DISCLAIMER: Not endorsed by, affiliated with, or sponsored by Ivanti, ServiceNow, Remedy, Infor, or Sage. Any use of the software product names is descriptive of product experience / skillset or used to review the ITSM and CRM products.
DISCLAIMER: Not endorsed by, affiliated with, or sponsored by Ivanti, ServiceNow, Remedy, Infor, or Sage. Any use of the software product names is descriptive of product experience/skillset or used to review the ITSM and CRM products.
Spoiler alert. This blog post was created by ChatGPT!
ChatGPT by definition is a large language model trained by OpenAI based on the GPT (Generative Pre-trained Transformer) architecture, designed to understand and generate human-like language, which allows ChatGPT to have conversations with people and answer their questions on a wide range of topics. The purpose of ChatGPT is to assist and provide helpful responses to users.
On the surface it looks very promising, but as you dig deeper you will find there are still quite a few glitches and it’s more of a glorified search engine, not unlike using Google Voice, Alexa, or Siri to search for information.
Before ChatGPT, there was actually another way to produce similar results. That is with keywords, full-text indexing, and some crafty design & development to produce the correct Knowledge Articles and FAQs. Sure the interface is different but the result is the same, and arguably better because you can target specific keywords to specific results.
AI certainly has come a long way, particularly the AI Voice, which if you’re listening to this ITSM blog post as a podcast, you’ll find it’s pretty good. Still a little robot like for my liking and not very good at acronyms but certainly has potential.
I have been providing ITSM Best Practices, Latest Solutions, Development, Consulting, Architecture, and Design since 1996, that’s 27+ years, 100+ ITSM implementations, worldwide, in the UK, Europe, Australia, Singapore, Canada, USA with products such as but not limited to Ivanti Neurons, Ivanti Service Manager, Saleslogix CRM, and HEAT ITSM. I also have ServiceNow, Remedy, and Sage CRM experience.
Disclaimer: Not endorsed by, affiliated with, or sponsored by Ivanti, ServiceNow, Remedy, or Infor. Any use of the software product names is descriptive of product experience/skillset with the above-mentioned ITSM and CRM products.
Today I will cover the most common UAT Pitfalls, recommendations, and best practices to put your ITSM Project back on track!
Perspective
First and foremost you want to do a review of where the ITSM Implementation Project is at. The typical implementation milestones such as Scope of Work, Requirements Gathering, Solution Design, Prototype, and Business Requirements Sign-Off and/or Prototype Sign-Off have been met. That alone should give the customer confidence. And if it doesn’t, then now is a good time to re-iterate all the successes and milestones met.
Drawing from and relating to previous implementations at the same customer site also gives perspective, for example, if several UAT Test Teams have completed their UAT Test Scripts within 5 days and one team is struggling and taking weeks on in, then that is worth sharing to the struggling team and having other UAT Teams share their experiences and successes.
Try to use analogies wherever possible to explain and clarify where things are at. I like using the analogy of purchasing a car. The customer has requirements, such as family of 4, active life style, living in a 4 season climate, with a medium size budget. The UAT Test Scripts are the test drive. The family is the UAT Team. The consultant wears hats of the sales person and mechanic. Ultimately the family needs to go for a test drive , mom or dad are the ultimate decision makers and lead (UAT Lead) the family, perhaps with their oldest child (the UAT Lead), and all aspects of the requirements are discussed with the sales person and perhaps the mechanic (consultant). The sales person (Consultant) gives some advice on what route to take (sample UAT Test Scripts), and helpful advice as to how the car handles and what features the car has. Ultimately though the Customer needs to test drive the vehicle. Get in, familiarize yourself with the control, adjust the mirrors, seat, and so on. Not unlike familiarizing yourself with the new ITSM System and/or features. And then you take the vehicle for a spin, on the highway, on a city road, on rough terrain, in a parking lot to practice emergency braking, parallel parking, check the trunk, storage space, and all aspects of the day-to-day use of the vehicle (the UAT Test Scripts) and then comes back to the Salesperson with questions. It is very seldom that after carefully studying the market and available vehicles that the customer will come back saying the car is undriveable. So why is it that some User Acceptance Testing sessions go haywire? Keep Reading!
Not having UAT Test Scripts This by far is the biggest issue that can de-rail ITSM Projects. Validation of Business Requirements is essential, as is a proper UAT Test Plan. UAT Test Scripts are a must have to achieve Implementation Success! Who owns the UAT Test Scripts? The customer. The consultant owns the System Test Scripts and Solution Design. Business Processes, Standard Operating Procedures, Business Requirements, and validation of business requirements (UAT) are owned by the customer. Hence that’s why the consultant does not own the test scripts. Simply put, if you are purchasing a car, you typically have a checklist of requirements that you came up with, not the sales person. You don’t walk unprepared into a car dealership and then sign-off after reading the pamphlet. Do your due diligence!
Not following UAT Test Scripts Having UAT Test Scripts is a step in the right direction, however execution is key. UAT scripts must be followed to ensure you’re validating business requirements, and the UAT Lead must work closely with the UAT Test team to ensure team members understand what is expected and asking them why they aren’t following a proven process? When you walk into the car dealership, you don’t just start up the car and say ok I’ll take it. You go for a test drive.
Not following the UAT Support Structure As with any process or procedure, it is important to understand the support structure. The UAT Team Members must know who to turn to when there are questions or issues. The UAT Lead is responsible for coordinating UAT Test Scripts with the Team and ensuring Team Members know what is expected. In the event of questions, the UAT Lead should channel that question to the correct individual, if the UAT lead is unable to answer. Note that T.ogether E.veryone A.chieves M.ore, so be sure to have regular UAT Team Meetings where the UAT Team Members can review their finding s and ask for support (Product relatedHow-To, Procedural, etc) amongst the TEAM and with the UAT Lead and getting direction from the Decision Maker.
When you purchase a car as a family, then everyone gets a chance to participate in the test-drive, unless of course the kids are toddlers, but even then you need to include them in the test-drive, and strap them into the baby-seat to see if it is up to your requirements. So when family members identify an issue, it goes to the parent. Ultimately it’s the parents that sign off, make and own the decision.
No Collaboration Some UAT Testers tend to work in silos, creating a list of all the problems the find whereas the best practice is to encourage collaboration, as per the above support structure, and emphasize solutions, not problems.
If your team insists of creating a separate list of problems in outdated tools such as Word, Excel, Notepad, or handwritten, then it’s time to re-emphasize the importance of collaboration and discussing the issues at the next UAT Team Meeting rather than letting the frustrating build up.
When the family members decide to raise problems at every turn of the test-drive, then it’s time to have a family meeting and address the concerns. Is it really a problem with the vehicle? Is there something else going on? Is there some confusion around an aspect of the vehicle?
No Internal Meetings One of the best practices for UAT is to ensure you have regular standup UAT meetings, daily at first, until you have momentum and are able to move to weekly. These meetings are essential for collaboration and ensuring everyone is working together to find solutions, not problems. Not unlike family meetings, the parents need to be on the same page and the family deserves to know what’s going on and have some input on the decision and test drive results.
Learning Curve Any new software product or major feature has a learning curve. ITSM products are no different. Moving from Excel to a new ITSM product, even upgrading to a newer version, has a learning curve, as do major functionality enhancements. Without the support structure, collaboration, internal meetings, that that learning curve can be detrimental. It is important that any issues, no matter how big or small or channeled to the UAT Lead and/or Training Lead. If needed, the UAT/Training Lead should make a list of questions for the ITSM Consultant so that areas requiring assistance are addressed. Tip: This is where the a19 UAT Test Scripts Module comes in, by entering Comments for the consultant.
When you’re test-driving a vehicle, there is a leaning curve too, so what do you do, first you do a visual inspection around the car, then inside inspection, check the side mirrors, rear view mirror, familiarize yourself with the control, adjust the seat, and then get familiar with how the car handles. Just like with any new ITSM System or new ITSM features. It’s quite intuitive. Of course unless you’ve never driven a car or never even used a PC or Google. Then the learning curve will be harder and you need some basic training.
Terminology When implementing a new system, there often is new terminology or a change in terminology, be it technical or business related. You’ve made it this far, so any new terminology has without a doubt been covered in the many workshops, design sessions, prototype reviews, and at sign-off.
Any questions about terminology should be logged by the UAT Lead, reviewed with the Decision Maker, and if needed, reviewed with the ITSM Consultant. Often it’s just simple changes in terminology, like gas tank or fuel tank. Trunk or boot of the car. If you haven’t heard one term before well then you don’t raise that as a flag and stop driving the car and say it’s unusable. You just ask for clarification and keep on plugging away. It’s not the end of the world, but if you’re confused then raise your hand and talk to the UAT Lead.
Resistance to Change Change is inevitable. The only constant is change. Yet it’s human instinct to resist change. Change needs to be enforced by the Decision Maker and supported by the UAT Lead. Sometimes the best answer is to re-emphasize “the new way of doing things” and gradually over the time, users will adapt. Like when you purchase an SUV because it fits all the business requirements but many family members really had their heart set on a Sports Car or family members were used to the old gas guzzling family car that had lots of good memories, was no longer economical and the family had outgrown.
Not following or understanding business process/procedure The key to remember is that the Business drives Technology, and not the other way around. Focus needs to be on the business requirements and operating procedures. Be sure to seek guidance from the Decision Maker if any business operating procedures are unclear. When you’re test driving a car, then you test various aspects of your day-to-day use of the car. Highway driving, city driving, off-road, parking, etc. Everyone on the UAT Test Team (participants) should be well acquainted with their role. New drivers will need more help than others.
Not understanding the UAT Test Script Some UAT Testers might find UAT Test Scripts hard to follow. Remember these scripts are built by the decision maker and/or UAT Lead, so be sure to raise any questions and make note of any improvements to the UAT Test Scripts. UAT Test Scripts aren’t written in stone and can be updated as needed. Some UAT Test Scripts need no explanation at all, while others may require explanation of a standard operating procedure, steps to take, and input date. If you take a car for a test drive and milli-vanilli decide to do emergency braking on the highway, well that’s going to shock and confuse everyone. So make sure you are clear on what and why you’re testing.
Not having UAT Test Data While you may get away with using milli-vanilli data (arbitrary data), the best practice is to always use real data and examples from your existing system, whether that system is a sophisticated computer system, excel, or hand written artifacts. You will want to have real life data available that accurately reflects the type of input the tester will be using in day-to-day operations. Simple put, if you’re replacing your Helpdesk Ticket System, use ticket data. If you’re replacing sales order, use sample sales orders. Similar to regression testing, put your old system on the left hand side and the new system on the right hand side and then go through the motions in your old system and replicate in the new system. When you’re test-driving a car, your test data is your current way of doing things, plus some artifacts such as the oversized golf clubs or family bikes or skis that need you need to make sure fit.
Focusing on nice-to-haves versus MUST-HAVES The key intention of UAT is to validate business requirements (must-have-requirements), not to minimize the number of clicks, or nit-pick UI Design. There is always room for UI Improvement (nice-to-have requests) and that time is after UAT is complete and business requirements have been signed off. This tends to be where some UAT Testers get stuck, focusing on the window dressing instead of the architecture and foundation. When you purchase a car, the accessories are just that. Sure the super expensive surround sound is nice, but is it needed? Are the fuzzy dice, bumper stickers, upgraded paint job, and fancy wheel covers really imperative when conducting road test?
Training Material Keep in mind that the UAT Test Scripts are not training guides to the system, but rather steps to validate the business requirements by the owning team. It is up to the owners of the scripts, to maintain the scripts and word the steps in a way that is meaningful to their users.
Software has come a long way and the old ways of creating extensive training materials with step by step instructions and days of classroom training are in the past. Web applications nowadays are intuitive and require very little training. Albeit there is always a learning curve for any new application.
If more detailed training materials are needed, over and above the training videos provided by the ITSM Consultant, and workshop recordings of all ITSM Project Sessions to date, then a best practice is to have the customer’s training lead or knowledge manager to work with the ITSM Admin to clarify and if needed, work with the ITSM consultant to tailor customer specific training videos.
However, that shouldn’t stop UAT testing. As always keep moving forward and test what you can, collaborate with your team, and ask for help from the UAT Lead, who can always get help with ITSM specific functionality question from the ITSM Admin.
More often then not, it’s just a matter of getting used to the new way of doing things, reading between the lines, and trust that the most important interface, the chair to keyboard interface, will figure it out.
It’s not unlike getting used to a new card that you’re test driving, it will handle differently then what you’re used to, the gas tank may be called fuel tank and placed on the opposite side of what you’re used to, but doesn’t stop you from the road test. You continue as needed and trust that you will figure out the changes. Owner manuals are time consuming to read, hardly every read, and just collect dust in the glove compartment. A few questions, some help from others, from the experienced drivers, and voila you are mastering the road test in no time.
Waiting until the final hour to ask for help Some implementations tend to go very smooth while others tend to stagnate with the UAT Team either not testing, focusing on nice-to-haves versus validating must-have requirements, and any combination of the above pitfalls, and then ultimately raising a red flag out of the blue with a long list of issues, that could have been easily addressed as per the above recommendations and best practices.
You don’t wait until the day of the paper signing to mention that rattling noise or performance issue during the test-drive, you mention it right here and then. But it can happen, and if it does, then you go for another test drive and move forward!
Gaps Although technically not a pitfall the UAT Team might stop testing all together or raise flags when gaps are identified. Ironically Gap Analysis is the intention of UAT, to validate the Business Requirements and identify any show stoppers (gaps). When a gap is identified, it should be raised to the UAT Lead to verify, and if confirmed, reviewed with the decision maker, to prioritize. Showstopper versus implement-later versus nice-to-have. For example, that ski-rack that you need, and isn’t available. Is that a show stopper? If it’s the middle of summer and you can wait until December? Not having 4 wheel drive for country roads in winter conditions for a work truck could be a major gap. And you know what we do with gaps right, we address them, and fill them. Such as ask for the 4 wheel drive model. However make sure you adequately prioritize gaps and just focus on needs, not wants.
In summary, the best practice for your ITSM system is to ensure that UAT Support Structure is followed, UAT Test Scripts are actively used and maintained, real test data is used from your existing system, and the team looks for solutions, not problems collaborates regularly, and focuses on must-have versus nice to haves, and moving forward with the new way of doing things, realizing there is a learning curve, and the decision makers have signed-off after many workshops, prototypes, and discussions to move ahead and need you to validate that the day-to-day requirements have been met.
It’s not unlike test-driving a new car you want to purchase. You take it for a spin and take it through the motions of your day-to-day activities. Parking, driving on the highway, check the storage space, handling, ask your significant others opinion, collaborate on your findings, and then focus on must-haves. The nice-to-haves like the fuzzy dice on the rear-view mirror aren’t important. Those you can get to later, after you did some emergency braking, speed tests, and the likes and find the new car is up to snuff. Sure, you need to get used to how it drives, there is a learning curve to any new car. And if the ski rack you want isn’t available now, in mid-summer, well no biggie, not the end of the world. Also rest assured that the decision makers have done their research, kicked the tires, and had many discussions with the dealership to make sure it’s the right fit. And of course the dealership is committed to address any reasonable concerns or issues.
The a19 Best Practices iOS App offers Ivanti Service Manager and Ivanti Asset Manager Best Practices, Latest Solutions, Tips & Tricks
TORONTO – Oct. 19, 2020 – PRLog— a19 Consulting provides Ivanti Best Practices and Ivanti Professional Services, worldwide, in almost every sector, since 1996.
“The a19 Best Practice Systems iOS Mobile Application complements the Android Mobile Application and offers best practices, latest solutions, tips & tricks for your Ivanti Service Manager Implementation” says Gregor Anton, a former Kifinti Solutions Consultant, and unique and distinctive authority in the Enterprise Service Management space with his consulting and development experience and extensive insight to best practices going back to 1996 with the HEAT and now Ivanti Service Manager (ISM) and Ivanti Asset Manager (IAM) products.
Providing HEAT ITSM Best Practices and now Ivanti Best Practices, with his tried, tested, and true implementations, and upgrades, Gregor now focuses on his company, a19 Consulting, and his a19 Ivanti Best Practices Systems.
Gregor has been developing, streamlining, and implementing best practices and latest solutions for fortune 500 companies and Frontrange Business Partners (Change Control, Avante Solutions, Kifinti Solutions) and Ivanti Business Partners (Kifinti Solutions, DDS IT), worldwide. More about Gregor at https://youtu.be/kR9UgRYyc1c
The ITxM Space (ITSM, IT Service Management, ITAM, IT Asset Management) has never been more exciting, as is the transformation to ESM (Enterprise Service Management).
The a19 Best Practices Android Mobile Application offers Ivanti Service Manager and Ivanti Asset Manager Best Practices, Latest Solutions, Tips & Tricks
TORONTO – Oct. 13, 2020 – PRLog— a19 Consulting provides Ivanti Best Practices and Ivanti Professional Services, worldwide, in almost every sector, since 1996.
“The a19 Best Practice Systems Android Mobile Application offers best practices, latest solutions, tips & tricks for your Ivanti Service Manager Implementation” says Gregor Anton, a former Kifinti Solutions Consultant, and unique and distinctive authority in the Enterprise Service Management space with his consulting and development experience and extensive insight to best practices going back to 1996 with the HEAT and now Ivanti Service Manager (ISM) and Ivanti Asset Manager (IAM) products.
Providing HEAT ITSM Best Practices and now Ivanti Best Practices, with his tried, tested, and true implementations, and upgrades, Gregor now focuses on his company, a19 Consulting, and his a19 Ivanti Best Practices System.
Gregor has been developing, streamlining, and implementing best practices and latest solutions for fortune 500 companies and Frontrange Business Partners (Change Control, Avante Solutions, Kifinti Solutions) and Ivanti Business Partners (Kifinti Solutions, DDS IT), worldwide. More about Gregor at https://youtu.be/kR9UgRYyc1c
The ITxM Space (ITSM, IT Service Management, ITAM, IT Asset Management) has never been more exciting, as is the transformation to ESM (Enterprise Service Management).
THE HANDS-ON, ROLL-UP YOUR SLEEVES, LET’S GET-TO-WORK, HERE IS HOW-YOU-DO-IT, TAKE YOUR ITSM IMPLEMENTATION TO THE NEXT-LEVEL
ITSM Health Check Audit
The purpose of this intense 60 minute ITxM Health Check Audit is to review your current Ivanti Neurons, Ivanti Service Manager (ITSM) and/or Ivanti Asset Manager (ITAM) system and processes to provide you with a Road Map to ITxM Excellence
DISCLAIMER: Not endorsed by, affiliated with, or sponsored by Ivanti. Any use of the software product names describes the fact that we have experience with the mentioned ITSM products and offer related consulting services in a freelance capacity.
During the ITxM Health Check Audit you will learn how to:
Provide massive value with Ivanti Neurons, Service & Asset Manager
Get extraordinary results from your ITSM System
Decrease your support callsand emails
New and easy best practices & latest solutions for your ITSM Implementation
Advanced workflows to streamline your ITSM systems and processes
Cut your Ivanti ISM Project costs in half and double your return
Take your Ivanti Service Manager Implementation to the next level!
Plus… many more ideas, concepts, systems, and strategies
Success with Ivanti Service Manager is not a mystery… It’s a SYSTEM!
See what others have to say:
“EXP had completed an Implementation of the Ivanti Service Manager and Asset Manager toolset. The implementation team from Kifinti Solutions were helpful in getting it up and running, but we needed someone that could take EXP to the next level and configure the tool so we could utilize all of its potential, with the latest solutions and Best Practices. As EXP was also in a transition period where our processes and workflows were being redefined, Gregor and a19 Consulting were able to work with us to align our working processes with the workflows within the Ivanti Service Manager tool.”
— EXP | Helpdesk Manager
Give me just 60 minutes of your time and I GUARANTEEI will improve your ITSM Implementation!
Gregor Anton | a19 Consulting
Only $159.00 USD
DISCLAIMER: We have never been employed by Ivanti, however, we have sub-contracted for Frontrange Business Partners and sub-contracted for Ivanti Business Partners.
Providing ITSM Consulting to Fortune 500 enterprise clients and Ivanti business partners (Avante Solutions, Kifinti Solutions, DDS IT, and others), worldwide, since 1996, we have developed an ITAM Best Practice System to complement our ITSM Best Practice System to deliver superior results by implementing simplified standard business processes and improved simplified interface that enables you to do more with less and cut implementation and consulting costssignificantly.
“It takes time to develop an overnight successful Best Practices System. In our case over 2 decades of ITSM Consulting.” says Gregor Anton, a former Kifinti Solutions Consultant, and unique and distinctive authority in the Enterprise Service Management space with his consulting and development experience and extensive insight to best practices going back to 1996 with the HEAT and now Ivanti Service Manager (ISM) and Ivanti Asset Manager (IAM) tools.
DISCLAIMER: Not endorsed by, affiliated with, or sponsored by Ivanti, ServiceNow, Remedy, Infor, or Sage. Any use of the software product names is descriptive of product experience/skillset or used to review the ITSM and CRM products.
Providing ITSM Best Practices with his tried, tested, and true implementations, and upgrades, Gregor now focuses on his company, a19 Consulting, and his a19 Best Practices System.
Gregor has been developing, streamlining, and implementing best practices and latest solutions for fortune 500 companies and Frontrange Business Partners (Change Control, Avante Solutions, Kifinti Solutions) and Ivanti Business Partners (Kifinti Solutions, DDS IT), worldwide.
The ITAM Best Practices complement the already successful Ivanti Service Manager Best Practices System that Gregor has developed.
Hardware Asset Management features include improved Asset Scanning and Procurement Processes, an integration to Softchoice and many other Vendors, as well as Product Catalog Maintenance features. Software Asset Management also takes a front seat with Vendor integration, contract and entitlement management, and best practices to guide through Software version maintenance, to name just a few features.
“Gregor and a19 Consulting were able to work with us to align our working processes with the workflows within the Ivanti Service Manager tool, leveraging a19 Best Practices and latest solutions. The implementation team from Kifinti Solutions were helpful in getting it up and running, but we needed someone that could take EXP to the next level and configure the tool so we could utilize all of its potential,” says Steven Morin, Helpdesk Manager, at EXP.
The ITxM Space (ITSM, IT Service Management, ITAM, IT Asset Management) has never been more exciting, as is the transformation to ESM (Enterprise Service Management).
Are you getting the most out of your ITAM Implementation?
Gregor Anton a19 Consulting | Best Practice Systems
“Give me just 19 minutes of your time and I GUARANTEE to improve your ITAM Implementation“
Gregor Anton, Consultant since 1996 with 100+ ITxM Implementations
The most important decision you need to make, to take your ITSM Implementation to the next level is contacting us. Before it’s too late. Our resources book up weeks and sometimes months ahead of time, for good reason. Join other ITSM Customers and contact us, we are here to help.
Unique and Distinctive ITxM Authority
“I worked with Gregor at DDS IT, an Ivanti Business Partner that engaged a19 Consulting to provide ITSM Professional Services to our clients and in-house staff in New Zealand and Australia, with Ivanti Service Manager (formerly HEAT IT Service Management by Frontrange).
Gregor, is without doubt a unique and distinctive authority in the ITSM space with his consulting and development experience and extensive insight to best practices going back to 1996 with the HEAT and now Ivanti ISM/IAM products.”
Neill Evans | Solutions Architect | DDS IT | Ivanti Business Partner