Boyer welcomes new Dynamics GP consultant

Boyer & Associates is pleased to welcome Danny Clemenson to our team as a Microsoft Dynamics GP consultant. Clemenson has worked with Dynamics GP for nearly 30 years and has his most extensive experience within the non-finance modules such as SOP and inventory.

While this is his first job as a consultant, Clemenson has been working with Dynamics GP software since 1991 and spent seven years educating GP users as part of the GPUG community.

“I really enjoy sharing the knowledge,” he said. In fact, the GPUG Chicago Chapter he led won 2019 Chapter of the Year.

“I do enjoy teaching. I enjoy seeing that light bulb go off in people, that ‘aha’ moment and trying to make people see things differently,” Clemenson said. He’s occasionally been known to stand on a desk to help others see a different perspective and is looking forward to working with Boyer’s clients to help them find new ways to tackle old problems.

Clemenson got his start in the industry by working for his father, Lyle Clemenson, at Minnesota-based Clemenson Enterprises Inc. (CEI). Referring to R&D as “rob and duplicate,” Danny Clemenson noted that companies often get ideas from looking at other industries. His father, for example, modified what he saw elsewhere to create a stump cutter tooth that lasted three times longer than the standard stump cutter tooth and changed the entire stump cutting industry in the late 1980s.

“My father always said to me, ‘You can do anything you want,’” Clemenson said.

He has his father’s entrepreneurial spirit and enjoys tackling projects that have never been done before. At CEI, he was responsible for developing a UPS Manifest system that integrated with Dynamics GP on Macintosh computers, a printer driver that converted Macintosh ImageWriter to DOS for GP users and a predictive dialing server for the company.

After working for his father for four years, Clemenson moved to McHenry, Illinois to work for Progressive Components. The company creates and distributes a wide range of components.

As a business analyst there for 21 years, Clemenson says he did “a little bit of everything. I’m a jack of all trades and a master of none.”

Among other projects, Clemenson was instrumental in helping Progressive Components move to Microsoft Azure and get rid of their on-premise hardware. He also helped to maintain the company’s Dynamics GP software and integrations to 13 third-party solutions.

Clemenson earned his bachelor’s degree in communications and industrial technologies from the University of Minnesota-Duluth. He met his wife of 34 years, Mary, at a 1984 Arrowsmith concert in Minnesota. The couple has three grown sons and are moving from Illinois to Santa Fe, New Mexico in late January.

Outside of work Clemenson likes home remodeling, bicycling, skiing and hiking. He and his wife recently completed a hike up Pikes Peak in Colorado Springs. He’s also a fan of yoga and after 14 years of practicing the art can now fold himself into a pretzel.

To contact Clemenson, email dclemenson@boyerassoc.com or call 763-412-4323.

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We’re going to start this particular article off by explaining why software maintenance is necessary before delving into the ins and outs of so-called “annual enhancement plans,” which ensure you always have the latest and greatest version of a particular software. Maintaining a system is important because it keeps solutions “healthy enough” to deal with changing technical and business environments; generally, IT service providers suggest their clients indulge in software maintenance services for the consistent and enhanced performance of the system.

What is Software Maintenance?

Put simply, this is a process that optimizes the solution’s performance by reducing errors, eliminating useless development and applying advanced development. From our perspective, solution development can take a couple of years to build a system while software maintenance management can be an ongoing activity – some 15 to 20 years in the making.

Why is a software maintenance plan necessary? There are a number of reasons, including:

• Bug Fixing – This process contains “search out” protocols for errors in code and corrects them.
• Capability Enhancement – This enhances software platforms, work patterns, hardware upgrades, compliers and all other aspects that affect system workflow.
• Removal of Outdated Functions – Elements of UI and coding are removed and replaced with new development using the latest tools and tech.
• Performance Improvement – This prevents the solution from experiencing vulnerabilities such as hacking.

Annual Enhancement Plans: An Insurance Policy…of Sorts

An annual enhancement plan, in the IT environment, increases the value you receive from your investment in software and other solutions while extending their life and reducing total cost of ownership. Additionally, you will experience:

• New Product Releases – You can rest assured knowing you’ll always have the latest and greatest version of a software product; when it comes to Insight Works products, we continuously improve our solutions based on the latest trends, market changes and customer feedback.
• Future-Proofed Software Updates – As certain software manufacturers – for example, Microsoft with its Dynamics 365 Business Central (formerly known as NAV) – look to advance their products, you can revel in the knowledge that regular software updates help ensure those products continue to run smoothly.
• Access to Support and Technical Resources – Depending on the company you go with for your annual enhancement plans, you can benefit from such features as Tier 3 support resources including troubleshooting, configuration and other assistance – often available via email, phone and remote sessions.
• 24/7/365 Access to Online Support Portals – Online support portals boast rich knowledge bases that support users with training, troubleshooting and how-to resources.
• No Hidden Costs or Surprise Expenses – Without an annual enhancement plan from a reputable provider, you run the risk that software stops functioning as expected – ultimately leading to downtime and failure to meet customer expectations. It goes without saying that loss of business, coupled with expenses to fix such problems, can become a formidable burden; an annual enhancement plan mitigates the risk while also allowing you to budget the annual costs to keep things running smoothly.
• No Lapsed Fees – Companies that forego an annual enhancement plan (only to be faced with the need to upgrade years later) will be required to pay annual enhancement fees in arrears.

In Closing

We would like to stress that in the case of the aforementioned Dynamics 365 Business Central, an independent software vendor (ISV) doesn’t always know what technical changes Microsoft is planning, so in this scenario, an annual enhancement plan becomes something of an insurance policy. What does this insurance policy ensure? That third-party add-ons continue to work even when Microsoft makes changes to its platform.

Implementing a public sector ERP is not without risk, varying from choosing an ill-fitting system to deploying solutions that employees don't end up using. The road to choosing an ERP is full of considerations. One of those considerations is choosing an ERP that is geared towards use in the public sector and one that fits the uniqueness of your specific needs.

When vetting a new Public Sector ERP here are four things to look for:

1. Digital system that employees will actually use

Having a manual system can be a paper-based nightmare. Deploying an expensive system that no one will use is worse. How do you make sure that your employees will use a government software application that took months to implement?

Choose a  public sectorERP that has an intuitive interface. This may seem like a no-brainer, but this aspect can be easily overlooked when you’re in the weeds of research and the discovery process, when you’re evaluating the more significant functionalities. Use an interface similar to programs that your employees have used in the past makes it more likely that government employees will actually use, instead of by-passing the new technologies and falling back to paper-based or Excel-based processes that employees are used to.

2. Fully integrated system

System integration can sound like a far-fetched dream. However, a fully integrated ERP is available in the marketplace to meet public sector’s specialized needs. Once you made a list of all your system-wide requirements, find a vendor that has broad capabilities to enable full integration. Ideally, you can get all that you need out of an ERP through one vendor, with perhaps another vendor that offers add-on modules to help you customize your system.

The idea is to have one system that connects data, people and departments such as human resources, payroll, finances, customer service. Using a single system lowers overall cost and you don’t have to deal with various vendors, siloed software and different versions.

3. Applications that are easier to use than Excel

Over-reliance on Excel spreadsheets is an invitation to disaster. Understandably, it’s the go-to tool for organizing and tracking information. But it’s way too easy to make a mistake when using formulas,  accidentally putting the wrong data in the incorrect column or tempting catastrophe when copying and pasting a large chunk of data. Furthermore, it’s difficult to find errors and problems can ensue if errors in Excel aren’t caught in time.

What employees need is a system provides an easy way for data entry, intuitive tools for reporting and that performs complex data manipulation for you. Consider implantation and training on data visualization tools to easily generate reports without risking data corruption.

4. Solutions that can handle the quirks of public sector

Public sector processes are unique. How you deal with public grants, encumbrances, complex budgeting procedures are subject to very detailed requirements. Governing bodies are highly specific in what data needs to be captured and how it is recorded. What you’re audited on is different from what is typical in the private sector. Not to mention certain rules dictate how to handle and maintain your technological platform and infrastructure.

Find an ERP system that has broad capabilities but can still handle the complexities of public sector processes. A system like this can integrate the needs of different departments, and still be able to respond to changing regulatory requirements.

Also, consider a secure cloud-based environment to allow you to scale up or scale down your data capacity needs. Additionally, the cloud gives your employees the ability to work from any location, enhancing productivity.

For more information on how Dynamics 365 can help you integrate all your processes in an intuitive system, read HSO's public sector factsheet.

As the pace of business accelerates, organizations have to drive efforts to keep up with the times. For businesses using on-premises ERP applications such as Dynamics AX 2009 or 2012, moving to a flexible cloud model has enormous advantages – from both cost and productivity perspectives.

And with Microsoft ending mainstream support for Dynamics AX, time is of the essence. Businesses need to quickly embark on the upgrade journey, and plan their move to a more modern solution like Dynamics 365 for Finance Operations to stay nimble and relevant.

Dynamics 365 for Finance and Operations (cloud) offers a bevy of new features, that can enable organizations to drive better agility, improve operational performance, and meet customer demands with greater ease.

Why Upgrade to Dynamics 365 for Finance and Operations?

Although organizations have been using Dynamics AX for decades, it is primarily an on-premises ERP solution, and lacks innovative Azure cloud capabilities.

In contrast, Dynamics 365 for Finance and Operations brings the power, speed, and intelligence of cloud computing to organizations to adapt to market demands, drive business growth, and transform digitally. It allows businesses to innovate and drive value across the organization.

By moving to the cloud, organizations can not only avoid upfront investments in infrastructure, network, storage and space, but also only pay for the services they use. Here are some benefits of upgrading to Dynamics 365:

1. Integrated ERP and CRM Capabilities:

One of the biggest benefits Dynamics 365 brings to organizations is integrated ERP and CRM capabilities. Integrated front-end and back-end functions offer a bevy of advantages including deeper insights, improved collaboration, and enhanced visibility – that can further boost productivity. By connecting different departments into one single system, Dynamics 365 for Finance and Operations bridges data silos, and makes the best use of resources while improving customer experience – all along the way. It empowers customers with the information they need, and leads to an increase in revenue and a reduction in costs.

2. Personal Workspaces:

For employees who are looking to boost productivity, Dynamics 365 delivers personal workspaces that aid them in carrying out their day-to-day tasks easily and quickly. The new and improved user experience allows anytime, anywhere access for improved productivity and user satisfaction. Updated features and functionality, greater productivity features, and the stability and security of Azure enable better intelligence, analytics, and workflows for improved business outcomes – across all customer touchpoints.

3. Smart Intelligence:

For employees looking to unearth insights to do their job better, Dynamics 365’s built-in smart intelligence combines the power of Cortana Intelligence, Power BI, and Azure Machine Learning into one unified solution. The insights can allow users to delve deeper into business metrics – anytime, anywhere, and on any device. Using Dynamics 365 for Finance and Operations, you can get all the answers you need through rich visuals and dynamic charts on the device of your choice. Actionable insights allow for better business results, and unlimited scalability can ensure you grow at your own pace.

4. Simplified Data Management:

With organizations getting crushed under the velocity, variety, and volume of data, Dynamics 365 for Finance and Operations simplifies the data management process. Through the Common Data Model, Dynamics 365 allows businesses to use data from multiple systems and applications together, and enable faster analytics. With the unified ERP-CRM data flow, organizations can analyze massive amounts of data to get a unified view of the business, and empower employees to maximize results.

5. Connected Ecosystem:

Working with a variety of applications to carry out daily tasks is rather demotivating for any user. Not with Dynamics 365. Dynamics 365 creates an ecosystem of products that are seamlessly integrated with one another: from Office 365 to Power BI, SharePoint to Office. Within this connected ecosystem, you will be able to access the apps of your choice, view, edit, and share data, collaborate with your teammates, and make smarter decisions, faster. Such integration allows for a seamless transition between apps, allowing you to improve your individual productivity, team performance, and organizational results.

6. Easy Licensing:

One of the biggest hurdles to successful ERP implementation is the licensing. However, with Dynamics 365’s range of licensing options, you can be sure to select a plan that is best for your business. You can start by understanding the various options, and then go about deciding the number and kind of licenses need: you can either choose user licenses or device licenses or a mix of both. You can, in advance, know how much each license will cost, and leverage the pay-as-you-go and build-as-you-go models to add more users or devices as your business grows.

5 Steps to a Smooth Transition from Dynamics AX to Dynamics 365

There are numerous benefits of upgrading to Dynamics 365 for Finance and Operations. But, as with any upgrade, the transition is not without hurdles. Here are some tips for a smooth transition from Dynamics AX to Dynamics 365:

1. Outline Your Scope:

With Dynamics 365 for Finance and Operations offering a multitude of new and improved features, the first step towards a successful upgrade is outlining your scope. Surely, you will be tempted to embrace all that Dynamics 365 has to offer; but it also makes sense to be practical about what you really need for your organization. Start by deciding what features of the new solution you are looking to implement. Move on to considering how much of the existing data you are planning to migrate, and how you plan to move your current modules into the cloud. Strategize your planning from the world go, and make sure you take into account all critical instances, to avoid possible headaches later.

2. Engage a Technology Partner:

No matter how big or small your organization is, Dynamics AX upgrade requires you to consider a multitude of factors including what apps you need to let go, what data you need to migrate, what additional bandwidth you need to purchase, and what process you need to follow to overcome challenges and bottlenecks. Considering the complexity of the project, it is advisable to engage an experienced Microsoft partner from the very beginning. A qualified partner can bring in the required experience and expertise need to achieve success with the upgrade. Since partners have carried out similar projects in the past, they know how to leverage the right skills and knowledge of everyone involved in order to achieve project goals faster, at lower cost, and with higher accuracy.

3. Build a Cross-Functional Team:

Successful ERP upgrade is never the result of a single person of a single team – but the combined efforts of cross-functional teams who are adept at understanding upgrade concepts. When you have people from different departments, there is more brainstorming; more ideas are brought together, than can lead to better chances of upgrade success. Cross-functional teams can not only ensure communication is timely, they are also great at identifying gaps, and mitigating quality control issues. Build a team of experts from various avenues of your business can ensure every upgrade task is completed on time and within budget. Such a team can not only ensure process improvements along the way, but also offer recommendations to overcome bottlenecks.

4. Cleanse Your Data:

For organizations that have been operating for decades, they would have gathered millions of terabytes of data over the years – a lot of which is outdated, unnecessary and redundant: from duplicate customer data, to erroneous price quotes, blank forms to cold product code documentation. Given the fact that having the right quality and quantity of data is critical for business decision-making, it is important you need to cleanse your data first, and only then proceed with the upgrade. For this, you can run the Intelligent Data Management Framework (IDMF) against your Dynamics AX database, and get rid of all unnecessary data. Having just the right amount of data before upgrade can not only shorten the upgrade time but also help you in operating your business more efficiently.

5. Test Early, Test Often:

Given how complex ERP upgrade is, testing is an integral aspect of the entire process. Continuously testing the solution can not only ensure application quality, but also identify areas of improvements. Make sure to test the solution over and over again; while testing for functionality is a given, you should also test to see how the different upgrade tasks affect other systems in your tech landscape, and your overall business performance. While manual testing is good, test automation can ensure the upgrade progresses as intended, and makes sure the new application meets business expectations – faster and at lower costs.

Stay Relevant

In a cloud-first era, it goes without saying that businesses need to continuously embrace new technological innovations to drive agility and value. Yet, the decision to upgrade the Dynamics AX solution comes with its own share of challenges.

For a seamless transition to Dynamics 365 for Finance and Operations, embracing a few best practice tips can help you achieve your goals faster: clearly outline your scope, build a cross-functional team, carry out a data cleansing process, and make sure you test your new solution again and again for the most favorable outcomes.

What’s most important is to get an experienced partner on the board, who can provide essential support throughout the data migration and code upgrade timeline. A partner can not only ensure you stick to your upgrade path, but also perform automated testing to identify pitfalls, pinpoint areas of improvement and ensure you get the best returns moving to the new solution. Contact one of our business applications specialists today.