Zamboanga Peninsula Polytechnic State University

College of Information Computing Science

RT Lim Boulevard, Zamboanga City

In Partial Fulfillment of the

Requirements in CSPC 101 Software Engineering 1

“Gov. Lim Avenue, Zamboanga Police Station 11 Prisoners Case Management System”

Submitted by:

Sanguenza, Rey Heart Iga.

Mediamar, Irish Leann T.

Atillano, Bethlyn S.

Peñaflor, Angel M.

Jailani, Saira S.

Submitted to:

Minah P. Quiñal

November 28, 2023

 Table of Contents

Chapter I: Overview of the System..............................................................................................1

1.1 Introduction............................................................................................................................1

1.2 Background of the Study........................................................................................................2

1.3 Statement of the Problem.......................................................................................................3

1.4 Functional Requirements.......................................................................................................5

1.5 Non-functional Requirements................................................................................................7

1.6 Project Constraints.................................................................................................................9

1.7 System Constrains................................................................................................................11

Chapter II: The Company..........................................................................................................12

2.1 Company Name....................................................................................................................12

2.2 Company Description..........................................................................................................12

2.3 Company Logo with Description.........................................................................................13

2.6 Company Policies and Guidelines.......................................................................................15

2.7 Contract Policies..................................................................................................................16

2.8 Organizational Structures.....................................................................................................18

2.9 Team Structures...................................................................................................................19

2.10 Individual and Group Assessments....................................................................................20

 Chapter I: Overview of the System
1.1 Introduction

When police stations do not have a strong Prison Case Management system, it greatly
hinders their ability to be accountable and efficient as a whole. Disorganization, administrative
errors, and even breaches of prisoners' rights are possible outcomes of an ad informal approach
to handling jailed individuals. To keep correct records, monitor the situation of inmates, and
guarantee processing that is both timely and lawful, a specialized Prisoners Case Management
System is necessary. Overcrowding in prisons slowed court procedures, and trouble-tracking
rehabilitation programs are all possible outcomes of not having such a system in place. More
importantly for the welfare of prisoners and the efficiency of the criminal justice system, poor
case management increases the likelihood of mistakes, misunderstandings, and insufficient
supervision.

The implementation of a Prisoners Case Management System within a police station

holds significant importance in facilitating the efficient and lawful execution of justice. The
aforementioned technology optimizes the procedure of inmate administration, guaranteeing
precise documentation, effective operational processes, and adherence to legal regulations. A
properly structured Prisoners Case Management System enables the methodical monitoring of
incarcerated individuals, overseeing their confinement, legal proceedings, and attempts towards
rehabilitation. The utilization of this system facilitates improved communication among law
enforcement agencies, judicial authorities, and correctional facilities, thereby mitigating the
potential for errors, delays, and procedural oversights.

A Prisoners Case Management System is crucial for the smooth operation of the criminal
justice system. It serves as a centralized hub for managing and organizing information related to
incarcerated individuals, ensuring accurate record-keeping and compliance with legal
requirements. The system facilitates efficient communication between stakeholders, including
law enforcement, judicial authorities, and correctional facilities, streamlining processes like
inmate transfers and parole considerations. It also enhances security within correctional facilities
by providing real-time monitoring of inmate movements, ensuring the safety of inmates and

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staff. The system aids in tracking rehabilitation efforts, enabling a more structured and
individualized approach to inmate care. Furthermore, the system plays a role in enhancing the
general safety and security of both incarcerated individuals and personnel, thereby cultivating a
more compassionate and open criminal justice atmosphere. The promotion of organization,
accountability, and adherence to legal standards by a Prison Management System is of
paramount importance in sustaining the fundamental principles of justice and facilitating the
equitable and effective functioning of the criminal justice system.

In essence, a Prisoners Case Management System promotes transparency, accountability,

and adherence to legal standards, expediting administrative tasks and contributing to the fair,
just, and humane functioning of the police station and the broader criminal justice system.

1.2 Background of the Study

Gov. Lim Avenue is a local Police Station 11 located in Zamboanga City, Philippines.
Gov. Lim Avenue is a critical component of the police station in Zamboanga’s community. The
transformation of Zamboanga City Police Office (ZCPO) Station 11 represents a significant
chapter in the organizational history of law enforcement in Zamboanga City. The Zamboanga
City Police Office (ZCPO) underwent significant transformations in response to the Zamboanga
Siege, leading to the establishment of Police Station 11 at the former Gov. Lim Avenue local
police office. This tragic event prompted the restructuring of the location, officially designating
it as Police Station 11. The change in the location, from a regular local police office to Police
Station 11, was a strategic decision made in response to security challenges that resulted from the
significant and historic siege that took place in the area. This shift in location was intended to
better address and respond to the security issues and needs that emerged after the tragic events of
the siege.

On June 6, 2022, Police Major Francis Briones became the chief of ZCPO Station 11 in a
ceremony led by Police Colonel Alexander Lorenzo, who is the director of ZCPO. During this
transition, Police Major Chester Natividad left his role as the chief of ZCPO Station 11 and, at
the same time, assumed the position of chief of the City Traffic Enforcement Unit (CTEU).
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Chief Major Francis Briones now oversees law enforcement in 15 villages, including the central
business district, in his new role at ZCPO Station 11.

Police Major Francis Briones, the new chief, has extensive experience, including service
during the 2017 Marawi Siege. His background includes assignments in intelligence roles at
various levels, such as the Regional Intelligence Unit-9, Philippine Center for Transnational
Crime, Tawi-Tawi Provincial Police Office, and intelligence chief of the Police Regional Office
(PRO) Bangsamoro Autonomous Region. Police Colonel Alexander Lorenzo expressed
confidence in Chief Briones' ability to maintain peace and security in the city, highlighting the
importance of his past experiences in crucial assignments.

By 2030, Zamboanga City Police Office (ZCPO) Station 11 aims to seek the assistance of
a higher power. The Philippine National Police (PNP) envisions itself as a highly capable,
effective, and credible police service, collaborating closely with a responsive community to
create a safer environment for residents, workers, and businesses. The PNP's primary goals are to
enforce the law, prevent and control crimes, uphold peace and order, and ensure public safety
and internal security, all achieved through active support from the community. ZCPO Station 11
aspires to work hand-in-hand with the community and the divine to make Zamboanga City a
secure and harmonious place for everyone.

1.3 Statement of the Problem

The Gov. Lim Avenue Zamboanga City Police Station 11 encounters substantial
challenges in the manual upkeep of prisoner records, particularly with the escalating workload of
prisoners' data resulting from day-to-day transactions. Due to the fact that the records are so
many, some of them are not located easily. The overseeing law enforcement in 15 villages,
including the central business district, at ZCPO Station 11 has heightened the complexity of the
situation. Despite this expanded jurisdiction, the administrator at ZCPO Station 11 persists in
utilizing a logbook for manual recording. This traditional approach raises the following pressing
issues:

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 Data Inaccuracies:
Manual recording increases the likelihood of errors in prisoner records, leading to
inaccurate information that may impact investigations and legal proceedings
 Information Retrieval Delays:
The manual upkeep of records can result in delays when accessing critical prisoner
data, affecting the efficiency of law enforcement operations and decision-making.

 Workload Escalation:
The growing workload of prisoners' data from day-to-day transactions becomes more
challenging to manage manually, potentially overwhelming administrative staff and
law enforcement officers.

 Operational Inefficiencies:
Relying on a logbook for recording may hinder the overall operational efficiency of
Gov. Lim Avenue Zamboanga City Police Station 11, slowing down essential
processes and responses.

 Complexity Due to Expanded Jurisdiction:

Managing records for 15 villages, including the central business district, adds
complexity to the manual recording process, making it harder to maintain accurate
and up-to-date information.

 Risk of Misplaced or Lost Records:

Manual systems are susceptible to physical damage, misplacement, or loss of records,
posing a significant risk to the integrity and security of prisoner data.

 Limited Accessibility:
The logbook system may limit access to essential prisoner information, hindering
collaboration and communication between law enforcement personnel within the
expanded jurisdiction.

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  Potential Legal Implications:
Inaccuracies in prisoner records and delays in information retrieval could have legal
consequences, impacting the credibility of law enforcement efforts and jeopardizing
legal proceedings.

The reliance on manual record-keeping at ZCPO Station 11 creates operational challenges that
extend beyond mere data management.

1.4 Functional Requirements

The functional requirements outline the specific functionalities, features, or actions that
the system executes. These requirements define what the system should do to satisfy the needs of
its users.

For the Prisoners Case Management System, the functional requirements include:

 Login/Logout
Manages the user access, and secure sensitive case details. The login/logout
feature ensure that only authorized individuals can enter the system,
safeguarding the confidentiality and accuracy of case data.

 Home Page
Displays the menu bar or navigation panel that directs the user to the different
sections within the system. It also includes a dashboard overview, search bar
and user profile settings.

 Prison Management
Allows the admin to add new prisons, list all existing prisons, edit or update
prison details, view specific prison information, and delete prisons as needed.

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 Cell Block Management
Enables user to perform actions such as adding new cell blocks, listing all
existing cell blocks, editing or updating cell block details, viewing specific
cell block information, and deleting cell blocks as needed.

 Action Management
Facilitates various functions, including adding new actions, listing all existing
actions, editing or updating action details, viewing specific action information,
and deleting actions as required.

 Crime Management
This function allows user to execute actions such as adding new crimes,
listing all recorded crimes, editing or updating crime details, viewing specific
crime information, and deleting crimes when necessary.

 Inmate Management
Perform the addition of new inmates, listing all current inmates, viewing
inmate details, editing inmate information, updating inmate visitor privileges,
printing inmate details, adding records, listing all records, and deleting records
as needed.

 Visitor Management
The user/admin can add new visitor details, list all visitor information, edit
visitor details, view visitor information, and delete visitor details as required.

 Generate Printable Reports

The system generates printable reports for monthly inmate records and
monthly visitor records.

 User Management

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 The User Management works by adding new users, listing all users, editing
user details, and deleting user details as necessary.
 Update System Information
This feature allows administrators or designated personnel to make necessary
changes to various aspects of the system.

 Update Account Details/Credentials

This functionality allows the user to change various aspects of their account,
including their username, password, email address, contact information, or
any other relevant details associated with their profile.

1.5 Non-functional Requirements

The non-functional requirements that specifies the features or behaviors that the system
should have in addition to its fundamental functions. These non-functional requirements that
help ensure that the Complaints Management System operates efficiently include:

 Color Scheme
Using a consistent and visually appealing appearance for the system, and selecting
colors that comply with accessibility standards, providing adequate contrast for
readability and aligning the color scheme with the company's branding to maintain
brand identity and recognition.

 Buttons
The button in the system has a consistent design, size, shape, and placement for a
uniform user experience. And provide visual feedback (such as hover effects or
color changes) upon interaction to indicate their click ability.

 Links

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 Has clear visual feedback such as color change or underline on hover or when
clicked to indicate their interactive nature.

 Transitions
These are the movements or changes from one state to another. It describes how
the system moves from one state to another based on certain conditions or inputs
that the admin commands.

 Text Design
Consistency in font selection across the system's interface to maintain a cohesive
and professional appearance. Using readable font styles and sizes for different text
elements to ensure easy readability.

 Response Time
- The system's acceptable response time to the user’s interactions or requests. And
ensure that the response time remains within acceptable limits even during highest
usage or when handling increased data loads.

 Scalability
Handle increased demands, such as larger user loads, higher data volumes, or
increased transactions, while maintaining or improving its performance.

 Usability
The system is user-friendly so the user can quickly understand and learn how to
use the system, and be able to perform tasks quickly, with minimal effort and steps
required to accomplish.

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1.6 Project Constraints

Increasing the scope of the project will likely require more time and money, while
speeding up the timeline for the project may cut costs, but also diminish the scope. Due to the
following circumstances it will highly affect the following;

 Planning
Prodigy HIsal IT Solutions must ensure that responsibilities are balanced within
every project plan's boundaries or limitations. It specifies what the plan project does not
include and how planning can or cannot be accomplished since it requires a lot of effort
and time for data collection, processing, and interpretation to meet the project's needs and
expectations. However, some instances are unavoidable due to the process. Too much
upgrading and implementation can expand the scope due to planning ideas.

 Scheduling/Timeframe
Extending or reducing the project timetable for developing the quality of systems
and services will result in consequences such as extended deadlines, potential delays, date
changes, less time for planning, and an adjusted time schedule for developing systems
and services. Potential constraints in scheduling of the project includes the following:
a. Entire project development timeline
b. Time allotted for planning and strategy
c. Hours spent on the project
d. The total number of project stages of construction
 Budget
The financial resources available for the project, including funds for materials,
labor, travel, and other expenses. The budget serves as critical constraints on the
project, as it limits the amount of money that can be spent to achieve the project’s

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 goals. A well-defined budget helps ensure that the projects stays within its
financial means and delivers value to the project proposal.

 Control
If things are not running smoothly and the team doesn’t have enough time to
analyze and control the factors contributing to that positive outcome, the project
will most likely to fail and it may affect the system/websites to not be continued
and replicated.
 Resources
As much as the Prodigy HIsal IT Solutions will ensure the development of the
system will run smoothly and make it as a convenient way to store, record and
maintain data for the Zamboanga Police Office, there are still several issues that
the developers and users may face such as quality issues, integration challenges,
complexity, maintenance, lack of security and so on.
 Knowledge Constraints
Knowledge constraints may vary from limitations or gaps in the knowledge or
expertise required to complete the project successfully. These constraints can
manifest in various ways, such as;
a. Lack of familiarity with programming languages, frameworks, or tools
used in the project.
b. Limited experience or expertise in specific areas of coding, such as
algorithms, data structures, or system design.
c. Difficulty in grasping complex concepts or abstractions, which can lead to
mistakes or inefficiencies in code writing.
d. Insufficient understanding of the problem domain or requirements,
resulting in poorly designed software.

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1.7 System Constrains

These system constraints shape the boundaries within which the case management system
operates and influence its functionalities. Here are some potential system constraints in a case
management system of Zamboanga Police Office.

 Technical Limitations
Potential limitations and restriction imposed by the technological environment,
tools, or resources when designing and developing the system.
 Database Capacity
Might limit the number of cases or documents that can be stored due to storage
limitations or database design constraints.
 User Permission
Restriction on user access based on roles or clearance levels can constraint who
can view, edit or delete case information.
 Network Speed
The system’s performance might be constrained by slow network connections,
affecting the speed at which information can be accessed or update.
 Security Protocols
Constraints related to encryption standards or security measures that can impact
the system’s ability to handle sensitive information securely.
 Integration Constraints
Limitations in integrating with other systems or software might constrain the
system’s ability to exchange data effectively.

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 Chapter II: The Company
2.1 Company Name

Zamboanga City Police Station 11

2.2 Company Description

The Zamboanga City Police Station 11 is a police station in the area situated at Governor
Lim Avenue in Zamboanga City, Philippines. It is an important component of community law
enforcement, serving as a key point for regulating activities and services. It is an essential
component of public safety, representing local authority and acting as a vital resource for
maintaining law and order. It serves as a base for numerous police operations, investigations, and
community involvement projects, and is typically staffed by law enforcement officers.

The said police station comprises a variety of departments and divisions, including patrol,
investigations, administration, and specialized task teams. It acts as a point of contact for citizens
to report crimes, seek assistance, or register complaints, creating a direct relationship between
law enforcement and the community. The station frequently operates around the clock, ensuring
a continuous and fast response to emergencies and public issues. It provides a secure
environment for the temporary incarceration or processing of individuals implicated in criminal
activity pending legal proceedings.

To conclude, the Zamboanga City Police Station 11 is an important foundation that

serves a significant role in enforcing the law, guaranteeing public safety, and establishing
constructive connections between law enforcement and the communities it serves.

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2.3 Company Logo with Description

Figure 2.1 Zamboanga City Police Office Finest

The Zamboanga City Police Office (ZCPO) Region 9 logo serves as a powerful emblem,
encapsulating the values and mission of law enforcement in the vibrant city. At the heart of the
design is a distinctive shield, representing the protective role of the police force. The shield is
adorned with a golden depiction of Zamboanga City's iconic landmarks, symbolizing the
intertwining of the police force with the community it serves. Central to the emblem is a
dynamic portrayal of a police officer in action, exemplifying vigilance, dedication, and the
unwavering commitment to maintaining peace. The blue, red, and gold color scheme conveys a
sense of professionalism, trust, and excellence, mirroring the values upheld by the ZCPO. The
intertwining waves at the bottom not only represent the maritime identity of Zamboanga City but
also allude to the challenges faced and overcome by the police force.

Incorporating the Philippine flag elements within the design reinforces the connection
between the ZCPO and the national pursuit of justice and security. Overall, the ZCPO Region 9
logo stands as a visual testament to the collective effort of law enforcement in safeguarding the
city, fostering community trust, and upholding the principles of honor and justice.

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 Figure 2.2 PNP

Philippine National Police (PNP) embodies the principles of honor and justice. At its core
is a shield, symbolizing protection and defense. The central elements include the scales of
justice, denoting fairness, equity, and adherence to the rule of law. The stylized silhouette of a
police officer stands proudly within the shield, representing the commitment to serve and uphold
the values of honor. The golden color palette signifies excellence, integrity, and the noble
mission of law enforcement. With a backdrop of the national flag's colors, the logo reflects the
PNP's dedication to safeguarding the nation with honor, ensuring justice for all, and upholding
the highest standards of service to the Filipino people. It is a visual testament to the PNP's
unwavering commitment to maintaining peace, order, and justice in the Philippines.

2.4 Company Mission

The PNP shall enforce the law, prevent and control crimes, maintain peace and order, and
ensure police safety and internal security with the active support of the community.

2.5 Company Vision

Imploring the aid of Almighty, by 2030, we shall be a highly capable, effective, and
credible police service working in partnership with a responsive community towards the
attainment of a safer place to live, work and do business.

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2.6 Company Policies and Guidelines

The policies and guidelines of the Philippine National Polic e (PNP) in bulleted form with simple
words:

 PNP Operational Procedures Manual:

Standard procedures for police activities like responding to crimes, managing
traffic, and conducting investigations.

 Code of Conduct and Ethical Standards:

Rules guiding the behavior of all PNP personnel, emphasizing professionalism,
integrity, respect for human rights, and accountability.

 PNP Anti-Illegal Drugs Campaign:

Guidelines for operations targeting drug-related crimes and efforts for
rehabilitation.

 PNP Human Rights Policy:

Focuses on protecting human rights in all police operations and interactions with
the public, ensuring adherence to legal and ethical standards.

 PNP Gender and Development Policy:

Guidelines promoting gender equality, preventing discrimination, and addressing
gender-based violence within the PNP and its interactions with the public.

 PNP Internal Affairs Service (IAS) Manual:

Details procedures for internal investigations, disciplinary actions, and integrity
monitoring, handling complaints against police officers to ensure accountability.

 PNP Firearms and Explosives Security Plan:

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 Guidelines for the proper handling, storage, issuance, and use of firearms and
explosives by PNP personnel to ensure safety and security.

These policies aim to maintain professionalism, accountability, respect for human rights,
and adherence to legal and ethical standards within the Philippine National Police, contributing
to public trust and safety.

2.7 Contract Policies

A contract policy in law enforcement organizations like the PNP would address a number
of topics, such as:

 Procurement procedures:
O utlines the processes for requesting, assessing, awarding, and managing contracts
for products, services, or projects.
 Contract Standards:
Describes common contract forms, acceptable clauses, standard terms and
conditions, and necessary paperwork.
 Approval Hierarchy:
This describes the requisite authority and approval procedures for entering into
contracts, which may entail varying degrees of management or supervision.
 Legal and Compliance Requirements:
Guarantees that all contracts follow all applicable laws and regulations, such as those
pertaining to government procurement, fiscal regulations, and any special
requirements that pertain to law enforcement.
 Risk management:
covers risk assessment, strategies for mitigating it, and contract handling procedures.
to reduce risks associated with operations, finances, or law.
 Contract Administration:
Provides information on how contracts are executed, monitored, evaluated for
performance, modified, renewed, and terminated.

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  Ethical Guidelines:
Contains clauses pertaining to moral behavior in contracts, such as policies regarding
conflicts of interest and precautions against corruption or improper behavior. •
Record-Keeping and Reporting: Outlines the procedures for record-keeping, the
kinds of documents that must be submitted, and the ways that contract-related
activities must be reported.
 Training and Awareness
Guarantees that staff members engaged in the contracting process receive sufficient
training and are informed about the rules, guidelines, and requirements for
compliance.

These guidelines are intended to maintain legal and ethical conformity while
guaranteeing openness, responsibility, equity, and effectiveness in the PNP's contractual
operations. It is advisable to go directly to for the most recent and accurate information regarding
the Philippine National Police's contract policy official PNP manuals, regulations, or
procurement policies published by the agency or pertinent state agencies.

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2.8 Organizational Structures

Figure 2.3 Zamboanga City Police Station 11 Organizational Chart

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2.9 Team Structures

The prisoner’s data management team structure of Gov. Lim Avenue Zamboanga City
Police Station 11, the roles and responsibilities are organized to efficiently handle and process
prisoner’s data. The team structure is designed to streamline the prisoner’s management process,
ensuring accountability, transparency, and timely resolution. Here's a simplified team structure:

 System Management:
- Responsible for overall system management and configuration.
- Ensures the security and exclusivity of the platform.

 User Access:
- Grants and manages user access permissions.

 Inmate Records:
- Oversees the maintenance of detailed records of convicted individuals.
- Manages and updates the activities and status of inmates.
- Tracks day-to-day activities and status of inmates within the prison.

 Visitor Privileges:
- Handles modifications to visitor privileges assigned to each inmate.
- Maintains a log of visitor details, capturing information accurately.

 Reporting and Analysis:

- Utilizes reporting features to monitor and analyze historical records and visitor
activities.
- Assists in the generation of printable Monthly Reports.

 Data Handling Protocols:

- Follows established protocols for handling and processing prisoners' data.

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  Efficiency Support:
- Supports the overall efficiency of the prisoners' data management process

2.10 Individual and Group Assessments

Administrator assessments in the prisoner's data management team structure of Gov. Lim
Avenue Zamboanga City Police Station 11 are integral for evaluating the efficiency,
effectiveness, and compliance of the data management process. These assessments are designed
to ensure that the administrators responsible for overseeing different aspects of prisoner data
management are performing their roles optimally. Here's how administrator assessments may be
structured:

 Performance Metrics:
Define key performance metrics relevant to each administrator's role within the
prisoner's data management team. This could include metrics related to data accuracy,
system security, visitor management, and report generation.

 Data Accuracy and Integrity:

Assess the administrator's ability to maintain accurate and up-to-date inmate records.
Evaluate the accuracy of data entry and the administrator's adherence to established
protocols for handling prisoner data.

 Security Measures:
Review the effectiveness of security measures implemented by the system management
administrator. Ensure that the platform's security features are robust and that access
controls are properly configured.

 Visitor Privileges Management:

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 Assess the administrator handling visitor privileges in terms of accuracy and adherence
to established protocols. Verify that modifications to visitor privileges are conducted
securely and in accordance with established guidelines.

 Reporting and Analysis Proficiency:

Evaluate the administrator's proficiency in utilizing reporting features to monitor and
analyze historical records and visitor activities. Ensure that the generated monthly
reports are accurate, informative, and contribute to decision-making processes.

 Compliance with Protocols:

Assess the administrator's adherence to data handling protocols and established
procedures. Ensure that the administrator follows legal and ethical standards in handling
and processing prisoner data.

 Efficiency and Collaboration:

Evaluate the administrator's contribution to the overall efficiency of the data
management process. Assess collaboration and communication skills, especially in a
team structure where different administrators play complementary roles.

 Continuous Improvement Initiatives:

Encourage administrators to identify areas for improvement and propose solutions.
Assess the administrator's ability to adapt to changes and implement measures to
enhance efficiency and effectiveness.

 Training and Development Needs:

Identify any training or development needs for administrators to enhance their skills and
stay updated on best practices in data management.

 Feedback Mechanism:

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 Establish a feedback mechanism for team members to provide insights on the
performance of administrators. Use feedback to identify strengths and areas for
improvement, fostering a continuous improvement culture.

Regular administrator assessments contribute to the overall success of the prisoner's data
management team at Gov. Lim Avenue Zamboanga City Police Station 11 by ensuring that each
member is aligned with organizational goals, maintaining data accuracy, and upholding security
and compliance standards.

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 Reference

Sunnexdesk, & Sunnexdesk. (2022, June 7). Zamboanga City Police Station 11 has new chief.
SunStar Publishing Inc. https://www.sunstar.com.ph/zamboanga/local-news/zamboanga-city-
police-station-11-has-new-chief?fbclid=IwAR2utvwahju5Nhpy6t3Ez7y7VBN_upMg-
tIWpc0KuV0sLtrGugXielvcUms

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