University of Livingstonia

Laws campus
FACULTY OF APPLIED SCIENCES
COMPUTER ENGINEERING DEPARTMENT

MZUZU PRISON MANAGEMENT SYSTEM (MPMS)

by
PROJECT GROUP 6
FERRANTI M. SAKALA
KELVIN SANDE
TOWERA MWENELUPEMBE
GRANT CHIWELA
WONDERFUL K. MASANO

A Proposal Research Document Submitted to the Computer Engineering Department in

Partial Fulfilment of the Requirement for the Award of the Degree of Bachelor of
Science in Computer Engineering of University of Livingstonia

Abstract
Mzuzu prison records are managed and stored in hardcopy format which means, when new
inmates arrive, their data is taken and recorded in hardcopy books. This data comprises
names of inmates, their home villages, the crimes they committed and the number of years an
inmate is charged. The problem with this approach of entering and storing data in hardcopy
format is that it can easily be lost, damaged, misplaced or stolen and the records take up a lot
of space during storage. For this reason, we, Project group 6, have decided to develop a web-
based prison management system that will be used to store and manage the prison’s records.
The system will be employed in four sections of the prison: The Male section, the Female
section, the Juvenile section and the Remand section. In the Male and female sections, it will
hold personal records, the crime an inmate committed, the prison sentence and a countdown
of that sentence. For the juvenile section, it will record all the personal records as it did in the
males’ and females’ sections but in addition, the system will have a feature that keeps track
of a juvenile inmate’s age so that when they legally become an adult it can notify the
management. In the Remand section, it will record a suspect’s name, home village, and the
crime they are being accused of and will keep track of the suspect’s court schedule. This
system will help Mzuzu prison to manage its data in a secure, cost-efficient and easily
accessible manner. Storing data online will also help with the convenience of sharing data
within Malawi Prison Services. This system will be web-based for easy accessibility and
compatibility across different devices and security preferences associated with web
applications such as data protection. Development of this system will be done using HTML,
CSS and JavaScript for the user interface and PHP for the server-side development.
Contents
Abstract.................................................................................................................................................ii
1.0 Introduction...............................................................................................................................1
1.1 Background..................................................................................................................................1
1.2 Scope...........................................................................................................................................1
1.2.1 Target user............................................................................................................................1
1.2.2 Function................................................................................................................................1
1.2.3 Technology...........................................................................................................................2
1.2.4 Deliverables..........................................................................................................................2
1.3 Problem statement......................................................................................................................2
1.4 Objectives........................................................................................................................................3
1.4.1 General objective......................................................................................................................3
1.4.2 Specific objectives.....................................................................................................................3
1.5 Significance of the Mzuzu prison management system...................................................................3
Literature review...................................................................................................................................3
3.0 Methodology and project plan.........................................................................................................6
3.1 Introduction.................................................................................................................................6
3.2 Project Methodology...................................................................................................................6
3.3 Project plan..................................................................................................................................8
a. Requirements.........................................................................................................................8
b. Project Timeline.....................................................................................................................9
c. Project cost............................................................................................................................9
References...........................................................................................................................................11
1.0 Introduction
1.1 Background
Mzuzu prison is situated in the northern region of Malawi and accommodates around 900
prisoners [1]. When a new inmate arrives at Mzuzu prison their personal details, home
village, the crime(s) committed etc. are recorded in a notebook for safekeeping.

1.2 Scope
The scope will explain the boundaries of this project to develop a system for Mzuzu prison
that will enable its users to manage some of the daily activities at the prison.

1.2.1 Target user

Mzuzu prison management system is targeting the officer-in-charge at Mzuzu prison who
will be the system’s admin, and prison warders who will be the users of the system.

1.2.2 Function
The modules the prison management system will provide are:

I. Insert/Update/Delete/Search

The users will insert a new prisoner, update the data, or delete the data of the prisoner and
search for some data related to a prisoner’s details.

II. Tracker

The system will keep track of inmates’ prison sentences, the ages of juvenile inmates and
court schedules for inmates on remand.

III. Communication module

The system shall have a communication module where the users of the system can receive
and send messages to other prisons or headquarters.

IV. Data Backup and Recovery

Users can use the MPMS to create backups and recovery of data to ensure the safety of
the prison’s data.

1.2.3 Technology
List of technology that will be used in this system:
 I. This project will use HTML, CSS and JavaScript to develop the front end of the
system.
II. PHP will be used to develop the back end of MPMS.
III. MySQL will be used as a database management system.
IV. The system shall be developed using Visual Studio Code installed on a Windows 11
laptop.

1.2.4 Deliverables
The deliverable of this project will be a prison management system for Mzuzu prison that
will meet the objectives listed in this proposal. These objectives will be met by achieving the
following goals:

I. Initial study
II. Feasibility study
III. Requirement analysis
IV. Logic design
V. Physical design
VI. Coding and implementation
VII. System tests

1.3 Problem statement

Using manual data entry methods such as pen and paper leads to various challenges such as
entering inaccurate information due to human error and can be time-consuming. In addition
to that, storing data in hardcopies presents other challenges. For example, manual documents
can be easily damaged, lost, misplaced or stolen. Accidents such as fire or a natural disaster
could result in the loss of data. This data could also take up a lot of storage space in the
facility, space that could have been used for other purposes.

1.4 Objectives
1.4.1 General objective
The main objective of this project is to develop a web-based prison management system for
Mzuzu prison.

1.4.2 Specific objectives

 To analyze data and identify the system requirements
 To design Mzuzu Prison Management System
 To implement the system
  To test and validate the system

1.5 Significance of the Mzuzu prison management system

The management system will help streamline the institution’s processes by making it easier
to access and manage data collected about inmates and guards.

Another process that will be beneficial to the institution is the inmate’s court schedule and the
guard’s duty roster.

It will also provide a safe way to store data away from intrusive or unqualified personnel
through security features that will be implemented on the system and away from accidents
such as fires or natural disasters through cloud data storage.

Literature review
Prison management systems are critical in ensuring that correctional institutions operate
efficiently and effectively. In recent years, advances in technology have made it possible to
develop sophisticated prison management systems that incorporate various features such as
inmate tracking, visitor management, monitoring, reporting and communication systems.

The Role of Information Technology in Prison Management According to Masinga and

Uwizeyimana, the use of information technology (IT) improves the management of
correctional institutions, IT systems help in inmate management, facility security, and staff
scheduling. The use of electronic monitoring systems, biometric identification systems, and
video surveillance systems improve prison management. [2]

Ganesan and Mehta conducted a study to investigate the impact of prison management
systems on staff performance. The authors found that a well-designed prison management
system improves staff productivity and reduces staff workload. The study recommended the
use of computerized management systems, which automate routine tasks and reduce errors.
[3]

The use of Mobile Technologies improves prison management According to Berntzen and
Børke. The authors argue that mobile technologies can be used to track inmate movements,
schedule appointments, and facilitate communication between inmates and staff. The authors
recommend the use of mobile applications and SMS messaging systems to improve prison
management. [4]
Prison management systems are crucial for ensuring the safety and security of both inmates
and staff, as well as for effectively managing the daily operations of a correctional facility.
One of the key benefits of implementing a prison management system is that it can help to
reduce incidents of violence and misconduct within correctional facilities. According to a
study by the National Institute of Justice, the use of technology in correctional facilities has
been shown to reduce inmate-on-inmate violence, staff-on-inmate violence, and inmate-on-
staff violence (Cohen & Grol-Prokopczyk). [5]

Another important aspect of the prison management system is its ability to enhance
communication between inmates, staff, and visitors. This is particularly important for
ensuring that inmates have access to legal counsel and medical care. A study by the RAND
Corporation found that effective communication systems can improve access to legal services
and reduce the risk of lawsuits against correctional facilities (Sturges). [6]

In addition, prison management systems can help to streamline administrative tasks and
improve overall efficiency within correctional facilities. For example, a study by the National
Institute of Justice found that the use of computerized systems for tracking inmate
movements and activities can significantly reduce staff workload and improve operational
efficiency (Cohen & Grol-Prokopczyk). [5]

prison management systems can be an effective tool for improving safety and security,
enhancing communication, and streamlining operations within correctional facilities.
However, it is important for correctional facilities to carefully consider the potential benefits
and challenges associated with these systems before implementing them. There are various
prison management systems available in the market, each with its unique features and
capabilities. However, despite the benefits that these systems offer, they also face some
common problems that can impact their effectiveness in managing correctional facilities.
Here are some examples of prison management systems and their associated problems:

Offender Management Systems (OMS): OMS are designed to manage and track inmate data,
including personal information, medical records, and disciplinary records. However, one of
the common problems with OMS is data inconsistency, which can arise from inaccurate data
entry, multiple data sources, and lack of integration with other systems.

Visitation Management Systems: These systems manage and track visitors' information,
including their names, contact information, and visitation schedules. However, one of the
common problems with visitation management systems is long wait times for visitors due to
slow check-in processes and limited staffing.

Communication Systems: Communication systems allow inmates to communicate with their

families and legal counsel, as well as with correctional staff. However, one of the common
problems with communication systems is the high cost of calls and limited access to video
visitation, which can impact the mental health and well-being of inmates.

Commissary Management Systems: These systems manage and track inmate purchases of
personal items, such as toiletries, snacks, and clothing. However, one of the common
problems with commissary management systems is the limited selection of products and the
high cost of items, which can negatively impact the financial well-being of inmates.

prison management systems face various problems that can impact their effectiveness in
managing correctional facilities. These problems include data inconsistency, long wait times,
lack of standardization and interoperability, high communication costs, and limited product
selection. Correctional facilities should carefully evaluate these problems and select a system
that addresses their unique needs and overcomes these challenges.

3.0 Methodology and project plan

3.1 Introduction
This chapter will explain clearly the methodology that will be used to execute the project. It
shall help in the flow of the project. This chapter shall cover the methodology, plan, design
and project requirements.

3.2 Project Methodology

The proposed system for Mzuzu prison management shall be developed using the waterfall
methodology. The Mzuzu prison management system shall use an iterative model which is a
type of waterfall methodology. The iterative process starts with a simple implementation of a
subset of the software requirements and iteratively enhances the evolving versions until the
full system is implemented. At each iteration, design modifications are made and new
functional capabilities are added. The basic idea behind this method is to develop a system
through repeated cycles (iterations) and in smaller portions at a time. During each iteration,
the development module goes through the requirements, design, implementation and testing
phases which are explained below. Each subsequent release of the module adds a function to
the previous release. The process continues till the complete system is ready as per the
requirement. In the waterfall model, each phase has specific deliverables that help detect
errors at each stage. The following illustration is a representation of the iterative waterfall
model:

Requirements
definition

System and
software design

Implementation
and unit testing

Integr ation and

system testing

Operation and
maintenance

Figure 1: Waterfall model with iteration

In the requirements phase, all possible requirements of the system to be developed will be
captured through interviews with customers and users and documented in a requirement
specification document. These interviews will be done through one-to-one interviews. After
collecting data, the system shall use the t-distribution method to analyse data. In t
distribution, a sample of less than 30 potential users will be used. T-test shall be used in
testing to determine whether the current event process has an effect on customers and staff
members.

The next phase of the model is the system and software design phase. The system Design
shall help in specifying hardware and system requirements and shall also help in defining
overall system architecture through data flow diagrams.

After design then the next step is to do the implementation phase, with inputs from system
design, the system shall first be developed in small programs called units, which shall be
integrated into the next phase. Each unit shall be developed and tested for its functionality
which is referred to as Unit Testing. The system shall use PHP and MYSQL as the backend
of the system, and HTML and CSS as the front end the system. PHP is a server-side scripting
language that runs on a web server that shall be used to make the system’s pages dynamic.
Data will be stored in MYSQL and be able to be retrieved at any time and it also allows easy
backup. HTML and CSS shall help in defining headers, paragraphs, links, and images and
will also help to make the system unique and attractive.

After the system is implemented, the next phase is to go through integration and system
testing. All the units developed in the implementation phase shall be integrated into the
system after testing each unit. The entire system shall be tested for any faults and failures.

3.3 Project plan

This chapter will contain the plan of the system and the requirements and the bill of materials
required in the development of the events management system.

a. Requirements
Programming languages
 JavaScript shall be used to manipulate page elements to make them more engaging.
 HTML shall be used to structure a web page and its content.
 CSS, shall be used to describe the presentation of the web pages, including colours,
layout, and fonts.
 PHP shall be used to develop the backend of the MPMS
 MySQL shall be used as the database management system.

Software

 Visual studio code. This will be used to write code for the system.
 Windows 11 will be the operating system that will be used throughout the
development process
 MySQL for windows
 Microsoft office suite. This will be used for writing project proposals, PowerPoints
etc.

Hardware

 Dell laptop. Specifications include 12GB RAM, 500GB ROM and Intel processor i5
5th generation.

Other requirements
  Internet
 Data bundle

b. Project Timeline

Figure 2: Project plan

c. Project cost
In development, the system will cost approximately like the given in the table below:

Items Cots in MWK

Personal Computer 350, 000
Printing 10, 000
Airtime (data bundle) 50,000
Total 410,000
Table 1: Bill of material
References

[1] The Daily Times, "Mzuzu Prison Struggles As Inmate Numbers Rise," 19 September
2022. [Online]. Available:
https://www.africannewsagency.com/times-group-malawi/mzuzu-prison-struggles-as-
inmate-numbers-rise-f1fb5086-22be-5bfc-acdb-12a131f8fab8/. [Accessed 19 February
2022].

[2] - Berntzen, L., & Børke, H. (2020). Mobile Technologies for Prisoners: An
Exploratory Study. Journal of Information, Communication and Ethics in Society, 18(3),
290-303.

[3] - Ganesan, S., & Mehta, S. (2020). Impact of Prison Management System on Staff
Performance. Journal of Corrections Education, 71(2), 222-237.
[4]- Masinga, L., & Uwizeyimana, J. (2019). The Role of Information Technology in
Enhancing Management of Correctional Institutions in Kenya. Journal of Information
Technology and Economic Development, 10(2), 1-12.

[5]- Cohen, D., & Grol-Prokopczyk, H. (2014). The Impact of Technology on

Corrections. National Institute of Justice. https://www.ncjrs.gov/pdffiles1/nij/244684.pdf

[6] - Sturges, S. M. (2016). Improving Access to Legal Services in Correctional

Facilities: An Evaluation of the Prison Legal Assistance Project. RAND Corporation.
https://www.rand.org/pubs/research_reports/RR1276.html