Dynamics 365: Laying the Groundwork for a Successful Implementation
A foundational guide to understanding the prerequisites and initial steps for a smooth Dynamics 365 deployment.
Laying the groundwork for a successful Dynamics 365 implementation is a multifaceted process. Here’s an extensive how-to guide for each phase, along with suggestions for planning, resourcing, and costing:
1. Define Business Requirements:
How-to:
- Conduct workshops with key stakeholders to understand business processes, pain points, and desired outcomes.
- Document detailed requirements for each department or function.
- Prioritize requirements based on business impact and feasibility.
Planning:
- Schedule workshops over 2-4 weeks, depending on the organization’s size.
- Prepare a list of questions and topics to cover in advance.
Resourcing:
- Business Analysts to gather and document requirements.
- Department heads or process owners to provide insights.
Costing:
- Hourly rates for Business Analysts.
- Potential costs for workshop facilities or tools.
2. Choose the Deployment Model:
How-to:
- Evaluate the pros and cons of cloud, on-premises, and hybrid models.
- Consider factors like scalability, maintenance, cost, and security.
- Make a decision based on business needs and IT infrastructure.
Planning:
- Allocate 1-2 weeks for evaluation and decision-making.
Resourcing:
- IT consultants or experts to provide insights on deployment models.
- Decision-makers in the organization.
Costing:
- Consultation fees.
- Cost comparisons between deployment models (e.g., server costs for on-premises vs. subscription costs for cloud).
3. Data Migration:
How-to:
- Identify data sources and assess data quality.
- Cleanse and transform data as needed.
- Use migration tools or services to move data to Dynamics 365.
Planning:
- Depending on data volume and complexity, allocate 2-8 weeks.
Resourcing:
- Data migration specialists.
- Database administrators.
Costing:
- Migration tool licenses.
- Specialist hourly rates.
4. Customizations and Integrations:
How-to:
- Identify gaps between out-of-the-box Dynamics 365 features and business requirements.
- Develop custom solutions or integrations using tools like PowerApps, Flow, or custom code.
- Test customizations thoroughly.
Planning:
- Allocate 4-12 weeks, depending on the extent of customizations.
Resourcing:
- Dynamics 365 developers.
- Integration specialists.
Costing:
- Developer hourly rates.
- Licensing or subscription costs for integration platforms or tools.
5. Testing:
How-to:
- Develop test cases based on business requirements.
- Conduct various testing phases (unit, integration, UAT).
- Document and resolve any issues.
Planning:
- Allocate 3-6 weeks for comprehensive testing.
Resourcing:
- QA testers.
- End-users for UAT.
Costing:
- Tester hourly rates.
- Potential software or tools for bug tracking and test management.
6. Training:
How-to:
- Develop training materials tailored to different user roles.
- Conduct training sessions, workshops, or webinars.
- Provide post-training support and resources.
Planning:
- Allocate 2-4 weeks for training activities.
Resourcing:
- Training specialists.
- Subject matter experts.
Costing:
- Development of training materials.
- Training venue or platform costs.
7. Go Live and Support:
How-to:
- Choose a go-live date, preferably during a low-activity period.
- Provide immediate support post-launch to address issues.
- Monitor system performance and user feedback.
Planning:
- Allocate 1-2 weeks for the go-live phase and initial support.
Resourcing:
- IT support team.
- Dynamics 365 consultants for troubleshooting.
Costing:
- Support team salaries or hourly rates.
- Potential overtime costs.
8. Continuous Improvement:
How-to:
- Gather feedback from users regularly.
- Implement updates or improvements based on feedback.
- Review and optimize system performance.
Planning:
- Ongoing, with periodic reviews every 3-6 months.
Resourcing:
- IT team for system maintenance.
- Business Analysts for ongoing requirement gathering.
Costing:
- Maintenance costs.
- Potential costs for additional customizations or integrations.
