Migration to MS Azure
FAQ for Cloud-hosted Customers
Please see below further information relating to the migration project.
Page last updated: 14:32 13 February 2024
From 29 January 2024, we will start to migrate Mandata and Stirling cloud-hosted systems to a Microsoft (MS) Azure environment, with the aim of completing all migrations by the end of March 2024. Please note we have extended the deadline to give customers more time to prepare their teams.
How the migration benefits your business
The Azure platform will provide the necessary readily available scalability, security, and compliance to support your mission critical software, using the latest technologies and infrastructure available. It will also enable us to continue to effectively manage and efficiently maintain systems to the highest standards.
Your systems and data are of paramount importance to us
We have been working on the Azure migration project with Microsoft’s support and guidance. Whilst we do not foresee any risks to customer’s systems during the migration process, contingency plans will be in place, such as the ability to roll-back a process, should any unforeseen circumstances occur.
When will the migration begin?
Our Tech Ops team will start to migrate customers’ systems to the new environment from 29 January 2024, with the aim of completing all migrations by end of March 2024.
Please note: We will contact you by email to confirm when your systems will be migrated to the new environment, providing as much notice as possible.
About MS Azure
What is Microsoft (MS) Azure
Azure is a cloud computing platform delivered, supported, and maintained by Microsoft in the UK.
Why is Mandata migrating to Azure?
We are moving all customer’s systems from our data centre, onto the Azure platform, as it will provide us with readily available scalability, as well as security, and compliance.
What will this mean to my business?
Your Mandata system will be running on the latest technologies and infrastructure available.
How reliable is the Azure platform?
The Azure platform is provisioned by Microsoft UK. The current infrastructure reliability level is 99.99% guaranteed uptime.
About the migration process
When will our systems and data be migrated?
We are planning the migration now. We will start migrating customers’ systems from 29 January 2024. Our aim is to have all customer’s systems and data migrated onto the Azure platform by mid-March 2024.
Will we experience any downtime during the migration?
We anticipate there will be approximately 60 minutes downtime during the migration process. The work will be scheduled in the evening to minimise the impact on our customers.
How much notice will we be given prior to our systems being migrated?
We will provide further details of when we plan to move your system within the next 2-4 weeks and will give as much notice as possible prior to the migration taking place.
Who is doing the migration?
Our Azure Migration Project team is being led by the Mandata Technology Operations (Tech Ops) team. They are working alongside Microsoft UK and an experienced third-party provider to carry out the migration project. Microsoft UK is providing a team of experts to work with us throughout the project. The Microsoft representatives have the relevant expertise, resources, and experience of undertaking similar large-scale, mission-critical Microsoft Azure migration projects.
What are the risks of moving to Azure?
A full assessment of the migration process has been completed. Also, all the relevant tests will be carried out by our project team prior to the migration taking place. Whilst we do not foresee any risks to our customer’s systems, contingency plans will be in place, such as the ability to roll-back a process, should any unforeseen circumstances occur.
Microsoft is fully onboard with this project and assisting in the migration planning, whilst providing technical assistance to ensure the platform is built to allow scalability and reliability moving forward.
Will my systems and data be more secure because Mandata and Stirling systems will be hosted on the Azure platform?
As Mandata and Stirling systems will be living in a MS-hosted environment, this will enable us to implement further stringent security measures in relation to Citrix which affects all Enterprise TMS customers. Our Tech Ops team will continue to conduct rigorous patching routines to mitigate vulnerabilities.
Will Mandata’s Tech Ops team still be supporting us, or will it be Microsoft?
The Mandata team is leading the migration project and will continue to look after your systems and data, within the MS Azure environment.
Does this open the way for Mandata to accept other systems, other than their own system into the Mandata MS Azure Cloud platform?
No. Our focus remains on our own product portfolio.
Will our own customers be impacted by the migration?
No. We do not foresee that this work will impact your customers, other than the 30 minutes down-time required during the actual migration process. Please click here for an overview of systems affected.
Information security
What measures will you undertake to minimise the risk of my data being lost during the migration process?
We will undertake a fully tested migration programme with Microsoft’s support and guidance. Whilst we do not foresee any risks to our customer’s systems during the migration, contingency plans will be in place, such as the ability to roll-back a process, should any unforeseen circumstances occur.
What security measures will be in place within the Azure platform?
All the measures we currently take to maintain the security of our customers’ systems and data, will continue to be employed within the MS Azure environment.
Will you still be carrying out scheduled maintenance?
Yes, as it’s vitally important we regularly carry out security updates we will continue to carry out this work on a monthly basis. This will require the same amount of system down-time. Please check our scheduled maintenance calendar for future maintenance periods.
Do you have a DR plan?
We have a fully tested DR plan for Mandata’s Cloud platform. Further details are available on request.
Accessing your cloud-hosted systems including new Citrix access method being introduced
How will this affect our day-to-day use of Mandata and Stirling cloud-hosted software, once the migration is complete?
Most customers will not notice any difference whilst using Mandata and Stirling systems. However, customers will be given a new website to run Mandata and Stirling Enterprise applications via Citrix.
Will we still use Citrix to access our cloud-hosted systems going forwards?
You will continue to use Citrix however, the way you access Citrix will change.
We will soon be introducing multi-factor authentication through a mobile application as part of the Azure migration, using one of the following authenticator apps from your mobile device app store:
- Citrix Secure Access (Google Play) – Recommended
- Citrix Secure Access Client (Apple App Store) – Recommended
- Google Authenticator
- Microsoft Authenticator
What are the benefits of using an authenticator app?
Using an authenticator app is the recommended method for accessing your software through Citrix, and will enhance the security of systems and data. This method of signing into Citrix is far more secure for your business and data, and will replace the existing email authentication process.
As well as enhanced security of your systems and data, the authenticator app will allow each individual to reset their own Citrix session, saving time.
When should our users set up the authentication app?
We advise all users to set up their authentication app now in readiness for the switch-over. Although they will not need to use this to access Mandata via Citrix, until we migrate your system.
After your migration
If you experience operational issues once your system is migrated, our Support team can be contacted on Tel: 0191 244 9300, between 9 pm – 10 pm on the day of your migration and then between 8 am – 6 pm the following day.
Further information
For System Managers
Please also download the guide Accessing Mandata in the Cloud for details on how to set up an authentication app.
For System Users
Step-by-step Guide – How to set up an authentication app to access Mandata via Citrix
Step 1. Download the authentication app: Citrix Secure Access (from Google Play Store), or Citrix Secure Access Client (from Apple App Store) to your mobile device.
Step 2. Register your authentication app by visiting: https://mandata.cloud.com. Click where it says, ‘Don’t have a token?’ and add your current ‘Mandata Citrix username‘ followed by @mandata.co.uk eg if your Citrix username is ‘xyz456‘ then this would be ‘xyz456@mandata.co.uk‘ and click on ‘Next’.
Step 3. Check your email for a message from Citrix Cloud containing a ‘verification code’. The email address will be taken from the user profile and the email address associated with the login.
Step 4. Back on the Mandata Citrix page in your browser, enter the ‘verification code’.
Step 5. Open the authentication app, (and if you are using Citrix Secure Access, select TOKENS). Then click to add a new token. Scan the QR code on screen with the authentication app, then click on ‘Finish and Sign in’ on the Mandata Citrix page in your browser.
Don’t worry if you don’t see any applications in the Citrix Workspace. This just means that we have not migrated your systems yet.
Tip: Adding shortcuts. If you do see applications, you can then add desktop shortcuts to them using the Citrix Workspace app. Please note you’ll only have one chance to do this. Please download this document and see page 7 for further details: https://bit.ly/4790QQG.
>> Click here to view a Step-by-Step Guide to share with your users.
Please also watch the video below which will show you how the set up process works.
Which is the best authentication app to use?
The recommended app is Citrix Secure Access, although users can use an alternative authentication app if they already have one on their smartphone such as Google Authenticator or Microsoft Authenticator. Other authenticator apps may work, but this cannot be guaranteed. Please view our guide for further information.
Will you be issuing users with new passwords?
No new application passwords will be issued.
If we have a third-party provider, will this affect lead time for accessing the system?
No, the process will be the same as it is now.
Will my other systems currently hosted in the Mandata cloud, be moved across as well eg. Warehouse, Workshop, Accounts, and Sage Accounts etc.
Any system we currently host for you will be moved across, as well as any third-party systems such as Sage.
Will my integrations such as EDIs and APIs be affected?
The migration will have no impact on current EDI’s and APIs.
Requesting further information
Who should I contact to understand more about the project?
Please contact our Help Desk team on 0191 250 2220 or email: helpdesk@mandata.co.uk and a member of our team will contact you.