspector and page.
Administrator clicks the
generate Report link. 3. The DoGenerate controller
display report form
4. The Inspector and
Administrator fill the form 5.The DoGenerate controller
validate the filled form

7.End use case 6. The Report model generates

the report to the
Commissioner.

Alternative course of 5.1. If the filled data’s are incorrect the system displays error
action message and point to step 4.

Table 3.3.19 Description of generating report use case

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3.4.Sequence Diagrams

3.4.1. Sequence Diagram of Login and Logout HPIMS.

Figure 3.4.1 Sequence diagrams of Login and logout

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3.4.2. Sequence diagram of calculate Releasing Day HPIMS.

Figure 3.42. Sequence diagram of calculate releasing day

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3.4.3. Sequence Diagram of Register and Assign dormitory for new Prisoner’s
HPIMS.

Figure 3.4.3 Sequence diagram of registering prisoner and assigning dormitory

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3.4.4. Sequence Diagram of Updating Account and Prisoner’s HPIMS.

Figure 3.4.4 Sequence diagram of updating account and prisoner information

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3.4.5. Sequence Diagram of View Schedule and Reserve Schedule HPIMS.

Figure 3.4.5 Sequence diagram of view and reserve schedule

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3.4.6. Sequence Diagram of Deactivating Account and Prisoner’s HPIMS.

Figure 3.4.6 Sequence diagrams of deactivating prisoner and deleting account

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3.4.7. Sequence diagram of updating prisoners

Figure 3.4.7 Sequence diagram of update prisoner

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3.4.8. Sequence Diagram of Viewing personal information HPIMS.

Figure 3.4.8 Sequence diagram of viewing personal information

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3.4.9. Sequence Diagram of Approving Transfer and Forgive Request of
HPIMS.

Figure3.4.9Sequence diagram of approving transfer and forgiveness request

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3.4.10. Sequence Diagram of Receiving Transfer and Forgive Request of

HPIMS.

Figure 3.3.10 Sequence diagram of receiving prisoner requests

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3.4.11. Sequence Diagram of Transferring Prisoner’s HPIMS.

Figure 3.4.11 Sequence diagram of transferring prisoner

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3.4.12. Sequence Diagram of Creating User Accounts HPIMS.

Figure 3.4.12 Sequence diagram of creating user

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3.4.13. Sequence Diagram of Searching Prisoner’s HPIMS.

Figure 3.4.13 Sequence diagram of searching prisoner

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3.4.14. Sequence Diagram of Generating Clearance for Prisoner’s HPIMS.

Figure 3.4.14 Sequence diagram of generating clearance for prisoners

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3.4.15. Sequence Diagram of Generating Report for Commissioner

HPIMS.

Figure 3.4.15 Sequence diagram of generating report

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3.5.Activity Diagrams

3.5.1. Activity diagram of creating user

Figure 3.5.1 Activity diagram of creating user

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3.5.2. Activity Diagram of deleting User

Figure 3.5.2 Activity diagram of deleting user

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3.5.3. Activity diagram of Updating Account

Figure 3.5.3 Activity diagram of updating account

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3.5.4. Activity diagram of Search prisoner

Figure 3.5.4 Activity diagram of searching prisoner

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3.5.5. Activity diagram of transfer prisoner

Figure 3.5.5 Activity diagram of transferring prisoner

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3.5.6. Activity diagram of Approve Requests

Figure 3.5.6 Activity diagram of approving prisoner requests

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3.5.7. Activity diagram of receiving prisoner requests

Figure 3.5.7 Activity diagram of receiving prisoner requests

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3.5.8. Activity diagram of updating Account and prisoner

Figure 3.5.8 Activity diagram of updating account and prisoner

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3.5.9. Activity diagram of Registering prisoner and Assign Dormitory

Figure 3.5.9 Activity diagrams of registering prisoner and assigning dormitory

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3.5.10. Activity diagram of Generating Clearance for prisoners

Figure 3.5.10 Activity diagram of generating clearance for prisoners

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3.5.11. Activity diagram of Calculate Releasing Day for prisoners

Figure 3.5.11 Activity diagram of calculating releasing day for prisoners

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3.5.12. Activity Diagram of user’s login and logout

Figure 3.5.12 Activity diagram of user’s login and logout

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3.5.13. Activity Diagram of viewing and reserving Schedule

Figure 3.5.13 Activity diagram of viewing and reserving schedule

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3.5.14. Activity Diagram of Deactivating Prisoner

Figure 3.5.14 Activity diagram of deactivating prisoner

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3.5.15. Activity Diagram of viewing personal information

Figure 3.5.15 Activity diagram of viewing personal information

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3.5.16. Activity diagram of generating report

Figure 3.5.16 Activity Diagram of generating report

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3.6.Key abstraction with Class Responsibility Collaboration (CRC) analysis

Figure 3.6 Key abstractions with class responsibility collaborations (CRC) diagram

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3.7.Analysis level Class diagram

Figure 3.7 Conceptual modeling: class diagram

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3.8.The Future change cases of HPIMS
There are a lot of change cases that can be added or modified in HPIMS in the future time
modifications as much as possible when the technology improvement occurs. Some of this
change cases are: -

Generally these change cases can be modified in the Hawassa prison information management
system for the future time in connection with technology improvements. Potentially these change
cases can improve all the working conditions and functionality areas of the system for both the
prisoners, employees and the community of the country

3.9.User Interface Prototyping

Figure 3.9 User interface prototyping

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4. Chapter 4:System Design
4.1.Introduction
In the previous chapter the system identified the functional and non-functional requirements of
the system and produced the analysis model. The following are discussed in this chapter: design
goals, system architecture, system decomposition, deployment and database design.

Generally in this phase the following concept will be discussed in detail.

 Design goal :- describe the quality of the system

 Software architecture:- describe the sub system decomposition in term of sub system
responsibilities, dependency among sub system
 Access control :- object design ,database design ,interface design included

During the Design Phase, the system is designed to satisfy the requirements identified in the
previous phases.
The requirements identified in the Requirements Analysis Phase are transformed into a System
Design phases this is in turn transformed into implementation and testing phases.

4.2.Objectives of design goals

 Transformation of all requirements into detailed specifications covering all aspects of the
system
 Assessment and planning for security risks
 Approval to progress to the Development Phase
 Opening the ways for implementation phases
 Simplifying and reducing complexity of implementation phases

4.3.Current software architecture

Actually, the current software architecture that the system uses are: -

 Microsoft word

 Microsoft Excel

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4.4.Proposed software architecture

The proposed software architectures of HPIMS are the followings.

 Browsers:- These include Mozilla Firefox, Google Chrome, Opera Mini, Internet
Explorer, Netscape browser and some others browsers.

 MySQL Database and XAMPP Server

 Microsoft word and Microsoft Excel

4.5.Hardware/Software mapping
SQL server 2008: this is the database software that we will use to store all the information
required to keep the web site running. Everything from the user details to product information
and a host of other things will be stored in the MySQL database.

Software

Software at server side:

My SQL server 2008
Linux
Windows server 2008
Software at clients’ side:
Ms-Internet Explorer
Mozilla Firefox
Google Chrome
Opera
Hardware

The system will use the following hardware:

Min. RAM
Intel® Core™2 Duo CPU
40 GB Min. HDD

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4.6.Subsystem decomposition diagram

Figure 4.6 Sub system decomposition diagram

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4.7.Class Collaboration Diagrams

4.7.1. Class collaboration diagram of registering and assigning dormitory

Figure 4.7.1 Collaboration diagram of registering and assigning dormitory

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4.7.2. Collaboration Diagram of Approving Prisoners Request

Figure 4.7.2 Collaboration diagram of Approving prisoner requests

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4.7.3. Collaboration Diagram of Creating User Accounts

Figure 4.7.2 collaboration diagram of creating user accounts

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4.7.4. Collaboration Diagram of viewing personal information

Figure 4.7.4 Collaboration diagram of viewing personal information

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4.7.5. Collaboration Diagram of Generating Reports

Figure 4.7.5 Collaboration diagram of generating report

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4.7.6. Collaboration Diagram of doing payroll for prisoner’s salary

Figure 4.7.6 Collaboration diagram of doing payroll for prisoners

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4.8.Design Class Diagram

Figure 4.8 Design class diagrams

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4.9.State chart Diagrams

4.9.1. Registering and Assigning dormitory for prisoners HPIMS.

Figure 4.9.1 State chart diagram of registering and assigning dormitory for prisoners

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4.9.2. State chart Diagram of creating user account

Figure 4.9.2 State chart of creating user account

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4.9.3. State chart diagram of Generating report HPIMS

Figure 4.9.3 State chart diagram of generating report

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4.9.4. State chart diagram of approving transfer request and transferring
prisoners

Figure 4.9.4 State chart diagram of approving prisoner requests

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4.10. Layering class model

Figure 4.10 Layering class diagrams

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4.11. Deployment diagram of HPIMS

Figure 4.11 Deployment Diagrams

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4.12. User interface design

4.12.1. Sample for home page of HPIMS

Figure 4.12.1 Home page of HPIMS

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4.12.2. Sample Users login page, HPIMS

Figure 4.12.2 SampleUsers login page, HPIMS

4.12.3. Administrator Page of HPIMS

Figure 4.12.3 Administrator Page of HPIMS

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4.12.4. Create New User Account

Figure 4.12.4 Create New User Account

4.12.5. Update User Account

Figure 4.12.5 Update User Account

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4.12.6. Commissioner Page of HPIMS

Figure 4.12.6 Commissioner Page of HPIMS

4.12.7. Approving Request Form

Figure 4.12.7 Approving Request Form

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4.12.8. Inspector Pages of HPIMS

Figure 4.12.8 Inspector Pages of HPIMS

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4.12.9. Create New Prisoner Register

Figure 4.12.9 Create New Prisoner Register

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4.12.10. Prisoner Page of HPIMS

Figure 4.12.10 Prisoner Page of HPIMS

4.12.11. Forgiveness Request

Figure 4.12.11 Forgiveness Request

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4.12.12. Type of Request

Figure 4.12.12Type of Request

5. CHAPTER FIVE: TESTING AND MAINTENANCE

5.1.Introduction

Testing a code and other artefacts as we go along the development of the system help us to
acquire the following advantage:

 It improves the quality of the software

 It reduces the cost of the testing phases
 It shows the programmers that they are making real progress
 It reduces the number of faults that are linked to the program during the testing phase.
 It helps programmers to reorganize their code, for style performance reasons, without
breaking anything that has already written.

5.2.Testing

Several factors contribute to the importance of making testing a high priority of any software
development effort. These include:

 Reducing the cost of developing the program.

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 Ensuring that your application behaves exactly as you explain to the user.
 Reducing the total cost of ownership.

5.2.1. Unit testing

Unit testing deals with testing a unit as a whole. It is also referred to as function or module
testing because it would test the interaction of many functions but confine the test within one
unit.

For example, if you have two units and decide it would be more cost effective to glue them
together and initially test them as an integrated unit, an error could occur in a variety of places:

 Is the error due to a defect in unit 1?

 Is the error due to a defect in unit 2?
 Is the error due to defects in both units?
 Is the error due to a defect in the interface between the units?
 Is the error due to a defect in the test?

According to this unit testing, Hawassa Prison Information Management System operates all of
its operations as we had analyzed and anticipated.

5.2.2. Integration Testing

Integration testing is the activity of software testing in which individual software modules are
combined and tested as a group. It occurs after unit testing and before acceptance testing.
Integration testing can be done in a variety of ways but the following are three common
strategies:

 The top-down approach to integration testing requires the highest-level modules be test
and integrated first.
 The bottom-up approach requires the lowest-level units be tested and integrated first.
 The third approach, sometimes referred to as the umbrella approach, requires testing
along functional data and control-flow paths.

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5.2.3. Acceptance Testing:

In acceptance testing the customers provides the input data to validate the system operation. It is
also known as functional testing, black-box testing, release acceptance, QA testing, application
testing, confidence testing, final testing, validation testing, or factory acceptance testing.

5.3.Maintenance
Maintenance issues are the prior issues that should be taken in to consideration during
development of a particular system. So, we put some alternatives for the maintenance techniques
whenever unexpected error occurs in the system. The system is technically feasible with the new
technologies to maintain and integrate important features that will be done in the Hawassa prison
commission.

5.4.User manual preparation

Since the system is web based everything important for the user will be explained and
implemented while giving short training after the system is deployed.

5.4.1. Training
During the deployment of the system, the project group members will give short time training
for the system administrators explaining how the system works and in what way they can
manage their system.

5.4.2. Installation
Since the project is a web based System, there is no need to install it on a particular machine
rather it will be hosted on a server.

5.4.3. Start-up Strategy

Once the system is hosted, by typing the Uniform Resource Locater (URL) of the Hawassa
Prison Information Management System (HPIMS) on the browser the user can start (use) the
application by logging into the system with the correct account if he or she is Administrator,
Commissioner, Inspector and Prisoner logging into the System can manage account.

5.5.Budget

The budget I use to develop this project is only depending on the requirement needed for the
project even though difficult to determine the budget to complete the project we are going to
utilize the following resource.

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No Material /equipment Unit price quantity Cost( birr)

1 Paper in rim 140 birr 1 140

2 Pen 5birr 5 25

3 Transport of taxi 10 birr 10 days 100

4 Printing 1birr 150 150

PHP & Database Software 100 2 200

Server 100 2 200

Computer or PC 4500 3 13500

Flash or CD-ROM 180 5 900

Internet 10 9 hours 90

Total 15305

5.6.Conclusion

In this project, we try to automate the manual processing of prisoner’s information management
system, such as, Registers, manage and secure the entire prisoner’s related information from the
time of detention to the releasing time from the prison. updating, deleting, searching and report
generating of records depending on the interests of the users.

This project also enhances and speeds up the working process of the prison service by saving
time, money and labor force of the prison. As it tried to show all of the procedures of the entire
project step by step the result of the project seems successful, but the success of the software
project is inspected in work environment after implementation.

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5.7.References

 Prison Management System, http://www.powershow.com/view/15e0bc-

MTExN/Prison_Management_System_PRISMS_flash_ppt_presentation, accessed on October
21 , 2010
 Internet Society, Award Document, www.csi-sigegov.org/ppts2/PRISMS.ppt, accessed
on October 21 , 2010
 International Journal of Business and Administration Research Review, by Dr.s.Ganesan,
vol.1, issue.6, july-sept,2014, ISSN-2348-0653, p.147.(July 6,2017)
 Computer science research project proposal outline/description by John Q. researcher(Sept
10,2017)
 Mini –projects Development in computer science-students use of organization tools
Informatics in education 2005 vol. 4 No. 2, 307-319 by Zahava Scherz and Bruria Haber
man(Nov 2, 2017)
 The Organization’s document

Figure 4.7.1 Forgiveness Request

Industrial project one Page 101

Hawassa prison information management system

Industrial project one Page 102