User Acceptance Testing
Acceptance Test Strategy
The following will be confirmed in the 'User Acceptance Test Plan' document:
- Scheduling and duration
- Test setup requirements (e.g. test environment, co-dependencies, business cycles)
- Sources of test data
- Test scripts
- Required test participants and any training requirements
- Technical and business support required during testing
- Communication requirements
Test Scenarios and Acceptance Criteria
Current Paper Files one-off scanning excercise:
| Ref | Requirement | Scenario | Acceptance Criteria |
| 1.1.B | Option B: Create a digital file for each section (715 x 10 = 7,150 files) | Cross check 1% (7) of online SharePoint staff files with actual staff files (% to be agreed). Compare number of pages in each section of the paper file with the same number of pages in the PDFs for each section on the SharePoint file. | The number of pages on the PDF's match the number of pages in the corresponding sections of the paper files |
1.2 | The digital files must be uploaded into the corresponding sections on SharePoint | Cross check 1% (7) of online SharePoint staff files with actual staff files (% to be agreed). Compare the content of the paper file with the content of the same section of the SharePoint staff file. | The content of the PDF's match the staff file in each section |
1.3 | The digital files must be uploaded to the SharePoint site in the format PDFA | Cross check 1% (7) of online SharePoint staff files with actual staff files (% to be agreed). Open the staff files and view the documents stored in each section. | All files are PDFA format only |
1.4 | The PDF file must contain the label 'Pre-dig' | Cross check 1% (7) of online SharePoint staff files with actual staff files (% to be agreed). Open the staff files and view the documents stored in each section. | 'Pre-dig' is visible in the document title |
1.5 | The SharePoint site must be accessible and usable by ISHR while the scanning takes place. The SharePoint site will be live at the same time as the paper files are sent to be scanned | 1.5.1 Access the SharePoint site. 1.5.2 Search for a staff file and open it up to view documents. 1.5.3 Upload a document to a staff file. | 1.5.1 The SharePoint site is accessible. 1.5.2 Staff files can be searched and are viewable. 1.5.3 Documents can be uploaded to a staff file. |
1.6 | Identification documents in Section 2 (Eligibility to Work) must be scanned in colour | Cross check 1% (7) of online SharePoint staff files with actual staff files (% to be agreed). Open section 2 and look for scanned copies of forms of identity. | All copies of forms if ID are in colour |
1.7 | Some paper files contain microfiche, these are NOT to be scanned | Select a paper staff file that contain microfiche. Open the same file on SharePoint and look through the scanned documents. | There are no scanned microfiche files |
| 2.1 | Paper files must be kept in secure storage until the scan and upload has been completed and signed off | Access the paper files that have been scanned. | 2.1.1 There is a written agreement in place that the files are stored securely and only accessed by ISHR. 2.1.2 Files are stored securely. 2.1.3 Files are only accessible by ISHR. |
| 2.2 | Paper files must be securely destroyed when requested by ISHR/by ISHR at a suitable time after the scanning has been completed and tested | N/A | Agreement in place for how documents will be destroyed in this BRD. |
ISHR SharePoint Site/BAU Processes:
| Ref | Requirement | Scenario | Acceptance Criteria |
| 3.1 | IS Apps must address the Must Have requirements on the spreadsheet SharePoint Requirements_Final | To be tested separately using the spreadsheet | To be tested separately using the spreadsheet |
| 3.2 | ISHR must be able to scan any new paper files to PDF and upload direct to SharePoint once the paper files are sent for scanning | Use the MDF to scan a paper file to PDFA and upload it to SharePoint | The document is loaded to SharePoint as PDFA |
| 3.3 | ISHR must be able to convert an electronic document to PDF and upload direct to SharePoint once the paper files are sent for scanning | Convert an electronic document to PDFA and upload it to SharePoint | The document is loaded to SharePoint as PDFA |
| 3.4 | It must be possible for the names, order and number of sections of a staff file to be changed witn no effect on any existing documents | 3.4.1 Change the name of a section heading on SharePoint 3.4.2 Change the number of two section headings on SharePoint 3.4.3 Add a new section on SharePoint. Upload a document to the new section | 3.4.1 The section name is updated on SharePoint. All documents filed under the previous section name are present under the new name. 3.4.2 The section numbers are updated on SharePoint. All documents filed under these sections are present. 3.4.3 The new section is on SharePoint. A document can be uploaded to the new section. |
| 3.5 | ISHR must be able to apply the UoE Retention Policy to the SharePoint staff files | 3.5.1 Set an end date on a document. 3.5.2 Allow the end date to pass and for the document to become 'expired'. 3.5.3 Archive/delete an expired document. | 3.5.1 An end date can be added to a document. 3.5.2 Expired documents are flagged in order to be deleted/archived 3.5.3 Expired documents can be deleted/archived |
3.6 | ISHR need a process to be able to electonically transfer a staff file to another HR team within the University for internal staff moves | Download/export/drag and drop file from SharePoint into email or new location (e.g. One Drive) | The documents in a staff file can be downloaded/exported and moved to another location (by email/Microsoft apps) |
3.7 | ISHR need a process to be able to electronically transfer a staff file of an employee who has left the University to central HR, UHRS for archiving | Download/export/drag and drop file from SharePoint into email or new location (e.g. One Drive) | The documents in a staff file can be downloaded/exported and moved to another location (by email/Microsoft apps) |
3.8 | ISHR must have a comprehensive SharePoint user manual (minimum one user manual, covering general use and Admin activities) | Allow the ISHR team to go through the user guide | The Business Lead signs off the user manual as acceptable |
3.9 | Should ISHR purchase a team scanner, the scanner should be configured to support Kofax as a scanning solution | Scanner used to upload documents into staff files | The documents are uploaded successfully to the correct location |
| 4.1 | Only ISHR must have access to the SharePoint site | 4.1.1 ISHR users access the SharePoint site 4.1.2 A non-ISHR access the SharePoint site | 4.1.1 The ISHR users successfully access the SharePoint site 4.1.2 The non-ISHR cannot access the SharePoint site |