Business Analyst

BUSINESSANALYST

SharePoint Online & Governance

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-stateassessment and migration planning for EnterpriseSG’s intranet, knowledgerepositories and shared document repositories from GCC+ SharePoint to WOGSharePoint Online.

· Analyse existing SharePointsites, site structures, document libraries, content volumes, metadata,permissions, workflows, integrations, customisations and usage patterns.

· Conduct discovery workshopswith business users, content owners, site owners, IT teams and otherstakeholders to identify current pain points, business-critical functions andfuture-state needs.

· Assess each site, content setand function and recommend whether it should be migrated, redesigned,consolidated, archived or retired.

· Define the target-stateinformation architecture, including site structure, navigation, documentlibraries, metadata, content types, search requirements, permissions andownership model.

· Evaluate whether businessrequirements 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 implementationapproach for management consideration.

· Identify migrationdependencies, constraints, risks, change impacts and governance decisions, andrecommend practical mitigation measures.

· Define migration successcriteria and oversee reconciliation and validation of content, record counts,metadata, permissions, links, workflows and business functionality beforeacceptance.

Vendor Management and Solution Assurance

· Work closely with theoutsourced SharePoint vendor and other implementation partners to plan anddeliver migration, enhancement and BAU support activities.

· Define clear businessrequirements, acceptance criteria, deliverables for vendor-supported work.

· Review and constructivelychallenge vendor proposals, solution designs, estimates, migration methods andtechnical recommendations to confirm that they are fit for purpose, supportableand aligned with EnterpriseSG’s objectives.

· Determine the work that shouldbe performed by the vendor, business teams and internal IT stakeholders, andcoordinate dependencies across the delivery plan.

· Monitor vendor deliverables,quality, timelines, risks, issues and decisions, and escalate material concernswith clear impact assessments and recommendations.

· Coordinate functional,integration and user acceptance testing, defect resolution, cutover readinessand post-migration verification.

· Ensure that agreed evidence,documentation, validation results and operational handover artefacts arecomplete before solution acceptance or work-item closure.

SharePoint Online Governance and Platform Management

· Establish and maintaingovernance 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 Onlinesolutions and vendor deliverables comply with applicable ICT policies, securityrequirements and governance standards.

· Support periodic reviews ofsite owners, permissions, inactive sites, content quality and compliance withagreed governance requirements.

· Maintain functionaldocumentation, decision records, configuration references, standard operatingprocedures, user guidance and governance artefacts.

Business Analysis, Stakeholder Engagement and Adoption

· Engage stakeholders to identifyopportunities to improve the intranet experience, collaboration, informationmanagement, knowledge sharing and document discoverability.

· Gather, analyse and documentbusiness, functional and non-functional requirements, process flows, userjourneys and information needs.

· Facilitate alignment betweenbusiness users, technical teams, security teams and vendors on requirements,constraints, priorities and solution trade-offs.

· Prepare options analyses, riskassessments, recommendations, project updates and decision papers formanagement and governance forums.

· Develop and coordinatecommunications, stakeholder engagement, training and adoption activities forsite owners, content owners and end users.

· Support business readiness,transition planning and post-implementation reviews to ensure that the migratedplatform is sustainably adopted.

BAU Operations and Continuous Improvement

· Work with the outsourced vendorto oversee incident, problem, service request and change management forSharePoint services.

· Assess recurring issues andoperational trends and recommend preventive, corrective or platform improvementmeasures.

· Prioritise enhancement requestsbased on business value, user impact, risk, effort and platform fit.

· Identify opportunities to useSharePoint Online, Microsoft 365 and Power Platform capabilities to improveoperational efficiency and user experience.

· Perform any other relatedduties that may be assigned.

What We Are Looking For

Essential Experience and Knowledge

· Demonstrated hands-onexperience assessing, designing, implementing, migrating or governingSharePoint Online solutions beyond end-user usage.

· Experience leading ormaterially supporting at least one SharePoint or document repository migrationto SharePoint Online, including discovery, migration planning, contentassessment, testing, validation and business transition.

· Practical knowledge of modernSharePoint Online capabilities, including sites, pages, web parts, lists,document libraries, metadata, content types, navigation, search andpermissions.

· Experience designing orreviewing SharePoint information architecture, document management structuresand access-control models.

· Ability to assess an existingSharePoint environment and translate findings into a target state, migrationroadmap, work plan and vendor scope.

· Experience gathering andtranslating business needs into functional requirements, process flows,acceptance criteria and test scenarios.

· Experience working withoutsourced vendors or implementation partners and managing delivery outcomes,risks, issues and dependencies.

· Ability to evaluate solutionoptions and challenge vendor recommendations using sound business, governance,operational and technical reasoning.

· Strong stakeholderfacilitation, analytical, problem-solving, documentation and communicationskills.

· Experience assessingtechnology, operational, security or compliance risks and recommendingproportionate mitigating controls.

Preferred Experience and Knowledge

· Experience with enterpriseintranet, knowledge management, collaboration or document managementinitiatives.

· Experience migrating contentfrom on-premises SharePoint, hosted SharePoint, shared drives or otherrepositories to SharePoint Online.

· Experience with Microsoft 365services such as Power Automate, Power Apps is a plus.

· Experience establishingSharePoint governance frameworks, operating models, site lifecycle controls andpermission-review processes.

· Familiarity with SharePointFramework, APIs and other SharePoint integration or extensibility approaches,sufficient to assess vendor proposals and governance implications.

· Experience reviewing vendorsolution designs, migration plans, effort estimates and support models.

· Knowledge of the SingaporeGovernment ICT environment and applicable security, compliance and technologygovernance requirements.

· Relevant Microsoftcertification or structured training in SharePoint, Microsoft 365 or PowerPlatform.

Key Competencies

· Strategic and structuredthinking, with the ability to connect platform decisions to business outcomes.

· Strong stakeholder managementand influencing skills across business, technical and vendor teams.

· Ability to challengeassumptions constructively and present evidence-based recommendations.

· Strong written and verbalcommunication skills, including management-ready papers and presentations.

· Attention to detail, withstrong governance, risk and delivery assurance awareness.

· Proactive, organised and ableto work independently across multiple workstreams.

· Collaborative and user-focused,with an emphasis on sustainable implementation and adoption.