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Integrated Prisons Management System, Jharkhand
Department of Prisons
India

The Problem

Before that there was very big problem in Prison Management , as it was manually handel and there was lot of monitering problem, prisons managment problem.

1. The project serves the following stakeholders:
2. prisoners and their family members and visitors through facilitation of visits and meetings as per the regulations and laws
3. Police by ensuring that the rules are followed while prisoners meet their relatives and to keep a track of the visitors and number of visits
4. Judiciary by eliminating the need for the physical production of prisoners in the court; the prisoners may be produced electronically through video conferencing. This also saves time, money and time of police force

Solution and Key Benefits

 What is the initiative about? (the solution)
The nature of project is such that outcome of project could be quantitatively measured only for few parameters such as
1. Automatic detection of duplication
2. Automatic refusal to visitor meeting a prisoner at interval less than prescribed
3. Immediate generation of report on categorization of prisoners on basis of their cases, period of confinement etc.
4. Automatic calculation of Remission to be granted to a convict prisoner for good behavior, discipline etc.
5. Reduction in the cost (Saving of resources) of physical production of prisoners in Courts.

Actors and Stakeholders

 Who proposed the solution, who implemented it and who were the stakeholders?
Given the complexity and breadth of this project, interdepartmental teams composed of senior level officials had to devote time on the project. The organizations involved in bringing the project to fruition included DoIT, Law department, Home department, NIC, JAP-IT etc

(a) Strategies

 Describe how and when the initiative was implemented by answering these questions
 a.      What were the strategies used to implement the initiative? In no more than 500 words, provide a summary of the main objectives and strategies of the initiative, how they were established and by whom.
The main purpose behind the implementation of the Prison Management System (PMS) was to enhance the administrative capabilities of the jails in terms of monitoring and security of the prison while improving the efficiency and productivity of the Prisons. The main goals of the project are enunciated below:
1. To ensure proper monitoring of the prisons by the top officials
2. To ensure that the discipline and decorum of the jails is maintained by both the employees and the prisoners
3. To ensure compliance with the Jail Manual with respect to the visitors and their frequency
4. To ensure that no impersonation of the prisoners happens by proper validation and authentication of the prisoner’s identity
5. To ensure that assistance could be provided to police stations in real time if the need arises
6. To reduce the costs and the risks associated with the production of the prisoners in the court
7. To improve the productivity and efficiency of the prisons so as to facilitate the usage of the available work force for sensitive work while leveraging technology to reduce the mundane workload of the employees
8. To ensure the availability of data in digital form for preservation, analysis and reporting.
The nature of project is such that outcome of project could be quantitatively measured only for few parameters such as
1. Automatic detection of duplication
2. Automatic refusal to visitor meeting a prisoner at interval less than prescribed
3. Immediate generation of report on categorization of prisoners on basis of their cases, period of confinement etc.
4. Automatic calculation of Remission to be granted to a convict prisoner for good behavior, discipline etc.
5. Reduction in the cost (Saving of resources) of physical production of prisoners in Courts.

(b) Implementation

 b.      What were the key development and implementation steps and the chronology? No more than 500 words
This project has been initiated in January 2007 to automate the management of the Prisons in the state. Initially the project was launched in the Birsa Munda Central Jail, Hotwar, Ranchi on pilot basis. The experience was also used to customize the software jails of Jharkhand. In March 2008, the software was implemented in all the Jails of the state. Next aim is to make deploy the Jail software in the 3 tire architecture and have the centralized database for all the Jails of the state. Training was provided to all the concerned in a phase wise manner. This has helped us in implementing the software

(c) Overcoming Obstacles

 c.      What were the main obstacles encountered? How were they overcome? No more than 500 words
1. Technical difficulties and interdepartmental coordination in such large scale networking and computerization Solution: A highly competent team of professionals was mobilized to ensure that the complex and challenging tasks of networking all the prisons is managed properly. Further, to ensure that there is coordination amongst the departments an interdepartmental committee was formed with secretaries of the concerned departments as its member. This ensured timely resolution of all issues amongst the stake holders. Challenge
2. Cultural change to ensure that the employees support the system Solution: Workshops were conducted along with a general awareness campaign about the project and the benefits that would accrue to the respective stakeholders. This ensured that the employees supported the system implementation and cooperated for the same. Challenge
3. Lack of computer skills amongst employees Solution: Extensive training of the employees for using computers and the application developed for the project was undertaken to ensure that the system once function could be used effectively. Challenge
4. Convincing the government regarding the project Solution: The project team did extensive investigations on the ills of the manual system and communicated the benefits to all stakeholders due to the implementation of the project. Along with the persistence of the project team and support of related stakeholders such as courts, police etc. support for the project was mobilized.

1. Technical difficulties and interdepartmental coordination in such large scale networking and computerization Solution: A highly competent team of professionals was mobilized to ensure that the complex and challenging tasks of networking all the prisons is managed properly. Further, to ensure that there is coordination amongst the departments an interdepartmental committee was formed with secretaries of the concerned departments as its member. This ensured timely resolution of all issues amongst the stake holders. Challenge
2. Cultural change to ensure that the employees support the system Solution: Workshops were conducted along with a general awareness campaign about the project and the benefits that would accrue to the respective stakeholders. This ensured that the employees supported the system implementation and cooperated for the same. Challenge
3. Lack of computer skills amongst employees Solution: Extensive training of the employees for using computers and the application developed for the project was undertaken to ensure that the system once function could be used effectively. Challenge
4. Convincing the government regarding the project Solution: The project team did extensive investigations on the ills of the manual system and communicated the benefits to all stakeholders due to the implementation of the project. Along with the persistence of the project team and support of related stakeholders such as courts, police etc. support for the project was mobilized.

(d) Use of Resources

 d.      What resources were used for the initiative and what were its key benefits? In no more than 500 words, specify what were the financial, technical and human resources’ costs associated with this initiative. Describe how resources were mobilized
The project is fully funded by the Government of Jharkhand.The project has been conceptualized, implemented and funded by the state government. The software has been developed by the National Informatics Center, NIC.The software is running in two tire architecture. a. Client Server environment b. SQL Server 2000 as data base c. VB is used as front end

Sustainability and Transferability

  Is the initiative sustainable and transferable?
Yes, it is sustainable model and can be replicated in India and other country too.

Lessons Learned

 What are the impact of your initiative and the lessons learned?
1. With proper change management, departmental employees are happy to cooperate in ensuring the success of the e-Governance initiatives
2. Doing a pilot before rolling out the project extensively ensures that no major disruptions happen due to the introduction of a new and untested system
3. e-Governance projects are not only helping in saving time and money but also help in better adherence to the rules which in the manual system were easy to violate

Contact Information

Institution Name:   Department of Prisons
Institution Type:   Government Agency  
Contact Person:   Sunil Kumar Barnwal
Title:   Inspector General of Prisons  
Telephone/ Fax:   +91-651-2400790
Institution's / Project's Website:   +91-651-2400745
E-mail:   skbarnwal@gmail.com  
Address:   3rd Floor, Mantrlaya
Postal Code:  
City:   Dhurva,Ranchi
State/Province:   Jharkhand
Country:   India

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