Migrating data during ongoing operations is a challenge. We show how we master this with a concrete use case. The most important aspect in this process: The respective team must be taken along on the journey to the new software. Clear processes, transparency and the practical benefits for the users are in the foreground.

The task

Joao Diogo Freitas is an AlfaPeople consultant for supply chain management (SCM). The supply chain expert describes his job as follows: “I make sure that everything stays in flow!” In his current project, this involves keeping an eye on many processes at the same time. His team is converting the company software to Microsoft Dynamics 365 for a German biopharmaceutical company. As team coordinator, Joao Diogo Freitas keeps an overview – and if necessary, also pulls the strings.

In the beginning, there was a lot of expectation management to be done: there is no model solution that automatically fits every company. “In our initial analysis, we therefore always ask about the needs and expectations so that there are no misunderstandings later,” explains Joao Diogo Freitas. That’s why he banished the email from the daily routines in his most recent project: “The customer’s team already knew and liked the Scrum method and worked a lot with DevOps. We therefore also implemented the introduction of Microsoft Dynamics 365 with agile methods and communication channels.” Rather than hundreds of emails in which important information gets lost, there are now clear roles and responsibilities – and better communication.

The strategy

The structure is defined by scopes and sprints: Ideally, a scope can be implemented in a sprint of one month. Speed is also required in meetings: “There were too many and too long meetings,” explains Joao Diogo Freitas. The culture of redundant exchanges in large rounds was therefore replaced by closer monitoring. Are there enough resources? Where is the problem, which process needs a push? Such questions do not need endless team meetings but can be clarified on a needs-oriented basis and often in a one-on-one discussion. In the remaining big team meeting at the end of the week, everyone is then on the same page.

The strengths of Microsoft Dynamics 365 fit well with these approaches: There, the processes are document-based and run from a single source without the need for intermediary developers, for example. Standard processes can be automated, which makes many things easier. Of course, the system also offers the possibility to map and facilitate complex tasks.

Clear processes and procedures

It is not only the clear processes and structure for the team that are important when introducing a new software: special care is required in the area of data migration. “This already starts with the export of data from the old system,” Joao Diogo Freitas knows. “Only if the data is already exported in a structured way, it can be used again afterwards without any data loss.” After the export, the data is checked and cleaned so that there is a suitable file for Microsoft Dynamics 365 for each old entry. Then AlfaPeople creates a mapping, configures the new software appropriately. Finally, the data set is transferred to the new system. Extensive tests accompany each step and ensure that the migration runs smoothly.

Joao Diogo Freitas

Business Consultant SCM

Joao Diogo Freitas

Business Consultant SCM

We therefore also implemented the introduction of Microsoft Dynamics 365 with agile methods and communication channels.

Successful introduction

For Joao Diogo Freitas, the complex yet clear processes are the secret behind successful data migration. Through the combination with the team’s streamlined communication structure, the Microsoft Dynamics 365 modules for Finance, Sales, Procurement and Supply Chain could be successfully introduced at the same time for the customer. For Joao Diogo Freitas and his team, the next gig is already in the works: The customer is so satisfied with the new solution that the foreign branches now also want to convert their software accordingly.

With AlfaPeople, you’ll get the right structure for data migration and the software solution from a single source – contact us!