Business Analyst (SharePoint)

Key Responsibilities: 

SharePoint Online Strategy, Assessment and Migration

• Lead the current-state assessment and migration planning for the organization's intranet, knowledge repositories and shared document repositories to SharePoint Online.
• Analyze existing SharePoint sites, site structures, document libraries, content volumes, metadata, permissions, workflows, integrations, customizations and usage patterns.
• Conduct discovery workshops with business users, content owners, site owners, IT teams and other stakeholders to identify current pain points, business-critical functions and future-state needs.
• Assess each site, content set and function and recommend whether it should be migrated, redesigned, consolidated, archived or retired.
• Define the target-state information architecture, including site structure, navigation, document libraries, metadata, content types, search requirements, permissions and ownership model.
• Evaluate whether business requirements should be met using out-of-the-box SharePoint Online capabilities, Microsoft 365 or Power Platform configuration, or approved custom development.
• Develop the migration strategy, roadmap, work packages, sequencing, business case inputs and implementation approach for management consideration.
• Identify migration dependencies, constraints, risks, change impacts and governance decisions, and recommend practical mitigation measures.
• Define migration success criteria and oversee reconciliation and validation of content, record counts, metadata, permissions, links, workflows and business functionality before acceptance.

Vendor Management and Solution Assurance

• Work closely with the outsourced SharePoint vendor and other implementation partners to plan and deliver migration, enhancement and BAU support activities.
• Define clear business requirements, acceptance criteria, deliverables for vendor-supported work.
• Review and constructively challenge vendor proposals, solution designs, estimates, migration methods and technical recommendations to confirm that they are fit for purpose, supportable and aligned with the organization's objectives.
• Determine the work that should be performed by the vendor, business teams and internal IT stakeholders, and coordinate dependencies across the delivery plan.
• Monitor vendor deliverables, quality, timelines, risks, issues and decisions, and escalate material concerns with clear impact assessments and recommendations.
• Coordinate functional, integration and user acceptance testing, defect resolution, cutover readiness and post-migration verification.
• Ensure that agreed evidence, documentation, validation results and operational handover artefacts are complete before solution acceptance or work-item closure.

SharePoint Online Governance and Platform Management

• Establish and maintain governance requirements covering site provisioning, site ownership, permissions, access reviews, naming conventions, content lifecycle, retention, archival and site closure.
• Assess requests for new sites, enhancements, workflows and integrations from business, governance, security, usability and operational perspectives.
• Ensure that SharePoint Online solutions and vendor deliverables comply with applicable ICT policies, security requirements and governance standards.
• Support periodic reviews of site owners, permissions, inactive sites, content quality and compliance with agreed governance requirements.
• Maintain functional documentation, decision records, configuration references, standard operating procedures, user guidance and governance artefacts.

Business Analysis, Stakeholder Engagement and Adoption

• Engage stakeholders to identify opportunities to improve the intranet experience, collaboration, information management, knowledge sharing and document discoverability.
• Gather, analyze and document business, functional and non-functional requirements, process flows, user journeys and information needs.
• Facilitate alignment between business users, technical teams, security teams and vendors on requirements, constraints, priorities and solution trade-offs.
• Prepare options analyses, risk assessments, recommendations, project updates and decision papers for management and governance forums.
• Develop and coordinate communications, stakeholder engagement, training and adoption activities for site owners, content owners and end users.
• Support business readiness, transition planning and post-implementation reviews to ensure that the migrated platform is sustainably adopted.

BAU Operations and Continuous Improvement

• Work with the outsourced vendor to oversee incident, problem, service request and change management for SharePoint services.
• Assess recurring issues and operational trends and recommend preventive, corrective or platform improvement measures.
• Priorities enhancement requests based on business value, user impact, risk, effort and platform fit.
• Identify opportunities to use SharePoint Online, Microsoft 365 and Power Platform capabilities to improve operational efficiency and user experience.
• Perform any other related duties that may be assigned.

What We Are Looking For:

Essential Experience and Knowledge

• Demonstrated hands-on experience assessing, designing, implementing, migrating or governing SharePoint Online solutions beyond end-user usage.
• Experience leading or materially supporting at least one SharePoint or document repository migration to SharePoint Online, including discovery, migration planning, content assessment, testing, validation and business transition.
• Practical knowledge of modern SharePoint Online capabilities, including sites, pages, web parts, lists, document libraries, metadata, content types, navigation, search and permissions.
• Experience designing or reviewing SharePoint information architecture, document management structures and access-control models.
• Ability to assess an existing SharePoint environment and translate findings into a target state, migration roadmap, work plan and vendor scope.
• Experience gathering and translating business needs into functional requirements, process flows, acceptance criteria and test scenarios.
• Experience working with outsourced vendors or implementation partners and managing delivery outcomes, risks, issues and dependencies.
• Ability to evaluate solution options and challenge vendor recommendations using sound business, governance, operational and technical reasoning.
• Strong stakeholder facilitation, analytical, problem-solving, documentation and communication skills.
• Experience assessing technology, operational, security or compliance risks and recommending proportionate mitigating controls.

Preferred Experience and Knowledge

• Experience with enterprise intranet, knowledge management, collaboration or document management initiatives.
• Experience migrating content from on-premises SharePoint, hosted SharePoint, shared drives or other repositories to SharePoint Online.
• Experience with Microsoft 365 services such as Power Automate, Power Apps is a plus.
• Experience establishing SharePoint governance frameworks, operating models, site lifecycle controls and permission-review processes.
• Familiarity with SharePoint Framework, APIs and other SharePoint integration or extensibility approaches, sufficient to assess vendor proposals and governance implications.
• Experience reviewing vendor solution designs, migration plans, effort estimates and support models.
• Knowledge of the government ICT environment and applicable security, compliance and technology governance requirements.
• Relevant Microsoft certification or structured training in SharePoint, Microsoft 365 or Power Platform.

Key Competencies:

• Strategic and structured thinking, with the ability to connect platform decisions to business outcomes.
• Strong stakeholder management and influencing skills across business, technical and vendor teams.
• Ability to challenge assumptions constructively and present evidence-based recommendations.
• Strong written and verbal communication skills, including management-ready papers and presentations.
• Attention to detail, with strong governance, risk and delivery assurance awareness.
• Proactive, organized and able to work independently across multiple workstreams.
• Collaborative and user-focused, with an emphasis on sustainable implementation and adoption.