{"id":864,"date":"2014-06-15T17:04:21","date_gmt":"2014-06-15T16:04:21","guid":{"rendered":"http:\/\/blogs.encamina.com\/mascrm\/?p=864"},"modified":"2014-09-23T08:26:54","modified_gmt":"2014-09-23T07:26:54","slug":"auditing","status":"publish","type":"post","link":"https:\/\/blogs.encamina.com\/mascrm\/2014\/06\/15\/auditing\/","title":{"rendered":"Auditing a Microsoft Dynamics CRM system"},"content":{"rendered":"<p>What should I check in my CRM system to ensure it is performing as it should? <span class=\"notranslate\">Against which metrics should I check it to ensure it is alive and kicking?<\/span><\/p>\n<blockquote><p><span class=\"notranslate\">How should I audit my CRM system?<\/span><\/p><\/blockquote>\n<p><div id=\"attachment_858\" style=\"width: 285px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" aria-describedby=\"caption-attachment-858\" class=\"size-full wp-image-858\" src=\"http:\/\/blogs.encamina.com\/mascrm\/wp-content\/uploads\/sites\/10\/2014\/06\/audit.jpg\" alt=\"Audit\" width=\"275\" height=\"183\" \/><p id=\"caption-attachment-858\" class=\"wp-caption-text\">Audit<\/p><\/div><\/p>\n<p>This article is not about the <a href=\"http:\/\/msdn.microsoft.com\/en-us\/library\/gg309664.aspx\" target=\"_blank\">&#8216;audit&#8217; Dynamics CRM feature<\/a>. \u00a0<span class=\"notranslate\">Nor about\u00a0the consulting engagement on the &#8216;CRM&#8217; strategy of a given organization.<\/span><\/p>\n<p><span class=\"notranslate\">This article is about the <strong>technical and functional audit of a Dynamics CRM system<\/strong> which ensures that it will perform as expected over the time because it is properly built and maintained.<\/span><\/p>\n<p><!--more--><\/p>\n<h3><span class=\"notranslate\"><span style=\"color: #000000\">General architecture and system documentation<\/span><\/span><\/h3>\n<p><span class=\"notranslate\">The first task in such an auditing engagement is validating that <strong>the system is built on a solid foundation and is well dimensioned<\/strong> to support\u00a0the\u00a0requirements against it has been built.<\/span><\/p>\n<p><span class=\"notranslate\">This is not only about stating that the building blocks of the system are adequate for the requirements but also they are properly sized. <\/span><span class=\"notranslate\">Moreover, it is also about ensuring that <strong>the system is properly documented<\/strong>.<\/span><\/p>\n<p><span class=\"notranslate\">It is all about answering these questions:<\/span><\/p>\n<ul>\n<li><span class=\"notranslate\">Are the services that build the system adequately architected?<\/span><\/li>\n<li><span class=\"notranslate\">Are the servers supporting the system properly sized?<\/span><\/li>\n<li><span class=\"notranslate\">Is there any bottleneck affecting the overall system performance?<\/span><\/li>\n<li><span class=\"notranslate\">Is it secured and does not expose any vulnerability to external attacks beyond the strictly necessary?<\/span><\/li>\n<li><span class=\"notranslate\">Is it adequately documented?<\/span> <span class=\"notranslate\">Is there a detailed technical and functional document?<\/span> <span class=\"notranslate\">Is there an operations manual?<\/span> <span class=\"notranslate\">Are the use cases documented?<\/span> <span class=\"notranslate\">Is there a manual for the system administrators?<\/span><\/li>\n<\/ul>\n<h3>Technical audit of an on-premise system<\/h3>\n<p>From a technical point of view it is about answering this question:<\/p>\n<p>Do\u00a0the <strong>systems and services that support the CRM system<\/strong> work as they should and will be working properly in the future?<\/p>\n<p><span class=\"notranslate\">This question requires measuring some of the following items:<\/span><\/p>\n<ul>\n<li><span class=\"notranslate\">The <strong>operating system<\/strong> in <\/span><span class=\"notranslate\">the servers that support the CRM system: available disk space, CPU usage, available RAM, the appropriate size of the paging file and the latest updates.<\/span><\/li>\n<li><span class=\"notranslate\">The CRM <strong>database<\/strong> system and the reporting system: the size of the data file and transaction log, locks or waiting tables, the maintenance plan, the availability of the services -Reporting Services, Agent, Browser and Server-, growth and consistency of the DDBB and latest updates.<\/span><\/li>\n<li><span class=\"notranslate\"><strong>Specific <strong>CRM <\/strong>services :<\/strong> IIS services -W3SVC, HTTPFilter, IISADMIN-, asynchronous processing service, and email router service.<\/span><\/li>\n<\/ul>\n<h3>Functional auditing of a CRM system<\/h3>\n<p><span class=\"notranslate\">From a functional perspective the question gets harder to answer because it heavily depends on understanding <strong>what the system is designed for <\/strong>and what the user\u2019s expectations are.<\/span> <span class=\"notranslate\">In any case a functional audit should answer the following key issues:<\/span><\/p>\n<ul>\n<li><span class=\"notranslate\">Are integrations with other systems operating properly?<\/span><\/li>\n<li><span class=\"notranslate\">Are the web services exposed to third party systems\u00a0operating properly?<\/span><\/li>\n<li><span class=\"notranslate\">Are the CRM tables growing as expected? Is there <\/span><span class=\"notranslate\">any design flaw in the security system or in the workflows?<\/span><\/li>\n<\/ul>\n<p><div id=\"attachment_859\" style=\"width: 531px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" aria-describedby=\"caption-attachment-859\" class=\"size-full wp-image-859\" src=\"http:\/\/blogs.encamina.com\/mascrm\/wp-content\/uploads\/sites\/10\/2014\/06\/detailedtableanalysis.png\" alt=\"Detailed Table Analysis\" width=\"521\" height=\"328\" srcset=\"https:\/\/encaminablogs.wpenginepowered.com\/mascrm\/wp-content\/uploads\/sites\/10\/2014\/06\/detailedtableanalysis.png 521w, https:\/\/encaminablogs.wpenginepowered.com\/mascrm\/wp-content\/uploads\/sites\/10\/2014\/06\/detailedtableanalysis-300x188.png 300w\" sizes=\"auto, (max-width: 521px) 100vw, 521px\" \/><p id=\"caption-attachment-859\" class=\"wp-caption-text\">Detailed Table Analysis<\/p><\/div><\/p>\n<ul>\n<li>Is there any critical error when tracing messages to the core platform?\n<p><div id=\"attachment_860\" style=\"width: 256px\" class=\"wp-caption aligncenter\"><a href=\"http:\/\/blogs.encamina.com\/mascrm\/wp-content\/uploads\/sites\/10\/2014\/06\/CRMDiagTool.png\"><img loading=\"lazy\" decoding=\"async\" aria-describedby=\"caption-attachment-860\" class=\"size-medium wp-image-860\" src=\"http:\/\/blogs.encamina.com\/mascrm\/wp-content\/uploads\/sites\/10\/2014\/06\/CRMDiagTool-246x300.png\" alt=\"CRM Diagnistics Tool\" width=\"246\" height=\"300\" srcset=\"https:\/\/encaminablogs.wpenginepowered.com\/mascrm\/wp-content\/uploads\/sites\/10\/2014\/06\/CRMDiagTool-246x300.png 246w, https:\/\/encaminablogs.wpenginepowered.com\/mascrm\/wp-content\/uploads\/sites\/10\/2014\/06\/CRMDiagTool.png 361w\" sizes=\"auto, (max-width: 246px) 100vw, 246px\" \/><\/a><p id=\"caption-attachment-860\" class=\"wp-caption-text\">CRM Diagnostics Tool<\/p><\/div><\/li>\n<\/ul>\n<ul>\n<li>Are there any critical errors related to CRM services in the event viewer of the servers that support the system?<\/li>\n<li><span class=\"notranslate\">Is the email routing service properly configured and working?<\/span><\/li>\n<\/ul>\n<p><div id=\"attachment_862\" style=\"width: 310px\" class=\"wp-caption aligncenter\"><a href=\"http:\/\/blogs.encamina.com\/mascrm\/wp-content\/uploads\/sites\/10\/2014\/06\/emailroutertest.png\"><img loading=\"lazy\" decoding=\"async\" aria-describedby=\"caption-attachment-862\" class=\"size-medium wp-image-862\" src=\"http:\/\/blogs.encamina.com\/mascrm\/wp-content\/uploads\/sites\/10\/2014\/06\/emailroutertest-300x57.png\" alt=\"Email Router Test\" width=\"300\" height=\"57\" srcset=\"https:\/\/encaminablogs.wpenginepowered.com\/mascrm\/wp-content\/uploads\/sites\/10\/2014\/06\/emailroutertest-300x57.png 300w, https:\/\/encaminablogs.wpenginepowered.com\/mascrm\/wp-content\/uploads\/sites\/10\/2014\/06\/emailroutertest.png 729w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><\/a><p id=\"caption-attachment-862\" class=\"wp-caption-text\">Email Router Test<\/p><\/div><\/p>\n<ul>\n<li>Are the systems jobs ending OK? <span class=\"notranslate\">Is there any &#8216;canceled&#8217; or &#8216;completed with errors&#8217; job?<\/span> <span class=\"notranslate\">What errors are causing cancellation of the jobs?<\/span><\/li>\n<li><span class=\"notranslate\">Is there any system to relaunch canceled jobs because of temporary &#8216;time-outs&#8217; in the SQL Server DDBB?<\/span><\/li>\n<li><span class=\"notranslate\"><span class=\"google-src-text\" style=\"text-align: left;direction: ltr\">Is there <\/span>any mechanism to &#8216;housekeep&#8217; and erase the completed jobs?<\/span><\/li>\n<li><span class=\"notranslate\">Is the javascript code behaving as defined?<\/span><\/li>\n<li><span class=\"notranslate\">Is the source code available (plug-ins, reports, integrations and web services &#8230;)?<\/span><\/li>\n<\/ul>\n<h3>Metrics<\/h3>\n<p><span class=\"notranslate\">From the <strong>system architecture<\/strong> perspective is quite difficult to define metrics apart from those recommended by the manufacturer.<\/span><\/p>\n<p><span class=\"notranslate\">As a solution to obtain a measure of the implemented architecture, from a black box approach, the proposal is to conduct <strong>stress tests<\/strong> at different levels (IIS, databases, Web services layer of the CRM system and web\/mobile clients). These <\/span><span class=\"notranslate\">results will demonstrate that there is no component bottlenecking others and negatively affecting the overall system performance.<\/span><\/p>\n<p><span class=\"notranslate\"><strong>Technically <\/strong>speaking<strong>,<\/strong> the metrics are more objective because the indicators to be measured are so:<\/span><\/p>\n<ul>\n<li><span class=\"notranslate\">Operating systems that support the CRM services should be 100% available.<\/span><\/li>\n<li><span class=\"notranslate\">The available hard disks space should be not less than 30% of their capacity.<\/span><\/li>\n<li><span class=\"notranslate\">The use of the CPU and the RAM should not exceed an average of 80% of these resources.<\/span><\/li>\n<li><span class=\"notranslate\">The server should have the latest updates.<\/span><\/li>\n<li><span class=\"notranslate\"><span class=\"google-src-text\" style=\"text-align: left;direction: ltr\">The g<\/span>rowth of the data file and transaction file should not exceed a ratio of 5% per month.<\/span><\/li>\n<li><span class=\"notranslate\"><span class=\"google-src-text\" style=\"text-align: left;direction: ltr\">T<\/span>he process of restoring the DDBB is properly tested and documented.<\/span><\/li>\n<li><span class=\"notranslate\">The DDBB services and specific CRM services are 100% available.<\/span><\/li>\n<\/ul>\n<p><span class=\"notranslate\">From a<strong> functional point of view,<\/strong> the metrics are not as objective and they depend largely on how the system has been designed, for instance:<\/span><\/p>\n<ul>\n<li><span class=\"notranslate\">The system does not trace any critical error on the platform layer.<\/span><\/li>\n<li><span class=\"notranslate\">No system job is queued in a wrong state.<\/span><\/li>\n<li><span class=\"notranslate\">Systems interfacing with CRM should be 100% available.<\/span><\/li>\n<li><span class=\"notranslate\">The web services exposed by CRM are 100% available.<\/span><\/li>\n<li><span class=\"notranslate\"><span class=\"google-src-text\" style=\"text-align: left;direction: ltr\">N<\/span>o table grows more than expected, especially the asynchronous operations table (AsyncOperationBase) and the security operations table (PrincipalObjectAccess).<\/span><\/li>\n<li><span class=\"notranslate\">There is no critical error related to the CRM services in the event viewer of the servers that support the system. <\/span><\/li>\n<li><span class=\"notranslate\">Every message sent from CRM reach its recipients.<\/span><\/li>\n<li><span class=\"notranslate\">Every message sent to the monitored mailboxes are created successfully in their correspondent work queue.<\/span><\/li>\n<\/ul>\n<h1><span class=\"notranslate\"><span style=\"color: #000000\">Conclusion: a proposal for an audit Project<\/span><\/span><\/h1>\n<p><span class=\"notranslate\">Auditing a CRM system is not a &#8216;one shot&#8217; task. <\/span><span class=\"notranslate\">Rather, it is an ongoing process that have to measure the defined indicators in the context of a <strong>audit<\/strong>\u00a0<strong>project <\/strong>for both suggesting possible improvements to the system and also acting proactively just in case any indicator is out of range.<\/span><\/p>\n<p><span class=\"notranslate\">An audit project requires an initial <strong>analysis phase<\/strong> to define the indicators and metrics to measure. <\/span><\/p>\n<p><span class=\"notranslate\">A <strong>development <\/strong><strong>phase,<\/strong> where monitoring tools are built and automated as far as possible.<\/span> And also are the events that <span class=\"notranslate\">will fire as soon as any indicator is out of the expected range.<\/span><\/p>\n<p><span class=\"notranslate\">An <strong>implementation of the audit system phase<\/strong>\u00a0where the system automatically warns of possible malfunctions and prevents when certain indicators out of range may have negative consequences for the system and its users.<\/span><\/p>\n<p><span class=\"notranslate\"><span class=\"google-src-text\" style=\"text-align: left;direction: ltr\">And f<\/span>inally a <strong>monthly report <\/strong>stating all the indicators and the recommendations on which preventive actions should be taken to ensure that the system is stable and is ready to support both technical and functional requirements of its users. <\/span><\/p>\n<!-- AddThis Advanced Settings generic via filter on the_content --><!-- AddThis Share Buttons generic via filter on the_content -->","protected":false},"excerpt":{"rendered":"<p>What should I check in my CRM system to ensure it is performing as it should? Against which metrics should I check it to ensure it is alive and kicking? How should I audit my CRM system? This article is &hellip; <a href=\"https:\/\/blogs.encamina.com\/mascrm\/2014\/06\/15\/auditing\/\">Continue reading <span class=\"meta-nav\">&rarr;<\/span><\/a><!-- AddThis Advanced Settings generic via filter on get_the_excerpt --><!-- AddThis Share Buttons generic via filter on get_the_excerpt --><\/p>\n","protected":false},"author":10,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[92,91,87,38,93],"tags":[],"class_list":["post-864","post","type-post","status-publish","format-standard","hentry","category-architecture","category-consultancy","category-desing","category-integration","category-methodology"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v18.2.1 (Yoast SEO v28.3) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Auditing a Microsoft Dynamics CRM system<\/title>\n<meta name=\"description\" content=\"What should I check in my CRM system to ensure it is performing as it should? 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