Step-by-Step Guide to Engineering Change Management in Dynamics 365
You can use engineering change management in Dynamics 365 by turning on the ECM feature and following simple steps for product changes. ECM lets you keep a record of product changes, so it is easy to handle updates. You get one place to keep data and can track product details better. Automated change management helps your engineering and manufacturing teams work well together. Version-controlled Bill of Materials management makes things more correct and helps stop mistakes in making products.
Key Takeaways
Engineering Change Management in Dynamics 365 lets you track product changes easily. It helps keep your data neat and organized.
Turn on ECM by following easy steps. You need to set up number sequences. You also need to manage configuration keys in maintenance mode.
Use automated workflows to make change requests simple. These workflows help with approvals. They make sure everyone knows what is happening and can join in.
Watch product changes with built-in tracking tools. You can see the status of requests and orders right away.
Check analytics often to spot trends. This helps you make your change management better. It also helps your team work faster and smarter.
Engineering Change Management Overview
Engineering change management in Dynamics 365 helps you handle product changes easily. This tool lets you control updates to product designs and documents. Since August 2020, you can use this feature for free. The main goal is to help you manage product information changes and keep your data safe.
Key Features
Here are some important features you get with engineering change management:
Benefits
Engineering change management gives you strong control over versions and documents. You can track every change and keep your product data correct. You also connect with PLM systems to manage local changes and protect original data.
If you work in manufacturing or with products, you need engineering change management. It helps you get products to market faster and make fewer mistakes. You can make changes quickly and keep everyone updated. This tool helps your teams and lets you make better products.
You keep your data safe when making local changes.
You connect with PLM systems for full product lifecycle support.
Setup in Dynamics 365
Activation Steps
You can set up engineering change management in Dynamics 365 by following easy steps. First, check if your system meets all the needs. Make sure everything is ready before you turn on the feature.
Tip: Always switch your system to maintenance mode before making changes. This keeps your data safe and helps stop mistakes.
Here is a simple list to help you start:
Set the BOM number sequence and formula number sequence to Automatic on the Number sequences page.
Check that all Engineering Change Management keys are on. New systems usually have these on already. If your system is upgraded, you might need to turn them on yourself.
Go to System administration > Setup > License configuration to manage configuration keys.
Put your system in maintenance mode before making changes.
Sync the database after you change configuration keys.
When you finish these steps, you can turn on engineering change management. The table below shows the main setup options you will see:
Security and Permissions
You need to set up security roles and permissions to control who can use engineering change management. Give each user the right access so your data stays safe and your team works well.
The table below explains the different access levels you can use:
Note: Give security roles based on what each job needs. This helps stop mistakes and keeps your product data safe.
You might face some problems during setup. Moving data from old systems can be hard, especially if your data is in many places. Sometimes, people still use manual spreadsheets or forget to use the new system. You can avoid these problems by cleaning and checking your old data before moving it. Use special ETL tools and do test migrations to find mistakes early. Good training helps your team learn the new system and use it better.
Product Version Control
Versioning
You can use Dynamics 365 to manage product versions. The tools are easy to use and understand. Versioning lets you see every change made to a product. You can tell which version is new and which is old. This helps you follow changes and not get mixed up.
Manufacturers must track products and follow rules. Dynamics 365 gives you reports and search tools for this. You can find out where a product started and where it is used now. The table below shows how these tools help you:
Tip: Use these reports to answer product questions fast. You can show you follow rules and handle recalls quickly.
Data Structures
You need good data structures to manage product versions. Dynamics 365 has tools to help you track changes and keep data safe.
The system adds a rowversion column to tables when you turn on SQL row version change tracking. This lets you see when someone changes data.
You can release full product structures with their engineering versions. This lets you use product data in different companies.
Engineering products use version IDs and change orders. You can see what changed between versions and the reason for the change.
Change orders help you watch changes made between product versions. You get a clear record of every update.
These data structures help you follow changes and keep records right. You can trust your data and make better choices for your business.
Change Request Process
Initiation
You begin by making a change request in the system. This helps you write down why you want the change. You also say what you hope to fix or improve. You use Dynamics 365 to save all the details about the product and the change. You add enough facts so others can understand your request.
Tip: Always write clear notes and add helpful documents. This lets everyone know why the change is important.
Here is the simple path you follow for a change request:
Look at the change and see if it is needed.
Approve the change and go to the next step.
You use set workflows to keep things neat and easy. The system shows you each step so you do not forget anything. You get the right people involved from the start. You keep records so you can see every change and who said yes.
Stakeholder Assignment
You must pick stakeholders for each change request. Stakeholders help check, approve, and do the change order. Dynamics 365 uses automatic workflows to make this simple. The system sends alerts and reminders to everyone who needs to know. You do not need to use other systems because everything is in one place.
The table below shows how the system helps with stakeholders:
Note: Pick the right people for each change request. This keeps things moving and helps you avoid waiting.
You make sure every stakeholder knows what to do. You use automatic alerts so no one misses news. You help everyone work together and make sure change requests and orders move ahead without trouble.
Review and Approval
Workflow Setup
You make workflows in Dynamics 365 to help review changes. The process begins when a procurement clerk starts a change request. The purchasing manager looks at the request. They decide if it should go to Engineering or the Product Manager. The Engineer checks the details and gives approval. You see a screen that shows what the change might affect. Next, you check the information and approve the change order in the workflow. The last step lets you finish the order and release the product.
Tip: Use simple steps in your workflow. This makes sure every change gets checked. It helps you stop mistakes and keeps your product data right.
You can use full workflow approval steps to cover each part. These workflows help you see who reviews and approves changes. You can check the status of requests and orders at any time.
Collaboration
You need good teamwork between departments to review changes. Dynamics 365 helps by using workflows and alerts. Each department can see the status of requests and orders. You get alerts when you need to do something. This keeps everyone updated and helps you work together.
Teamwork makes the process faster and more correct. You track every change and approval in the Engineering Change Management module. This is important for hard products and for companies with strict rules. You can see who approved each step and make sure you follow all rules.
Note: Good teamwork helps you stop delays and mistakes. Make sure every department knows their job in the review and approval steps.
You use the system to share facts and keep records. This helps you handle changes and keep your products safe and following the rules.
Implementing Changes
Product Updates
You need a good plan to update products after a change. Dynamics 365 helps you with each step so you do not forget anything. First, make an engineering group. This group shares product details with everyone who needs them. You watch product versions across your supply chain. This helps you always use the right version.
Here is an easy way to handle product updates:
Watch product versions so you know which one is new.
Use change orders to control every part of the change.
Check that all product data is right before you release it.
Work with other legal entities so everyone gets the update.
Tip: Always make a Product Lifecycle state for products you do not use anymore. This helps you avoid mix-ups and keeps your records neat.
After you update the lifecycle state, make a change order in the Engineer Legal Entity. When the change order is approved, tell everyone who needs to know. This keeps your team and partners ready for the new product version.
Communication
Good communication helps everyone know what is changing and why. Dynamics 365 gives you tools to keep all stakeholders informed. You explain changes using simple words that everyone knows. You list all partners, resources, and change managers so people know who to ask.
Note: Ask users for feedback after you launch a change. This helps you find problems early and fix them.
You keep everyone updated with regular news and reports. You use templates to make messages easy and clear. You make sure everyone knows the benefits and what to do next. This helps your team work together and keeps your product changes going well.
Tracking and Reporting
Status Monitoring
You need to know what happens with every product change. Dynamics 365 has tools to help you track each step. You can see when someone makes a change request. You also see when a team finishes a change order. The system shows who approves changes and why they do it. You can check dates for when things are made, changed, or used in production.
Here is a table that shows how Dynamics 365 helps you watch status:
You can use these features to follow every change. You see the status of requests and orders right away. This helps you answer questions fast and keep your records right.
Tip: Always check the status before you release a new product version. This helps you stop mistakes and keeps your team ready.
Analytics
You can use analytics in Dynamics 365 to learn from your product changes. The system gives you charts and reports that show how many changes you make. You also see how long each step takes. You find out which products need the most updates. You see which teams finish their work fastest. You can spot patterns and find ways to make your process better.
You get dashboards that show the number of change requests and change orders. You can filter data by product, date, or team. This helps you make smart choices and plan better for future changes.
Use dashboards to see trends in product updates.
Check reports to find slow steps in your process.
Share analytics with your team so everyone can get better.
Note: Look at analytics often. This helps you find problems early and make your change management stronger.
Best Practices and Pitfalls
Tips
You can do better with engineering change management in Dynamics 365 by using some smart tips. Dashboards and analytics help you see how changes affect your work. The system gives you more than 20 ready-made metrics and four dashboards. These tools let you watch every part of your change process. You can split data for different teams and users. This helps you focus on what is most important. Power BI lets you change and build reports yourself. You save time because the solution makes data management and upkeep easier. Quick insights help you make good choices fast.
Tip: Use the easy analytics to check your change requests and orders. This helps you spot problems early and make your process better.
Common Issues
You might run into some problems when you start using engineering change management. Bad communication can slow down your work. Make sure everyone knows what is going on. If leaders do not support the project, you may not get enough help. Always test your system before you start using it. Not testing enough can cause trouble later. Mistakes when moving data can lead to errors in your work. Teach your team so they do not fight new systems. Match your change management steps with your business goals to save time and money.
Aligning ECM with Business Processes
You can match engineering change management with your business steps by following a clear plan. First, make a Change Request from the Released Products module. Fill in all needed fields and add notes or files. Send the request for approval. After it is approved, make a Change Order. Look at the Bill of Materials and make changes. Approve and finish the Change Order to end the process.
Note: Doing these steps helps you keep your change management smooth and linked to your business needs.
You now know the steps to set up engineering change management in Dynamics 365. This guide helps you handle product changes, keep track of updates, and work better with your team. It is important to learn about both the good parts and the hard parts of ECM. Some problems you might face are employees not wanting to change and processes that do not match well. The table below shows more things to look out for:
Use these steps to make your change management better. If you need more help, check Microsoft’s official guides or ask an expert.
FAQ
How do you activate Engineering Change Management in Dynamics 365?
First, go to System Administration. Next, open License Configuration. Turn on the ECM keys there. Always switch to maintenance mode before you change settings. When you finish, sync the database to save changes.
Can you track every product version with ECM?
Yes, you can track each product version. The system shows all changes and approvals. You see which version is active now. You also see who made updates and when.
What roles need access to ECM features?
You give roles to people based on their jobs.
Does ECM help with compliance and audits?
ECM keeps a record of every change made. You can show auditors who approved changes and when. This helps you follow rules and keep your data safe.
Can you use ECM with other systems?
You can connect ECM with PLM and ERP systems. Data stays updated in all systems. This helps you avoid mistakes and keeps teams informed.