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ERP UAT Defect Log Worksheet (Severity, Owner, Retest Status)

During UAT the defect log becomes the most watched document in the project. This worksheet keeps severity, type, owner and age in one place so the go-live decision rests on facts.

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Defect ID	UAT script	Summary	Severity	Type	Assigned to	Status	Raised	Age (days)

Total defects

Oldest defect (days)

Average age (days)

Enter age as days since raised. Typical exit rule: zero open blockers and an agreed number of open major defects with workarounds before cutover.

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How to use the log

Log each failed test step once, linked to the UAT script ID so retests are easy to find. Write a summary a developer can act on: what you did, what happened and what you expected. Choose severity using your agreed definitions. Pick the defect type honestly, because the mix tells you where the problem sits: many Data defects point to migration quality, many Training defects point to missing enablement. Update status daily during a test cycle and export to Excel for the daily triage call.

Link to the script ID
One defect per row
Update daily during UAT
Retest before closing

Severity definitions

Write the definitions before testing starts. A common scheme: Blocker means a core process cannot be executed and no workaround exists. Major means a core process works only with a workaround or has wrong financial or inventory results. Minor means a non-critical function is affected with an easy workaround. Cosmetic means wording, layout or label issues. Sponsors usually set go-live criteria on blockers and majors, for example none open blockers and an agreed small number of majors with approved workarounds.

Blocker: no workaround
Major: wrong results or heavy workaround
Minor: easy workaround
Cosmetic: no business effect

Reading the numbers

Watch three signals: open blockers and majors, ageing, and the inflow rate. A falling inflow with a stable test pass rate suggests convergence. A rising average age suggests a fix bottleneck, often one overloaded developer or a vendor wait. Compare defect types across cycles. If the same data defects reappear after each load, fix the migration rules rather than patching records in test.

Common mistakes

Teams mix change requests into the defect list, which inflates defects and hides scope creep. Others close defects without retest. A third mistake is logging vague items such as screen is wrong. Always route a defect that is really a new requirement through change control. Keep a clear Deferred status for agreed post go-live fixes, with an owner and a date, so deferral is a decision and not a loss.

Frequently Asked Questions

What is a UAT defect log?

A record of every failure found during user acceptance testing with severity, owner, status and linked test script. It drives daily triage and provides evidence for the go-live decision.

What is the difference between a defect and a change request?

A defect means the system does not behave as agreed. A change request means the agreed requirement itself changes. Mixing them hides scope growth and distorts quality metrics.

How many open defects are acceptable at go-live?

Set exit criteria before testing. Common practice is zero open blockers and no unapproved majors, with every remaining defect carrying a documented workaround and a fix date.

Who should triage defects?

A small daily group: the test lead, a functional consultant, a developer and a business key user. They confirm severity, assign owners and agree retest dates.

If the same data defects keep reappearing, we can discuss validating migrated data against the source with read-only AI queries.

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