UAT Results for Subcontracts Modification Request Form

Subcontracts Modification
Request Form

USER ACCEPTANCE TEST RESULTS
Prepared By: Puja Parakh, Business Analyst
Office of Research Information Services
University of Washington
March 2013

Introduction To Project

Background
OSP Subcontracts Team receives many emails daily from campus administrators and
Principal Investigators. Much of the team's time is spent following up on these
communications, and they are looking for a solution to help streamline and improve
their customer service. The impact will also be to reduce the communication time
spent by campus to discuss the needs for their subcontract.

Scope of Work

ORIS will investigate and provide a public facing web form to be housed on the OSP
Website. This form's purpose is to guide the user through a series of structured
questions – then allowing for subcontract changes to come in from a single point of
entry and therefore substituting for unstructured emails with lack of information. This
project is to re-use development functionality from the recently created Advance
Budget Tool.

Solution to build: Form to use logic to direct user to provide specific information
necessary to request changes to Subcontracts.

Business Performance Objectives

• Decrease subcontract cycle time with use of the new form
• Reduce the administrative burden for OSP Subcontract Team
• Reduce the administrative burden for the PI/Admin

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Objectives of User Acceptance Testing

Primary ORIS Objective for Testing OSP Subcontracts Team Objective

User Acceptance Testing (UAT) is conducted to ensure that the Identify where the system would create confusion for campus
system satisfies the needs of the business as specified in the users, resulting in additional frustration (phone calls) and
functional requirements and provides confidence in its use, and therefore increasing the burden to both campus and the
ensure that all issues are addressed in an appropriate manner Subcontracts Team.
prior to implementation.

Roles and Responsibilities

UAT is a collaborative process that utilizes Test results will be analyzed from the following different perspectives:
team members with various levels of expertise
to ensure success of the product. • Business Owner: Brandon Alpert

• Business Analyst: Puja Parakh

• Lead Developer: Gavin Elster

• Decision Points of Contact: Jackie Salgado and Lynette Arias

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Method Used For Testing

Methodology
• Testing was conducted by five campus users as provided by the OSP Subcontracts
team who acted as Subject Matter Experts.

• Users were expected to execute all test scripts manually based on provided
scenarios created by the ORIS and OSP Team.

• Users may have also perform additional tests not detailed in the plan but remain
relevant and within the scope of the project.

High Level Test Scenario
As a PI/Admin, I should indicate whether they would like to request one or more of
the following:

• Extension • Change in Subcontract PI
• Supplement • Change in UW PI
• Carry Forward • Change in Scope
• De-obligation • Other requests

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What We Did

Entrance Q&A :

• Most users typically spend anywhere from a half hour to a week gathering required before requesting a subcontract modification.
• All participants felt comfortable requesting a subcontract modification, and what was needed in order to do so.
• There was a mix of users who emailed only vs. called Tru (all specifically mentioned her) with questions and submissions
• Users mentioned that their pain point with subcontracts was understanding the turn-around time
• Most users view the SC website about once a quarter (or less) unless prompted.

Scenarios :
Provided a script to follow to perform five task-based scenarios based on
real information at their desk.

First Scenario: Extension & Supplement with Change of Scope of Work

Second Scenario: Carry Forward

Third Scenario: De-obligation

Fourth Scenario: Change a UW PI

Fifth Scenario: Change a Subcontract PI

Exit Q&A :

• All users really liked the new Subcontract Modification Request Form.
• Users felt that it would give them the prompts needed to provide the correct information necessary.
• They felt that the form was quick enough to complete and did not mention any increased burden.
• Advanced users felt that they could have novice users in their office make simple requests without too much hand-holding.
• The email the campus user receives after completing the form will be helpful in printing out, forwarding to co-workers, and filing to remind
them to follow up later.
• There was some concern that the attachments on email might take up too much space in inbox, however, users did appreciate and notice the
attachments and did not process too many subcontracts that would exceed the limit on their e-mail applications.
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First Scenario: Welcome Screen

1 P1: Unsure what was required here.
“How will I know?”

P4: “What is proof of sponsor? Is that an
email or doc?”

P5: “Assume proof of sponsor approval
is the award with the list of subs”

2 P3: User kept trying to click on text
instead of the button.
1
P5: User clicked on the text “Next”
instead of button, but figured out on her
own to move to the blue button.

2 3 Only one of five participants were
actively looking for this email address.
Most responses were, “I’ll call Tru if I
have questions”

Recommendations:
3
- Remove “Click Next to Begin” and bring action
buttons further up the page

- Clarify what is meant by Sponsor Approval

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First Scenario: Contact Information

1 P1: The current form auto-populates an
email address based on who is logged
in. The user has a separate email
address she uses for Subcontracts and
was unable to use that address.

2 P2: Was a bit confused by the Employee
Self-Service Message. We had to
interrupt him to let him know that he
did not need to change his contact
1
information in the UW Directory.
1
3 P2: Wasn’t quite sure how strict this
2
field was.

P5: Wasn’t sure if it was home
department, unit department, etc.
2 3
“School, division, unit?”

Both participants were able to complete
the task and move on.

Recommendations:
3
- Change how email is populated & ESS alert

- Discuss need for changing #3 label.

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First Scenario: Request Options

1 P1, P2, and P4: Not aware of what all
the terms meant, although further into
testing there was some familiarity. All
participants requested definitions, and
several mentioned the need for
scenarios. P4 said they would need to
1 call OSP for clarification.

2 P2: Did not use footnotes as intended,
instead relied on institutional
knowledge (and he was wrong).

P3, when prompted, expected to see
“Termination of Contract” as an option.

2

Recommendations:

- Define each term
- Provide a scenario for each term
- Move footnotes into the definition

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First Scenario: Request an Extension

P2: “Date picker was intuitive and easy
to use.”

1

2

Recommendations:

- None.

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First Scenario: Request a Supplement

This page was successful during testing.

Users liked the ability to attach documents.
1

2

Recommendations:

- None.

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First Scenario: Change Scope

1 P3: A scenario is helpful here, but the
user did not need it to succeed with the
task.

1 1

2

Recommendations:

- While this page was successful, it might be worth
considering adding a definition and/or scenario on
this page as well.

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First Scenario: Final Step

1 P2 & P4: Wanted timeframe of response.
Users mentioned various methods of
tracking turnaround time (ex. flagging
emails in inbox). One user mentioned
they’d call OSP to find out more.

P2: Wasn’t sure what was going to
1 happen when hitting submit, but then
saw the email in her inbox.

P3: Wanted to see a summary page
before submission.

P3: Who to contact if edits need to be
made?

Recommendations:

- Add a timeframe of when user will hear back from
Subcontracts Team

- Break instructions out into numbered list or other
text format to clearly show next steps

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Second Scenario: Carry Forward

1 There was a lot of confusion around
how a Carry Forward would take place
in this context. Some users referred to
this as Carry Over, and all mentioned
the need of a PO change.
1

1

Recommendations:

- Definition/Scenario on this page
- Use “Budget” in title
- Discuss how to handle Carry Forward options.
Lots of confusion.

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Third Scenario: De-obligation

1 P2, P4, & P5: Expected to change scope
of work as well. Some users mentioned
it out loud, while P4 specifically went
backward and selected Change of Scope
of Work as well. Some mention of
Budget Justification as well.

There was some questions around
exactly what a De-obligation was, but
when given a scenario all users
succeeded.

Recommendations:

- Provide a definition/scenario
1 - Follow up with Change of Scope of Work question

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Fourth Scenario: Change UW PI

1 Every user felt comfortable on this
screen.

Recommendations:

- None.

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Fifth Scenario: Change SC PI

1 P4: Wasn’t sure what date to list here.
Assumed it was when a new PI begins
work.

1

Recommendations:

- Clarify ‘Effective Date’ label

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Summary of Recommendations

1. ) Entry Screen: 4. ) De-obligation:
A. Remove “Click Next to Begin”and bring action A. Provide a definition/scenario
buttons further up the page
B. Follow up with Change of Scope of Work question
B. Clarify what is meant by Sponsor Approval

2. ) Requester Information: 5. ) Carry Forward:

A. Change how email is populated / ESS A. Definition/Scenario on this page
Notification
B. Use ‘Budget’ in title
B. Discuss need for changing #3 label
C. Needs discussion with business

3. ) Request Checkboxes: 6. ) Final Step:

A. Provide a definition/scenario for each term A. Add a timeframe of when user will hear back from SC
Team
B. Move footnotes into the definition
B. Break instructions out into numbered list or other text
format to clearly show next steps

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Next Steps*

Analysis Design Develop Test Dev/QA Release & Communicate

1.) Assess Recommendations 1.) Estimate Development 1.) Release

Identify where there can be Work with ORIS Engagement and ORIS to work with SC Team for final
improvements made to the form in order Development to understand the amount release and location to place form on
to reduce burden on OSP as well as PI/ of work that will need to be done Website
Admin
2.) Identify Ownership 2.) Communications
2.) Prioritize Recommendations
Work with Subcontracts Team to identify Provide any resources necessary for
Using this document as a guide, their role in Development Subcontracts Team to announce new
prioritize the request of work, identify method for requesting modifications
ownership, and indicate deadlines 3.) ORIS to Develop and QA

Ensure that ORIS meets the business
objectives and quality standards

* To be discussed... of course :)
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UAT Results for Subcontracts Modification Request Form

UAT Results for Subcontracts Modification Request Form

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