If you’re considering switching or upgrading your CRM to a Microsoft Dynamics 365 cloud-based CRM then look no further!  Here we take you through the process of how we get your team up and running.  Creating the right system for your organisation can take several months and involve many meetings, and regular input from your stakeholders.  This article aims to give you an overview of the process from start to finish.  You have our support at every stage to enable your project to run in a timely and smooth manner.

  1. Agile approach

Our preferred development approach is to follow an agile methodology to deliver services.  This approach results in faster insights and a more tailored product that customers can easily adopt and use.

This approach breaks down design and development activities into defined, manageable work streams and not only enables progress to be tracked easily but also ensures the customer is involved regularly to help shape the solution as it evolves within agreed budget and timescale.  It also provides the opportunity for us to continually adapt processes and functionality to ensure the most efficient outcomes.

An allocated Project Manager and Product Specialist will lead your project. 

  1. Microsoft 365 On-boarding:

We will assist you to setup and access Dynamics through your Microsoft 365 account.  Once given appropriate admin rights we will assist you to take the next steps to customise, configure and plan for deployment.

  1. Kick-Off

Our first meeting aims to identify the core Project Team from both sides to go through the solutions available. We start the process of highlighting where there may be key differences between the base solution and your specific requirements which may be bespoke to your college. Initial ICT and data requirements are also touched upon during this meeting. A Kick-Off Meeting preparation document and agenda are supplied by us in advance of the meeting.

  1. Workshops

This stage involves a complete review of current processes for each of the key engagement areas and the corresponding processes within the base solution.  A form and field level review are undertaken, data inputs and outputs are identified and documentation discussed.

  1. Configuration

We configure the solution based on the signed Design Specification – entity structure amendments agreed from the workshops, amending forms and fields, mapping data import/integrations, testing data migration, updating key process flows and defining agreed workflows.

  1. Review Meeting

During this session a full review of the solution is undertaken with representatives from each of the key engagement areas, to check that the system has been configured in accordance with the Specification and to achieve ‘schema lockdown’.  Following lockdown of the schema, the final configuration processes can take place – reports, workflows, templates, security role configuration, mobile device configuration etc.

  1. Business Configuration

This stage covers the design and configuration of the business units and the setting up of the security roles, as well as testing of the import/export routines

  1. Training

This stage is usually split into two sections – System Administrator training and User Training (Train the Trainer approach).  Training will cover: basic use of the system; using the Outlook client; adding data; explaining where automation has been implemented; using Microsoft Word Templates; printing; changing views; running basic reports; setting up users; assigning licenses; general administration of importing/exporting data, using the marketing module (if applicable).

  1. User Acceptance Testing:

This is the final process to review the fully configured system to ensure that it meets the agreed Design Specification and needs of the users.  All system integrations, document templates, reports, user accounts and roles will have been set-up and working.  Formal sign-off of the UAT document will deem the solution fully delivered.  Final upload of live data prior to go-live will be the only remaining action.

  1. Go-Live/Post Go-Live onsite assistance

During this phase, our CRM Product Specialist will be on site (or virtually as is currently the case) and spending time with the end users/departments ‘floor walking’ to help troubleshoot any issues and creating reports as and when required. We can also help you with inputting data as required.

Any questions please let us know! And please note we do offer ongoing service and support should you require it.