MS Dynamics 365 Migration & Client Recovery

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Client Background

SMBC Aviation Capital is one of the world's leading aircraft leasing companies, managing a portfolio of over 700 aircraft leased to approximately 150 airlines across 60+ countries. As a joint venture between Sumitomo Mitsui Financial Group and Sumitomo Corporation, SMBC Aviation Capital operates at the intersection of complex financial transactions, regulatory compliance, and global asset management.

Their operations depend heavily on Microsoft Dynamics 365 to manage customer relationships, aircraft portfolios, lease agreements, and financial workflows. At the time of engagement, SMBC was in the middle of a critical cloud migration initiative, moving from SharePoint On-Premises to SharePoint Online—but they had hit a significant technical obstacle that was blocking their entire Dynamics 365 modernization program.

The company had previously worked with Version One (my employer at the time) but had ended the relationship due to dissatisfaction with prior work. However, facing a migration challenge that no other consultancy could solve, a VP at SMBC made the strategic decision to give our team a second chance—with the explicit understanding that this was a prove-it-or-lose-it scenario.

The Challenge

SMBC faced a multi-layered technical and business challenge that had already defeated other consulting partners:

Critical Dynamics 365 Dependency:

• SharePoint On-Premises served as the document repository for Dynamics 365 CRM data
• Dynamics 365 workflows, customer records, and business processes had deep integrations with SharePoint document libraries
• A simple "lift and shift" migration would break these integrations, rendering Dynamics 365 unusable
• The Dynamics 365 environment could not be migrated or upgraded until SharePoint was successfully moved and proven functional

Technical Complexity:

• Data originated from Dynamics 365 but lived in SharePoint On-Premises with specific metadata and content type structures
• Destination SharePoint Online environment required completely redesigned content types and libraries to maintain Dynamics compatibility
• Migration had to preserve complex metadata relationships while restructuring the information architecture
• No existing migration tool could handle this level of structural transformation automatically

Governance & Compliance:

• All work had to comply with SMBC's strict M365 governance policies
• Aviation industry regulations required precise audit trails and data integrity
• Zero tolerance for data loss or corruption given financial and regulatory implications
• Multiple business units with different Dynamics implementations relying on the same core migration approach

Relationship Risk:

• This was explicitly positioned as a pilot to determine if Version One would receive any further work
• Previous relationship failure meant trust was at zero—only flawless execution would rebuild it
• VP sponsor had put personal credibility on the line by bringing us back
• Failure would mean permanent loss of a major aviation industry client

Business Continuity:

• SMBC's entire Dynamics 365 modernization roadmap was blocked until this migration succeeded
• Multiple business units were waiting to migrate their systems
• Delayed migration meant continued reliance on aging on-premises infrastructure
• Cost of delay compounding as cloud transformation stalled

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Goals

The engagement had distinct phases with escalating objectives:

Phase 1: Pilot Project Goals

Primary Technical Objective:

• Successfully migrate a representative subset of SharePoint On-Premises data to SharePoint Online
• Ensure migrated data remained fully accessible and functional within Dynamics 365
• Prove that complex Dynamics-SharePoint integrations could survive cloud migration

Validation Requirements:

• SMBC team must be able to test and verify Dynamics 365 functionality post-migration
• All metadata, content types, and document relationships must remain intact
• Solution must comply with all SMBC M365 governance standards
• Zero data loss or corruption

Business Objective:

• Demonstrate Version One's capability to handle complex, integration-dependent migrations
• Rebuild client trust through flawless execution
• Unlock approval for full-scale migration project

Phase 2: Full Migration Goals

Upon pilot success, objectives expanded dramatically:

Technical Objectives:

• Migrate all remaining SharePoint On-Premises content across multiple business units
• Design and implement content type architectures for each site collection supporting Dynamics integration
• Maintain business continuity throughout migration with zero downtime for critical systems
• Enable complete Dynamics 365 cloud migration following SharePoint foundation

Project Management Objectives:

• Assess full scope of remaining work across all business units
• Develop comprehensive project proposal and budget
• Create detailed Low-Level Design (LLD) documentation
• Define migration methodology and technical processes

Training & Enablement:

• Develop training materials for SMBC technical teams
• Document migration patterns for future reference
• Enable SMBC to maintain and extend the new environment independently

Strategic Objective:

• Transform from vendor-on-probation to trusted strategic partner
• Position for ongoing M365 and Dynamics 365 advisory work

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Strategy & Approach

Our approach had to balance technical precision with strategic relationship management:

Phase 1: Pilot Strategy - Prove Value Through Perfection

Risk Mitigation First:

• Extensive discovery and analysis before touching any production data
• Detailed mapping of existing Dynamics-SharePoint integration points
• Comprehensive testing protocol to validate every dependency
• Backup and rollback plans for every migration step

Technical Architecture:

• Selected ShareGate as migration tool for its enterprise-grade capabilities and metadata handling
• Developed custom data transformation logic to restructure content during migration
• Engineered new content types in SharePoint Online specifically designed for Dynamics 365 compatibility
• Created specialized document libraries with precise metadata schemas matching Dynamics requirements

Governance Compliance:

• Mapped all SMBC M365 governance policies before design work
• Ensured every architectural decision aligned with compliance requirements
• Documented compliance verification at each migration stage
• Built audit trail into migration process

Validation Protocol:

• Defined clear success criteria with SMBC stakeholders before migration
• Implemented staged migration approach with validation checkpoints
• Enabled SMBC team to perform hands-on testing in Dynamics 365
• Documented test results and remediation steps for any issues

Phase 2: Full Migration Strategy - Scale Success With Discipline

Discovery & Scoping:

• Conducted comprehensive assessment across all remaining business units
• Identified unique Dynamics implementations and integration patterns per unit
• Cataloged all content types, libraries, and metadata requirements
• Estimated effort, timeline, and resource requirements

Proposal Development:

• Created detailed scope of work based on discovery findings
• Developed realistic budget accounting for complexity and risk
• Presented formal proposal to SMBC leadership for approval
• Negotiated timeline and milestone deliverables

Design & Documentation:

• Authored comprehensive Low-Level Design (LLD) document covering:
  • Complete information architecture for each site collection
  • All content types and metadata schemas required for Dynamics integration
  • Migration sequencing and dependencies between business units
  • Technical processes and tooling configurations
  • Testing and validation procedures
  • Rollback and contingency plans

Training Development:

• Created role-specific training materials for:
  • SMBC technical administrators (ongoing management)
  • Business users (new interface and workflows)
  • Support teams (troubleshooting and issue resolution)
• Developed documentation library for future reference and expansion

Execution

Duration: 6-10 months total (pilot + full migration)

Phase 1: Pilot Migration (Weeks 1-6)

Discovery & Planning:

• Analyzed existing Dynamics 365 to SharePoint On-Premises integration architecture
• Mapped all content types, metadata fields, and document library configurations
• Identified Dynamics 365 dependencies and integration points
• Defined target SharePoint Online information architecture

Content Type Engineering:

• Designed new SharePoint Online content types to maintain Dynamics 365 compatibility
• Created specialized metadata schemas preserving Dynamics field mappings
• Configured document libraries with precise settings for Dynamics integration
• Implemented M365 governance compliance controls

Migration Execution:

• Configured ShareGate for complex metadata transformation during migration
• Executed phased migration of pilot content with validation checkpoints
• Verified metadata integrity and content type application post-migration
• Validated permissions and security configurations

Testing & Validation:

• Conducted comprehensive testing of Dynamics 365 to SharePoint Online connectivity
• Verified all Dynamics workflows accessing SharePoint documents functioned correctly
• Validated user access and permissions through Dynamics interface
• Confirmed compliance with SMBC governance standards

Result: Pilot approved with full client satisfaction, unlocking Phase 2

Phase 2: Full-Scale Migration (Months 2-10)

Assessment & Proposal (Months 2-3):

• Conducted enterprise-wide discovery across all business units
• Assessed unique Dynamics implementations and integration requirements per unit
• Developed comprehensive project proposal including scope, budget, and timeline
• Presented to and received approval from SMBC leadership
• Assigned as project lead for full engagement

Low-Level Design (Months 3-4):

• Authored detailed LLD documentation covering:
  • Complete site collection architectures
  • All content types and metadata schemas
  • Migration sequencing and dependencies
  • Technical migration processes
  • Testing and validation protocols
• Obtained client sign-off on design before implementation

Migration Execution (Months 4-8):

• Migrated content for each business unit following approved LLD
• Created all required content types and document libraries per site collection
• Implemented Dynamics 365 integration configurations for each environment
• Maintained strict compliance with M365 governance throughout
• Coordinated with Dynamics 365 team to ensure seamless integration

Testing & Training (Months 8-9):

• Conducted User Acceptance Testing (UAT) with each business unit
• Validated Dynamics 365 functionality across all migrated environments
• Delivered role-specific training to SMBC technical and business teams
• Provided comprehensive documentation for ongoing management

Cutover & Stabilization (Months 9-10):

• Executed production cutover for each business unit
• Monitored systems for issues and provided immediate support
• Verified all Dynamics 365 dependent processes functioning correctly
• Obtained final sign-off from SMBC leadership

Key Deliverables:

• Fully migrated SharePoint environment from On-Premises to Online across all business units
• Custom content type architectures for each site collection enabling Dynamics 365 integration
• Comprehensive Low-Level Design (LLD) documentation
• Complete training materials and documentation library
• Proven migration methodology replicable for future needs
• Foundation enabling SMBC's full Dynamics 365 cloud transformation

Technical Components:

• ShareGate (enterprise migration tool with custom configurations)
• SharePoint Online (redesigned information architecture)
• Custom content types (Dynamics 365 compatible)
• Specialized document libraries (per business unit requirements)
• M365 governance compliance controls
• Integration validation testing protocols

Results & Outcomes

Relationship Recovery:

• Won Back Major Client: Successfully transformed from terminated vendor to trusted strategic partner
• Expanded Engagement: Pilot success led to full enterprise migration project worth significantly more than original pilot
• Rebuilt Trust: Flawless execution restored Version One's reputation with SMBC leadership
• Strategic Partnership: Positioned for ongoing M365 and Dynamics advisory work beyond migration

Technical Success:

• Zero Data Loss: 100% successful migration with complete data integrity maintained
• Dynamics Integration Validated: All Dynamics 365 dependencies functioned perfectly post-migration
• Unblocked Transformation: Enabled SMBC's entire Dynamics 365 cloud modernization roadmap to proceed
• Governance Compliance: Achieved 100% compliance with SMBC's strict M365 governance policies

Business Impact:

• Eliminated Technical Debt: Migrated from aging on-premises infrastructure to modern cloud platform
• Enabled Business Continuity: Multiple business units could now proceed with their Dynamics upgrades
• Reduced Infrastructure Costs: Cloud migration eliminated on-premises maintenance and hardware costs
• Improved Accessibility: Global teams gained modern, mobile-friendly access to critical documents

Operational Efficiency:

• Faster Dynamics Performance: Cloud-based SharePoint improved response times for Dynamics-integrated documents
• Simplified Management: Consolidated multiple on-premises environments into unified SharePoint Online architecture
• Enhanced User Experience: Modern SharePoint interface improved usability for aviation industry professionals
• Scalable Foundation: Cloud architecture supports SMBC's continued growth and expansion

Knowledge Transfer:

• Empowered Internal Teams: Training and documentation enabled SMBC to manage environment independently
• Replicable Methodology: LLD and process documentation can support future migrations
• Technical Capability Building: SMBC team gained expertise in complex Dynamics-SharePoint architectures

Career Impact:

• Expanded Leadership Role: Promoted from technical executor on pilot to full project lead for enterprise migration
• Business Development: Gained experience in proposal development, budgeting, and client presentations
• Complex Problem Solving: Demonstrated ability to solve integration challenges other consultancies couldn't address

Key Takeaways

Trust Is Rebuilt Through Perfection, Not Promises‍

When you're given a second chance after a failed relationship, there's no room for "good enough." The pilot project required flawless execution because trust doesn't come from presentations—it comes from results. Every metadata field, every content type, every Dynamics integration point had to work perfectly. That's how you turn a prove-it project into a strategic partnership.

Integration Dependencies Make Or Break Cloud Migrations‍

The hardest part of any migration isn't moving the data—it's preserving the connections. Dynamics 365 wasn't just "using" SharePoint; it was deeply integrated with specific content structures. Understanding these dependencies and re-engineering them for the cloud was what separated success from failure. Simple lift-and-shift migrations ignore integration complexity and fail when business-critical systems stop working.

Pilots Should Solve Real Problems, Not Demonstrate Capabilities‍

SMBC didn't need us to show we could use ShareGate. They needed us to prove we could unblock their entire Dynamics 365 transformation. The pilot succeeded because it solved the actual blocker they faced, not because it checked off technical requirements. When clients give you a test project, make sure you understand what they're actually testing.

Documentation Scales Success‍

The LLD, training materials, and process documentation weren't administrative overhead—they were how we transformed a successful one-time migration into repeatable organizational capability. Great consulting doesn't just solve today's problem; it enables the client to solve tomorrow's problems themselves. When SMBC needed to onboard new business units or extend the architecture later, they had everything they needed to do it independently.

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