THE DEVELOPMENT OF PRISON MANAGEMENT SYSTEM (PRMS)

NADATUL 'IFFAH BINTI ABU HASAN

This report is submitted in partial fulfilment of the requirements for the

Bachelor of Computer Science (Database Management)

FACULTY OF INFORMATION AND COMMUNICATION TECHNOLOGY

UNIVERSITI TEKNIKAL MALAYSIA MELAKA
2008

ABSTRACT

The development of Prison Management System (PRMS) is used to manage the

prisoner information including their dependents, cases, cells and also the parole requests.
The purpose of this system is to make a user-friendly system to both users which are
System Administrator (SA) and Database Administrator (DBA). With this system, DBA
will do most of their work such as grant or revoke system and object privilege to other
user, make the backup and recovery for the selected data, create a dynamic table and
produce the dynamic report by using the system interfaces in the PRMS. This system is
developed by using Oracle9i as the database management system. Meanwhile, Oracle9i
Application Server is used as application server in the server side and the Oracle9i
Forms Builder is used as the tool to design the system interfaces and used to code
PRMS. The Iterative waterfall model is the chosen methodology to develop this system.
The database methodology for the PRMS is Structured System Analysis and Design
Method (SSADM) and it is implemented along with the system development process to
ensure the objectives of the project can be fulfilled. The features like password security
by using encryption, generating dynamic report and tracing the logon user are included
in this system. The frnal result or the expected output of this project is the development
of system for the use of prisons' staff to manage the prisoner information, which is
PRMS.

ABSTRAK

Sistem Pengumsan Penjara (PRMS) adalah sistem yang digunakan untuk

menguruskan maklumat pesalah termasuk maklumat penjaga, kes yang terlibat, tempat
kumngan serta permohonan parol. Tujuan utama sistem ini dibangunkan ialah untuk
menyediakan sistem yang mesra pengguna terutamanya kepada pengguna sistem ini
iaitu Pentadbir Sistem (SA) dan Pentadbir Pangkalan Data (DBA). Dengan adanya
sistem ini, DBA boleh melakukan kerja-kerja seperti memberi kebenaran atau menarik
kembali keistimewaan akses ke atas sistem dan objek, membuat data sokongan dan
pemulihan data, menghasilkan jadual dinamik dan menghasilkan laporan dinamik
dengan hanya menggunakan antara muka sistem. Sistem ini dibangunkan dengan
menggunakan Oracle9i sebagai sistem pegmsan pangkalan data. Selain itu, Oracle9i
Application Server digunakan sebagai pelayan sistem di dalam komputer pelayan dan
Oracle9i Forms Builder digunakan sebagai perisian atau alat untuk menghasilkan antara
muka dan mengkodkannya. Model Iterative Waterfall digunakan sebagai kaedah untuk
membangunkan sistem ini. Sementara itu, langkah-langkah dalarn Teknik Struktur
Analisis dan Reka Bentuk di gunakan untuk membangunkan pangkalan data untuk
PRMS. Selain daripada itu, ciri-ciri tambahan yang di aplikasikan di dalam sistem ini
ialah seperti perlindungan sekuriti untuk kata lauan pengguna, menghasilkan laporan
dinamik dan meyimpan data pengguna yang m e n d a h masuk ke sistem. Hasil akhir
daripada projek ini adalah PRMS.

CHAPTER I

INTRODUCTION

This chapter contains project background, problem statement, objective, scope,

project significance, expected output of the system and the conclusion of this chapter.
Project background describes briefly about the project that will be developed. The
problem statements will state the problems that encountered in the existing system or
current system. For the objective, it is about the aim for the development of the to-be
system in order to solve

of the problem in the existing system while scope covers

the target users, function and the technology of the to-be system. Project significance
will describe the benefit and the important of the to-be system for the user. Meanwhile,
expected output will describe the final output of the to-be system. The conclusion
summarizes this chapter and gives an introduction of the next chapter.

1.1

Project Background

The project that will be,developed is Prison Management System (PRMS) for the
use of Prisons Department Malaysia under the Ministry of Internal Security in
effectively managing the prison data and also more to the database management. The
users for this system are Database Administrator (DBA) and System Administrator
(SA). DBA can do all the activities like data backup and recovery, creating dynamic

tables, grants or revoke a system or object privilege to user, stored procedure or

function, and generate report by using system interface. This system is also to make sure
that DBA can do all the transaction by using this user-friendly interface not only by
doing all that in the database.

SA will register the new prisoner and all the other detail into the system and
process all the information of the prisoner. After the registration, system administrator
will update the data and do all the given modules in this system.

The existing system is still using both computer and manual file system such as
interview requests by the relatives of the prisoner. To solve this problem, this project
will automate business process and plus, other modules will be added to the system like
adding the specific interface that required all the information about prisoner and their
relatives.

1.2

Problem Statement

The following problems are identified to develop this system:

1.

Limited usage of database trigger

The database triggers are not widely use in the current system. The usage of the
trigger is limited to important data, for example, trigger will be used to set a time
when DBA want to make a backup.

2.

Limited usage of stored procedure

DBA has to ,open the database to run the stored procedure or function. It is hard
to do that because it wastes a lots of time.

Not using dynamic table structure

3.

Usually, to create table for example, user is not required to give their own
parameter likes number of columns and have to know the syntax.

System administrator is not allow to give system and object privilege

4.

Currently, system administrator cannot give a system or object privilege to other

user in the system and only DBA will do that.

Using wizard for Data Backup and Recovery

5.

DBA usually does the backup and recovery file by using some certain wizard.
DBA has to make sure that the wizard can help to backup all the data in the table
or small amount of data in some table.

6.

Produce a static report

In existing system, when the user wants to see the report, user chooses the
reports that are listed in the interface only. All the parameter is set to generate the
summary of the report.

1.3

Objective

The aims of the PRMS development are:

1.

To apply and widely use the database trigger.

2.

To apply stored procedure or function in the system by using the interface.

3.

To allow user to use dynamic table structure.

4.

To allow the system administrator to grant and revoke the system and object
privilege to other user.

5.

To provide the data backup and recovery function by using system interfaces.

6.

To produce the dynamic report.

1.4

Scope

The scope will explain the boundaries of this project and in order to develop a
system for users in Prisons Department Malaysia that enable them to manage the
prisoner registration and reports. Deliverables of the project will be a complete system
for users that will meet the objectives.

1.4.1 Target user

The target users for this Prison Management System (PRMS) are System
Administrator (SA) and Database Administrator (DBA) of Prisons Department
Malaysia.

1.4.2 Function

The modules that the PRMS will provide:

1.

Insert/Update/Delete/Search

User will insert a new prisoner, update the data, or delete the data of the prisoner
and search some data that related to the prisoner details.

2.

Trigger
Make a trigger to keep track of all the changing of data.

3.

Stored Procedure/Function
For this PRMS, user can use the given interfaces to query the stored procedure or
function. For example, search for number of prisoner who will release for the
next month.

4.

Create dynamic table structure

User can give their own parameter such as number of column to create a table
and it become easier to DBA to create table in just one interface.

5.

Grant and revoke privilege

Give a grant or revoke to some user. Grant is included system privilege and
object privilege.

Data Backup and Recovery

Users can use this PRMS to make the backup so that it can save much time by
not opening -the new wizard. DBA also can make the recovery for the data to
make sure that the data are safe.

7.

Dynamic Report
User can enter their own parameter to view the report such as by choosing the
number of prisoner and the age. It will show the result of prisoner in what age are
the highest numbers.

1.4.3 Technology

List of technology that will be used in this system:

1.

This project will use Microsoft Windows XP Professional as a platform for the
operating system.

2.

This project will use Oracle9i and as a DBMS.

3.

This project will use Oracle9i Forms Developer to develop the system interface.

4.

This project will use Oracle9i Application Server as the application server for the
system.

1.5

Project Significance

Prison Management System (PRMS) is aimed at developing a prison

management system that is a -collection of registers and reports for the effective
management of prisons. This system is useful for user to manage and store the data of
the prisoners.

With the implementation of this project, the Prisons Department Malaysia can
change the existing system to this system so that the DBA can do works more easy to
ensure the data are completely secured and have a backup if something bad happen to
the system and database.

This system also to make sure that all the processes in the modules are doing in
the interfaces expect for the trigger module. The interfaces are link to the Oracle9i
database and the new data that inserted in the interface will be store in database.

In addition, the PRMS also creates a safe way in the matter of managing the
prisoner's information. This is due to the need of username and password in order to use
the system. So, the PRMS can be accessed only by authorized users which are the DBAs
and SAs. Here, the system is protected from intrusion of unauthorized users.

1.6

Expected Output
The expected output from this project is Prison Management System (PRMS).

This project is system-based. It will be used by user to manage all the prisoner data and
protect from unauthorized users.
The users of this system are two SA of the Prisons Department Malaysia. SAs
are the only authorized users to add, update and delete the data and to can list back all
the transactions of data and also generate report.

Meanwhile, for data backup, DBA will make a backup to the backup file and will
be store in any location or path in the DBA computer. If the data are lost -or missing in
the database, this text files data can be recovery.

For the trigger, which is not included in any interface, DBA will do in the
database the trigger just to keep track of all the incoming data. DBA will set the time
when the trigger will be doing. Other than that, DBA will generate the several of
dynamic report to view the result of some data likes how many prisoners will be release
next year.

The results of literature review will be one of the expected outputs of this system
because it will help to prove the contents of the PRMS are valid and reasonable. Lastly,
the user manual for the PRMS will be produce in a last phase of the system to make the
user more understand about the PRMS.

1.7

Conclusion

After identifying the project background, problem statements, objective, scope,

project significance and expected output, it reveals that PRMS is adequate to solve the
problem faced by DBA of Prisons Department Malaysia such as inefficient of backup
method, time consuming, low level of security and secrecy of data, and others. Each
aspect gives an overall understanding for user that will be using the system. This to-be
system will develop system interfaces to make DBA work effortlessly. For example, do
the data backup and recovery without using any wizard.
The identification of this chapter will be used as a guide to develop the next
phases, which are Literature Review and Project Methodology. The methodology,
requirements and schedule of the system also will be highlighted in the next chapter.

CHAPTER I1

LITERATURE REVIEW AND PROJECT METHODOLOGY

2.1

Introduction
This chapter describes about facts and findings on the Prison Management

System (PRMS) gathered from some sources. Several sources from the internet and
interview methods that relevant to PRMS are studied.

The first part that covers on this chapter is literature review. It gives a summary
and an evaluation of previous research or work on a topic. It is important to discover
how the project is related to the work of others and provide background information
needed to understand the project.

The following part of this chapter focused on the project methodology, project
requirements, and project schedule and milestones. The project requirements include
software, hardware and other requirements. The conclusion will summarize about this
chapter.

2.2

Facts and Finding

The Prison Management System (PRMS) is under the Prisons Department

Malaysia. The development of this PRMS is focused to the managing and reporting data
for prisoner details. Database Administrators (DBAs) can do their job where it leads to
more manageable, systematic and easy way. Things that will be research are like how
the existing systems operate, the existing system, the usage of the admin side to the
system such as stored procedure, trigger, backup and recovery, producing report and
grant or revoke privilege to the user. Facts and finding will be helped in guiding the
development of the PRMS.

2.2.1 Technique
For PRMS, techniques to obtain the facts and finding are by interview the
Officer of Penjara Alor Setar, Kedah and a little research on that organization. The
sample of questions are 'Do the prison department still using manual file system to the
certain case or fully computerized system', 'Do the dependent detail is compulsory',
'Parole request case' and many more. For the result, not every prison in Malaysia is
using the same prison system. It depends on the type of the prison in every state in
Malaysia. For example, Penjara Alor Setar is only for Banduan Tahanan Reman so their
system is simpler than the other prisons that have the heavy-hitting criminal. The
permission letter for the research in the Penjara Alor Setar is show in Appendix J.

2.2.2 Existing System

Case Study 1: Prisons Department Malaysia Official Online Portal
This case study is based on observation and researching in Prisons Department
Malaysia (http://www.prison.aov.m~).This online system is more to front-end user and
the user of this system is anyone who can access the website.
This webpage is only to give information generally about Prisons Department
Malaysia including user can view and order products that have been made by prisoners
from the prisons. The staff administrators manage the data like user comment, order and
delivery for the product and store the registered user's details.

Other than that, all interview requests by the relatives of the prisoners need to be
recorded and tracked. Most of the prisons still using manual method which is wrote in a
guest book. The programming tool that is used in this system is web programming
language like HTML. The colors of the system are white, red and grey.

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Case Study 2: Lockworks LLC (Lock & Track Offender Management)

This case study is based on observation and researching in Lock & Track
Offender Management (htt~:Nwww.locktrack.com/index.html).Lockworks LLC is
controlling data management for the corrections professional: comprehensive, flexible
solutions for jail and prison management. This system provides two version which are
web-based (online) and system-based (desktop).

This web-based system of Lock & Track Offender Management is basically

manage and control data that had been loaded with lots of data in their clients system.
For example, this system manages the small cases that were reported to the Sheriff
Department. Most of their clients like Benton County Sheriff, Lincoln County Sheriff
and Philadelphia Prisons are using this system because the data can be managed easily.
This system is only use by the System Administrator only. The programming tool that is
used in this system is also web programming language like HTML. The colors of the
system are white and brown.

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2.2.3 Database Function

1.

Creating Database Trigger

Database triggers will be used in PRMS. It will be used in some situation like

when the user wants to update the parole appointment of the prisoners. The important of
using this database triggers is to track all the updated data and keep it in the log table.
Syntax to create trigger using Oracle 9i that retrieve from the website,
(http://www.ss64.com/ora~triaaerc.htm1) and the example of trigger are:

CREATE [OR R E P L A C E ] T R I G G E R <trigger-name>

[ R E F E R E N C I N G [NEW A S <new-row-name>]
[OLD A S <old-row-name>]]
[FOR EACH ROW [WHEN (<trigger-condition>)]]

Example;
CREATE OR REPLACE TRIGGER AFTER-UPDATE
-PAROLE
AFTER UPDATE
ON PAROLE
REFERENCING NEW AS NEW OLD AS OLD
FOR EACH ROW
DECLARE
ACT VARCHAR2 ( 1 )

BEGIN
INSERT INTO UPDATE-PAROLE-LOG
(CURRENT-APPOINTMENT-DAY,CURRENT-APPOINTMENT-MONTH,CURRENT
-APPOINTMENT-YEAR, DESCRIPTION)

VALUES(:NEW.NEXT-DAY, :NEW.NEXT-MONTH, :NEW.NEXT-YEAR,

:NEW.DESCRIPTION);
END AFTER -UPDATE-PAROLE;

2.

Creating Stored Procedure/function

This system will be used stored procedure to the certain event like when the user
wants to login to the PRMS and to clear the form in the system. Syntax to create a
procedure using Oracle 9i that retrieve from the website, (htt~://www.ss64.com/ora/
p c e d u r e c.html) and the example are:

CREATE

[OR REPLACE ] PROCEDURE

[schema.

1p r o c e d u r e - n a m e

(options)

i n v o k e r-r i g h t s A S p l s q l -s u b-p r o g r a m -body

CREATE

[OR REPLACE] PROCEDURE

[ s c h e m a . ] p r o c e d u r e-n a m e

i n v o k e r-r i g h t s A S LANGUAGE JAVA NAME

CREATE

[OR REPLACE] PROCEDURE

(options)

('string')

[ s c h e m a . ] p r o c e d u r e-n a m e

(options)

i n v o k e r-r i g h t s A S LANGUAGE C NAME n a m e LIBRARY l i b-n a m e

[AGENT I N

(argument)]

[WITH CONTEXT] [PARAMETERS

(parameters)1

options:
a r g u m e n t I N [NOCOPY] d a t a t y p e
a r g u m e n t OUT

[NOCOPY] d a t a t y p e

a r g u m e n t I N OUT [NOCOPY] d a t a t y p e
(The procedure can have s e v e r a l a r g u m e n t s s e p a r a t e d with commas)

Example;
P r o c e d u r e C h e c k-P a c k a g e-F a i l u r e I S
BEGIN
I F NOT

( F o r m-S u c c e s s

THEN

R A I S E F o r m-T r i g g e r-F a i l u r e ;
END I F ;
END;

3.

Doing Data Backup and Recovery

According to Database Management System User Guide (2002), the following methods
are valid for backing-up an Oracle database:

ExportAmport - Exports are "logical" database backups in that they extract

logical definitions and data from the database to a file.

Cold or Off-line Backups - Shut the database down and backup up ALL data,
log, and control files.

Hot or On-line Backups - If the database is available and in ARCHIVELOG

mode, set the tablespaces into backup mode and backup their files. Also
remember to backup the control files and archived redo log files.

RMAN Backups - While the database is off-line or on-line, use the "man"
utility to backup the database.
Here, the steps to make a data backup manually using Oracle 9i:
There are two types of backups which are logical backups and physical backups.
In Oracle, use export utility to perform logical backups, and import utility to perform
logical recovery. There are four modes for export and import utility which are full,
tablespace, table and user.

To do the IogicaI backup in Oracle9i is by using windows command prompt. The

syntax are:

C:\>set oracle-sid

<database-name>

C:\>exp user/password@database-name file

<file-name.dmp> full

y /tablespace = <tablespace-name> /tables = <(table 1,table

2I

. .) >

/owner

<user>

Example for full modes backup,

Open windows command prompt and type:
C:\>set oracle-sid=company
c:\>exp system/manager@company file

backup2.dmp owner

system

To do the logical recovery in Oracle9i is by using windows command prompt.

The syntax are:
oracle-sid

<database-name>

C:\>imp user/paisword@database-name file

=

y /tablespace

touser

<file-name.dmp> full

<tablespace-name> /fromuser

<user-receiver> /tables

<user-sender>

<(table 1,table 2,..)>

Example for user modes recovery,

Open windows command prompt and type:
C:\>set oracle-sid=company
C:\>exp system/manager@company file
=

4.

system touser

backup2.dmp fromuser

bob

Grant Privilege
..

Oracle Object privileges

Based on the article, Control Access with Oracle Grant Security (2003), Object
privileges assign the right to perform a particular operation on a specific object. Here are
some examples of object privilege assignment:
-

grant select, insert on prisoner to staff;

grant all on prisoner to dba;
grant select on prisoner-view to staff;

Oracle System privileges

System privileges cover many areas of access in a broad brush, with'grants such
as select any table. Examples of system privilege grants include:
g r a n t s e l e c t any t a b l e t o dba;
g r a n t c r e a t e any t a b l e t o dba;
g r a n t c r e a t e t a b l e s p a c e t o dba;

Oracle Role-based security

Role security allows gathering related grants into a collection. Since the role is a
predefined collection of privileges that are grouped together, privileges are easier to
assign to users, as in this example:

I create
1 grant
1 grant
1 grant
5.

role staff;

s e l e c t , u p d a t e on p r i s o n e r t o s t a f f ;
s e l e c t on i t e m-t a b l e t o s t a f f ;

s t a f f t o 5100, 5101;

Revoke Privilege

Revoke Privileges on Tables

Once you have granted privileges, you may need to revoke some or all of these
privileges. To do this, you can execute a revoke command. You can revoke any
combination of select, insert, update, delete, references, alter, and index.
The syntax for revoking privileges on a table is:

revoke privileges on object from user;

For example, if you wanted to revoke delete privileges on a table called suppliers
from a user named anderson, you would execute the following statement:
revoke delete on suppliers from anderson;

If you wanted to revoke all privileges on a table, you could use the all keyword.
For example:
revoke all on suppliers from anderson;
r--

If you had granted privileges to public (all users) and you wanted to revoke these
privileges, you could execute the following statement:
revoke all on suppliers from public;

2.2.4

Summary of Facts and Finding

After studied the relevant existing system, it can conclude that to-be system is

more manageable and efficient especially for the DBA to manage all the data. This to-be
system is more to back-end user so the DBA works will be much easier to manage the
data and make sure the data is secured.

Comparing the both current system, their system are not using the database
function like creating a dynamic table, backup and recovery, or even grant or revoke an
system privilege using the system interfaces. All the works are not stated in their system
so only Database Administrator (DBA) knows it.

To-be system will develop the database function such as creating a dynamic
table, backup and recovery, or even grant or revoke a system and object privilege using

the system interfaces. It also will designed an in-out register to keep track all prisoners
and others who move in and out for various reasons and include provisions for recording
the prisoners sent to courts for hearing. Table 2.1 show the comparison between PRMS
and the two existing system.

Table 2.1: Comparison between PRMS and existing systems

PRMS

Prisons Department

Lockworks LLC

Malaysia Portal

Backup and recovery

Yes

No

No

Yes

No

Yes

Yes

No

No

Yes

No

No

on the system
interfaces
Dynamic report
generate on the

system interfaces
Create dynamic table

on the system
interfaces
Grant and revoke
privilege on the
system interfaces

2.3

Project Methodology

This section will explain about the methodology used to develop the system.
The Iterative Waterfal1:Model that shows in Figure 2.2 is the approach that has been
used to implement the Structured System Analysis and Design Method (SSADM). This
model has been choosing because when a stage is not successful, previous stages will
often require revision. The phases involved in the SSADM are:

2.3.1 Planning

At this phase, all the requirements are gathered by using interview method and
some. The data requirements document is used to agree requirements with clients. To
make sure that it is easily understood, it should not be overly formal or highly encoded.
Furthermore during this time a consistent Gantt chart was developed for the project
management.

2.3.2 Analysis

Data analysis begins with the statement of data requirements and then produces a
conceptual data model. The aim of analysis is to obtain a detailed description of the data
that will suit client's requirements so that both high and low level properties of data and
their use are dealt with. These include properties such as the possible range of values
that can be permitted for attributes. The conceptual data model provides a shared, formal
representation of what is being communicated between clients and developers during
database development. The current system is analyzed using the UML Class Diagram.

Meanwhile the to-be database systems are analyzed using Context Diagram and Data
Flow Diagram.

2.3.3 Design

Database design starts with a conceptual data model and produces a specification
of a logical schema. This will usually determine the specific type of ORACLE database
system (network, relational, object-oriented) that is required, but not the detailed
implementation of that design. The Data Flow Diagram and Context Diagram from

Analysis phase are now useful to initiate the design phase.

2.3.4 Implementation

Implementation involves the construction of a computer system according to a

given database design document and taking account of the ORACLE environment in
which the system will be operating. Implementation may be staged, usually with an
initial system than can be validated and tested before a final system is released for use.

2.3.5 Testing

Testing compares the implemented system against the Database design

documents and requirements specification and produces an acceptance report or, more
usually, a list of errors and bugs that require a review of the analysis, design and
implemei.ltationprocesses to correct (testing is usually the task that leads to the waterfall
model iterating through the life cycle). Testing is usually considered to involve two main
tasks; validation and verification without adequate testing users will have little
confidence in their data processing.

Figure 2.3: Iterative Waterfall Model

2.4

Project Requirements

This part describes the software, hardware and other requirements for the
development of Prison Management System (PRMS).

2.4.1 Software Requirements

The required software for the development of this system is as described in the
Table 2.2.

Table 2.2: Software Requirements

Professional 2002 Service Pack 2

2.4.2 Hardware Requirements

This project is stand-alone system or system-based, so only one personal

computer will be used, This computer consists of a mouse, a keyboard, a monitor and
central processing unit (CPU).

Table 2.3: Hardware Requirements

2.4.3 Other Requirements

1.

Network Requirements:

The network will be required to test the completed project and the requirement is
Local Area Network (LAN) cable that will be used to convert the computers to form
client-server architecture. The web browser that recommended is Mozilla Firefox.

2.5

Project Schedule and Milestones

This section will state the Project Schedule and milestones which will be main
time frame guideline for the project. Schedule date starts from the briefing from the
client and ends by the presentation of initial project. Table 2.4 shows the project
milestone. For the Gantt Char4 refer Appendix A.
Table 2.4: Project Milestones

requirements.
2

Modify and submit project

2.1.2008

11.1.2008

Project Proposal

12.1.2008

15.1.2008

Report of

proposal.

Complete and submit progress

report of introduction,

I / literature review and project

I

I methodology documentation

II
I

I to clients.
1I
1 Prepare for project analysis. 1

16.1.2008

1 Complete project analysis

2 1.1.2008

I
1

I and Project

1 Literature Review II

1I Methodology

1 Introduction,

I
1I
1

20.1.2008
26.1.2008

1 None
I
1 Report of Project

I1