User Acceptance Testing (UAT) Enhancements and Bug Tracker - Downloadable

This concise user acceptance testing tracker focuses on what teams need most during UAT sessions: who tested (user group and business unit), what they found (bugs or enhancement requests), how to reproduce it, priority (High/Medium/Low), and current status (active, resolved, pending). Used as a UAT tracking sheet or findings log, it supports pass/fail outcomes, a comments column for context, and a simple pass fail matrix so sponsors and product owners can see progress quickly and prepare for formal acceptance and sign-off.

Within the SDLC, including a waterfall SDLC, this artifact fits the UAT stages alongside a UAT test plan, test scripts, acceptance criteria, and UAT documentation. It helps maintain requirements traceability back to the requirements document and system requirements, showing that the system design conforms to requirements. After rounds of testing, teams schedule a debrief meeting, prioritize findings, agree on an action plan, and capture documented evidence before UAT approval and final approval for go-live and post go-live monitoring.

Best practice recommendations include clear roles and responsibilities across the UAT team, QA team, business users, and a product owner. Categorize issues as application bug, software bug, system issue, script error, design change, or enhancement request; label in progress; track bugs and enhancements through error correction and retesting; and report timeline and progress reporting. Many groups implement an Excel tracker stored in SharePoint or a UAT folder in TFS/MTM.

An Excel-based dynamic tool with locked fields to prevent copy/reformat errors is low/no cost, needs minimal training, and is easy to share with customers. Include assignment tracking, a UAT summary report, and a UAT kick-off with training testers, a communication plan, change management, and phased implementation.

Use cases span regulated and enterprise contexts: clinical outcome assessment using an eCOA system with BYOD or provisioned devices (Android/iOS), internet browser, and screen size device requirements, study protocol, and study-specific requirements, site testing, and risk-based approaches to software validation aligned with regulatory authorities and FDA guidance by a study sponsor, CRO, or designee. For analytics, report developers validate fields and aggregations in Cognos, Tableau, or HANA QA against data source and backend databases, including time travel and data loading tests for study dashboards, team content, and a study portal across development, test, UAT, and production environments (QA and prod environment).

Proposal Kit can help assemble the surrounding UAT plan, test plan, and scripts, summary reports, and related documents. Its document assembly, automated line-item quoting, AI Writer for supporting materials, and extensive template library make it fast to produce consistent UAT packages that improve data quality and operational efficiency with ease of use.

Beyond identifying bugs and enhancements, effective UAT conducts scenarios of how workflows flow through hosting environments and the project lifecycle. Teams structure the UAT process so requirements are communicated early, then verified through system validation and usability testing in a development environment, test environment, QA environment, and a controlled UAT environment before any production environment release. A dedicated UAT team partners with quality assurance, a subject matter expert, and a product owner to balance technical and functional checks with the day-to-day job of business users.

They execute UAT scripts, record defects and UAT findings in a UAT findings log and an enhancements log, run test reporting, track bug fixes, and manage a clear UAT timeline. Formal steps include a UAT debrief to remove rate-limiting step constraints, agree on action plan items, and document sponsor approval and UAT sign off per SOP and process.

In regulated programs, such as a clinical study, a sponsor or designee, and the study team often apply a risk-based approach. When an eCOA program aligns with ePRO Consortium practices, bring your own device, and provisioned integrated devices are validated against minimum operating system and internet browser requirements. Interfaces to EDC and IRT, plus data transfers with analytics packages, require data management reviews, site monitoring, and study site monitoring against monitoring plans.

For application-based solutions on a B2B platform, teams verify customization features used by study participants in the UAT environment before go-live. Replacing a paper list with a structured tracker reduces rework and supports consistent UAT findings across environments.

Proposal Kit helps organizations assemble the surrounding document set-UAT plan, UAT scripts, UAT findings log, enhancements log, SOPs, monitoring plans, and approval summaries- so dedicated teams can produce consistent packages quickly. Document assembly, automated line-item quoting, an AI Writer for supporting materials, and an extensive template library streamline preparation for sign-offs while improving clarity and consistency.

Organizations gain additional value when a dedicated team coordinates technical functional validation with business workflows. Establishing measurable acceptance criteria up front reduces ambiguity in pass/fail calls and accelerates triage. Calibrating testers with short dry runs improves consistency across user groups, and lightweight metrics, such as defect aging, retest turnaround, and pass rates by script, keep leadership focused on where help is needed.

Decision rights for prioritization (who can approve a design change versus a bug fix) shorten feedback loops and protect the UAT timeline. Clear handoffs between discovery, fix, retesting, and final verification reduce idle time and keep UAT stages aligned with release windows.

Stakeholders benefit from concise communication cadences. A daily 15-minute stand-up for blockers, a mid-cycle checkpoint for scope shifts, and a final readiness review before sign-off provide predictable touchpoints without burdening the day-to-day job. For distributed teams, a simple taxonomy for findings-user-facing, data, integration, environment, or training helps route items to the right owner and prevents rework. Post go-live, a brief hypercare window with pre-agreed response targets builds confidence and protects operational efficiency.

Proposal Kit can further streamline this by giving teams consistent document shells for decision logs, RACI-style roles summaries, UAT debrief notes, and concise executive summaries alongside the core UAT plan and scripts. Its document assembly, AI-assisted writing for supporting materials, and template library help a dedicated team communicate clearly, capture decisions, and prepare leadership for timely sign-off.

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