Business Analyst (SharePoint Online)

The role will lead EnterpriseSG's SharePoint Online strategy, governance and migration initiatives. The officer will be responsible for assessing, planning and governing the migration of EnterpriseSG's intranet and shared document repositories from GCC+ SharePoint to the WOG SharePoint Online platform, while working closely with outsourced vendors supporting migration, enhancement and operational activities. The role will lead requirements analysis, solution assessment, migration planning, stakeholder engagement and delivery assurance, while establishing the governance framework, operating model and continuous improvement roadmap required to ensure SharePoint Online effectively supports EnterpriseSG's collaboration, information management and knowledge-sharing needs. What You Will Be Working On SharePoint Online Strategy, Assessment and Migration · Lead the current-state assessment and migration planning for EnterpriseSG’s intranet, knowledge repositories and shared document repositories from GCC+ SharePoint to WOG SharePoint Online. · Analyse existing SharePoint sites, site structures, document libraries, content volumes, metadata, permissions, workflows, integrations, customisations 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 EnterpriseSG’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, analyse 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. · Prioritise 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 without sourced 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 365services 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 Singapore 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, organised and able to work independently across multiple workstreams. · Collaborative and user-focused, with an emphasis on sustainable implementation and adoption.