The 5 phases of a MS Dynamics GP Implementation that avoid costly mistakes

When implementing an ERP software, such as the MS Dynamics GP, it’s important to put forth effort to properly prepare, define clear goals, set priorities and ensure your team is on the same page, for a smooth implementation process. This is a vital step to set your business up for success, avoid costly and time consuming mistakes and maximize your MS Dynamics GP investment to increase efficiency and productivity.

Here are the 5 phases of a MS Dynamics GP Implementation and what to avoid for a successful operation.

Phase 1 - Discover and Diagnose

The first phase of a MS Dynamic GP implementation involves identifying what work has to be done, what business processes are necessary in your current system and what should be changed or improved. It’s a good idea to approach the implementation with an open mind. A new ERP system can offer advanced and improved solutions for your business and the implementation team and MS Dynamics GP consultants, come with a fresh perspective and experience that can aid in taking your business to the next level. However, don’t be afraid to ask questions, vocalize your business needs and even challenge suggestions. While a professional  MS Dynamics GP implementation partner will have a project plan template created based on the success they’ve seen other clients have with the system, it’s no secret that every project is different and has their unique needs. While certain solutions may work for one business, they may not be the right fit for you and at the end of the day you need to be happy with the result. For this exact reason it’s important to define what success means to you and what you hope to achieve with the implementation process. 

Don’t put off making important business decisions during this phase, as doing so later will result in backtracking the process, re-training staff and potentially delaying your launch date. 

This should be the most important and involved phase; discovery and design should fit what your system needs today as well as have a vision for where your business will need in the future. 

Phase 2 - Installation and Set Up

The second phase of the MS Dynamic GP implementation involves actually installing and setting up the software on your server or workstation. This involves inputting your systems core data such as bank accounts, customers, vendors, general ledgers, usernames and financial history.

Setting up the MS Dynamics GP will allow for plenty of customizations to fit your business model and needs. However, some vendors may offer custom changes to the actual source code. It’s a good idea to avoid making any code modification at the vendor level as doing so will not only cost you extra money upfront, it will cost you more for training and the inevitable, ongoing technical support once the software is in place. There are many 3rd party software solutions that can be used instead of customizations. 

Phase 3 - Training

A very crucial part of the MS Dynamic GP implementation is the actual hands on training to ensure all your team members are familiar and comfortable with the new system. When your team has been doing something a particular way for a very long time, it can be difficult to convince them right away of the value a new ERP system, such as MS Dynamic GP,  brings to the table. 

Taking the time and effort to ease them, and yourself, into the change and address any questions and concerns, will be another step in the direction of a successful implementation. 

Phase 4 - Testing

Phase 4 of the MS Dynamic GP implementation is testing. This is an important process that will allow you to identify and solve any issues, check for proper configuration, eliminate any conversion errors, test run unique transactions and check the overall quality of the new setup. A thorough testing phase results with you and your team feeling more confident with your new system and pinpoints and potential areas where more training could be implemented. 

Ignoring the testing phase in your MS Dynamic GP implementation will essentially mean that your testing is done while your system is live. This can cause severe back tracking and wasted time, efforts and resources to solve any issues found on the live system.

Phase 5 - Launch

The final stage is the launch of the MS Dynamic GP  system! This sets your previous, legacy system as inactive and allows for the new system to kick in. With a successful testing phase, you can rest assured that the new system will run a smooth course so that you can move forward with your business. 

Though by this phase the implementation process is complete you can rely on your MS Dynamic GP consultants for any ongoing support, trouble shooting that may occur with more unusual transactions or any updates and tweaks that can be implemented with time.