End users are the most critical resource in any software project. Yet the end user is most often, the forgotten component. New software may be the greatest solution for a company since sliced bread, but if the end users do not accept the change, it is doomed to fail.
Typically on any project, UAT – User Acceptance Testing is performed shortly before going live. End users are introduced to a new software, with little understanding of its capabilities and its role in the organization’s big picture. However common, this procedure is flawed and often leads to project failure.
Projects fail at the UAT stage for a variety of reasons. One reason is lack of training/understanding and another is fear. In what order of importance these reasons fall depends upon the individual user. Addressing both issues addresses the key cause of project failure after a successful implementation.
Fear can rear its head in a variety of ways when introducing a new software system. Managers may assume that their strongest employee will be the lead user in accepting and assisting other employees. However, it is this employee that may be the most fearful and therefore the most resistant to change. This user may not want to lose their ‘spot’ as the lead employee in their role. They know how to perform their work in a timely manner and they are good at it. By changing how they do their work, they may fear that they will no longer be the fastest or most accurate. This will cause them to resist change so that their position as lead is not undermined.
Some employees will fear technology as a whole. They have grown accustomed to a manual way of performing their work and the mere mention of computerizing or digitizing can send these employees into a state of abject fear.
Regardless of the cause of the fear, eliminating the fear, at the onset of project discussions is critical to user acceptance.
There are a few ways to address fear before it can manifest.
- Use demos if possible
- Watch videos of the software in action
- Have end users watch any available sales demos
- Make easy to follow training guides available to the users as soon as possible
- KNOW YOUR USERS – by knowing the fears each individual may face, addressing them on a user by user basis will limit the impact of each person’s fears. Also, knowing which users know just the steps of their job and which users see the big picture when performing their job will make training each of them much easier.
- Stop the negative chatter immediately. Allow your users to hear and be a part of much of the discussions of a proposed project. Keep them updated and involved. Meet regularly and openly discuss individual fears. Address the negative chatter directly but gently and professionally making it clear that negative chatter, not based in fact, will not be tolerated.
- Create a step by step Testing guide with specific testing objectives.
Timing of UAT:
Unfortunately, timing of UAT in most projects is just prior to going live. This is not the best of times, as it is fairly late in the project to make critical changes. However in many cases there is no alternative. If feasible, based on the project, allow users to see and touch the product from a front end perspective as soon as possible. From the beginning is highly recommended. This will allow more time for the user to grow accustomed to the software and also make note of and report any inconsistencies with functional requirements. End users should also be asked to use their actual documents and data. This will ensure the system can handle the real world environment as well as allow the end users to see their own work and how it will flow in the new system.
Addressing the fears and timing of UAT from the very beginning of a proposed project will go far in creating an environment for a more successful project implementation.
Denise Blackford, SR Systems Engineer
Denise is a Sr. Systems Engineer with RJ Young and provides software and system solutions to clients including workflow analysis and troubleshooting software issues. She has worked for RJ Young for almost 3 years and has been in the industry for over twenty-four years. Denise is originally from New Port Richey, FL and supports clients in Nashville, TN and Jackson, MS.
Most everyone who uses a multifunction device is familiar with scanning. Scanning allows us to distribute information more effectively than a traditional copier. It is typically sent to another email address, your email address, and/or a folder.
While scanning is effective, there are some limitations to the scan-to-folder and scan-to-email process. First thing that comes to mind is the email typically is from an odd name, as in the name of the multifunction device’s email address. While this can be changed, it tends to be cumbersome. Secondly, the name of the file is usually the time and date of the scan. Not exactly made to be easily found. In addition, the format of the document, which is PDF, cannot be edited or changed without desktop software to change the format. And finally, the sender doesn’t have a record of the email he or she sent out from the device.
We have several tools that can essentially be bolted on our multifunction devices to help solve these challenges.
Imagine authenticating at the device so it knows who you are. This could be through a username and password or perhaps a badge. Since the device knows who you are, you can have access to your address book, not what was listed on the device. We can send an email with your name on it and you would have record of it in your email. Also, we now have the ability to name our documents in a more user-friendly name such as “Invoice number 123” vs the time and date stamp. Lastly, we can enable users to change the format of the document from PDF to Microsoft Word allowing recipients the ability to make changes.
Ask your RJ Young rep more about these features. If you aren’t a current customer feel free to give us a call. We would be happy to analyze your business needs.
Mark Turner, Director of Software Sales
Mark is responsible for the software sales and implementation teams. He has worked for RJ Young since 2013. Combined he has over 16 years of experience in the industry where 9 years were in IT and 7 years were in software. Mark works out of our Nashville, TN office and is originally from Montgomery, Alabama. In his spare time he volunteers for the United Way and enjoys kayaking, photography and craft beer.
The latest business cyber threat according to the FBI, is a scam called “Business E-mail Compromise” (BEC). BEC is a type of payment fraud that involves the compromise of legitimate business e-mail accounts for the purpose of conducting an unauthorized wire transfer. The majority of the incidents that have been reported have involved the compromise of an e-mail account belonging to the CEO or CFO of a company. The intention of this hacking is to modify the bank account associated with vendors/suppliers.
The tactics used are very inconspicuous. In some instances the thieves have auto-forwarded e-mails received by the victim to an email account under their control. A common theme in the CEO/CFO scheme is that the thieves wait until the CEO/CFO is on official travel before sending wire transfer instructions making it harder to verify the transaction as fraudulent.
The FBI along with the United States Secret Service recommend business take the following steps to mitigate this risk:
- Verifying a chance in payment instructions to a vendor or supplier by calling to verbally confirm the request;
- Limit the number of employees within a business who have the authority to approve and/or conduct wire transfers;
- Use out of the band authentication to verify wire transfer requests that are seemingly coming from executives. An example would be to call the executive to obtain verbal verification, establishing a phone PIN (Personal Identification Number) to verify the executive’s identity.
For more information please see the official press release here: http://www.ic3.gov/media/2015/150122.aspx
Who among us has not been heightened to the awareness of the dangers of cyber security in recent months? Cyberspace by the nature of its infrastructure creates a vulnerability to a wide range of risks. A broad range of traditional crimes are being perpetrated through cyberspace. Many of these affect business transactions and include banking and financial fraud, intellectual property violations, and other crimes that put businesses and consumers at risk.
Cyber security also starts at the document level and begins from within a company and its mission critical documents. Although most companies have implemented systems to prevent intrusion into their networks, little has been done to prevent internal security threats especially with regards to document security.
According to a recent IT research study, 90% of U.S. organizations experienced leakage or loss of sensitive or confidential documents during the past year. While most companies are aware of threats related to email and hard drives, many are not aware of the potential dangers related to printers and multifunctional devices (MFP).
Companies need to address the key areas of threats with their employees through strict policies and procedures. It is recommended that companies implement secure access solutions via proper authentication for their MFPs. This assures that there is an audit trail as to who printed what and also adds another layer of security.
Almost all MFPs have the ability to encrypt the hard drives which log and store documents. Some of the information is stored temporarily while other times it might be indefinitely. It is recommended that the use of a disk image overwrite application be used on a regular or scheduled basis. In fact, many companies require the return of the hard drive from the MFP when the term of the contract is up.
It is extremely important that companies consider the entire document infrastructure when addressing document security issues. The areas of most concern are hardcopy document storage, printers, MFPs, and digital document storage which includes local area networks, cloud storage, databases, and of course mobile devices. Protection and prevention is the best approach when dealing with the policy towards document security.