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Version: 2.0.0
Last Updated: 2026-04-10
Status: Active
Module: All Modules (PF, HR, FA, RH, GR, FW, FM, LO, IT)
Cross-References: Consolidation note (2026-04-10): This file now includes content previously in UAT_QUICK_REFERENCE.md and UAT_TEST_DATA_GUIDE.md.

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Overview

User Acceptance Testing (UAT) validates that the Encore Health OS Platform meets business requirements from the end-user perspective. This guide describes how to conduct UAT across all platform modules. Why UAT Matters:
  • Validates business requirements are met
  • Ensures user workflows function correctly
  • Identifies usability issues before production
  • Verifies multi-tenant isolation
  • Confirms role-based access control
  • Tests mobile responsiveness
Starting Point: HR module serves as the initial UAT focus, with the framework designed to scale to all modules (PF, HR, FA, RH, GR, FW, FM, LO, IT).

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UAT Process Overview

The UAT process follows these phases: 
Planning → Preparation → Execution → Reporting → Sign-off

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Phase 1: Planning (Week 1)

  • Define UAT scope and objectives
  • Identify test scenarios
  • Assign testers and roles
  • Set up UAT environment
  • Prepare test data

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Phase 2: Preparation (Week 1)

  • Generate test cases from specifications
  • Create test execution sessions
  • Set up test data
  • Validate environment readiness
  • Train testers on tools and processes

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Phase 3: Execution (Weeks 2-6)

  • Execute test cases
  • Document defects
  • Track progress
  • Update status regularly
  • Conduct daily standups

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Phase 4: Reporting (Week 7)

  • Generate progress reports
  • Analyze metrics
  • Identify blockers
  • Create executive summary
  • Document lessons learned

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Phase 5: Sign-off (Week 7)

  • Review test results
  • Address critical defects
  • Obtain stakeholder approval
  • Plan production deployment

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Module-Agnostic Test Scenario Patterns

These patterns apply to all modules and should be tested for each feature:

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1. Happy Path Scenarios

Purpose: Verify core functionality works as designed Pattern:
  • User performs primary action
  • System processes correctly
  • Expected result achieved
  • Data saved correctly
Example (HR): Employee creation → Record saved → Employee appears in directory Example (FA): Invoice creation → Invoice saved → Invoice appears in list

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2. Edge Cases

Purpose: Verify system handles boundary conditions Pattern:
  • Test with minimum data
  • Test with maximum data
  • Test with null/empty values
  • Test with special characters
  • Test with concurrent operations
Example (HR): Create employee with minimal required fields Example (FA): Create invoice with zero amount (if allowed)

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3. Error Handling

Purpose: Verify graceful error handling Pattern:
  • Invalid input validation
  • Missing required fields
  • Duplicate data prevention
  • Constraint violations
  • Network errors
Example (HR): Attempt to create duplicate employee number Example (FA): Attempt to post transaction with invalid account

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4. Role-Based Access Control

Purpose: Verify permissions are enforced Pattern:
  • Admin can perform all actions
  • Manager can perform department-scoped actions
  • Employee can view own data only
  • Unauthorized access is blocked
Example (HR): Manager views only direct reports Example (FA): Finance admin can approve, staff cannot

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5. Multi-Tenant Isolation

Purpose: Verify tenant data isolation Pattern:
  • User from Org A cannot see Org B data
  • User from Org A cannot modify Org B data
  • Cross-organization queries return empty
  • Data creation scoped to user’s organization
Example (HR): Org A user cannot see Org B employees Example (FA): Org A user cannot see Org B transactions

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6. Mobile Responsiveness

Purpose: Verify mobile-first design Pattern:
  • Test on mobile viewport (< 768px)
  • Verify touch targets (44x44px minimum)
  • Test navigation (bottom tab bar)
  • Verify forms are usable
  • Test data tables (horizontal scroll if needed)
Example (HR): Employee directory on mobile Example (FA): Invoice creation on mobile

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Module-Specific Test Scenarios

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HR (Workforce & HRIS) - Priority 1

Features to Test:
  • HR-01: Employee Directory & Org Structure
  • HR-02: Credentialing & Compliance
  • HR-03: Onboarding & Offboarding
  • HR-04: Scheduling & Capacity
  • HR-05: Time & Attendance
  • HR-06: PTO & Leave Management
  • HR-10: Performance Management
  • HR-11: Benefits Administration
  • HR-12: Employee Self-Service
  • HR-13: Skills & Competencies
  • HR-15: Compensation Management
Key Test Scenarios:
  • Employee creation and onboarding workflow
  • Credential upload and expiration tracking
  • Shift creation and assignment
  • Time punch in/out and timesheet approval
  • Leave request and approval workflow
  • Performance review lifecycle
  • Benefits enrollment
  • Skills gap analysis
See: HR Test Scenarios for detailed scenarios

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FA (Finance & Accounting) - Priority 2

Features to Test:
  • FA-01: Chart of Accounts
  • FA-02: General Ledger
  • FA-03: Accounts Payable
  • FA-04: Accounts Receivable
  • FA-05: Budgeting & Forecasting
  • FA-06: Financial Reporting
  • FA-07: Bank Reconciliation
  • FA-08: Fixed Assets
Key Test Scenarios:
  • Invoice creation and approval
  • Payment processing
  • Journal entry posting
  • Budget creation and tracking
  • Financial report generation
  • Bank reconciliation workflow

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RH (Recovery Housing) - Priority 2

Features to Test:
  • RH-01: Census & Beds
  • RH-02: Resident Management
  • RH-03: Phase Progression
  • RH-04: Program Management
  • RH-05: Incident Reporting
  • RH-06: Compliance Reporting
  • RH-07: Outcomes & Alumni
Key Test Scenarios:
  • Resident admission workflow
  • Bed assignment and tracking
  • Phase progression tracking
  • Incident creation and reporting
  • Compliance report generation

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GR (Governance & Compliance) - Priority 3

Features to Test:
  • GR-01: Policy Management
  • GR-02: Training & Certification
  • GR-03: Regulatory Requirements
  • GR-04: Audit Management
  • GR-05: Risk Management
  • GR-06: Quality Improvement
  • GR-07: Contract Management
  • GR-08: Accreditation Management
Key Test Scenarios:
  • Policy creation and acknowledgment
  • Training assignment and completion
  • Audit lifecycle (create → execute → complete)
  • Risk assessment and mitigation
  • Corrective action tracking

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FW (Forms & Workflow) - Priority 3

Features to Test:
  • FW-01: Form Builder
  • FW-02: Form Submissions
  • FW-03: Automation Engine
  • FW-05: Multi-Page Forms
  • FW-06: Approval Gates
  • FW-07: Workflow Versioning
Key Test Scenarios:
  • Form creation and publishing
  • Form submission (authenticated and public)
  • Automation rule triggering
  • Approval workflow
  • Form version rollback

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FM (Facilities Management) - Priority 4

Features to Test:
  • FM-01: Asset Management
  • FM-02: Preventive Maintenance
  • FM-03: Work Orders
  • FM-04: Inventory Management
  • FM-05: Vendor Management
  • FM-06: Compliance Inspections
Key Test Scenarios:
  • Asset creation and tracking
  • PM schedule creation
  • Work order creation and completion
  • Inventory item management
  • Vendor contract management

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LO (Leadership Operating System) - Priority 4

Features to Test:
  • LO-01: Vision & Rocks
  • LO-02: Meeting Management
  • LO-03: Scorecards
  • LO-04: Issues Tracking
  • LO-05: People Analyzer
  • LO-06: Accountability Chart
Key Test Scenarios:
  • Rock creation and tracking
  • Meeting creation and minutes
  • Scorecard updates
  • Issue creation and resolution

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IT (IT Asset & Service Management) - Priority 4

Features to Test:
  • IT-01: Asset Management
  • IT-02: Ticketing System
  • IT-03: Software Licenses
  • IT-04: Vendor Management
  • IT-05: Procurement
  • IT-06: Change Management
Key Test Scenarios:
  • IT asset creation and tracking
  • Ticket creation and resolution
  • License tracking and renewal
  • Procurement request workflow

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PF (Platform Foundation) - Priority 5

Features to Test:
  • PF-01: Organizations & Sites
  • PF-02: User Roles & Permissions
  • PF-06: User Profiles
  • PF-10: Notifications
  • PF-11: Document Management
  • PF-12: Reporting Engine
Key Test Scenarios:
  • Organization onboarding
  • User invitation and role assignment
  • Document upload and permissions
  • Notification delivery
  • Report creation and execution

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Roles and Responsibilities

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UAT Coordinator

  • Responsibilities:
    • Plan and coordinate UAT activities
    • Manage test case assignments
    • Track progress and report status
    • Facilitate defect triage
    • Generate UAT reports

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Testers

  • Responsibilities:
    • Execute assigned test cases
    • Document test results
    • Report defects with details
    • Verify defect fixes
    • Provide feedback on usability

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Business Analysts

  • Responsibilities:
    • Validate test scenarios cover requirements
    • Clarify business rules
    • Review test results
    • Approve sign-off criteria

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Developers

  • Responsibilities:
    • Fix defects identified in UAT
    • Provide technical clarification
    • Support test environment
    • Verify fixes before retest

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Product Owner

  • Responsibilities:
    • Define UAT scope and priorities
    • Review and approve test scenarios
    • Make go/no-go decisions
    • Sign off on UAT completion

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Success Criteria and Metrics

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Overall Success Criteria

Must Have:
  • 95%+ of critical test cases pass
  • Zero critical defects (data loss, security breaches)
  • <5% of test cases blocked by blockers
  • All multi-tenant isolation tests pass
  • All role-based access tests pass
Should Have:
  • 90%+ of high-priority test cases pass
  • <10% of test cases blocked
  • User satisfaction score ≥4.0/5.0
  • Performance targets met
Nice to Have:
  • 85%+ of all test cases pass
  • Mobile responsiveness verified
  • Cross-module integration tested

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Key Metrics

Test Execution Metrics:
  • Total test cases: [Count]
  • Test cases executed: [Count]
  • Test cases passed: [Count]
  • Test cases failed: [Count]
  • Test cases blocked: [Count]
  • Test cases skipped: [Count]
  • Pass rate: [Percentage]
Defect Metrics:
  • Total defects: [Count]
  • Critical defects: [Count]
  • High defects: [Count]
  • Medium defects: [Count]
  • Low defects: [Count]
  • Defects fixed: [Count]
  • Defects open: [Count]
Progress Metrics:
  • Days in UAT: [Count]
  • Test cases per day: [Average]
  • Defects per day: [Average]
  • Estimated completion: [Date]
Performance Metrics:
  • Page load time: <3s (p95)
  • API response time: <500ms (p95)
  • Database query time: <200ms (p95)

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Templates Reference

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Test Case Template

Location: templates/UAT_TEST_CASE_TEMPLATE.md Use this template to create individual test cases. Each test case should include:
  • Test Case ID
  • Feature/Module
  • Test Scenario Name
  • Priority
  • Preconditions
  • Test Steps
  • Expected Results
  • Test Data Requirements
  • Pass/Fail Criteria

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Test Execution Checklist

Location: templates/UAT_EXECUTION_CHECKLIST_TEMPLATE.md Use this template to track test execution sessions. Includes:
  • Session information
  • Test case execution status
  • Notes and issues
  • Screenshots

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Defect Report Template

Location: templates/UAT_DEFECT_REPORT_TEMPLATE.md Use this template to report defects found during UAT. Includes:
  • Defect ID
  • Test Case ID
  • Severity and Priority
  • Steps to Reproduce
  • Expected vs Actual
  • Environment details

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Progress Dashboard Template

Location: templates/UAT_PROGRESS_DASHBOARD_TEMPLATE.md Use this template to track overall UAT progress. Includes:
  • Overall metrics
  • Feature-wise breakdown
  • Test execution summary
  • Defect summary
  • Risk assessment

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Cursor Commands Reference

The following Cursor commands simplify UAT workflows:

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generate-uat-test-cases

Generate test cases from specification files automatically. 
# Generate test cases for HR module
generate-uat-test-cases --module hr

# Generate test cases for all modules
generate-uat-test-cases --all

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create-uat-session

Create a new UAT execution session with checklist template. 
# Create session for HR module
create-uat-session --tester "John Doe" --module hr

# Create session for specific feature
create-uat-session --tester "Jane Smith" --feature HR-02

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track-uat-progress

Update progress tracking from execution logs. 
# Track progress for specific session
track-uat-progress --session docs/testing/uat/execution-logs/session-2026-01-15/

# Track all sessions and update dashboard
track-uat-progress --all --update-dashboard

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create-uat-defect

Create a defect report from template with auto-numbering. 
# Create defect for test case
create-uat-defect --test-case HR-UAT-042 --severity high

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generate-uat-report

Generate UAT summary report with metrics and charts. 
# Generate report for HR module
generate-uat-report --module hr --output reports/uat/

# Generate report for all modules
generate-uat-report --all --format html

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export-uat-csv

Export markdown checklists to CSV for stakeholder sharing. 
# Export specific session
export-uat-csv --session docs/testing/uat/execution-logs/session-2026-01-15/

# Export all sessions
export-uat-csv --all --output docs/testing/uat/exports/

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generate-uat-test-data

Generate synthetic test data for UAT environment. 
# Generate HR test data
generate-uat-test-data --module hr --orgs 2 --employees 50

# Generate test data for all modules
generate-uat-test-data --all --orgs 2

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validate-uat-readiness

Validate UAT environment and test data readiness. 
# Validate HR module readiness
validate-uat-readiness --module hr

# Validate all modules
validate-uat-readiness --all
See: .cursor/README.md for complete command reference

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Automation Scripts

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Test Case Generator

Location: scripts/uat/generate-test-cases.ts Automatically generates test cases from specification files. Usage: 
npm run uat:generate-test-cases -- --module hr
npm run uat:generate-test-cases -- --module fa
npm run uat:generate-test-cases -- --all

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Test Data Generator

Location: scripts/uat/generate-test-data.ts Generates synthetic test data for UAT environment. Usage: 
npm run uat:generate-test-data -- --module hr --orgs 2 --employees 50
npm run uat:generate-test-data -- --all --orgs 2

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Progress Tracker

Location: scripts/uat/track-progress.ts Updates progress tracking from execution logs. Usage: 
npm run uat:track-progress -- --input docs/testing/uat/execution-logs/

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Report Generator

Location: scripts/uat/generate-report.ts Generates UAT summary reports with metrics. Usage: 
npm run uat:generate-report -- --output reports/uat/

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Best Practices

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Test Execution

  1. Follow Test Cases: Execute test cases as written, don’t skip steps
  2. Document Everything: Record all observations, even if test passes
  3. Take Screenshots: Capture screenshots for defects and key steps
  4. Report Immediately: Don’t wait to report defects
  5. Verify Fixes: Re-test defects after fixes are deployed

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Defect Reporting

  1. Be Specific: Include exact steps to reproduce
  2. Include Context: Provide environment, browser, user role
  3. Attach Evidence: Screenshots, logs, error messages
  4. Prioritize Correctly: Use severity and priority appropriately
  5. Follow Up: Track defect status and verify fixes

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Progress Tracking

  1. Update Daily: Update progress tracking daily
  2. Be Honest: Report blockers and issues immediately
  3. Communicate: Share progress in daily standups
  4. Identify Risks: Flag risks early
  5. Celebrate Wins: Acknowledge completed features

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Test Data

  1. Use Synthetic Data: Never use real PHI/PII
  2. Be Realistic: Test data should reflect real-world scenarios
  3. Clean Up: Remove test data after UAT completion
  4. Document: Document test data setup for reproducibility
  5. Isolate: Use separate test organizations

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Common Issues and Solutions

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Issue: Test Environment Not Ready

Solution: Run validate-uat-readiness command to check environment status

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Issue: Missing Test Data

Solution: Run generate-uat-test-data command to create test data

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Issue: Test Cases Not Generated

Solution: Run generate-uat-test-cases command from spec files

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Issue: Progress Not Updating

Solution: Run track-uat-progress command to update from execution logs

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Issue: Can’t Export to CSV

Solution: Run export-uat-csv command to convert markdown to CSV

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Test Data Setup

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Key Principles

  • Synthetic data only (no PHI/PII)
  • Multi-tenant setup (2+ test organizations)
  • Realistic scenarios (healthcare context)
  • Isolated from production

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Multi-Tenant Setup Requirements

Minimum: 2 test organizations, 3-5 sites each, 10-20 test users each, 50-100 employees each. Test User Naming: uat-{role}-{org}-{number}@test.encoreos.io

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Module-Specific Test Data Requirements

ModuleKey Data Volumes
HR50-100 employees, 5-10 departments, 20-30 credentials, 50-100 time punches
FAChart of accounts, 50-100 transactions, 20-30 invoices, 10-15 vendors
RH20-30 residents, 10-15 beds, 5-10 programs, 5-10 incidents
GR10-15 policies, 20-30 training assignments, 5-10 audits
FW10-15 forms, 50-100 submissions, 10-15 automation rules
FM20-30 assets, 20-30 work orders, 50-100 inventory items
LO20-30 rocks, 10-15 meetings, 10-15 scorecards
IT20-30 IT assets, 50-100 tickets, 10-15 software licenses
PFOrganizations, sites, users (base data), 20-30 documents

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Automated Generation

# Generate base platform data first
npm run uat:generate-test-data -- --module pf --orgs 2

# Generate module-specific data
npm run uat:generate-test-data -- --module hr --orgs 2 --employees 50
npm run uat:generate-test-data -- --all --orgs 2

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Synthetic Data Guidelines

Never use real patient names, SSNs, addresses, medical record numbers, or insurance info. Always use faker-generated synthetic data with obvious test values (e.g., (555) 123-4567, test@example.com).

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Quick Reference Checklist

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Before UAT

  • validate-uat-readiness --module {module}
  • generate-uat-test-data --module {module} --orgs 2
  • generate-uat-test-cases --module {module}
  • Review test scenarios in docs/testing/uat/{module}-test-scenarios.md
  • create-uat-session --tester "Name" --module {module}

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During UAT

  • Execute test cases, document Pass/Fail/Blocked/Skipped
  • create-uat-defect --test-case {ID} --severity {level}
  • track-uat-progress --session {path}

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After UAT

  • generate-uat-report --module {module} --output reports/uat/
  • export-uat-csv --session {path}
  • Review metrics, obtain stakeholder sign-off

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Defect Severity

SeverityImpactExample
CriticalSystem unusable, data loss, security breachCannot login, data corruption
HighMajor feature broken, workaround existsFeature not working
MediumMinor feature issueUI glitch, non-critical error
LowCosmeticTypo, minor UI improvement

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Version History

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2.0.0 (2026-04-10)

  • Consolidated UAT_QUICK_REFERENCE.md and UAT_TEST_DATA_GUIDE.md into this file
  • Added test data setup section and quick reference checklist

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1.0.0 (2026-01-15)

  • Initial UAT Guide created
Maintained by: Platform QA Team