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NPS MedicineWise Case Stduy

Major Challenges > Our approach > Result (Outcome):

NPS Case-study - AX 2012 to Dynamics 365

NPS Medicinewise is a non-profit organization that conducts excellent work in the medical profession. Since 1998, they have been assisting CALD communities in making informed decisions. NPS works closely with the NSW Department of Health in conducting the projects and research work.

Before, the company faced various challenges with reporting, importing data, delay in the timesheets, and use of third-party applications for managing various aspects of the system. Overall, the system and processes were not automated, and therefore, NPS was facing the loss of staff efficiency because of manual tasks and time-consuming reporting. 

Transport-management
Industry

Healthcare

Learning Management System 365
Previous System

Microsoft Dynamics AX2012

Dynamics-365-Field-Service
Migration Timeline:

8 months

Outcome:

Microsoft Dynamics 365 Finance & operations went Live within the agreed timeline and budget

Layer-14
Number of Users

250

Major challenges NPS Medicinewise faced:

NPS is the company that needs efficiency in managing data, its accessibility, and reporting. Unfortunately, the outdated AX2012 version was more like a challenge than a smooth workable solution for data handling and reporting & controlling. Some of the challenges that convinced NPS to upgrade to Microsoft Dynamics 365 solution are:

  • NPS was using external software, namely Atlas, for data analysis, access, and reporting through AX, and it was always challenging to manage data manually.
  • Previously AX2012 needed to be hosted on AWS, it took space, and of course, it had a separate cost.
  • Collaborating with the team and keeping employees informed is necessary, but it can be challenging if half time is just taken into working with slow performance, an outdated tool like Enterprise portal.
  • The enterprise portal did not have enough features and did not meet the changing needs of NPS and the possibility of customising the Enterprise portal was limited.
  • AX 2012 had a fat client base and users could not use it on their tablet and mobile.
  • A lot of features in AX2012 were customised which were standard (out of the box) in Dynamics 365.
  • Timesheets were usually stuck because of various customisations/validations performed in AX2012.
  • With AX2012, NPS was using an external platform for calculating travel expenses and allowances.

Dynamics 365 Solution to the above critical challenges

DHRP offered to AX 2012 upgrade to Dynamics 365, which has native tools for import, export, and reporting the data and analytics, which saves the cost. Our solution also eliminated the need for a cloud host separately to run the system. Moreover, with Dynamics 365, they can now use the Employee Service System (ESS), a tool of D365 to provide convenience to the employees for tracking their timesheets, lodge travel & expense claims, create purchase requisitions, tasks, and activities, etc. 

Dynamics 365 also has a default Email function that is fast and is out of the box to send emails at various trigger/decision/data/approval points. Furthermore, you can extract the information regarding any transaction anytime as you have the option of bulk approval in it. Besides, the addition of an expense management system, Employee Self Service (ESS) mobile App, eased the management of resources. DHRP solution of Dynamics 365 also relieved the stress as it comes in handy for managing travel expenses within Dynamics 365 mobile App. DHRP  implemented Power BI and replaced the third-party reporting system i.e. ATLAS.

Overall, the challenge was to use the maximum possible standard functions within Microsoft Dynamics 365 platform to eliminate the need for third-party systems. Staff efficiency improved as users could easily use the system from their tablets and mobile from any location.

Overall Approach to move from AX2012 to Dynamics 365

The approach to implementing the right solution for each of the requirements was that we learned about the ongoing challenges of NPS and then planned our way to solve them. Working with Microsoft, the DHRP  team determined the best method and direction for the project, including incorporating custom data into Dynamics 365. Some of the main steps which were included in our approach were:  

  • Requirements gathering & analysis.
  • Understanding the current business problems of NPS
  • Mapping the requirements & pain points with Microsoft Dynamics 365.
  • Determining the gap in Microsoft Dynamics 365 and determining which code/customisations from AX 2012 must be migrated to D365 wat can be met through standard D365.
  • Determining which external systems would be needed in D365 to finalise the scope of integrations.

Solutions & steps for the upgrade

The solution phase consisted of the following steps. Each step had a meaningful purpose for the migration of Dynamics AX 2012 to Dynamics 365. 

  • Solution Design
  • System Configuration
  • Code Upgrade
  • Functional Testing
  • Data Migration
  • Super Users’ Training
  • End to End Testing
  • End Users’ Training
  • UAT
  • Go-live
  • Post-Go-Live Hyper care

It took DHRP  around 8 months (which was the initially agreed timeline) to complete the whole project implementation and upgrade. The Project was executed at a fixed price and there were no non-envisaged cost overruns. 

Result (Outcome):

The above challenges were not the only reason for NPS to upgrade to Dynamics 365. There are various benefits that any organisation can expect by upgrading to Microsoft Dynamics 365. 

  • It is now feasible to collaborate effectively across numerous geographical areas as part of a cross-functional team using Office 365, Microsoft Dynamics 365, and other Microsoft native applications.
  • It simplifies integration, provides shared user intelligence by offering out-of-the-box dashboard & workspaces, and provides a unified user experience.
  • The out of box Mobile Apps and Power BI is an effective tool to manage business reporting needs.
  • In contrast to Dynamics AX, Dynamics 365 is a browser-based ERP. As a result, you can work anytime, from any location, and on any device.
  • Unlike Dynamics AX, Microsoft Dynamics 365 has been/will regularly release progressive, incremental updates to add/enhance further functionalities and features to keep Dynamics 365 up to date with the changing needs of technology and automation.
  • Dynamics 365 provides increased business intelligence by using Power BI, AI, Machine Learning, and data warehouse solutions.

Summary

NPS Medicinewise is a company that carries out important, multiple projects/processes daily, and lack of productivity in any operation/system/process can lead them to lose in staff efficiency and outcomes/effectiveness of their projects. So, DHRP  implemented Microsoft Dynamics 365 solutions to address their problems/challenges. Yes, it was not a simple upgrade project and migration of the data/code was challenging; however, the benefits and results the company will be harvesting now and in the future and NPS will get their payback for their investment within 2.5-3 years maximum. If your organisation needs a Dynamics AX 2012 to Dynamics 365 upgrade service, we as a Dynamics 365 partner Australia, can find the right solution for you.

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