Employee turnover is an unfortunate reality within today’s business, whether an individual resigns with ample notice, is terminated, or leaves their role for some other reason; there are a few tasks that we recommend as part of your transition plan.  From a Microsoft Dynamics GP (Great Plains) or Microsoft Dynamics 365 CRM perspective, as you transition from one employee to another the following can help to mitigate risks and improve productivity.

1) Update security permissions.

Removing a user’s access to confidential company databases and information is an important step.  For Microsoft Dynamics GP clients with GP 2013 R2 or later, you can “deactivate” the user, thus keeping their name associated to past transactions and approvals rather than deleting them completely. You can also re-activate them in the future if they happen to return. For Microsoft Dynamics CRM and Microsoft Dynamics 365 CRM, we also recommend that you remove the security permissions or “disable” the user via the Admin panel, to not only prevent access, but to also free up a “named user” license for a potential new hire.

It is also important to change the security access for Microsoft SSRS and MR reports as well as 3rd party applications that each run separate security controls.  Even if you remove company access in GP or CRM, many of these reporting and 3rd party tools can still grant user access to a wealth of confidential information.

2) Communicate the change to others on your team. 

Providing a back-up is especially important for workflow dependencies, as systems and reports rely on specific end-user inputs for data entry, processing and approvals. Such communications may be a simple, automated, out of office e-mail or combined with a more proactive approach communicating how the work will be divided and who will ultimately be accountable.

3) Provide end-user training.

New users can get up to speed in a number of ways, whether it be trial-and-error, reading past documentation, job shadowing, attending classroom training or receiving one-on-one mentorship from another subject matter expert (SME).

Custom CRM / ERP training materials may include:

• Past project documentation and training cheat sheets
• Business process overview diagrams and documentation
• Dynamics systems training

When it comes to training, there are a number of “free online training” courses via Microsoft CustomerSource, but such training is often quite generic.  We’ve found that in-person training via web meeting or onsite training to be the most effective as our Endeavour consultants are able to custom tailor their content and sample data for a more efficient and personalized approach.

4) Make introductions to other internal users.

Most of our clients have an internal SME(s) who may have already asked similar technical and functional support questions in relation to your Microsoft Dynamics ERP/CRM implementation.  Of course, we’re always happy to help your new hires, provide advice, or set up a plan to mentor your new hires as they get up to speed.

5) Set-up and provide access to a test environment.

A key aspect of training and change management is K.A.P., Knowledge, Attitude and Practice.  For new users to practice and test their knowledge, a test company / environment can provide your new users with a safe and controlled sandbox without risking major “issues” within your production systems.

6) Let the Endeavour Support team know.

We’d be happy to include your new hires on our monthly newsletter as well as add them to our mailing list for invitations to various Endeavour webinars and events.  LINK

Why upgrade to Microsoft Dynamics Great Plains 2016

 1.      Microsoft support has ended for Dynamics GP 2010 and Dynamics GP 10.0, each are nearing obsolescence

Although Endeavour will continue to provide clients with support on older versions of Dynamics GP, Microsoft’s mainstream support for GP 2010 SP1, SP2 and SP3 expired on October 13, 2015.   Microsoft’s mainstream support for GP 10.0 ended a few years back. The following link will take you to the official Microsoft Support Lifecycle page.   Unsupported applications carry an increased risk that bugs or errors discovered within these products will not be fixed by Microsoft.  For some companies having an unsupported ERP poses a non-compliance within their Business Continuity, Disaster Recovery and/or ISO plans and certifications.

The upgrade process from Dynamics Great Plains 10.0 or Great Plains 2010 to Dynamics GP 2016 or GP 2016R2 will require a 2-step upgrade with an upgrade to GP 2013, then to GP 2016.  Our team at Endeavour is well versed in each of these upgrade approaches.  We HIGHLY RECOMMEND that you consider embracing many of the new workflow, reporting and business automation functions as part of your upgrade.  Such considerations may require additional configurations and business process re-design.

2.      The new Dynamics GP 2016 (R1 and R2) is full of solid enhancements

Our Dynamics GP consultants in Ontario, Quebec and Nova Scotia are thrilled with the added functions and stability of Dynamics GP 2016.  As you may have heard, FRx has been replaced with MR (Management Reporter) for handling your reporting needs via the Microsoft SSRS or Power BI report presentation tools. The enhanced workflow functions are especially exciting and provide a great platform for further automating business processes, improving back-office efficiencies and enforcing financial controls as part of an upgrade of your investment in Microsoft Dynamics GP.  Of course we can’t forget all the “small” improvements in the Dynamics GP 2016, like the having Debits before Credits in all your lists and reports or having the option to automatically update your check book and bank rec when doing a cash receipt.  For many GP 2016 is a significant upgrade from older versions such as GP 10.0 and GP 2010.  Endeavour recommends budgeting for additional change management and training to help users adapt to the new screens, new and enhanced workflows and new reporting methods.

3.      Change Management / User Adoption plans have a greater impact in the New Year

Endeavour Solutions has been providing accounting and ERP consulting for Microsoft Dynamics GP customers for over 20 years.  Over this time, we have enjoyed a low turn-over of consultants and a high retention of satisfied clients.  Experience has shown that when it comes to business readiness, change management and training plans, users are more open to change and adoption of new processes after returning from vacation. The top two times of the year for the greatest mass-return of employees from vacation is at the end of the summer and after the New Year.

Psychologically speaking employees are typically a little more relaxed and more open to new ideas (process changes), while at the same time are motivated by messages from popular media around “Back to school” and a “New year”.  It is at these times of the year where we see increased user adoption of newly enhanced systems and their attainment of new goals, KPIs and other performance metrics.

4.      Internal resource discussions are often smoother near the holidays

Business decisions these days are rarely made in isolation; choosing when and how to upgrade your current Dynamics GP ERP is no exception.  We’ve found that key executive stakeholders are often swamped with a variety of projects throughout the year, but typically slow down just before the holidays.  Although, winter vacations themselves can create havoc on coordinating calendars.  When key stakeholders are able to meet, they are typically less distracted with other projects.  It may seem counter intuitive, but December can actually be the most productive time to reach a common understanding and commitment around resource allocations.

Our team at Endeavour can assist and even mediate your internal review of upgrade approaches, hosting/licensing options, and training plans.  We can also assist with your internal review and evaluation of different approaches to defining new job roles, performing custom calculations, unifying your chart of accounts, working with multiple reporting entities, configuring workflow approval hierarchies, adjusting approval thresholds and a variety of other accounting and business controls that impact business autonomy, team collaboration, reporting visibility and even the calculation of bonus / compensation payouts.

5.      Fewer competing priorities in January 2017 – Start your plans now

As discussed, the holiday season often presents a time when fewer corporate projects are running.  Now is a good time to take advantage of the potential lull in activity and insert an upgrade assessment and business proposal review before other projects are slated to begin.

We’ve found that the majority of top companies operate within defined budgets.  ‘Carpe diem’, if you want to seize the opportunity to improve your performance, streamline your business operations and lay the foundation for future growth, you will need to reallocate the funds from other budgets to pay for your January 2017 upgrade.

Thus the time is now, to consider your Microsoft Dynamics 2016 upgrade plans in preparation for business process improvements and an upgrade to Dynamics GP 2016 this winter.

Call or e-mail Steve Ewing at Endeavour Solutions to set up a meeting to talk about your current Dynamics ERP system and to discuss the various options and approaches available for upgrading to Dynamics GP 2016.

Enjoy your holiday’s, we look forward to hearing from you.

Best regards,

Endeavour Solutions

Looking for more GP upgrade information? – click here www.endeavoursolutions.ca/GPupgrade

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