Paragon Contractors LLC · HCSS-supplied test scripts · Systems Integration Testing
Goal: every lead walks into the war room tomorrow at 10:45 with a completed checklist — so we can make a real go/no-go call with a day of runway still in hand.
Testing is complete. All 61 cases were exercised Aug 4–6 and every area lead has validated their own. HeavyJob Web Advanced billing — the last item open — was resolved with HCSS on Aug 17: the period permission is settled, and so is the seeding of each mid-contract job's opening billed-to-date and quantities, so the first estimate bills as application #11 rather than #1. The HeavyJob period is a billing cycle set by date, independent of the accounting period.
What remains is the record, not the software. HCSS will not schedule the conversion without signed results.
| When | What | Who |
|---|---|---|
| Mon Aug 24 | Pass/Fail checklists re-issued to all four area leads. All twelve sandbox IDs now verified. | Steph |
| Tue Aug 25 10:45 · war room | PRE-FINAL GO / NO-GO. Every lead brings a completed Pass/Fail checklist. We walk the criteria, triage anything marked Fail or Blocked, confirm operational readiness, and make the call for Wednesday — with a day still left to act on the answer. | Polly, Jared, Susan & Tonia, Steph |
| Tue Aug 25 11:20 – 2:00 | Close whatever the go/no-go surfaced — or notify HCSS we are standing down. 2:00 PM is the deadline HCSS gave us. After it the slot is committed and Wednesday happens either way. | Steph |
| Wed Aug 26 morning | Sign-off executed from the returned checklists → HCSS final approval. In the same window: PM finalize the project-management features with Tyler and decide whether they are in scope at all. From what we can see they are not in use today, so there may be nothing there to convert. | Steph · Tyler |
| Wed Aug 26 conversion | CONVERSION. Everyone out of HeavyJob Manager, foremen off the HCSS Field app. Plan for ~4 hours of downtime; HCSS often finishes sooner. Conversions run Mon–Fri, 8:00–4:00 CT. | HCSS · all staff |
The PM session does not gate the checklists — those come to the war room Tuesday regardless. If PM turns out to be out of scope, record that explicitly on the sign-off so there is no ambiguity later about what was and was not tested.
First pay estimate after cutover: do not issue one until the mid-contract opening balances are seeded and tied out. Without the catch-up entry establishing prior amounts, HeavyJob presents the entire to-date contract value as currently due rather than the period increment — we are billing application #11, not #1.
| Area | Lead | Cases | Status |
|---|---|---|---|
| Admin | Polly · with Megan, Tonia | 10 | Awaiting |
| Field | Jared · with Daniel | 17 | Awaiting |
| Manager | Susan — payroll 11 · Tonia — reports & billing 17 | 28 | Awaiting |
| Integration | Steph | 6 | Awaiting |
Workbooks are in 26.0804 Training\Pass-Fail Checklists. Mark every case Pass, Fail, Blocked or N/A, add your name and the date, and bring it to the war room Tuesday at 10:45. You are recording what you already saw in August — it should take minutes. To re-check anything, the enhanced step-by-step scripts are at Z:\Steph Temp\HJW Training Scripts, not the raw HCSS workbooks.
Known exception: the Integration cases Custom Reports and Custom T&M Billing arrived from HCSS with no written steps. Record them N/A with a note unless a real example gets walked first.
| Criterion | GO looks like | Owner |
|---|---|---|
| Hard stops — any one unmet is a no-go | ||
| All four checklists in | Admin 10 · Field 17 · Manager 28 · Integration 6 — every case marked, no blanks | Four leads |
| No unresolved Fail on daily operation | Nothing outstanding on timecard entry, timecard review, Export to Payroll, or job / cost-code setup | Steph |
| HCSS confirmed for Wednesday | On their calendar, start time known. Stand-down deadline confirmed: 2:00 PM Tuesday — clarified by HCSS Mon Aug 24 | Steph |
| Readiness — must be closed by 2:00 PM Tuesday | ||
| Downtime communicated | Everyone knows to be out of HeavyJob Manager; foremen know the Field app is down and for how long | Steph · leads |
| Rate Set workbook current | Updated with jobs added since the original data collection, ready for the final HCSS sweep | Polly · HCSS |
| Non-blocking defects logged | Anything we choose to live with is written down with an owner | Steph |
| Agreed, not gating — confirm and move on | ||
| First pay estimate held | No estimate goes out until mid-contract opening balances are seeded and tied out — application #11, not #1 | Polly · Tonia |
| PM scope | Open, being settled with Tyler Wednesday morning, not a condition of converting | Steph · Tyler |
The call to make out loud: GO and Wednesday proceeds — or NO-GO and HCSS hears before 2:00 PM, while the slot can still be released. If it is too close to call at 11:20, set a check-in for 1:30 and decide then. The one outcome worse than either answer is letting 2:00 arrive undecided.
Case-by-case validation status for all 61 cases is maintained online and updated as checklists come back:
claude.ai/code/artifact/8ff80fb7-77b0-42d6-ae72-e00f325c2271
Sandbox / test environment: https://heavyjob.hcssapps.com
Use this link — not the normal way you log into HeavyJob. This is a separate testing sandbox HCSS built for us. Your testing ID is firstname@paragon (example: stephanie@paragon), a temporary testing ID rather than your daily login.
| Tester | Area | Login ID | Work email | ID |
|---|---|---|---|---|
| Polly | AdminMgr | polly@paragon | polly@paragontulsa.com | Verified |
| Megan | Admin | megan@paragon | megan@theforrestgroup.com | Verified |
| Tonia | Admin | tonia@paragon | tonia@theforrestgroup.com | Verified |
| Jared | Field | jared@paragon | jared@paragontulsa.com | Verified |
| Daniel | Field | daniel@paragon | daniel@paragontulsa.com | Verified |
| Susan | Manager | susan@paragon | susan@theforrestgroup.com | Verified |
| Steph | Integration | steph@paragon | stephanie@paragontulsa.com | Verified |
| Peter | Team | peter@paragon | peter@theforrestgroup.com | Verified |
| Amanda | Team | amanda@paragon | amanda@theforrestgroup.com | Verified |
| Rebecca | Team | rebecca@paragon | rebecca@theforrestgroup.com | Verified |
| Tyler | TeamPM | tyler@paragon | tyler@paragontulsa.com | Verified |
| Eric | TeamPM | eric@paragon | eric@paragontulsa.com | Verified |
All twelve IDs are now verified. Tyler and Eric own the project-management features, which sat outside the 61 cases — see the PM session on Wednesday. Peter, Amanda and Rebecca are floating support.
Monday, Aug 3 — login verification
Staggered 15-minute slots, 11:30–4:45, each tester confirming they could reach the sandbox and log in. Ten of twelve verified; Eric and Tyler outstanding, gated on the PM features they own.
Tuesday, Aug 4 — trainer on-site
| Time (CT) | Session | Who |
|---|---|---|
| 9:30–10:30 | Trainer orientation & plan review | Steph + Nisheeth |
| 10:30–12:00 | Admin Setup foundation — General Setups Creation (cost codes, employees, labor & equipment rates, access groups) + Job / Location Creation | Polly, Megan, Tonia |
| 1:00–2:30 | Field Field entry — Field Time Card + myField (clock-in, hour entry, kiosk) | Jared & Daniel · Tyler & Eric (crew) |
Wednesday, Aug 5
| Time (CT) | Session | Who |
|---|---|---|
| 9:30–11:00 | Mgr Payroll & timekeeping — Export to Payroll + Manager Time Card review. In parallel: Field Mobile Manager + Field Other | Polly & Susan · Tonia (1 hr) · Jared |
| 1:00–2:30 | Manager Billing & Tools + Reports | Susan & Polly |
| PM | Code-book prep with the trainer | Steph, Peter & Eric |
Thursday, Aug 6 — code books & wrap-up
| Time (CT) | Session | Who |
|---|---|---|
| 10:00–11:00 | HCSS structures & code books refresher, held before the production meeting | Everyone + Nisheeth |
| 11:00–11:30 | Production meeting | — |
| 11:30–12:30 | Finalize testing review — defects, sign-off, next steps | Steph + Dale |
| Lunch | Informal code-book walk-through | Team (optional) |
| Role | Name | |
|---|---|---|
| Trainer | Nisheeth V Parekh — NVP Consulting | owner@nvpconsult.com |
| Coordinator | Stephanie (Steph) | stephanie@paragontulsa.com |
| Date | Amendment |
|---|---|
| Aug 24, 2026 (Mon, late eve) | HCSS confirmed the stand-down deadline: 2:00 PM Tuesday. That, not Wednesday morning, is the point of no return. Readiness items re-scoped from "fixable Tuesday afternoon" to "closed by 2:00 PM"; added a 1:30 fallback check-in if the 11:20 call is too close to make. |
| Aug 24, 2026 (Mon, eve) | Pre-final go/no-go added — Tue Aug 25, 10:45, war room. Leads bring completed checklists to the session rather than emailing them; we triage anything Fail or Blocked and make the call for Wednesday with a day of runway left. Go/no-go criteria published, split into hard stops, readiness items, and things agreed but not gating. |
| Aug 24, 2026 (Mon, late) | Date correction — the conversion is Wednesday, Aug 26. Sign-off must be executed Wednesday morning, before HCSS begins, so the four checklists are due back end of day Tuesday, Aug 25, not Thursday. Added a conversion-day sequence (MSE sweep, everyone out of HeavyJob Manager, foremen off the Field app, ~4 hrs downtime) and a reminder that the first pay estimate waits on seeded opening balances. |
| Aug 24, 2026 (Mon, PM) | Roster closed and PM session set. Daniel's address confirmed as daniel@paragontulsa.com. Tyler and Eric verified — 12 of 12 IDs. Added a PM features session with Tyler, Wednesday morning, to settle whether project management is in scope for this conversion; current read is that it is not in use. Added a "this week" schedule. |
| Aug 24, 2026 (Mon) | Sign-off is the only open item. Advanced billing was resolved with HCSS on Aug 17, moving all 61 cases to validated. The Pass/Fail checklists were slated to go out Thu Aug 20 and did not — the week of Aug 17 was lost with sign-off at zero. Checklists re-issued today with a hard deadline of Thu Aug 27. TODAY banner rolled to Aug 24, timeline added, testing schedule moved to history, and a link added to the live tracker. |
| Aug 17, 2026 (Mon) | Billing thread active: conversion-script testing complete. Focus moved to the new setup of HeavyJob Web Advanced billing — final validation with Polly, then a 10:30 review with HCSS on the period permission and mid-contract opening balances (billing app #11). |
| Aug 6, 2026 | Day 3: code books & wrap-up. Refresher 10:00–11:00 led by Steph, Peter & Eric → production meeting → Steph & Dale finalize. Wednesday's payroll and field scripts logged complete. |
| Aug 5, 2026 (PM) | Code-book plan locked. Thursday session moved to 10:00 so it lands before the production meeting, led by the three who prepped. Added a Thursday lunch review. |
| Aug 5, 2026 | Day 2: payroll & timekeeping — Polly and Susan moved to a 9:30 start; Tonia joined for an hour. |
| Aug 4, 2026 | Day 1: Polly, Peter, Amanda, Rebecca, Daniel, Jared & Megan verified logins — 10 of 12 IDs confirmed; Eric and Tyler outstanding. Daniel added to Field. |
| Aug 3, 2026 | Rebuilt all 10 HCSS test scripts as simplified tester checklists (Step / Do this / You should see / Pass–Fail / Notes) and posted to Z:\Steph Temp\HJW Training Scripts. Flagged two Integration cases with no written steps in HCSS's source. Full Tue–Thu schedule and per-person attendance table published. |