Key responsibilities include translating institutional records policies into actionable workflows, configuring SharePoint site structures and governance models, and ensuring compliance with AO 4.08. The Senior BA will also provide technical support in site administration, workflow automation, and integration with third-party tools, while coordinating with business stakeholders to support department-level transitions to SharePoint-based records management.
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 for escalations.
- 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 departmental 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 understanding 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.
Reporting and Coordination
- The Senior BA (Technical) will report to the EDRMS Product Manager and Product Delivery Manager.
- For the provision of staff augmentation services, the Agency Personnel will take instructions from the Manager at the Information Technology Department at Datamatics and work closely with the project team, internal and external stakeholders.
- The Agency Personnel will provide any other services as required by the team and Datamatics supervisor or user unit.
- This Terms of Reference pertains to the request for staff augmentation services from a qualified IDIQ Agency under the IDIQ contract between the Agency and Datamatics. The agency personnel providing these services do so on behalf of the IDIQ Agency and are not considered employees of Datamatics.
- All Agency Personnel must adhere to the latest Annual Agency Personnel Ethical Statement for Contractors Personnel and the Guidelines for ITD IDIQ IT Service Providers. Additionally, all Agency Personnel are reminded to comply with ADB standards, rules, and policies throughout the delivery of services.
Work Arrangement
- Work Schedule is from 8:00AM – 5:00PM Manila Time.
- The contractors will report onsite as necessary
