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UAT Tracker Playbook for Small Clients

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zeitguys

This playbook outlines the process for sending a UAT (User Acceptance Testing) tracker to smaller clients who don’t require the full project tracker workbook.

When to Use This Process

  • Working with smaller clients
  • Client only needs UAT tracking functionality
  • Large project tracker would be overwhelming or unnecessary for the client’s needs

Step-by-Step Process

1. Determine Client Needs

  • Assess whether the client needs a full project tracker or just UAT functionality
  • For smaller clients, default to the simplified UAT-only approach

2. Prepare the UAT Tracker File

  1. Download the master file from the project folder
  2. Rename the file appropriately for the client
  3. Save to your local drive
  4. Delete unnecessary sheets from the workbook:
    • Remove all sheets that the client doesn’t need to see
    • Keep only the UAT-related sheets
    • Hide or lock any remaining sheets that contain internal information

3. Prepare Client Instructions

  • Include clear, written instructions for the client
  • Keep instructions simple and straightforward
  • Focus on how to use the UAT tracker effectively
  • Avoid overly wordy explanations

4. Send to Client

  • Send the cleaned-up workbook with instructions
  • Ensure the client understands how to navigate and use the tracker

Quality Control Process

Before Sending

  • Team Review: Send the prepared instructions back to the team for review before publishing
  • Content Check: Team members should verify:
    • Language makes sense
    • Nothing important is missing
    • Instructions are not too wordy
    • Content is appropriate for a collaborative document

Review Participants

  • Include relevant team members (Mike, Angela, Birdi) in the review process
  • Each reviewer should check from their area of expertise

Key Principles

  • Keep it simple: Don’t overwhelm smaller clients with unnecessary complexity
  • Collaborative approach: UAT is a collaborative document between client and team
  • Client-focused: Remove internal sheets and information the client doesn’t need
  • Clear communication: Provide straightforward instructions without jargon

File Management

  • Store the master tracker in the appropriate project folder
  • Maintain version control when creating client-specific versions
  • Ensure proper naming conventions for client deliverables

Notes

  • This process is specifically for smaller clients who don’t need the full project tracker
  • For larger projects (like CLRI), use the full project tracker process instead
  • Always customize the approach based on client size and needs

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