detenção, julgamento, prisão preventiva.

1. Case Study: Prison Management System
Case Study:
Prison Management System
(Implementation at Arthur Road
Prison and way forward for
implementation at other Prisons of
Maharashtra)
Submitted by:
Rahul Singh, Sr. Consultant, KPMG

2. Case Study: Prison Management System
2
Abstract
Prison Department, Government of Maharashtra has implemented Prison
Management System (PMS) at Mumbai Central Prison and Mumbai District Prison,
in the year 2010 on pilot basis, with a vision to scale up PMS to all prisons across
Maharashtra. However, due to certain challenges the department is in the process of
evaluation of different options/solutions available to computerize different prisons
across Maharashtra. This case study provides experiences/learning from the pilot
project, snapshot of various available PMS options/solutions and brief on the way
forward for implementation of PMS at various other prisons across Maharashtra.

3. Case Study: Prison Management System
3
1 Background
The Prison Department is an independent Department under the administrative
control of Home Department of Government of Maharashtra.
At present there are 9 Central Prisons, 28 District Prisons/Jails, 5 Open Prisons, 1
Open colony and 172 Sub- Prisons/Jails exists under Maharashtra Prison
Department.
Prison Department is headed by the Inspector General of Police (Prison) and it is
divided into four regions. Each region is headed by a Dy. Inspector General of Police
(Prison).
Prison Department has implemented Prison Management System (PMS) at Mumbai
Central Prison, Arthur Road Mumbai and Mumbai District Prison, Byculla Mumbai.
The implementation started in the year 2010 on a pilot basis, with a vision to
implement it at various Prisons across Maharashtra depending on the success of
Pilot Project.
Arthur Road Jail was built in 1926 and is Mumbai's largest and oldest Jail/Prison. It
houses most of the city's prisoners. It was upgraded in 1994 to become a Central
Prison and given its current official name, but it is still popularly referred to as Arthur
Road Jail. The jail has an area of around 2 acres and the average number of
inmates around 2000 at a point of time.
2 Challenges
The broad functions of a prison or a jail is to keep record of inmates,
establishment/administrative functions, visitors management, court cases related
functions, record of work allocation to prisons, record prisoners personal belongings,
hospital/dispensary management etc.
In order to perform the above mentioned functions efficiently and effectively there is
a need of an IT system at jail or prison level. In view of this Maharashtra Prison
Department has initiated implementation of Prison Management System at Mumbai
Central Prison, Arthur Road Mumbai and Mumbai District Prison, Byculla Mumbai as
a pilot project in year 2010.
The PMS application is implemented to maintain record of inmates, automate
establishment/administrative function and functions of other sections of prison. But
there are certain operational problems/issues while using the PMS system as
reported by the officials of Mumbai Central Prison these are listed at Annexure 1
On the other hand there are certain issues highlighted by the implementation agency
(M/s Aims Global Limited), these are listed at Annexure 2

4. Case Study: Prison Management System
4
Overall the challenges/issues in the existing PMS may be due to lack of initial
support to the development agency resulting in partial/incomplete requirement
analysis by the development agency, not providing possible inputs and interventions
at the time of application development and, lack of project management and hand
holding support by development agency.
3 Solution implemented
The Mumbai Central Prison has signed contract with the consortium of M/s KBS
Computers Pvt. Limited and M/s Aims Global Limited (M/s AGL) to provide the
necessary hardware, system software licenses and the PMS software developed by
M/s Aims Global Limited.
Overview of the system implemented at Mumbai Central Prison:
• It is a client server based system deployed at the prison premise with no/limited
access to internet due to security reasons.
• M/s KBS Computer Private Limited has provided at the all hardware components
such as servers, desktops, multifunctional printers, system software licenses etc.
at present the contract of M/s KBS Computer Private Limited is nonexistent hence
no hardware support is provided.
• The PMS application is developed by M/s AGL, and automated various functions
such as record of prisoner right from entry to exit, establishment section, lab,
pharmacy, OPD, canteen ration and cloth management. However it may be
inferred that automation of existing process has been done without considering
process reengineering prior to automation of the process/sub-process. As per the
contract the IPR is owned by M/s AGL and the annual maintenance contract was
recently renewed and there was a period when no support was provided by M/s
AGL.
Initially, it was envisaged that if the PMS system is successful, then it would be
scaled up and may be implemented at various prisons across Maharashtra. But due
to various reasons the implementation at Mumbai Central Prison is not considered a
fully successful system. The list of problems in the PMS software as identified by the
prison officials are listed at Annexure 1 and the problems as identified by the team
of M/s Aims Global Limited are listed at Annexure 2.

5. Case Study: Prison Management System
5
In view of this, the Prison Department considered other options for computerization
of major prisons across Maharashtra, during the month of November 2012 Prison
Department has evaluated Prison Management System of M/s Goa Electronics
Limited (GEL) and National Informatics Limited (NIC). A comparative analysis of
these two solutions along with PMS of M/s AGL is enclosed at Annexure 3.
Prison Department is keen to implement M/s GEL’s system at Yerwada Prison, Pune
and one more relatively small prison, but with customizations in the available
system/software. But issues related to support (M/s GEL not having a local office),
provisioning of funds (who will bear the cost), handholding and continuous training of
the staff are few of the major concerns.
4 Benefits realized
Although, no major process reengineering was undertaken before development of
various modules of the PMS implemented at Mumbai Central Prison, hence the
benefits realized are in terms of availability of data. At present the data entry of
details of prisoners and visitors is done by the prison staff resulting in development
of database of prisons and their details. In the manual system it was difficult to track
the details of a particular prisoner such as amount of money he brought initially,
money spent at canteen, when was the prisoner sent to court on trial, medical history
etc. At present these details are available in the PMS system provided the data entry
is done by the concerned staff.
5 Awards and recognitions
M/s Aims Global Limited has presented the solution at multiple forums such as
Bureau of Police Research and Development, Ministry of Home Affairs and to the
representative of other major prisons across various states.
6 Conclusion
At present the Prison Department envisages to computerize all prisons/jails across
Maharashtra and evaluation of various options/existing systems is under process. At
this juncture it may be prudent consider the experiences of Mumbai Central Prison.
Also, decision is needs to be taken by the Prison Department to go ahead by giving
the project to some identified vendor on nomination basis or to consider adoption of
formal tendering process.

6. Case Study: Prison Management System
6
7 Acknowledgement
The information is based on discussions held with the officials of Arthur road prison
and team of M/s Aims Global Limited and the documents shared by M/s GEL.
8 Appendix
Annexure 1: Problems/issues with PMS as identified by officials of
Mumbai Central Prison
a) The prisoner number (sole identity of the prisoner) is not assigned incremental
manner as a result the system may have different prisoner number than the
actual number assigned.
b) At the time of entry the details of prisoner are captured, but during bail again the
entry of all the details have to be done in a separate module and in case of the
release the initial entry does not get deleted automatically, resulting in
discrepancies. This problem is due to lack of integration between various
modules.
c) Provision to update the prisoner details is not there, due to this if a prisoner is
returning (post bail or parole or in any other case) a new case/prisoner detail has
to be entered.
d) Admission register and release register has proper entry, still the system shows
wrong total of inmates
e) Date wise entry report of prisoner is not available
f) In case of the medical visit of the prisoner, medical details are not shown in the
reports
g) In case of ration and cloth module even if shortage/excess is entered the stock
figure in the system does not change
h) Date of conviction/punishment is entered during capturing initial details but it is
not available in the reports
i) In the Prisoner Private Cash Management Module have problems with respect to
auto update of cash balance at all places.
j) Problems are being faced with the hardware/computers, LAN setup provided.
Annexure 2: Problems/issues as identified by the team of M/s AGL
a) Lack related to lack of continuous training and proper record of training resulting
in staff deliberately highlighting that no formal training session is conducted
b) Lack of manpower (for operating PMS and data entry),
c) Continuation of manual system resulting in duplication of work at the ground level
by the prison staff,
d) Non continuation of annual maintenance contract for hardware and software,

7. Case Study: Prison Management System
7
e) Issues related to hygiene factors, backup and access procedures at the prison
premise
Annexure 3: Snapshot of the three systems
Functionality
PMS at Arthur
Road Prison
PRIMS of M/s
GEL
Integrated Prison
Managements of
NIC
Prisoner Information
management
Prisoners Property
Management Module
Prisoners movement tracking
Prisoner Cash Management
Module
Prisoner Pharmacy/Medicine
inventory Management
Module
Prisoner Medical details
Management Module
Visitor Information
Management Module
Prisoner Work Allocation and
Monitoring Module
Remission Management
Module
Gate Management Module
Victim management Module
Parole Management Module
Canteen Management Module
Under-trail Detention Alarm
System
Staff Duty Register
Victim Compensation Fund
Correctional Program
attended Information
Court information
management module
Ration and Cloth Management
Grievance Redressal
Escape Management
Automation of
Establishment/Administrative
section
MIS Reports

8. Case Study: Prison Management System
8
Functionality
PMS at Arthur
Road Prison
PRIMS of M/s
GEL
Integrated Prison
Managements of
NIC
Capturing Biometric Details of
Prisoners
Videoconferencing
Technology
Client Server
(Browser based)
Web based Client Server
Touch Screen Kiosks
LAN Setup