UML DIAGRAM :

Use cases templates :

Filling out the Registration Form

• Name: Filling out the Registration Form
• Brief Description: A volunteer fills out a digital form to register for the community center's volunteer program. The form includes personal details and selection of volunteer areas.
• Actors: Volunteer
• Preconditions: The system is available and active.
• Basic Flow:
  1. The volunteer accesses the volunteer website.
  2. Selects to register as a new volunteer.
  3. Fills in personal details and selects preferred volunteer areas.
  4. If volunteering with children and the volunteer is male, the system requires uploading a Police Clearance form.
  5. Submits the form.
  6. The system checks the data and saves it in the database.
• Alternate Flows: None.
• Exception Flows:
  • Invalid Data: If the entered information does not meet validation requirements, the system displays an error message and requests the volunteer to correct the errors.
  • Communication Issues: If there is an issue sending data to the server, the system displays a failure message and asks to try again later.
  • Invalid File (Police Clearance): If the file does not meet system requirements, it displays an error message and asks the volunteer to upload a valid file.
• Post Conditions: The volunteer’s details are saved in the database, and they receive a confirmation of successful registration. The Police Clearance form is stored in the system in PDF format and linked to the volunteer's profile.

Manager Approves/Rejects Registration Form

• Name: Approve/Reject Registration Form
• Brief Description: The community center manager reviews and approves or rejects a volunteer's registration form.
• Actors: Community Center Manager
• Preconditions: The volunteer's registration form includes all required information, and a Bituah-Leumi form is available in the database.
• Basic Flow:
  1. The manager receives a notification to review a new registration form.
  2. The manager reviews the information on the form.
  3. If everything is correct, the manager approves the registration form and sends the relevant insurance form to the Bituah-Leumi Institute.
  4. If there are issues, the manager rejects the form.
• Alternate Flows: None.
• Exception Flows:
  • Missing Information: If information is missing from the form, the manager will request the volunteer to complete the data.
• Post Conditions: The form is either approved or rejected.

Sending WhatsApp Group Link to Volunteer’s Email

• Name: Sending WhatsApp Group Link
• Brief Description: After approval of the registration, the system sends the volunteer a link to join the volunteer WhatsApp group.
• Actors: The system, Volunteer
• Preconditions: The volunteer has been approved by the manager, the volunteer's details are saved in the database, and the system is connected to the internet and active.
• Basic Flow:
  1. The system recognizes that the volunteer's registration has been approved by the manager.
  2. The system sends an email to the volunteer with a link to the WhatsApp group.
• Alternate Flows: None.
• Exception Flows:
  • Communication Issues: If there is an issue sending the data to the server, the system displays a failure message and asks to try again later.
• Post Conditions: The message is successfully sent to the volunteer.

Database System Saves Details

• Name: Saving Details in Database
• Brief Description: The system saves the details entered in the volunteer's registration form in the database.
• Actors: Database System
• Preconditions: The registration form is completed and submitted by the volunteer.
• Basic Flow:
  1. The system receives the form from the volunteer.
  2. Checks the correctness and completeness of the data.
  3. Saves the data in the database.
• Alternate Flows: None.
• Exception Flows:
  • Error Saving Data: If there is a problem saving the data, the system will try again.
• Post Conditions: The data is stored in the database and ready for future use.

Database System Fills Bituah-Leumi Form

• Name: Automatic Filling of Bituah-Leumi Form
• Brief Description: The system automatically fills out the Bituah-Leumi form using the data saved in the database.
• Actors: The system.
• Preconditions: The volunteer's details are saved in the database.
• Basic Flow:
  1. The system reads the required details from the database.
  2. Fills out the Bituah-Leumi form.
• Alternate Flows: None.
• Exception Flows:
  • Missing Data: If data is missing to complete the form, the system informs the manager.
• Post Conditions: The Bituah-Leumi form is ready to be sent to the Bituah-Leumi Institute.

Manager Adds New Volunteer Areas to Registration Form

• Name: Adding New Volunteer Areas
• Brief Description: The community center manager adds new volunteer areas to the registration form.
• Actors: Community Center Manager
• Preconditions: The manager is logged into the system with appropriate permissions.
• Basic Flow:
  1. The manager accesses the volunteer areas management interface.
  2. Adds a new volunteer area and defines its details.
  3. Saves the changes, and the new area is added to the registration form.
• Alternate Flows: None.
• Exception Flows:
  • Error Saving: If there is an issue during the addition process, the system will inform the manager and request to try again.
• Post Conditions: The new volunteer area is available on the registration form for volunteers.

System Sends Volunteer Renewal Email

• Name: Sending Volunteer Renewal Email
• Brief Description: The system sends an email to volunteers a month before the end of their volunteer period, offering the option to renew their volunteer service.
• Actors: The system, Volunteer
• Preconditions: The volunteer's service period is nearing its end, and their details are in the database.
• Basic Flow:
  1. The system identifies volunteers whose service period is about to expire.
  2. Sends an email offering the option to renew.
  3. The volunteer decides whether to renew the service and updates the system.
• Alternate Flows: None.
• Exception Flows:
  • Sending Failure: If sending fails, the system will try again and inform the manager if the issue persists.
• Post Conditions: The volunteer is aware of the end of the service period and has received the option to renew.