If you've been through an ERP or CRM implementation before, you've probably experienced the "scope creep surprise"—that moment when you realize the project is going to cost 50% more than quoted and take twice as long as promised. It's frustratingly common in the Dynamics world, and it's almost always preventable.

At DBS, we do something that many consulting firms won't: we contractually separate the analysis phase from the rest of the implementation. This isn't a gimmick or a way to nickel-and-dime clients. It's a fundamental approach to de-risking your project that protects both parties and leads to dramatically better outcomes.

The Problem with Traditional Fixed-Bid Implementations

Here's how most Dynamics ERP and CRM implementations are sold: A partner comes in, does a few discovery sessions (often free or heavily discounted), and then provides a "fixed-bid" proposal for the entire implementation. Sounds great, right? You know exactly what you're paying.

Except you don't. That fixed bid is based on assumptions—assumptions about your processes, your data quality, your integration requirements, your sales workflows, your customer service processes, and your team's readiness. And those assumptions are almost always wrong.

"The fixed-bid model creates a fundamental misalignment of incentives. The partner is motivated to minimize scope, while the client expects comprehensive coverage."

When reality doesn't match assumptions, one of two things happens:

  • Change orders pile up. Every deviation from the original assumptions becomes a billable change, and suddenly your "fixed" project isn't fixed at all.
  • Corners get cut. To stay within budget, the partner delivers the minimum viable solution, leaving you with a system that technically works but doesn't actually solve your problems.

The Separate Analysis Approach

Our approach is different. Before we quote an implementation—whether it's Dynamics 365 Finance & Operations, Business Central, Sales, Customer Service, or any combination—we conduct a thorough, paid analysis phase—typically 2-4 weeks depending on complexity. This isn't a sales exercise; it's a genuine deep-dive into your business.

What the Analysis Phase Delivers

  • Detailed current-state documentation of all in-scope processes
  • Gap analysis between your requirements and D365 capabilities
  • Data migration assessment and remediation roadmap
  • Integration architecture and complexity evaluation
  • Organizational readiness assessment
  • Detailed project plan with realistic milestones
  • Fixed-price quote for implementation (based on real data)

At the end of the analysis phase, you have something invaluable: clarity. You know exactly what you're getting, exactly what it will cost, and exactly how long it will take. No surprises.

Why This Benefits You

1. Accurate Scope Definition

We can't accurately scope what we don't understand. The analysis phase gives us time to truly understand your business—not just the high-level processes, but the edge cases, the exceptions, the "but what about when..." scenarios that always blow up implementations.

2. Realistic Timelines

Timeline overruns are rarely about the technology. They're about underestimating data cleanup, integration complexity, testing requirements, and change management needs. The analysis phase surfaces these issues before the clock starts.

3. True Fixed Pricing

When we quote the implementation phase, it's based on documented requirements that both parties have agreed to. This isn't a guess—it's a commitment. Our implementation quotes include a change order buffer, but we rarely use it because we've done the homework upfront.

4. No-Obligation Exit Point

Here's something most partners won't tell you: at the end of our analysis phase, you own all the deliverables. If you decide not to proceed with us—for any reason—you can take those documents to another partner. We've de-risked your project regardless of who implements it.

Red Flag: If a partner is unwilling to separate the analysis phase, ask yourself why. Usually, it's because they know their "fixed bid" won't survive scrutiny once the real requirements are documented.

What the Analysis Phase Looks Like

A typical analysis engagement with DBS follows this structure:

Week 1: Discovery

We conduct stakeholder interviews across all functional areas. We're not just talking to the project team—we're talking to the people who actually do the work. AP clerks, warehouse supervisors, sales reps, customer service agents, marketing coordinators, field technicians, controllers. The people who know where the bodies are buried.

Week 2: Process Documentation

We map your current-state processes in detail and identify the future-state design within D365. We document every integration point, every report requirement, every custom workflow that exists today—whether it's finance, operations, sales pipelines, case management, or marketing automation.

Week 3: Technical Assessment

We evaluate your data quality and develop a migration strategy. We architect the integration approach and identify any customization requirements. We assess your infrastructure readiness.

Week 4: Deliverables & Planning

We compile everything into a comprehensive blueprint document. We build the detailed project plan with resource requirements, milestones, and dependencies. We prepare the fixed-price implementation proposal.

The Numbers Don't Lie

Across our last 50 implementations that used our analysis-first approach:

  • 94% were delivered within 10% of the quoted budget
  • 88% went live on or before the scheduled date
  • Zero projects were abandoned mid-implementation
  • Average change order volume was under 8% of project value

Compare that to industry averages where 50-70% of ERP and CRM implementations exceed budget and timeline.

No Extra Cost—Just Clarity

There is no extra cost at all. In order for us to be able to translate your business requirements into an ERP or CRM we must understand your business processes in detail. The difference here is that we separate the Analysis phase contractually in order to have total clarity with the scope, timeline and cost, so at the end of the Analysis phase you will receive just that—another Statement of Work with the detailed scope, timeline, and cost. During the project our Customer Success Managers will provide you with weekly estimated versus actual to prevent surprises from arising. Any new scope will require a change request.

"Pay for the analysis upfront, or pay for the surprises later. One way or another, you're going to pay for understanding your requirements."

How to Get Started

If you're evaluating Dynamics 365 partners, ask about their approach to scoping and requirements gathering. Specifically:

  • Do they offer a separate analysis phase with standalone deliverables?
  • What's included in their discovery process?
  • How do they handle scope changes during implementation?
  • What's their track record on budget and timeline adherence?

At DBS, we're happy to answer all of these questions—and we'll never pressure you into a full implementation without doing the homework first. It's not how we operate.

The separate analysis phase isn't just a service offering. It's a philosophy. It's a commitment to doing things right, even when the easier path would be to oversimplify and underquote. Your Dynamics project is too important for guesswork.