Link to Recording: Biotics Conversion and Rollout Recording

Link to full Transcript: Biotics 6 Update - AWS Rollout and Planning.docx 

Link to Documentation: Conversion Schedule and Program Readiness



AI Generated Meeting Summary: 

Shelley walked member programs through conversion readiness ahead of the Biotics 5 → Biotics 6 (AWS/Postgres) migration, using a Help Desk solution that mirrors an email sent earlier that week (some attendees hadn't received it — she'll clean up her contact list).

Rollout Schedule

  • Draft schedule starts October 1, runs through December (skips Thanksgiving week and gives a holiday break), with a hard deadline of end of calendar year — driven by the physical colo server lease in Arlington expiring and not being renewed.
  • Some programs are "DX dependent" (must convert before/after Central based on data exchange timing); others were slotted by prior program request.
  • Feedback on scheduled dates is due by September 1.
  • Programs ready and not DX-dependent may be able to convert earlier (September) if they can commit with enough advance notice — captured via a feedback form.
  • Conversion means Biotics is fully offline that day (occasionally two days for complex programs).
  • Megan Rollins (Virginia) flagged a scheduling conflict with her Nov 11 date vs. quarterly reporting needs — Shelley offered to move her earlier and follow up offline.

MFA / Login Changes

  • Login will shift from username to email + MFA (authenticator app only — no SMS/phone call options).
  • Programs must, by September 8: resolve duplicate emails, ensure every active user has a unique email, and mark departing/test users as inactive.
  • Biotics Pilot will convert to production soon; MFA credentials set up in Pilot carry over to production.
  • Session token default timeout is ~1 hour, refreshing with active use (not tested/confirmed).
  • NatureServe's internal "nature_"/DX service accounts don't need emails — they'll be replaced by named individual NatureServe accounts.
  • IP addresses are only needed for direct DB connections (PG Admin/SQL), not for standard app login.

Conversion Spreadsheets / Extensible Objects

  • Programs must fill out CSVs (per custom table/view) marking Migrate Y/N, flag invalid/problematic joins, and fix issues pre-conversion where possible.
  • A "custom object summary" shows dependencies both directions to help decide what's needed.
  • CSVs can be refreshed if new views were created since first populated (a new copy is created, not overwritten).
  • Two Help Desk forms: (1) rollout timeline/readiness feedback, and (2) final "ready to convert" sign-off — the latter should only be submitted once fully ready.
  • Extensible table registrations referencing tables not being migrated must be cleaned up (queries provided to check this) or those record types won't display post-conversion.

Technical/Conversion Notes

  • AWS's Schema Conversion Tool handles tables well; views/functions/procedures are "hit or miss." NatureServe will provide both successfully converted and failed outputs, plus original Oracle versions, for programs to review/fix.
  • DLM_LIST (dynamic SQL) will not auto-convert correctly — needs rework using Postgres's string_agg (Oracle equivalent: LIST_AGG). Some programs have had success with minor fixes rather than full rewrites.
  • Postgres adds a STRICT keyword issue for SELECT INTO queries not returning exactly one row — needs cleanup.
  • Recommend storing converted script definitions in source control (e.g., Git) for easier future maintenance, though not required.
  • Biotics 5 (Oracle) will be fully decommissioned post-conversion (URL repoints to Biotics 6); Oracle backups continue briefly then stop. Postgres backups continue via Kiteworks (pg_dump format).
  • NatureServe Explorer/Explorer Pro data refresh will pause for a period (a few months lag) after Central converts in October.
  • Map: new map allows search/filtering but not creating new EOs/source features yet — old map still needed for edits.
  • Crystal Reports works with Postgres (documentation from Whitney) but in-app "print" reports from EOs won't work at launch; standard reports will be converted/posted centrally, custom reports need field re-linking.
  • Database ports/hosts change (Postgres 5432 vs. Oracle 1521; new DB URL); DB account passwords rotate every ~60 days (separate from app login) and must be manually tracked — no expiration notifications outside the account page.
  • New security model: individual named database accounts (power user/read-only) replace old shared accounts like "Biotics User"/"Biotics Report."

Next Steps

  • Feedback on schedule due Sept 1; duplicate emails resolved by Sept 8.
  • Shelley to send a follow-up email with the recording, Help Desk link, and both forms.
  • Another program call planned for next month, once some conversions are underway.


Important Links: 

Biotics 6 Conversion Schedule and Program Readiness Solution

Setting up MFA for Biotics

Draft Rollout Schedule


Biotics 6  Rollout Timeline and Readiness – Fill out form 

Custom Objects Ready to Convert – Fill out form