Microsoft Dynamics Implementation: A-Z Guide

Microsoft Dynamics Implementation: A-Z Guide

In today’s highly competitive business environment, companies are investing time, effort, and money to unify their teams around actionable data and stand out from the competition. Unfortunately, there is still a huge number of businesses using disconnected operational workflow systems, which results in inefficient processes littered with inaccurate and duplicate data. However, with a system like Microsoft Dynamics, businesses can unify their operational workflows and afford the visibility, insight, and collaboration needed to achieve the desired goals. 

The global Microsoft Dynamics market is expected to grow at a Compound Annual Growth Rate (CAGR) of 12.2% from 2023 to 2033, reaching a valuation of US$ 34,215.8 million by 2033. This growth is largely driven by the shift towards cloud adoption, Microsoft Dynamics web service integration with AI and IoT technologies, and the development of industry-specific solutions.

In this article, we have curated a comprehensive step by step guide on how you can implement MS Dynamics system into your business processes. While at it, we are also going to look at the benefits of Microsoft Dynamics AX custom development, Dynamics 365 integration challenges of Microsoft Dynamics, and how you can overcome them.

What Is MS Dynamics?

MS Dynamics is a family of business applications developed by Microsoft to help enterprises transform and streamline their business processes. The multiple apps and add-ons touch core business areas such as Enterprise Resource Planning, Customer Relationship Management, Project Management, and so much more.

Dynamics 365 features 5 different apps that help fulfill all the business’s CRM needs. They include:

  • Dynamics 365 Sales: This app gives business owners a birds-eye view on how their enterprises interact with new prospects and existing customers, which makes it easier to forecast and plan future interactions.
  • Dynamics 365 Marketing: This app acts as a single source of truth in matters of marketing. It also allows enterprises to strengthen their marketing efforts by creating a platform to nurture marketing campaigns, calculate lead scores, and offer deep insights for future campaigns to acquire new customers and retain the existing ones.
  • Dynamics 365 Customer Service: Helps businesses to rack up customer service efforts by efficiently tracking returns, warranty claims, customer complaints, and how the support team handled all the individual transactions.
  • Dynamics 365 Project Service Automation: If you are operating within the professional services industry, this app provides useful scheduling, expense submissions, and time entry resources. 
  • Dynamics 365 Field Service: This helps teams to offer services even when offsite.

Benefits of MS Dynamics ERP and CRM Integration

Dynamics NAV integration and Dynamics CRM data integration help condense data procedures, leading to the creation of and effective management of consistent datasets for all processes. Aside from that, there are many other advantages of Dynamics 365 ERP implementation.  They include:

Eliminating Redundancies

As earlier indicated, business operations are highly integrated, with all segments operating in unison. Using a disjointed CRM and ERP system means that data has to be entered twice, which is not only time consuming but also prone to errors. However, by integrating the two systems, information is updated concurrently, hence eliminating redundant data-entry tasks.

Improves the Speed and Efficiency of Processes

Eliminating redundant data entry tasks through the integration of ERP and CRM systems makes it easier for teams to locate important information in real-time. For instance, production teams can create lean manufacturing processes by manufacturing goods using real-time order details. You can also partner with Microsoft Dynamics ERP implementation companies to design a proper entity mapping system to help streamline datasets and their underlying relationship.

Improve Your Brand Visibility

Integrating CRM and ERP systems gives your sales agents, warehouse workers, and production line employees consistent information, making it easy for them to focus on their primary tasks. Better yet, having dashboards that keep everyone on the loop means that timely tasks performed by individual employees don’t contradict those done by others in different departments.

Help Serve Customers Better

Another benefit of CRM and ERP integration comes in the form of improved customer service. By having complete product and inventory records, your sales agents and customer care reps can effectively communicate with the prospects and give consistent answers.

Power to Differentiate Your Business

Dynamics 365 also offers cloud functionality, handing businesses the power to conduct rapid digital transformation. Unlike using disjointed, bolt-on ‘solutions’, the unified intelligence systems found in CRM and ERP systems allow you to easily pivot your business processes as new trends and information continue to emerge, even as competitors continue to plod behind.

Factors to Consider Before MS Dynamics Implementation 

Despite the multiple benefits of MS Dynamics systems, it is important to appreciate that it is a huge investment that costs time, effort, and money.  How then do you ensure that your investment pays dividends, both in the short run and in the future?

Here are some of the critical factors to consider before undertaking MS Dynamics integration:

Your Business Needs

Understanding your business needs and communicating them to your development team is critical in crafting and implementing an MS Dynamic solution. After assembling your team, you need to carefully explain the core values of your enterprise, your processes, challenges, and requirements. By doing so, the team of Dynamics GP developers is able to find the most suitable Microsoft Dynamics solution, as well as the kind of customization your ERP or CRM systems need. 

Budget

If you are running a small startup, chances are high that you could be working on a limited budget, and you may not have the reserves to buy multiple software tools. For this reason, Microsoft AX developer and integration costs become an issue. Essentially you should be looking for an MS Dynamics package combo that gives your business all the enabling tools without breaking the bank. It should include all the additional features like customer support and marketing automation. And although it may seem costly to hire a Microsoft Dynamics 365 implementation consultant in the initial stages, they will help find the best package, saving you much more in the long run.

Ease of Use

One of the biggest mistakes you can make when purchasing an MS Dynamics package is to choose something with a steep learning curve and almost impossible to comprehend by your employees. If it’s difficult to operate, the level of assimilation will be significantly low, and it may make your employees less efficient.

Competency of Your Microsoft Dynamics GP Implementation Services Provider

It is paramount to assign your project to a dedicated development team, with expert knowledge in all the Microsoft Dynamics GP integration manager tools and how your processes work. You may also need the development team to work with a few members of your in-house team during the test period, to ascertain the aptness of your solution.

Common Microsoft Dynamics Integration Options 

Integrating your CRM with third-party systems eliminates the need to keep switching tools and, thus, create efficient internal processes, streamline internal collaboration efforts, and eliminate communication bottlenecks. 

Below, we have listed the most common MS Dynamics CRM implementation methodologies, and the option you choose is largely dictated by your business needs, size of the company, and the budget.

ERP with Dynamics 365

Connecting your MS Dynamics 365 CRM with an ERP system like Oracle ERP Cloud, SAP ERP, and Dynamics 365 for Finance and Operations gives your sales representative instant access to information concerning products, prices, order details, invoices, payments, and inventory information. With all this information at their fingertips, the sales reps can communicate with customers much faster and make informed decisions.

Office 365 with Dynamics 365

Another unique way for businesses to use the Dynamics platform is through Office 365 and Dynamics integration. With this form of integrations, it becomes easy to:

  • Track emails
  • Track meetings and customer appointments using the Outlook Calendar
  • View sales information and activities
  • Create new Dynamics records with ease
  • Generate activity lists in response to automatically scheduled emails and new customer records

DMS with Dynamics 365

Integrating DMS with Dynamics 365 helps businesses manage and electronically archive internal and external documents with ease. These documents are archived within Dyn365FO, and can be searched and accessed by users depending on their security roles.

Analytics Tools with Dynamics 365

Microsoft Dynamics 365 becomes a more powerful resource once it is connected to analytic tools such as Power BI. This Office 365 cloud service acts as a built-in analytics solution, as well as a tool that helps automatically refresh online data displayed.

Email with Dynamics 365

Sales representatives spend most of their working time communicating with colleagues and prospects and customers. For this reason, integrating Dynamics 365 to client’s emails is important in tracking and managing sales-related email correspondences, receiving emails from clients, and generating reports directly from the email

6 Steps for MS Dynamics Integration 

The very first step in MS Dynamics entails adding people via the Office 365 Admin center. This step entails adding the various users in the system and assigning them security roles.

Each user is assigned a specific set of security privileges, which limits what they can and can’t do within the system.

Set Up Email

One of the biggest advantages of Microsoft Dynamics is that it gives you the freedom to store all customer contacts in one place. For this, you are required to synchronize the email system with MS Dynamics 365.

Get Mobile Apps

The next step in MS Dynamics integration is to give users the leeway to access the system either using a phone or tablet. You can choose between Dynamics 365 for phones or Dynamics 365 for tablets, and either of them can be downloaded by the users using their devices.

The good thing about these apps is that they are easily customizable to meet specific business needs. You can simply add things that your organization needs and remove the unnecessary one. As an icing on the cake, a single change is implemented for all the users, irrespective of their mobile platform of choice.

Customization

Dynamics 365 is designed and built to allow customization of several aspects of the software. You can choose to add a new logo, change the color scheme, adjust or create new forms and views, configure or create new dashboards, and so much more.

Add a Document Management System

One of the best document management systems to integrate with Dynamics 365 is SharePoint. It makes team collaboration and communication easier. However, to complete this merger successfully, you need to activate the Microsoft Dynamics CRM list component or the server-based SharePoint integration.

Connect Skype

Skype integration allows your teams to instantly text, call, or video chat with each other, as well as share files without switching from the Dynamics 365 application. Even better, they can easily access customer calls, add footnotes, and share them with other users.

Import Your Data

To leap the full benefits of your new system, you must populate it with data. For this, MS Dynamics 365 comes with wizards and templates that allow you to move information from email systems, spreadsheets, and other in-house structures. When importing data into your Microsoft Dynamics 365 system, the best place to start is the contacts from the existing system(s), then proceed to leads and accounts. Lastly, store them into single separate files.

Costs of MS Dynamics Implementation

The cost of Microsoft Dynamics CRM integration services is largely dependent on your company’s size and the licenses you purchase. It can be as inexpensive as under $10,000 or even be a multi-million dollar project.

But basically, an On-Premise solution will cost you an average of between $3,000 and $5,000 per user, times the number of users, third party products, and the annual maintenance fee. A cloud-hosted solution on the other will cost between $230 to $530 per user, per month, with the service fee costing up to 4 times the total cost of your On-Premise and Cloud software.

Where to Look for MS Dynamics Developers

As you can see from our Microsoft Dynamics implementation A-Z guide, MS Dynamics allows businesses to enjoy numerous, like increased efficiency, more lead generations, improved sales, and streamlined in-house and external communication.  However, all too often, the process of integrating MS Dynamics is fraught with challenges that could potentially lead to disastrous and costly occurrences. In all cases, the root cause is the lack of skills and expertise compounded with poor project management.

“Understanding the nuances of a client’s needs is essential. It’s not just about technical skills; it’s about aligning those skills with the client’s long-term vision and company culture.”Ivan F, Consultants Engagement Manager at HireDynamicsDevelopers.com

If you are a large multinational corporation struggling with Microsoft Dynamics AX implementation problems or a small startup looking to overcome minor Microsoft Dynamics GP integration hurdles, you have come to the right place. Hire Dynamics Developers is a company that specializes in ERP developers and we will help you find skilled professionals that meet all your Microsoft Dynamics 365 implementation requirements.

Contact us for professional assistance in Microsoft Dynamics implementation!