4 Common Challenges Moving from a Legacy System to Microsoft Dynamics GP

Posted in Accounting, Audit and Tax | ERP & CRM Software | Microsoft Dynamics GP | ERP Software | Not-for-Profit on November 20, 2014

vertical bar spacerLyndy Januszewski, CPA

Managing Consultant, Technology

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You know the benefits of Microsoft Dynamics GP and have decided to take the leap. Congratulations! Before you completely plunge into the conversion process, we’ve compiled a list of four common challenges users come across when migrating to Dynamics GP from a legacy software system, and how you and your employees can overcome those pain points.

Resistance to Change

Depending on your organization and why you need a change, it’s crucial to provide proper training opportunities. Try offering training with a facilitator and step-by-step workshops that include guided and unguided learning. Take training a step further and encourage your employees to log into Microsoft Dynamics GP for 30 minutes a day to practice the concepts learned in their training. Creating a user manual with specifics to your organization is another way to build your employees’ knowledge and confidence in using Microsoft Dynamics GP. It will also serve as a great resource for new employees. 

Transferring Too Much Data

It is common for an organization to want to transfer all its data history from the legacy system to Dynamics GP. While this can be done, it is often costly and will not provide a huge advantage. Prior to implementation, it’s beneficial to clean up your current system. Determine a retention plan―if one is not set up―and remove any data older than your retention plan. Likewise, don’t transfer every journal entry; try consolidating to one per month. 

Impact to Existing Employees

When considering implementing Dynamics GP, it’s important to take the time to consider the potential impact it may have on your current employees. To help avoid any burden, invite key employees to initial meetings with the consultant to discuss the implementation and training processes this change will require. Training on new software can be long days but is essential to succeed. Consider providing lunch on the days of training and share your enthusiasm for the benefits Dynamics GP will bring. 

Lack of Implementation Purpose

Prior to inviting a consultant onsite to discuss and install Microsoft Dynamics GP, it’s important to meet with the key employees whose job responsibilities will be directly changed. Try setting up one-on-one meetings with the employees who will use Dynamics GP and discuss their current and future states. This will help determine if the overall purpose of the implementation is in sync with your company’s purpose. If the team is fragmented, it will be difficult to implement the software and could lead to side conversations that, while important, detract from the overall implementation.

Read More: Already using Microsoft Dynamics GP? Check out our blog post Microsoft Dynamics Convergence 2014: Microsoft Dynamics GP Tips to learn the top 50 tips you should add to your repertoire. 

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Disclaimer: This material has been prepared for general informational purposes only and is not intended to be relied upon as accounting, tax, or other professional advice. Please refer to your advisors for specific advice.