Essential Phases for D365 Cloud Migration

Migrating from on-premises Dynamics CRM to the cloud-based Dynamics 365 can be a complex process, but with a well-structured approach, it becomes manageable and efficient. A successful migration is not just about moving data — it is about ensuring your CRM system is fully optimized to meet your organization’s needs in the cloud environment.   

In this article, we will look at the essential phases and steps required for a smooth and successful transition.

There are four essential phases of migration from on-premises to the cloud, and each phase, in turn, consists of a few compulsory steps. 

1. Pre-migration assessment  

The most critical phase of any migration project is the pre-migration assessment. This phase sets the foundation for the entire migration journey, ensuring that every aspect of the current system is understood and documented before any changes are made. It sets the stage for all subsequent phases by defining the scope, approach, client-specific needs, and all necessary steps for a specific migration.    

The critical steps in this phase consist of the following:  

• Introductory meeting with the client  

This meeting helps gather insights into what they expect from the migration and their specific challenges with the current system.  

• Functional overview  

A detailed review of the CRM processes is conducted to understand how the current system supports the business. This action includes analyzing sales, marketing, service modules, and any custom processes that have been implemented.  

• Backend and system components discovery  

A thorough technical assessment is conducted to identify the architecture, integrations, customizations, backend components, and database that form the current system. This discovery is essential for understanding migration's complexity and identifying potential risks.  

• Documentation preparation  

At this point, the main documentation, such as the Functional Requirements, the Client's Expectations, and the detailed Technical Specification are prepared. These documents outline the client's business needs and detail the technical environment, which will guide the migration process.  

• Defining the migration strategy  

One of the most crucial steps is defining the appropriate migration strategy, whether it is going to be a "lift and shift," "optimize and shift," or a different one. It is based on technical analysis and the client's long-term business objectives.  

• Project plan with estimates  

A project plan is created based on the discovery and documentation findings. This plan contains a complete migration process description divided into phases and steps, time estimates for each phase, resource allocation, and a clear timeline for the migration. It performs the function of the roadmap for the project.  

• Validation and approval  

Once the technical documentation and the project plan are completed, validating all discoveries with the client is crucial. This process ensures that both the client and the migration team are aligned on the system's current state and expectations for the migration.

2. Migration planning and design 

Once the pre-migration assessment is complete and the strategy is defined, the next step is to plan and design the migration process. This phase focuses on determining the most efficient path to move data, processes, and customizations from the on-premises system to the cloud.  

The key steps in this phase include these:  

• Data mapping and cleansing  

The first step is to define the correct data mapping from the current system to Dynamics 365 in the cloud. This action includes identifying what data will be migrated to and ensuring it is clean and accurate. Data cleansing involves removing duplicates and outdated records and ensuring data integrity.  

• Customizations and the integration plan  

If there are custom workflows, integrations, or third-party tools in use, they need to be analyzed and redesigned for the cloud environment. This plan ensures that all existing functionalities are either replicated or improved in Dynamics 365.  

• Migration Testing Plan 

A robust testing plan is created to ensure that each migration phase is validated. This step includes data testing, functionality testing, and system performance checks once the migration is complete.  

3. Migration execution 

With the planning and design phase completed, the actual migration execution begins. This phase covers the setup of the Dynamics 365 cloud environment, the preparation of migration tools, and the actual data transfer.

The compulsory steps in this phase are the following:  

• Configuration of the target environment  

The Dynamics 365 cloud environment is set up by configuring core modules, custom functionalities and personal customizations, security roles, and integrations.  

• Configuration and development of the migration tool  

A custom migration tool is developed to handle data, components and user mapping. This tool's application ensures that all system components and data are accurately transferred from the on-premises system to the cloud. The tool handles the complexities of custom data configurations and prepares for a smooth data transfer.  

• Full data migration  

All relevant data is extracted from the legacy system, transformed if necessary, and loaded into the Dynamics 365 environment. This step ensures that critical business data, including customer and transactional information, is accurately moved to the cloud.  

• Data and functional validation with the client  

The final step of this phase is validating the migrated data and system functionality with the client. Both data accuracy and critical system functions are tested, ensuring everything meets the client’s expectations. Any issues identified are addressed before going live.

4. Post-migration support and optimization  

After the system is deployed, post-migration support ensures that any arising problems are swiftly addressed. Additionally, this phase mentions monitoring the system’s performance and defining areas for further optimization.  

The vital steps in this phase are these: 

• Ongoing support  

A dedicated support team monitors the system for any technical issues or user challenges. This support covers bug fixes, performance tuning, and ensuring all integrations run fluently.  

• Optimization  

The new system’s features and capabilities are continuously evaluated to identify opportunities for optimization, whether through enhanced workflows, automation, or utilizing advanced features of Dynamics 365.

A successful migration process to Dynamics 365 in the cloud wants precise planning, assessment, and execution. By following these essential phases, from pre-migration assessment to post-migration support, we can ensure that our clients' businesses have a smooth transition that minimizes risks and maximizes the benefits of the cloud environment. Properly aligning the migration strategy with business needs is the key to a successful and future-proof CRM system.

Read the articles on the topics of Why Migrate from On-premises D365 CRM to Cloud and Choosing the Right Approach for Moving to Dynamics 365 on the UDS Blog.