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Shawn GensSenior Solution Architect & Managing Consultant
Ellie GhanbariCRM Developer
A Few Questions…
• How many of you are currently using an On-Premise version of Dynamics CRM?
• How many of you are currently using another non-Microsoft On-Premise CRM product?
Some Statistics
• Gartner estimates 75 percent of total IT budgets are used to just maintain and run existing systems and infrastructure.
• According to Forbes:• U.S.-based organizations are budgeting $1.77M
for cloud spending in 2017 compared to $1.30M for non-U.S. based organizations.
• 70% of all organizations having at least one app in the cloud today.
Some Statistics
• The worldwide cloud computing market grew 21% to $110 billion in 2015 according to Synergy Research Group
• 17% of enterprises run over 1,000 VMs (virtual machines) in the public cloud, compared to 13% in 2015, according to RightScale's State of the Cloud survey.
Why Move to the Cloud?
• Low Overhead• Electricity, hardware and software costs• Need staff or consultants to maintain
• Updates• Security is important• Enhancements• Scheduled downtime
• Access• How does your staff get to CRM?• Do you need Mobile?
• Support• Expertise in many applications
• AD and ADFS, SQL Server IIS, and CRM• Who do you call when there is a problem?
Considerations Before you Begin
• Things to think about during your initial evaluation:• Licensing differences
• Per user per month vs. CALs• Microsoft is encouraging companies to move to the cloud with
recent licensing changes
• Do you already have Office 365?• If yes, make sure you add Dynamics to your existing tenant• Are you using other cloud services from Microsoft
• Azure
• This might have benefits when doing data migration
• Dynamics 365 is hosted on Azure• SharePoint Online
• OneDrive
• Exchange Online• PowerBI
• Storage space• How much you get is based on User Count
• 5 GB + 2.5 GB additional per 20 Professional / Enterprise users• Can buy additional storage for a monthly fee
• Sandbox and Production storage both count toward total• Consider configuration only Sandbox (Minimal Copy)
• Biggest users of Storage:• Attachments (both Email and Notes)
• Can these be moved to SharePoint or One Drive?
• If choosing SharePoint, the CRM user should be Admin in SharePoint
• System Jobs• Set up recurring jobs to remove old records
• Audit Log• Only turn on audit log if necessary and limit fields
Considerations Before you Begin
• Data Migration• What to migrate:
• How much of data do you want to migrate?• Inactive users?
• If not, which user should own their records• Old records?
• Exclude old activities?• Exclude records that have not been touched for a certain period of time?• Exclude certain type of email and note attachments
• Personal views and charts
• How clean is your data?• De-dup and cleanup data prior to data migration
• Do you want to preserve original Modifiedon/modifiedby?
Considerations Before you Begin
Data Migration
• Tools/Hardware:• Data migration method:
• If fairly small and simple DB: consider using import wizard to migrate data• If midsize DB: consider setting up the jobs on a local machine• If large DB: consider setting up the jobs on a sql server
• Required tools:• Sql server Data tools 2012 or higher
• Kingswaysoft
• Throttling ExecuteMultiple request (used by migration tools)• Can ask support to increase throttle
• Setup jobs as upsert instead of insert• Some fields and certain type of records cannot be updated if they are closed• Remove inserted test records prior to go-live
• Other considerations• Audit logs cannot be migrated
Considerations Before you Begin
Existing Customizations
• CRM Customizations• Re-validate customized processes
• Do you still need them?
• Can they be replaced with new CRM features or better solutions/processes?
• Who did the customizations? Do you have the source code?
• Are all your customizations supported in the current version of Dynamics?
Considerations Before you Begin
Existing Customizations
• Integration with other Systems• Both Reports and ongoing processes
• Do they rely on the CRM database?
• An Internal Database?• i.e. your Data Warehouse
• Do they need to talk to systems that aren’t exposed to the internet?• i.e. your ERP
• What tool are you currently using?
• Are there licensing issues?
• Is this staying on your current server?
Considerations Before you Begin
Making the Move
• Planning is important for a successful move to online• Make sure you know the stakeholders / roles• Checklist of tasks with their timeline
• Create a plan and stick to it
• Communication:• Let users know when important checkpoints are occurring
• When to get out of the old CRM• When the new CRM is available
• Perform migration when users are out of the system• Start after hours on a Friday through the weekend• Based on the number of records data migration can run for a couple of days
Making the Move
• Training
• Who? / When? / How?
• Post cutover testing and validation
• How are you handling issues?
• Outlook Clients / Configuring Mobile users
Planning for Post Migration
Post Go-Live considerations
• How are you going to do ongoing development?
• How are you going to handle backups?
• How are you going to handle upgrades?
• How are you maintaining data going forward?
On-going Development
Sandbox instance
• Do your development and testing here
• Get a free instance with 25 Professional/Enterprise license users
• Storage counts against Quota so consider minimal copy
Create a plan for moving changes from Sandbox to Production
• Create solutions and move changes from Sandbox to production
• Decide on communication plan
Backups
Backups• Automatically taken daily
• Last 3 days• can request back 90 days
from support• Can manually take a backup
• Only lasts 3 days
Upgrades
Upgrades• How are you going to handle these?
• Microsoft’s Update policy says that you can skip one update each year, but then the next update will become mandatory.
• Strongly recommend testing all updates in a Sandbox org first.
You can do this
This process might seem overwhelming but you can do this!
Keys to a successful move to the cloud:
• Upfront research
• Stakeholder identification
• Some thoughtful planning
• A little bit of over communication
Resources
• Online Licensing:• https://technet.microsoft.com/library/dn467367.aspx
• Data migration tool:• KingswaySoft: http://www.kingswaysoft.com/
• Online vs. On-premise:• https://www.microsoft.com/en-US/Dynamics/crm-customer-
center/dynamics-365-online-vs-on-premises-features-faq.aspx
Resources