Topic: Support

An overview of the new security governance workspace in Dynamics 365

How to Use the Security Governance Workspace in Dynamics 365 for License Monitoring and Validation

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Get ready for license validation changes coming January 15 2026

Using the Security governance workspace to audit your roles in Dynamics 365 can help you save money on licensing costs. Microsoft will begin validating users’ licenses on January 15, 2026. This guide walks you through how to use the Security governance tool to clean up roles by creating custom duties, adjusting permissions, publishing changes, and tailoring security roles to fit user needs while keeping license costs down.

1. License Usage Summary

The User license summary page in the Security governance workspace shows how roles and permissions drive license requirements in Dynamics 365 Finance & Operations.

Microsoft Learn reference: User security governance license usage summary – Finance & Operations | Dynamics 365 | Microsoft Learn

Steps:

  1. Go to System Administration > Security governance > License Usage Summary.
  2. Under the Duty licenses fast tab, filter for view-only duties that may be triggering higher license requirements.
  3. Use the filters to identify any “Not Entitled” privileges for the selected license.

2. Security Categories and Process Hierarchy

Categories are used in the Process roles maintain module to organize roles by department or workstream. Setting up categories correctly reduces development costs when future security upgrades are needed.

Set up security categories – Finance & Operations | Dynamics 365 | Microsoft Learn

There are two ways to create a category:

  • Create a new category from scratch.
  • Import an existing category from another company.
  1. Go to System administration > Security governance > Security category.
  2. Select New.
  3. Set the Name field.

An alternative way to create security categories is captured in the screenshots below:

2.1 Process Hierarchy

A process hierarchy organizes and manages business processes by linking tasks, roles, entry points, and privileges. It allows roles to be built around position-based responsibilities, ensuring that access is aligned with the organization’s structure.

As a high-level guide, you can think of the areas in the Security process roles maintain form (also known as the Process hierarchy form) as follows:

  • Security category: Groups that represent a division, department, or workstream.
  • Process name: Each process results in a security Role.
  • Security task: Each task results in a security Duty and Privilege.
  • Entry points: The most detailed level where security is defined. This level matters because it is where you control read versus write access.

This approach makes roles easier to understand and define, while also improving UI effectiveness, controlling license costs, and reducing risk of data fraud.

Set up a process hierarchy, roles, and privileges – Finance & Operations | Dynamics 365 | Microsoft Learn

  1. Go to System administration > Security > Security governance > Security process role maintain.
  2. In the Security category field, select a category, and then select the desired tree level within that category.
  3. On the Action Pane, select New process.
  4. In the Process name field, enter a unique name for the process.
  5. Specify other details, such as a description and version information.

2.2 Load Entry Points from Security Objects

There are multiple ways to populate a new task, including creation from task existing tasks, security objects (user ID, roles, duties, privileges), or task recordings.

In this scenario, we want to make sure an existing role is fully read-only. To do this, we’ll import entry points from another role. This can be a role currently in use or an out-of-the-box role.

Steps:

  1. Choose the source role (in-use or out-of-the-box).
  2. For this example, we’ll select the CS Demo Role, which has two out-of-the-box duties assigned.

2.3 Create New Duties

Out-of-the-box duties should not be edited, since they may be shared across multiple roles. Instead, create custom duties for this specific use case.

Steps:

  1. Select a security task record and copy its name.
  2. Create a new duty using a format such as: Custom_[DutyName].
  3. Repeat this process for each duty required.
  4. Keep the naming convention consistent for clarity.

Note: When you click OK to create a duty, it is immediately published into the system. If you are working in production, remember that these changes take effect right away.

2.4 Create a New Role

After creating the custom duties, the next step is to set up a new role.

Steps:

  1. Within the Role Definition fasttab, select Create new role.
  2. Enter a role name (for example, Customer Service Rep Demo).
  3. Once created, the system will confirm that the role has been published.

At this stage, the new role will look the same as the role it was based on since the duties and privileges themselves haven’t yet been modified.

2.5 Ensure New Duties are Referenced on the New Role

After publishing the new role, confirm that the custom duties are correctly assigned.

Steps:

  1. Go to System Administration > Security > Security configuration.
  2. Filter for your custom role.
  3. Highlight the duties to verify that the custom duties you created are referenced on the role.

2.6 Update Permissions

After confirming that we’re working only with custom duties (and not editing the out-of-the-box ones), the next step is to change their entry points to read-only.

  1. Select the first duty.
  2. Review the entry points. Some may be set to Update, Create, Correct, or Delete. These actions cause higher license requirements.
  3. Select all entry points and choose Update permissions.
  4. Change the settings to Unset, except for Read, which should remain granted.
  5. Click OK.
  6. Repeat for remaining duties

Result: all entry points for this duty are now read-only, with no update, create, correct, or delete access.

2.7 Save as an Unpublished Duty Privilege

Once the permissions are updated, the next step is to save the duty privileges as unpublished.

There’s a small quirk in the system here: the button is labeled “Save & unpublish duty privilege,” but what it really does is save the duty and privilege as unpublished.

For each duty:

  1. Select the duty and click Save & unpublish duty privilege (again, should say “Save as unpublished duty & privilege”)
  2. Confirm that it was saved as an unpublished object.
  3. Move to the next duty and repeat the same step.

2.8 Publish Role, Duties, and Privileges

Next, go to Security Configuration to publish the changes.

  1. Go to System administration > Security > Security configuration
  2. Refresh the page to load the latest objects.
  3. You should see the unpublished items listed (for example, the new role, duties, and privileges you just created).
  4. Select the desired unpublished objects.
  5. Click Publish and confirm with Yes.

2.9 Verify Results

Once the objects are published, you can verify the results.

  1. Go to Roles and search for the custom role (for example, Customer Service Rep Demo).
  2. Open the role to confirm that the custom duties are assigned.
  3. Drill down into the privileges. What previously required Write access (such as retail customer attributes) should now be set to Read-only.

3. License Usage Summary Update

After publishing, return to the License Usage Summary screen.

  • The report will update within 2–8 hours.
  • Once refreshed, you should see the two custom duties you created.
  • The “Not Entitled” actions will no longer appear. Many will now show as “Not Required,” meaning they do not trigger a higher-tier license.
  • In this case, the duties should fall under the Team Member license level.

Get Organized about Dynamics 365 Licensing

Speak with a Microsoft Dynamics 365 licensing expert today. Reach out to us for a free license mapping assessment: we’ll help you identify potential cost savings and how you can optimize your Dynamics 365 licenses.

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Dynamics 365 license management & cleanup guide

Dynamics 365 License Management

Use this license cleanup guide to prepare for changes to Dynamics 365 license enforcement

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Microsoft is introducing new tools to monitor and manage D365 licenses

Microsoft is cracking down on Dynamics 365 license enforcement. New tools and reports promise to make managing users easier, but on January 15, 2026, users who haven’t been assigned a license will lose access to their Finance and Operations production environments.

Don’t get caught by surprise! Below is a step-by-step guide on how to reconcile system users with your current licenses and subscriptions, assign named users to licenses, and ensure you’re compliant with Microsoft’s requirements.

Contents

Key dates to remember

September 1, 2025

  • Users who haven’t been assigned a license will see a notification when they log in to Dynamics 365 Finance & Operations, prompting them to contact their administrator.

November 1, 2025

  • Users who haven’t been assigned a license will lose access to their Dynamics 365 Finance & Operations production environments.

Part 1. Log in to Power Platform Admin Center (PPAC) license reporting

Find your current license utilization report here:

  1. Go to https://admin.powerplatform.microsoft.com.
  2. Make sure to toggle on the “New Admin center” look in the upper right-hand corner.
  3. Go to Licensing > Finance and Operations. By default, the form filters to your production environment.
  4. Screenshot the page for easy reference. You should have a report that looks like this:
    A screenshot of the licenses summary page in Power Platform Admin Center (PPAC), showing an overview of user licenses in Finance and Operations.
  5. Look at the License Utilization Status column and refer to the chart below for what to do for each scenario:
ScenarioWhat it meansNext action
No Issues:

 

Available Seats ≥ Required Seats and all are Assigned

Utilization Status: “All licenses are assigned.”

You’re good to go! All available seats cover your user requirements, and every user has been assigned a license.No action required. Consider reducing your total licenses if excess capacity exists.
Fully licensed but need assignments:

 

Available Seats ≥ Required seats, but are not fully assigned

Utilization Status: “X licenses can be assigned.”

Sufficient licenses exist, but some users haven’t been assigned a license.Assign licenses to unlicensed users.
Under licensed:

 

Available Seats < Required Seats

Utilization Status: “You are using X more licenses.”

More users are triggering license requirements than you have seats for.Perform an audit: review security roles, reduce permissions or duties, or determine if more licenses are needed. Then assign licenses to users.

Note about Device licenses:

Device licenses and usage are not included in the PPAC license report. We recommend that you manually track physical device usage (such as warehouse scanners and POS terminals) and ensure purchased quantities match your needs.

What to do if you are under-licensed

Time for a true-up!

Export the PPAC license report to CSV for use in detailed analysis:

  • In the top right of the overview section, click Export to CSV.
  • The Download license information slider pop-up will appear. Click Start to generate the file and download.
  • This report will show all users and the associated license types being triggered as required.

Create a separate master list of all expected current F&O users:

  • To compare against the PPAC report, you’ll need to create a table of your current F&O users if you haven’t already. Exporting your F&O security roles can give you a base list to start. We recommend you include the following:
    • Email or user ID
    • Plain language job title and description (e.g., “Accounts Payable Clerk”)
    • Your expected license type for each user (Team Member, Operations Activity, Base Supply Chain, Base Finance, etc.)

Now you can compare the two lists:

  • Flag any specific users or roles that appear to be incorrectly assigned a higher-than-expected license.
    • For example, you might find a read-only user that shows up as requiring a full Base or Activity license. This is important because you will later investigate what F&O permissions are triggering the unnecessarily higher license.

Now that you’ve exported the PPAC license report and compared it against your list, it’s time to analyze user role permissions in Dynamics 365 Finance & Operations.

Part 2. Dynamics 365 license cleanup and reconciliation process

1. Analyze role permissions in F&O

In Finance & Operations, go to System Administration > Security Configuration. Select the user role in question, click “View Permissions” and review Duties/Privileges that are contributing to the license tier:

A screenshot of the Security configuration-Roles page in Dynamics 365 Finance and Operations.

A screenshot of Finance and Operations, showing the user permissions for an Accountant role.

2. Optimize custom roles

If using custom roles, consider duplicating and modifying them to remove non-essential privileges or duties. Ensure the new role supports business needs while minimizing license impact.

3. Submit licensing disputes

If specific privileges are still triggering higher licenses and you believe they shouldn’t, document them and escalate with your partner and/or Microsoft.

Types of Dynamics 365 licenses

Below is a simplified summary of the different Dynamics 365 F&O user-based license types. For the full description of each license, refer to the latest edition of the Microsoft Dynamics 365 licensing guide: link

(Note: the above is a link to the May 2025 licensing guide. To find the latest Dynamics 365 licensing guide at any time, visit the Microsoft resource site: Licensing Documents.

License TypeDescription
Team MemberMostly read-only users. Can view data and reports. Limited transactional rights.
Activity

Approvers, warehouse, or shop floor users who interact via shared terminals or perform confirmations. Depending on access requirements, Activity license holders can also include customer service and order entry personnel.

Operations–Activity users generally are allowed to:

  • Create and edit items related to
    • Orders (sales and purchase orders)
    • Vendor maintenance
    • Warehousing (receiving and shipping)
    • Budgets
  • Record and approve:
  • Operate POS devices (depending on their role and if licensed accordingly)

Examples of allowed tasks:

  • Entering or editing sales or purchase orders
  • Modifying basic vendor or inventory details associated with an order
  • Participating in approval workflows related to order entries (within their permission scope)
  • Updating order line items under specific constraints
BaseFull or transactional access. Includes finance, inventory, or production responsibilities. Attach-type licenses are required when using multiple Base functionality areas (e.g., Finance, Supply Chain, Commerce, Project Operations, etc.).

Tips for managing your Dynamics 356 licenses

We have found the following simple tips greatly helpful:

  • Create one parent role per user job type, where possible, to simplify future license analysis.
  • Use naming conventions for custom roles that reflect the job title or team.
  • Perform all edits in a sandbox environment first, then promote to production.

Part 3. Ongoing maintenance: Review Dynamics licensing assignments in Power Platform Admin Center

Starting in 2025, Microsoft requires that all D365 Finance & Operations users be explicitly assigned a license through the Power Platform Admin Center. This ensures correct access and avoids unexpected license errors. To look up users that need to be assigned a license, follow these steps:

1. Go to https://admin.powerplatform.microsoft.com
2. Make sure to toggle on the “New Admin center” look in the upper right-hand corner.
3. Go to Licensing > Finance and Operations. By default, the form auto-filters to the production environment.
4. Review the list of users to identify those who are unassigned or incorrectly assigned.
5. To assign users, continue to the next step.

Part 4. Assign users to licenses in Microsoft 365 Admin Center

If you identify a user or group in PPAC that needs a license assigned, you’ll make the assignment in the Microsoft 365 Admin Center. Here’s how:

1. Go to the Microsoft 365 Admin Center (https://admin.microsoft.com) > Billing > Licenses.
2. Select the desired license name, such as Dynamics 365 Finance.
3. Select Assign licenses > add the desired user(s) to assign > click Assign.

Tip: You may want to create and then assign Entra groups for sets of users requiring the same license type.

A screenshot of the Microsoft 365 Admin Center, where users can be assigned Dynamics 365 licenses.

A screenshot of the Microsoft 365 Admin Center and screen where you assign licenses to users,

Frequently asked questions

Yes, we have seen recent inaccuracy issues with reporting in PPAC as Microsoft releases new features. The Microsoft product team is actively working on resolutions.

Microsoft is refining and restructuring PPAC and making significant changes to its layout and functionality. In the future, PPAC will be a centralized hub for managing both licenses and environments.

In the meantime, it’s critical to assign licenses to users. We recommend you independently track your expected user counts, actual system users, and assigned security roles to establish a reliable baseline to compare against PPAC’s data.

It’s important to independently track your expected user counts, actual system users, and assigned security roles to establish your license baseline for comparison against PPAC’s reports. This blog post contains detailed instructions for comparing your license actuals against what’s in PPAC. Here’s a summary of the process:

  • Create a master list of all current Dynamics users.
  • Clean up current licenses: Assign purchased licenses to your users in the Microsoft 365 Admin Center and delete expired users from the system.
  • Export the report of Dynamics users from PPAC (note: this report only refreshes every 72 hours).
  • Compare your expected users versus the list in PPAC.
  • Note and investigate any discrepancies.
  • Analyze security roles and role permissions in F&O to identify any permissions that may trigger a higher-level license (i.e., Base license versus Activity license).
  • Adjust permissions in each role as needed.
  • Re-run the PPAC report. Note: License assignments take place in real time in Microsoft 365 but it takes 72 hours for changes to be reflected in the PPAC report.

Microsoft has not yet released formal guidance on how it will check for compliance. However, at this point we recommend assuming that license validation will occur at the license type level. This is signaled by the PPAC report, which audits expected user counts by license type and outlines the number of users required per license category.

Microsoft is introducing significant enhancements to security governance in Dynamics 365 Finance and Operations, aiming to provide administrators with more robust tools for managing user roles, ensuring compliance, and optimizing licensing. These are currently in preview and expected to be released in July 2025 (Dynamics version 10.0.44). These features will greatly speed up security role creation, analysis, and adjustments.

As it specifically relates to licensing:

Microsoft 365 Admin Center:

  • Used for all licensing assignments.
  • View available licenses vs. assigned licenses.

Power Platform Admin Center (PPAC):

  • View F&O license utilization status. PPAC shows not only your available and assigned licenses, but also required licenses and suggested actions.
    • Don’t forget: Reports refresh once every 72 hours.
  • Download detailed user/role/license information.
  • View storage utilization status.

Lifecycle Services (LCS):

  • Features will be released to show license reporting from PPAC. This feature is being added to LCS because Microsoft understands that F&O customers and partners often use LCS, whereas PPAC access is often more restricted.
  • Note that in time, LCS is planned for deprecation.

Get a free license mapping assessment

Contact us to speak with a licensing expert today. We can help you prepare for Microsoft’s upcoming license enforcement changes and optimize costs.

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2025: The best time to upgrade an ERP system?

Planning an ERP upgrade?

Here’s your guide to an ERP upgrade: signs, benefits, and best practices

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Change is hard. Moving away from what you know can be challenging, and adjusting how someone does their job can feel intimidating. Deciding to upgrade your company’s ERP system is a significant milestone that can reshape your business. While change is hard, sticking with a legacy ERP system can hold your business back, leading to inefficiencies, high costs, and limited scalability. This guide covers everything you need to know about ERP upgrades, including when to consider one, financial implications, the benefits of modern ERP, and best practices for a smooth transition.

Table of Contents

When to Upgrade Your ERP System

ERP systems stay with companies for the long haul. Most organizations use an ERP system for 5-10 years, even though business processes may change every few years. Knowing when to upgrade your ERP is crucial to maintaining operational efficiency and supporting business growth. Here are some tell-tale signs that your ERP may be nearing the end of its usefulness:

Integration Frustration

Do your integrations require frequent maintenance or rely heavily on fragile third-party tools? These headaches likely take up valuable time from your IT team or disrupt critical business operations.

Siloed Data

If your teams are struggling to access consistent data across departments, your ERP may be perpetuating data silos. Siloed data can lead to redundancies, duplicated efforts, and an incomplete view of your business.

Lack of Modern Reporting Capabilities

Reporting should be seamless. If generating reports is cumbersome or lacks depth, it’s a sign your ERP system is behind on modern analytics.

Speed (or Lack Thereof)

Slow system performance can frustrate employees and customers alike. Older ERPs often lag, affecting productivity and customer experience.

Upgrade Frequency

Businesses generally upgrade their ERP systems every decade, but major events like acquisitions, developing new products, launching new lines of business, or outside factors might warrant more frequent changes. If your ERP hasn’t been touched in years, it could be time to explore a more modern solution.

Why Upgrade Your ERP?

Upgrading your ERP system opens the door to numerous business benefits. Here are some of the most compelling reasons:

Advanced Security Features

Modern ERP systems come with advanced security features to protect your business from increasingly sophisticated cyber threats. Any company running an on-premises system is much more susceptible to a cybersecurity breach. A cybersecurity attack can come in many shapes and sizes. Security should be the top concern for every organization. The Microsoft Azure ecosystem offers robust security measures that are managed by dedicated experts. Such top-tier security ensures robust protection for your data.

Cost Savings

While an ERP upgrade requires investment, modern systems typically reduce the ongoing costs associated with maintaining legacy systems, especially on-premises versions. On-premises systems require significant ongoing investment in hardware, maintenance, and security. An aging workforce that knows these systems is nearing retirement. Quality replacements will not be trained on legacy systems and thus would need a lot of time, money, and effort to get caught up to speed on an old system. In contrast, cloud ERP systems typically offer a more predictable cost structure, reducing the burden on internal IT resources and allowing them to focus on strategic initiatives rather than routine maintenance.

Scalability for Business Growth

A legacy on-prem ERP system will inhibit the company’s growth. Being caught between a rock and a hard place is not where any organization wants to be. Cloud ERPs are inherently more scalable, allowing you to easily add new users and modules as your business grows. This scalability ensures that your ERP system can adapt to your business needs without major disruptions, making it a strategic choice for growing organizations.

Leveraging Technological Advancements

Advanced technologies like AI, machine learning, and real-time analytics are transforming ERP systems. With a new ERP, your business can take advantage of these tools to make smarter, data-driven decisions. AI has been quite a buzzword over the last 18 months and Sunrise can help assess if your company is AI-ready. These tools can enhance business processes, improve decision-making, and provide a competitive edge. Keeping up with technological advancements is crucial for businesses looking to stay ahead.

Financial Considerations

When upgrading your ERP, financial factors are critical to consider. Here’s how to evaluate the costs and ROI of upgrading:

  • Cost of Doing Nothing: Sticking with a legacy ERP comes with hidden costs. Inefficiencies, lack of features, and missed opportunities can eat into your bottom line. Not upgrading could mean falling behind competitors.
  • On-premises vs. Cloud: If you’re still using an on-premises ERP, consider the benefits of moving to the cloud. Cloud solutions eliminate the need for costly hardware and frequent updates, offering a more budget-friendly approach.
  • Long-term ROI: When evaluating the cost of an upgrade, focus on the long-term return on investment (ROI). Upgraded ERPs improve efficiency, reduce operational costs, and provide better insight into business operations—resulting in a faster ROI.

Your Guide to Getting Started on Your ERP Upgrade

Deciding to upgrade to a cloud ERP isn’t just about keeping up with technological trends; it’s a strategic move to enhance business operations, reduce costs, and position your organization for future success. If you’ve identified the signs and are ready to upgrade, here are the key factors to consider when selecting a new ERP system:

  • Vendor Reputation: Ensure you choose a reputable ERP vendor with proven industry expertise and a solid track record of successful implementations.
  • Implementation Partner Selection: Selecting the right implementation partner can make or break your project. Choose a partner that understands your business needs and can customize the solution accordingly.
  • Scalability: Ensure the new system can grow with your business, whether adding users, locations, or expanding product lines.
  • Customization Options: Every business is different, so make sure your ERP can be tailored to meet your specific needs.
  • Support Options: Evaluate the vendor’s support structure to ensure they provide ongoing assistance and regular updates to keep your ERP functioning optimally.

Implementation Best Practices

Implementing a new ERP can be disruptive, but following these best practices will help minimize disruption and maximize success:

  • Planning is Key: Once you’ve committed to an ERP upgrade, ensure you have a solid plan. Define your goals, timeline, and responsibilities clearly.
  • Change Management: ERP upgrades often involve process changes and new ways of working. Implement a strong change management strategy to ensure smooth adoption by all employees.
  • Training: A new ERP is only as effective as its users. Provide comprehensive training to ensure employees are comfortable using the system from day one.

Conclusion

Upgrading your ERP system is a complex but necessary step to modernize your business. By staying on top of technology trends, evaluating the financial impact, and following best practices during implementation, you can ensure a smooth transition to a system that supports your long-term growth. Don’t wait until inefficiencies and costs pile up—start exploring your ERP upgrade options today.

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Schedule a call with one of our industry experts today. We work with furniture brands, retailers, manufacturers, and distributors to streamline and modernize their operations on a single platform — Dynamics 365.

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Best Microsoft Dynamics 365 resellers: Spotlight on Sunrise Technologies, Volt Technologies, and Huamei Soft

Best Microsoft Dynamics 365 Resellers

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Sunrise Technologies: Experts in Dynamics 365 Finance & Operations for Retail, Manufacturing, and Distribution

For businesses in the retail, manufacturing, and distribution sectors, Sunrise Technologies is the go-to partner for Microsoft Dynamics 365 ERP, CRM, Commerce, and Power Platform.

With a deep understanding of the complexities and demands of these industries, Sunrise Technologies offers tailored solutions that address specific challenges.

Sunrise Technologies excels at implementing Dynamics 365 to enhance supply chain management, optimize production processes, and improve customer engagement. Sunrise’s team of experienced consultants works closely with clients to ensure that Dynamics 365 is seamlessly integrated into their operations, delivering tangible results and driving business success.
Whether you need to improve inventory management, streamline your production line, or enhance your customer experience, Sunrise Technologies has the expertise and solutions to help you achieve your goals.

Volt Technologies: Your Partner for Business Central and Small Business Solutions

Small and medium-sized enterprises (SMEs) often face unique challenges that require tailored solutions. Volt Technologies specializes in delivering Microsoft Dynamics 365 Business Central to these businesses, providing them with a robust platform to manage their finances, operations, sales, and customer service—without the cost and complexity that larger businesses require.
Volt Technologies understands the specific needs of small businesses and offers scalable solutions that grow with your company. Their expertise in Business Central ensures that you can streamline your processes, gain valuable insights, and make informed decisions to drive growth. Volt Technologies is dedicated to helping small businesses harness the full potential of Dynamics 365, making enterprise-grade technology accessible to all.

Huamei Soft: Certified Microsoft Development Center in China

With a strategic presence in Xi’an, China, Huamei Soft is dedicated to delivering exceptional Microsoft Dynamics 365 ERP and CRM solutions tailored to the unique demands of the Chinese market, and stands out as a premier certified Microsoft Development Center, specializing in development and customizations to augment project teams.

Their team of skilled developers and consultants work closely with clients to create bespoke solutions that drive efficiency and innovation. Even Microsoft is a client of theirs, handling the core system location requirements for many languages and regions around the world.

By leveraging their deep understanding of the Chinese market and regulatory landscape, they ensure that businesses not only implement Dynamics 365 effectively but also remain compliant and competitive.

Other key customers of Huamei include Sunrise and Volt, fully embedded into each project with development required with offshore rates and onshore management.

The Shared Methodology and Sunrise 365 Quick Start Solution That Helps Expedite Dynamics 365 Implementation Projects

These three Microsoft Partners each leverage a robust implementation methodology and project management solution for Dynamics 365, which was designed by Sunrise Technologies to deliver rapid and efficient results based on 30+ years of experience.

To ensure the successful deployment of an ERP project of any size it’s critical for the project team to follow a comprehensive approach that combines best practices with deep industry expertise. The methodology the three partners follow emphasizes thorough planning, agile execution, and continuous improvement, ensuring that each project meets the unique needs of the client while adhering to the highest standards of quality.

Sunrise 365 Quick Start is a game-changer for businesses looking to expedite their Dynamics 365 implementation. It offers a streamlined, accelerated path to go-live, leveraging pre-configured templates and proven industry-specific processes, reducing the time and cost associated with traditional implementations.

These are four great reasons to consider leveraging a proven methodology and project management toolset for your project:

• Effective change management approach for leadership and stakeholders.
• Improve decision-making with quantitative project reporting.
• Ensure a fast, effective, and affordable path to digital transformation.
• Stay competitive and agile in today’s fast-paced market.

Why Choose Our Partners for Microsoft Dynamics 365?

Huamei Soft’s status as a certified Microsoft Development Center ensures that you receive tailored solutions that meet your unique requirements.

Volt Technologies’ expertise in Business Central makes them an ideal partner for SMEs looking to leverage Dynamics 365 to drive growth.

Sunrise Technologies’ deep understanding of retail, manufacturing, and distribution at a complex global scale ensures that larger companies receive solutions that address those unique challenges.

By partnering with these experts, you can rest assured that your Dynamics 365 implementation will be in capable hands, allowing you to focus on what you do best—running and growing your business.

Get Started Today

Ready to transform your business with Microsoft Dynamics 365? Contact one of the best resellers in the channel today to learn more about how they can help you achieve your goals. With their support, you can harness the full power of Dynamics 365 and drive your business forward.

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Release Validation Assurance services fact sheet

Release Validation Assurance Services Fact Sheet

Automatic updates can make system maintenance a lot easier…but integrations to third-party apps or customizations can occasionally cause a few hiccups. Don’t take on all the work of testing and validating each Dynamics 365 release alone. Our Global Support team can work with you to set up an automated testing schedule that covers your company’s key processes, extensions, integrations, and third-party apps. Download the RVAS fact sheet to learn more.

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Sunrise 365 Supply Chain Control Tower

Sunrise 365 Supply Chain Control Tower

Global supply chain disruptions can wreak havoc on brands. The Sunrise 365 Supply Chain Control Tower unites all your demand and supply data sources in a single view. See the actual impact on revenue and run what-if scenarios on real-time data to make better planning decisions. Whether you’re facing vendor failures, overstocks, out of stocks, or other sticky situations, the Supply Chain Control Tower helps you identify potential problems before they cause chaos.

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Start Your Journey with Sunrise Today!

Whether you’re exploring your options for new business platforms, or ready to get started, we are trusted business partners for some of the world’s most well-known brands. With over 25 years of experience with the Microsoft stack, we can help you understand all the capabilities Microsoft has to offer.

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Post go-live support

You Just Went Live...Now What?

How to care for your new ERP system

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Mike Pereira is Sunrise’s Vice President of Global Customer Support and one of Sunrise’s longest-serving employees. Mike has over twenty years of experience and a deep background in apparel and textile management as well as manufacturing supply chain management.

You did it! Breathe a sigh of relief — you made it through go-live, and your new ERP system is up and running. Now it’s time to tackle what to do after go-live. Even though you may want to call this project “done” and move on, the work isn’t over. The first few weeks after going live, it’s critical that you stay vigilant and nip any issues in the bud. Let’s walk through the hyper care process and document some things you should expect…

Data migration: the first wave

Special cases

Helping new users

Avoid the Valley of Despair

Frequently asked questions

Data migration issues — the first wave

People are surprised at how quiet the first week after go-live can be. If you did all your testing and gave yourself plenty of time and CRPs, transactions should be flowing through your system without a hitch. The first thing you might encounter are data migration errors. These usually happen because business users have only interacted with the old, migrated data before, and any issues that existed could throw errors in the new system. It’s important to clear out these data migration errors first, before too many pile up.

Special cases

It’s impossible to test every possible scenario prior to go-live. The second wave of issues you might encounter are the outliers — one-off scenarios you didn’t have time to test. These are to be expected (after all, you have to go-live at some point, right?) As users start adding new master and transactional data, these corner cases become obvious. The intersection of data and business processes can create unique, unexpected situations. If your project team handles these cases as they appear, you should be fine.

Helping new users

You’ve conquered any migration problems and taken care of the corner cases. The last thing to look out for are user errors. We consider these issues the most dangerous because if they aren’t dealt with swiftly, user errors can snowball into an avalanche of problems that affect the whole organization. For example, an employee from merchandising might forget to associate the cost for a new product. The warehouse then receives the product at zero cost, and now the fix requires several financial transactions and lots of time. During this time, speed of resolution is key. If errors are being created faster than resolutions, that’s a problem. Your project team and your organization’s power users should work on clearing out these errors and reinforcing best practices among the rest of the organization.

Avoid the “Valley of Despair”

The Valley of Despair is when your ERP’s performance drops dramatically, shortly after going live. Users might get frustrated, disappointed, and wonder if the project was even worth it. Guiding users around this metaphorical valley of despair is why your project team should stick around a little longer. The real benchmark people should focus on is closing the first financial period in the new system.

Frequently asked questions

Data migration errors, followed by special cases regarding business processes, and user errors are most common.

Closing the first financial period in your new ERP system is a common benchmark to use.

Assessing go-live readiness is an art and a science. Businesses are complex—and it’s impossible to test every single scenario and stay on schedule. It’s to be expected that some special cases will reveal themselves in the first few weeks after go-live.

Further Reading

Evolve your ERP: moving from on-premise to the cloud

Sunrise 365 Global Support

Comparing ERP deployment strategies (blog)

Sunrise 365 QuickStart

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Continuous updates: stay current and avoid issues

Don't be afraid of continuous updates

Having a strategy (and extra help) for ERP software updates can smooth the path

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Scott Hambright is Sunrise’s Director of Global Customer Support. Prior to joining the Global Support Team, Scott was a Senior Technical Architect for Sunrise, assisting clients on ERP implementations in the apparel, retail, consumer goods, and manufacturing industries.

The new ERP update model

The continuous update model has been one of the biggest shifts in modern ERP over the past few years. In the past, companies would spend millions of dollars and go through intensive upgrade projects to migrate to the newer version of whatever ERP they were using.

ERP upgrades used to be expensive and time-consuming, but no more. Instead, companies have replaced one anxiety for another – continuous updates. Dynamics 365, and cloud-based infrastructure, means software updates can be pushed automatically. But this makes people nervous. Since an ERP system handles so many functions within a business, users are wary to just accept the latest updates. But they’re essential for keeping your business humming along. So, you need a strategy for handling continuous updates in a way that maximizes their value and minimizes impact on your business.

Prioritize the most essential business functions

When it comes to updates to your ERP system, focus on maintaining business continuity. Before you start testing, define the most important processes — the ones that you have to get right to keep the lights on. Being able to get orders out the door is far more important than posting a fixed asset depreciation journal. Get your team together and make a list. Plus, it’s easier to define success when you have criteria to refer to.

Focus on testing customizations and extensions

There are generic ERP software functions, and then there are your functions — the customizations and extensions that make your business unique. Get your software vendor to handle testing the basics, like creating sales orders, receiving a purchase order, etc. And if your software vendor can’t or won’t do this for you, find a vendor who will. This testing phase is your opportunity to make up scenarios to ensure your customizations are good to go.

How to handle integration testing

Integrations are the most fragile part of your system, so spend the most time making sure those connections are solid. Luckily, you only have one aspect to test – your connection, not the external system. Here’s one way to do it:

  • For inbound messages: have a set of sample data prepped before you start

  • In your test environment: push the sample data through the system (with the new updates) and see what happens.

  • For outbound messages: export your data in XML format and use file comparison tools to see if anything changed from the new updates.

Use automation to keep up with updates

Most cloud solutions will come with tools to help you test updates. This is where automation comes in handy. You can save significant amounts of time by setting up automated functional and integration testing. There are a lot of options – you can build functional scripts to run through your customizations. You can take data snapshots for use in inbound and outbound integration testing. Obviously, you’ll need a separate software environment to test everything, and a human to oversee this testing process.

We recommend that you aim to make testing your software updates as fast and automated as possible (so if there is a problem, you can devote time to fixing problems, not boring rote work).

Checklist for testing ERP updates

  • Define the most important business processes and prioritize testing those first.
  • Create test scenarios for your system’s customizations and extensions. Leave the standard functionality testing to your vendor
  • Spend the most time on testing integrations – these are the areas that are most unique to your system footprint.
  • Consider automated testing for functional and integration updates.

Further Reading

Dynamics 365 automated testing

Sunrise 365 Global Support 

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Whether you’re exploring your options for new business platforms, or ready to get started, we are trusted business partners for some of the world’s most well-known brands. With over 25 years of experience with the Microsoft stack, we can help you understand all the capabilities Microsoft has to offer.

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