UAT Documentation: Complete Guide to User Acceptance Testing Documentation

# UAT Test Plan - Order Management System

## 1. Objectives
- Validate order processing workflow meets business requirements
- Confirm system usability for customer service representatives
- Verify integration with existing ERP system
- Ensure compliance with data protection regulations

## 2. Scope
### In Scope:
- Order creation and modification processes
- Customer search and management
- Inventory checking and allocation
- Basic reporting functions

### Out of Scope:
- System administration functions
- Advanced analytics (Phase 2)
- Third-party payment gateway configuration

## 3. Acceptance Criteria
- All critical business processes execute without errors
- System response time under 3 seconds for standard operations
- Zero critical defects in production scenarios
- 90% user satisfaction rating from UAT participants

## 4. Testing Approach
- Scenario-based testing using real business cases
- Parallel run with existing system for one week
- Progressive testing from simple to complex workflows
- Daily review sessions with business stakeholders

# UAT Test Script: Create New Customer Order

## Test ID: UAT-ORD-001
## Priority: Critical
## Estimated Duration: 15 minutes

### Prerequisites:
- Valid user credentials for Customer Service role
- Test customer account (CUST-TEST-001)
- Available inventory for test products

### Test Steps:

| Step | Action | Expected Result | Pass/Fail | Comments |
|------|--------|-----------------|-----------|----------|
| 1 | Login with CS credentials | Dashboard displays with order menu visible | | |
| 2 | Click "New Order" button | Order creation form opens | | |
| 3 | Search for customer "CUST-TEST-001" | Customer details populate automatically | | |
| 4 | Add product SKU-12345 quantity 2 | Product added to cart, price calculated | | |
| 5 | Apply discount code "UAT10" | 10% discount applied to order total | | |
| 6 | Select "Express Shipping" | Shipping cost added, delivery date shown | | |
| 7 | Click "Process Payment" | Payment screen appears with test gateway | | |
| 8 | Complete payment with test card | Payment confirmed, order number generated | | |
| 9 | Verify order in "Recent Orders" | Order appears with correct status | | |
| 10 | Check inventory update | Available quantity reduced by 2 | | |

### Post-Test Verification:
- [ ] Email confirmation sent to customer
- [ ] Order visible in management dashboard
- [ ] Inventory levels updated correctly
- [ ] Order data synchronized with ERP

# User Acceptance Testing Sign-off Document

## Project: Order Management System v2.0
## UAT Period: October 1-14, 2025

### Testing Summary
- Total Test Cases Executed: 156
- Passed: 148
- Failed: 5 (resolved and retested)
- Deferred: 3 (approved for post-launch fix)

### Acceptance Criteria Status

| Criteria | Target | Actual | Status |
|----------|--------|--------|--------|
| Critical Process Success Rate | 100% | 100% | ✓ Met |
| System Response Time | <3 sec | 2.1 sec avg | ✓ Met |
| User Satisfaction Score | >90% | 94% | ✓ Met |
| Critical Defects | 0 | 0 | ✓ Met |
| Data Accuracy | 99.9% | 99.95% | ✓ Met |

### Outstanding Items (Accepted for Production)
1. Report export to Excel occasionally shows formatting issues (Minor - DEF-234)
2. Help documentation incomplete for advanced features (To be completed by Oct 20)
3. Mobile responsive design optimization pending (Phase 2 scope)

### Sign-off Approval

By signing below, stakeholders confirm:
- The system meets agreed business requirements
- Identified issues are acceptable for production launch
- Post-launch support plan is understood and agreed

**Business Owner:** _________________ Date: _______
**IT Director:** _________________ Date: _______
**UAT Lead:** _________________ Date: _______
**Project Manager:** _________________ Date: _______

<!-- UAT Feedback Form Template -->
<form id="uat-feedback">
  <section class="user-info">
    <label>Name: <input type="text" required></label>
    <label>Department: <input type="text" required></label>
    <label>Role: <input type="text" required></label>
    <label>Testing Date: <input type="date" required></label>
  </section>

  <section class="functionality-feedback">
    <h3>Functionality Assessment</h3>
    <div class="rating-item">
      <label>Order Processing Workflow:</label>
      <select name="order-workflow">
        <option>Excellent</option>
        <option>Good</option>
        <option>Acceptable</option>
        <option>Poor</option>
      </select>
      <textarea placeholder="Comments..."></textarea>
    </div>

    <div class="rating-item">
      <label>System Performance:</label>
      <select name="performance">
        <option>Very Fast</option>
        <option>Acceptable</option>
        <option>Slow</option>
        <option>Unacceptable</option>
      </select>
      <textarea placeholder="Specific performance issues..."></textarea>
    </div>
  </section>

  <section class="usability-feedback">
    <h3>Usability Evaluation</h3>
    <label>
      How intuitive is the system? (1-10):
      <input type="range" min="1" max="10" name="intuitiveness">
    </label>

    <label>
      Training requirements:
      <select name="training-needs">
        <option>Minimal (< 1 hour)</option>
        <option>Moderate (1-4 hours)</option>
        <option>Significant (1-2 days)</option>
        <option>Extensive (> 2 days)</option>
      </select>
    </label>
  </section>

  <section class="issues-concerns">
    <h3>Issues and Concerns</h3>
    <textarea name="blockers" placeholder="Show-stopping issues..."></textarea>
    <textarea name="improvements" placeholder="Suggested improvements..."></textarea>
    <textarea name="missing-features" placeholder="Missing functionality..."></textarea>
  </section>
</form>

# UAT Test Data Configuration

test_data_sets:
  customers:
    - id: CUST-UAT-001
      name: "Test Customer Alpha"
      credit_limit: 10000
      status: "Active"
      region: "North"

    - id: CUST-UAT-002
      name: "Test Customer Beta"
      credit_limit: 5000
      status: "On Hold"
      region: "South"

  products:
    - sku: "TEST-PROD-001"
      name: "UAT Test Product A"
      price: 99.99
      inventory: 1000
      category: "Electronics"

    - sku: "TEST-PROD-002"
      name: "UAT Test Product B"
      price: 49.99
      inventory: 500
      category: "Accessories"

  orders:
    historical_orders: 50
    date_range: "2025-01-01 to 2025-09-30"
    statuses: ["Pending", "Shipped", "Delivered", "Cancelled"]

data_masking_rules:
  - field: "credit_card"
    method: "tokenize"
  - field: "ssn"
    method: "partial_mask"
  - field: "email"
    method: "domain_replace"

# UAT Participant Training Guide

## Introduction to UAT
User Acceptance Testing validates that the system meets your business needs. Your role is crucial in ensuring the software works correctly for real-world scenarios.

## Your Responsibilities
1. Execute assigned test scripts
2. Document results accurately
3. Report issues immediately
4. Provide constructive feedback
5. Attend daily review sessions

## How to Execute Test Scripts

### Step 1: Access the UAT Environment
- URL: https://uat.company.com
- Credentials: Provided separately via secure email
- Browser: Chrome or Edge (latest version)

### Step 2: Follow Test Scripts
- Read entire script before starting
- Execute steps exactly as written
- Document actual results vs. expected
- Take screenshots of errors

### Step 3: Report Issues
When you encounter an issue:
1. Stop testing that scenario
2. Take a screenshot (Alt+PrtScn)
3. Note the exact error message
4. Record steps to reproduce
5. Submit via issue tracking system

## Common Testing Scenarios

### Positive Testing
- Execute happy path scenarios
- Use valid data
- Follow normal workflows

### Negative Testing
- Try invalid inputs
- Skip required fields
- Test boundary conditions

### Exploratory Testing
- Try alternative paths
- Test "what if" scenarios
- Validate against real experience

## Tips for Effective Testing
- Think like an end user, not a tester
- Question anything that seems unusual
- Compare with current system behavior
- Consider downstream impacts
- Test with production-like volumes

# UAT Daily Status Report - Day 5 of 10

## Date: October 5, 2025

### Testing Progress
- Planned test cases today: 25
- Executed: 23
- Passed: 20
- Failed: 3
- Blocked: 2

### Key Achievements
- Completed end-to-end order workflow testing
- Validated customer management module
- Confirmed report generation functionality

### Issues and Risks
- **Critical:** Payment gateway timeout under load (UAT-DEF-004)
- **High:** Inventory sync delay with ERP system (UAT-DEF-005)
- **Risk:** Limited availability of business users next week

### Next Steps
- Retest payment gateway with fix (Morning)
- Begin performance testing scenarios (Afternoon)
- Conduct user training session (2:00 PM)

### Decisions Required
- Approve workaround for inventory sync issue
- Confirm go-live date considering current issues

### Attendance
- Business Users: 8 of 10 present
- IT Support: Fully staffed
- Vendor Support: On standby

# UAT Lessons Learned - Order Management System

## What Went Well
- Strong business user engagement throughout testing
- Clear test scripts reduced ambiguity
- Daily status meetings kept stakeholders informed
- Parallel run identified critical integration issues
- Sign-off process was smooth and well-documented

## Areas for Improvement
- Test data preparation took longer than planned
- Some test scripts lacked negative scenarios
- Issue tracking system training needed earlier
- Performance testing should start sooner
- More business users needed for comprehensive coverage

## Recommendations for Future UAT
1. Begin test data preparation 2 weeks before UAT
2. Include negative test scenarios in all scripts
3. Conduct UAT training 1 week before testing starts
4. Allocate 20% time buffer for issue resolution
5. Establish backup testers for each module
6. Create video tutorials for complex processes
7. Implement automated smoke tests before UAT

## Metrics for Success
- 95% test script completion rate (Achieved: 92%)
- Less than 5 critical defects (Achieved: 3)
- User satisfaction > 90% (Achieved: 94%)
- On-time delivery (Achieved: Yes)