Modernizing a High Volume Cloud ISV Database on AWS
The client needed a partner with both the technical expertise to handle an unprecedented migration scale and the project management discipline to ensure timely delivery without disrupting the mission-critical services relied on by its subscription-based user base.
TekStream successfully completed one of the largest Oracle database migrations to Amazon RDS to date, transitioning 650 databases for a leading web-based subscription ERP platform serving public institutions, including K–12 school districts.
This enterprise-scale migration was completed within a compressed timeline of just three months, facing strict deadlines with financial penalties for delays, complex technical requirements, and the need for zero disruption to the educational institutions relying on the system. Through innovative automation tools and methodical implementation, TekStream not only completed the project ahead of schedule but also generated $3 million in Oracle license savings for the client.
Technology Used
AWS Cloud Infrastructure
Oracle Database Technologies
Client Challenge
Strict Timeline Hard deadline with steep penalties—vital for uninterrupted school payroll and finance.
Massive Scale One of the largest RDS for Oracle migrations—650 databases powering a multi-tenant, subscription-based ERP platform.
Complex Technical Environment Custom setups for fund accounting, reporting, and position control.
Business Continuity Requirements Zero tolerance for service disruptions that would impact school district operations.
Education-Specific Compliance Educational data privacy and security regulations demanding meticulous handling.
With 650 Oracle databases powering K–12 operations across multiple school districts, this represented one of the largest Amazon RDS for Oracle migrations ever attempted. The project faced a rigid deadline with steep financial penalties, making uninterrupted access to payroll, HR, and financial systems non-negotiable. Diverse and complex database configurations—built around fund accounting, state reporting, and position control—added to the challenge. Zero tolerance for service disruptions to customers relying on the platform for mission-critical financial and HR operations.
The client needed a partner with both the technical expertise to handle an unprecedented migration scale and the project management discipline to ensure timely delivery without disrupting the K-12 institutions they serve.
Solution Approach
TekStream approached this challenge by developing a multi-faceted strategy tailored to the education-focused platform:
Migration Automation
- Custom-built migration automation tools specifically designed for the client’s unique education resource-planning database ecosystem
- Proprietary scripts and methodologies to standardize the migration process across hundreds of databases while preserving essential education-specific configurations
- Sophisticated error detection and correction mechanisms to minimize human intervention and protect critical school district data
- Reusable assets created for future database migrations, providing long-term value to both the client and its K-12 customers
Phased Implementation Methodology
TekStream implemented a four-phase approach as illustrated in the project timeline:
- Optimization & License Assessment (1 Month)
- Comprehensive database inventory and dependency mapping
- Oracle license optimization analysis
- Migration readiness assessment
- Comprehensive Analysis (2 Months)
- Detailed technical requirements gathering
- Risk assessment and mitigation planning
- Schema and data transfer methodology development
- Automated Implementation (3 Months)
- Execution of the migration using custom automation tools
- Parallel testing and validation
- Performance optimization in the AWS environment
- Early Completion (3 Weeks Ahead of Schedule)
- Final verification and performance testing
- Knowledge transfer to client operations team
- Documentation and transition to ongoing support
Implementation Details
The implementation phase presented numerous technical challenges that required innovative solutions, particularly given the education-specific nature of the Customer ERP:
Weekend and Overnight Deployments
- Executed multiple weekend and overnight deployments to minimize impact on school district operations
- Coordinated seamless cutover processes with minimal downtime during non-school hours
- Real-time monitoring and rapid response teams during critical transition periods to ensure educational services remained uninterrupted
Risk Mitigation Strategies
- Developed comprehensive rollback procedures for each database migration to protect school district data
- Created data validation protocols to ensure complete and accurate transfers of sensitive educational information
- Implemented parallel systems during transition to maintain continuity for critical payroll, finance, and human-capital workflows across platform users
Technical Innovations
- Automated schema translation to accommodate AWS-specific requirements while preserving education-specific functionality
- Specialized data pump configurations for accelerated transfer rates of large educational datasets
Custom monitoring dashboards for real-time migration status visibility across the entire K-12 platform
Results and Key Benefits
TekStream’s methodical approach delivered exceptional results for the Customer Platform:
Quantifiable Outcomes
- 650 Databases successfully migrated to AWS
- $3 Million in Oracle license savings achieved
- 3 Weeks ahead of schedule completion
- Zero unplanned disruptions to K-12 district operations
Qualitative Benefits
- Dramatically improved database performance in the cloud environment, enhancing the platform’s responsiveness for school districts
- Enhanced disaster recovery capabilities, ensuring educational data remains secure and available
- Simplified database management and maintenance for education-specific workflows
- Established foundation for future cloud initiatives to expand the platform’s education resource-planning capabilities
- Created reusable assets for future database migrations within the K-12 technology ecosystem
Team Excellence
The success of this project was made possible by TekStream’s expert team structure:
- Technical Leadership: Lead by TekStream’s Oracle and AWS certified architects who designed the migration strategy and oversaw implementation
- US-Based Technical Team: Core team of database specialists who managed the critical aspects of the migration
- Global Support Team: Extended technical resources providing 24/7 implementation support
- Project Management: Experienced PMs who maintained rigorous timelines and communication
- Executive Oversight: Senior leadership providing guidance and ensuring client satisfaction throughout the engagement
Conclusion
This case study demonstrates TekStream’s unique capability to handle enterprise-scale Oracle to AWS migrations with unprecedented efficiency, particularly for high-volume, multi-tenant cloud platforms. By combining technical expertise, innovative automation, and disciplined project management, TekStream delivered exceptional value to the client while setting new standards for large-scale database migrations in the education technology space.
The reusable assets and methodologies developed during this project continue to benefit TekStream’s clients, enabling faster, more reliable cloud migrations for education and other specialized industries.
The successful migration has enabled the Customer Platform to continue providing its unified cloud-based education resource-planning suite to K-12 school districts with improved performance, reliability, and cost-effectiveness, ultimately benefiting the educational institutions that rely on this technology for their critical operations.
About The Company
A proven leader in the EdTech industry with over 30 years of experience and hundreds of K-12 clients, this private equity-backed organization is in the midst of rapid expansion. As part of its growth strategy, the company is shifting from traditional on-premises software to a modern SaaS-based, monthly recurring revenue model.
Industry: EdTech
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About the Author
Hardik Desai has over 10 years of experience in Information Technologies with the primary focus on Oracle Content Management systems. As the Director of Oracle Services at TekStream Solutions, LLC., he is focused on establishing company and industry-wide best practices around the Oracle IaaS and PaaS services for TekStream’s customers, as well as for our own internal resources. Hardik is one of the foremost knowledgeable experts in Oracle Content and Data Management technologies, and compliments that with extensive experience in all areas of the Oracle Cloud Infrastructure. Previous clients worked with include Liggett Vector Brands LLC, ResCare, Inc., RONA Hardware of Canada, Manheim Auction, Jackson Family Enterprises, American Arbitration Association, Agilent, ABM, Chick-fil-A, Dell, State of Georgia, Land O’Lakes, Genuine Parts and Aegerion.