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BEST PRACTICES FORAN EFFICIENT DYNAMICS 365 IMPLEMENTATION

2 Best Practices for an Efficient Dynamics 365 Implementation Synoptek

Introduction

Key ERP Implementation Challenges

Businesses of all types can benefit from a successful

ERP implementation; however, it can be a

challenging task: from understanding the benefits

the platform can offer, to choosing the right ERP,

evaluating and selecting the right vendor, building

a project plan, carrying out the implementation,

supporting the system, and training users –

implementing an ERP is a time, effort, and cost-

intensive project. But when done properly, it can help

organizations manage the business more efficiently

by unifying data, fueling collaboration, and enabling

automation and innovation for accelerated results.

That’s what an ERP does – by improving business

processes, it provides greater control over operations

Many businesses face recurring issues with their

obsolete systems but are unaware of just how much

an ERP can really impact their bottom line. However,

the implementation of an ERP is not always simple;

considering how enormous the solution is, it can

and delivers the insights you need to maintain and

improve customer relationships. The result? Improved

productivity, reduced costs, and a greater scope of

scaling heights. One ERP that has been living up

to its name is Microsoft Dynamics, now known as

Dynamics 365 – an amalgamation of intelligent,

next-gen business apps that enable organizations to

bring customers and business together and run their

business from end-to-end.

A successful Microsoft Dynamics 365 implementation

not only helps in transforming business performance;

it also helps in gaining a competitive advantage to

support business today and tomorrow.

potentially create a lot of challenges depending

on the way it is implemented and managed.

Here’s looking at 5 common ERP implementation

challenges and what you can do to overcome them:

• Discuss key challenges that many ERP implementations face

• Provide an overview to Microsoft Dynamics 365 ERP and understand its significance in today’s digital world

• Provide a list of Dynamics 365 implementation best practices and key steps for a successful ERP implementation

• Look at the key benefits of a successful Dynamics 365 implementation

• See how organizations can benefit from a successful Dynamics 365 implementation

In this e-book, we will:

3 Best Practices for an Efficient Dynamics 365 Implementation Synoptek

No matter how sure organizations are about

bringing about an enterprise-wide change, the

truth is, ERP deployments always carry a sizeable

amount of resistance. Over the years, employees

become accustomed to using the legacy system

and to a standard way of working and they view an

ERP implementation as an enemy that will disrupt

their comfort zone. Such resistance often results in

poor ERP adoption, or even hostility in some cases.

Therefore, identifying the sources of resistance and

building a robust change management plan can help

in nipping this challenge in the bud.

Many organizations that dive into the ERP

bandwagon expect costs to be limited to license

costs. But in reality, getting an ERP on board is not

just about license costs; organizations also have to

plan for vendor, implementation, tools, training,

support and maintenance, and many other hidden

overhead costs that are accrued throughout the

implementation lifecycle. When budgeting, it is

important to be aware of the different costs and

allocate a realistic budget to achieve the desired

results.

The primary purpose of quality assurance is to

prevent defects, risks, or non-conformities that may

occur during the implementation process. But very

often, to quickly meet deadlines and bring their

enterprise up-to-speed, many organizations dodge

the quality assurance step which greatly impacts

their success rate. To get the most out of the ERP

investment, it is imperative that sufficient quality

assurance is carried out before the system is fully

implemented.

ERP implementations never reap benefits overnight;

expecting the implementation to be quick and users

to immediately become seasoned ERP users is sure

to do more harm than good. Since implementation

takes a whole lot of planning, effort, time, cost and

an army of expert resources to drive the project to

success, setting realistic expectations and working

towards what is practically achievable is essential.

The onus of a successful ERP implementation lies a

lot with the project management team. This team

plays a key role in assessing risk management and

resource allocation, two extremely important factors

to be taken into consideration throughout the

project. Therefore, active communication between

key personnel and ensuring they understand the

need to be fully involved goes a long way in the

success of the project.

1. Resistance to change: 4. Inadequate budgets:

5. Lack of quality assurance: 2. Unrealistic planning and expectations:

3. Poor project management:

4 Best Practices for an Efficient Dynamics 365 Implementation Synoptek

Microsoft Dynamics ERP has always been a much

sought-after ERP, across industry verticals and

organizations of various sizes. Over the years, it has

undergone several upgrades and modernizations,

so it can keep up with the changing demands of the

modern world and suit the unique needs of different

organizations. Today, the latest version, Dynamics

365 Finance unifies the capabilities of next-gen CRM

and ERP applications, while unifying data, delivering

insights, and empowering organizations to achieve

amazing results.

With Dynamics 365 Finance, organizations

can revamp their traditional global financial

management processes, automate tasks to increase

efficiency, and decrease operational expenses and

financial complexities while making decisions that

propel businesses to the forefront of excellence.

Introduction to Dynamics 365

• Assess the current health of the business, improve financial controls, and maximize financial visibility and profitability

• Leverage comprehensive, real-time financial reporting, embedded analytics, and AI-driven insights to make timely decisions

• Integrate finance with core business processes while automating administrative tasks to boost productivity

• Make the most of modern financial planning and analysis capabilities to minimize costs and optimize spending across business geographies

• Capitalize on guided, rules-based chart of accounts to quickly adapt to changing financial and legal requirements and minimize risk and complexity

With Dynamics 365 Finance, you can:

5 Best Practices for an Efficient Dynamics 365 Implementation Synoptek

Microsoft Dynamics 365 can take a business to a whole new level, if implemented successfully. Here are

some best practices:

Implementation Best Practices

SET YOUR GOALS

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Since the end goal of an ERP implementation is

to lower TCO and increase revenue, the first step

towards successful implementation is to have a

detailed and realistic project plan. How do you

want your business to work at the end of the

implementation? How will Dynamics 365 help you

reach those goals? Which resources will play a

crucial role in ensuring a successful implementation?

Carefully strategize your project plan and make

sure you consider all instances while circumventing

unproductive and time-consuming scenarios.

A successful Dynamics 365 implementation is a

result of cross-functional teams that have the right

knowledge and skills as well as and the commitment

to make the implementation work. Who will

comprise the project team? From what departments/

functions are representatives needed? What

responsibilities will they each have? What processes

will need to be put in place enable them to work

collaboratively? Having the right cross-functional

team will ensure inefficiencies are identified ahead

of time, bottlenecks are cleared, and quality control

issues are handled effectively.

1. Set your goals: 2. Get the right team in place:

6 Best Practices for an Efficient Dynamics 365 Implementation Synoptek

While implementing a large enterprise application

like Dynamics 365, there is a high chance that the

right processes are not in place or haven’t been

identified and established. What changes will you

have to make in your day-to-day processes? What

adjustments would users have to make while the

solution is being implemented? To keep processes

aligned and followed, you should analyze different

scenarios, consider various design alternatives, and

regularly develop and test code and performance.

No project can be successful if the users are not

trained efficiently with an ample amount of ramp

up time. Which users need to be trained? What

training modules will have to be developed?

What technology needs to be used to build those

modules? Since one of the most important aspects

of a successful Dynamics 365 implementation is to

get started quickly, you need to develop and deliver

the appropriate eLearning modules and training

guides to ensure timely and appropriate training for

widespread adoption.

The best way to begin a Dynamics 365

implementation project is with a strong focus on gap

analysis and risk management. What existing gaps

or challenges will the Dynamics 365 solution help fill?

What risks will the implementation bring about, and

what remediation plans do you need to have in

place to overcome those risks? How do you plan to

deal with the absence of management support or

poor organizational readiness or unclear objectives?

Identifying gaps ahead of time means you spend less

time responding to issues; consequently, you know

how to gain and maintain control of the project.

3. Maintain control over key processes:

5. Effectively train users:

4. Focus on gap analysis and risk management:

Dynamics 365 is an integrated, flexible platform

(cloud, on-premises, or hybrid) that provides your

business with the power and agility required to

stay a step ahead of the competition and support

ongoing growth. The latest release has built-in smart

intelligence and embedded analytics that helps

organizations move beyond traditional financial

management to a proactive way of making decisions

to protect revenue, mitigate risks, and reduce costs.

Accessible insights, augmented processes, and

simplified compliance means organizations can

streamline revenue recognition, automate credit

and collections, carry out intelligent budgeting and

forecasting, and achieve holistic financial reporting

and analysis. That said, let’s look at key benefits of a

successful Dynamics 365 implementation:

Key Benefits of a Proper Dynamics 365 Implementation

7 Best Practices for an Efficient Dynamics 365 Implementation Synoptek

With multi-industry capabilities, language support for

49 countries, and a scalable infrastructure, Dynamics

365 helps to cater to new markets, new customers,

and new geographies in fresh new ways, and thus

expand your global enterprise.

Automated workflows help in turning repetitive tasks

into multi-step workflows, saving you time spent

on manual tasks. The integrated framework and a

familiar UI offers the flexibility and convenience you

need to do business your way.

With crucial insights and access to the right tools,

and flexible deployment alternatives, Dynamics 365

helps you build solutions quickly and be prepared for

every business scenario.

Dynamics 365 smoothly connects employees,

customers, suppliers, and partners through its

integrated self-service collaboration capabilities and

the use of productivity tools. It provides novel ways

of communicating with those that matter, helping

you make critical business decisions – quickly and

efficiently.

Being part of a larger Microsoft ecosystem,

Dynamics 365 seamlessly integrates with other

Microsoft solutions: right from SharePoint, Power BI,

PowerApps, Teams, or Office 365 – so you can drive

greater value from Dynamics 365 investment.

Dynamics 365 offers a 360-degree view of

competitors, and aids in tracking trends and

anticipating future needs through built-in

intelligence. It helps generate data-driven predictions

across your business not only to forecast market

trends but also customer needs – so you can gain a

competitive advantage.

Since data from multiple sources, and systems is

unified, you get a comprehensive end-to-end picture

of your business, your markets, and your customers.

You can make informed, real-time business decisions

by gaining insight into data, and transform business

processes faster to enable sustained business growth.

Although the initial investment in Dynamics 365

system can seem high, in the long run, it helps

optimize costs (including IT and training) for your

organization and helps increase revenue. It brings

agility and efficiency to your business processes by

using an integrated solution that optimizes financial

planning and analysis.

1. Expand your global enterprise: 5. Save time and increase flexibility:

6. Support business today and tomorrow:

7. Better connect stakeholders:

8. Take advantage of other Microsoft solutions:

2. Gain competitive advantage:

3. Work better, smarter, and faster:

4. Reduce costs and increase revenue:

8 Best Practices for an Efficient Dynamics 365 Implementation Synoptek

Be the Game Changer

Most ERP implementation projects

fail not because the solution is

incompetent, but because of poor

planning and inadequate budget.

Although IT delays, unexpected

roadblocks, and uncontrollable variables

are unavoidable, following certain tips

and best practices will ensure successful

implementation of Microsoft Dynamics

365. Considering how Dynamics 365 has

transformed the enterprise software

market game over the years with

enhanced productivity, deep integration,

anytime, anywhere accessibility, built-in

intelligence, and superior automation, it

is critical for organizations to choose the

right implementation path to get the

most out of their investment and effort.

Careful assessment of business needs,

understanding each and every facet

of Dynamics 365 and how it can help

meet business needs, and choosing

the appropriate project team is critical

for guaranteed implementation

success. For a successful Dynamics 365

implementation, have a clear picture

of your goals, get the right team in

place, have a trust-worthy vendor

spearhead the project, choose the right

implementation strategy, and be the

game changer in your industry.

Customer: A leading supplier of single source specialty

chemicals

Business need: The supplier was using a non-supported

version of Dynamics AX 2009 to carry out day-to-day

operations. In addition, the presence of several disjointed

systems to manage operations across Warehouse

Management, Inventory Management, and Customer

Management led to mismatched inventory, SKU, and

customer/credit information.

The supplier was, therefore, looking to replace outdated

Warehouse Management System (WMS) and integrate

Dynamics 365 for Finance and Operations WMS with the AX

2009 Live System.

Solution and approach: To carry out the warehouse

modernization project, Synoptek:

• Enabled AX 2009 cleansing

• Moved existing customization to Dynamics

• Carried out Dynamics 365 integration across Customer, Vendor, Item etc.

• Implemented Dynamics Shopping Connector

• Configured WMS to build advance pick and implement logic based on the Item Type, Location and Packaging type.

• Carried out required data migration

Business benefits: Under Synoptek’s guidance the

chemicals supplier was able to achieve a Technology

Platform Upgrade which enabled it to get rid of the

obsolete WMS systems and leverage the benefits of a

single, consolidated platform. It resulted in several business

benefits including:

• Faster inventory reconciliation

• Improved warehouse integration

• Faster integration of new business processes into existing business applications

• Improved data management

Case Study

9 Best Practices for an Efficient Dynamics 365 Implementation Synoptek

About Synoptek

Synoptek is a global systems integrator and managed IT services provider, offering comprehensive IT management and consultancy services to organizations worldwide. The company works in partnership with clients of all sizes – from mid-market to Fortune 100, and for over two decades, its focus has been to provide maximum business value to its clients, by enabling them to grow their businesses, manage risk and compliance, and increase their competitive position. Synoptek is committed to delivering improved business results and unmatched service to every client, every time.

19520 Jamboree Road #110 Irvine, CA 92612

888.796.6783

www.synoptek.com

salesinquiries@synoptek.com

How the Right Dynamics 365 Partner can Help

A qualified Dynamics 365 partner can offer a

complete suite of Dynamics 365 services to help

organizations maximize business opportunities, drive

innovation, and deliver value faster, including:

A Microsoft-Certified Gold Partner will have

several years of experience in implementing,

customizing, integrating, and upgrading Dynamics

ERP .Leveraging industry best practices and

implementation accelerators, a partner can help in

customizing the solution until it fits every need of

your business.

A partner can develop Dynamics 365 solutions that

are flexible to help you meet changing business

scenarios. By focusing on an agile-hybrid model,

it can help combine the work of onsite experts with a

highly qualified off-shore development team.

The availability of Microsoft-certified resources means

experience in executing multiple projects across

various industry sectors. These resources can help

increase productivity, gain business in-sights, and

stimulate growth through their continued efforts.

A partner can also provide comprehensive

Dynamics 365 support services to make sure your

organization’s investment in Dynamics 365 is fully

maximized. Seasoned, dedicated resources can help

troubleshoot, assist, and evaluate your 365 system.

Implementation best practices:

Adaptability and flexibility:

Resource expertise:

Complete suite of support services: