Upgrading to a new version of Microsoft Dynamics Business Central brings access to valuable new capabilities.
However, the business central upgrade also impacts existing customizations and integrations. Proper planning and preparation are crucial to ensure a smooth transition.
Understanding the Upgrade Process
The first step is to understand the overall upgrade process and timeline:
Reviewing New Features
The partner and key users should explore new features, redesigns etc. in the target version to identify opportunities and changes.
Assessing Customizations
All existing customizations need review to determine if they should be retained, refactored, or removed in the new version.
Analyzing Integrations
Any integrations with legacy systems must be tested and potentially updated to work with the new Business Central APIs.
Developing an Upgrade Strategy
Based on the above analysis, a phased upgrade strategy should be developed focusing on minimal disruption.
Allocating Internal Teams
Key resources from IT, business ops, project management, etc. need to be allocated for the upgrade project.
Planning Testing and Training
Adequate time must be planned for comprehensive testing and end-user training on the new version.
Setting a Go-Live Timeline
A go-live timeline needs consideration of any blackout periods, fiscal year-ends, etc. to minimize business disruption.
Cleaning Up Existing Environments
Before starting an upgrade, it is good practice to clean up existing Business Central environments:
Removing Obsolete Customizations
Delete old customizations that are no longer needed. This simplifies the upgrade process.
Optimizing Performance
Refresh databases, add memory, and tune SQL to optimize performance before moving to the new version.
Standardizing Configurations
Standardize charts of accounts, user setups, etc. across environments to simplify upgrades.
Consolidating Test Environments
Consolidate multiple test environments into a single standardized one for upgrade efficiency.
Ensuring Regression Testing
Run full regression testing across critical scenarios before upgrading to establish a baseline.
This environment optimization will help the upgrade go smoother.
Training Users on the New Version
With a completely redesigned user experience, users will need training to work effectively in the new Business Central version:
Leveraging Demo Environments
Provide access to demo/trial environments for users to explore new UX on their own before formal training.
Creating Training Sandboxes
Configure sandboxes with real-world data for users to practice new workflows hands-on during training.
Developing Video Tutorials
Short videos enable asynchronous visual learning on the user interface and key features before classroom sessions.
Aligning Power Users
Identify power users to trial new features in depth. They can then train others later.
Planning Classroom Workshops
Conduct face-to-face workshops for users right before going live to reinforce new functionality.
This combination of self-paced and classroom training will better prepare users.
Testing Integrations and Customizations
The upgrade provides an opportunity to revamp integrations and customizations for optimization:
Building a Test Environment
Create a separate test environment exclusively for validating integrations and custom code.
Regression Testing Integrations
Rigorously test all critical applications and data integrations with ERPs, CRMs, etc. in the test environment.
Assessing Custom Code Impacts
Evaluate the impact of the upgrade on key customizations – reports, workflows, extensions, etc. Refactor if needed.
Performance Testing
Performance test integrations and customizations with simulated production data volumes and usage.
Updating Development Standards
Use upgrade as an opportunity to align custom integrations to the latest standards and best practices.
This testing validates a smooth transition of integrations and customizations to the new platform.
Developing a Rollback Plan
In spite of extensive testing, unforeseen issues may arise post-upgrade. A contingency rollback plan can minimize business disruption:
Documenting Pre-Upgrade State- Fully document pre-upgrade configurations, data, customizations, extensions etc. This provides a rollback baseline.
Testing Rollback- Validate rollback procedures by actually testing rollback in a copy of production environment.
Scripting Rollback Steps- Automate repeatable database and application rollback steps as much as possible for reliable execution.
Preserving Legacy Version- Keep legacy Business Central version intact but disabled for quick rollback if needed.
Communicating to Users- If rollback is required, communicate contingency plans clearly to manage user expectations.
This ability to roll back quickly protects the business against any major issues during the upgrade.
