CRIME FILE MANAGEMENT SYSTEM 2013

HAWASSA UNIVERSITY

INSTITUTE OF TECHNOLOGY FACULITY OF INFORMATICS

DEPARTMENT OF COMPUTER SCIENCE

Project Title: Crime File Management System for Hawassa Police

Station.

Submitted by

NAME ID

1. AHMED HASSEN ………………………….EVCS/012/09

2. BALEW YIHEYES ………………………...EVCS/020/09

3. ZEMENU ABEBAW ……………..………..EVCS/185/09

PROJECT ADVISOR: Mr.WOGENE.A (MSC)

MAY, 2021
HAWASSA, ETHIOPIA

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Contents
ACRONYM ............................................................................................................................... 4

Acknowledgment ....................................................................................................................... 5

Abstract ...................................................................................................................................... 6

CHAPTER ONE ........................................................................................................................ 7

1.1 Introduction ...................................................................................................................... 7

1.2 Background of the study .................................................................................................. 8

1.4 Objectives of the project .................................................................................................. 9

1.4.1 General objectives ..................................................................................................... 9

1.4.2 Specific objective ...................................................................................................... 9

1.6 limitations ................................................................................................................... 10

1.7 Methodology .................................................................................................................. 10

1.7.1 Data Collection Methodology ................................................................................. 10

1.7.2 System Analysis and Design Methodology ............................................................. 11

1.7.3 System implementation ........................................................................................... 12

1.7.4 Test and Deployment Methodology ............................................................................ 12

Chapter Two ......................................................................................................................... 15

2.1 Introduction of the Existing System ............................................................................... 15

2.4 Weakness of Existing System..................................................................................... 19

CHAPTER THREE ................................................................................................................. 20

3.4.4 Class diagram .......................................................................................................... 58

CHAPTER FOUR .................................................................................................................... 70

4.1. Introduction ................................................................................................................... 70

4.4 Architectural Design ...................................................................................................... 73

4.4.1 Logical View ........................................................................................................... 74

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4.4.2. Process View .......................................................................................................... 75

4.4.3 Deployment View .................................................................................................... 78

4.5. Database Design ............................................................................................................ 79

CHAPTER FIVE ..................................................................................................................... 84

CONCLUSION AND RECOMMENDATION ....................................................................... 84

5.1 Conclusion...................................................................................................................... 84

5.2 Recommendation ............................................................................................................ 84

APPENDEX ..................................................................................................................... 85

Reference .............................................................................................................................. 86

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ACRONYM

FIR First Information Report

BR Business Rule
PHP Hypertext Preprocessor
HTML Hypertext Markup Language
UC-ID Use Case Identification Number
HTTP Hypertext Transfer Protocol

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Acknowledgment

First of all, we would like to thank our almighty God, who gives us, patience, wisdom and ability
to walk through all the problems and obstacles during the period of our study.

Our appreciation for our adviser Wogene A. for his valuable suggestion, moral support, and
constant encouragement in the documentation part and We also want to thank inspector Dejene
Assefa and inspector Sebsibe Karriso, who gave us information about Hawassa police station
that we are asking for our project.

Last but not least, we would like to express our love, thanks, appreciation, and respect for the
ongoing support of our parents and family members, for their Continues encouragement and
financial support. And also we would like to thank the teaching staffs of computing who have
contributed to the success of this project.

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 CRIME FILE MANAGEMENT SYSTEM 2013

Abstract

In current competitive scenario every business/public establishment needs quality and systematic process
to increase their working efficiency as well as improve their productivity. It is keeping in mind this
Business philosophy that we propose Crime files Management System for Hawassa police station. Our
system will deal with all the aspects of Managing a Crime Report against any FIR lodged by citizen
starting from Citizen‟s FIR entry, investigation processing, case resolution, tracking of cases as well as
report generation.

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CHAPTER ONE

1.1 Introduction
The crime file management system project is a web based application for Hawassa police station.
Hawassa police station has established in order to prevent crimes and sustain peace in the city
and around the city. This station has mainly two functions. Those are preventing crimes before
happening and investigation on different crimes after happening. Currently Hawassa police
station uses manual file handling system which is a very time consuming activity and unsecured.
There are crimes committed were unreported to the authorities because of the fear of getting
involved. Some people fail to report a crime due to the costs and time incurred in travelling to
police stations that are situated far from their homes and workplaces. This shows that the
distance is also a factor that influences greatly how crimes are being handled with many crimes
going unreported as a result. So, we come up with the idea of making a Crime file Management
System because of the awareness that nowadays, there‟s a lot of crime happens anywhere and
going to the police department and municipality hall is a very time consuming because they are
still using manual method and it takes a week or two to make an action on the said complaints.
Given this fact, we present the development of crime file management system So, with the use of
the system, residents would easily report the ongoing crimes and issues in their area. The system
would also lessen the fear of the resident who witnesses the crime, unfortunately, one of the
factors why some cases take too long to be solved.
After completed this project the proposed system will help the police department to manage
investigation files and FIRs (first information report), to generate fast reports, and to retrieve
criminal cases in efficient manner. Provides facility for reporting online crimes. The proposed
system specifically looks into the subject of Crime Records Management.

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The system at any point of time can provide the details of evidence and their sequence. And this
system can provide the details of victims and the registered FIR‟s. Using this system any
Number of clients can connect to the server.
This system will also provide facility for reporting FIRs and missing persons online, and show
most wanted person details, will manage all such activities ( like registration of the criminal,
updating information, search of particular viewing of the respective reports of crimes) that will
save time, man power. This system will provide better prospective for the enhancement of
organization regarding to quality and transparency.
Generally the new system will change the existing manual system in to computerized system.

1.2 Background of the study

Technological advancement brings about development considering the fact that the computer
system is fast and accurate. In addition, it can store large volume of information there by
eliminating the need to record information traditionally with flat files. Law enforcement agencies
such as the police force has recognized the benefits of the computer system and the have adopted
it to facilitate their operations such as investigation of the crimes information that would have
ordinarily required much time can be achieved in a few seconds using the computer system it is
very important computer are applied in crime investigation as it will save time and the job faster.
As an authentic measure to show case and implement the application computers and in police
investigation, this project is carried out.

In Hawassa town there were security departments in order to prevent crimes. In 1972 Hawassa
police station was established newly as a police force. Its mission was keeping humans life, there
asset as well as their money from criminals. Hawassa police station has been used manual file
handling system since it was established. There were four big departments under the station that
were detection department, prevention department, traffic department and HRM department.

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1.3 Statement of the problem

As the existing system uses manual system there are a lot of problems, All criminal
information‟s are paper based which is cumbersome to maintain and ,improper resource
consumption like paper, pen, ledger, also it‟s more time consuming as regard of this Requires
lots of manual work. The existing system doesn‟t have system security in addition the files are
vulnerable for some kind of corruption in existing system retrieval of data in a desired way is so
difficult there is a Work load over police departments since investigation reports and
investigation files are manually operated.so Hard to generate report and Transferring neat
investigation files from generation to generation is so difficult because of improper record.

In other side happen Data redundancy and inconsistency and Unproductive use of storage space
generally Difficult to manage the overall system. Police stations are faced with challenge of
inability to investigate case properly. At many times it is difficult to catch the suspects and also
the wrong persons maybe arrested because of the bases and technique adopted for investigation.

The manual method adopted to investigate cases takes time and keeps cases pending and even
neglected with time. Consequently, the perpetrators of the crime are not apprehended at the end
of the day there by making the police force investigation ineffective, generally Difficult to
manage the overall system

1.4 Objectives of the project

1.4.1 General objectives

The general objective of this project is to develop crime file management system for Hawassa
police station.

1.4.2 Specific objective

The specific objectives of this crime file management system development are:

 To investigate current manual based access to web based system.

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 To Investigate and Confirm secure data flow in the station

 To Identify functional and non-functional requirements of the system
 To explore a system that make retrieval of data efficient
 To explore a system that enables the user to report crimes online.

1.5 scope of the project

The proposed system focused on Hawassa police station and covers only the management of
crime files in the station.

1.6 limitations
Limitation is element of factor or subsystem it restricts the system decision making from
achieving potential goal of the system. There are many constraints within our proposed system
that limit their effectiveness of performance. Our system is limited only in the process of crime
file management system of the Hawassa police station.

The above activities or subsystems are proposed system limitations because of the following
reasons:
 The major limitation encountered is inadequate information as officers were not
forthcoming with information thereby making it complex to specify requirements of
the system.
 It does not bring criminals to the court.
 It does not work without connection except reading article book.
 Not help to find perpetrators who abscond from the investigators.

1.7 Methodology

1.7.1 Data Collection Methodology

The Methods and techniques we use to analyze the existing system and designing web based
system includes, interview, document analysis and practical observation. Those methods which
help us to gather the required data to analyze our project and those methods selected due to the
time and the organization‟s willingness.

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 Interview

To get the basic information and background information about the existing system, we have
asked the police officer of Hawassa Police station.

 Document Analysis

This technique provides information on how the existing system works .There for we have
analyzed different forms in current manual system.

 Observation

Our Team visits the client‟s organization or work place. We observe the actual working of police
station. And observe the workflow at the police station and how execution problems are dealt.
The team itself draws some conclusion, which aid to form requirements expected from the
organization.

 Brainstorming
This is the phase where the team had spontaneous contribution of ideas and the process of
generating each creative ideas and solutions through intensive and freewheeling discussion.

1.7.2 System Analysis and Design Methodology

In this project, our team will use object oriented system development methodology (OOSD) for
the design this technique has several phases some of them are:

I. Object Oriented Analysis (OOA)

During this phase the team uses to model the function of the system (use case modeling), find
and identify the business objects, organize the objects and identify the relationship between them
and finally model the behavior of the objects in detail.

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II. Object Oriented Design (OOD)

During this phase our team uses Microsoft Visio software to refine the use case model and
rational rose for designing the sequence, collaboration, activity diagrams and to model object
interactions and behavior that support the use case scenario.

The reason why we have selected object oriented system analysis and design method specifically
UML (Unified Modeling Language) model is because of the following advantages:-

 To simplify the design and implementation of complex program.

 To make it easier for teams to work in a single software project.
 To enable a high degree of reusability of designs.
 To decrease the cost of software maintenance.
 Reduce maintenance burden.
 Increased consistency among analysis, design and programming activities.
 Improved communication among users, analysis, design and programming.

1.7.3 System implementation

In this step will start coding using HTML and JavaScript for the graphical user interface.
MySQL is used in designing a robust database and PHP for the application logic which enables
communication between the front-end and the backend of the system. And the coding and
synchronizing of the software and hardware to make sure that these two components are working
together

1.7.4 Test and Deployment Methodology

After the project is implemented it has to be tested to check whether the system is worked properly
or not. Because of this the team takes some measurements of testing procedures, among them:-

 Unit testing

Each part of the System is separately tested by the team. The team tests every functionality by
applying some selection mechanism. Through this mechanism every modules got tested. At

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Anywhere when bugs appeared correction will be taken without changing functionality.

 Integration testing
Using this testing technique the whole functionality is combined together and tested it for its
agreement with each other and with the systems functionality. At anywhere when bugs appeared
the team combined the modules and problem is identified and recombined together with all
functionality.

 Test implementation (validation testing)

This is the part that enables to check the validation of the forms. There are both types of validation
type‟s client and server side validation; system will display error and informative messages when
the end user inserts the incorrect data in the forms. And in addition the server will display
messages after checking whether the information is available in the database or not.

 Deployment methodology
Once the functional and non-functional testing is done, the system is ready to deploy to the
beneficiary. This stage involves training of the assigned officials that will be given the privilege
of operating the system, populating the database with existing records, and converting such data.

1.6.5 Development environment

I. Software Requirement
 Operating System: Window 10 x64 (32 bits)
 Programming language: HTML, CSS, JAVASCRIP, PHP
 Database Development Tool: - MySQL
 Visual paradigm /Edraw UML: - to draw diagrams

II. Hardware Requirement

 laptop computer:
 500GB hard disk
 4GB RAM
 17 ” screen
 LAN support

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 1 TB External hard disc

 Built in Wi-Fi support

1.6.5 System requirement

The technologies used to be developing the proposed systems are listed as below:-

 Software requirement
 Tool
 Notepad++ : For editing Html, CSS, JavaScript and PHP files
 XAMP server: For MySQL database and to run PHP files
 Firefox Browser: to run files
 EDraw max, astah community and visual paradigm: for drawing UML diagrams
 MS word 2016: for documentation
 Snipping tool: for screen shoot UML diagrams and interfaces
 Language
 Html, JavaScript, CSS: used to design front side of our system
 PHP: used for back end of our system
 Hardware requirements:
 Computers: we used a computer which was operating system of Window 10
 Flash disk: we used flash disk when we move our data from one machine to another.
 Mouse, key board and monitor: was used for inputting and outputting of data.
 External hard disk: was used to store our project date.


TIME BREAKDOWN
NO Activities April May June-July
1 System proposal
2 Requirement analysis
3 System design
4 Implementation

Table 1.1: Time schedule for our Project

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Chapter Two

DESCRIPTION OF EXISTING SYSTEM

2.1 Introduction of the Existing System

In this chapter the existing system of Hawassa police station is clearly defined by answering how
existing system was working? In what way the FIRs (first information report) are managed?
What are techniques being used to handle investigation files? What are the business rules of the
station? And what are the problems in the existing system? After studying the existing system it
is possible to understand that how the proposed system can solve the existing system problems.

In the existing system of Hawassa police station, the police department accepts FIRs in three
ways that are by phone, by letter and by face to face. For these purpose there are polices placed
at the station for 24 hours. After accepting FIRs, the police identifies whether the FIR is crime or
not. If it is crime, the FIR will send to the police officer and investigation team will be organized.
This investigation team list announces to investigative officers with FIRs, and then the
investigation process starts, the detector collect the data from peoples, blood strain, and hair on
that place. Based on thus data the detector and other police start the working to gain information
then present in front of the court. Others are when compliant is wanted to complain someone he
has to come the police officer bureau and start fills the compliant forms manually. To call
suspected person the print out the form then manually fill that form after that send the form with
the help of other person. After completed investigation process, the progress files closed and
recorded by the person who is hired for this purpose. Hawassa police station manages all FIRs
and investigation files by writing all information on ledge. In case of this manual system
Hawassa police station cant accomplished its mission in a manner of efficiency.

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 Users of existing system

An actor is anyone or anything that must interact with the system or a role that user place with
respect to the system. Each actor set of goals in our Case WE classified the actor that is found in
the existing system into primary actor and secondary actor.

 Primary actor

These are actors who directly initiate the system to run. Who can classify this actor as the Main
actor who plays the main role the system in the existing system these actors interact with each
other to fulfill the required tasks. Those actors are listed below:

 Commander (district administrator)

 Criminal detection room

 Secondary actor

Those actors are who works under the primary actors they do only what main actor order them to
do those actors are

 Crime detector

 Community policy

 Report generation of the existing system

The report generated in the existing criminal management system is somewhat in different
manner. Those concerning numbers of comminuting police and society are always generated
annually once. Those coming criminal generated weekly. That means the report in the existing
system are not computer based but they written by using paper, pen, as well pencil and other
material used for drawing writing.

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2.2 Proposed System Description

The proposed crime file management system was designed in order to reduce the problems of the
existing system. In this proposed system, police officer will register as an admin and has a full
control over the system. So that he/she will create accounts for different polices based on their
user type and announce them there user name, password and privilege

Totally there will be three types of privilege on the system with administrator those are
investigative polices, and polices and also communities (users) are actors to the system.

The administrator Hawassa police station crime file management system has a permission to add
account when polices are transferred from another region, and inactive or update police account
when needed. On the admin page the administrator can view and easily manage the reports, can
assign investigation team for each case, can easily identify which criminal case is investigated
by whom, which cases are closed and which are in progress and also can easily retrieve criminal
cases.

In the proposed system, investigative officers can register and update progress case
information‟s, can easily retrieve criminal‟s case for investigation purpose, can generate
investigation reports, and post wanted criminal information.

In proposed system polices can accept FIRs online and organizes them to generate FIR report,
can post safety tips and missing persons, can generate reports and can easily search criminals
case.

In Hawassa police station crime file management system, the users can send FIRs online, can
view wanted criminals, missing persons and safety tips.

Since crime file management system is actually a serious process, even a simple error lead to big
problems. So the proposed Hawassa police station crime file management system should be error
free.

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The aim of proposed system is to develop a system of improved facilities. The proposed system
can overcome all the limitations of the existing system. The system provides proper security and
reduces the manual work. The existing system in police station has several disadvantages and
many more difficulties to work well. The proposed system tries to eliminate or reduce these
difficulties up to some extent. The proposed system helps the police station employees to work
user friendly.

2.2.1The proposed system includes the following features:

 Login for admin, investigative officer and front line officers
 FIR registration
 Investigation file management
 FIR Management
 manage reports
 Manage list about most wanted criminals and missing persons
2.2.2Purpose of the new system

The proposed system will provide

 Greater efficiency for recording investigation file:Since the proposed system uses
database system, registering investigation files, and updating of progress files from
the database will be easy and also there will not be loose of data.
 Security: since the proposed system requires verification of logon form, sensitive
information‟s will not be accessed or modified by unauthorized users.
 Better service: since the proposed system allows users to register FIR online without
a need of going to police station, there will be fast response for crimes. Users will
also view all posted information‟s from anywhere.
 Efficient retrieval of criminal files: since the proposed system record each and
every criminal file on the data base, retrieval of criminal files from the database at
any time will be a very easy process.
 Efficient FIR management: in the proposed system polices can view and easily
identify whether the FIR is crime and report FIR in efficient and organized way.

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 Increase Operational Efficiency: The proposed system should help in reducing the
repetitive paperwork/records and making the back-office functions more efficient.

2.3 Strength of Existing System

 Arranging community police in society.

 Always arranging police officers at their local office.
 Keeping governments and non-governments organization.
 Using walkie-talkie for quickly sending information.
 Creating connection with peoples.
 The existing system service is integrated in one place.

2.4 Weakness of Existing System

 The existing system is time consuming and not very user friendly.
 The existing system Consumes large volume of paper work
 The existing system doesn‟t have system security
 Because of the large number of serious crimes, minor FIRs may be ignored.
 Retrieval of data in a desired way is difficult
 The existing system has work load for police department
 The existing system does not maintain most wanted criminals with respect to area wise
and age wise also.
 In the existing system generation of report is bulky activity
 The existing system does not support online case registrations
To avoid all these limitations and make the workflow more efficient the system needs to be
computerized.

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CHAPTER THREE

System features

3.1 Introduction
This chapter of the project document which provides a system features of the project. This
chapter contains and describes about functional requirement, and non-functional requirement,
Use case diagram, use case description, and analysis Model (Activity diagram and Sequence
Diagram).This new system removes the existing problems, which usually occurred in manual
Crime file management system. The major purpose of the new system is to automated paper
based system to computerized system.

3.2 Functional requirement

Functional requirements – a description of facility or feature required. Functional requirements

deal with what the system should do provide for users. They include description of the required
functions, outlines of associated reports or online queries, and details of data to be held in the
system.
1. Front line officer input FIR no, FIR Date, FIR Time , Information Type, Place of crime, Act
for crime, Address of victim, Name of Police, Received Time, Information Received,
accused persons full name and address.
2. If the submitted information is valid, and found in the database then the corresponding record
is displayed.
3. Staff input Username and password

4. After entering the required information the various validation checks are performed. The
updated information is reflected in the stored database.

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5. User Viewing posted information‟s

6. If the specified database is stored then the posted information‟s display. The data displayed is
updated and accurate information.

7. Investigator officer manage investigation file

 Criminal‟s personal details with – Criminal No., Criminal Name, Age,

Occupation, Crime Type, address, gender.
 Victim‟s information- victim name, occupation, age, gender, address, victims no,
and case no
 Witness information -witness name; witness no, occupation, gender, age, witness
no, case no, address and Resident ID with their witness word
8. If the entered information is correct, successful information‟s will be displayed.

9. Frontline officer Retrieve criminal files Case No, criminal name

10. If the entered information is correct, the required information will be displayed.

3.3 non-Functional Requirement

 Availability: the system should be available at any time, if by any means the system
fails, the system should store a backup database.
 Performance: the system should be responsibly fast in order to access the required
crime information‟s.
 Security: The system must confidentially be controlled from being accessed by
unauthorized users. Virus scanning software should be installed to protect from viruses.
Duplicate record must be discarded by the administrator.
 Maintenance: New additional features can be added if required and also the system
components i.e. memory, disk, drives shall be easily serviceable without much
alteration in the code.
 Efficiency: The system must give good result within amount of time.
 Accessibility: We must make sure that the system be accessible for all authorized staff
and not accessibility by anyone else

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3.4 Analysis model

Analysis modeling uses a combination of text and diagrammatic forms to depict requirements for
data, function, and behavior in a way that is relatively easy to understand, and more important,
straightforward to review for correctness, completeness, and consistency. The analysis model
must achieve three primary objectives: To describe what the customer requires, establishing a
basis for the creation of a software design, to define a set of requirements that can be validated
once the system is built.

3.4.1 Use Case diagram

Use case Diagram Describe the functional behavior of the system as seen by the user .It is a
sequence of action that provides a measurable value to an actor another way to look at it is that a
use case describes a way to which a real world to interacts with the system.
An essential use case sometimes called a business the case is simplified, abstract, generalized use
case that captures the intention of the user in a technology and implementation independent
manner.

 In the proposed system a use case describes a sequence of action that provides a
measurable value to an actor and draw as a horizontal ellipse.
 An actor is a person in the proposed system that plays a role in one or more interactions
with the system.

Relationships between actors of Hawassa police station crime file management system and use
cases exist whenever an actor is involved with.

I. Actor identification
The purpose of actor analysis is to identify all of the actors that interact with the system. An
actor has a role in that interacting with the system. The actors that interact with the system are:-

 Administrator: administrator is who interact in the proposed system that has full
control over the system. After login to the system whose responsibility is manage staff
(add, update and inactive user), assign investigation team, and generate charge sheet.

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 Investigative officer: investigative officer is an employee who has a roll (account type)
of investigative officer in the system. Whose responsibility is manage investigation
files (register new case, update progress file, and post wanted criminals), and generate
investigation report. He/she can retrieve closed criminal files and view assigned team
by login in to the system.
 Front line officer: front line officer is a police whose responsibility is managing FIRs
(view and identify, delete, and post missing persons), and generate FIR report for
administrator.
 User: user in this system represents all communities who interact to the system in order
to add FIRs and view posting information‟s.

II. Use-case identification

Identifying the activities that are mainly performed on the proposed system is the basic thing in
analyzing a new system. The following use cases have been identified from the system
specification.

 Login
 Manage staff
 Manage investigation files
 View report
 Manage FIRs
 Post wanted criminals
 Post missing persons
 Add FIR
 View posted information‟s
 Retrieve criminal cases
 View assigned team

Use case diagrams graphically describe system behavior (use cases). These diagrams present a
high level view of how the system is used as viewed from an outsider‟s (actor‟s) perspective.

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From the identified use cases and actors the use case diagram of Hawassa police station crime
file management system is shown below.

 Business rule for proposed system

The business rules of the Hawassa police station crime file management system are listed as
follow:-
Br1: New crime reports (first information reports) have to received and organized by front line
police officer

Br2: FIRs should get fast response as much as possible if and only if the FIR is crime case

Br3: FIR crimes should be investigated by investigation officer.

Br4: The crime should be happened in Hawassa city or around the city, in order to start
investigation process.

Br5: accused persons have been taken to court within 48 hours.

Br6: Victims had right to report any crime

Br7: Police staff cannot arrest by suspect without court‟s permission

Br8: National army staff military can‟t ask by polices for his crime.

Br9: police officers should work for 24 hours to accept crime reports

Br10: In case of disagreements between husband and wife, the FIR should be submitted by him
or herself in order to get response from police.

Br11: Investigation officer cannot use force and other illegal methods to do their investigation.

Br12: Victims should qualify whatever asked by officer In order to record their case

Br13: since investigation processes completed, progress files should be recorded as closed
criminal cases.

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Br14: Closed criminal cases should be recorded on the data base for only retrieval purpose.

Figure 3.1: use case diagram for Hawassa police station management system.

 Use case description

It is a sequence event that describes what the proposed system will develop and how it interacts
with the environment mainly.

This section describes the most important activates that the actors of HAWASSA POLICE
STATION CRIME FILE MANAGEMENT SYSTEM do experience to make use of the system.

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1. Description for Login

Use case name Login
UC_ID UC_01

Description This use case is used to ensure security in system usage.

Actors administrator, front line officer, and investigative officer
Pre-condition The user must have at least username and password.
Post conditions The users get access to the system according to their predefined system privilege and
finally he/she logout or turn off the page.

Basic flow 1: Administrator, investigative officer or front line officer has to activate the system.
2: The System responses by displaying the login interface and allow the user for the user
name and password.
3: they select account type and fill his or her username and password.
4: he/she select login button.
5: System verifies username and Password.
6: the User get authentication and access the system.
7: System displays its main window.
8: Use case ends.

Alternate flow If user enters wrong username and / or password

7.1: System displays “please reenter your correct user name and password”.
7.2: system display empty login form
7.3: use case ends.

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2. Description for manage investigation file

Use case name Manage investigation file
UC_ID UC_02

description This use case is done by investigative officer while the investigation process

Actors investigative officer

Pre-condition The investigative officer should have to login to the system.
Post conditions If the use case was successful, the user information is added in the investigation file
database. Otherwise, the system state is unchanged.
Basic flow About registering new cases
1: the investigative officer clicks on register button
2:The system will request to add case id
3:The investigative officer add case id in the txt field and click submit button
4:The system check the case id
5: the system opens criminals registration form
6:the investigative officer enters all the requested information
7:The investigative officer click on the next button
8:The system display victims information form
9:the investigative officer enters all the requested victims information
10:the investigative officer click on the next button
11: the system display witness information form
12: the investigative officer enters all the requested witness information
13: the investigative officer clicks on the register button
14: The system will check the filled form
15: The system will save the form on database
16:The system will display successful register message
17: the system end
Alternate flow 5.1: if the case id is already existed, the system will display „case id is exist please add
another‟

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5.2: the system displays empty text field.

5.3: if the investigative officer clicks on the registration button, the system will check the
filled form, save the form on the data base, display successful message and display the
next form.
16.1: If the investigative officer left blank the text boxes that are mandatory to be filled by
him/her then the system will display a fill again message and allow him/her to fill again.
16.2: if the detective police fill error info the system display empty form again If the user
clicks the reset button then the basic flow begins

Basic flow About updating the progress case:

1:the investigative officer open
2: The system will display search box
3: the investigative officer add the case id
4: click on search button
5: The system will check the case id
6: The system will display searched result
7: The investigative officer edits the form.
8: The user clicks on Update button.
9: The system checks the entered information
10: The system sends message” does u want to update?
11: the investigative officers selects the yes option
12: The system updates the information
13: the system displays successful message of updating
14: end of use case
Alternate flow 6.1: displays “try again” message.
6.2: the system will display empty search box
11.1: if the investigative officer select the no option, the system displays „updating
aborted‟ message.

11.2: use case ends

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3. Description for manage staff.

Use case name Manage staff
UC_ID UC_03
description This use case is done by the Administrator when they need to add, update and inactive the
user account.
Actors Administrator
Pre-condition The Administrator have to login to the system to manage staff.
Post conditions The user information will be managed by administrator.
Basic flow About adding new user account
1: the administrator clicks on add user button
2:the system displays the form
3: the Administrator enters the new user name, account type, Password and reenter
password to the system
4: the Administrator submits the new user information.
5: the system validates the new user detail.
6: the system save the user detail to the database.
7:the Administrator tells the category, user name and password to the user
7:the system displays successful message of adding new user
8:the system ends
Alternate flow 3.1: If the Administrator does not enter the username or the password or he/she entered
which does not match correctly, the system displays a message “please enters the user
name and password correctly”.
5.1: if not correct the system doesn‟t save the entered information to the database.
6.1: the system displays a fill again message and allow him/her to fill again.
6.2: use case ends

About updating an account:

Basic flow
1: the Administrator wants to update an account and he/she login to the system.

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2: the Administrator inserts account _type, username, password, and other user
information.
3: the administrator submits the data.
4: the system checks the new account information with the existing account in the
database.
5: the system save the new account to the database.
6: the updating process ends
Alternate flow
5.1: the system doesn‟t save the new account to the system database
5.2: it displays a fill again message.
Basic flow
About inactivate the account:
1: the administrator wants to inactivate the account and he/she login to the system.
2: the administrator selects the inactivate button.
3:The system display a form
4:the administrator enters the account type and username of the user
5: the system checks the entered information with the existing account in the database
6: the system sends message “Do you want to inactive?” to the administrator
7: the administrator selects the yes option
8: the system inactivated the account from the system.
9 the use case ends
Alternate flow
5.1: the system displays try again message.
5.2: the system displays empty form
7.1: the system ends if he/she selects no.

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4. Description for retrieve crime case.

Use case name retrieve crime case
UC_ID UC_04
description This use case is done by the Administrator, investigative officer and front line officer
when they need to retrieve criminal cases.
Actors Administrator, investigative officer and front line officers
Pre-condition The Administrator login to the system to manage staff.
Post conditions The user information will be managed.
Basic flow 1: Administrator /investigative officer /front line officers
Want to retrieve criminal cases and he/she login to the system.
2:the user on retrieve case button
3:The system requests the user to enter Criminal name or/and address and/or gender
4: the user provides the requested information
5: the user clicks on search button
6: the system checks whether the file exist in the database
7: the system displays the needed criminal info.
8: the user will see the displayed information
9: the process end

Alternate flow 7.1: if the file doesn‟t exist in the database the system displays „there is no criminal file
record this name‟ message
7.2: use case ends

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5. Description for View Report

Use case name View Report
UC_ID UC_05
description This use case is seen by administrator; front line officer and investigative officer when
he/she wants to view about the progress file report, and fir/complement report.
Actors Administrator, front line officer and investigative officer.

Pre-condition The administrator has to login to the system and the reports have already been in database.

Post conditions The administrator views a report.

Basic flow 1: the administrator wants to view the report and clicks on view reports menu
2: The administrator selects a report type on menu item.
3: the system displays the selected report automatically.
4: the report process end.

Alternate flow 3.1: the system does not display the report.
3.2: the report process ends

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6. Description for generate investigation report.

Use case name generate investigation report

UC_ID UC_07

description This use case Generates investigation report

Actors investigative officer
Pre-condition The investigative officer have to login to the system.
Post conditions Investigative officer generate report.

Basic flow 1: the investigative officer clicks on generate report button

2: The system display report form that contain the following :-
 Date of report
 Type of report
 For whom the report is prepares
 Report information‟s
3:investigative officer fills the form
4:investigative officer clicks on generate report button
5:The system checks the filled form
6: The system generated the report to the selected user.
7: the system displays successful message.
8: the report process ends.
Alternate flow
5.1: If the investigative officer enters invalid information then the system will generate an
error message in order to fill again the information properly.
5.2: use case ends

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7.Description for post missing persons

Use case name post missing persons
UC_ID UC_07
description In this use case the front line officer can post missing persons.
Actors front line officer
Pre-condition 1: front line officer should have to enter a valid user name and password to upload
missing persons.
2: The system should validate the user by checking user name and password.
Post conditions
If a Police officer entered valid user name and password then he/she can post the
information.
Basic flow 1: the Police officer wants to post missing persons and clicks on post button
2: the system displays the missing person form
3: Police officer fills the needed information
4: The system checks the filled form
5: the system stored the posted information on the database
6: the system displays successful message
7: the report process ends

Alternate flow 6.1: the system display an error message

6.2: the report process ends

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8. Description for view posted information‟s

Use case name view posted information’s
UC_ID UC_08
description This use case allows the user to see posted information‟s.
Actors User.
Pre-condition there should be posted information‟s
Post conditions
the user views posted information‟s
Basic flow 1:the user wants to view the posted information‟s
2:the user gets access to the system
3:clicks on view post info button
4:The system displays posted information‟s
5: the user view posted information‟s
6: the report process ends

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9.Description for manage FIR.

Use case name manage FIR
UC_ID UC_09
description this use case allows the front line officer to view and identify
Actors front line officer
Pre-condition the FIR should be registered in the data base and the police should be login to the system
Post conditions The police views and identifies crime FIRs.

Basic flow
1:the front line officer want to manage the FIR
2: the front line officer clicks FIR button
3: The system displays the FIR page
4: the front line officer view the FIR and identify which is a crime
5:the police select and organize new crime cases and sends to the admin
6: the system posts the crime case on the admin page
7: displays the successful message
8: the use case ends

Alternate flow 4: if there is no crime report, the use case ends

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10. Description for add FIR.

Use case name add FIR
UC_ID UC_10
description this use case allows the user to add FIR on the system
Actors
user, front line officer, investigative officer, administrator
Pre-condition the user should have to get access to the system
Post conditions The user adds FIRS to the system.
Basic flow
1:user, front line officer, investigative officer, administrator
2:the user clicks on FIR button
3: The system displays the FIR page
4: the user clicks on add button
5: the system displays the FIR form with FIR No
6: the user fill the form
7: the user clicks submit button
8: the system posts the FIR and displays the successful message
9: the use case ends.

Alternate flow
7.1: if the user clicks cancel button, the use case ends

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11. Description for assign investigative officer.

Use case name
assign investigative officer
UC_ID UC_11
description this use case allow the admin to assign investigation team
Actors
administrator
Pre-condition the administrator should be login to the system and there should be crime cases
Post conditions The administrator assigns investigation team for crime FIRs.
Basic flow
1:the administrator view the reported FIR
2: he/she clicks on assign group button
3: The system displays a page with the name of detective polices
4: the admin select the detective polices and send the selected information with the crime
report.
5: the system posts the information that the detective police can see
7: the system displays the successful message
8: the use case ends

Alternate flow
7.1: if there is an error, the system displays an error message
7.2: the use case ends

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12. Description for logout.

Use case name Logout
UC_ID UC_12
description this use case allows to logout and back to the login page
Actors administrator, investigative officer and polices
Pre-condition The administrator, detective police and the police should be login to the system and wants
to log out.
Post conditions The administrator, investigative officer, and polices logged out from their privileges and
go back to home page.
Basic flow 1:The user click logout button
2: The system returns to login page
3: end use case

3.4.2 Sequence diagram

Sequence diagram describe behavior as a sequence of messages exchanged among a set of

objects. Sequence diagram which is also known as interaction diagrams are one of the diagrams
seed in UML, for modeling the dynamic aspects of the system. It shows an interaction consisting
of a set of objects and their relationship including message that may be dispatched among them.
It emphasizes the time ordering of messages. A sequence diagram shows an interaction arranged
in time sequence. In particular, it shows the instances participating in the interaction by their
“lifelines” and the stimuli that they exchange arranged in time sequence. It does not show the
associations among the objects. Sequence diagrams are used to display the interaction between
users, screens, objects and entities within the system. It provides a sequential map of message
passing between objects over time.

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Login
UC# 01 Main Login Login Login Database
: administrator/investigative
window link form controller
officer/ police
1: activate UI()

1:actors activate 2: click on login link

user interface ()
2: actors click on 3: Display login form()
login link()
3: the system
Display login form()
4: an acter select 4: select account type and fill username & pasword()
his/her account
type and fill 5: click submit button()
username &
pasword()
6: send message()
5: ac actor clicks
on submit button()
6: the system 7: validate()
transfer message
from login form to
login controler() 8:display try again message()
7: the sytstem
validates account 9: Login to the system()
information by
login controller
8: if it is invalid,
try again message 10: check()
display()
9: if it is valid,
Login to the 11: response to login form()
system()
10: check()
11: response to
login form()

Figure 3.2: sequence diagram for login.

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Retrive
crime case View retrive Search case retrival Databas
: administrator/investigative
UC# 04 case link page controller e
officer/ police

1:he/she select
retrival case link()
1: select retrival case link()
2: the system Send
message to search
2: Send message()
page()
3:the system
Displays search
page() 3: display search page()
4:he/she Enters
requested 4: Enter requested information()
information ()
5:he/she Clicks on
search button() 5: Click search button()
6: the system
sends message to 6: send message()
case retrival
controler()
7: chek to database()
7: the system
checks to
database()
8: check() 8: check()
9:the system
responce message 9: send message()
to case retrival
controler
10: the system 10: Display not found message()
Displays not found
message() 11: Display requested information()
11: the system
displays
requested
information()

Figure 3.3: sequence diagram for retrieve crime case.

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View report
UC# 05 View report Report type Report Database
:
link controller
adminstrator
1:select view report link()
1:the
administrator
selects view report 2: send message()
link()
2:the system send
message() 3:display report type()
3:the system
displays report
type()
4: the 4: select report type()
administrator
select report type()
5: the
administrator 5: click on view button()
clicks on view
button()
6:the system send 6:send message()
message to report
controller()
7:the system
fetchs the report 7:fetch()
from the database
()
8: the system
displays reports()
8: display reports()

Figure 3.4: sequence diagram for view report.

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Manage FIR
UC# 09 View FIR FIR page Administr Database Database
: Police
link ator page controler
1:select FIR link()
2:send message()
1:the police select FIR
link
2:the system send 3:display FIR page()
message to FIR page
3:the system displays
FIR page 4:view and identify FIR()
4:the police view FIR
and identify wheather it
is a crime
5:he/she organize crime 5: organize crime FIRs()
FIRs 6: send message()
6: the system send
message to database
controller
7:the system checks 7:check()
the data
8: if it is not
correct,system displays
8: not successful message()
not successful
message 9: add to database()
9: if it is correct, the
system adds the data to
database 10: check()
10: the system check
data in database()
11: the system sends 11: send message to admin page()
message to
administrator page()
12: the system displays 12: display successful message()
successful message()

Figure 3.5: sequence diagram for manage FIR.

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Update user
UC# 03 Update Update user Update User Database
: user link form controller
administrator
1: click update user link ()
1: administrator
select on update user
2: send message ()
link ()
2: send message to
update user form ()
3: the system display
update user form () 3: Display update user form ()
4: administrator fills
user information ()
5:an administrator 4: Edit user detail ()
Clicks on update
button ()
6: update user form
transfers the filled 5: Click update button ()
form into update user
controller() 6: send message ()
7: the system validate
the data ()
8: if it is not correct
it displays not 7: validate ()
succesful message ()
9: if he/she fills
correctly the system
updates a database () 8: display not successful message ()
10: the system checks
the data wheather it 9: update data ()
is updated correctly ()
11: the system
display response ()
10: check ()

11: display response ()

Figure 3.6: sequence diagram for update user.

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Update
progress file View update Search Progress Progress file Database
: Investigative
UC# 02 link box file controller
officer
1: select update link()
1: the investigative
officer select update 2: send message()
link()
2: the system send
3: display search box()
message to search
box()
3: the system display 4:fill case No()
search box()
4:investigative
officer fill case No() 5: click on search button()
5: he/she clicks on
search button()
6: send message()
6: the system send
case no to progress
file controler()
7: the system search 7: search from database()
from database()
8:the system check it
from database()
9:if the case no not 8:check()
exist, the system
displays not found
message()
10:if it is found, the 9:display not found message()
system send message
to progress file()
11:the system
display progress file() 10:send message()
12:investigative
officer Edits progress
file()
13:investigative
officer clicks on 11: display progress file()
update button()
14:the system
validate edited
information() 12:Edit progress file()
15:if it is invalid, the
system display not
sucessful message()
16:if it is valid the
system updates the 13:click update button()
database()
17:check()
18:check()
18:the system
displays succesful 13:send message()
message()

14:validate()

15:display not sucessful message()

16:update database()

17:check()

18:display succesful message()

Figure3.7: sequence diagram for update progress file.

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Posting
Uc# 07 Post Post post Database
: Investigative View
post link type form contro...
officer/ police
1: select post link ()
1: he/she select post
link () 2: send message ()
2:the system send
message()
3: the system
Displays post type () 3: Display post type ()
4: he/ she select post
type() 4: select post type ()
5: the system send
message to post form 5: send message ()
()
6: the system 6: display form ()
displays form ()
7: he/she fill the
form () 7: fill the form ()
8: he/she clicks on
post button()
9: the system 8: click post button ()
transfers message ()
10: check ()
11: if it is incorrect 9: send message ()
display not
successful message()
12: if it is correct
,add to database () 10: check ()
13: check ()
14: the system
Displays response () 11: display not successful message ()

12: add to database ()

13: check ()

14: Display response ()

Figure 3.8: sequence diagram for posting.

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Figure 3.9: sequence diagram for add new user.

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3.4.3 Activity diagram

Activity diagram is another important diagram in UML to describe dynamic aspects of the
system. Activity diagram is basically a flow chart to represent the flow form one activity to
another activity. The activity can be described as an operation of the system. So the control
flow is drawn from one operation to another. This flow can be sequential, branched or
concurrent. Activity diagrams deals with all type of flow control by using different elements
like fork, join etc. The purposes of activity diagram can be described as:

 Draw the activity flow of a system.

 Describe the sequence from one activity to another.
 Describe the parallel, branched and concurrent flow of the system.

Figure 3.10: activity diagram for login.

In order to login to the system the admin, investigative officer and police browses the system and
view home page. Then he/she enters user name, password and user type to login form and click

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on login button. If the entered information is valid, he/she views available page that can be
displayed based on their user type, unless he/she views try again message and home page.

Figure 3.11: activity diagram for register new case.

An investigative officer first browses the system and view the home page. Then the officer fills
the displayed login form and clicks login button. If the login information is invalid, the system
displays home page again, otherwise main menu displays. Then investigative officer selects on
manage investigation file and click register new. Then investigative officer fills displayed
victims, witness and criminals form, then the system checks whether the filled information is
correct. If it is correct, successful message will display otherwise main menu page displays

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Figure 3.12: activity diagram for posting safety tips and missing persons.

In order to post missing persons and safety tips, the front line officer browses the system and
view home page. Then he/ she fill the login form. If the entered information is in valid, the home
page will be displayed and he/she tries to login again, else he/she views front line page and select
post button. Then he/she select the post information type either safety tips or missing persons.
After this the front line officer fills necessary information‟s requested by the form then clicks on
post button. If the entered information is correct, displays successful message. Otherwise police
officer views unsuccessful message and police officer page.

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Figure 3.13: activity diagram for generate charge sheet.

In order to generate charge sheet, the administrator browses the system and fill login form. If the
entered information is invalid, the home page will be displayed and he/she tries to login again,
else he/she views administrator page and select charge sheet button then the admin fills the
charge sheet form. Then the admin clicks on submit button. If the entered information is
incorrect, he/she views empty charge sheet form else he/she views successful message.

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Figure 3.14: activity diagram for view report.

Since the administrator is the only privileged person to view reports, he/she browses the system
and fills login form. If the login information is invalid, the home page will be displayed and
he/she tries to login again. Unless admin can view admin page will be displayed. Then admin
clicks on view report button and select and view report type either investigation report prepared
by investigative officer or FIR report prepared by police officers.

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post wanted criminal

Uc # 07
Actor: investigative officer
select type
of user
fill username &
browse homepage password

click on
login button

invalid

valid

display
investigative
officer page

clicks on fill wanted click post

post criminal form button

incorrect

correct display
successfull
message

Figure 3.15: activity diagram for post wanted criminals.

In order to post want criminals information‟s, investigative officers browses the system and fill
login form. If the filled information invalid, he/she views empty login form else investigative
officer views investigative officer page. Then investigative officer click post button and fill
wanted criminals form and clicks on post button. If the entered information is incorrect, he/she
views empty form, else view successful message.

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Figure 3.16: activity diagram for add new user.

In order to add new user the administrator browses the system and view home page. After
inserting the login information on login form, administrator clicks login button and the system
validates login information. If it is invalid, the home page will be displayed and he/she tries to
login again. Unless admin can view admin page, then he/she selects add new user button and
enter new user information and clicks on submit button. The system validates/ checks whether
the new information is correct. If it is correct the system displays successful message else admin
page displayed again.

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Figure 3.17: activity diagram for update user.

In order to update user account administrator should perform the above activities. First he/she
browses the system and view home page. Administrator fills login form and clicks login button
then the system validates entered information. If it is invalid, the home page will be displayed
and he/she tries to login again, else admin can view administrator page. He/she selects manage
staff and update user then enters user detail. If it is not found, admin page displays again unless
he/she enters the needed information and clicks update button. If the entered information correct,
successful message displayed. Otherwise admin page displayed again.

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Figure3.18: activity diagram for inactive user.

In order to inactive user account administrator first browses the system and fills login form. If
the login information is invalid, the home page will be displayed and he/she tries to login again.
Unless admin view administrator page will display. Then admin clicks on manage staff and
select inactive user. Then she/he enters user detail. If the user detail not found on the database,
unsuccessful message will displayed unless successful message will displayed.

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Figure 3.19: activity diagram for retrieve closed files.

The above diagram shows all the activities needed to retrieve criminal cases. First
administrator/investigative officer /front line officer browse the system and view home page.
He/she fills login information to login form and clicks on login button. If login information is
invalid, the home page will be displayed and he/she tries to login again. Otherwise available
page will be displayed. in order to retrieve crime cases he/she have to click retrieve info button
and fills needed criminal name, then clicks on search button. The system then checks whether the
needed file exist in the database. If it is found, the system displays case information unless
displays unsuccessful message and available main page displayed again.

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3.4.4 Class diagram

UML class diagram represents the static view of an application. Not only used for visualizing,
describing and documenting different aspects of a system but also for constructing executable
code of the software application.

Figure 3.20: class diagram for Hawassa police station crime file management system.

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3.3.5 User Interface Design

Figure 3.21: User Interface Design for staff login.

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Figure 3.22: User Interface Design for user profile edits.

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Figure 3.23: User Interface Design for new case.

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Figure 3.24: User Interface Design for progress case.

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Figure 3.25: User Interface Design for new fir report.

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Figure 3.26: User Interface Design for register staff.

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Figure 3.27: User Interface Design for send and view report.

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Figure 3.28: User Interface Design for add witness profile.

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Figure 3.29: User Interface Design for view missing person.

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Figure 3.30: User Interface Design for user Profile edits.

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Figure 3.31: User Interface Design for post wanted criminals.

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CHAPTER FOUR

SYSTEM DESIGN

4.1. Introduction
System design is the transformation of the analysis model into a system design model. System
design is the first part to get into the solution domain in a software development. This chapter
focuses on transforming the analysis model into the design model that takes into account the
non-functional requirements and constraints described in the problem of the statement and
requirement analysis sections discussed earlier.
The purpose of designing is to show the direction how the system is built and to obtain clear and
enough information needed to drive the actual implementation of the system. It is based on
understanding of the model the software built on. The objectives of design are to model the
system with high quality. Implementing of high quality system depend on the nature of design
created by the designer. If one wants to change to the system after it has been put in to operation
depends on the quality of the system design. So if the system is design clearly, it will be easy to
make changes to it. In this project design the team will try to show:
 How the project is designed
 What are tasks done under the whole project
 The different modules and their way of functioning are described here

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4.2 purpose of the system design document

The purpose of design is to model the system with high quality. The design goals are derived
from non-functional requirements that means non-functional requirement is the description of the
feature characteristics and attribute of the system as well as any constraints that may limit the
boundary of the proposed solution.

Design goals describe the qualities of the system that the developers should consider.

 Reliability: the proposed system should be reliable.

 Fault Tolerance: Hawassa police station crime file management system should be fault
tolerant to loss of connectivity with the service.
 Security: the proposed system should be secured, i.e., not allow other users or unauthorized
users to access data that has no the right to access it.
 Modifiability: the proposed system should be modifiable for further modification and
enhancement of the application.
 Extensibility: - If it is needed to add new functionality to the system, this must be achieved
by only making a separate page and integrate this page with the Existing system.
 Performance: Hawassa police station crime file management system should respond fast
with high throughput, i.e. It should perform retrieving crime case, registering progress
crime case, updating progress files and generating report as quickly as possible.
 End User Criteria: The proposed system should have simple and understandable graphical
user Interface such as forms and buttons, which have descriptive names. It should give
reliable response for each request at least before the session expires.
 Dependability: The system should be robust (forceful) i.e. it should be able to carry on
invalid user inputs, fault tolerant, reliable and available. The system shouldn‟t allow non-
authorized users to access progress investigation files.
 Cost: The system should be developed, deployed, administered and maintained with
minimum cost possible.
 Usability: Usability is the extent to which a product can be used by specified users to
achieve specified goals with effectiveness, efficiency and satisfaction in a specified context

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of use. From the end users‟ perspective the proposed system should be designed in such a
way that it is easy to learn and use, efficient and having few errors if any.
 Readability: - The system code can be viewed by clicking on the current web page and
choose “view the source code” option.
 Robustness: - Since the system is a web-based system, that mainly use a menu driven entry
there would not be an input problem by the user side. However, for the server side there
might be an error during the process of entering a data. In this time the system will provide
an error page and the system will continue without failure or crash.
 Availability: - As long as there is an internet connection, the system will be available 24/7.
 Portability: - The system is developed to be viewed and retrieved from any web browser
regardless of their version and platform it resides in it.

4.3 Scope

The scope for the system design will involve in user, admin, front line officer and investigation
officer while the user Add FIR then admin, front line officer and investigation officer view the
report then front line officer retrieve crime case. Manage fir, assign investigation officer, then
investigation officer manage investigation file and generate report .The officer finally enable
exchange information across in the police station.

System design is the first of the three technical activities design, code and test that is required to
build and verify software. The importance can be stated with a single word “Quality”. Design is
the place where quality is fostered in software development. We will see architecture design,
deployment view, logical view, and process view, purpose of system design document and
database design.

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4.4 Architectural Design

The system will be built on a layered architecture. A layered architecture makes it easier to
maintain or modify one part of the system without affecting the others. For example if the
developer need a modification on the User interface, they could get it without affecting the rest
of the system.[6]

Figure 4.1 System Architecture

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User Interface Layer: -This layer wraps access to the business logic of our system. For instance
in our system the User interface (UI) provides the user to access the system easily.

Business Logic Layer: - The business logic layer implements all the functional requirements
which implements the concepts relevant to our business logic

Persistence Layer: - Persistence layers encapsulate the capability to store, retrieve, and delete
objects/data permanently without revealing details of the underlying storage technology in the
system. Our system uses MySQL database.

Database: - The system will be using a relational database for its persistent data storage. The
layer at the bottom of architecture will be database system

4.4.1 Logical View

By this Diagram, components of the system will be wired showing that there is relation among
components; management of the system, database and operations performed on databases such
security issue. This in some extent shows which component or objects will be accessed by whom
and what type of security infrastructures it is using.[1] The component diagram of Hawassa
police station crime file management system is displayed below.

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manage
staff

generate
chargesh
eet

view
report

Administr manage
ator investigat
ion file

generate
Investiga report
tive
officer retrieve security
closed
file
frontline post
officer wanted
person database
post
missing
user person
manage
fir

view
posted
info

add fir

Figure 4.2: component diagram of Hawassa police station crime file management system.

4.4.2. Process View

The proposed Hawassa police station crime file management system has modules: login, FIR
management, retrieves closed files, posted management, manage progress files, generate report,
and manage staff.[5]

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Figure 4.3: system decomposition diagram.

 Login

This includes admin, investigative officer and police login. There will be account type, user
name and password to login into the system to use all the facilities.

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 Manage staff

This module helps the admin to add new user accounts, update and inactive existed account.

 Retrieve closed files

This module helps the admin, investigative officers and police to view the details of closed crime
cases.

 FIR management

This module helps polices to view, identify and organize FIRs and users to add FIRs.

 Posted information’s management

This module helps investigative officers and polices to post wanted persons, and missing persons
and hot news with safety tips respectively. This module also helps users to view posted
information‟s.

 Manage progress files

This module helps the investigative officers to register new criminal files and to update progress
files if necessary. Witness information‟s, criminal information detail and witness‟s information‟s
are registered in this module.

 Generate report

This module helps the investigative officers to prepare investigation reports and polices to
prepare FIR reports.

 View report

This module helps the admin to view both FIR and investigation reports.

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4.4.3 Deployment View

Deployment diagrams model the physical architecture of a system, and it shows the relationships
between the software and hardware components in the system and the physical distribution of the
processing.[4]

HTTP Application
request sever SQL
Client Databse
browser User server
controller

Administrator Report Security

controler

login
controler
Investigative
officer Persistance
progress
file
controler
front line
officer post
controler

User
database
FIR
controler

new case
controler

case
retrival
HTTP controler
response

Figure 4.4: deployment diagram for Hawassa police station crime file management system.

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4.5. Database Design

Database design is the process of producing a detailed data model of a database. This logical data
model contains all the needed logical and physical design choices and physical storage
parameters needed to generate a design in a Data Definition Language, which can then be used to
create a database. A fully attributed data model contains detailed attributes for each entity. The
term database design can be used to describe many different parts of the design of an overall
database system. Principally, and most correctly, it can be thought of as the logical design of the
base data structures used to store the data.[4]

Relational Mapping and Normalization

1. Mapping witness entity

witness_id Pro_id word Case_id Progress_case_id

NORMALIZATION FOR Witness table

witness_id Pro_id Case_id Progress_case_id

Witness word table

witness_id word

2. Mapping user profile entity

Pro_id Id_no First_Name Middle Last_Name age job sex phone kebele
_Name
village Status Case_id Role Witness_id2 Suspect_id Vict
im_i
d

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NORMALIZATION FOR
User profile table
Pro_i Id_n First_Na Middle_Na Last_Nam age job se kebe
d o me me e x le
villag Stat Case_id Role Witness_i Suspect Victim_
e us d2 _id id
User profile phone table

Pro_id phone

3. Mapping for suspect entity

Suspect_id Progress_case_id User_pro_id

4. Mapping for victim entity

Victim_id Case_id Progress_case_id

5. Mapping for users entity

Id_no Username password email avator Signup_date Account_type

Normalization form
Users table

Id_no Username password Signup_date Account_type

User email avator table

Id_no email avator

6. Mapping for FIR entity

fir_id first_n middle_na Last_ age job sex Phone_n kebel villag nation
ame me name o e e
religion Id_no Education Crime_ti Crime_ Victim User view Inv_v Progress
_level me place _word _id iew case_id2

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Normalization form
Fir table

fir_id first_ middle_ Last_n age job sex kebele village nation
name name ame
religio Id Crime Crime User view Inv_view Progress case_id2
n _n _time _place _id
o

Fir phone, education level, victim word table

Fir_id Phone no Education level Victim word

7. Mapping for news entity

id_no body date

Normalization form
News table
id_no date

News body table

Id_no body

8. Mapping for safty_tips entity

id_no body date

Normalized form
Safty_tips table
id_no date

Safty_tips body table

Id_no body

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Id_no Cloth_style

9. Mapping for wanted entity

Id_no Crime_type religion Hair_style Birth_place height Face_color

10. Mapping for missing entity

id_no missing_date religion Hair_style Cloth_style height Face_color

Normalized form
Missing table
id_no missing_date religion Hair_style height Face_color

Missing cloth_style table

11. Mapping for pm entity

Id Id2 title sender receiver message timestamp Users_id Users_id2

Normalized form
Pm table

id Id2 title sender receiver Users_id Users_id2

Pm message, timestamp table

id message timestamp

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Figure 4.5: database design for Hawassa police station crime file management system.

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CHAPTER FIVE

CONCLUSION AND RECOMMENDATION

5.1 Conclusion
Crime File Management System allows police department to store department‟s case details,
Complaint Details, FIR Details, etc. This Software Package allows Police Departments to store
all the details related to the department and use them whenever necessary. This project will also
be able to provide reports of various cases, FIR report, charge sheet report, and progress file
report , and also be able to upload and view wanted criminals, missing persons and hot news.
The implementation of the system in the organization will considerably reduce manual data
entry, time and also provide readily calculated reports.

5.2 Recommendation
The proposed system that we are trying to develop involves only automate investigation/criminal
files that are managed in police station. But there are still areas that may be considered as a
further and important area to improve on, and our suggestion go thus.

 There is the need for the magistrate segments and prison record to be automated.
 The development of DNA database stores criminal fingerprint.
 There is a need for human resource management records in police station to be automated
Therefore, others who are interested to develop a new system on police station file management
system or other related systems can get some initial idea about the system. By focusing on the
limitation and functional areas of the system they can also develop a better police station
management system that automates all files managed in police station.

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APPENDEX
Symbol Description
Actor

System boundary

Decision

Use case

class

Object life line

Deployment diagram

Message line extends from the lifeline of one

object to the lifeline of another object.
Include, relates to the include use case to
indicate inserted behavior

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Create Return Message

Starting point of activity/state diagram

Ending point of activity/state diagram

Reference

[1]. Arbaz Khan, MayankDangand Nikhil Pangarkar - November 17, 2012 - STUDYING
CRIME INCIDENTS FOR SAFETY ANALYSIS - Indian Institute of Technology, Kanpur,
India

[2]. Sumit R. Farsole, Shreyas B. Kene, Prof. V. V. Bhujade -March 2014- E-POLICE
POLICE RECORD MANAGEMENT SYSTEM -Wardha, India.

[3]. SomdevAryA - CRIME FILE PROJECT REPORT - School of Information Technology

GGS Indraprastha University, Delhi, India

[4]. Aniekwe Vivian Nkiruka - August, 2012 - COMPUTERIZED CRIME TRACKING

INFORMATION SYSTEM - Caritas University, Nigeria

[5]. Delhi PoliceGovernment of Delhi - CRIME AND CRIMINAL TRACKING NETWORK

&SYSTEMS - Delhi, India

[6]. Sumi Thomas PainumkaL - March 2009 - CRIME MANAGEMENT AND REPORTING
SYSTEM - Cochin University of Science and Technology

[7]. S. Sumalatha (Asst. Proff.) - CRIME RECORD AUTOMATION - Aryabhata Institute

of Technology & Science, India

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