Business Analyst

Scope of Work/Responsibilities:

Tasks of the Business Analyst will include the following:

Strategic Planning & Engagement

Support the phased rollout of EDRMS as outlined in the departmental rollout plan.

Engage with departmental Sponsors and focals to confirm pre-work, site structures, and readiness for      rollout.

Support the kick-off meetings and wrap-up sessions with department sponsors and focals.

Business Process Analysis

Review existing SharePoint sites and departmental file plans to develop baseline site structures.

Analyze workflows for records declaration, disposition, and site governance.

Document business requirements for site libraries, folder structures, and permission models

Design & Implementation

Design and validate workflows for site creation, metadata tagging, and record lifecycle management.

Align with Records Management team to ensure alignment with institutional standards.

Support configuration of read-only transitions for legacy sites and go-live handovers.

Design SharePoint sites to ensure alignment with record lifecycle management.

Technical Support & Administration

Configure SharePoint Online sites, libraries, lists, and permissions in alignment with approved site       structures.

Administer SharePoint features such as content types, retention labels, and site policies to support EDRMS requirements.

Assist in implementing and testing Power Automate workflows for document lifecycle and approvals.

Support integration of SharePoint with third-party tools.

Troubleshoot technical issues related to site provisioning, workflows, and permissions; coordinate with ITD forescalations.

Monitor site performance, storage, and adoption metrics; propose improvements for usability and efficiency.

Maintain technical documentation (configurations, workflows, issue logs, resolution steps) and provide knowledge transfer to department focal as needed.

Adoption and Change Management

Assist in the EDRMS training on Records Management and SharePoint

Assist in departmental briefings, workshops, and coaching sessions to ensure adoption and compliance.

Monitor rollout progress through reports and monthly check-ins with focal points

Documentation & Reporting

Maintain documentation of rollout activities, site structures, and stakeholder feedback.

Provide input into high-level solution designs and change requests related to EDRMS features.

Track and report on rollout milestones, risks, and mitigation strategies

Requirement and Qualification (Education & Work Experience)

The Senior BA (Technical) is required to have the following qualifications, skills and experience:

Minimum 5 years of experience in business analysis, preferably in records management or SharePoint-based systems.

Strong uñderstanding of digital records lifecycle, retention policies, and metadata governance.

Experience with AO 4.08 or similar institutional records frameworks.

Proficiency in workflow design, documentation, and stakeholder coordination.

Familiarity with tools such as AvePoint Products, Power Automate, and SharePoint Online