Business Analyst (SharePoint Online)

What You Will Be Working On SharePoint Online Strategy, Assessment and Migration ·   Lead the current-state assessment and migration planning for 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 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 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 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.