Many organisations are looking to move from Dynamics on prem to Dynamics online. A big task with lots of moving parts, here are some steps you can take to make the move a little more seamless.
Read on for more detail about each step. A checklist to make your move from on prem to online as smooth as possible.
Assess your current system
- Identify your current system: Identify the version and build number of your current on-premises Dynamics system, as well as any additional components that are being used, such as add-ons or customisations.
- Analyse your data to determine the size, structure, and complexity of what needs to be migrated.
- Evaluate customisations that have been made to the system, including custom entities, fields, forms, and workflows. You may not need them in the online version
- Identify integration points between the on-premises Dynamics system and other systems, such as accounting software, email, and other data sources.
- Review your business processes to identify any gaps or inefficiencies that Dynamics 365 online can address.
- Assess user requirements, including their roles and responsibilities, to ensure that Dynamics 365 online will meet their needs.
- Assess technical requirements, such as hardware and software, that will be needed to run Dynamics 365 online.
It’s important to involve key stakeholders and experts in your organisation throughout the assessment process, to ensure that you take into account the needs and concerns of all relevant parties.
Prepare for the migration
- Clean and format the data so that it can be easily imported into Dynamics 365 online. This may include removing duplicates, correcting errors, and standardising data formats.
- Create a data mapping plan that outlines how data will be moved from the on-premises system to Dynamics 365 online.
- Test the migration process to ensure its working as expected and that data can be migrated correctly.
- Back up the data in the on-premises system to ensure that it can be restored if needed.
Configure Dynamics 365 Online
- Set up users and security roles to control access to the system and to ensure that users only have access to the data and functionality that they need.
- Customise forms and fields to meet your business needs and to make it easier for users to enter and view data.
- Create workflows and business rules to automate business processes and to ensure that data is entered and updated consistently.
- Set up business units (if required) to control access to data and to ensure that users only have access to the data that they need.
- Configure system settings: Configure system settings, such as email, to ensure that the system is configured correctly and that users can receive email notifications and alerts.
- Configure integration: Configure integration with other systems, such as accounting software, email, and other data sources, to ensure that data can be exchanged seamlessly between systems.
- Test the configuration: Test the configuration to ensure that the system is working as expected and that data is being entered and updated correctly.
- Provide user training to ensure that users know how to use Dynamics 365 online effectively.
Migrate your data
Here are some steps you can take to migrate data from on-premises Dynamics to Dynamics 365 online you can use:
- The Data Import Wizard provided by Dynamics 365 online to import data from the on-premises system. The wizard allows you to import data from a CSV file, Excel spreadsheet or a Dynamics 365 solution file
- Third-party data migration tools such as Scribe, KingswaySoft, or Microsoft Data Migration Assistant
- Custom-built scripts. This option is recommended if you have a large amount of data or complex data relationships that need to be preserved.
Ensure you document the migration, including any issues that were encountered and how they were resolved.
Test the migration
- Verify that the data has been migrated correctly by comparing the data in the on-premises system to the data in Dynamics 365 online.
- Test business processes to ensure that they are working correctly and that data is being entered and updated correctly.
- Test any customisations that have been made to the system, including custom entities, fields, forms, and workflows, to ensure that they are working correctly in Dynamics 365 online.
- Test any integration points between Dynamics 365 online and other systems, such as accounting software, email, and other data sources.
- Test user access to ensure that users can access the system and that they have the appropriate level of access to the data and functionality that they need.
- Test the performance of the system to ensure that it is running smoothly and that it can handle the expected workload.
Provide ongoing support
Here are some steps you can take to provide ongoing support for Dynamics 365 online:
- Create a support plan that outlines how support will be provided, including the types of support that will be offered and the procedures for requesting and receiving support.
- Monitor the performance of the system to ensure that it is working as expected and to identify any issues that need to be addressed.
- Provide support to end-users to help them use Dynamics 365 effectively and to troubleshoot any issues that they may encounter.
- Provide ongoing training to ensure that your team is able to use Dynamics 365 effectively and to keep them up to date with new features and functionality.
- Monitor updates and upgrades to Dynamics 365 and implement them as necessary to ensure that the system is up-to-date and that new features and functionality are being used effectively.
- Document and communicate any changes or updates that are made to the system, including software updates and configuration changes, to ensure that all relevant parties are aware of them.
- Monitor the security of the system to ensure that data is being protected and that the system is compliant with relevant regulations and standards.