Upgrading to Microsoft Dynamics 365

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Microsoft Dynamics AX 2012 has been a reliable enterprise resource planning (ERP) solution for many years. However, with the release of Dynamics 365 Finance and Operations, many businesses are considering upgrading to take advantage of new features and improved functionality.

However, companies juggle several options based on business needs when planning an upgrade. It includes the decision to upgrade with all of your closed transactions and POs or cutover to the new version with only open balances and master data. Additionally, the complexity of customizations can also impact the upgrade process.

Choosing the best approach for an upgrade can be a challenging decision. Your business and teams may have relied on the old system for a significant period, and you may have a range of critical customizations essential for your operations. Additionally, you might be facing compliance issues that require attention. In this article, we aim to help you navigate this decision-making process by outlining the advantages and potential pitfalls of each upgrade approach.

Option 1: Upgrade with All the Historical Data

Upgrading with all the historical data means transferring all the closed transactions, POs, and other historical data from AX 2012 to Dynamics 365 Finance and Operations. This option provides continuity in business processes and ensures that all data is available for reference and reporting purposes. However, upgrading with all historical data can also increase the complexity of the upgrade process, making it more time-consuming and expensive. It may also result in data migration challenges, inconsistencies, and data quality issues. A few of the reasons some of our clients chose to upgrade with all historical data are

Compliance: Industries, such as healthcare and finance, are legally required to retain records for a specific period. Upgrading with all historical data ensures that the business complies with regulations and can access the data if needed.

Reporting: Historical data is often required for reporting and analytics purposes. Businesses may need to analyze trends and patterns over time, requiring access to historical data.

Business Continuity: Keeping all historical data ensures that business processes are not disrupted during the upgrade process. It enables businesses to continue operations seamlessly without any data loss or record gaps.

Despite the availability of data archiving and reporting mechanisms for handling the scenarios mentioned above, some customers prefer to have a centralized view of all their historical data and artifacts, even if it comes at the cost of added complexity.

Option 2: Cutover to New Version with Only Open Balances and Master Data

Cutover to the new version means starting fresh with only current open balances and master data. This option can simplify the upgrade process and improve the performance of the new system. However, this option requires that all historical data is archived and stored for future reference. Additionally, this approach may not be suitable for businesses with complex historical data, as it may result in data inconsistencies and missing information. Following are some of the reasons why our clients choose cutover to the new version with only open balances and master data:

Data Cleansing: Historical data may contain outdated, redundant, or irrelevant information. Cutover with only open balances and master data enables businesses to cleanse their data and only migrate relevant information.

Performance: Migrating all historical data can impact system performance and result in longer load times. Cutover with only open balances and master data can improve system performance and reduce load times.

Simplification: Cutover with only open balances and master data simplifies the upgrade process, as it reduces data volumes that need to be migrated. This can make the upgrade process faster and less complex.

Ultimately, the decision to move all historical data versus cutover depends on the specific needs of the business and its change appetite. Also, it is crucial to weigh each option's benefits and drawbacks before deciding.

The Customizations Dilemma

Balancing Customization Needs and Technical Constraints

Customizations also impact the upgrade process. If you have no customizations, the upgrade is relatively easy. However, if you have moderate to high customizations, an assessment is necessary to determine which customizations are critical to your business processes.

Based on the critical customizations, there are several options available:

Rehost: This approach involves moving the customization to the new system without any changes. This option is suitable for relevant and functional customizations in the new system. However, it does not take advantage of new features or improved functionality in the new system.

Refactor: This approach involves updating the customization to work with the new system while maintaining the same functionality. This option is suitable for customizations that are critical to business processes and require modification to work with the new system. However, it may require significant effort to refactor the customization.

Rearchitect: This approach involves completely rebuilding the customization using new architecture and technology. This option is suitable for customizations that are outdated, complex, or no longer relevant to business processes. However, it requires significant effort and resources to reconstruct the customization.

Rebuild: This approach involves completely rebuilding the customization using the same architecture and technology. Similarly, this option is suitable for outdated, complex, or no longer relevant customizations to business processes, but only where the customization logic can still be reused. However, rebuilding the customization demands a considerable investment of both time and assets.

Replace: This approach involves replacing the customization with a new third-party solution that provides similar or better functionality. This option is suitable for customizations that existing third-party solutions can replace. However, it may require significant effort to integrate the new solution with the upgraded system.

Retire: This approach involves retiring the customization because it is no longer needed or relevant to business processes. This option is suitable for customizations that are no longer used or have been replaced by other solutions.

When considering which approach to take, it's important to assess the criticality of the customization to business processes, the complexity of the customization, and the resources available to support the upgrade process. To determine which customizations are critical, it's recommended to conduct a customization assessment to identify which customizations are still relevant and which require modification or rebuilding. The assessment should also include a review of third-party solutions and integrations to ensure they are compatible with the new system.

Additionally, it's vital to involve end-users in the customization assessment process to ensure their needs are addressed, and the upgraded system meets their requirements. Ultimately, tackling customizations during the upgrade process requires careful planning and assessment.

Conclusion

Upgrading from AX 2012 to Dynamics 365 Finance and Operations can be complex and challenging. However, by understanding the different options available, businesses can make informed decisions that meet their needs.

Whether you choose to upgrade with all historical data, cutover to the new version with only open balances and master data, or customize your system, it’s recommended to work with a Microsoft Dynamics partner who can help assess your needs and guide you through the upgrade process.

At Visionet, we offer a comprehensive approach to enhancing your financial operations by leveraging advanced AI/ML technologies. With predictive AI, you can minimize operational expenses, make data-informed decisions, and develop meaningful customer relationships. With seamless migration to Dynamics 365 for Finance and Operations, Visionet helps businesses enhance their financial spectrum with usability enhancements, personalization improvements, global capabilities, and regulatory and electronic reporting. Our solution augments your operations to bring you on the precipice of digital transformation.

Accelerate your upgrade to Dynamics 365. Make the switch with Visionet.

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