Test and QA Plan

How the build is validated before go-live: three sequential test phases, edge cases, and production verification.

4 pagesPDF · Quality

FS-DOC-06Quality

Test and QA Plan

Employee Offboarding Automation

[YourCompany.com] · HR Department · Prepared by FullSpec · [Today's Date]

This document defines the complete testing and quality assurance strategy for the Employee Offboarding automation. It is written for the FullSpec team executing the build and covers every test case required before the workflow goes live. Testing runs in three sequential phases: Unit, Integration, and End-to-end. No phase begins until the previous phase fully passes. The process owner joins Phase 3 to review the production run and record sign-off. All sandbox credentials must be used in Phases 1 and 2; live credentials and real employee records are only permitted in Phase 3 under the conditions described in Section 04.

01Testing approach

Testing runs in three phases in sequence. No phase begins until the previous phase fully passes. Each phase has a defined scope, environment rule, credential requirement, and a clear pass condition tied to the test case IDs in this document. The FullSpec team runs Phases 1 and 2 independently. The process owner joins Phase 3 for the final production verification and approval.

Phase 1 — Unit Testing

Estimated time: 1 to 2 business days

Scope

Each agent tested in isolation. Inputs are mocked or injected directly; no live inter-agent handoffs are exercised.

Environment

Sandbox only. BambooHR sandbox tenant, Okta Developer Edition, Google Workspace test domain, Jira sandbox project, Xero Demo Company, Slack test workspace.

Credential rule

Sandbox credentials exclusively. No production API keys, tokens, or service accounts may be used in this phase.

Pass condition

All test cases T01 through T14 return the expected output with no unhandled exceptions. Each failure mode resolves to its documented error state.

Who runs it

FullSpec team. Process owner not required.

Phase 2 — Integration and Edge Case Testing

Estimated time: 1 to 2 business days

Scope

Agent-to-agent handoffs, sequential workflow execution, and edge cases including duplicate events, missing data fields, tool unavailability, and human timeout scenarios.

Environment

Sandbox only. Full sandbox stack as per Phase 1; all API calls remain routed to sandbox endpoints.

Credential rule

Sandbox credentials exclusively. Production credentials remain locked.

Pass condition

All integration test cases T15 through T22 pass and all edge cases E01 through E07 resolve to the specified safe state without data loss or unintended side effects.

Who runs it

FullSpec team. Process owner not required.

Phase 3 — End-to-End Production Test

Estimated time: 1 business day

Scope

Full workflow execution in the production environment using a designated internal test employee record, traced from the BambooHR trigger through to BambooHR record closure.

Environment

Production. All live API credentials active. Test record must use an internal or dummy email address.

Credential rule

Production credentials used. All tokens must be stored in the secure credential vault. No credentials written in plain text in any config file.

Pass condition

All final test cases T23 through T27 pass, including process owner review and approval recorded in the FullSpec confirmation log.

Who runs it

FullSpec team executes. Process owner joins for T27 review and approval.

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02Phase 1 — unit test cases

Sandbox credentials only for all Phase 1 tests. Do not connect production BambooHR, Okta, Google Workspace, Jira, Xero, or Slack accounts at this stage. Use the designated sandbox tenant and Developer Edition accounts for every test run. Any test that inadvertently hits a production endpoint must be flagged, halted, and re-run in the correct environment before results are recorded.

Access Revocation Agent — Unit Tests

Scenario

Input

Expected Output

Pass Criteria

T01

Happy path: departure status triggers agent

BambooHR webhook payload: employee_id=EMP099, status='departing', last_working_day='2025-05-15'

Agent initialises, reads employee record, proceeds to Okta suspension step

Agent run log shows successful trigger parse; no exception thrown; Okta step called within 5 seconds

T02

Happy path: Okta account suspended

Valid Okta user ID derived from BambooHR email field; sandbox Okta token active

Okta user status set to SUSPENDED; API response 200; suspension timestamp written to log

Okta Admin API returns {status: 'SUSPENDED'}; log entry created with ISO 8601 timestamp

T03

Happy path: Google Workspace account disabled and ownership transferred

Google Workspace Admin SDK call with service account; user email from BambooHR record

User account suspended in Google Workspace; Drive ownership transferred to manager email; auto-reply set

Admin SDK returns suspended=true; Drive transfer job ID logged; auto-reply body matches template string

T04

Happy path: confirmation log entry written

Okta suspension confirmed, Google Workspace suspension confirmed

Structured log entry written with employee_id, suspension timestamps, and next agent trigger flag

Log entry present in the run history; all required fields populated; no null values

T05

Failure: Okta user not found

BambooHR email does not match any Okta user in sandbox tenant

Agent writes error to log: OKTA_USER_NOT_FOUND; workflow paused; Slack alert sent to HR channel with employee name

Error code OKTA_USER_NOT_FOUND present in log; no Google Workspace call attempted; Slack message delivered to test workspace

T06

Failure: Google Workspace Admin API token expired

Expired service account token injected via config override

Agent catches 401 response; retries once after token refresh; if second attempt fails, logs GOOGLE_AUTH_FAILURE and halts

Retry logic fires exactly once; GOOGLE_AUTH_FAILURE logged on second failure; no partial state written to Google Workspace

T07

Failure: Drive ownership transfer target (manager) not found

Manager email field in BambooHR record is blank or invalid

Agent falls back to secondary owner (HR Manager email from config); logs DRIVE_OWNER_FALLBACK with original and fallback address

Drive transfer completes to fallback address; DRIVE_OWNER_FALLBACK entry in log; no transfer to personal or external address

Task and Notification Agent — Unit Tests

Scenario

Input

Expected Output

Pass Criteria

T08

Happy path: Jira offboarding board created

Trigger from Access Revocation Agent confirmation log; employee_id=EMP099, departure_date='2025-05-15', manager_id='MGR004'

Jira project created from offboarding template; subtasks for equipment return, payroll notification, and exit interview created; each assigned to correct Jira user; due date set to departure_date

Jira API returns project key; all three subtasks present with correct assignees and due dates; no orphan tasks created

T09

Happy path: Xero payroll notification sent

Leave balance from BambooHR (8.5 days), final working day, employee ID, and finance lead email from config

Structured payroll notification email sent to finance lead via Xero; includes final_working_day, leave_balance_days=8.5, employee_name, and equipment_deduction_flag=false

Email delivered to test finance address; all four data fields present in body; no PII written to Xero transactional log beyond permitted fields

T10

Happy path: exit survey dispatched

Employee personal email from BambooHR record; departure_date minus 1 day as send trigger; survey URL from config

Exit survey email sent to employee personal email on penultimate working day; from-address is HR alias; survey URL present in body

Email received at test personal address; send timestamp matches penultimate day trigger; survey URL resolves (HTTP 200 on test link)

T11

Happy path: Slack completion summary posted

All automated subtasks confirmed complete; equipment return Jira task still open (manager pending)

Slack message posted to HR channel listing all completed tasks and flagging equipment return as pending human confirmation

Slack message present in test HR channel; completed tasks listed correctly; pending items section present; no completed items listed as pending

T12

Happy path: BambooHR record marked closed

Manager updates Jira equipment return task to Done; webhook fires to automation platform

BambooHR employee status updated to 'offboarded'; timestamped closure field written; audit log entry created

BambooHR API returns updated status='offboarded'; closure_timestamp field populated with UTC ISO 8601 value; audit log entry readable in sandbox

T13

Failure: Jira project creation fails due to missing template ID

Template ID field blank in automation platform config

Agent logs JIRA_TEMPLATE_NOT_FOUND; no partial project created; Slack alert sent to FullSpec admin channel with config field reference

No Jira project created; error log entry with JIRA_TEMPLATE_NOT_FOUND; Slack alert delivered; workflow halted at Jira step only

T14

Failure: employee personal email missing from BambooHR record

personal_email field is null in BambooHR employee record

Agent logs SURVEY_EMAIL_MISSING; skips survey dispatch; flags the gap in the Slack summary under a 'Manual actions required' section

No email send attempted; SURVEY_EMAIL_MISSING in log; Slack summary includes manual action flag for exit survey; all other subtasks proceed normally

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03Phase 2 — integration and edge case tests

Integration tests verify that agents hand off correctly in sequence and that the full workflow executes without state loss between steps. All tests remain in the sandbox environment. Test IDs continue from the Phase 1 sequence.

Scenario

Input

Expected Output

Pass Criteria

T15

Agent handoff: Access Revocation Agent triggers Task and Notification Agent

Access Revocation Agent completes T01 to T04 in sequence; confirmation log entry written

Task and Notification Agent initialises automatically; reads employee_id and departure_date from confirmation log without manual intervention

Task and Notification Agent run appears in execution log within 10 seconds of confirmation log write; correct employee_id passed; no duplicate trigger fires

T16

Full sequential execution: BambooHR trigger through to Slack summary

BambooHR sandbox webhook fired; employee has valid Okta user, Google Workspace account, manager email, and personal email

All six automated steps execute in order: Okta suspension, Google Workspace disable, Jira board, Xero notification, exit survey, Slack summary

Execution log shows all six steps in correct order with no skipped steps; total elapsed time under 90 seconds; all sandbox outputs present

T17

BambooHR record closure after Jira equipment task marked Done

Manager marks Jira equipment return subtask as Done in sandbox Jira project

BambooHR record updated to 'offboarded' with closure timestamp; Slack HR channel receives final confirmation message

BambooHR status field updated within 30 seconds of Jira task Done event; Slack message references employee name and closure timestamp

T18

Parallel Xero and Jira calls execute without race condition

Task and Notification Agent triggers Jira creation and Xero notification within the same execution step

Both calls complete successfully; Jira project key and Xero send confirmation both present in log; neither overwrites the other

Log shows both responses present; no timeout on either call; execution continues to exit survey step normally

T19

Okta suspension confirmation received before Google Workspace step proceeds

Okta API call returns 200 with status SUSPENDED

Google Workspace Admin SDK call fires only after Okta confirmation; no Google call without confirmed Okta suspension

Execution trace shows Okta response logged before Google SDK call timestamp; no Google call recorded when Okta response is mocked as pending

T20

Retry behaviour: transient Okta API timeout resolved on second attempt

Okta API mocked to return 503 on first call, 200 on second call

Agent retries after 5-second back-off; second call succeeds; no error logged to Slack; execution continues normally

Retry appears in execution log; 5-second minimum gap between attempts; final Okta status is SUSPENDED; no false error alert fired

T21

Xero payroll notification field mapping validated

BambooHR leave_balance_days=12.0, final_working_day='2025-05-15', employee_name='Test User'

Xero notification email body contains leave_balance_days=12.0, final_working_day='2025-05-15', employee_name='Test User'; no placeholder tokens remain

All three data fields match source values; zero unfilled template placeholders in email body; finance lead test address receives the email

T22

Slack summary accurately reflects partial completion state

Jira equipment return task still open at time of Slack post; all other tasks complete

Slack message lists five completed tasks and one pending item (equipment return) under 'Awaiting human action'; no completed task listed as pending

Completed task count in Slack message equals five; pending item count equals one; item label matches Jira subtask title exactly

Edge Case Tests

Scenario

Input

Expected Output

Pass Criteria

E01

Duplicate BambooHR webhook received for same employee within 60 seconds

Two identical BambooHR webhook payloads for employee_id=EMP099 fired 15 seconds apart

Automation platform deduplication logic suppresses second trigger; only one workflow run initiated; idempotency key logged

Execution log shows one run only; second webhook payload present in raw log but no second execution started; idempotency_key field populated

E02

Missing departure date in BambooHR payload

Webhook fires with status='departing' but last_working_day field is null

Workflow halts at trigger validation; logs MISSING_DEPARTURE_DATE; Slack alert sent to HR channel requesting manual correction

No downstream API calls made; MISSING_DEPARTURE_DATE in log; Slack alert delivered with employee name and link to BambooHR record

E03

Employee has no Okta account (contractor or limited-access staff)

BambooHR record valid; Okta lookup returns 404 for the email address

Agent logs OKTA_USER_NOT_FOUND; proceeds to Google Workspace step; Slack summary flags Okta step as skipped with reason

Google Workspace step executes successfully; Slack summary includes 'Okta: not found, skipped' note; no unhandled exception

E04

Google Workspace Admin API unavailable (5xx response) for full retry window

Google Workspace Admin SDK returns 503 on all three retry attempts

Agent logs GOOGLE_WORKSPACE_UNAVAILABLE after third attempt; Jira board created with a manual action subtask for IT to disable Google account; Slack alert sent

Jira board contains manual IT subtask; GOOGLE_WORKSPACE_UNAVAILABLE in log; Slack alert lists the manual action required; workflow continues to Xero and survey steps

E05

Departure date falls on a public holiday or weekend

last_working_day='2025-12-25' (Christmas Day)

Exit survey send date adjusted to the last business day before the public holiday; Jira due dates adjusted accordingly; log notes date adjustment

Survey send timestamp falls on 2025-12-24; Jira due dates reflect adjusted date; DATE_ADJUSTED_FOR_HOLIDAY entry in log

E06

Jira equipment return task not updated by manager within 5 business days of departure

Departure date passes; Jira task remains In Progress for 5 business days

Escalation Slack message sent to HR channel and manager's direct Slack handle listing the overdue task and departure date

Escalation message delivered on day 5; contains manager name, employee name, task link, and departure date; no BambooHR record closed prematurely

E07

Employee has a shared Google Workspace account (generic role account)

Google Workspace user email matches a pattern in the shared-accounts exclusion list in config

Agent skips Google Workspace disable for that account; logs SHARED_ACCOUNT_EXCLUDED with account address; manual action Jira subtask created for IT review

No suspension call made to the shared account; SHARED_ACCOUNT_EXCLUDED in log; Jira subtask present with IT assignee and account address in description

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04Phase 3 — end-to-end production test

Important before running Phase 3: Use a designated internal test email address and a purpose-created dummy employee record in the production BambooHR account. Do not use a real departing employee's record. After the test run completes, void the test record in BambooHR, set the Okta test user back to ACTIVE, remove the Google Workspace suspension, delete the Jira test project, and confirm with the finance lead that no Xero notification requires action. The FullSpec team will walk through each rollback step before the process owner joins for T27.

Phase 3 runs the complete automation in the live production environment using a controlled internal test record. Every step is traced from the BambooHR trigger through to final record closure. The process owner reviews the output and records approval in the FullSpec confirmation log. No separate signature block is required: the T27 row below constitutes the formal process owner sign-off.

Scenario

Input

Expected Output

Pass Criteria

T23

Production trigger: BambooHR webhook fires on test employee departure status

Production BambooHR webhook: employee_id=TEST001, status='departing', last_working_day set to tomorrow's date, manager_email and personal_email populated

Automation platform receives webhook; workflow run initiated in production; trigger payload logged with correct field values

Production execution log shows run started within 5 seconds; employee_id=TEST001; all required fields parsed correctly; no validation error

T24

Full Access Revocation Agent execution in production

Production Okta credentials; production Google Workspace service account; TEST001 user exists in both systems

Okta user TEST001 suspended in production; Google Workspace account disabled; Drive ownership transferred to manager; auto-reply set; confirmation log entry written to production log store

Okta Admin console shows TEST001 as SUSPENDED; Google Workspace Admin console shows account suspended and transfer job complete; auto-reply active on account; log entry present with all required fields

T25

Full Task and Notification Agent execution in production

Confirmation log from T24; production Jira, Xero, Google Workspace (email send), and Slack credentials

Jira offboarding project created with three subtasks correctly assigned; Xero payroll notification delivered to finance lead production address; exit survey sent to test personal email; Slack HR channel receives completion summary

Jira project visible in production board; finance lead confirms receipt of Xero notification email; test personal inbox receives survey email with correct URL; Slack HR channel message posted listing all tasks

T26

Error log verification: no unhandled exceptions in production run

Full execution log from T23 through T25

Error log contains zero unhandled exceptions; any retries present are resolved; all step statuses show SUCCESS

Production error log reviewed by FullSpec engineer; zero entries with status ERROR or UNHANDLED_EXCEPTION; retry entries (if any) show final status SUCCESS

T27

Process owner review and approval

Process owner reviews production execution log, Jira board output, Slack summary, and Xero notification against expected outcomes documented in this plan

Process owner confirms all outputs match specification; any deviations documented in the FullSpec confirmation log; formal approval recorded

FullSpec confirmation log entry created with process owner name, review date, and approval status (Approved or Approved with conditions). This entry constitutes the formal go-live sign-off for the Employee Offboarding automation.

After T27 approval is recorded in the FullSpec confirmation log, the FullSpec team will complete the post-test rollback steps (restore TEST001 to ACTIVE in Okta, remove Google Workspace suspension, delete the Jira test project, and confirm with finance that the Xero test notification requires no action). The automation is then cleared for live operation. Contact support@gofullspec.com for any issues arising during or after Phase 3.

Test and QA PlanPage 4 of 4

Test and QA Plan

Test and QA Plan

01Testing approach

02Phase 1 — unit test cases

03Phase 2 — integration and edge case tests

04Phase 3 — end-to-end production test

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