Proven strategy for Dynamics 365 implementations

Whenever you start something new, it’s better to turn to those who have already gone through this path and can point out pitfalls, possible mistakes, and help you avoid the same issues they have already run across. This also applies to implementing Dynamics 365 products into your existing and well-established system. What can go wrong, how to prevent it, how much time it will take, what is needed for it, and which practices have proven to be effective – all of this you will find in this article. 

Dynamics 365 implementation timeline 

To begin with, let us roughly divide the implementation process into four big parts. This structure simply outlines the direction you will take in your Dynamics 365 implementation process and predetermines the subsequent, more detailed steps on this journey: 

• Pre-implementation 
• Implementation 
• Post-implementation 
• Support 

The time required to complete the first three steps is based on various factors: 

1. Business complexity 
2. Level of customization 
3. The volume and complexity of data to be migrated 
4. Integration requirements 
5. The number of users needing training 
6. The availability of both internal and external resources 

 As to the fourth step (support), you will need to keep supporting the new system for as long as you use Dynamics 365, adjusting it to serve your business effectively. 

Step 1: Pre-implementation and planning 

Before making any investments into business applications, ask yourself the following key questions: 

• What are the business needs and goals you are trying to achieve with Dynamics 365 implementation? 
• What is the main reason for the implementation (an opportunity for digital transformation, business model improvement, outpace the competition, or something else)? 
• What is the main objective of this implementation? 
• Is it worth the effort? 

Assessing business needs and objectives 

First, take your time talking to your team from management to end-users. Ask them about their experience with business processes, and talk about the current pain points and reasons for the transition from your old system to Dynamics 365. Make sure to document everything from users to security, data migration and system functionality. 

A to-do list for this stage:  

1. Analyze your current processes, functionalities, and workflows 
2. Evaluate the quantity, quality, and structure of the data you will need to migrate 
3. Create a backup of the data 
4. Determine the access levels your users will need 

Selecting the appropriate Dynamics 365 applications 

Based on the data you gathered during the previous stage, go through what Microsoft Dynamics 365 applications have to offer and decide what functionality matches your requirements perfectly. Besides that, calculate how many licenses will be required for your business. 

A to-do list for this stage: 

1. Refine the functionalities, processes and workflows that need to be implemented within Dynamics 365. 
2. Review and map out the apps and systems to be integrated with Dynamics 365. 
3. Select the right Dynamics 365 apps, as well as the number and level of the Dynamics 365 licenses.  

Forming a project team and define roles 

At this point, you can choose from one of the approaches: hire a Microsoft partner to perform the implementation for you or select specialists among your employees. It is best to include a group of senior stakeholders with the authority to ensure that the project team stays in alignment with its KPIs. As for the core implementation team, it should include: 

• Solution architects 
• Trainers 
• Adoption and change management advisors 
• Developers 
• Testers 
• Functional and technical consultants 
• Project managers 
• User champions 
• Business subject matter experts

A to-do list for this stage: 

1. Assemble a dedicated project team that includes members from different departments. 
2. Define each team member’s role in the process. 
3. Schedule regular meetings to keep everyone updated. 

Phase 2: Implementation 

During the implementation phases, the designated project team works on building the solution based on the pre-implementation planning, turning ideas into reality. 

Assessment phase 

Since some time will inevitably pass between the pre-implementation and implementation phases, you need to go over your initial plans and refine them according to the changing reality. However, shift your thinking into a more material plane this time: come up with a budget and allocate the resources necessary for the project. 

A to-do list for this stage: 

1. Define the specific areas of work or tasks that are included in the project 
2. Update the project to reflect all the latest changes 
3. Allocate budget and funds  

Planning stage 

At the planning stage, it is important to make sure you avoid all the avoidable pitfalls before beginning the implementation. 

A to-do list for this stage: 

1. Produce a high-level solution design 
2. Schedule updates during off-peak hours 
3. Inform users about the upcoming changes 
4. Consider the time and resources needed for training the staff 

Configuration stage 

This is the stage when you see Dynamics 365 shaping up according to your business requirements. This involves configuring selected Dynamics 365 applications, refining functionalities, processes, and workflows, and adjusting the system to meet your needs. Now it is also time to review and plan the integration of other apps and systems with Dynamics 365. 

A to-do list for this stage: 

1. Configure Dynamics 365 based on the approved design 
2. Implement the settings, customizations, and data specific to your workflows 
3. Configure forecasting, campaigns, leads, accounts, opportunities, and case management 
4. Perform end-to-end business testing and performance evaluation 

Deployment stage 

Finally, the moment of truth: the deployment of the carefully crafted unique version of Dynamics 365 into your business system. At this point, keep a close eye on the process and address the occurring errors (if any) as soon as possible. 

A to-do list for this stage: 

1. Transfer all necessary data from your old system to Dynamics 365 
2. Conduct functional, performance, and user acceptance testing 
3. Provide training for users 
4. Officially launch the new system  

Phases 3 and 4: Post-implementation and support 

When the new system is deployed, the users are getting used to the new ways, and it is time to observe, take notes, and measure the success of the project. This allows you to clearly see micro and macro project health trends. This allows stakeholders to assess the overall health of the project in real time. 

A to-do list for this stage: 

1. Gather feedback from the users and adjust the system accordingly 
2. Monitor the system’s performance 
3. Conduct maintenance activities 
4. Promptly address any issues that arise after implementation 

Dynamics 365 implementation costs 

There is another important question we still need to cover: What are the costs of a digital transformation for your business? If you are implementing Microsoft Dynamics 365 from scratch, keep in mind that you will need to cover the license costs monthly, depending on the number of users and the exact applications that are included in your plan. Moreover, if you turn to Microsoft partners for implementation assistance, their work is going to need compensation as well. 

It would be impossible to calculate Dynamics 365 implementation costs without all the variables in place. However, what we can do is determine the prices individually for each case we encounter. Get in touch with Microsoft Dynamics 365 experts from proMX to determine your Dynamics 365 needs and receive an implementation estimate. No matter where you and your company are located, we have you covered all over the world with offices in Germany, UK, India, USA, Canada, and Singapore.  

Best practices and considerations 

It is possible to implement Dynamics 365 in your business using your own wit and resources. However, self-implementation is generally not recommended unless you have deep expertise. It can be risky, time-consuming, and lead to costly mistakes, which is why many choose to work with a leading Microsoft partner like proMX. 

proMX has proven its reliability and expertise over the years. We offer domain-specific and agile business solutions implementations for your enterprise, with a focus on Dynamics 365, Power Apps and Microsoft Copilot. Don’t hesitate to reach out to us, whether you’re planning a fresh Dynamics 365 implementation or need assistance fixing issues from a previous setup.