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

Performance Review Cycle

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

This document defines the structured test and quality assurance plan for the Performance Review Cycle automation. It covers three sequential test phases: unit testing of individual agents in sandbox environments, integration and edge case testing of agent handoffs and failure modes, and a final end-to-end production run using a pilot cohort. The FullSpec team executes Phases 1 and 2 independently. Your team joins Phase 3 for the production sign-off. No phase begins until every test case in the previous phase reaches a passing state.

01Testing approach

Testing runs in three phases in strict sequence. No phase begins until the previous phase fully passes, meaning all test cases in that phase carry a confirmed pass status and any defects found have been resolved and re-tested. This sequencing prevents integration and production tests from running against agents that have known unit-level defects, which would produce misleading results and risk corrupting live records.

Phase 1: Unit Testing

Each agent tested in isolation against sandbox credentials

Scope

Individual agent logic: Cycle Launch Agent, Submission Tracker and Chaser Agent, Summary Drafting Agent. Each tested independently with no live dependencies.

Environment

Sandbox only. BambooHR sandbox subdomain, Google Workspace test account, Slack test workspace.

Credential rule

Only sandbox and test credentials permitted. No production API keys, production BambooHR accounts, or live Gmail addresses may be used during Phase 1.

Pass condition

All test cases T01 through T15 return an expected output matching the defined pass criteria. Zero critical failures permitted. Minor formatting issues may be logged and resolved before Phase 2 begins.

Who runs it

FullSpec team only. Process owner not required.

Phase 2: Integration and Edge Case Testing

Agent handoffs and failure modes tested across connected tools

Scope

Cross-agent data handoffs, conditional branching (overdue vs on-time paths), edge cases including duplicates, missing data, unavailable tools, and human timeout scenarios.

Environment

Sandbox for all automation platform logic. Staging variants of Google Sheets and Google Docs. Slack test workspace. BambooHR sandbox for read operations.

Credential rule

Sandbox and staging credentials only. No production tokens. OAuth scopes must be validated against the minimum required set before Phase 2 begins.

Pass condition

All integration test cases T16 through T23 pass, and all edge case tests E01 through E08 either pass or produce the correct documented fallback behaviour. All errors are caught and logged; no silent failures permitted.

Who runs it

FullSpec team only. Process owner not required.

Phase 3: End-to-End Production Test

Full pilot run with a 10-person cohort on live production credentials

Scope

Full cycle execution from BambooHR trigger through kick-off dispatch, submission tracking, reminder firing, summary document generation, manager notification, and BambooHR write-back. Uses a real 10-person pilot cohort.

Environment

Production. Live BambooHR account, live Gmail, live Google Workspace, live Slack workspace. Internal test addresses and a designated test folder must be used to contain outputs.

Credential rule

Production credentials active. All OAuth tokens must be scoped to least-privilege before this phase begins. Any test employee records created must be voided after the run.

Pass condition

All production test cases T24 through T28 pass, including process owner review recorded as approved in the FullSpec confirmation log. Sign-off is captured as test case T28.

Who runs it

FullSpec team executes the run. Process owner (HR Manager or HR Director) joins Phase 3 to review outputs and record approval as the final test case.

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02Phase 1 — unit test cases

Sandbox credentials only. All Phase 1 tests must be executed against the BambooHR sandbox subdomain, a dedicated Google Workspace test account, and the Slack test workspace. Do not connect or reference production API keys, live employee records, or real Gmail addresses at any point during Phase 1. Any test output that lands in a production system constitutes a Phase 1 failure and requires a full credentials audit before testing resumes.

Cycle Launch Agent — estimated build time: 8 hours — complexity: Moderate

Scenario

Input

Expected output

Pass criteria

T01

Happy path: review cycle opened, full employee list

BambooHR sandbox event: review_cycle_opened; employee list: 10 active records

10 personalised kick-off emails sent via Gmail sandbox; 1 Slack notification posted to test channel

All 10 Gmail sends return HTTP 200; Slack post confirmed in test channel; no duplicate sends; each email contains correct employee name, form link, and deadline

T02

Employee list contains inactive/contractor records

BambooHR list includes 2 contractors flagged as non-review-eligible

Only 8 emails sent; contractors excluded

Exactly 8 Gmail sends; contractor email addresses absent from send log; exclusion event written to run log

T03

BambooHR API returns empty employee list

BambooHR sandbox returns 0 active employees

No emails sent; error alert raised to Slack ops channel; run halted

Zero Gmail sends; Slack ops alert posted with error code BAMBOO_EMPTY_LIST; run status set to FAILED_HALTED

T04

BambooHR API authentication failure

Invalid or expired sandbox API token

No emails sent; error logged; Slack ops alert posted

Zero Gmail sends; error log entry: BAMBOO_AUTH_FAIL with timestamp; Slack alert visible in ops channel within 60 seconds

T05

Gmail rate limit hit mid-send batch

Batch of 10 send requests; Gmail sandbox rate limit simulated after send 6

Sends 1 to 6 confirmed; sends 7 to 10 queued and retried with exponential backoff; no duplicates

No duplicate sends for recipients 1 to 6; retry logic triggers for 7 to 10; all 10 sends confirmed within 5 minutes; retry events in run log

T06

Slack workspace unavailable at send time

Slack test workspace returns 503 at notification step

Gmail sends complete successfully; Slack notification marked as failed; retry attempted once; failure logged

All Gmail sends succeed; Slack failure event logged with status SLACK_UNAVAILABLE; retry attempt recorded; Gmail sends not blocked

Submission Tracker and Chaser Agent — estimated build time: 10 hours — complexity: Moderate

Scenario

Input

Expected output

Pass criteria

T07

Happy path: new form response received

Google Forms sandbox: one new employee self-assessment submission for test employee ID EMP_003

Google Sheets tracker updated: EMP_003 row marked complete with timestamp; no reminder queued for EMP_003

Sheets row for EMP_003 shows status SUBMITTED and ISO 8601 timestamp within 30 seconds of form response; reminder queue does not contain EMP_003

T08

Happy path: overdue submission triggers reminder

Deadline has passed; EMP_005 and EMP_007 show OUTSTANDING in tracker

Reminder email sent to EMP_005 and EMP_007 via Gmail; Slack nudge sent 48 hours before deadline marker

Exactly 2 Gmail reminders sent; Slack nudge present for both recipients; reminder log updated; no reminder sent to already-submitted employees

T09

Employee submits after receiving reminder

EMP_005 submits form after reminder was sent

Tracker updated to SUBMITTED; no further reminders queued for EMP_005

EMP_005 status updated within one polling cycle (maximum 4 hours); reminder queue cleared for EMP_005; no second reminder sent

T10

Google Forms returns duplicate submission for same employee

Two form responses with identical employee ID EMP_009 submitted within 10 minutes

First submission recorded; second flagged as duplicate and not written to tracker; HR ops alert raised

Tracker contains exactly one entry for EMP_009 marked SUBMITTED; duplicate event logged with DUPLICATE_SUBMISSION code; ops alert posted to Slack ops channel

T11

Google Sheets write fails during tracker update

Sheets API returns 503 during status update

Write retried up to 3 times with backoff; if all retries fail, error logged and ops alert raised

Retry attempts visible in run log (max 3); if resolved, status written correctly; if not resolved, SHEETS_WRITE_FAIL event raised and Slack ops alert sent within 2 minutes

Summary Drafting Agent — estimated build time: 12 hours — complexity: Complex

Scenario

Input

Expected output

Pass criteria

T12

Happy path: both submissions present, summary generated

Employee self-assessment and manager assessment both submitted for EMP_002; both retrieved from Google Forms sandbox

Structured Google Doc summary created in test manager folder; Gmail notification sent to manager with direct link

Google Doc exists in designated test folder with correct naming convention (EMP_002_Summary_[CycleID]); document contains all structured sections from template; Gmail notification delivered to manager test address; generation time under 90 seconds

T13

Employee submission present but manager submission missing

Employee self-assessment submitted; manager assessment not yet submitted for EMP_006

No summary generated; agent waits; reminder logic for manager submission triggered if overdue

No Google Doc created for EMP_006; agent state set to AWAITING_MANAGER; if manager form is overdue, reminder sent to manager; no partial summary written

T14

Manager submission present but employee submission missing

Manager assessment submitted; employee self-assessment not yet submitted for EMP_008

No summary generated; agent waits; employee reminder logic triggered if overdue

No Google Doc created for EMP_008; agent state set to AWAITING_EMPLOYEE; employee reminder queued if deadline passed

T15

AI drafting step returns empty or malformed content

AI drafting step returns a response with fewer than 50 tokens or missing required section headers

Draft marked as DRAFT_FAILED; Google Doc created with placeholder sections flagged for manual completion; ops alert raised

Google Doc exists but contains clearly marked placeholder sections (e.g. [DRAFT FAILED: PLEASE COMPLETE MANUALLY]); Gmail notification to manager includes warning of draft issue; DRAFT_FAIL event in run log

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03Phase 2 — integration and edge case tests

Phase 2 validates that agents hand off data correctly to each other and that the full workflow branches as designed when conditional logic is exercised. Integration test IDs continue the T sequence from Phase 1. Edge case tests use the separate E sequence.

Integration tests: agent handoffs

Scenario

Input

Expected output

Pass criteria

T16

Cycle Launch Agent to Tracker Agent handoff

Cycle Launch Agent completes full kick-off send for 10 test employees; Tracker Agent initialises

Tracker Agent creates 10 rows in Google Sheets, one per employee, all set to OUTSTANDING with correct employee IDs and manager mappings

Sheets contains exactly 10 rows; employee IDs match BambooHR sandbox list; manager mapping column populated correctly for all 10 rows; Tracker Agent polling schedule active

T17

Tracker Agent to Summary Drafting Agent handoff on matched pair

Tracker detects both employee and manager submissions complete for EMP_001

Tracker updates EMP_001 to BOTH_SUBMITTED and triggers Summary Drafting Agent with employee ID and form response references

Summary Drafting Agent receives correct payload including both form response IDs; Google Doc generation begins within one polling cycle; no duplicate triggers fired

T18

Summary Drafting Agent to Gmail notification handoff

Summary Doc successfully generated for EMP_004

Gmail notification dispatched to EMP_004 manager with direct Google Doc link

Gmail send confirmed with HTTP 200; link in email resolves to correct Google Doc in test folder; manager email address matches BambooHR sandbox record for EMP_004

T19

End-of-cycle: all submissions received, no reminders queued

All 10 test employees and managers submit before deadline

No reminder emails generated; all Sheets rows show BOTH_SUBMITTED; all 10 summary docs created

Zero reminder emails in send log post-submission; all 10 Google Docs present in test folder; Slack ops channel shows cycle completion event

T20

Overdue path: reminder fires then submission received

EMP_003 is overdue; reminder sent; EMP_003 then submits

Reminder sent once; after submission tracker updated; no second reminder; Summary Drafting Agent triggered when manager also submits

Exactly one reminder email in log for EMP_003; tracker updated to EMPLOYEE_SUBMITTED after form response received; Summary Agent triggered once manager form arrives

T21

BambooHR write-back triggered after HR approval

HR approval signal sent to automation platform for EMP_001 through EMP_010 with final rating values

All 10 employee records updated in BambooHR sandbox with correct rating values

BambooHR API PUT/POST calls confirm 200 for all 10 records; rating values in sandbox match the approved values passed in payload; write-back completion event logged

T22

Partial BambooHR write-back: one record fails

HR approval for 10 employees; BambooHR sandbox returns 422 for EMP_007 due to missing field

9 records written successfully; EMP_007 write fails with error logged; ops alert raised; other records not affected

9 successful write confirmations; EMP_007 shows BAMBOO_WRITE_FAIL in run log with error detail; Slack ops alert posted; run does not halt for other employees

T23

Cycle Launch Agent fires twice for same cycle ID

BambooHR sandbox emits two cycle_opened events with identical cycle ID within 5 minutes (duplicate webhook scenario)

Second trigger detected as duplicate; kick-off emails sent only once; idempotency key prevents double dispatch

Exactly 10 Gmail kick-off sends in log (not 20); duplicate trigger event logged with DUPLICATE_CYCLE_EVENT code; no Slack double-post

Edge case tests

Scenario

Input

Expected output

Pass criteria

E01

Duplicate form submission from same employee

EMP_009 submits self-assessment form twice; second response arrives 8 minutes after first

First response recorded and used; second response flagged as duplicate and discarded; tracker shows EMPLOYEE_SUBMITTED once

Tracker row for EMP_009 has single EMPLOYEE_SUBMITTED entry; duplicate response ID stored in discard log; no double summary generation triggered

E02

Form submission with missing required fields

Employee submits form with blank responses for 3 of 8 required questions

Submission recorded; Google Doc summary generated with clearly marked MISSING_RESPONSE placeholders in affected sections; manager notified of incomplete submission

Google Doc contains MISSING_RESPONSE markers in correct sections; Gmail notification to manager flags incomplete submission; summary not blocked

E03

BambooHR API unavailable for 30 minutes mid-cycle

BambooHR sandbox returns 503 for all requests over a 30-minute window

Automation platform queues dependent operations; retry schedule activates; no data lost; operations resume automatically when API recovers

Queue depth increases during outage window; retry events logged at correct intervals; all queued operations complete within 10 minutes of API recovery; no duplicate sends result from retry

E04

Google Docs API unavailable when summary generation triggered

Docs API returns 503 when Summary Drafting Agent attempts to create document

Summary creation retried up to 3 times; if unresolved, DOCS_CREATE_FAIL logged; HR ops alert raised; Tracker row flagged as SUMMARY_PENDING

Retry attempts in log (max 3); if unresolved, DOCS_CREATE_FAIL in run log; Slack ops alert sent; Tracker row status SUMMARY_PENDING not cleared until successful retry or manual intervention

E05

Employee-manager mapping missing for a given employee

EMP_010 has no manager assigned in BambooHR sandbox

Kick-off email sent to EMP_010; manager briefing email skipped; tracker row created with MANAGER_UNKNOWN flag; ops alert raised for HR to assign manager

EMP_010 receives kick-off email; no manager briefing sent; Sheets row shows MANAGER_UNKNOWN; Slack ops alert prompts HR to update BambooHR record; agent does not crash

E06

Slack workspace token revoked mid-cycle

Slack API returns 401 for all requests after token revocation

Gmail reminder and notification paths continue unaffected; all Slack operations fail gracefully with SLACK_AUTH_FAIL logged; ops alert sent via Gmail fallback to HR inbox

Zero Slack messages sent after revocation; SLACK_AUTH_FAIL logged for each failed attempt; Gmail fallback alert delivered to HR ops address; Gmail-based reminders and notifications not blocked

E07

Manager does not submit assessment within maximum chase window

Manager for EMP_002 receives 3 reminders over 7 days and still has not submitted; maximum chase threshold reached

Escalation alert sent to HR Director via Gmail and Slack; tracker row flagged ESCALATED; no further automated reminders sent to manager

Exactly 3 reminder sends in log before escalation; HR Director escalation email sent; Slack escalation message posted; tracker row status ESCALATED; reminder queue cleared for this manager

E08

AI drafting step times out

AI drafting call exceeds 60-second timeout threshold

Timeout event logged; draft marked DRAFT_TIMEOUT; retry attempted once after 30 seconds; if second attempt also times out, document created with placeholder content and ops alert raised

Single retry attempt logged; if both attempts timeout, Google Doc created with placeholder sections; DRAFT_TIMEOUT event in run log; manager Gmail notification includes warning; run does not halt for other employees

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04Phase 3 — end-to-end production test

Important before running Phase 3: Use only internal test email addresses for all kick-off, reminder, and notification sends. Do not include real employees outside the confirmed 10-person pilot cohort. Any test employee records created or modified in the production BambooHR account must be clearly labelled TEST and voided (status set to inactive and ratings cleared) immediately after the Phase 3 run is complete and all test cases have been confirmed. The FullSpec team will coordinate this cleanup step. Confirm with the HR Director that the calibration meeting simulation will not affect compensation planning records before proceeding.

The following test cases cover a complete production run traced end to end, error log verification across all three agents, and the final process owner approval. Test case IDs continue from Phase 2.

Scenario

Input

Expected output

Pass criteria

T24

Full production cycle launch: 10-person pilot cohort

HR marks review cycle open in production BambooHR; pilot cohort of 10 employees confirmed; all internal test addresses in use

10 personalised kick-off emails delivered to internal test inboxes via production Gmail; Slack kick-off notification posted to designated HR test channel; Google Sheets tracker populated with 10 rows

All 10 Gmail sends confirmed delivered (no bounces); Slack post visible in test channel within 2 minutes of BambooHR trigger; Sheets tracker contains correct employee IDs, manager mappings, and OUTSTANDING status for all 10

T25

Submission tracking and reminder firing on production schedule

5 of 10 pilot employees submit within the window; 5 remain outstanding past the 24-hour overdue threshold

Tracker updated in real time for 5 submissions; 5 overdue employees receive reminder email and Slack nudge on production schedule

Sheets rows for 5 submitters show EMPLOYEE_SUBMITTED with correct timestamps; 5 reminder emails delivered to internal test inboxes; Slack nudges visible in personal test DMs; no reminders sent to submitted employees

T26

Summary document generation for matched pairs in production

All 10 pilot employees and their managers submit forms; 10 matched pairs detected by Summary Drafting Agent

10 Google Docs summaries generated in production HR folder structure; 10 Gmail notifications sent to manager test addresses with correct document links

10 Google Docs present in correct production folder; each document contains all structured template sections with real form response content; all 10 Gmail notifications delivered; links resolve correctly; generation time per summary under 90 seconds

T27

Error log verification across all three agents

Full Phase 3 run log reviewed by FullSpec team after T24 through T26 complete

Run log contains complete event trail for all three agents; no unhandled exceptions; any warnings documented with resolution status

Run log accessible and parseable; all expected event types present (cycle_opened, email_sent, form_received, tracker_updated, reminder_sent, doc_created, notification_sent); zero events with status UNHANDLED_ERROR; any warnings carry a resolution note

T28

Process owner review and approval: final Phase 3 sign-off

HR Manager and HR Director review all 10 pilot summary documents, the Google Sheets tracker state, the Gmail send logs, and the BambooHR write-back results

Process owner confirms all outputs meet quality expectations; approval recorded in the FullSpec confirmation log; Phase 3 declared complete

Process owner approval recorded in the FullSpec confirmation log with reviewer name, date, and explicit APPROVED status. All 10 summary documents rated acceptable or above. Tracker accuracy confirmed. BambooHR write-back values verified against approved pilot ratings. Phase 3 status set to PASSED in the FullSpec project record.

Once T28 is recorded as APPROVED in the FullSpec confirmation log, the automation is cleared for the first live review cycle. The FullSpec team will initiate post-launch monitoring for the first 7 days and remain available at support@gofullspec.com for any issues arising in the live cycle.

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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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