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​NPS MedicineWise Case Study

UPGRADE FROM AX2012 TO DYNAMICS 365 FINANCE & OPERATIONS

TIME TO UPGRADE YOUR ERP

DHRP is an Australian-owned and operated company founded in 1993. To provide our clients with the best possible service, we have consistently developed our technical skills, upgraded our capabilities to match the ever-growing technological changes, and increased our industry expertise throughout the years, and worked as a partner with Microsoft over several years. From the various Microsoft Dynamics upgrades, Microsoft Dynamics AX2012 to the Dynamics 365 is one of the most recent ones. When we talk about ERP, it is meant to make business operations smooth, easy, and automated. NPS engaged DHRP to upgrade their Microsoft Dynamics AX 2012 to Dynamics 365. In this case study, we will talk about the pain points of NPS while using AX2012 and DHRP’s approach to implementing the migration of AX to Dynamics 365.

NPS CASE-STUDY - AX2012 TO DYNAMICS 365

NPS Medicinewise is a non-profit organization that conducts research in the field of medicine. 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.

manufacturing
Industry

Healthcare

Learning Management System 365
Previous System:

Microsoft Dynamics Ax to Ax 2012

Migration Timeline:

8 Months

DELIVERY SCOPE
Outcome:

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

Organisational-Structure
Number of Users:

250

NPS Medicinewise is a non-profit organization that conducts research in the field of medicine. 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.

Major Challenges NPS Medicinewise Faced

NPS MedicinewiseNPS is a 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 Unfortunately, the outdated AX2012 version was more like a challenge than a smooth workable solution for data handling and reporting & controlling.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 the 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 usually were 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 upgrade AX 2012 to D365 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’s 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:

nps case study

SOLUTIONS & STEPS FOR THE UPGRADE

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

Solution Design
Dynamics-365-Project-Operations
System Configuration
Dynamics-365-Field-Service
Code Upgrade
Functional Testing
Financial Integration
Data Migration
Super Users’ Training
End to End Testing
End Users’ Training
Rescue Failed ERP Projects
UAT
Go-Live
Dynamics-365-Marketing
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.

Additional Benefits & Results

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 solution 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 an upgrade from AX to D365, let us work it with you to the right solution.

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