ICT Project: Crime Reporting, Tracking, and

Management Platform for Civilians in Plumtree

1.0 Introduction
This stage of the project will cover the foundational aspects, including defining the
problem of inefficient crime reporting and limited public engagement in safety initiatives
in Plumtree, stating the project's objectives for a crime reporting and tracking platform,
and outlining the initial design specifications.

1.1 Description of Problem

Problem: Civilians in Plumtree, Zimbabwe, often find it difficult to formally report non-
emergency crimes or suspicious activities, track the status of their reports, or access
timely public safety information. This lack of accessible channels and transparency
hinders effective crime prevention, response, and community-police collaboration,
leading to feelings of insecurity and reduced trust.

Who is affected:
• Residents of Plumtree.
• The Plumtree Police and relevant law enforcement agencies.
• The Plumtree Municipality, responsible for public safety initiatives.
• Local businesses concerned about security.
• Victims of crime or individuals witnessing potential criminal activity.

How they are affected:

• Civilians: Experience difficulty in reporting crimes due to lack of accessible
channels, frustration with slow response times, inability to track their reports, and
limited access to public safety alerts or crime statistics relevant to their
community.
 • Police/Law Enforcement: May struggle with manual report intake, difficulty in
prioritizing and dispatching resources efficiently, lack of real-time incident data,
and limited community engagement in crime prevention efforts.
• Plumtree Municipality: Faces challenges in understanding community safety
concerns, allocating resources effectively, and coordinating public safety
initiatives without adequate data and citizen input.
• Businesses: Increased vulnerability to crime due to delayed reporting and
response, impacting security and operations.

1.2 Statement of Intent

Solution Intent: To design and develop a user-friendly, accessible web and mobile
platform for Plumtree residents to report non-emergency crimes and suspicious
activities, track the status of their reports, receive public safety alerts, and access
relevant information. The platform will also provide law enforcement agencies with tools
to manage and respond to these reports efficiently.
Project Goal: The project aims to produce a detailed design specification for a
'Plumtree Safety Watch' platform, outlining its functionalities for crime reporting,
tracking, information dissemination, user roles, and technical architecture.

1.3 Design/Project Specification

Relevance to Problem: The 'Plumtree Safety Watch' platform directly addresses the
challenges of crime reporting and community safety by providing accessible digital
channels for civilians to report incidents, track their progress, and receive important
information. It enhances communication between the public and law enforcement,
improves response efficiency, and fosters greater community involvement in public
safety.
Scientific Principles Employed:
• Citizen Reporting Systems: Principles of designing user-friendly interfaces for
public data submission, including location tagging, incident categorization, and
optional anonymity.
• Geographic Information Systems (GIS): Integrating mapping capabilities to
accurately record incident locations and visualize crime hotspots for better
resource allocation and analysis.
• Workflow Management Systems: Designing backend processes for law
enforcement to receive, verify, assign, investigate, and update the status of
reported incidents.
 • Web and Mobile Application Development: Utilizing responsive web design
and mobile-first approaches for broad accessibility across different devices and
connectivity levels.
• Data Security and Privacy: Implementing robust measures to protect user data,
report integrity, and ensure compliance with privacy regulations.
• Communication Protocols: Establishing reliable notification systems for report
updates and public safety alerts.

2.0 Introduction
This stage will involve researching existing crime reporting applications, public safety
platforms, and citizen engagement tools used by law enforcement.

2.1 Related Ideas to the Problem

1. Citizen Reporting Apps (e.g., FixMyStreet, SeeClickReport): Platforms
allowing citizens to report non-emergency issues to local authorities, often with
mapping and status tracking features.
2. Police Tip Lines and Online Reporting Systems: Official channels (phone,
web forms) used by police departments to receive information from the public.
3. Public Safety Alert Systems (e.g., emergency alert apps, community watch
platforms): Systems that disseminate important safety information, alerts, or
advisories to the public.

2.2 Analysis of the Ideas

Idea 1: Citizen Reporting Apps
Advantages/Strengths:
• Proven models for user-friendly reporting of community issues.
• Effective in capturing location-specific data and images.
• Provide feedback loops to users on report status.
• Encourage public participation in problem-solving.
Disadvantages/Weaknesses:
• May not be specifically designed for crime reporting and law enforcement
workflows.
 • Integration with police case management systems can be complex.
• Security and privacy features need careful consideration for sensitive crime data.
Idea 2: Police Tip Lines and Online Reporting Systems
Advantages/Strengths:
• Directly aligned with law enforcement needs and processes.
• Can be integrated into existing police workflows.
• Established channels for official communication.
Disadvantages/Weaknesses:
• Often lack real-time status tracking for the civilian reporter.
• May not be mobile-first or offer interactive features.
• Limited capacity for broader community safety information dissemination.
• Civilians may prefer more accessible or anonymous reporting options.
Idea 3: Public Safety Alert Systems
Advantages/Strengths:
• Crucial for disseminating timely safety information to the public.
• Can improve community preparedness and awareness.
• Helps authorities communicate critical messages quickly.
Disadvantages/Weaknesses:
• Primarily a one-way communication channel; does not facilitate reporting or
tracking.
• Does not directly address the need for citizens to report incidents.
• Requires a reliable source of verified information for alerts.

2.3 Produce good quality presentation of ideas

(This section implies a well-formatted presentation, which is achieved through the HTML
structure and clear content organization.)

3.0 Introduction
This stage will explore and present three possible solutions for a crime reporting
platform for Plumtree, including their respective advantages and disadvantages.
3.1 Possible Solutions
1. A Comprehensive Custom-Built Crime Reporting & Management Platform:
Develop a dedicated web and mobile application from scratch. Features would
include secure crime reporting with location tagging and media upload, user
profiles for tracking report status, a secure admin dashboard for police to
manage incidents, and a section for public safety information. This aligns with the
intent stated in 1.2.
2. A Web Portal with API Integration to Police Systems: Create a web portal
that allows citizens to submit crime reports online, which are then sent via API to
the Plumtree Police's existing (or planned) incident management system. The
portal would display general safety information.
3. An SMS-Based Reporting System with Web Dashboard: Establish a system
where civilians can report crimes via SMS to a central number, which then feeds
into a web-based dashboard for police management. This prioritizes accessibility
for users without smartphones or data.

3.2 Advantages/Strengths
Solution 1: A Comprehensive Custom-Built Crime Reporting & Management Platform
Advantages:
• Full control over features, design, and integration, tailored specifically to
Plumtree's public safety needs and police workflows.
• Ensures a cohesive and efficient user experience for both citizens and law
enforcement.
• Scalable for future growth, incorporating advanced features like analytics or real-
time alerts.
• Provides robust data security and privacy for sensitive crime information.
Solution 2: A Web Portal with API Integration to Police Systems
Advantages:
• Potentially faster development and lower initial cost if police systems are
compatible.
• Leverages existing infrastructure, reducing redundancy.
• Provides a web-based channel for reporting and information.
Solution 3: An SMS-Based Reporting System with Web Dashboard
Advantages:
 • Highly accessible to all Plumtree residents, including those without smartphones
or internet access.
• Simple to use for reporting basic incidents.
• Low infrastructure requirement for the user.

3.3 Disadvantages/Weaknesses
Solution 1: A Comprehensive Custom-Built Crime Reporting & Management Platform
Disadvantages:
• Highest development cost and longest development timeline.
• Requires significant technical expertise and ongoing maintenance.
• Risk of scope creep if requirements are not managed carefully.
• Needs concerted effort for adoption by both civilians and police.
Solution 2: A Web Portal with API Integration to Police Systems
Disadvantages:
• Dependency on existing police systems and their API capabilities.
• Integration challenges can arise if systems are not compatible or well-
documented.
• Less control over the full user experience if tracking is handled solely by police
systems.
• May not be mobile-first, potentially limiting civilian access.
Solution 3: An SMS-Based Reporting System with Web Dashboard
Disadvantages:
• Limited detail in SMS reports; crucial information might be missed.
• No direct tracking or feedback mechanism for the civilian reporter via SMS.
• Less secure and prone to misuse if not implemented with strong validation.
• Does not provide a direct public interface for information or alerts.

3.4 Produce good quality of presentation

(This section implies a well-formatted presentation, which is achieved through the HTML
structure and clear content organization.)
4.0 Introduction
This stage will involve selecting the most suitable solution from the proposed options
and outlining its further developments and refinements for the 'Plumtree Safety Watch'
platform.

4.1 Indication of Choice

The chosen solution is the Comprehensive Custom-Built Crime Reporting &
Management Platform, as detailed in Solution 1 of Section 3.1. This platform will be
named 'Plumtree Safety Watch'.

4.2 Justification of Choice

1. Integrated Solution for Efficiency and Control: A custom-built platform offers
complete control over the workflow from citizen reporting to police case
management, ensuring seamless integration, data accuracy, and efficient
operations tailored to Plumtree's specific needs.
2. Enhanced Civilian Experience and Trust: It allows for features like secure user
profiles, direct report tracking, timely notifications, and access to safety
information, building trust and encouraging greater participation from the
community.
3. Scalability and Future Enhancements: A custom platform provides the
flexibility to incorporate advanced features such as AI-based threat detection (if
integrated with CCTV), real-time mapping of incidents, and direct communication
channels for alerts and advisories.

4.3 Developments/Refinements
1. User-Friendly Crime Reporting Module: An intuitive interface for civilians to
submit reports, categorized by crime type (e.g., theft, vandalism, assault,
suspicious activity), with fields for incident description, date/time, location tagging
via GPS, and optional anonymous reporting.
2. Multimedia Attachment Support: Allow users to upload photos or short videos
related to the incident to provide evidence or context.
3. Secure Civilian Dashboard: A personal space for users to track the status of
their submitted reports (e.g., Received, Under Investigation, Closed), view
related alerts, and manage their profile.
 4. Police Admin Dashboard: A secure backend system for Plumtree Police to
receive, view, verify, categorize, assign, and update the status of reported
crimes. Includes tools for dispatching officers, logging investigation details, and
closing cases.
5. Real-time Incident Mapping: Visualize reported incidents on a map interface for
police to identify patterns, hotspots, and allocate resources effectively.
6. Public Safety Information Section: A portal for the Police and Municipality to
share safety tips, crime prevention advice, emergency contact information, and
public alerts.
7. User Roles and Permissions: Define roles for civilians, police officers,
administrators, and potentially community leaders, with appropriate access
controls for data security.

4.4 Your presentation should have good impression

(This section implies a well-formatted presentation, achieved through the HTML
structure and clear content organization.)

6.0 Introduction
This stage will cover the relevance of the chosen 'Plumtree Safety Watch' platform to
the project's intent, potential challenges encountered during development and
implementation, and recommendations for its future sustainability.

6.1 Relevance to Statement of Intent

The 'Plumtree Safety Watch' platform directly fulfills the statement of intent (1.2) by
creating a vital digital infrastructure for community-based crime reporting and public
safety management. It addresses the core problems of inefficient reporting, lack of
transparency, and limited community engagement by providing accessible channels for
civilians and authorities, thereby enhancing safety and fostering a more collaborative
relationship between the police and the Plumtree community.

6.2 Challenges Encountered

During the design and planning phase, several potential challenges were identified:
 • Data Security and Privacy: Protecting sensitive crime reports, personal
information of reporters, and ensuring the platform is secure against
unauthorized access or data breaches.
• Report Verification and False Reports: Developing mechanisms to verify the
authenticity of civilian reports and manage potential misuse or false submissions.
• Police System Integration: Ensuring seamless integration and data flow with
existing Plumtree Police operational systems and workflows, which may be
manual or legacy.
• Digital Literacy and Access: Ensuring the platform is accessible and usable by
all Plumtree residents, particularly those with limited digital literacy or
inconsistent internet access.
• User Adoption and Trust: Encouraging widespread adoption by both the
community and the police force, and building trust in the platform's reliability and
effectiveness.
• Resource Allocation for Response: Ensuring that reported crimes are actually
acted upon by the police, which depends on their capacity and resource
availability beyond just receiving the report.

6.3 Recommendations
Based on the project design and anticipated challenges, the following recommendations
are made:
• Phased Implementation and Pilot Testing: Start with core functionalities
(reporting, basic tracking) and pilot the platform with a select group of community
members and the Plumtree Police to gather feedback and refine before a full
rollout.
• User-Centric Design and Accessibility: Prioritize a simple, intuitive interface,
mobile-friendly design, and potentially support for local languages. Provide clear
instructions and training for both users and police personnel.
• Robust Verification and Moderation Mechanisms: Implement processes for
verifying user identity (where necessary) and reports, and establish moderation
protocols for content and user behavior.
• Clear Communication Channels and Protocols: Define clear protocols for how
police will respond to reports, update statuses, and communicate with reporters,
managing expectations effectively.
• Partnerships with Plumtree Police and Municipality: Collaborate closely with
law enforcement and local government to ensure alignment with existing safety
strategies, secure necessary buy-in, and facilitate smooth integration into
operational workflows.
• Data Governance and Security Framework: Establish strict data governance
policies and implement strong security measures (encryption, access controls)
from the outset.