CHARLES BAAH (10824770)
SCHOOL OF CONTINUING AND DISTANCE EDUCATION
UNIVERSITY OF GHANA
AUGUST 2023
Supervisor:
Dr EDWARD DANSO ANSONG
DEPARTMENT OF COMPUTER SCIENCE
UNIVERSITY OF GHANA
DESIGN AND IMPLEMENTATION OF A COMPUTER-BASED POLICE
MANAGEMENT INFORMATION SYSTEM (A CASE STUDY OF DIVISIONAL POLICE ASAMANKESE).
Introduction
The advent of information technology has significantly transformed various aspects of modern
society, and law enforcement agencies have not remained untouched by this digital revolution. In
the pursuit of enhanced efficiency, improved data management, and streamlined decisionmaking, police departments across the globe are increasingly turning to computer-based
management information systems. These systems, known as Police Management Information
Systems (PMIS), play a pivotal role in aiding law enforcement agencies to tackle the
complexities of modern policing effectively.
This research delves into the intricacies of designing and implementing a computer-based PMIS
within the context of a real-life case study conducted at the Asamankese Divisional Police.
Asamankese Division, like many other police departments, faces numerous challenges in
handling copious amounts of data related to criminal activities, investigations, personnel, and
resource allocation. In an era characterized by rapidly advancing technology and an increasing
need for efficient law enforcement, the design and implementation of a computerized Police
Management Information System (PMIS) emerges as a crucial and transformative undertaking.
Policing agencies worldwide are confronted with complex challenges, ranging from escalating
crime rates to resource constraints, necessitating innovative solutions to enhance their
operational effectiveness, data management, and decision-making processes.
The "Design and Implementation of a Computerized Police Management Information System"
aims to address these critical issues by developing a cutting-edge software platform tailored
explicitly to the needs of modern policing. This comprehensive PMIS endeavors to streamline
administrative procedures, optimize resource allocation, and provide real-time access to valuable
information, empowering law enforcement personnel to make well-informed decisions swiftly
and accurately.
This project endeavors to explore and integrate state-of-the-art technologies, such as information
technology (IT), data analytics, and cloud computing, into the architecture of the PMIS. By
doing so, it seeks to enhance data collection, storage, and analysis capabilities, thereby enabling
law enforcement agencies to derive meaningful insights from vast volumes of data at their
disposal. Traditionally, law enforcement agencies have relied on manual and paper-based
systems, resulting in time-consuming administrative tasks, inefficient data sharing, and an
increased likelihood of errors. The proposed system aims to revolutionize these processes,
ensuring seamless information exchange, centralized data management, and improved
collaboration among different departments within the law enforcement ecosystem.
Problem Statement
The traditional methods of police data management, characterized by manual record-keeping and
paper-based systems, have become increasingly inadequate and inefficient in today's digital age.
With an ever-increasing volume of data and the need for real-time information exchange, these
conventional approaches hinder effective decision-making and resource optimization. Going by
this high level of graft in the country, officers can easily remove recorded information of a very
serious crime activity by mere bribe offers. Recognizing these limitations, law enforcement
agencies worldwide have initiated efforts to adopt advanced technologies, such as computerbased PMIS, to revamp their information management systems.
Asamankese Divisional Police, situated in the Eastern Region of Ghana, is no exception to this
need for modernization. The division grapples with the challenges of data overload, fragmented
information silos, and resource allocation inefficiencies, impeding its ability to respond swiftly
and strategically to evolving criminal trends. As such, the development and implementation of a
customized computer-based PMIS present a compelling opportunity to revolutionize the
division's operations, augment its capabilities, and enhance its overall effectiveness in combating
crime.
Background and Rationale
Effective information management is crucial for the smooth functioning of any organization,
especially law enforcement agencies. The Divisional Police in Asamankese currently relies on
manual processes and disparate systems for managing various tasks, such as case tracking,
personnel management, evidence handling, and reporting. This inefficiency often leads to delays,
errors, and a lack of data-driven decision-making. Therefore, the implementation of a computer-
based Police Management Information System (PMIS) will significantly improve the overall
efficiency, transparency, and effectiveness of police operations.
Objectives
The primary objectives of this project are as follows:

To analyze the existing workflow and processes of the Divisional Police in Asamankese.

To design a comprehensive Police Management Information System that integrates and
automates key processes, including case management, personnel records, evidence
management, and reporting.

To develop and implement the designed system, ensuring user-friendliness, security, and
scalability.

To conduct thorough testing and validation of the system to ensure its functionality,
accuracy, and reliability.

To provide training and documentation to relevant personnel for effective system
utilization.

To evaluate the impact of the implemented PMIS on the efficiency and effectiveness of
police operations in Asamankese.
Scope of the project
The study's scope includes centralized data management, user-friendly interfaces, crime analysis,
and reporting tools, officer performance and deployment tracking, evidence management,
security, and privacy measures. The project will also explore integration with existing police
infrastructure, ensure scalability and flexibility, and undergo rigorous testing and validation.
While the scope is comprehensive, the focus is on creating a functional prototype that can be
customized to meet specific law enforcement agency requirements.
Limitations
The research on the design and implementation of a computer-based police management
information system (PMIS) at the Asamankese Divisional Police provides valuable insights into
the potential benefits and challenges associated with such an initiative. However, like any study,
certain limitations should be acknowledged to provide a comprehensive understanding of its
scope and implications.
Sample Size and Generalizability: The case study focuses on a single police division, the
Asamankese Divisional Police. As such, the findings may not be fully representative of all law
enforcement agencies or even other divisions within the same region. The unique characteristics
and circumstances of the Asamankese Division might limit the generalizability of the study's
conclusions to a broader context.
Methodology
The proposed methodology for this project includes the following steps:
1. Requirement Gathering: Conduct interviews and surveys with police personnel to
understand their needs and challenges.
2. System Design: Develop a detailed system architecture and design based on the gathered
requirements.
3. System Development: Implement the PMIS using appropriate technologies and
programming languages.
4. Testing and Validation: Perform comprehensive testing to ensure the system functions as
intended and meets user requirements.
5. Training and Documentation: Provide training sessions and create user manuals for police
personnel.
6. Implementation and Evaluation: Deploy the PMIS in the Divisional Police of
Asamankese and evaluate its impact on operations.
Expected Outcomes
The successful completion of this project will lead to the following outcomes:
A fully functional and user-friendly Police Management Information System tailored to the
specific needs of the Divisional Police in Asamankese.
Streamlined processes for case management, personnel records, evidence handling, and
reporting.
Improved data accuracy, accessibility, and security.
Enhanced decision-making capabilities through data-driven insights.
Increased operational efficiency and transparency within the police force.
A comprehensive project report detailing the design, development, implementation, and
evaluation of the PMIS.
Budget and Resources
The proposed project will require resources such as software development tools, hardware
infrastructure, and possibly external expertise for certain technical aspects. A detailed budget and
resource allocation plan will be developed in consultation with the project supervisor and the
university's resources.
Timeline
The estimated timeline for the completion of this project is from August to September 2023. The
milestones and activities will be detailed in the project plan, which will be developed and shared
once the proposal is approved.
REFERENCES:
Norman, S. (1985) Data processing and Information Technology New York: Op Publication.
Reiston, A. (1978) Information Retrieval system England: Kentle Publishers limited second
Edition. P. 55
Sage, A. M. (1968) Development of information Retrieval system England: Crant Publisher
limited
Norman, D. A. (1998). The design of future things. New York: Basic Books.
ACP. Apedu. A. Divisional Police Commander, Asamankese.