Uganda Management Institute

Voter Location Database System

Designed and developed by:

NAME OF PARTICIPANT REGISTRATION NUMBER SIGNATURE

OMAR BASHIR 23/DITE/KLA/WKD/001

AJAK JOHN 23/DITE/KLA/WKD/016
NYAPIDI DANIEL STEVEN 23/DITE/KLA/WKD/018
MATTE ISMAIL 23/DITE/KLA/WKD/021
GAYIRA IBRAHIM SHEHU 23/DITE/KLA/WKD/023
WAFULA JOHN BOSCO 23/DITE/KLA/WKD/024
STUDY CAMPUS KAMPALA
PROGRAMME Postgraduate Diploma in Information
Technology
PROGRAM CODE DITE
STUDY ARRANGEMENT WEEKEND
ACADEMIC YEAR 2023-2024
MODULE NAME DATABASE DESIGN AND DEVELOPMENT
MODULE CODE DITE 6123
FACILITATOR’S NAME MR PATRICK ONGIMA
MODULE LEADER MR TUMUSIIME PATRICK

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Question
Develop a system of your choice with 3 components –
i. Front end (Communicating to back end)
ii. Connection Script
iii. Database
Use a database of your choice
a) Oracle
b) Mysql server
c) Wamp server
d) Xamp server
On top of the working system, a proper documentation of the system (Report), ERDs,
Objective of the system, Purpose, data flow diagrams
Properly referenced
Use any of the Languages; PHP, HTML, JavaScript, Python, ASP, C++
Have dummy data
Softcopy
Hardcopy
System documentation 30 marks, Presentation 10 marks
Turn in date- March 2024

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 PROJECT: VOTER LOCATION DATABASE SYSTEM 2024

1. CHAPTER ONE: INTRODUCTION

1.1 Background.

In Uganda, the democratic process is a cornerstone of the nation's values hence,

ensuring accessibility and efficient voting processes is crucial for upholding democratic
principles of transparency and fairness in the electoral process. One significant aspect
of this is helping voters easily locate their designated polling stations. Traditional
methods of voter registration and station location can be time-consuming and a
huddle, leading to voter frustration and potentially affecting voter turnout.

The Voter Location Database System emerges as a beacon of innovation, designed to

tackle these very issues by enhancing voter turnout and streamlining the voting
experience.

This system is not just a tool but a movement towards empowering Ugandan citizens
with critical information regarding their polling stations, thus eliminating the confusion
and inconvenience that has historically discouraged participation. It serves as a real-time
platform for both election officials and voters, offering updates and statistics that reflect
the ongoing electoral process.

The Voter Location Database System is a testament to the commitment to a more

informed and engaged electorate. By providing a user-friendly interface and a
comprehensive database, it ensures that every voter can easily locate their designated
polling station and make their voice heard. This system stands as a pivotal step in
strengthening the democratic fabric of Uganda, paving the way for a future where every
vote is counted, and every voter is informed.

DATABASE APPLICATION

The Voter Location Database Application is an innovative platform designed to enhance

voter engagement and turnout in Uganda. It serves as a centralized hub where voters
can register and find their designated polling stations with ease, while also providing

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real-time updates on election statistics. The application is structured to accommodate

both election officials and voters, ensuring a smooth and efficient electoral process.

1.2 Problem Statement

The existing voter location systems often lack user-friendliness and real-time updates,
making it challenging for voters to quickly find their polling stations. There is a need for
a more efficient and accessible voter locator system to address these issues.

1.3 Objectives of the System

The primary objectives of the voter location dadabase system are as follows:

Provide a user-friendly interface for voters to easily locate their designated polling
stations.
Enable real-time updates and accuracy in polling station information.
Streamline the voter identification process during elections.
Enhance overall voting experience and voter turnout.

1.4 Significance of the System

The voter location system holds significant importance in improving the democratic
process by:

Facilitating voters in finding their polling stations efficiently.

Reducing wait times and confusion during elections.
Encouraging voter participation and engagement.

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2. CHAPTER TWO: LITERATURE REVIEW

Maintaining an accurate, comprehensive voter registry is a crucial component of

electoral processes, and critical to carrying out an election. An accurate voter register
is an essential component in protecting voting rights of qualified voters (United Nations,
2005). Voter registration represents a vital government function, particularly after
conflict, in order to ratify eligibility of voters, prevent multiple voting, and ensure that
eligible voters enjoy their right to vote (Kelley, Ayres, & Bowen, 1967; Klein & Merloe,
2001; Kühne, 2010). This case study examines how the Uganda Electoral Commission
(EC) overhauled its voter registry between 2000 and 2016, moving from a handwritten,
manual compilation of information to a biometric register. One of the EC’s main
functions is to compile, maintain, revise, and update the voter registry. Between 2000
and 2013, the EC worked to digitize the voter registry, issue voter identification cards,
and incorporate biometric technologies into its approach. Beginning in 2014, and in
preparation for the 2016 elections, voter registration activities were connected to a
broader push to create a national identification system, in a project called the National
Security Information System (NSIS). After a discussion of the EC’s work to incorporate
digital and biometric technologies into the voter registry, the case study examines the
implementation of the NSIS and details the delivery challenges – non-technical
challenges that impeded implementation, and which implementers had to address in
order to achieve the project’s outcomes – that the NSIS

Development Challenge

The development challenge was to achieve a credible, accurate and accessible

National Voters’ Register. This is a foundational task for governments around the world
that seek to administer elections and build trust in electoral processes. Moreover, prior
to around 2015, voter identification cards were the main form of identification for many
Ugandans (World Bank, 2018). Context: Initial Registration Exercises and the Creation
of the Uganda Electoral Commission After the conclusion of the Ugandan Bush War in
1986 (which was itself caused by strong disputes over the 1980 election results; see
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Seftel & Binayisa, 2010), it was imperative for the new government of Uganda to
register voters in their different constituencies in preparation for the 1994 Constituent
Assembly elections. This process was carried out by an interim body, the Commission
for the Constituent Assembly (CCA). In 1993, the CCA issued voters a certificate of
registration and compiled a handwritten voter register. This handwritten register was
used for the Constituent Assembly elections, which were held on March 28, 1994, to
elect the Assembly members who were tasked with drawing up the country's new
constitution. The handwritten register had a number of drawbacks, which included
difficulty updating and organizing the files. Moreover, the nature of the register made it
a daunting task to search for information. Because the register only existed in physical
(not digital) form, lack of storage space represented an additional issue. In light of
these limitations, the Interim Electoral Commission (IEC), which had been created as
an interim body to organize the 1996 elections, decided to store voter information on a
computer using Microsoft Access to produce a text register in preparation for the 1996
elections. This was executed at the office headquarters in the capital city as the districts lacked
the capacity and skilled personnel to prepare this register. The 1996 elections were the first elections in
Uganda in 16 years. Subsequently, in 1997, the Electoral Commission (EC) was created as a permanent
body.

Creating a Photographic Registry and Piloting Biometric Techniques: 2000-2014 The text register that
the new EC inherited was marred by two major issues: duplicate entries caused by registration at
different locations, and a lack of accuracy in identification, as many voters had the same name. The head
of voter and data management, Mr. Ochama Ahmed stated in an interview that this made it hard to
ensure “one person one vote” and achieve a fair election.1 In order to resolve these issues, the EC, under
the leadership of then-Commissioner Hajjat Hadijja Nasanga Miro, launched the Photographic Voter
Registration Information System (PVRIS) project in 2000. The PVRIS marked a first step towards using
biometric technology.2 The PVRIS was designed to capture photographic details in addition to other
characteristics of the individual voter, and to utilize facial recognition to uniquely identify voters. Facial
recognition was meant to sort out duplicates and improve integrity of the voter register. The project was
launched after a thorough internal evaluation exercise, in which EC staff met for a conference over a
period of three days in Mbale district. Two groups of electoral commission officers were also sent to
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other countries, including South Africa, carry out benchmarking and gain knowledge for implementation
purposes. Between mid-2000 and early 2001, the EC worked to compile the photographic register in
preparation for the 2001 elections. Pilot studies were carried out in hard-to-reach areas of Uganda (such
as Kalangala3, Bundibugyo, and Karamoja,4 among others) in order to understand capacity needs, and to
project the number of registrations per day and the time of day when citizens were most likely to be
available for registration.

Developing a Mass Enrollment Strategy and Getting All Institutions on Board Under the leadership of
the Ministry of Internal affairs, the taskforce convened in 2014 included personnel from the Uganda
Bureau of Statistics (UBOS), Uganda Registration Services Bureau (URSB), Ministry of Internal Affairs
(MIA) and the Electoral Commission (EC). This task force devised a mass enrollment strategy, roadmap,
budget, and governance structure (Namugera, 2017). The strategy was to register all citizens that were
16 years and above, as well as resident aliens, and issue them a unique national identification number
and a national ID card or alien card. The strategy and budget were approved by the Cabinet and
implementation commenced in the first half of 2014. The implementation team, led by the late General
Aronda Nyakairima, was a blended team with personnel from different sectors including the Electoral
Commission, the Directorate of Citizenship and Immigration Control, UBOS, URSB, and National
Information and Technology Authority Uganda (NITA(U)). They were supported by the Uganda People’s
Defense Force (UPDF), the Uganda Police Force, and the Uganda Prisons Service to provide security for
equipment

A review of existing literature on voter location systems reveals various approaches

and technologies used to address similar challenges. Some systems utilize geolocation
services, while others rely on voter databases and real-time updates. Common
technologies include web development languages like PHP, HTML, JavaScript, and
database management systems like MySQL Server or Oracle.

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3. CHAPTER THREE: METHODOLOGY AND TOOLS OF ANALYSIS

Methodology

The voter locator system was developed using a combination of front-end technologies
for user interface, a connection script for backend processing, and a database for
storing voter and polling station information. The chosen tools and technologies
include:

Front End: HTML, CSS, JavaScript

Connection Script: PHP
Database: MySQL Server

TOOLS OF ANALYSIS
Use case diagrams

Use-case diagrams describe the high-level functions and scope of a system. These
diagrams also identify the interactions between the system and its actors. The use
cases and actors in use-case diagrams describe what the system does and how the
actors use it.

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 ERD (Entity Relationship Diagram) for database structure.

Entity Relationship Diagrams helps in illustrating the relationships between entities
like voters, polling stations, and addresses.

ENTITY RELATIONSHIP DIAGRAM

Figure 1: Entity Relationship Diagram for the Voter Location Database System

Logical

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RELATIONAL DATA MODEL

Relational Data Model for the Voter Location Database System

 Data flow diagrams to illustrate system processes and interactions.
Data flow diagrams helps to depict how data moves through the system from input to output.

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4. CHAPTER FOUR: SYSTEM IMPLEMENTATION

Interface Design

The voter locator system's interface will comprise:

A search form for users to input their voter ID or address.

Dynamic result display showing the polling station details.
Error handling for invalid inputs or system errors.

System Components

Front End (HTML/CSS/JavaScript)

 HTML for structure
 CSS for styling
 JavaScript for interactivity and form validation
Connection Script (PHP)
 Handles user requests and communicates with the database
 Processes input data and retrieves relevant information
Database (MySQL Server)
 Stores voter information (ID, name, address)
 Stores polling station details (ID, name, location)

System Workflow

User enters their voter ID or address in the search form.

Front end validates the input and sends a request to the PHP script.
PHP script queries the database based on the input.
Database returns polling station details (if found) to the PHP script.
PHP script sends the result back to the front end for display.

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 PROJECT: VOTER LOCATION DATABASE SYSTEM 2024

User Registration and Login:

- Voters can create a profile by entering their personal information, such as name,
address, and email.

- The system securely stores voter data and, depending on security protocols, may
require admin authorization for account activation.

- Once registered, voters can log in using their name and a unique voter ID number.

Subscription Plans:

- While there are no subscription fees, the system offers different levels of access and
services based on voter needs.

- All voters have access to information, such as Personal Information and polling station
location information.

- Additional features, such as real-time election updates and historical voting statistics,
can be available for interested users in future enhancements.

Voter Information Search:

- After login, voters are directed to a search page where they can enter criteria to locate
their polling station and view their voter details.

- The system interfaces with a national voter database API to retrieve and display
relevant information. (For this project, a table was created to mock the national Voter
Database)

- Optional voter registration features can be included, allowing new voters to sign up and
existing voters to update their details.

Administration and Management:

- Election officials have administrative access to manage voter information, oversee

account creation, and monitor system integrity.
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- For future enhancements, the system will provide tools for officials to track voter turnout,
manage polling station capacities, and generate reports for analysis.

Security and Data Integrity:

- The Voter Location Database Application employs robust security measures to protect
voter information and ensure data accuracy.

- Regular system audits and validation checks shall be conducted to maintain the highest
standards of data integrity and reliability.

This Voter Location Database Application is more than just a technological solution; it is
a commitment to empowering Ugandan citizens with the knowledge and resources
needed to participate fully in the democratic process.

USER REQUIREMENT

VOTER:

• Each voter will have the following details:

• National ID: A unique identifier assigned to each voter.
• Surname, Given Name, and Other Names: The full name of the voter.
• Gender: The gender of the voter (e.g., male, female, non-binary).
• Date of Birth: The birthdate of the voter.
• Address:
• Village: The specific village where the voter resides.
• District: The administrative district where the village is located.
• Constituency: The electoral constituency within the district.
• Sub-County: The sub-county or administrative division.
• Parish: The local parish or neighbourhood.
• Polling Station: The designated polling station where the voter casts their
vote.
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ENTITIES

The following section outlines all the Entities that the database tracks and lists its primary
key, foreign keys if any, and all its attributes.

VOTER

Primary key: VoteId.

Foreign key: VoteId references IMAGE.

Attributes:

NationalID UNIQUEIDENTIFIER, SurName, GivenName , OtherNames ,

Gender , DateOfBirth , VoterNumber , Village , District , Constituency , SubCounty
, Parish , PollingStation

IMAGE

Primary key: VoteId

Foreign key: VoteId references VOTERPROFILE.

Attributes:

Face IMAGE, Signature IMAGE, Fingerprint IMAGE

DATABASE CREATION WITH SQL SCRIPTS

The database is created using SQLite.

Script attached as Annex.

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POPULATE DATABASE: INSERT SQL STATEMENTS

Populating the Voter Location Database: INSERT SQL Statements

1. User Interaction: Front-End Interface Form

 The process begins when a user interacts with a front-end interface form. This form
allows election officials or authorized personnel to input voter information.

 The form typically includes fields for capturing details such as first name, middle
initial, last name, gender, date of birth, and address.

2. Automatic Generation of Voter ID (VoteId)

 Upon submission of a new record, the system automatically generates a unique

Voter ID (VoteId). This ID serves as the primary key for each voter record.

 The Voter ID is typically a combination of letters and digits, ensuring uniqueness

across all voters.

 Example of a Voter ID: 2 (assigned to Akello Jane).

3. Automatic Generation of Voter Number

 Alongside the Voter ID, the system also generates a Voter Number for each voter.

 The Voter Number is constructed as follows:

o First letter of the first name (e.g., “J” for Jane)

o First three letters of the district name (e.g., “LIR” for Lira district)

o Padded VoteId (e.g., “00002” for VoteId = 2)

 Example of a Voter Number: JA-LIR-00002 (for Akello Jane of Lira district).

Database Insertion: SQL Statements

The server-side PHP script processes the form submission and constructs SQL
statements for inserting the voter record into the database.

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 PROJECT: VOTER LOCATION DATABASE SYSTEM 2024

The SQL INSERT statement includes the following information:

o Voter ID

o Voter Number

o First Name, Middle Initial, and Last Name

o Gender

o Date of Birth

o Address (Village, District, Constituency, Sub-County, Parish, Polling Station)

Database Population

The SQL INSERT statement is executed, adding the new voter record to the
database.

The system ensures that the Voter ID remains unique, and the Voter Number
follows the specified format.

The database now contains the voter’s information, ready for use during elections.

QUERIES

Count Voters by District:

Query: How many voters are registered in each district?

SQL Query:

Now, let’s innovate some queries for the Voter Locator System:

Count Voters by District:

o Query: How many voters are registered in each district?

o SQL Query:
o SELECT
o district,
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 PROJECT: VOTER LOCATION DATABASE SYSTEM 2024

o COUNT (*) AS total_voters

o FROM
o voterprofile
o GROUP BY
o District;
o Result: A list of districts and the total number of registered voters.

o Result: Voter details and their corresponding polling stations.

2. Find Voters Born Before 1980:
o Query: Retrieve voters born before 1980.
o SQL Query:
o SELECT *
o FROM voterprofile

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 PROJECT: VOTER LOCATION DATABASE SYSTEM 2024

o WHERE DateOfBirth < '198-01-01';

o

o Result: A list of voters born before 1980.

3. Count Active Registered System Users:

o Query: How many voters have an active registration status?
o SQL Query:
o SELECT COUNT(*) AS active_registrations
o FROM users
o WHERE active = '1';
o

o Result:

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 PROJECT: VOTER LOCATION DATABASE SYSTEM 2024

TEST DATA GENERATION

TABLE 1: A SAMPLE TEST DATA (Attached as Annex )

PROJECT EVALUATION: VOTER LOCATION SYSTEM

Reflection on Our Journey

Our team embarked on the development of the Voter Location System with enthusiasm
and dedication. Throughout the project, we maintained effective communication and
collaboration. Here are some key points from our journey:
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 PROJECT: VOTER LOCATION DATABASE SYSTEM 2024

1. Work Distribution:

o We divided responsibilities based on expertise and interest.

o Weekly meetings allowed us to align our efforts and set clear agendas.

o Individual work sessions ranged from 2 to 5 hours, ensuring consistent

progress.

2. Collaboration Tools:

o We leveraged Git for version control and Google Docs for collaborative
documentation.

o Online collaboration reduced the need for frequent in-person meetings.

3. Areas of Focus:

o UI Design: One team member focused on creating an intuitive user

interface.

o SQL Scripts and Data Modeling: Another team member handled database
design and queries.

o Design Document: Remaining team members contributed to system

specifications.

Identified Improvements

While our project was successful, we recognize areas for enhancement:

1. Customer Login Screen:

o Issue: The login page does not correctly save credentials, resulting in lost
information.

o Improvement: Implement secure session management to retain user data

during login sessions.

2. Actual Transaction Handling:

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 PROJECT: VOTER LOCATION DATABASE SYSTEM 2024

o Issue: Our system lacks functionality for handling actual transactions (e.g.,
voting).

o Improvement: Extend the system to manage real-time interactions during

elections.

3. Enhanced Entity Relationship (ER) and Relational Diagram (RD):

o Issue: The current ER and RD could be more intuitive and streamlined.

o Improvement: Refine the ER and RD to simplify data relationships and

enhance clarity.

4. Email Confirmation for Voter Information:

o Issue: We currently lack a mechanism to verify voter details.

o Improvement: Implement email confirmation during voter registration to

validate information.

References

1. Avante (retrieved on 24th December 2021) Biometric Voter Registration System 2.

https://www.avantetech.com/ products/biometric/biometric-registration/

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 PROJECT: VOTER LOCATION DATABASE SYSTEM 2024

2. Chipfunde, V. R. (2016). Introducing biometric technology in elections. Biometric Voter

Registration: Lessons from Ugandan Polls. The Independent.
https://www.independent.co.ug/biometric-voter-registration-lessons-fromugandan-polls/

3. Electoral Commission (2016). Biometric Voter Verification System (BVVS)

https://www.ec.or.ug/news/1912016- biometric-voter-verification-system-bvvs

4. Kelley, S., Ayres, R., & Bowen, W. (1967). Registration and Voting: Putting First Things
First. The American Political Science Review, 61(2), 359-379. doi:10.2307/1953251 Klein,
R, L. and Merloe, P. (2001)

5. Building confidence in the voter registration process: an NDI monitoring guide for
political parties and civic organizations. ISBN 1-80134-30-6
http://www.eods.eu/library/NDI%20Building%20
Confidence%20in%20the%20Voter%20Registration%20Process.pdf

6. Cowen, M. & Lakso, L. (2008). Multiparty Elections in Africa. Available on line.

7. Cowen M. Multiparty Elections in Uganda, 2002. Online information review. Data

Processing Department: Development & Maintenance of an Accurate, Reliable and
Credible Voters’ Register in Uganda. Workshop held at Hotel Equatoria presented to
District Registrars on 21/03/2003.

8. Smith, A.D. & Clark, S.J. (2005). ‘Revolutionising the voting process through online
strategies’, Online Information Review, Vol 29, No.5, pp.513-530

9. PHP Documentation: https://www.php.net/docs.php

10. MySQL Documentation: https://dev.mysql.com/doc/
11. W3Schools HTML Tutorial: https://www.w3schools.com/html/
12. avaScript MDN Web Docs: https://developer.mozilla.org/en-US/docs/Web/JavaScript
13. SS Tricks: https://css-tricks.com/

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