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.