ERP or Enterprise Resource Planning systems offer lots of benefits nowadays, especially due to the global and highly mobile nature of business. While not-so-successful implementations are well-known, it is also possible to become an ERP success case.
For those organizations that would like to consolidate their business processes into one system, having an ERP (Enterprise Resource Planning) System like Microsoft Dynamics 365 Business Central would be the most effective and advantageous solution.
The implementation of Dynamics 365 enables businesses to effectively use a common database from different devices. This improves customization, lowers technical expenses, and increases productivity.
For organizations prepared to implement Dynamics 365 Business Central, the following five steps will assist in merging the various functions of finance, supply chain management, manufacturing, inventory, warehousing, transportation management, and so forth into one integrated workflow system.
Step 1: Business Process Review
Succeeding in Dynamics 365 implementation relies heavily on adequate preparation and planning. Some of the key refinements in planning should include:
- Experience of the end user.
- Workable required changes.
- Type of data your business operates on and mapping a system of record.
- In-house and outsourced service provider collaboration for successful implementation.
It is important to form a team with members from multiple departments who will help with the Business Central Implementation Plan. This is very important in figuring out which business processes are eligible for automation under Dynamics 365. This can also assist in identifying the desired goals and the range of the implementation.
Step 2: Review of Software
Your project team needs to conduct an all-inclusive feature and functionality review of Dynamics 365 in order to:
- Learn the details of the ERP solution.
- Assign available skills and determine skill shortage areas.
- Confirm which manual task will be done by a machine.
- Make the necessary changes prior to the launch.
Interviews with key personnel from each department can provide much-needed help on how the current processes work and how they can be automated with the new system.
Step 3: Prepare Data
Your team needs to examine some historical financial data concerning the implementation of Business Central to be able to plan how to migrate the data.
You need to eliminate some records as well as some data older than a certain threshold. Performing this data “spring cleaning ensures these new systems will deliver the benefits sought. To relieve tension regarding the changes in the tools and processes, it is crucial to both:
- Maintain expectation discipline.
- Open up lines of communication to improve smoothness of implementation.
Step 4: Test and Train
Industries and companies have varying needs and goals, so there is rarely an ideal training method. Some organizations utilize both in-person and e-learning classes, while others prefer just one type. Regardless of how you train staff, you can make the process more efficient by:
- Teaching your more tech-oriented staff how to assist the lower-level users to help contain the issues your IT team has to resolve.
- Use some monetary and non-monetary incentives to motivate employees and encourage them to complete the required in-person or online training on time.
- Gamification is yet another fun method to raise awareness and promote friendly rivalry among coworkers.
Another suggestion is to create and continuously update standard operating procedures that act as process documentation and cheat sheets for employees.
Step 5: Rollout and Evaluation
Prior to deploying a project, use a simple checklist to confirm that everything is prepared for a Dynamics 365 Business Central implementation:
- After going live, log system testing.
- Decide how communication will be handled during system outages.
- Assess network speed and check if data backup processes are completed.
Once a project is underway, it is safe to say that there will be bumps along the way. However, with adequate preparation, the project can be executed in as smooth a manner as possible.
With periodic audits, you will be able to determine progress with meeting pre-set goals and objectives with the new system in place.
Putting Microsoft Dynamics 365 Business Central into service is an important step towards improving an organization’s overall efficiency. Based on the original five steps—Business Process Review, Software Review, Data Preparation, Testing and Training, and Rollout and Evaluation—there are further refinements that can guarantee successful implementation:
1. Get an Executive Sponsor
The first important thing is to get a commitment of senior management. Sponsors can commit resources, develop strategy, and ensure support from the company, which is vital in overcoming the resistance to change.
2. Formulate Change Management Plan
Adoption of a new ERP system impacts different parts of an organization. An organized change management plan tackles opposition, explains benefits and makes it easier for everybody to transition.
3. Get a Qualified Implementation Partner
Working with a well-known Microsoft Dynamics partner ensures that you get appropriate help. This simplifies handling challenges like implementing customizations and adhering to proper procedures.
4. Perform Pilot Testing
Pilot testing in selected departments allows for the testing of issues within a confined environment before full-scale deployment. This allows issues to be resolved at a lower cost before scaling up.
5. Plan for Post-Implementation Support
Creating a strategy for post-implementation support guarantees that users can access help for any troubleshooting and optimization issues, which ensures ongoing improvement and adoption of the system.
By adding these extra steps to the implementation plan, companies can better achieve their Dynamics 365 Business Central goals and improve overall productivity and business performance.
Final Thoughts
As mentioned before, the process of implementing Dynamics 365 Business Central is not trivial, as it includes different leaps in planning and difficulty levels, much like a symphony.
Not all organizations are created equal, which is the reasoning behind there being such drastic variances in how long the process may take for your specific company. As the process progresses, adjustments will be necessary.
Allow the twelve stakeholders to come together ahead of time so that the remaining parts can work towards core deliverables, and in doing so, your Dynamics 365 Business Central implementation becomes a vehicle for resolution that navigates the organization towards improved financial outcomes.
