Dynamics AX to F&O Migration Project

Dynamics F&O to Dynamics 365

About Client

Pioneer Institute of Professional Studies is a Part of Pioneer Group Pioneer Group was established in 1996. The group is a renowned name in providing quality education and is one of the oldest private educational Institutes in Indore, M.P. Pioneer Group is run and managed by highly qualified & experienced professionals having domain experience in the field of education & industry. Autonomous and NAAC Accredited Institute.

  • Institutional Membership of CSI, IMA, ISTE and AIMS
  • Placement in Top fortune 500 Companies and Institutional Membership of CSI, IMA, ISTE and AIMS
  • Number of Students, Teachers and has been ever-increasing

http://www.pioneerinstitute.net/
Location: Indore, Madhya Pradesh, India

Project Background

Peritos and Pioneer Institute of Professional Studies have a history of working together. As a Microsoft Partner Peritos was chosen for the migration project work for AX to F&O system. The migration from Dynamics AX to Dynamics 365 Finance & Operations (F&O) is often driven by a need for enhanced functionality, cloud scalability, and better integration with other Microsoft services. Dynamics AX, although a robust ERP solution, lacks many of the modern features and cloud capabilities provided by Dynamics 365 F&O. Migrating to F&O offers businesses opportunities for real-time analytics, streamlined workflows, advanced AI capabilities, and improved flexibility for business processes.

 

Requirement

  • End of support for Dynamics AX: Customer was reaching end-of-life, prompting businesses to upgrade.
  • Desire to adopt cloud infrastructure: Dynamics 365 F&O offers cloud deployment and integration with other Microsoft Azure services and customer wanted to upgrade to the cloud
  • Scalability and Flexibility: Dynamics 365 offers modular solutions, meaning companies can scale specific modules to meet evolving business needs. Since they had a list of customizations so it was better to do with the newer implementation 
  • Seamless integration with Microsoft 365 and Power Platform (Power BI, Power Automate, etc.) for more connected, insightful business management.
  • Enhanced User Experience: F&O provides a more intuitive, web-based interface that improves user productivity and accessibility and also better uptime and lesser maintenance. 

Scope

Below phases were identified

  • Assessment and planning 
  • Data Migration planning
  • Process mapping 
  • Configuration, Customization 
  • Integration
  • Module wise implementation Sales, Finance , Project management, banking and Vendor management

Implementation

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Technology and Architecture

Technology Stack:

Microsoft Azure: Primary cloud platform hosting Dynamics 365 F&O.

Dynamics 365 Finance & Operations: Core ERP platform, replacing Dynamics AX.

Azure Data Factory (ADF): Used for ETL processes during data migration.

Power Platform: Power BI, Power Automate for analytics and automation.

Common Data Service (CDS):Ensures data consistency across integrated systems.

Architecture:

Cloud-based Deployment: Leverages Azure for scalability, performance, and flexibility.

Modular Design: Dynamics 365 modules (Finance, Sales, Vendor , Customer and Banking )

Microservices Architecture: F&O integrates with other services via APIs and Azure microservices.

Data Layer: Data stored in Azure SQL Database, with integrations for real-time analytics using Power BI.

Integration Layer: Utilizes Azure Logic Apps, Service Bus for third-party system integration.

features & Benefits

  • Dynamics 365 F&O is fully cloud-based, offering better scalability and reduced infrastructure costs

  • Modern, web-based interface with improved usability, customizable dashboards, and better navigation.

  • Embedded Power BI for real-time insights and advanced reporting.
  • Built-in enterprise-grade security with role-based access, multi-factor authentication (MFA), and data encryption.

  • Native integration with Microsoft services (Azure, Power Platform, Microsoft 365) and third-party applications via APIs.

Benefits

  • Cloud deployment allows for easy scaling as business needs grow, without the need for additional hardware

  • The modern UI and enhanced features streamline workflows and boost employee productivity.

  • Modular structure allows businesses to adopt only the functionalities they need, with room for future growth 3 systems were retired and moved to F&O
  • Cost saving as previous Support contracts with 3rd party software were terminated to enable use of a single platform

  • Cloud connectivity facilitates better collaboration across teams, locations, and departments, improving overall efficiency. 

Challenges

  • The new web-based interface in Dynamics 365 F&O can be unfamiliar to users accustomed to the Dynamics AX interface, potentially leading to resistance and slower productivity during the initial phase.

  • Legacy customizations in Dynamics AX might not be compatible with the new architecture and UI of Dynamics 365 F&O, requiring redesign or redevelopment.

  • Migrating large volumes of historical data while ensuring its integrity and compatibility with the new system can be complex and time-consuming.

    • Implement a phased approach to data migration, beginning with high-priority data, using tools like Azure Data Factory to ensure seamless data transfer and minimal disruption.

  • The new features and interface require comprehensive training for end-users to fully leverage the system, which can be time-consuming and resource-intensive.

    • Tailor training sessions to focus on the specific roles and responsibilities of different user groups to ensure effective learning and immediate application of the new UI.

  • Introducing a new system can create disruption, and without a solid change management strategy, it may lead to confusion and inefficiencies.

    • To address user adoption, offer detailed training sessions, workshops, and access to user guides for staff to become familiar with the new interface and features and supported them to learn in batches with targetted based user group. 

Project Completion

Duration: Aug 2022- May 2023 Go Live April 2023

Deliverables

  • Fully Implemented Dynamics F&O as per agreed scope. 
  • 4 weeks of Hypercare support as part of Go Live

  • Migration Plan Document: Detailed plan with timeline, resources, and risk management.

  • Current State Assessment Report Audit of AX modules, customizations, and integrations.

  • Solution Design Document: Blueprint of F&O configuration, customizations, and integrations.

  • Data Mapping Sheets: Field mapping from AX to F&O system.

  • Data Cleansing Report: Results of data cleaning activities pre-migration.

  • Data Validation Report: Data validation results post-migration for integrity.

  • Functional Testing Report: Functional tests report with pass/fail results.

  • Performance Testing Report: Performance tests on system load and transactions.

  • User Acceptance Testing Report: UAT feedback and user sign-off.

  • Training Materials: User manuals, videos, and session documentation.

Support

  • 4 weeks of Hypercare support as part of Go Live

Testimonial

The transition to Dynamics 365 F&O has streamlined our financial reporting significantly. The real-time analytics and embedded Power BI have been game-changers for making faster decisions. The user interface took some getting used to, but after proper training, it’s much easier to navigate compared to AX

— Prakash Chand Jain , Vice Chairman Pioneer Education Group 

Our transition to Dynamics 365 Finance & Operations from Dynamics AX has been transformative for our entire organization, especially across our multiple branches and subsidiaries. Managing operations across diverse regions and educational institutions has become much more streamlined.

CA Prashant Jain
Director, Pioneer Education Group

Next Phase

We are now looking at the next phase of the project which involves:

  • Customizations to be identified 3 months after go Live and Hyper care ends. 
  • Business Process Analysis: Reevaluate key business processes and compare them against current system capabilities to identify areas requiring further customization.
  • User Feedback: Collect feedback from department heads and end-users to pinpoint specific pain points or missing features.
  • Data and Reporting Needs: Analyze reporting and data analytics usage to determine if additional custom reports or dashboards are needed.