5 steps to take for a successful implementation of Microsoft Dynamics GP

Posted by Jim High

Although QuickBooks is the go to accounting software for small businesses, it does have some limitations which make it less than adequate for a growing company. Signs of this becoming a problem are the delays associated with QuickBooks in pulling up menus or printing the final report.

These problems typically start occurring when your list of employees, vendors or customers exceeds 10,000 or when your transactions reach roughly 32,000. In other situations your business may simply need more versatility in its accounting software and business reporting to improve employee effectiveness.

Microsoft Dynamics GP, the current version of what was formerly known as Great Plains software, has become the standard upgrade from QuickBooks by providing solutions to the everyday problems small businesses report while using QuickBooks. Upgrading your accounting software from QuickBooks to Microsoft Dynamics GP can be difficult, however, by following these simple steps you can make the transition go as smoothly as possible.

Analyze your business requirements

As with any other business project, begin by sizing up the problem and determining what is required to form the solution. Judging what aspects of your business are being met by QuickBooks and what can be improved with the new GP software can determine how and when the implementation of the new software takes place.

Develop the implementation of your new plan

Surprisingly, this minor technicality is often overlooked. In order to implement the new software across the company, it has to be physically installed on each computer. Of course each employee can take care of putting the software on the computers they use, but this leaves the question of who is ultimately responsible for making sure the software is available across the board? A more efficient way about it is to assign the task to a team of IT workers who can make sure every computer has the new software available.

Training employees and testing your new system

Odds are that some of your employees are going to have varying levels of familiarity with Microsoft Dynamics GP while others have never used it on any level in the past. Since every employee has their own strengths and weaknesses, some will naturally pick up on the use of the new GP software within the parameters of how you intend to incorporate it more readily than others. Make sure everyone has the resources to ask for help as needed throughout the training and implementation process. Include a formal process of verifying that each employee has learned your expectations and proper usage of the software.

The formal (and final) implementation

This is perhaps the most intimidating stage of the process as the company completely transfers all files to GP. Your new accounting system is finalized and all your employees are expected to use it.

Continued support and training

Some hang-ups are to be expected as everyone becomes more familiar with the new system. Even with the best of training it simply takes a bit of time for your employees to become thoroughly fluent with the new software. Expect a few delays as employees learn the range of shortcuts available and ways to expedite their work.
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Whether in-house or through a consultancy, be prepared to provide support and continued training as your employees put the new software into full use. Expect some employees to discover methods of maneuvering the software that may have been overlooked in the original planning process but quite simply just work better. Have a formal method on hand to share that information with the rest of the company to gain the full efficiency of the new software.
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