Effec%ve AX 2012 Upgrade Project Planning and Microso< Sure Step. Arbela Technologies

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1 Effec%ve AX 2012 Upgrade Project Planning and Microso< Sure Step Arbela Technologies

2 Why Upgrade? What to do? How to do it? Tools and templates Agenda Sure Step 2012 Ax2012 Upgrade specific steps Checklist

3 Why Upgrade? All about business value: ROI and TCO New business capabili%es HR, Expense Management, etc. New user adop%ons new user interface, etc. Reduced maintenance cost reduced integra%on and old so<ware and hardware, etc. Unsupported versions risk reduc%on Business reengineering Resource and budget availability Etc.

4 What to do? Engage with your partner and plan ahead Kick off an assessment task go/nogo decision Ini%al ROI and TCO es%mates Define the project objec%ves and strategies Analyze the new AX2012 licensing model Make sure you get 12 months upgrade grace period from Microso< (in wri%ng) Go through the project planning checklist Project management, budget, risks, resources, %ming, etc.

5 Project Check List Categories Business Jus%fica%on / Project Vision Project Forma%on Project Execu%on Design / Development Training / Educa%on

6 Sample Upgrade Goals/Objec%ves/Strategies Improve opera%onal efficiency à centralized ERP Reduce risks by replacing customiza%ons - eliminate and or minimize customiza%ons Process re- engineering Minimize integra%on Partner to play the advisor role through out the process by holding workshops and delivering technical support Client super users to do bulk of the setup, documenta%on, and tes%ng work Client super users to drive the project Minimize the cost of the upgrade Leverage Sure Step Document processes to reduce business risks SOX, Audits Train the super users and IT as the first line of support

7 How to Upgrade? Build a methodology and project plan based on the project needs: Depending on the upgrade type see next Leverage Sure Step Areas of risks and concerns Financials Mul%- company transac%ons, COA set up, consolida%on, etc. Customiza%on, Integra%on, company setups, reports, etc. New modules/changes: Products, procurement, product builder, HR, etc. New user licensing and user types

8 Upgrade Types Standard Upgrade Low to no customiza2on Small ISV/Add- ons Few custom Reports No or few integra2on touch points AX V4 or AX2009 Clean data Etc. Hybrid Moderate Customiza2on Low integra2on touch point Limited data consistency issues Limited integra2on touch points V3 or V4 Etc. Re- Implement Heavy Customiza2on More than 2 medium to large ISV Many integra2on touch point Dynamics AX V3 or V4 Data Consistency issues Etc. $ Cost $$$ Standard Hybrid Re- Implement Level of Effort

9 Risk Assessment and communica%on AX2012 quality Current implementa%on/customiza%ons Availability of super users Requirements defini%on and approval AX2012 licensing and %meline to upgrade Etc.

10 Microso< Dynamics AX2012 Licensing Gives a named user access rights to certain capabili%es from any number of devices All func%onality Gives a specific device access rights to certain capabili%es by any number of employees.

11 AX2012 License Conversion Consult with your partner and Microso< account representa%ves for the latest informa%on. Two primary methods: Use your exis%ng licenses as credit towards the AX2012 licenses purchase AX2012 license conversion (formula based) No. of concurrent users à Enterprise and func%onal users

12 AX2012 Upgrade Data and Code Migra2on Process Analysis Design Development Deployment Step 1 - First Pass Data Consistency Mul%ple itera%ons un%l data is consistent MS AX ver3 *Note: Direct upgrade to AX2012 is only supported from AX V4.0 and AX2009. If you are upgrading from a previous version than you must upgrade to V4.0 (preferred) /AX2009 than upgrade to AX2012 Data Consistency Tool Data Consistent? MS AX ver4 No / Repeat and Fix Yes for at least Master Data Step 2 Upgrade Prepara8on If on AX v3 or previous, upgrade to AX v4 or AX2009. Then Mul2ple itera%ons run approx 4 to 8 %mes ( If transac*onal data inconsistency issues cannot be resolved, historical data can be made available to users outside of base tables in AX2012) MS AX v3 MS AX ver4 MS AX2009 Requirements Iden%fica%on / Gap analysis Export Clean Data Upgrade If transac%on data inconsistent Code Upgrade Ac%vi%es Reports Valida2ons/ design Upgrade ISV Solu%ons Upgrade Integra%ons Redesign UI/Drop Customiza%on Standard Upgrade Procedure Create new storage mechanism in AX2012 instance Security Valida%on/ Adjustment Import MS AX2012 (Offline) Incremental Adds Step 3 - Final Upgrade Run Once leveraging the previous code and data upgrade sessions Final Code Migra%on Data Migra%on Tool Repeat Analyze MS AX2012 (Live) Time: Fix Issues X weeks depending on data migra*on complexity, version issues, etc. One weekend

13 Educa%on/Training Business and Industry Requirements and As Is Capabili%es System Design Workshops Train the Trainer Workshops End User Training Technical Training Project Phase Client Knowledge Transfer You partner, Inc.

14 Project Management Tools MS Project Project Managers Phases Sure Step Assets Task Scheduling Sequencing Resource Management Time/Cost Es%ma%ng SharePoint 2010 Toolbox Warehouse Phase Structure Current informa%on Communica%ons SharePoint Project Site Core Team

15 SharePoint Doc Types Calendar(s) Announcements Links Document Folders File Folders Lists of capabili*es Support Incidents System Design Issues Project Management Issues Risks Tasks Change Request Tracking Contact List Key Features Document check out/in Record/Document version control Alerts Workflow InfoPath Integra8on for forms based entry Status reports Enhancement Req Discussion threads Document/record links Outlook calendar integra8on

16 Sure Step Project Management Methodology for use in Dynamics and CRM projects Collec%on of Ac*vi*es, Processes, Roles, and Ar*facts (templates, documents, links) to effec%vely run a project from ini%al concept to post rollout support Broken into 6 phases Diagnos2c (op2onal), Analysis, Design, Development, Deployment, and Opera2ons Inclusive of Project Types Standard Upgrade Enterprise Rapid Agile Cross Phase Processes Organiza*on Solu*on Technology Pre Project - Decision Accelerators Post Implementa2on - Op2miza2on Offerings Can create and track projects in tool or use with Share Point

17 Sure Step - Benefits Confidence, Control, Visibility Requirements = Solu*on - Assures business requirements are defined and then met and measured with the AX solu%on Produc2vity don t have to start from scratch - templates and process built to a 50%+ state in many cases Process and Ac2vity Roadmap Process and ac%vi%es are laid out Ensures consistency specific for global or mul%- site engagements. Keeps project team, partners, etc. on same page. If used appropriately, increases efficiency, reduces cost, and decreases risk. More informa2on: hsp://nucleusresearch.com/research/notes- and- reports/the- benefits- of- microsow- sure- step- for- customers/

18 Hot off the press! MS Sure Step 2012 Released 11/3/2011 Same applica*on version new content (V ) AX 2012 Implementa2on tools and templates are updated to reflect an AX 2012 implementa%on scenario, including Fit/Gap analysis worksheet, es%mator tool, requirements ques%onnaire, security configura%on requirements template, and other valuable items. Upgrade to MicrosoW Dynamics AX 2012 tools and templates to support the upgrade project type, reflec8ng an AX 2009 to AX 2012 upgrade scenario. Accelerated Proof of Concept with Microso^ Dynamics CRM Online service, providing scripts, demos, Delivery Guide, and related content for building a quick proof of concept or demo for a customer using the CRM Online 30- day trial. This supports rapid requirements defini%on and solu%on decision- making. Find this in the Decision Accelerator offering. Microso^ Dynamics CRM 2011 Updates new CRM ar%facts including CRM 2011 Upgrade Assessment, Database Sizing Tool, and Design Best Prac%ces. Sure Step Op2miza2on Offering These services have been repackaged across all products to represent either discrete stand- alone services such as Developer Workshop or bundled services available to customers, such as Architecture Review, Project Governance and Delivery Review, and Upgrade Review

19 Sure Step Available in 2 Flavors Full Client Install SS 2012 Full Client Save Projects using SS or Share Point Web based / Online SS 2012 Online Can t save projects using online version Full Client : h_ps://mbs.microso^.com/customersource/downloads/servicepacks/msdsurestepdownloads.htm? printpage=false&sid=kkvknodzyah1d5cydgpgx50&stext=sure step 2012 Online Version: hsps://mbs2.microso<.com/surestep/ User Guide hsps://mbs.microso<.com/downloads/customer/surestep/ SureStepOnlineUserGuide1.pdf

20 Sure Step 2012 Upgrade Gaps The Good Upgrade Assessment takes into account AX v4 or AX2009 to AX2012 scenarios WBS / Project Plan Upgrade from SS 2010 added sec%on 3.9.x for AX2012 ac%vi%es Technical Upgrade Project Ac*vi*es Good overview of high level tasks / work streams FRD and Samples Changed to fit AX2012 structure + ex. Is actually Security Roles template maps to actual AX2012 roles S2ll needs a_en2on Jump start documents only no magic bullet Project Planning s%ll need to do detail planning and WBS Sequence not really prac%cal No Itera*on not prac%cal for real upgrade project Pre upgrade work relies on earlier SS collateral Links sec*on not totally upgraded Some links s%ll point to AX2009 content Weak on details around design SS in general S%ll lots of work needs to be done to decide how to approach func%onal development, interfaces, integra%on, etc.. Does not replace experience s%ll lots of other pieces that come into play. SS 2012 not a replacement for experience or exper%se

21 Key Sure Step 2012 Documents.08 Upgrade Assessment AX A good document that goes through ques%ons that should ask technical Technical Upgrade Tasks Quick list of key technical areas to ac%vi%es to look at.09 WBS / Project Plan 3.9 Sec%on WBS area adds technical tasks for AX 2012 upgrade FRD / FRD Sample Updated somewhat to reflect AX2012 upgrade areas of discussion (Sample doc has good content )

22 Take Aways Arbela AX ERP Upgrade Checklist (on request) checklist document to assess project readiness based on Sure Step 2012 and Arbela AIM Arbela Technologies AX2012 Upgrade White Paper (on request) Overview document on Upgrade process, important changes in AX2012 and key steps to follow for success.

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