A CASE
STUDY OF KAMITI MAXIMUM SECURITY PRISON
(KENYA)
By
KARIUKI PAUL WAHOME
(08/314/009/D/1)
MAY, 2011
TABLE OF CONTENTS
TABLE OF CONTENTS................................................................................................................................... ii
DECLARATION ................................................................................................................................................. vi
APPROVAL .........................................................................................................................................................vii
DEDICATION ................................................................................................................................................... viii
ACKNOWLEDGMENT ................................................................................................................................... ix
ABSTRACT ............................................................................................................................................................ x
DECLARATION
I KARIUKI Paul Wahome of registration number 08/314/009/D/1 declare that this project report
is as a result of my authentic work and efforts. To the best of my research and knowledge, this
work has not been submitted as scholarly work to any institution of higher learning for the award
of a degree or any other professional certificate.
Signature
..
vi
APPROVAL
This project report has been presented for examination to the faculty board with my approval as a
university supervisor;
Signature
..
Date
.
Mr. SabiitiDeo
Email: dsabiiti@ndejjeunivesity.ac.ug
Department of Computing and Information Technology
Faculty of Science and Information Technology
Ndejje University
vii
DEDICATION
In a special way I dedicate this book to my family and precisely to my parents Mr. and Mrs.
Kariuki Wahome for the seemingly little yet huge impact they have made in my life in shaping
me and making me believe in my strength rather than my weakness and daring me to dream as
imagination is precious and makes you see whats on the other side of too far.
To my younger brother Michael, for believing in me and making me work hard to be an
exemplarily role model
On a sad note, I also dedicate this book to my brother Kim, who only saw a quarter of this. We
love you bro and we hope and pray that soon you will come back home.
Lastly, I want to extend my sincere gratitude to Miss. Mweu Mary for her endless support,
encouragement and proof reading this work. You even went to an extent of making up for what
my English grammar teacher failed to drill into me at school. Thank you!
Thanks to everyone else who toiled in the pursuit of making me better. If there were words
greater than thank you very much, I would have used them to show how grateful I am.
viii
ACKNOWLEDGMENT
Praise, Glory and honor go to the Lord. He knew one day this would be a success even at the
very trying moments when I almost felt like giving up. My heartfelt gratitude goes to my
supervisor Mr. DeoSabiitifor his tireless efforts and guidance on the whole development process.
Your great skills and experience could not have passed unnoticed.
In a special way, I thank Miss. Kaiser AnjaChristin, whose efforts were so rudimental to the
success of this project. She did not get tired of the many times I approached her for advice.
Vielen Dank
.
This book would not have been possible without the help of many people whose comments and
suggestions and criticism significantly improved the end result. Precisely, I acknowledge the
efforts from my friends and course mates; Opolot Daniel, Patrick Tabu, Nyachwo Diana, Hajji
Ramadhan,
Emma
Kato,
Tumwiine
Obadiah,
TukamushabaPhiona,
ix
Egesa
Samson,
ABSTRACT
This project proposal is a summary of the requirements and the process that the researcher went
through in developing a jail management information system for Kamiti maximum security
prison. It highlights the background, literature review, methodology, data presentation, analysis,
implementation, findings, recommendations and conclusions.
The main objective was to develop a computer based jail management system for theabove
mentioned prison.
The research was also supplemented by library materials, the internet and other sources of
information which provided the already existing literature on the elements of an information
system, the strength and weaknesses of the pillars of developing a jail management information
system.
The method used in the survey was a longitudinal study in which used policemen and visitors of
the inmates as respondents.
In the study, the data collection methods used was questionnaires and interview that were
administered to the policemen attached at the jail and some visitors. The analysis of data
included the use of quantitative and qualitative methods. Statistical tables were also adopted to
analyze the results of the study.
The findings indicated that the number of inmates is escalating and the current manual system
cannot handle the records well and the required operations in real time and efficiently as
required. Most of the respondent acknowledged the immediate need for a computer based
solution.
The recommendations included urgingthe management of the jail to take up a computer based
solution towards the problem by procuring the developed jail management information
systemwhich would solve the problem of data security, accessibility, timely report production
and
avoid
redundancy.
x
CHAPTER ONE
1.0 Introduction
Kamiti Maximum Security Prison is the largest prison in Kenya. Its genesis is slated back in the
early 50s. It is located in the agricultural district of Kiambu. Originally named "Kamiti Downs",
it sits in the middle of its own 1,200-acre (4.9 km2) estates which lie fallow and untended. The
jail is characterized by two main units i.e. the remand and the prison, both under one umbrella.
Many executions have been carried out in Kamiti. Kenya's prisons are infamous for poor
conditions and inhumane treatment, although the situation has improved slightly during
MwaiKibaki's government since 2002 and some prisoners at death row have been pardoned.
1.1 Background of the study
Fueled by high crime rate in Kenya the Kamiti Maximum Security Prison has of late exceeded its
intended number of inmates from 1400 to a controversial 3000 inmates. This necessitates for a
lot of records keeping for the inmates both in the remand and prison departments. Again, records
about visitors coming to see inmates have to be kept making the records environment explode
with millions of paper documents in form of a file system all of which must be managed. This
means that records of approximately 3000 inmates on their cases details, details of where they
come from, records about the block and room they are allocated, health records and records of
the people who come to visit them are maintained in file systems creating a bunch of files. When
reports are needed, especially about prisoners, it takes a long time to produce a single report for
Management to make decisions. At times reports disappear and tracing them becomes a problem
since the system is not automated. Producing reports timely for decision-making has become
hazardous.
In the age of information technology, the need for timely information to support management in
making decisions is escalating. This calls for developing a prisons records management
information system as an answer to the above problems of managing prisons records at Kamiti
Maximum Prison.
1
The developments in information technologies have been useful in saving time and money and
reducing the costs by accelerating transactions and communication through tools like
management information systems. An automated Management Information System is
indispensable for management of Kamiti Maximum Security Prison. Unfortunately, the system
seems to be far-fetched, especially when it is done manually using many different methods of
report production. The time for solving such problems soars with exponential speed when there
are delays of report production (Musliu, 2001). However, the use of computer system and the
web could mitigate the problems caused by delay of reports production.
1.4 Objectives
1.4.1 General Objective
To develop and implement a Jail Management Information System for Kamiti Maximum
Security Prison.
2
CHAPTER TWO
LITERATURE REVIEW
2.0 Introduction
This chapter reviews the existing literature on Information Systems, Management Information
Systems and Web based databases. It also narrows down to various interests and concerns of
previous researchers at local and international arena on the subject of the study. It will be based
on the project objectives.
Hardware
Hardware is a generic term that refers to the physical artifacts of a technology. It may also mean
the physical components of a computer system, in the form of computer hardware Input and
output devices constitute the hardware components of MIS, (Daniel, 2004).
Software
Software is a general term used to describe a collection of computer programs, procedures and
documentation that perform some tasks on a computer system. The term includes application
software such as word processors and system software such as operating systems. The programs
and applications convert data into machine-readable language, (Daniel, 2004).
Procedures
Procedures are sets of rules, protocols or guidelines, which an organization establishes for the
use of a computer-based information system (Daniel, 2004.)
Personnel
The computer experts, managers, users, analysts, programmers, database managers, and many
other computer professionals who utilize the computer-based information systems, (Phil, 2002).
Data
Data are raw facts in isolation. Data describes the fundamental components and events of a
business or an organization. It acts as a raw material for the information systems.
2.2.2 Advantages of a Management Information System
It facilitates planning:
MIS improves the quality of planning by providing relevant information for sound decision
making. Due to increase in the size and complexity of organizations, managers have lost personal
contact with the scene of operations.
It Minimizes information overload:
MIS change the larger amount of data into summarized form and there by avoids the confusion
which may arise when managers are flooded with detailed facts.
MIS Encourages Decentralization:
Decentralization of authority is possibly when there is a system for monitoring operations at
lower levels. MIS is successfully used for measuring performance and making necessary change
in the organizational plans and procedures.
It brings Co-ordination:
MIS facilitates integration of specialized activities by keeping each department aware of the
problem and requirements of other departments. It connects all decision centers in the
organization.
It makes control easier:
MIS serves as a link between managerial planning and control. It improves the ability of
management to evaluate and improve performance. The used computers have increased the data
processing and storage capabilities and reduced the cost.
A web enabled database server can be used to form a virtual community, where participants in
remote locations can exchange ideas in electronic formats.
Available 24 hours a day
Provided there is consistent flow of power, the site will always be available day and night as
opposed to an office which closes during night time.
Nature of data analysis
Web base instructional environments have the ability to conduct both qualitative and quantitative
data analysis. A typical web based instruction database carries both numeric and textual data.
2.4 Conclusion
Various scholars have pursued this study, what should be noted is that it is of paramount
importance in this day and age to provide the Kamiti community with enhanced services and
greater access to information, ensuring improved compliance with the slated millennium goals
through the replacement of the existing file records management system.
CHAPTER THREE
METHODOLOGY
3.0 Introduction
This chapter precisely entails the process the researcher employed in designing and developing a
Jail Management Information System. It focuses on techniques and approaches used in order to
achieve the objectives of the study. An insight to research design, study population, sample size,
data collection methods and ethical considerations were reviewed as well.
3.4.2 Interviews
Theresearcher carried out interviews with police officers who administered the current file
system. The interviews were face to face. An interview schedule was used as the researcher
hoped that this method would help him get first-hand information by interacting with the
concerned personnel.
3.4.2 Questionnaires
Questionnaires will be used as a data collection technique. The respondents were issued withset
questions which they internalized and give answers in a written a layout. The researcher then
10
didan analysis of the questionnaires to come up with a document based on the respondents
views. The researcher hoped that fact finding technique would be effective as respondents will
be given ample time and freedom to respond to the questions.
3.4.3 Literature review
Literature review from related textbooks, the internet and other reliable sources that provide
imperative data concerning the study was reviewed.
Accessing the details about inmates is difficult as the officers have to peruse through files which
results into a lot time consuming. On the other hand, the never ending queues of visitors coming
to see inmates welcome you at the gate.
12
System Definition: This entailed the process of developing a prototype for Kamiti Maximum
Security Prison to ease quick report production for effective and efficient decision making. The
system was for quick retrieval and instant report production.
3.6.5 System Design
The researcher intended to curb redundancies of the current system to achieving normalization of
the data to be entered in the system tables from a logical to a physical state. There was a
conceptual database design by having the Entity Relational Diagram and the Entity Relations.
There was also a Logical design where entities, attributes, data lengths were made to remove the
redundancies in the system and duplicates. This was meant to lead to physical database design
where Mysql with PHP script was created to design the system that was enabled to get the
graphical user interfaces used by the users.
1:*
Detained by
Prison Management
Inmates
0:*
*:1
Arrested for1
Inmate
Case
*:1
Block
1:1
Harbors
Inmate
1:1
User
1:*
Captures
Inmates Details
*:1
1:*
Treated for
1:*
Accessed by
0:*
Allowed by
Inmate
Disease
*:1
Inmate
User
13
Prison Management
*;1
Prison Management
*:0
14
15
law-abiding citizens. This was the identification of the main relationships, determination of
cardinalities and participation constraints.
3.8 Data Processes
Implementing an automated jail management information system will help Management of
Kamiti Maximum Security Prison to have instant report production whenever there is need. The
data shall be collected, input by the data entrants who generate the general report. When
management meets, just a click will help them retrieve data and come up with the detailed
reports for their decision making.
16
The server:
A server computer with 1Gb of RAM but 2Gb recommended, System unit with a hard disk drive
of at least 250Gb, Ultra320 Intel Pentium Xeon 2200 MHZ FC-PGA Processor and a CD ROM
drive.
17
3.10 Conclusion
In a nutshell, Systems Development Life Cycle is an essential theory in the development of
computer information systems projects. However, an organization generally has the liberty to
choose a development pattern towards meeting its needs. Regardless of which methodology an
organization uses, the objective of systems analysis is to fully understand the current
environment and future requirements of a computer information systems project.
18
CHAPTER FOUR
Number of Respondents
Percentage
Response
30
23
Non- response
100
77
Total
130
100
19
Response Rate
Number of Respondents
Percentage
100
77
30
23
Response
Percentage
The response showed that many staff members were unwilling to respond to the questionnaire
and showed the soldiers resistance to change.
Table 2: Gender Diversity of the Respondents
Number of Respondents
Percentage
Female
11
25
Male
34
75
Total
45
100
20
Percentage
75
34
25
11
Female
Male
Out of the 45 respondents, 25 percent were female while 75 percent were males. This
Indicated there was male dominance in Kamiti community. This attributed to factors like the
nature of the job and the fact that many females do not like the occupation.
Table 3: Respondent distribution at different Levels of Management
Number of Respondents
Percentage
Top Management
Middle Management
Data Clerk
43
96
Total
45
100
21
Level Management
Number of Respondents
Percentage
4.4
4.3
3.5
2.5
2.4
Top Management
1.8
Middle Management
Data Clerk
Top Management was represented by 2 percent, middle management 4 percent and data clerks
represented 96 percent of the total respondents respectively.
This indicated that many people were not informed of the method to be used. Also the crash
program employed was a contributing factor towards the uneven distribution of respondents.
Also, the nature of soldiers work was a contributing factor as there are so many orders to be
followed.
Number of Respondents
Percentage
Handwritten Reports
20
Photograph
15
Typewritten
By Word of Mouth
21
47
No presentation
Total
45
100
22
Sources of Information
Number of Respondents
Percentage
47
21
20
15
9
Hand written
Reports
Photgraphs
Typewritten
By Word of
mouth
No
presentation
The researcher found out that many respondents were not computer literate and those who knew
computer, just knew word processing package.
20 percent of the respondents indicated that the sources of reporting were hand written, 15
percent of the respondents said they take photographs and present them as reports of what is
going on. 9 percent indicated that they prepared type-written documents to hand in as reports. 47
percent said they used word of mouth to report to the seniors about the state of affairs. 9 percent
of the total number of respondents indicated that they did not produce any reports to the top
management. This gave a rough picture of how uncoordinated the system was for reporting. This
further illustrated how reports production was delayed.
Table 5: Ease of Information from Respondents
Number of respondents
Percentage
Strongly Agree
33
73
Agree
Disagree
13
23
Disagree
Total
45
100
Percentage
73
33
Strongly Agree
Agree
13
9
2
Disagree
The Prisoners details collected were analyzed through relations by removing redundancies and
normalization where frequency tabulations, percentages, joins and other relevant analytical
methods were used. Kish and Leslie (1995) formula for simple random sampling for single
proportions was used for qualitative. A qualitative Evaluation research method assisted in an indepth analysis (Patton 1990).
all inputs with revelation of any abstracted features. With the reports sub menu, one could not
exit without returning to the main menu. The prototype was demonstrated to the Prisons
Department for them to make comments and recommendations. Depending on comments and
recommendations, modifications were made and an operational system installed as a sample
model for the system.
4.5 Implementation
The main aim of this phase was to implement the prosed system using the available technologies
to realize the designed system and meet the requirements of Kamiti Maximum Security Prison
Management.
Implementation was using Mysql and PHP, which was platform and browser independent and
ran on both windows and command driven operating systems platforms (Putty). A login form is
presented on the home page to authenticate the different users at certain levels of management so
as they can legitimately execute their duties effectively. The administrator has the rights to give
domain accounts and privileges to users. There were variables where forms were generated and
then reports were derived from queries. MySql with PHP written codes were developed for the
system and then run on Windows operating system environment. The system is fully GUI
supported with all functionalities zeroed down to easy-to-use graphical user interfaces (GUI).
Implementation of the system was tested to see whether it would be adequate for reporting
purposes. Web share would play a fundamental change in helping management and the staff to
access the system at whatever point the prison they were in, provided there was a network
running. They could login and do their administrative duties. The analysis was easier as the
extraction of data was normalized to get the required data for reporting and generation of the
latter.
25
1. A general list for display of all prisoners and the crimes committed plus their passport size
photographs.
2. A list of all the prisoners by names and current boarding data.
3. A list of authorized users by category selection.
4. The general list showing the disparities in gender, each crime committed, convicts, remands,
recividism and disease type.
5. There is registration of users to access the system according to given privileges.
6. There is searching by name, date in prison, crime/charge, age, birth date, year, gender, disease,
prison (convicts) and remand.
The above reports were generally intended for quick process of providing information
accurately, effectively, efficiently and timely.
4.9 Results
Demographic characteristics were presented in Tables and Figures. The results of the study were
used to formulate relevant recommendations. There was a prototype of Management Information
System developed, implemented and tested. The system was run and the users will be
interviewed to see if they are satisfied with it. There will be room for the system scalability and
modularity.
Result assessment will include testing the system by key users after an incisive training them on
the use of the system, running it and then interviewing them to see if they were satisfied with it.
27
CHAPTER FIVE
5.1 Findings
The researcher was able to study the requirements of a Jail Management Information System for
Kamiti Maximum Security Prison and found out that it was possible for the department to
implement the system. It was possible to set up a prototype to test the implementation of a
computer-based information system that added prisoners details stored this data and output
various reports about the prisoners depending on the user requirements with the information
system.
5.2 Limitations
There were many limitations that seemed to hinder the systems functioning and the whole
generic process of system development. This was ironed out by extensive research on the
different modalities available online eliminate the problems.
1. Power was very unreliable and using computers was hard as the researchers laptop can
only keep battery for four hours.
2. Distance factor was another major challenge as the researcher studies in in Uganda and
the scope of the study is in Kenya hence the data collection was a big challenge.
3. The department is not networked which makes the distributed computing impossible for
the integrated on-line transaction processing for prisons with the existing architecture.
But there is a proposal to network the department in order to solve this problem.
4. There is no money to facilitate the department to carry out the necessary requirements.
Justice Law and Order Sector (JLOS) as a donor agency has promised to fund the IT
project with an aim of making prisons up to date in performance.
5. The equipment in place is limited, out dated and with little memory. JLOS has promised
to purchase complete computers systems with accessories that are up to date to alleviate
and mitigate this problem.
28
5.3 Recommendations
The following recommendations were derived at as a study of the results.
1. The project is implemented as a pilot project to access its impact on the current problem
which will lead to further improvement for the right system.
2. There should be more controls over data entry errors to be enforced in the system through
automation which means that data entry is only by the rightful user and denying other
illegitimate people from accessing the data.
3. The personnel should be changed regularly to minimize social engineering attacks, hacking
and cracking as a security measure to control the system.
4. The system is web based and has to be networked in order to be accessible across the all the
offices, in and outside Kamiti Prison.
4. More users like middle level and secretaries who are in line with the system should also be
added to the system database for easy and effective information usage.
5. Users ought to be trained about the system and the privileges given for each user for data
access and the general operation of the system for easy maneuverability.
6. Have a VPN to allow for a remote and secure connection between the clients and the server
which will host the system.
7. Install a backend (database) for storage on a server and install a front end for the client (user)
for the Graphical User Interface on the workstation.
5.4 Conclusions
The Prisons system was successfully studied. The weaknesses for the studied system were
identified and areas of improvement recommended.
A prototype was developed as a demonstration on how to implement the system.
29
References
1. Alavi, M., Carlos (1991). A Review of MIS Research and Disciplinary Development.
Journal of Management Information Systems.
2. Carter, Lemuria, and Belanger, (2005). The Utilization of e-government services citizen
trust, innovation and acceptance factors; France,. Information Systems.
3. Caulfield, C.G., Maj, S.P. (2002). A Case for System Dynamics it Global Journal of
Engineering Education.
7. Lee, S.M. and Ssllani, A. (2001). A decision support system for health care services:
Hospital management Quarterly.
10. Poel, P., Van, D., Waes, R. (1989). Information System Concepts: An In-depth Analysis.
Elsevier Science Publishers B.V.
30
11. Roth, M.A, Wolfson, D. C., Kleewein, J. C., and Nelin, C.J. (2002). Information
Integration: A New generation of Information; Jhingran,. IEEE Computer. Fall.
31
APPENDICES
Appendix I: Interview Guide
Introduction
This interview guide is part of the research project titled:A Jail Management Information
System prepared by Kariuki Paul from Ndejje University as part of under graduate project. The
aim is to study the existing system and to establish the requirements for the new system in
pursuit of providing a solution to the apparent anomalies. The information will be analyzed and
used to develop a management information system.
Interview with the Prisons Commissioner - Management Staff.
1. How many functional computers do you have?
2. How many people are computer literate?
3. How many departments are in operation?
4. How many sections are in operation?
5. How is data collected that make up the required reports?
6. How are reports produced?
7. How are reports accessed and retrieved?
32
33
APPENDIX II:
Questionnaire for data clerks
1. Sex
Female
Male
No
34
8. Do you think using a computer based information system would solve the problem?
Yes
No
10. Would you welcome the introduction of an automated record management system?
Yes
No
....
....
35
APPENDIX III
Project Budget
No
Item
Amount (Kes)
Transport
2000
Photocopying
900
Printing
1100
Binding
1200
Phone calls
800
Miscellaneous
1500
Total 7500
36
User interfaces
The window above shows the systems home page. Color green is an affiliate color of the Kenya
prisons service. The menu items help users navigate through the software.
37
As mentioned earlier, the key beneficiaries of the system are the top management, the data clerks
and the systems administrator. These users must match their password and username to the
different levels of administration they are in. The login window is a security mechanism to
authenticate those who want to get access to the system.
In an event of either a wrong password or user name, the system returns an error message.
38
This window shows the page where data clerks are redirected when they log in. here they can
book inmates, edit records, generate reports, print reports and search for particular inmates.
39
The page show the window the systems administrator logs to. He has extra rights to register the
users of the system. This is for security purpose in that it helps scrutinize those who perform
their responsibilities with the system.
40
Sample report ready to be produced in Microsoft word for inmates who reside in
batian block.
41
The window above shows the web page the top management of the system view after
successfully being granted access. They are basically interested in making and viewing reports.
This page allows them to view reports and analyze it statistically. They can also retrieve the
same reports in file system and print them in Microsoft word format.
The system has a very powerful customized engine to help the managers view precise
information through filtering and sorting data.
42