About this role
Scope of Assignment
Extent: 100%
Period: Immediate to 2025-05-31 (Potential extension)
Location: Remote (Work in Stockholm and Visby may occur)
Assignment Description
A public sector entity uses Microsoft 365 and aims to make SharePoint Online the primary platform for collaboration, document management, and information sharing. Currently, there is no comprehensive governance plan regulating structure, roles, responsibilities, permissions, and procedures for platform management and development.
SharePoint usage is extremely limited, with file management in Teams being more common in certain units.
By 2025, the entity will have completed its transition to Microsoft 365, with a significant step being Exchange Online. Basic M365 training has been conducted, focusing on file management and collaboration in OneDrive, Teams, and SharePoint.
All employees and managers have received two half-day training sessions per unit.
They intend to cease using file areas (G:) for file management by 2026, with file management to occur in SharePoint/M365 when applicable. Applicable primarily means when there is no designated business system for information management, and the information does not contain confidential or sensitive personal data.
The entity's case management system for record-keeping is Platina, which also includes work and storage spaces for information containing confidential, sensitive personal data, etc.
The plan is for business units to manually transfer files from G: that they deem necessary to SharePoint or Platina. Once completed, G: will be locked for active use, but with the ability to continue reading documents. However, editing existing or creating new documents will not be possible.
The long-term primary goal is for file management to primarily occur in M365/SharePoint and Platina.
Simplified: Information without a specific business system, not containing sensitive or protected personal data or confidentiality, can be managed in M365. Information that needs to be recorded should be managed in Platina.
Objectives of the Assignment:
- Develop a comprehensive governance plan for SharePoint Online that ensures order, traceability, information security, and effective user support in accordance with the entity's operational needs and applicable regulations (e.g., public access principle, information security, GDPR, and archival requirements).
- Configure and implement SharePoint Online according to the governance plan in close collaboration with the management organization. Map current usage of SharePoint/Teams regarding file management. Conduct interviews/workshops with key personnel (e.g., IT, information security, business representatives).
- Develop a governance plan that at minimum includes:
• Roles and responsibilities (e.g., owner, administrator, editor, user)
• Guidelines for structure (sites, libraries, metadata, permissions)
• Procedures for creating, maintaining, and decommissioning SharePoint spaces
• Guidelines for document management, information classification, and sharing
• Procedures for support, training, and management
• Proposal for follow-up and continuous improvement
Deliverables:
- Mapping report (current status description)
- Proposed governance plan and target image for SharePoint online (draft)
- Final governance plan (approved version)
- Presentations to management/management group
- Configuration and implementation of SharePoint Online according to the governance plan with accompanying documentation
- Final project documentation
Personal Qualities
Communicative, initiative-taking, and self-driven, with the ability to maintain a strong business focus when needed. Good ability to lead workshops and translate business requirements into practical guidelines and implementation. Strong capability to convert governance principles into technical settings and structures and implement them in the organization.
Mandatory Requirements:
- Knowledge of information governance and IT governance
- Good understanding of public sector, archives, information security, and data protection
- Documented experience in developing and implementing governance plans for SharePoint Online
- Excellent knowledge of Microsoft 365 and its administration functions
- Experience in configuring and administering SharePoint Online and Microsoft 365 in production environments
- Good knowledge of security and permission management in M365
- Experience in developing, establishing, and implementing information classification and metadata management
- Experience with Power Platform (Power Automate, PowerApps) for support processes in SharePoint
Meritorious Requirements:
- Relevant experience in the public sector, especially with government agencies
Your Application
Does the role sound interesting and suitable? Apply immediately as we interview on an ongoing basis, and the position may be filled before the final application date.
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