Technical Business Analyst (EDRMS)

About the Role

The Senior Business Analyst (Technical) will lead both business analysis and technical implementation activities for the Electronic Document and Records Management System (EDRMS) rollout across departments and field offices. The role combines business analysis expertise with hands-on SharePoint administration skills to ensure smooth adoption of SharePoint Online as the organizations records management platform.

Key responsibilities include translating records management policies into actionable workflows, configuring SharePoint site structures and governance models, and ensuring compliance with established standards. The Senior Business Analyst 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.

Scope of Work / Responsibilities

Strategic Planning & Engagement

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

• Engage with departmental sponsors and focal points to confirm pre-work, site structures, and readiness for rollout.

• Support kick-off meetings and wrap-up sessions with department representatives.

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.

• Coordinate with the Records Management team to ensure alignment with organizational standards.

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

• Design SharePoint sites to support effective record lifecycle management.

Technical Support & Administration

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

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

• Implement and test 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 IT teams 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 points as needed.

Adoption and Change Management

• Assist in training sessions on Records Management and SharePoint usage.

• Support departmental briefings, workshops, and coaching sessions to encourage 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 rollout milestones, risks, and mitigation strategies.

Requirements and Qualifications

• Minimum of 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 institutional records management frameworks or equivalent standards.

• 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 Business Analyst (Technical) will report to the EDRMS Product Manager and Product Delivery Manager and will work closely with internal stakeholders and project teams.

Work Arrangement

• Work schedule: 8:00 AM 5:00 PM, Manila time.

• On-site reporting: Required as necessary based on project needs.