2017 CRM Conference. Considerations when Moving to the Cloud

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2 2017 CRM Conference Considerations when Moving to the Cloud

3 Shawn Gens Senior Solution Architect & Managing Consultant Ellie Ghanbari CRM Developer

4 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?

5 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.

6 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.

7 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? Why Move to the Cloud?

8 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 Considerations Before you Begin

9 Storage space How much you get is based on User Count 5 GB 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 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

10 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 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?

11 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

12 Existing Customizations CRM Customizations Re-validate customized processes Do you still need them? Considerations Before you Begin 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?

13 Existing Customizations Considerations Before you Begin 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?

14 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

15 Making the Move Training Who? / When? / How? Post cutover testing and validation How are you handling issues? Outlook Clients / Configuring Mobile users

16 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?

17 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

18 Backups Automatically taken daily Last 3 days can request back 90 days from support Can manually take a backup Only lasts 3 days Backups

19 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.

20 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

21 Resources Online Licensing: Data migration tool: KingswaySoft: Resources Online vs. On-premise:

22 Questions? Visit us in the Admin Zone! Questions?