|Narrative description of Project:
The Department of Prison (DOP) manages the provision of custody, care, and correction for inmates in accordance of the prison ordinance, rules and regulation, escorting remand as well as convicted prisoners to and from courts and general direction and administrative control of all prisons, reformatories and open prison camps. The overall administration of the DOP is being carried out based on the rules laid down in the Prisons Ordinance enacted as ‘an ordinance for the better regulation of Prisons Act No. 18 of 1844’ and subsequent legislations incorporated into the same. The DOP, as a separate Government department was established in year 1905.
The persons, who are convicted of crime or suspected to be involved in crime or criminal activities, are housed in prisons of Sri Lanka and those prisoners are managed and looked after by the DOP and its institutes. The functions of the DOP are divided into Core and Supportive functions, where only the Core functions are covered by the scope of PIMS. There are three (3) identified Core functions;
1. Ensuring safe Custody of inmates convicted or un-convicted with maximum security involving admission and release with provision of intelligence and security services to ensure prison safety.
2. Ensure provisions of Care to inmates with the provision of accommodation, food and nutrition according to prison law and fulfilling minimum standards appeared in international conventions.
3. Ensure correction of inmates with spiritual guidance and counselling, provision of industrial, agricultural and vocational training and provision of adult education
The MRPR is of the view that the processes, which has been using for managing the prisoner information in prison institutions can be further improved through the application of ICT for effective and efficient prisoner information management. Having considered the impact and the feasibility, the Ministry has identified the PIMS as a priority project to make the prison information management more effective and efficient, while improving the monitoring, controlling and classification of prisoner information all over the country.
There are many specific objectives of the PIMS based on the Vision, Mission and Goals of the DOP as envisaged on the Corporate Plan of the department too.
· Ensure admission of prison inmates to prison institutions strictly on classification with the support of ICT.
· Increase the release of prison inmates on License Board and other special release arrangements.
· Ensure the custody of prison inmates and security of prison institutions by strengthening the capacity of intelligence and security unit.
· Enhance accommodation facilities for prison inmates with completion of the relocation program and with the support of ICT.
· Enhance and ensure provisions of drug addict treatments for needy inmates with arrangements for social integration, adult education to reach higher literacy level and spiritual development of inmates.
· Enhance industrial, agricultural and vocational training for inmates, enabling them to find employment at post release state.
|The PIMS is an online integrated application to manage the DOP’s administrative and operational activities, while facilitating the management in its monitoring, forecasting and decision making process.The key functional components of the PIMS are described as below;
· Manage all administrative, rehabilitation and correction related information on the convicted and un-convicted inmates.
· Establish effective and reliable authentication mechanism for identifying prisoners to minimize any impersonations of the prisoner.
· Facilitating the retrieval of accurate information on prisoners in all form of institution, departmental, ministerial and any third party stakeholder requirements.
· Availability of data in digital forms and thereby facilitates the DOP with all kinds of analysis, preservations and reporting.
Scope of Work;
1. Conduct a system requirement verification study of the processes
2. On completing the above, submit a requirement verification report.
3. Design and develop the system, upon obtaining Ministry approval for the above.
4. Adherence to e-Government Policy of Sri Lanka.
5. Adherence to Web 2.0 concepts, open standards and Service Oriented Architecture (SOA) principles.
6. Adherence to LIFe standards.
7. Implement in collaboration with the SPA consultants appointed by Ministry, or review committee and facilitate the ‘Software Process Audit (SPA)’ specified by ICTA.
8. Maintain project source code in the ICTA Source Code Management system (SCM).
9. Maintain all issues in the Issue tracking system maintained by ICTA.
10. Adopt a proper application release procedure to release the PMIS to Department during the deployment in the staging / production environments.
11. Participate for Project Review Committee meeting and Project Implementation Committee (PIC) Meetings as a member
12. Obtain User Acceptance (UAT) for the implemented processes.
13. Deploy into production environment at Lanka Government Cloud (LGC).
14. Provide support and maintenance services, from the date of launch till one year.
15. Adhere to the Service Level Agreement, during the support and maintenance phase (SLA).
16. Work collaboratively with Department of Prison, Ministry and ICTA throughout the tenure of the project duration.
|Overview – overall
Proposed PIMS is fully compliance with the objectives of the DOP. The system will be implemented centrally in the Lanka Government Cloud (LGC) where the all organization under the DOP will be able to access the system. The system is implemented in a Virtual Private Network (VPN) where the information security is very high though the system is engineered in a way of securing the entire system with industry best practices as well as security standard.
The system functions are categorized in to 4 major areas:
1. Registration Management
1.1 Admission of Inmates Module
1.2 Registration Module
1.3 Post Registration Module
2. Transaction Management
2.1 Food and Nutrition Module
2.2 Medical Module
2.3 Appeal Module
2.4 Industrial Training Module
2.5 Vocational Training Module
2.6 Rehabilitation Module
2.7 Healthcare Module
2.8 Discipline Module
2.9 Movements Module
2.10 Events Module
2.11 Escorting module
2.12 Transfers module
2.13 Visit module
2.14 License module
2.15 Library module
2.16 Discharge module
3. Support Functions
3.1 GIS Integration
3.2 Document Management
3.3 Content Management
3.4 Workflow Management
3.5 Report builder and Admin Module
4. System maintenance
· Admin module
Admin module is use for system configuration and hold the predefine parameters & master data which are required by the entire system.
· Geographical Information System – GIS
GIS integration is available with the PIMS for graphical representation of data maps related to the inmates and their activities. This is capable of visualizing data in several layers.
· Document Management System – DMS & Content Management System – CMS
DMS module and CMS module is used for the content management related to the inmates and inmate processes. These modules are integrated with the PIMS system so that the information storing, searching and retrieving are easy for the users.
· Workflow Management System – WMS
This module helps system users to manage complicated workflow task in simple way. WMS is look after all necessary workflow behaviors defined and stored in the system for the users without burdening them.
Discipline Management Workflow :
§ -Report/ identify an incident matters for discipline (Open)
§ -conduct preliminary inquiry (Inquire)
§ -Preparation of Complain report (Complain)
§ -Acceptance of the complaint by inmate [Accept]
§ -Submit to Prison court [Investigate]
§ -Declare judgment [Complete]
· Report Builder – Report Generation Module
Report Builder is a supporting module for the proposed PIMS to facilitate authorized system users to create ad-hoc reports on the fly. This module is capable of connecting database management system and extract required information for database tables, views, and queries. This facilitates advance users to create their own queries and build own report formats.
The recommended way of using the Report Generation Module is; providing accessibility to the module for an individual or group of selected users form each institution that are having knowledge of databases, report creation and having responsibilities on data to generate reports rather than exposing the module to all users of the system, which may create unknown security breaches unnecessarily. Required Reports can be requested from the Report Generation Group and then they are creating requested report as template or as globally available report.
Automatic Notifications through the system
Based on pre‐defined parameters, a task can be automatically routed for investigation, response, and reporting. Notifications are sent to relevant departments and personnel. As an option, an escalation procedure can be triggered when a severity and priority threshold is breached. Notifications can dispatch automatically from email and through SMS to the relevant staff members and final result to the end user.
SMS module interfaces the PIMS with the SMSE of SMS service provider in order to handle all in bound and out bound SMS. In order to communicate with mobile network through SMS, PIMS requires SMS Gateway facility which is available currently with mobile service providers.
Education Management Information System (EMIS) is an institutional support service, which manages educational data and derives useful information for operational activities, decision making and planning processes. It is established under a subproject (strengthen Ministry of Youth Affairs and skills Development (MYA) and relevant institutions) of the Technical Education Development Project (TEDP).
TEDP is an Asian Development Bank funded project implemented under the MYA with the objective of increasing mid level and highly skilled human resources.
Pilot project was analyzed, designed, developed and implemented at the relevant institutions in very timely and successful manner.
Under the one of the component of the project it has been decided to establish an Educational Management Information System for:
- Six (6) Colleges of Technology (COT)
- Department of Technical Education and Training (DTET)
- Tertiary and Vocational Education Commission (TVEC)
- Ministry of Youth affairs
- UNIVOTEC -University of Vocational Technology
The overall architecture of EMIS is an enterprise level architecture operating across several institutions and across departments of the same institution. This integrates educational, financial and administrational bodies all together. The Software architecture of the EMIS is a Modular System with different possibilities for
- Extensions for additional workstations in each institutes and in to new sites
- Extensions for additional software modules
- Extensions for additional users with different rights
Proposed system is consisting of 13 software modules which cater different functional areas of the individual institutions. This covers all most all the functionalities.
These individual modules are exchanging data, only through web services. We use SOA to communicate between modules. Hence changes to any single data structure of any module is not effected the other modules.
Individual modules collaborate to give enterprise level results. This enables decision making and planning process.
To get the enterprise level collaborative results, the system needs to communicate with several independent modules separately and get the necessary parameters/results from each module. As an example the above Calculating Cost per Student illustrates how to calculate a cost per student per course. To calculate that figure, the system needs to connect to several individual modules such as course module to get course details, student module to get student details, HR modules to get human resource details, Resource management module to get resource usage details and finance module to get the expenditure.
This finance module automates the accounting part of the institutional operations and provides the core accounting functionalities. It covers costs and budgeting, including unit cost per course and per student. It covers cash book, bank reconciliation, payment management, invoicing, inventory control & fixed assets management, and financial reports (General ledger, Balance Sheet, Profit & Loss or Income and Expenditure statements).
The main objective of this system was to develop a Accounting Software with Inventory Management, Asset management, Vehicle Fleet Management, Investment Management and Payroll system required by Civil Aviation Authority of Sri Lanka, which is the regulatory authority for implementation of International Standards and Recommended practices stipulated by the International Civil Aviation Organization related to Safety Oversight of civil aviation in the Country. Main responsibility of CAASL lies ensuring “Safety and Security” of passengers travel by air in civil air transportation. The system has extended well beyond the scope of standard Accounting software systems. This system specially introduced computerized online receipting facilities, purchasing, receivables, expenditures & staff loan handling facility, etc. Therefore, we looked for affordable, all-in-one software that can manage numerous aspects of business accounting, including invoicing, customer and vendor contact information, asset management, inventory, payroll and reporting.
The product was successfully implemented at the client’s sites and on the final user acceptance stage of the projecthanded over to the client on time. The Accounting Software system for the Civil Aviation Authority of Sri Lanka (CAASL) is a centralized system on a Local area network/wireless network which links the departments of CAASL which facilitates the functions of the required modules. The Main Database Server and other servers will be established in CAASL premises. The following figure shows the overall plan of the relevant locations, the software modules and the information flow.
Treasury Operations Department is one the major division of General Treasury of Sri Lanka which is responsible for issuing funds to all the government organizations and collecting revenues on behalf of the government of Sri Lanka. This department maintains the accounts of such fund releases and revenue collection according to the government rules and regulations.
Prior to the introduce the “EMET Treasury Operation Manager”, all most all the activities were done manually which consume more time and energy of the staff plus caused negative impact to the decision making process.
The Treasury Operation Manager Software developed and implemented by EmetSoft has been operated successfully at Treasury Operation Department of General Treasury Since 2005. This software was designed to encompass all the activities of Treasury Operations managed by the department.
The objectives were to be achieved by this system:
- Improve cash-flow management.
- Improve decision making ability.
- Improve the efficiency of fund transfer mechanism.
- Increase accuracy and reduce time wastage.
- Build interactivity between TOD and the other departments.
- Increase the transparency & the performance.
Starting from preparation of vouchers for payments and receipts to issue of cheques and maintaining those transactions under government accounting system and transferring those data for preparing final accounts of government of Sri Lanka is processed through this system. In addition maintaining bank reconciliation & other bank related activities, cash book and cash flow management are also very important parts of this software. Also the financial and operational monitoring reports produced by this software have given enough leverage to the top management in taking correct financial decisions in advance.
This software follows the exact procedures of government treasury operations as well as the government accounting procedure plus the government accounting code structure to operate it successfully.
We have also successfully developed and implemented the Treasury Single Accounts System (TSA) as per the request made by the Department of Treasury Operations. This is an extension to the Treasury Operation Manager Software project. This system enables Treasury Operation Manager Software to link with the banks electronically to improve the efficiency in government fund handling.
The Information and Communication Technology Agency of Sri Lanka (ICTA) is the implementing organization for the e-Sri Lanka initiative. To fulfill its mandate, the ICTA is implementing programs in the areas of
- Building the National Information Infrastructure
- Re-engineering Government
- Investment Promotion and Private Sector Development
- Developing ICT Human Resources
- Societal Applications Development (or e-Society)
All the initiatives and programs implemented in the above areas are constantly being monitored to evaluate their effectiveness and also all Financial Management and Reporting (FMS) aspects are recoded to ensure transparency of funds utilizations for the interest of the ICTA management and for the donor organizations.
To manage the financial aspects related to the implemented programs, ICTA appointed EmetSoft to implement the Financial Management System under the guidance of the FMS team at ICTA.
Under this Finance Management and Reporting System, Payment Management, Revenue Management, Asset Management, Budgeting, Financial Reports were automated efficient and successful manner. Most importantly accounts classification code is used to classify the transaction up to several levels of areas which supports to project based accounting that are commonly use by the funding agencies such as World Bank, ADB, etc.
National Highways Sector Project is implemented by the Ministry of Highways & Road Development of the Government of Sri Lanka with the Finance assistance from the Asian Development Bank.
National Highways Sector Project is implemented by the Ministry of Highways & Road Development of the Government of Sri Lanka with the Finance assistance from the Asian Development Bank.
EmetSoft as the Software consultant was assigned to analyze the system including existing MIS, design, develop and implement an amalgamated software solution for recording finance accounts, keeping track of project implementation / progress, procurement and monitoring and evaluation with a reliable back-up system.
The Objective of this Consultancy Assignment was,
Undertake a Client Requirement Survey to identify the scope of the requirements of the proposed FMIS.Identify the information and reporting requirements of,
- The PMU office in terms of project management
- The Ministry of Highways & Road Development
- Asian Development Bank
- General Treasury
- Other stakeholder institutions
Detail the functions, features and performance criteria of the proposed Financial Management Information System including a detailed list of output reports generated through the system.
Elaborate on the integration of FMIS with MIS which is to be used for project Management and Land acquisition.
To design, Develop, install and maintain a sustainable software package integrating Financial Accounting/ Management, Information, Procurement reporting, Monitoring and Evaluation for the Ministry of Highways and Asian Development Bank based Procurement, Monitoring and Evaluation of the progress of day to day operations of the packages and complying with reporting and monitoring requirements of PMU, ADB & GOSL.
Provide systems health management for a sustainable software package. Ex. Password protection, Virus safeguard, Debugging, Backup system both removable and created in a server.
To recommend and provide specifications for the Hardware needs to be installed including the requirements for networking, for the smooth operation of the Software developed.
The financial management system being adopted by the local government authorities (LGA) are well directed by the stipulated laws such as Municipal Councils and Urban Councils ordinance and Pradeshiya Sabha (Areal Councils) act. Specific requirements are provided by these laws on financial management and the local government authorities strictly abide the laws by following the instructions given.
In this system, all most all the key components of the financial management system of the LGA’s were considered as below;
- Receiving payments from various sources of revenue of LGAs and by other means of payments
- Payables to different sources
- Main General Ledger
- Cash Book
- Balance Sheet
- Final accounts
- Pre-defined financial statements (forms)
- Monitoring & evaluation
Followings are some of the projects carried out by EmetSoft under Implementation of revenue Management and Finance Management solution for Local Government initiatives.
Urban Council of Bandarawella – Sri Lanka Implementation of Revenue Management System (Rate, Water Billing and other revenue sources) Implementation of finance management system
Bandaragama Pradesiya Sabawa (Areal Council of Bandaragama – Sri Lanka) Implementation of Revenue management & Finance Management system
Municipal Council of Moratuwa – Sri Lanka Implementation of Revenue Management System
Municipal Council of Badulla – Sri Lanka Implementation of Revenue Management System (Rate, Water Billing and other revenue sources)
kurunegala Pradesiya Sabawa (Areal Council of Kurunegala – Sri Lanka) Implementation of Revenue management System & Finance Management system
Kundasale Pradesiya Sabawa (Areal Council of Kundasale – Sri Lanka) Implementation of Revenue management system
Ambalantota Pradesiya Sabawa (Areal Council of Ambalantota – Sri Lanka) Implementation of Revenue management system
Ambagamuwa Pradesiya Sabawa (Areal Council of Ambagamuwa – Sri Lanka) Implementation of Revenue management system & Finance Management system
Gangawata Korale Sabawa (Areal Council of Gangawata Korale – Sri Lanka) Implementation of Revenue management system
ICTA has identified the enabling of ICT in local languages, Sinhala and Tamil, as priority area in the e-Sri Lanka development initiative. ICTA has defined projects where Government organizations are expected to hold list of local names, addresses and places, in database in Sinhala, Tamil and English. When names are input in one language it is necessary to give such names in another alphabet.
This localization project was a joint effort of EmetSoft and University of Colombo School of Computing as the phase 2 of an ICTA project for which ICTA has signed a contract with Microsoft on the localization of Windows Vista and Office, termed Language Interface Pack (LIP) project and met its targets without any delay. Even this made an excitement to Microsoft as they hadn’t expected this kind of result from a third world country like Sri Lanka.