The mission is estimated at 1 month over a period of 2 months…

Assessment of migration from production server to archiving

ONE is seeking a senior SAP consultant (minimum 10 years’ experience with SAP, including at least 2 version migrations completed) to assess and propose the best migration solutions for our SAP production server (old and archive) to a modern archiving system, enabling secure decommissioning of our critical legacy infrastructure.

Critical context – Production server

The Office operates a SAP ERP production server on Windows Server 2003 – NT 5.2, Build 3790 – Service Pack 2 with ORACLE database version 9.2.0.5.0, containing over 20 years of financial and accounting data. This production system must remain operational until the migration is fully completed, with users accessing it weekly for consultation of historical data and extraction of supporting documents.

Furthermore, there is a legal obligation to retain the data for 10 years (until February 2034) with permanent access for audits.

Requested assessment – Alternative solutions

We are requesting a thorough comparative assessment of the following solutions to migrate our production server to a read-only archiving system:

1. SAP Information Lifecycle Management (ILM) – Official SAP archiving solution with a modern web interface, audit-proof storage and complete access traceability.

2. SAP ILM Retention Warehouse – Specific solution for decommissioning legacy systems with regulated retention and permanent audit access.

3. Certified SAP third-party solutions – SAP-compatible archiving alternatives offering similar functionalities with potential cost/performance advantages.

4. Hybrid migration – Combination of solutions allowing a gradual transition from the production system to full archiving.

Critical technical requirements

The selected solution must strictly ensure:

• Complete migration of all supporting documents (PDFs, invoices, purchase orders, Excel files, scanned images) with maintenance of referential links to the corresponding accounting entries
• Secure read-only access with a modern interface for consultation and export of documents
• Full traceability: recording of all accesses for audit compliance
• Enhanced security: encryption, access controls, strict authentication
• Regulatory compliance: adherence to ISO 14641, GDPR, NIS2 standards
• Guaranteed technical support by SAP or a certified partner

Expected deliverables:

A complete technical assessment including:

• Technical audit of the current production system with exhaustive inventory of data and documents
• Comparative analysis of available solutions with pros/cons of each option
• Technical and organizational feasibility study for each scenario
• Detailed budget estimate including licenses, services, training
• Migration schedule with milestones, identified risks, and mitigation strategies
• Final recommendation with technical and economic justification

Constraints

The production server must continue to operate during the assessment.

Conflicts of interest

The concept of conflict of interest refers to any situation in which, during the award or execution, any person connected to a contracting authority in any way, as well as anyone likely to influence the award or its outcome, has a direct or indirect financial, economic, or other personal interest that could be perceived as compromising their impartiality or independence in the context of the award or execution.

A conflict of interest is in any case presumed:

1. As soon as there is kinship or affinity, in the direct line up to the third degree and, in the collateral line, up to the fourth degree, or in case of legal cohabitation, between the natural person, and one of the candidates or tenderers or any other natural person who exercises on behalf of one of these a power of representation, decision or control;

2. The natural person is, themselves or through an intermediary, owner, co-owner or active partner of one of the candidate or tendering companies or exercises, in law or in fact, themselves or, where appropriate, through an intermediary, a power of representation, decision or control.

A conflict of interest is considered any situation in which a natural person who has worked for a contracting authority as an internal collaborator, whether hierarchically linked or not, as a concerned official, public officer or any other person connected to a contracting authority in any way, subsequently intervenes in the context of a public contract/project call awarded by that contracting authority, and a link exists between the previous activities performed for the contracting authority and their activities in the context of the contract/project call. However, the application of this provision is limited to a period of two years following the resignation of said person or any other way of ending the previous activities.

This provision gives the contracting authority, duly informed by the service provider, after verification of the situation, the possibility to terminate without compensation the contract/project the provider is in charge of. During these checks, due account will be taken of the information and justifications collected from the person concerned. In case of termination, a list of completed services will be established for payment to the provider. In the event of a violation (for example if the provider does not disclose the conflict situation), the finding by the contracting authority may result in the nullity of the contract/project. If no justification is provided at the request of the contracting authority, the service provider will not be entitled to any payment for services performed after the moment they should have become aware of the incompatibility. The contracting authority may, for the needs of the contract/project, freely dispose of studies, reports, ... established by the provider in performance of the contract/project. Furthermore, the authority may exclude the provider from its contracts/project calls for a determined period.

ONE’s preventive measures: an awareness note is automatically communicated when the provider’s file is created.

Confidential information

All information that ONE provides to the other party in the context of this contract is considered confidential information (hereinafter referred to as "confidential information"). This does not apply to information that the parties designate as non-confidential.

The contractor will treat confidential information with the strictest confidentiality, use it only if required for contract execution and will not disclose it in any way to third parties, except with the prior, written and formal authorization of the beneficiary. The contractor will ensure that its workers, agents, and subcontractors are bound by the same confidentiality obligation through a written commitment from them.

The contractor will only disclose confidential information to persons necessary for the execution of the contract. Unless authorized in writing and formally, the contractor will also ensure that its staff, representatives and subcontractors do not remove information from the beneficiary's premises in any form or manner.

Confidential information may be disclosed if, and to the extent that, the law or a regulatory body requires it. In such a case, the contractor will immediately notify ONE in writing in order to enable it to prevent such disclosure by all possible legal remedies.

If confidential information is obtained by unauthorized persons or entities and the contractor becomes aware of it, the contractor will inform ONE immediately by phone, e-mail, and subsequently by letter.

The rights and obligations of the parties arising from this article remain valid after the end of this contract/agreement.

If the contractor has breached the obligations regarding confidential information, ONE reserves the right to terminate the subsequent contract at any time, with a justified report.