College of Computing and Informatics
College of Computing & Informatics (CCI)
SENIOR PROJECT-I REPORT
Unified Volunteering Passport
(UVP) Application
Author(s):
S220036090
Abdulaziz Khamis Alghamdi
S220028092
Abdulmalik Bader Aljayzani
S220021519
Luai Abdullah Alnufaie
S220003552
Mohammed Tourky Attar
S220032502
Yasser Lutfi Aljedaani
S220028482
Majed Ghazi Alsagri
Project Supervisor:
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| كلية الحوسبة والمعلوماتية
College of Computing and Informatics
Unified Volunteering Passport
(UVP) Application
By:
Abdulaziz Khamis Alghamdi
Abdulmalik Bader Aljayzani
Luai Abdullah Alnufaie
Mohammed Tourky Attar
Yasser Lutfi Aljedaani
Majed Ghazi Alsagri
Thesis/Project submitted to:
College of Computing & Informatics, Saudi Electronic University, Riyadh, Saudi Arabia.
In partial fulfillment of the requirements for the degree of:
BACHELOR OF SCIENCE IN INFORMATION TECHNOLOGY
Project Supervisor
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Project Committee Chair
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ABSTRACT
Volunteering is the act of supporting a community with a skill, time, or resources without expecting
to be paid as a reward. Volunteering is a social responsibility that falls on a community member.
The Unified Volunteering Passport (UVP) was offered to serve in organizing the communication
and authentication of the acts of volunteering. As per the hadith from our prophet Mohammed peace
be upon him. “The best person is the one who benefits the people.” (Kanz-ul-‘Ummal, vol. 8, pp.
53, Hadees 44147)
The idea of the volunteering app is to connect organizations with volunteers and solve the
connection gap that it currently suffers. Based on observed real-life cases, a student was about to
graduate, and he was seeking volunteering opportunities to contribute to the community, and gain
real-life working experience. The student kept searching for opportunities but could not find any.
On the other hand, a neighborhood charity center was receiving donations that were enough to help
in supplying groceries for families in need but unfortunately the budget they have cannot cover the
delivery process costs. Therefore, they lacked the volunteer manpower to proceed with the charity
work. Here comes the role of the UVP where it can connect the organization and the volunteer.
Another issue that may arise according to the ministry of education is that high school students
must complete a total of 40 hours of volunteering to complete their studies in high school.
Therefore, the UVP has a great opportunity to address this issue and connect high school students
with volunteering organizations while keeping all the volunteering records stored in its database
and issues volunteering certificates as a proof of volunteering for the student.
The UVP can serve in many gaps that are lacking in the volunteering system. It can help in covering
the lack of available volunteering opportunities by publishing the latest volunteering opportunities.
Also, it can help in establishing a stable communication line between the volunteer and the
organization. Keep track of volunteer hours and reward volunteers with digital badges. The UVP
can also issue a volunteering certificate once the opportunity is completed; it can also work with
scheduling time and location where it can arrange for the volunteer based on their city or
working/school hours to the opportunity. One issue that may arise and can be solved with the UVP
is that the skill of the volunteer may not match the volunteering opportunity this is where the app
can connect the volunteer based on their specialty to the volunteer work requested by the
organization.
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DEDICATION
This project is particularly dedicated to our dear parents, whose unwavering love, prayer, and
encouragement have been our biggest source of inspiration and motivation throughout the course
of this project.
We also want to dedicate our work to our supervisor, whose guidelines, constructive criticism, and
encouragement have assisted in the preparation of this work.
Our deepest appreciation goes to all our teachers and the College of Computing and Informatics,
Saudi Electronic University, for the knowledge, assistance, and learning environment that helped
make this possible.
Our appreciation goes to our group mates and peers for their moral support, cooperation, and time
of persistence and learning that we all have had together.
And finally, we would like to attribute this accomplishment to ourselves, through the labor,
determination, and passion that made this project into reality from an idea.
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PREFACE
This document is submitting the work done as part of the UVP project, designed to meet the needs
for the Senior Project I course by the College of Computing and Informatics at Saudi Electronic
University. The project seeks to create and deploy an integrated electronic platform that simplifies
and harmonizes the volunteering process in various domains.
The report includes all the phases done under Senior Project I, such as the background of the
project, problem statement, scope, objectives, literature review, methodology, and system design.
The rest of the phases – implementation, testing, and project closure – will be done in Senior Project
II next semester. This preface is a summary and explanation of the academic and development work
of the project.
Acknowledgment
We would like to express our sincere appreciation to our supervisor for his continuous guidance,
feedback, and encouragement throughout the process of undertaking this project. We would also
appreciate thanking all our lecturers and the College of Computing and Informatics at Saudi
Electronic University for their continuous support, facilities, and experience that allowed this work
to be accomplished.
We would like to give special thanks to our group members and classmates for their enthusiasm,
motivation, and effort in coming up with and documenting the project. Last but not least, we thank
our families for their assistance, patience, and understanding during this learning experience
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REVISION HISTORY
Name
Date
Reason For Changes
Version
Chapter 1 and 2:
All Members
15/10/2025
Adding brief ADM/PDM and Mind-Map
explanations, adopting the first ADM/PDM, and
merging literature review paragraphs under one
topic.
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TABLE OF CONTENTS
CHAPTER 1: INTRODUCTION ………………………………………………………………………………. 7
1.1
Project Background/Overview: ………………………………………………………………………………7
1.2
Problem Description: ……………………………………………………………………………………………7
1.3
Project Scope: ……………………………………………………………………………………………………..7
1.4
Project Objectives: ……………………………………………………………………………………………….8
1.5
Project Structure/Plan: …………………………………………………………………………………………8
CHAPTER 2: LITERATURE REVIEW …………………………………………………………………… 17
CHAPTER 3: METHODOLOGY ……………………………………………………………………………. 23
CHAPTER 4: SYSTEM ANALYSIS ………………………………………………………………………… 25
4.1
Product Features: …………………………………………………………..Error! Bookmark not defined.
4.2
Functional Requirements: ………………………………………………..Error! Bookmark not defined.
4.3
Nonfunctional Requirements…………………………………………….Error! Bookmark not defined.
4.4
Analysis Models ……………………………………………………………..Error! Bookmark not defined.
CHAPTER 5: SYSTEM DESIGN ……………………………………………………………………………. 66
CHAPTER 6: DISCUSSION & CONCLUSION ………………………………………………………… 86
6.1
Discussion ………………………………………………………………………………………………………… 86
6.2
Conclusion ……………………………………………………………………………………………………….. 86
REFERENCES ……………………………………………………………………………………………………. 88
APPENDIX: Glossary …………………………………………………………………………………………… 92
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CHAPTER 1: INTRODUCTION
1.1
Project Background/Overview:
Volunteering is the act of supporting the community with a skill, time or resources without
expecting to be paid in reward. Volunteering is a social responsibility that falls on a community
member. The Unified Volunteering Passport was offered to serve in organizing the
communication and authentication of the acts of volunteering. The idea of the volunteering app is
to connect organizations with volunteers and solve the connection gap that it currently suffers.
The UVP can address many gaps in the volunteering system. It can help in covering the shortage
of volunteering opportunities by publishing the latest volunteering opportunities. Also, it can help
establish a stable communication channel between the volunteer and the organization. Keep track
of volunteer hours and reward volunteers with digital badges. The UVP can also issue a
volunteering certificate once the opportunity is completed.
1.2
Problem Description:
The idea of the volunteering app is to connect organizations with volunteers and solve the
connection gap that it currently suffers. Our classmate kept searching for opportunities but couldn’t
land any. On the other hand, a neighborhood charity center was receiving donations that were
enough to help in supplying groceries for families in need but unfortunately the budget they have
cannot cover the delivery process. Therefore, they lacked the volunteer manpower to proceed with
the charity work. Here comes the role of the UVP where it can connect the organization and the
volunteer. Another issue that may arise according to the Ministry of Education is that high school
students must complete a total of 40 hours of volunteering in order to complete their studies in
high school. Therefore, the UVP has a great chance to step in at this point and connect high school
students with volunteering organization while keeping all the volunteering records stored in its
database and issues a volunteering certificates as a proof of volunteering for the student.
1.3
Project Scope:
The Unified Volunteering Passport can fill in many gaps that are lacking in the volunteering
system. It can help in covering the lack of aberrances of volunteering opportunities by publishing
the latest volunteering opportunities. Also, it can help in establishing a stable communication line
between the volunteer and the organization. Keep track of volunteer hours and reward volunteers
with digital badges. The UVP can also issue a volunteering certificate once the opportunity is
completed; it can also work with scheduling time and location where it can arrange for the
volunteer based on their city or working/school hours to the opportunity. One issue that may arise
and can be solved with the UVP is that the skill of the volunteer may not match the volunteering
opportunity; this is where the app can connect the volunteer based on their specialty to the
volunteer work requested by the organization.
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1.4
Project Objectives:
The Unified Volunteering Passport is a digital and mobile volunteering matching platform for
volunteers and organizations. It serves primarily to provide each volunteer with a lifelong,
validated digital profile, automating recording all volunteering hours accrued and activities, and
certificates.
It is also easy for the volunteers to go to an event and check-in by scanning a QR code with their
app. When leaving the event, the app automatically generates a digital record of their attendance.
With businesses, it helps them to manage and host their events, view volunteer numbers, and issue
official digital certificates. It generates a centralized, trustworthy record of volunteering for
everyone.
1.5
Project Structure/Plan:
This project plan has been made as per the project management principles learned under IT362
(Project Management). The project plan utilizes the PMBOK (Project Management Body of
Knowledge) framework, which divides the work into five key phases: Initiating, Planning,
Executing, Monitoring and Controlling, and Closing. These phases do not represent a Waterfall
development lifecycle; they are used only for documentation structuring All software development
activities inside these phases follow an Agile iterative approach with repeated cycles of analysis,
design, implementation, and testing.
The project outlines every activity required to deliver the Unified Volunteering Passport project.
Throughout Senior Project I, the team will deliver all phases up to task 3.5, System Design,
encompassing analysis, requirements, and system design documentation in general. The remaining
activities, from 3.6 System Implementation to the Closing Phase, will be completed throughout
Senior Project II during the following semester.
This organized plan allows the project to unfold freely over the two semesters, with academic
outputs aligned with professional project management processes.
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1.5.1
Project Structure/Plan (Tabular and Textual Forms):
Project Plan in Tabular Form
Task Name
Duration
Start at
End at
1. Initiating Phase
22 Days
04-09-2025
25-09-2025
1.1 Project Background /
Overview
6 Days
04-09-2025
09-09-2025
5 Days
10-09-2025
14-09-2025
3 Days
15-09-2025
17-09-2025
1.4 Initial Schedule &
Resources Allocation
8 Days
18-09-2025
25-09-2025
2. Planning Phase
36 Days
26-09-2025
31-10-2025
2.1 Project Scope
7 Days
26-09-2025
02-10-2025
2.2 Project Structure / Plan
9 Days
03-10-2025
11-10-2025
10 Days
12-10-2025
21-10-2025
10 Days
22-10-2025
31-10-2025
107 Days
01-11-2025
15-02-2026
5 Days
01-11-2025
05-11-2025
3.2 Functional Requirements
7 Days
06-11-2025
12-11-2025
3.3 Non-Functional
Requirements
3.4 Analysis Models
7 Days
13-11-2025
19-11-2025
10 Days
20-11-2025
29-11-2025
3.5 System Design
14 Days
30-11-2025
13-12-2025
3.6 System Prototype
Implementation (Backend +
Frontend)
64 Days
14-12-2025
15-02-2026
1.2 Problem Description
1.3 Project Objectives
2.3 Literature Review
2.4 Methodology
3. Executing Phase
3.1 Product Features
Resources
Teamwork, Supervisor,
Senior Project Templet
Teamwork, Online
Searching
Word, Supervisor
Feedback
Supervisor Approval,
Documentation Tools
Word, Team Discussion
Project Management
(IT362), Supervisor
Instructions
Google Scholar, IEEE
Xplore, Research Gate
System Analysis &
Design (IT353), Project
Management (IT362),
Supervisor Instructions
Teamwork, Brainstorm,
Mind Maps
Creately, Visual Paradigm
Software
Online Documentation,
Supervisor Notes
IT353, Visual Paradigm
Software, Creately
IT353, Visual Paradigm
Software
Django REST Framework
(Python), SQLite, Flutter,
VS Code, Android Studio,
Postman
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4. Monitoring & Controlling
Phase
4.1 Testing and Evaluation
(Unit, Integration, and User
Testing)
4.2 Performance Review &
Progress Reports
117 Days
14-12-2025
09-04-2026
72 Days
14-12-2025
23-02-2026
46 Days
24-02-2026
09-04-2026
5. Closing Phase
10 Days
11-04-2026
20-04-2026
5.1 Final Documentation &
Report
5.2 Final Presentation &
Project Handover
5 Days
11-04-2026
15-04-2026
5 Days
16-04-2026
20-04-2026
Android Emulator
(Android Studio),
Supervisor Testing
Supervisor Review,
Documentation Tools,
Team Review
Teamwork, Supervisor
Feedback
MS PowerPoint, MS
Word APA Format
Table 1.5.1.1: Project Plan (Tabular From)
Project Plan Textual Form
Initiation Phase (04-09-2025 to 25-09-2025)
This stage lays the groundwork for the project by detailing its historical context, articulating the problem
statement, and elucidating the goals. Additionally, it encompasses the identification of available resources
and the establishment of a framework for all future endeavors. The first 22 days are devoted to delineating
the project’s intent, vision, and rationale, thereby creating the strategic foundation for the entire
developmental trajectory.
Planning Phase (26-09-2025 to 31-10-2025)
The planning stage, spanning 36 days, focuses on the expansion of the scope of the project, the structuring
of the development procedure, the conducting of literature reviews, and the documenting of the chosen
methodology. Functional team cooperation and the contributions of supervisors are crucial to ensuring all
the project specifications are clearly defined and agreed upon. During this stage, detailed project
documentation is prepared to guide the implementation procedure with precision and clarity.
Execution Phase (01-11-2025 to 15-02-2026)
Described as the most prolonged and resource-intensive period, the 107-day-long execution stage involves
the transformation of system concepts into a functional system. Here, the system’s functionalities are
developed, functional and non-functional requirements are implemented, and the analytical and design
architectures are built. Django REST Framework (Python, SQLite) and Flutter are used, respectively, to
build the backend and frontend, coded through Python, SQLite, Flutter, and the VS Code and Android
Studio IDEs. Postman is utilized for the execution of the evaluation and verification processes. This stage
marks the transformation of abstract system designs into operational system components within two
semester periods of academics.
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Monitoring and Controlling Phase (14-12-2025 to 09-04-2026)
Throughout this 117-day stage, focus is on quality assurance, unit, integration, and user testing on Android
emulators and elsewhere. Ongoing tracking of progress, performance measurement, and reporting help the
project consistently be on track towards its objectives. Feedback cycles and tuning are undertaken by the
team to sustain performance quality and integrity of the project.
Closure Phase (10-04-2026 to 20-04-2026)
The last 10 days are dedicated to the completion of the project, where final reporting, documentation, and
presentations are finalized. These are compiled through MS Word and MS PowerPoint, and the formal
handing-over of the project occurs. This phase represents the completion and readiness of the system for
appraisal and submission.
The detailed schedule and approach span the duration of two academic semesters. Senior Project I covers
work related to analysis and design, and Senior Project II highlights implementation processes, testing,
appraisal, and winding-up of the project. This well-sequenced approach demands strict adherence to both
professional and academic demands, including clearly defined outputs, roles, and timelines, disseminated
and agreed upon by students, supervisors, and external stakeholders.
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1.5.2
Gantt Chart:
The Gantt chart visually represents the project timeline, all phases and tasks as horizontal bars that cover
weeks and months. On the left-hand side, there is information in detail like the activity name, start date,
end date, and duration for each task.
Figure 1.5.2.1: Gantt Chart
1.5.3
ADM/PDM Diagrams:
Utilization of the ADM/PDM diagrams for our project serves to depict the schedule, relationships, and time
of the project activities. They help the team to organize and manage the workflow effectively by allowing
for the determination of the critical path, ensuring each of the Unified Volunteering Passport (UVP) project
stages happens logically, and allowing for the management of time, resources, and risk better during the
developmental process. In this process, two options of ADM and PDM will be presented and evaluated,
then the most suitable option for our project will be selected.
1.5.3.1 ADM/PDM Diagrams (1):
The first ADM/PDM Diagrams supports Agile-like methodology which brings flexibility, and offers Startto-Start (SS) and Finish-to-Start (FS) relationships between tasks. This allows the test and the appraisal to
begin while execution is proceeding, and certain tasks can overlap and conclude at the same time. The
model achieves the right balance of intense control and real-world overlap, boosting time efficiency without
sacrificing quality or surveillance. It works well for the UVP project, maintaining sequential discipline but
introducing limited overlap to enable progress to proceed smoothly.
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#
Activity
1
A-Initiating
Dependency
Duration Dependency Type
Description
—
22 days
—
Establishes the project foundation, defines objectives,
stakeholders, and gains supervisor approval.
2
B-Planning
A
36 days
Finish-to-Start
(FS)
Begins after initiation approval; defines project scope,
structure, methodology, and literature review.
3
C-Executing
B
107 days
Finish-to-Start
(FS)
Starts once planning is finalized; includes system design,
requirements documentation, and partial implementation.
4
D-Monitoring &
Controlling
C
117 days
Start-to-Start
(SS)
Overlaps with execution; ensures progress tracking, testing,
and performance evaluation.
5
E-Closing
D
10 days
Finish-to-Start
(FS)
Final stage where all documentation, conclusions, and
presentations are completed and submitted.
Table 1.5.3.1.1: Dependancy Table (1)
Figure 1.5.3.1.1: ADM Diagram (1)
Activity
A-Initiating
B-Planning
C-Executing
D-Monitoring & Controlling
E-Closing
Predecessor(s)
A
B
C
D
Duration (days)
22
36
107
117 (Overlaps with C)
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Table 1.5.3.1.2: Predecessor Table (1)
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Critical Path
Figure 1.5.3.1.2: PDM Diagram (1)
1.5.3.2 ADM/PDM Diagrams (2):
The second ADM/PDM Diagram supports Waterfall-like methodology that uses entirely Finish-to-Start
(FS) flow, so each step only begins once the previous step is complete. it works best in projects requiring
sequential structure and controlled progression on projects, but it comes with additional effort of
coordination and increased risk should it not be intimately governed.
#
Activity
1
A-Initiating
Dependency
Duration Dependency Type
Description
—
22 days
—
Establishes the project foundation, defines objectives,
stakeholders, and gains supervisor approval.
2
B-Planning
A
36 days
Finish-to-Start
(FS)
Begins after initiation approval; defines project scope,
structure, methodology, and literature review.
3
C-Executing
B
107 days
Finish-to-Start
(FS)
Starts once planning is finalized; includes system design,
requirements documentation, and partial implementation.
4
D-Monitoring &
Controlling
C
54 days
Finish-to-Start Starts once executing is finalized; ensures progress tracking,
(FS)
testing, and performance evaluation.
5
E-Closing
D, C
10 days
Finish-to-Start
(FS)
Final stage where all documentation, conclusions, and
presentations are completed and submitted.
Table 1.5.3.2.1: Dependancy Table (2)
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Figure 1.5.3.2.1: ADM Diagram (2)
PDM Diagram (2)
Activity
A-Initiating
B-Planning
C-Executing
D-Monitoring & Controlling
E-Closing
Predecessor(s)
A
B
C
D, C
Duration (days)
22
36
107
54
10
Table 1.5.3.2.2: Predecessor Table (2)
Critical Path
Figure 1.5.3.2.2: PDM Diagram (2)
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Conclusion
ADM/PDM Diagrams (2) is presented only for comparison and does not reflect our choice while
ADM/PDM Diagrams (1) was chosen because it provides a controlled yet flexible workflow that supports
partial overlap between major phases. This structure works better with the iterative operations of application
development, where monitoring and controlling phase can begin while execution phase is still in progress.
The model reduces idle time, and allows early detection of issues while maintaining structured control. It
brings an optimal balance between flexibility and governance, making it suitable method for the UVP
project, and will continue to evolve and improve throughout development lifecycle.
1.5.4
Mind Map:
The mind map demonstrates the system-level architecture of the Unified Volunteering Passport (UVP)
system, revealing how the system’s major components-user roles, core modules, technology stack, database
layout, and desired outcomes are integrated. It reveals how volunteers, organizations, and admins are
connected through functionality such as QR attendance, digital certificates, and event management, all
underpinned by a single backend and frontend architecture. This diagram effectively summarizes the system
architecture of the project and how the system components all come together to enable UVP to achieve the
desired system of providing a secure, efficient, and user-centric Volunteering Platform.
Figure 1.5.4.1: Mind Map
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CHAPTER 2: LITERATURE REVIEW
Digital Transformation and Trust Frameworks in Volunteer Management
Systems
Due to the rise in the number of volunteers, there remains an ever-growing requirement for the organization
and recording of the processes involved. Volunteer information and the associated organization cannot be
simply put down on paper like it used to be. In today’s modern world, digitalization has become the norm
because it provides cost savings, increased efficiency, and environmental advantages. large volumes of
volunteer data can be efficiently handled by making use of digital solutions, rather than the traditional
paper-based documentation methods (Crawford, 2022).
To bring this situation into perspective, consider the scenario where the volunteer meets with an
organization representative. In this case, all volunteers undergo an interview and are required to fill out
multiple forms to define their skills and interests. Utilization of an internet-based system can assist in the
dissemination of the volunteer profiles to hundreds of organizations, thereby facilitating better matching,
higher task completion, and higher volunteer satisfaction (Manshadi, Meijs, & Roza, 2023).
Online platforms can also help monitor volunteer time. These platforms are capable of awarding badges to
motivate and involve individuals, i.e., volunteers. Studies have found that volunteers well-versed in
technology are associated with higher degrees of engagement upon using applications. Furthermore,
applications can send automated reminders to reduce dropout rates, and maintaining their interest in future
volunteering opportunities (Burris, Givens, & Hines, 2024). These platforms are also capable of helping
organizations and government agencies, upon being given access to the data, by facilitating better decisionmaking, statistical analysis execution, and the appraisal or modification of policies for volunteering (Jones,
2025).
The application of digital systems to the field of volunteering has some challenges, including the fact that
not all individuals in society have internet access or an appropriate device. Furthermore, aspects of privacy
and data security may become major issues, including the question of whether all volunteers agreeing to
provide their personal data on a volunteering portal. System reliability and a user-friendly interface are also
essential factors for attracting volunteers to the application (Lee, 2024). After these concerns have been
addressed, the application can positively impact society, as the data shows that digital volunteering helps
to increase the level of participation and strengthen the level of civic engagement (Hine, 2024). Besides,
the application of technology to the cause of volunteering can enhance the level of the volunteer base in
communities, providing them with the desired social influence (Manshadi et al., 2023).
Digitally created identity systems have focused on growing combinations between decentralized, verifiable,
and user-controlled systems. Kersic et al. (2023) propose a next-generation method that integrates on-chain
(blockchain-based) and off-chain (self-sovereign identity) systems in a universal wallet design. Their
prototype with MetaMask Snaps demonstrates the way that users can securely hold multiple decentralized
credentials under one interface. Yet this work provides a secure foundation technically through the
advancement of interoperability and cryptographic assurance, even though unveiling the meaningful gap
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left un-emphasized through the work: the non-emphasizing on usability and institutional scalability. For the
Unified Volunteering Passport (UVP) project, these points ensure that, despite the technical strength, the
platform must also prioritize user accessibility and inclusive design, ensuring that both volunteers and
organizations can participate easily without advanced technical expertise.
Building on this technical foundation, Rowland and Estevens (2025) deepen the conversation by examining
how individuals perceive and negotiate their digital identities in data field societies. Through qualitative
focus groups, they reveal that digital identity is not static but rather a dynamic negotiation between
individual agency (personal control), social perception, and algorithmic systems. This human-centered
perspective underscores the importance of designing systems that grant users transparency and control over
how their data shapes their identity. For UVP, this means that digital verification should not only
authenticate participation but also empower users to understand and manage their digital volunteering
footprint. By integrating transparency, control, and ethical data handling, UVP can bridge the gap between
institutional verification and personal digital autonomy, ensuring volunteers retain ownership of their digital
narratives.
In the adoption and institutional perspective, Hardianto and Imaningsih (2025) and Povrozkum (2023) both
agree on the social and organizational features of digital identity. Hardianto and Imaningsih describe that
the adoption of Indonesia’s Digital Population Identity (IKD) is more dependent on social forces and agreedon trust-negotiated through social networks-than on the sheer technological usefulness. Similarly,
Povrozkum (2023) depicts that museums create digital identity through the act of branding, cultural
storytelling, and engagement in the online sphere, allowing public credibility and inclusiveness. In
harmony, these findings point towards the success of the UVP being not solely dependent on technological
power, but on the ability to develop and secure trust, public recognition, and institutional transparency. By
interlacing social influencer mechanisms, ethical branding, and engagement, the UVP can become a
national, credible portal that is able to foster the dual sense of technological reliability as well as human
connection.
QR codes have become effective tools for electronic information. They are cost-effective, easy to use, and
can contain the best possible information, making them useful in schools, healthcare, and information
systems. Recent studies have shown that they improve learning, enhance health communication, and
support user actions (Fischer-Suárez & Minion, 2022; Al-Najdi, 2022; Maynard, 2024; Uçak, 2023).
According to Fischer-Suárez and Minion (2022), QR codes significantly enhance health promotion efforts
by providing quick access to reliable medical information, as well as interactive digital health tools. Their
paper suggests that existing curricula based on important formats in medicine facilitate patient interaction
and better understanding of medical necessity. Similarly, Al-Najdi (2022) investigated pollution caused by
rapid settings, along with the use of augmented reality (AR), in education in Saudi Arabia. Consequently,
this technology enhances student motivation and academic achievement by providing direct access to
mediated information.
In the field of accelerated learning, Maynard (2024) conducted a study on learning through the use of QR
codes in graduate courses. It was found that identifying QR codes facilitated their integration and
application among students, encouraging them to learn in an integrated, in a structured and integrated
manner. Uçak (2023) also conducted a study on student and parent perceptions of the use of QR codes in
collaborative learning among science students. The study concluded that QR codes facilitate teamwork,
effective resource usage, and information comprehension among learners.
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Overall, these sources are relevant to our project. They point out how useful QR codes are in enabling users
to interact easily and quickly exchange information in a variety of contexts. This supports the planned use
of QR codes for instant attendance registration in volunteer passports. However, we criticize them for
providing only information on education and health. They also offer no means of accessing information on
key security concerns in projects, such as identity verification, deterring fraud, and issuing electronically
signed digital certificates. In short, these sources favor the use of QR codes, but they do not advocate for
developing a secure system based on them.
digital certificates ensure document authenticity and prevent unauthorized modification. Sacco’s 2023 work
provides solid groundwork for technologies like RSA, which we rely on to uphold the authenticity and
reliability of our certificates. This research emphasizes various security threats and essential requirements,
including authentication, integrity, and non-repudiation, which are vital for increasing public trust in this
digital platform. On the other hand, Unsworth and colleagues in 2025 introduced post-quantum hybrid
signature methodologies that resemble the X.509 public key infrastructure (PKI). They bring together
conventional and quantum-safe algorithms to boost reliability and deliver stronger protection against future
security threats.
Taking a more hands-on perspective, Okun in 2024 recommends certificate transparency to avert the
unauthorized issuance of certificates by utilizing secure public records. This aligns with our goal to ensure
Clarity in voluntary certificates Additionally, contributors to Wikipedia in 2025 further explain the trust
chain and the X.509 trust framework in detail, which are fundamental to the issuance and verification
processes of certificates. The combination of these components forms the basis of established cryptographic
principles and frameworks. Collectively, they serve as the foundation for building a system with strong
forgery resistance and integrity, allowing users to trust our website effectively.
Volunteer management also draws substantial reliance on motivation, for both organizations and for mobile
applications seeking to retain and motivate volunteers. Comparing four recent studies (2023-2024) of varied
aspects of volunteer motivation, i.e., gamification, engagement, behavioral leadership, and driver retention,
they contain details useful for the proposed mobile application design for management and tracking of
volunteer activities. To motivate healthcare volunteers of Saudi Arabia, its most recent activity, previously
planned to be included, were aspects of gamification, such as, leaderboards, points, and badges. Though
cultural and fair-equitable situations, both gamification and intrinsic motivation boosted volunteers’ sense
of achievement, their study confirmed (Alshehri et al., 2024). Digital certificates and badges are among the
gamification-influenced initiatives that a project may use for rewards for volunteers and appreciation of
incentives.
This underscores the importance of engaging volunteers in initiatives toward retention and motivation. It
specifically details the fulfillment of psychological needs related to competence and autonomy favoring
intrinsic motivation and heightened organizational commitment, as proposed by self-determination theory
(International Review on Public and Nonprofit Marketing, 2024). To further enhance volunteer
engagement, application should facilitate the functionality of storing events by volunteers, providing
constructive feedback, and selection of personally interesting activities. Furthermore, this paper discusses
the antecedents of volunteer motivation and the characteristics of successful leaders. Recommendations
emphasize appreciation of volunteers’ needs for autonomy, competence, and relatedness, and leader
recognition and engagement, and these are significant toward escalating intrinsic and extrinsic motivation
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(VOLUNTAS, 2023). Through the portrayal of best leadership practices, the application should have
features where organizers are personally able to thank, share information, and motivate volunteers.
The factors influencing the retention of volunteers of charitable NGOs in Saudi Arabia were examined
through the application of quantitative research. Based on the results, comprehension and social interactions
were found to significantly impact the interest and loyalty of volunteers towards their respective NGOs
(Alharthy et al., 2024). To ensure volunteers are given to ensure proper treatment and recognition, the
software should include features that support social interaction and open communication lines. These
studies, cumulatively, highlight that proper volunteer management through gamified reward systems,
psychological fulfillment, leadership engagement, or social relationships serves as the foundation of longlasting engagement and retention, concepts applicable specifically to the digital paradigm of the UVP
initiative.
Recent studies have been portraying user-centered design (UCD) and ethical usability patterns as pillars of
designing successful mobile volunteer programs. Walia et al. (2023) outlined their process for their case
study of a mobile York volunteer finder, called V4Y, designed as a mobile application for York City
residents to discover and engage in volunteering activities. Their adoption of user research through surveys,
interviews, and heuristic reviews led to major design decisions such as interactive filters, scheduling, and
chat systems that optimize user interaction. Even though a participant’s sample was minuscule, its usercentered approach provides valuable guidance for designing dynamic and inclusive programs like UVP.
Likewise, Weichbroth (2024) added a formalized GAQM (Goal- Attribute-Question-Metric) model for
aligning usability goals to objective measures such as efficiency and user satisfaction. Originally intended
for commercial products, it offers a good foundation for measuring and iterating volunteer-focused
initiatives, ensuring communication and registration processes are seamless and user-friendly.
Reflecting available perspectives of usability, Lu et al. (2023) examined ethical UX by addressing the
protection of users from deceptive interface designs, known as dark patterns. Their work enhances
transparency, informed consent, and user autonomy—pillars common to UVP’s mission for promoting trust
and voluntarism for online communities. Extending their study, Lu, Qu, and Chen (2025) performed a
systematic review of almost a decade of UX studies, offering a multidimensional model of cognitive,
emotion-centered, and behavioral facets of mobile UX. Although their study mainly refers to commercial
software, their overarching model offers informative knowledge for designing trustworthy, accessible, and
enjoyable community-based systems, evoking emotions of users. Overall, their studies provide a sound
base for UVP’s initiatives, indicating that effective volunteer programs require an explicit and clear
integration of ethical design approaches, comprehensive usability evaluation, and a multidimensional
understanding of users’ social and emotion-driven engagement (Walia et al., 2023; Weichbroth, 2024; Lu
et al., 2023; Lu, Qu, & Chen, 2025).
Informed by these findings, UVP’s prototyping phase can systematically integrate the recommended
frameworks and principles into its design and development process. User-centered research processes
described by Walia et al. (2023) can inform UVP’s prototyping work at early points and shape user testing,
whereas the GAQM model (Weichbroth, 2024) offers indicators for measuring usability performance based
on quantitative measures. The ethical UX practices proposed by Lu et al. (2023) promote transparency and
maintain integrity in volunteer communications, whereas multidimensional UX framework described by
Lu, Qu, and Chen (2025) helps measure emotional satisfaction as well as build long-term retention. Overall,
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these processes enable UVP to establish a safe, easy, and person-centered platform that facilitates seamless
volunteer integration, strengthens digital trust, and fosters stronger community relationships.
Similar Apps/Platforms
Volunteer-related platforms and applications in Saudi Arabia are very limited and can be counted on one
hand. Reviewing existing Saudi volunteer platforms such as the Health Volunteering App, Tatawuʿ AlHaramain, and the National Volunteer Platform (NVG) helped us understand their strengths and technical
approaches. However, unlike these sector-specific systems, our UVP project aims to be a comprehensive,
multi-domain platform that includes all types of volunteering activities. We will benefit from their ideas
and adopt proven technical practices such as user registration, data tracking, and opportunity management
while improving accessibility, usability, and overall integration.
The Health Volunteering app (volunteer.srca.org.sa), funded by Saudi Ministry of Health, allows users to
search health-sector volunteering opportunities, apply, view their volunteer hours and completed work,
download certificates, and view their profile along with their prior participation and notifications. (Health
Volunteering Application) Nevertheless, user reviews of Google Play comprise numerous adverse ratings,
based on complaints of app freezes, slowness, navigation difficulties, or some functionality of
unresponsiveness (trends of user review comments). (Note: precise review numbers change by date.) Since
this app covers health volunteering only, it does not accommodate general volunteering across other sectors
(e.g., education, environment, social work).
For our UVP project, its single-sector health focus underscores a deficiency: a comprehensive volunteer
platform encompassing several sectors instead of a single field. Additionally, technical and UX issues
evident by user reviews mean UVP should focus on stability, comprehensive error management, and
responsive UI to prevent similar issues.
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Tawwaʿ Al-Haramain app ( )تطوع الحرمينis provided by the General Authority for the Affairs of the Two
Holy Mosques and is a centralized volunteering management platform specifically for volunteering efforts
related to the Two Holy Mosques. It enables administrators to designate and organize defined activities,
build custom forms by role, issue directives, and keep track of volunteer accomplishments and performance.
(Al-Haramain Volunteer application) The app enjoys a large number of positive reviews on Google Play,
indicating user satisfaction regarding its ease of use and specialty service for pilgrims (although no
complaint trend is, however, dominant currently in the listing).
Nevertheless, since it accommodates volunteering activities concerning the sacred sites only, it is not a
generalized volunteering app covering areas like environment, education, or social service. As regards our
UVP work, Tawwaʿ Al-Haramain showcases benefits of domain-specific volunteer coordination software,
yet highlights the importance of designing a flexible, multi-domain volunteering system covering a larger
spectrum of volunteering needs across broader bases than religious service contingencies.
The National Volunteer Platform of Saudi (NVG) is a website-based platform set up by the Ministry of
Human Resources and Social Development to coordinate and promote volunteering activities throughout
the Kingdom. Behind UVP, which is a mobile application, NVG is a website-based interface where
volunteers set up their accounts, peruse available volunteering activities, enroll for events, and follow their
accumulated service hours. Organizations also create and manage volunteering activities to allow for clear
coordination between volunteers and organizations.
The portal is a centralized national resource for volunteer management but is not built as an interactive
mobile app, which restricts on-the-go access compared to app-based systems like UVP. However, NVG’s
comprehensive database and integration of government entities allow it to serve as a strong structural
reference for UVP’s data management, verification, and report mechanism.
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CHAPTER 3: METHODOLOGY
3.1 Software Development Methodology (Agile)
The process of undertaking the Unified Volunteering Passport (UVP) project uses the Agile Software
Development Methodology since this allows flexibility, adaptability, and collaboration between the
individuals involved in the project and the supervisor of the project throughout the whole process of the
project. This is in line with what the Agile software development strategy entails, which mainly aims at
developing the software in small increments called sprints, where a working part of the software is produced
that is evaluated each time to ensure that any changes in the software are not at the expense of the progress
of the whole project. Moreover, this enables effective communication, as well as early error detection,
leading to overall quality improvement. In the context of an academic project such as UVP, the Agile
development approach is a flexible process that balances time, scope, and quality by constantly evaluating
user needs with the aim of enhancing system functionalities at various stages of software development.
3.2 Sprint Breakdown and Phases
The process of developing the Unified Volunteering Passport (UVP) system is divided into various Agile
sprints, where each concentrate on a particular phase of a software development life cycle. Sprints lead to
the development of a functional part of the whole system, thereby permitting numerous tests of the phase
and identifying improvements. Sprints are mainly comprised of the following stages:
Requirements Collection: This is the stage where the group meets functional as well as non-functional
requirements from various stakeholders including volunteers, organizations, as well as the supervisor. This
is achieved through conducting interviews, brainstorming sessions, and analyzing various existing
volunteering platforms.
System Analysis and Modeling/Design (UML, ER): Once the requirements are determined, the analysis
& design of the system is done using UML (Unified Modeling Language) and ER (Entity Relationship)
Models. UML and ER diagrams are used to conceptualize the system architecture and data flow between
various modules to ensure a comprehensive understanding of the UVP System’s structure.
Implementation (Tools): In this stage, the implementation process of converting the design into code is
achieved through various tools, including Django REST Framework (Python) for implementing the
backend, as well as Flutter for developing the frontend.
Testing: This stage ensures that the system meets the requirements and performs as expected. This is done
by various techniques such as unit testing, integration testing, user acceptance testing, among others.
Testing is conducted throughout each sprint of the project.
The development is supported by tools such as Django REST Framework for backend development, Flutter
for frontend development, SQLite as a database management system, and a Postman API tester that
facilitates seamless integration of various components of the system.
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3.3 Agile Development Cycle
The diagram in Figure 3.2.1 shows the cycle of Agile development of the Unified Volunteering Passport
project. It highlights the process of the various sprints, including analysis of requirements, design,
implementation, and reviewing the diagrams produced in this process.
Figure 3.2.1: Iterative Agile Development Cycle for the UVP System
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CHAPTER 4: SYSTEM ANALYSIS
4.1 Product Features:
Exploring Events (Volunteers)
The system provides users with the ability to view events that are yet to happen and are open for registration.
This allows users to view the details of the event, including its location and capacity.
Registration and Attendance Tracking (Volunteers)
Volunteers can register their participation at events using the mobile app and mark their participation using
the application’s integrated QR code scan feature. The application automatically validates the attendees’
participation records. Participation records are safely stored on the system.
Digital Profile and Certificate (Volunteers)
The system offers volunteers a permanent and verified digital identity that holds records of all their
accomplished events, along with their volunteer certificates and the cumulative time spent on their
respective volunteer programs. Members are therefore able to access their certificates through the
application.
Event Management (Organizers)
Organizations are provided with an administrative interface that allows them to create new events, upload
event images, specify the event details, including city, location, date of the event, time of the event, capacity
of the event place, and the event description. Organizations can modify these event details when required.
Attendance Management (Organizers)
Organizations can control volunteer attendances through the creation of event-based QR codes and manual
attendance marking if the need arises. This capability makes it easy to monitor participation accurately and
prevents discrepancies with recorded attendances.
Issuance of Certificates (Organizers)
This system enables organizations to issue e-certificates upon successful participation at the events. The
digital certificates contain the required details, such as the amount of time spent at the event, and
automatically get updated on the volunteer’s e-profile.
Digital Profile and Dashboard (Organizers)
Organizations gain access to a secured profile and dashboard that show the essential statistics, including
the scale of volunteers, the cumulative hours recorded, and the levels of participation at events. This
facilitates management control and assists organizations in their engagement pattern analysis.
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4.2 Functional Requirements:
The use cases from 4.2.1, 4.2.3, 4.2.4, 4.2.8 and 4.2.9 are the same for both the volunteer and organizer
interfaces because they represent shared authentication functions, such as homepage access, sign-up, login,
password reset and change password. From 4.2.5 to 4.2.11, these use cases apply only to the volunteer
interface except 4.2.8 and 4.2.9, covering event exploration, QR scanning for attendance, registration in an
event, and certificate access. On the other hand, from 4.2.12 to 4.2.18, these use cases are related to the
organizer interface, mainly focusing on event creation, management, generating QR codes, and
administrative controls. The last Use case 4.2.20, is related to admin panel (Web UI), focusing on
organizations approval, and users, registration, attendance, and certificates management at the backend.
4.2.1 Access Application Homepage
Identifier
UC-1
Purpose
Allow users to either log in or create a new account through the
main page of the app.
Priority
High
Pre-conditions
The user has downloaded and opened the application.
Post-conditions
The user will be redirected to either login page or sign-up page
depending on his selection.
Typical Course of Action
S#
Actor Action
System Response
1
The user clicks on the “Sign Up” button.
The system redirects the user to Sign Up
page to enter required information.
2
The user clicks on the “Log In” button.
The system redirects the user to Log In
page to enter required information.
Alternate Course of Action
S#
Actor Action
–
System Response
–
–
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Figure 4.2.1: Access Application Homepage
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4.2.2 Register New User
Identifier
UC-2
Purpose
To allow new users, either volunteers or organizers, to create an
account in the application.
Priority
High
Pre-conditions
The user has clicked the “Sign Up” button on the App Homepage.
User’s account is created and can proceed to Log In page.
Post-conditions
Organizer accounts remain pending until admin approval.
Typical Course of Action
S#
Actor Action
1
The user enters the required information
to sign up for the application. Information
includes first name, middle name, last
name, email, password, phone number, ID
number, and selects a role (Volunteer or
Organizer). If the user is an organizer, the
license document needs to be uploaded.
2
System Response
The user receives and presses on the
verification link.
The system sends a verification link to
the user’s email.
The organizer account is marked as
“Waiting for Admin Approval”
The system verifies and activates the
user’s account.
Alternate Course of Action
S#
1
2
3
Actor Action
System Response
The user enters an invalid ID number.
The system displays an error message
“The ID must be a 10-digit number and
start with either 1 or 2.”
The user enters an invalid phone number.
The system displays an error message
“The phone number must be a 10-digits
long, contains only numbers, and start
with 05********.”
The user enters an invalid first, middle, or
last name.
The system displays an error message
“The name must contain only letters and
spaces; numbers or special characters are
not allowed.”
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Figure 4.2.2: Register New User
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4.2.3 User Log In
Identifier
UC-3
Purpose
To allow existing users (Volunteers or Organizers) to log in to their
accounts.
Priority
High
The user clicked on the “Log In” button on the App Homepage.
Pre-conditions
The user has an existing account.
Post-conditions
The user is successfully authenticated and redirected to the
appropriate homepage based on their role.
Typical Course of Action
S#
Actor Action
System Response
1
The user enters the registered email and
password, then clicks on the “Log In”
button.
The system validates the credentials,
logs the user in, and redirects them to
their homepage according to their role.
2
The user clicks on the “Forgot
Password” button.
The system redirects the user to the
password reset page.
Alternate Course of Action
S#
Actor Action
System Response
1
The user enters an incorrect email or
password.
The system displays an error message
indicating invalid log in credentials.
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Figure 4.2.3: User Log In
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4.2.4 Password Reset (Forgot Password)
Identifier
UC-4
Purpose
Allow users to reset their password when they cannot access their
account.
Priority
High
The user should have a valid existing account.
Pre-conditions
The user clicked the “Forgot Password” button on the Log In
page.
Post-conditions
The user successfully resets the password and can log in.
Typical Course of Action
S#
Actor Action
System Response
1
The user enters the registered email and
clicks on the “Send Link” button.
The system sends a verification link to
the user’s email.
2
The user receives the verification link.
The System validates the token (not
expired, not used), updates the user
password, marks the token as used, and
confirms success.
3
The user enters a new password, then
clicks on the “Reset Password” button.
The system validates and updates the
user’s password.
Alternate Course of Action
S#
Actor Action
System Response
1
If email is invalid, token is
invalid/expired.
The system displays an error message.
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Figure 4.2.4: Password Reset (Forgot Password)
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4.2.5 Access Volunteer Home Page
Identifier
UC-5
Purpose
Allow volunteers to explore available events, filter them by city or
event title, and navigate to different sections such as profile,
certificates, registrations, and QR scan.
Priority
High
Pre-conditions
The user has an existing account and is logged in as a Volunteer.
The Volunteer can view, filter, and register for events.
Post-conditions
The Volunteer can access other major app features.
Typical Course of Action
S#
Actor Action
System Response
1
The user uses the filter options to sort
events by city or event title.
The system displays a list of events
filtered according to the selected option.
2
The user clicks on an event from the list.
For the selected event, the system
displays the Event Details page.
3
From the bottom navigation bar, the user
clicks on the “Profile” icon.
The system displays the Profile Page.
4
From the bottom navigation bar, the user
clicks on the “My Registrations” icon.
The system displays My Registrations
Page.
5
From the bottom navigation bar, the user
clicks on the “QR Scan” icon.
The system displays the QR Scan Page.
6
From the bottom navigation bar, the user
clicks on the “My Certificates” icon.
The system displays My Certificates
Page.
Alternate Course of Action
S#
Actor Action
–
System Response
–
–
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Figure 4.2.5: Access Volunteer Home Page
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4.2.6 View Event Details
Identifier
UC-6
Purpose
Allow volunteers to view detailed information about a selected
event and register for it.
Priority
High
Pre-conditions
The user has selected an event from the Volunteer Homepage.
Post-conditions
The user becomes registered for the event, and the system confirms
the registration.
Typical Course of Action
S#
1
Actor Action
System Response
The user clicks on the “Register” button.
The system registers the user for the
selected event and displays a
confirmation message.
Alternate Course of Action
S#
Actor Action
System Response
1
The user contacts the organizer via email
to request manual registration.
The organizer registers the volunteer
manually in the system.
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Figure 4.2.6: View Event Details
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4.2.7 Access Volunteer Profile
Identifier
UC-7
Purpose
Allow the volunteer to view and update profile information,
including changing the password and updating the profile photo.
Priority
Medium
Pre-conditions
The user has clicked on the “Profile” button from the bottom
navigation bar.
Post-conditions
The user’s profile information is updated (photo or password).
Typical Course of Action
S#
Actor Action
System Response
1
The user clicks on the “Photo”.
The system opens the device’s gallery.
2
The user selects a photo from the device’s
gallery.
The system updates the profile photo.
3
The user clicks on the “Change
Password” button.
The system displays the Change
Password page.
Alternate Course of Action
S#
Actor Action
–
System Response
–
–
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Figure 4.2.7: Access Volunteer Profile
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4.2.8 Change Volunteer Password
Identifier
UC-8
Purpose
Allow users to change their current password to a new password.
Priority
High
Pre-conditions
The user has navigated the “Change Password” page from the
“Profile” page.
Post-conditions
The user’s password is successfully updated in the system.
Typical Course of Action
S#
Actor Action
System Response
1
The user enters the current password
followed by a new one.
The system validates the current
password and then updates the user’s
password to the new one.
Alternate Course of Action
S#
Actor Action
–
System Response
–
–
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Figure 4.2.8: Change Volunteer Password
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4.2.9 Change Organizer Password
Identifier
UC-9
Purpose
Allow Organizers to change their current password to a new
password.
Priority
High
Pre-conditions
The organizer has navigated the “Change Password” page from
the “Profile” page.
Post-conditions
The user’s password is successfully updated in the system.
Typical Course of Action
S#
Actor Action
System Response
1
The user enters the current password
followed by a new one.
The system validates the current
password and then updates the user’s
password to the new one.
Alternate Course of Action
S#
Actor Action
–
System Response
–
–
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Figure 4.2.9: Change Organizer Password
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4.2.10 View Registered Events
Identifier
UC-9
Purpose
Allow volunteers to view and manage all their event registrations.
Priority
High
Pre-conditions
The volunteer has clicked on the “My Registrations” button from
the navigation bar.
The volunteer must have a valid registration.
Post-conditions
The volunteer view events and cancels any of the registered events
successfully.
Typical Course of Action
S#
Actor Action
System Response
1
The volunteer selects an event from the
list of registered events.
The system displays the event details and
provides the option to cancel the
registration.
2
The volunteer Clicks on the “Cancel
Registration” button.
The system displays a confirmation
message, then removes the registered
event from My Registrations list.
Alternate Course of Action
S#
Actor Action
–
System Response
–
–
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Figure 4.2.10: View Registered Events
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4.2.11 Scan Event Attendance (QR Code)
Identifier
UC-10
Purpose
To allow volunteers to scan the event’s QR code provided by the
organizer in order to record their attendance.
Priority
High
The volunteer must be registered for the event.
Pre-conditions
Post-conditions
The volunteer has clicked on the “QR Scan” button from the
bottom navigation bar.
The system validates the registration and records the attendance
successfully.
Typical Course of Action
S#
Actor Action
System Response
1
The user clicks on the “QR Scan” button.
The system opens the device’s camera.
The user scans the QR code.
The system validates the user’s
registration for the event and records the
attendance successfully.
2
Alternate Course of Action
S#
Actor Action
System Response
1
The QR scan fails; the attendance is taken
manually by the organizer.
The system validates the registration and
records the attendance.
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Figure 4.2.11: Scan Event Attendance (QR Code)
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4.2.12 View Earned Certificates
Identifier
UC-11
Purpose
To allow volunteers to view and download the certificates they
have earned from completed events.
Priority
Medium
The user has completed at least one event successfully.
Pre-conditions
Post-conditions
The user has clicked on the “My Certificates” button from the
bottom navigation bar.
The user can view certificates and download any of them as a PDF
file.
Typical Course of Action
S#
Actor Action
System Response
1
The user clicks on the “View” button.
The system displays the certificate.
2
The user clicks on the “Download”
button.
The system exports and downloads the
certificate as a PDF file.
Alternate Course of Action
S#
Actor Action
–
System Response
–
–
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Figure 4.2.12: View Earned Certificates
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4.2.13 Access Organizer Home Page
Identifier
UC-12
Purpose
To allow the organizer to view system statistics, quick access to
their events, and navigate key organizer functions such as creating
events, managing events, and profile.
Priority
High
Pre-conditions
The user has an existing account and is logged in with an
organizer account.
Post-conditions
The organizer can view dashboard statistics, manage their events,
create new events, or navigate to other sections using the bottom
navigation bar.
Typical Course of Action
S#
Actor Action
System Response
1
The organizer clicks on the “Create New
Event” button at the top of the screen or The system redirects the organizer to
clicks on the “Create Event” button in
the event creation page.
the bottom navigation bar.
2
The organizer selects an event from the
“My Events” list.
The system displays the Event
Details/Management page for the
selected event.
3
The organizer clicks on the “All Events”
icon in the bottom navigation bar.
The system displays a list of all events
created by other organizations.
4
The organizer clicks on the “My Events” The system displays a list of all events
icon in the bottom navigation bar.
created by the organizer.
5
The organizer clicks on the “Profile”
icon in the bottom navigation bar.
The system displays the organizer’s
profile page.
Alternate Course of Action
S#
Actor Action
System Response
–
–
–
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Figure 4.2.13: Access Organizer Home Page
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4.2.14 Browse All Events
Identifier
UC-13
Purpose
To allow organizers to browse all events created by other
organizations, similar to how volunteers browse available public
events.
Priority
Medium
The user is logged in with an Organizer account.
Pre-conditions
Post-conditions
The user has clicked on the “All Events” icon in the bottom
navigation bar.
The user can view public events created by other organizations
and open their details.
Typical Course of Action
S#
Actor Action
System Response
1
The organizer uses the “filter” option to
sort events by city or event title.
The system displays the filtered list of
events.
2
The organizer clicks on any event card.
The system displays the Event Details
page for that event.
Alternate Course of Action
S#
Actor Action
System Response
–
–
–
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Figure 4.2.13: Browse All Events
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4.2.15 View Organizer Events
Identifier
UC-14
Purpose
To allow organizers to view, filter, and access the details of the
events they have created.
Priority
High
The user is logged in as an Organizer.
Pre-conditions
Post-conditions
The user has clicked the “My Events” icon in the bottom
navigation bar.
The organizer can open any of their events for viewing, editing,
managing attendance, or issuing certificates.
Typical Course of Action
S#
Actor Action
System Response
1
The organizer uses the city filter or event
title filter.
The system displays the filtered list of
events.
2
The organizer taps on any event card.
The system navigates to the Event
Management / Event Details page for
the selected event.
Alternate Course of Action
S#
Actor Action
System Response
–
–
–
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Figure 4.2.15: View Organizer Events
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4.2.16 Manage Event
Identifier
UC-15
Purpose
To allow organizers to manage a specific event, view volunteer
attendance, generate QR codes, and manually record attendance
and access the event editing feature.
Priority
High
The user is logged in with an Organizer account.
Pre-conditions
Post-conditions
The organizer has selected one event from the “My Events” page.
The organizer can view event information, track attendance,
generate a QR code, or manually record attendance.
Typical Course of Action
S#
Actor Action
System Response
1
The system shows all information about
The user views the event information and the event (date, time, location, and
the list of attendees.
volunteers registered for the event with
their attendance status).
2
The user clicks on the “Generate QR
Code” button.
The system generates the event’s unique
QR code used for volunteer attendance
scanning.
3
The user Clicks on the “Issue
Certificates” button.
The system issues certificates for all
volunteers who have attended the event.
4
The user clicks on the “Settings” icon in
the top-right corner.
The system displays the Edit Event
page.
Alternate Course of Action
S#
Actor Action
System Response
1
If QR code generation fails, the user
clicks on the “Take Attendance” button.
The system allows manual attendance
recording.
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Figure 4.2.16: Manage Event
4.2.17 Modify Event Details
Identifier
UC-16
Purpose
To allow organizers to update event information such as event
name, date, time, location, description, or volunteer capacity.
Priority
High
The user is logged in as an Organizer.
Pre-conditions
The user has clicked the “Settings” icon on the Event
Management page.
Post-conditions
The event details are updated and saved in the system.
Typical Course of Action
S#
Actor Action
System Response
1
The user edits one or more fields (event
name, date, time, location, hours,
capacity, description).
The system shows the updated values in
the form.
2
The user clicks on the “Save” button.
The system validates the inputs and
updates the event details.
3
The user clicks on the “Settings” icon in
the top-right corner.
The system displays the Edit Event
page.
Alternate Course of Action
S#
Actor Action
System Response
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1
The user enters invalid information such
as empty fields, incorrect format, and a
wrong date.
The system displays a validation error
message and prevents saving until
corrected.
Figure 4.2.17: Modify Event Details
4.2.18 Display Event QR Code
Identifier
UC-17
Purpose
To allow the organizer to display the event’s unique QR Code so
volunteers can scan it to record their attendance.
Priority
High
The user is logged in as an organizer.
Pre-conditions
The organizer opened the Event Management page.
The organizer has clicked on the “Generate QR Code” button.
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Post-conditions
The system displays the QR Code and volunteers can scan it to
register their attendance.
Typical Course of Action
S#
Actor Action
System Response
1
The organizer shows the QR Code to
volunteers at the event location.
Volunteers can scan the code using their
app and the system records their
attendance.
Alternate Course of Action
S#
Actor Action
System Response
1
The QR code fails to load (internet issue
or server error).
The system displays an error message
and prompts the organizer to retry
generating the QR code or taking
attendance manually.
Figure 4.2.18: Display Event QR Code
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4.2.19 Create New Event
Identifier
UC-18
Purpose
To allow organizers to create a new volunteering event by
entering all required event information (event title, photo,
description, location, date, time, capacity).
Priority
High
The user is logged in as an Organizer.
Pre-conditions
The organizer has clicked on the “Create Event” icon from the
bottom navigation bar.
The organizer has clicked on the “Create New Event” button on
the Organizer Homepage.
Post-conditions
A new event is created, saved in the system, and appears under
“My Events”.
Typical Course of Action
S#
Actor Action
System Response
1
The system opens the gallery app in
The organizer uploads a event location or
user device and attaches the selected
event banner Photo.
photo.
2
The organizer enters the Event Title.
The system records the input.
3
The organizer selects the City.
The system records the selected city.
4
The organizer enters the Location.
The system records the entered location.
5
The organizer selects the Start and End
Dates.
The system records the selected date
range.
6
The organizer selects the Start and End
Times.
The system records the selected time
range.
7
The organizer enters the Capacity.
The system records the capacity input.
8
The organizer enters the event
Description.
The system records the description.
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9
The organizer clicks on the “Create
Event” button.
The system validates all fields and
creates the event, and the newly created
event appears in the My Events list.
Alternate Course of Action
S#
Actor Action
System Response
1
The organizer leaves required fields
empty or enters invalid values such as
selecting date in the past, end time earlier
The system displays an error message
than start time, same start and end time,
requesting correction before saving.
and capacity is zero or negative or
unreasonably high capacity outside
practical constraints.
2
The organizer uploads an unsupported
photo format.
The system displays an error indicating
the file type is not allowed.
Figure 4.2.19: Create New Event
4.2.20 Admin Approves organizer Account
Identifier
UC-19
Purpose
To allow the Admin to approve newly registered organizations
accounts.
Priority
High
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Pre-conditions
The organizer has submitted registration and is in pending status.
Post-conditions
Organizer’s status is updated to approved.
Typical Course of Action
S#
Actor Action
System Response
1
The admin opens the “Pending Organizers”
page.
The system retrieves all organizers with
pending status.
2
The admin selects an organizer account.
The system displays organizer details.
3
The admin clicks “Approve.”
The system validates the request.
4
The admin confirms the approval.
The system updates organizer’s status to
Approved in the database.
Alternate Course of Action
S#
1
Actor Action
System Response
–
–
Figure 4.2.20 Admin Approves organizer Account
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4.3 Nonfunctional Requirements
Performance Requirements
The Unified Volunteering Passport must provide fast and reliable performance to facilitate
seamless interaction for volunteers, organizers, and administrators. It must respond to common
interactions, for example, page transitions, loading event listings, or accessing profile pages, in no
more than two seconds for normal network connectivity, such as 4G, 5G, or Wi-Fi networks.
Processing QR code scan entries must take no more than one second to facilitate large-scale
attendance during massive events. On the server side, it must be possible to support substantial
concurrency with the capacity to maintain at least ten thousand simultaneous volunteer sessions
concurrently without impacting performance. Furthermore, retrieving event listings from any
collection in its database with hundreds of thousands of records must take no more than one and a
half seconds. It should be able to maintain at least 99% availability on a monthly basis, excluding
periods for maintenance downtime to provide uninterrupted and efficient use.
Safety Requirements
Safety requirements ensure that system avoid data loss, modification, or misuse. System must
preserve data integrity during event creation, modifications, attendance, and certification issuance
through techniques such as transactions, with automatic roll-back in cases where services are
disrupted. Volunteer attendance records are safely stored, including in scenarios where
connectivity is lost for short moments to complete QR scanning functions. To prevent operational
misuse, volunteers must not be able to manipulate certificates, attendance records, and registered
hours. On the other hand, organizers must be prohibited from issuing certificates to volunteers who
were not officially marked as present. Finally, automated data backup functions must be retained
on a daily schedule to facilitate quick recovery in case of failure. These functions for safety
consideration must adhere to Saudi data protection regulations on the management of volunteers’
data.
Security Requirements
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Security requirements focus on protecting sensitive user data and preventing unauthorized access
to system functions. The system must implement secure authentication using email and password
credentials, with all passwords hashed using strong cryptographic algorithms such as bcrypt or
PBKDF2. Access control must be strictly role-based, ensuring that volunteers, organizers, and
administrators interact only with features permitted by their assigned roles. All newly registered
organizer accounts must remain in a “Pending Approval” state until verified by an administrator,
preventing unauthorized organizations from posting events or issuing certificates. Sensitive data
transmitted across the system-such as login credentials, attendance data, or personal volunteer
details-must be encrypted using HTTPS with TLS 1.2 or higher. Additionally, the system must
prevent users from accessing or modifying data belonging to other accounts and must protect
against common vulnerabilities including SQL injection, cross-site scripting (XSS), and insecure
direct object references (IDOR).
Software Quality Attributes
The Unified Volunteering Passport system must exhibit high levels of reliability, usability,
maintainability, and portability to ensure long-term sustainability. The application should be
intuitive and easy to use even for individuals with limited technical experience, emphasizing ease
of use over ease of learning. Reliability is essential, and the system should be robust enough to
handle unexpected failures without corrupting data or impairing user experience. Maintainability
must be supported through modular backend design (Django REST framework), enabling future
developers to introduce new features, update workflows, or correct issues with minimal disruption.
The system should remain portable across various Android and iOS devices, ensuring consistent
behavior regardless of screen size or OS version. Additionally, the platform should be flexible and
scalable enough to integrate future enhancements-such as AI-based volunteer recommendations or
expanded certificate verification-without requiring major redesign.
Other Requirements (Optional)
The system must use a secure and efficient relational database capable of supporting high-volume
event and attendance data while ensuring data consistency and query performance. External
interface requirements include compatibility with smartphone cameras for QR code scanning,
stable integration with cloud backends for certificate storage, and adherence to standard REST API
communication formats. The system must support clear Arabic and English interface options to
meet cultural and accessibility needs in the Kingdom of Saudi Arabia. From a legal and regulatory
perspective, the application must comply with national data privacy standards, including
requirements governing digital identities, personal information storage, and transparency in
certificate issuance. Finally, where possible, the system should reuse existing backend components
and shared UI layouts to reduce development effort and promote long-term maintainability.
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4.4 Analysis Models
4.4.1 Volunteer Use-Case Diagram
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The Volunteer Use-Case Diagram focuses exclusively on the actions available to registered
volunteers. It includes functionalities such as viewing event details, scanning attendance QR codes,
accessing certificates, managing personal profiles, and viewing registered events. Extend and
include relationships are used to represent optional actions such as manual attendance or password
changes.
Figure 4.4.1: Volunteer Use-case Diagram
4.4.2 Organizer Use-Case Diagram
The Organizer Use-Case Diagram explains the functionality offered to entities for organizing events.
Functions include event creation, updating information about events, attendance management, generation
of QR codes, generation of certificates, and browsing events on the platform. The include relationship in
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the diagram represents mandatory functionalities, such as verification for events or management of photos,
while extend relationships represent optional functionalities, such as password updates.
Figure 4.4.2: Organizer Use-case Diagram
4.4.3 Overall Use-Case Diagram
The overall use-case diagram provides a complete view of how all actors -Volunteer, Organizer, and
Admin- interact
with the Unified
Figure
4.4.3:
Overall
Use-Case
Diagram
Volunteering
Passport system.
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It shows the major functional requirements, top-level user actions, and internal system processes using
include and extend relationships.
CHAPTER 5: SYSTEM DESIGN
5.1 Component Diagram
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The component diagram illustrates the high-level architecture of the Unified Volunteering Passport system
by focusing on how client interfaces (Organizer Mobile UI, Volunteer Mobile UI, and Admin Panel Web
UI) are connected to and interact with the central API Gateway. Communication between client interfaces
and the API Service passes through the API Gateway, whereafter every request is processed and passed on
to the backend services for execution, which include Authentication and User Management, Event
Management, Attendance and QR Management, Management of Certificates, and Profile Management.
Overall, the diagram highlights a modular, service-oriented structure that ensures scalability, clear
separation of responsibilities, and secure communication between clients and server components.
Figure 5.1.1: Component Diagram
5.2 Deployment Diagram
This deployment diagram illustrates the hardware setup for the entire UVP environment. It shows how
mobiles, admin workstations, app servers, and database servers are interconnected. This deployment
diagram draws attention to how various system resources, such as mobile app modules, backend services,
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and database tables, are distributed across their hardware environments. This occurs through secure calls to
APIs, while backend services are connected to databases via Django ORM SQL queries. This deployment
diagram explains how various execution environments function together for deployment.
Figure 5.2: Deployment Diagram
5.3 Sequence Diagram ) مثال زي اللوقن يلبّي مثالً (سيكورتي ريكوايرمنت4 أربطها مع شابتر
5.3.1: User Login Flow
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This diagram shows how a user logs into the system by submitting credentials. Furthermore, the API
forwards the request to the Authentication Service, which validates the user and generates tokens. The UI
receives either a successful response with tokens or an error message.
Figure 5.3.1: User Login Flow Sequence Diagram
5.3.2 Create Event in Organizer System
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This diagram describes how an organizer opens the event creation form and submits event details, and how
the API sends the data to the Event Management Service, which saves the event in the database. The
organizer then receives a confirmation that the event was created successfully.
Figure 5.3.2: Create Event in Organizer System Sequence Diagram
5.3.3 Volunteer Registers for Event
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The diagram shows how a volunteer views event details and submits a registration request, and how the
API forwards the request to the Event Management Service, which stores the registration in the database.
The volunteer receives either a success message or an error message if registration fails.
Figure 5.3.3: Volunteer Registers for Event Sequence Diagram
5.3.4 Volunteer Scans QR Code for Attendance
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This diagram illustrates the flow when a volunteer scans an event QR code for attendance. The system
validates the QR data and records attendance in the database, and the volunteer is then notified whether the
attendance was successfully marked or not.
Figure 5.3.4: Volunteer Scans QR Code for Attendance Sequence Diagram
5.3.5 Organizer Issues Certificate
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This diagram shows how an organizer views eligible volunteers and issues a certificate. The API sends the
request to the Certificate Management Service, which inserts the certificate record, and then the organizer
receives a confirmation or an error message.
Figure 5.3.5: Organizer Issues Certificate Sequence Diagram
5.3.6 User Updates Profile
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This diagram describes how a user opens their profile and submits updates. The API forwards the changes
to the Profile Management Service, which updates the database. The user is then notified whether the update
was successful or not.
Figure 5.3.6: User Updates Profile Sequence Diagram
5.3.7 Event Details Retrieval
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This diagram illustrates how a user requests event details. The API retrieves event information through the
Event Management Service, which queries the database; then the user interface displays the event
information.
Figure 5.3.7: Event Details Retrieval Sequence Diagram
5.3.8 Organizer Views My Events
This diagram illustrates how an organizer opens their event list, and how the API retrieves all events created
by the organizer after querying the database. The organizer’s app then displays the complete event list.
Figure 5.3.8: Organizer Views My Events Sequence Diagram
5.3.9 Organizer Opens Event Management Page
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This diagram shows how an organizer opens the management view for a specific event. The API collects
event data, registrations, and attendance from the database. The organizer sees a combined management
interface with all relevant information.
Figure 5.3.9: Organizer Opens Event Management Page Sequence Diagram
5.3.10 Admin Approves Organizer Registration
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This diagram demonstrates how an admin views pending organizers and approves one. The API forwards
the approval request to the Authentication Service, which updates the user’s status in the database. The
admin receives a success message or an error message if approval fails.
Figure 5.3.10: Admin Approves Organizer Registration Sequence Diagram
5.3.11 Forgot Password /Password Reset
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This diagram shows how the system handles a password reset request by validating the user email,
generating a reset token, and storing it. The user submits a new password; the system then verifies the token,
and finally updates the password if the process is successful.
Figure 5.3.11: Password Reset Sequence Diagram
5.3.12 User Views Certificates Sequence Diagram
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This diagram demonstrates how a volunteer requests their issued certificates. The system retrieves the
certificate-records from the database through the certificate management service and returns the results to
be displayed in the mobile interface.
Figure 5.3.12: User Views Certificates Sequence Diagram
5.3.13 Token Refresh Process (JWT Refresh Flow)
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This diagram explains how the system validates a refresh token and generates a new access/refresh token
pair. It shows the verification of the stored token, the creation of updated tokens, and the response back to
the client, or an error if validation fails.
Figure 5.3.13: Token Refresh Process (JWT Refresh Flow) sequence Diagram
5.4 Class Diagram
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The class diagram illustrates the basic data structure present in the UVP system by identifying each core
entity, User, Volunteer, Organizer, Event, Registration, Attendance, Certificate, QR Code,
PasswordResetToken, and RefreshToken, and showing how they relate to each other. It identifies various
roles of a user using 1:1 association for Volunteer and Organizer, event attendance for Registration and
Attendance, and certification, codes, and tokens to their corresponding user and event types. This class
diagram defines the entire logical data structure implemented by the backend of the entire system.
Figure 5.4: Complete Class Diagram
5.5 Entity Relationship Diagram (ERD)
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The ER diagram shows how the data structure of the UVP system is logically organized. It illustrates every
entity present in the data structure, including tables for User, Volunteer, Organizer, Event, Registration,
Attendance, Certificate, QR Code, and Token, and how they are interrelated using primary and foreign
keys. It also outlines important relationships for event organization, volunteer event registration,
attendance, certificate issuance, and safe authentication sessions with refresh and reset tokens.
Figure 5.5: Physical Entity Relationship Diagram (ERD)
5.5.1 Entities Table
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Entity Name
Primary Key
user_id
(integer)
Attributes
full_name (varchar), email (varchar),
password_hash (varchar), phone_number
(varchar), city (varchar), role (varchar),
status (varchar), created_at (timestamp)
Description
Stores all system
users’ basic
information for
volunteers and
organizers.
Volunteer
volunteer_id
(integer)
skills (varchar), interests (varchar)
Organizer
organizer_id
(integer)
Event
event_id
(integer)
Registration
registration_id
(integer)
organization_name (varchar),
license_number (varchar), approval_status
(varchar)
organizer_id (integer), title (varchar),
description (clob), city (varchar), location
(varchar), startDateTime (timestamp),
endDateTime (timestamp), capacity
(integer), status (varchar), created_at
(timestamp)
user_id (integer), event_id (integer),
registration_date (timestamp), status
(varchar)
Stores additional
details specific to
volunteer users.
Stores organization
account information
and approval status.
Stores all
volunteering event
information created
by organizers.
Attendance
attendance_id
(integer)
registration_id (integer), checkInTime
(timestamp), status (varchar)
Certificate
certificate_id
(integer)
attendance_id (integer), event_id (integer),
issue_date (timestamp), hoursEarned (float),
fileURL (varchar)
QRCode
qrCode_id
(integer)
event_id (integer), codeValue (varchar),
expiresAt (timestamp)
PasswordRes
etToken
token_id
(integer)
user_id (integer), token (varchar), expiresAt
(timestamp), used (integer)
RefreshToke
n
token_id
(integer)
user_id (integer), token (varchar), expiresAt
(timestamp), revoked (integer)
User
Links volunteers to
events and tracks
their registration
status.
Records the
attendance of
volunteers after QR
code scanning or
manual check-in.
Stores issued digital
certificates
associated with
volunteer
attendance.
Stores QR codes
generated for each
event to support
attendance scanning.
Stores password
reset tokens used in
forgot-password
functionality.
Stores refresh tokens
for secure
authentication and
session
management.
Table 5.5: Enteites Table
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CHAPTER 6: DISCUSSION & CONCLUSION
6.1 Discussion
The Unified Volunteering Passport (UVP) project addresses a critical gap in volunteer management within
Saudi Arabia: the lack of a centralized, transparent, and user-friendly system that efficiently connects
volunteers with organizations. The earlier chapters demonstrated how the UVP concept emerged from real
community challenges, such as difficulty accessing volunteering opportunities, the absence of authenticated
hour-tracking, and the need for credible digital certificates. By revisiting Chapters 1 and 2, the UVP system
proves to be well-aligned with both societal needs and the latest trends highlighted in the literature.
Research on digital transformation, QR-based verification, usability practices, and volunteer motivation
strongly supports the technical choices made in the UVP system design. This foundation validates both the
relevance and feasibility of the project.
The analysis and design stages, described in chapters 3 to 5, also demonstrate how thoroughly the project
has developed. The Agile approach allowed for structured planning, development, and sprint design to
ensure malleability for improvement stages. System analysis allowed for pinpointing needs and
functionalities in terms of creating a concrete foundation for the transition to the design phase. The inclusion
of UML diagrams, sequence diagrams, ERD diagrams, and other component designs manifests expertise in
project planning and readiness. It is evident from these diagrams that the design has ensured that its
architecture can grow, securely connects, and logically separates duties between volunteers, organizers, and
administrators.
More importantly, this project carries a degree of novelty that separates it from existing volunteer
applications in Saudi Arabia. Although the existing applications are domain-specific, for example, for
medical volunteering or for Holy Mosque volunteering, etc., this project has ambitions to be something
altogether more encompassing – rather than event browsing, attendance via QR codes, or automated
certificate generation, this project offers something entirely new for Saudi Arabia – something that will fill
a niche within Saudi society.
6.2 Conclusion
The Unified Volunteering Passport is a revolutionary approach to ensuring that volunteering engagement
and administration are modernized within Saudi Arabia. This platform offers a safe, efficient, and
convenient online platform for volunteers in various sectors, while also empowering organizations to handle
events, validate attendance, and provide volunteers with online certification. This approach has been
derived from both practical needs within societal contexts and reputable research within academia to
provide a full technical solution to existing drawbacks in volunteer engagement, documentation, and
verification.
Senior Project (I) has laid down solid foundations for every analytical, methodological, or design concept
to start implementation. This includes the development of a problem statement, obtaining insights from
literature studies, Agile methodical planning for project development, requirement modeling, and full
system design architectures. As Senior Project (I) moves on to Senior Project II, stages will focus on
development, integration, backend and frontend development, or full-scale testing. The fully developed
system will ensure substantial development in volunteer experience facilitation, event management, or
established online credentials for volunteers.
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6.3 Future Work
Some improvements can expand the reach and usefulness of UVP in later stages or even out of academic
contexts. Apply machine learning to provide suggestions for volunteer work using skills, interests,
geographical location, and volunteer history. Employ blockchain or distributed ledger technology to secure
tamper-proof and instantly verifiable digital certificates for enhanced credibility and trust.
To promote volunteer retention, we can add features for badges, milestone rewards, leaderboards, or reward
points. Integrate UVP with either the National Volunteer Platform or other government-run operations to
ensure cohesive hours counted and national verification.
Ensure that organizers and administrators are provided with tools to analyze attendance data, volunteer
data, and event metrics in real-time. Add support for multiple languages to improve UX, enhance interface
for disabled individuals, and improve responsivity on various devices.
In conclusion, the UVP framework provides an intellectually sound and societally significant approach that
has the ability to develop into a national online platform to support Saudi Arabia’s vision for community
development and volunteer involvement.
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