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Making the decision to implement a new IT system is no small feat. However, with the right steps in place it can be a stress-free experience.

In recent weeks we have published blogs on various stages of adopting new technology, including how to build an impact case, choosing the right software and selecting an implementation partner.

Once you have these steps covered, have completed a business process review and defined your change management process, you can get started with your system setup and configuration. At this point you will be given a solution document. This will detail and define how the new software will achieve your objectives.

Your implementation will be defined by different phases, specified in your project plan.
Phases will include:

  • System set up
  • Test plans
  • Installation guides
  • User manuals
  • Go live assistance 

Conference Room Pilot 

In order to check users can perform key tasks within the new application, a conference room pilot (CRP) will be undertaken. The purpose of the CRP is to corroborate end user’s processes against the software application, giving users the opportunity to conduct key business processes using the new software.

User Acceptance Testing

User acceptance testing (UAT), sometimes also referred to as end-user testing or application testing, is the point at which the software is tested in the real world by its intended users. UAT involves the whole team thoroughly testing the system across every organisational process.

Stages of UAT

Whilst the specific steps and stages of UAT will differ for each organisation, the general framework remains the same.

TechTarget outlines the stages of UAT. Their 5 steps are defined as:

1. Plan – The business requirements, time frame and strategies for UAT are outlined.
2. Identify and create real-world test scenarios – These test scenarios should cover as many functional cases as possible that end users may face.
3. Select the testing team – The project team can decide whether to have only a few end users test the software or to open up testing to more               participants. However, end users should have knowledge of the business and how to detect and report issues.
4. Test and document – The end users begin testing the software, logging any potential bugs or problems. All issues should be recorded in a document with notes on where to find the point in question or how to reproduce the errors.
5. Update, retest and sign off – The project and/or development team will make adjustments based on test results, resolving any issues or making suggested changes. Users can then retest. Once the software meets the users’ criteria, the tester signs off on the changes.

Your implementation partner will provide example test plans for you to base your own test plan and schedule on. However, whilst your partner will be working with you to get the software ready for go-live, you will be in control of UAT. Remember this is your system and you hold the responsibility for making sure it works as you need it to, and your users understand how to do their job in the solution.

Proper testing of your system lies with you and your team. After all, who knows your organisation better than you?

Our latest eBook takes a more detailed look at the complete process of adopting new software.
Download a copy today.

If you are considering a financial software refresh, take a look at the solutions CPiO can offer, including Sage Intacct, Sage 200 and Sage X3. Contact us to discuss your requirements.