Resident Administration System (RAS)

Resident Administration System (RAS) is a detention management system which is aimed at the correctional and detention institutions (prisons, jails), youth detention centres, safe housing and even police station detentions. It caters for single running facilities or multiple linked facilities. It caters for all the detention processes like admissions, releases, detention, rehabilitation programs, transfers, cash management, work allocation, vocational training, visitation management and movement. It includes facial images and fingerprints for identification purposes. It also allows documents to be scanned and attached to the relevant areas, data elements, like an EDMS. It is a web based application making it easy deployable and manageable from a central point. It runs currently on either MS SQL or Oracle. It is fully scalable and has been tested with more than 500 000 inmates and 150 linked facilities on one database.

Admission and Release

RAS can manage the high volume of daily admission and release of awaiting trail inmates and also the admission and release of sentenced inmates. The admission and release processes are performed by one or a combination of manual recording of admissions and releases data and events, fingerprint biometric identification and recording of admissions and releases, and receiving and issuing of data electronically (interfacing with other systems like court system). The standard admission and release functionality are customised per the unique requirements and processes of each client. During admission of awaiting trial residents and the capturing of their personal information, the warrant of detention (and next court date) information is also captured. The system will schedule the resident release back to court date according to the warrant captured. Release management include normal release and abnormal release (death and escape).


Resident’s personal belongings, (assets or valuables) that are not allowed in the cells and mainly kept by the facility until the resident’s release, are recorded in the systems. It includes a detail description of the items, their condition, value estimate and storing location. The release of these assets are also recorded in detail per date and to whom issued.

Temporarily Releases, Transfers and Movements

RAS facilitates the temperately release from custody of a resident to another place of detention for a period, like to a hospital or police station. The system keeps track of these temporarily movements, expected return dates and re-admit the resident from these temporarily releases.
RAS can transfer a resident between any of its facilities with a scheduling function, release function and the re-admit function. The whole process is also tracked by both the releasing facility and the receiving facility. All the resident’s previous information are available to the receiving facility.
All movements of the residents, admissions, releases, temporarily releases, transfers and even internal movements are recorded and visible to the user.


The resident (inmate) forms the core of the system with over 80 functions directly linked to the resident.
The overview of the resident functionalities must start with the resident dash board, or one page. It gives a quick overview of the core information of the resident in the Resident Header control and the dashboard in the centre.
Resident’s contacts are registered with indicating type of contact, allowable interactions like visits, mail and/or telephonic. These contacts are use with the mail recording functionality, telephone system integration and visitation process.
Events during the detention period of the resident are recorded in detail. These include food preferences and diet requirements, medical concerns, recording and monitoring of food refusals events, complaints raised by the resident, discipline action instituted against the resident, fines issued, incentives given, privilege group allocation, etc.
Some of the other functionalities not separately outlined above are personal characteristics (weight, height, dexterity, vision, etc.), personal detail (nationality, date of birth, etc.), incoming and outgoing mail registration per contact, qualifications, skills (reading, writing and work experience), previous convictions and types.
Detention functions include capturing of bail, appeal, co-defendants, complaints, discipline, privileges, sentence planning and suicide watch.


Sentence and sentence calculator

For sentenced residents all information about their detention sentence is captured. From the detention warrants, sentence(s), special remissions, general remission and amnesties to appeals, bail payments and the sentence plan.
The sentence component also has a detail comprehensive sentence calculator module uses all the different warrants and sentences of the resident, the remissions and amnesties and calculates the different sentence parameters like the release date (maximum release date), the sentence end (sentence expiry date), parole date, escape days, 1/3, ½ sentence dates, etc.


Scheduling of Modules, Events and Rehabilitation Programs

Programs are defined (activities, developmental, recreational, work allocation, etc) at the high level. Rehabilitation and other modules are created per program. These are time bound modules with a fix start and end dates, facility allocation, time slot, duration, time rotating flag (AM<->PM), etc.
Residents are allocated against the modules which update the resident’s daily programs, schedules. Attendances of these modules, classes, are monitored via attendance registers on the system and also notes made by the presenter, module owner.
Modules or programs for which gratuity can be earned are managed by the system. When attendance is allocated for the module the monthly gratuity function will pay out gratuity based on the resident’s skill level. These gratuity credits are shown in the inmates cash account on the system.



Not only does the system cater for the capturing of the dynamic structure and the capacity of the facility per cells, streets, units, buildings, all other areas, recreation fields, etc. and the movement and allocation of residents between these areas, it also use these areas as data points.
Occupancy and available beds are shown real time from the total for the facility right down to the cell level. The user can also view the occupants per allocated cell showing all necessary resident data.
As part of the resident information and intelligence, the known enemies, relationship between residents and gang affiliation are use with real time validation when moving inmates around. The system flag and raise a warning in situations where these are in conflict, like moving a resident into a cell with a known enemy or rival gang.
Incidents are also recorded per location which gives better intelligence and analysis of trends.



There are three types of visits, resident contact visits, legal visits and official visits
Resident contact and legal visits are pre-booked and scheduled by visitor which has been registered as a contact linked to the resident. Scheduling is done against the resident’s scheduled taking into account other scheduled events. Visits are also controlled against the privilege (and limits) of the resident. Visitors are uniquely identified by photo and/or fingerprints. All visits’ start and completion are managed. Records of all visits are kept and can be queried at any time.
Records of all visits are kept and can be queried at any time.


Treasury: Money/ Cashless environment

RAS has been built with a cashless environment in mind and include modules to facilitate this vision. From the resident perspective it includes modules to facilitate the depositing of funds for the resident by external people like family members, purchasing of goods from a commissary via electronic transfer/interfacing, electronic transfer of telephone numbers of contacts and funds to a telephone system, viewing of funds transactions and integrates with a touch-screen kiosk accessible by the residents (names the ATM). The ATM uses pictures for ease interaction by the residents and is also linked to the commissary.
Gratuities received for work performed in the facility are also allocated to the resident cashless account by and in the system.
For the facility, a number of overview functionality has been built to assist the management of the funds and reconciling of all the cash transactions.


Incidents and events

RAS enables the facility to record all incidents, events and observations in detail. These can be recorded as lose standing incidents, or linked to a resident or a staff member and have a number of properties to be recorded.
Some of the more common properties that are captured are the date time, location, people involved, incident description, type of incident, objects, risk classification

Statistical and predictive analysis can be performed on these data for better risk and security management.


Management Information: Dashboards and Reports

For each facility the first page display is a (customisable) dashboard showing the key performance indicators and statuses for that facility. It shows standard always visible information for instance the number and type of residents in the facility at that time and also caution and warning indicators when relevant.

RAS include a large number of already developed reports. But each client has their own report requirements and these are then developed per the dynamic report writer in RAS.
Some reports are parameter driven ….
All of the reports are real time and can be viewed on screen, printed, exported to PDF, Word or Excel.
The system also includes a daily performance reporting module where specific daily performance indicators (also as customised by the client) are recorded daily.


System Administration

Role based access control


The following videos are made available as demonstration of some of the functions in the system. These videos were captured from 'n proof of concept version of RAS where the colour scheme was changed to align with the client's Ci.

Biometric Admission

Biometric Release

Body Receipts


Legal Visits

Official Visits

Quick Visit


ASP.NET and on a SQL Server Database

Download the brochure  Download Brochure (2 864 Kb)