On January 25, the 2024 release wave 1 plans for Microsoft Dynamics 365 were published. With it, companies relying on this enterprise resource planning (ERP) and customer relationship management (CRM) suite will gain access to numerous new features that enhance user experience, automation, and productivity. To benefit from these improvements, organizations that are still using previous software versions must undergo an upgrade process. How should you prepare your team for the Dynamics AX upgrade in a construction company? This article will provide you with valuable tips.
1.Assemble a team for the upgrade process
After deciding to upgrade your current Microsoft ERP and CRM suite to leverage the modern capabilities of Microsoft Dynamics 365 for construction companies, it is time to assemble a team to assist with the upgrade process in your organization.
A sensible approach to selecting the right team members for the Dynamics AX Upgrade would be to engage specialists from different departments, including managers, executives, and end-users, leveraging the knowledge of both business experts and IT personnel. To further facilitate the process, it is highly recommended to cooperate with a professional implementation provider. Such implementation partners, like XPLUS, assist organizations in numerous tasks, including:
- Assessing the company’s existing infrastructure and processes to understand business needs that can be fulfilled by the functionality of an upgraded ERP and CRM system;
- Developing an efficient upgrade strategy with a clear timeline and allocation of resources;
- Tailoring Microsoft Dynamics 365 for construction business through careful choice of applications, configurations, and customizations;
- Validating the functionality of the upgraded system;
- Educating your team on the effective usage of the upgraded software to promote fast and efficient adoption.
2.Choose the upgrade model and select applications of Microsoft Dynamics 365 for construction companies
Regardless of whether an organization opts for professional support provided by an implementation expert or not, defining the upgrade model and scope will be a critical part of the process. To ensure the best choice of the upgrade option, it is necessary to cooperate closely with the upgrade team and encourage stakeholders to be open about their needs and requirements.
For example, the diverse areas of expertise of your upgrade team members can provide different perspectives on the use of an ERP and CRM system, helping to determine which existing customizations should be transferred to the new version of the software and which might be redundant. The teammates can also assist in selecting applications of the Microsoft Dynamics 365 suite applicable to your particular business scenario.
3.Adopt clear and transparent communication
As mentioned above, smooth communication plays a critical role in preparing your team for the Microsoft Dynamics 365 upgrade. It is necessary to ensure that all team members understand the purpose and importance of the upgrade process. In case the team has any concerns or questions, take the time to address these issues.
4.Provide testing and create a test environment
To further support your team during the upgrade process, it is essential to ensure that teammates have access to relevant training. As mentioned earlier, you can rely on support from a professional implementation partner specializing in educating teams about the upgraded version of the ERP and CRM software.
If you opt not to work with an implementation partner, you will need to handle training on your own. This can be done through tutorials, webinars, and studying software documentation. A particularly effective way to increase software adoption is to set up a test environment, providing members of the upgrade group with hands-on experience, allowing them to explore different features and workflows of the upgraded software.
This step is essential to minimize issues after the upgraded system is rolled out. Not only will team members be more prepared to work with the new software, but they will also be able to support other users in your organization.
5.Provide ongoing support
It is advisable to ensure that the upgrade team, as well as other future Microsoft Dynamics 365 users, have access to ongoing support even after the Dynamics AX Upgrade is completed. Since it may be rather difficult to foresee all the challenges end-users may encounter, it is necessary to have specialists assigned to assist employees working with Microsoft Dynamics 365. This is particularly crucial during the early stages of adoption when working with the new software may appear especially confusing and challenging.
6.Enhance security measures
While employees of your organization are already aware of the security measures provided by ERP and CRM software designed by Microsoft, it is necessary to ensure they understand the specificity of security measures incorporated into Microsoft Dynamics 365, especially regarding security roles.
Lack of proper understanding of this functionality can pose a serious threat to the company’s data, reputation, and integrity. This includes educating regular users on best practices for password management, data encryption, and data classification, while those with advanced permissions should also be fluent in the application of access controls.
Regular security training sessions, awareness campaigns, and ongoing communication can help reinforce the importance of security measures and empower employees to proactively mitigate risks and protect company assets.
Bottom line
Your dedicated team, involving specialists of different expertise in your company, is key to the successful upgrade project, as it can help the organization unlock the full potential of Dynamics 365 for the construction business. With the assistance of implementation partners and a focus on user empowerment, companies can maximize the benefits of the upgraded software, drive adoption, and achieve greater efficiency, productivity, and success in their construction projects.
