Business Analyst 2 - Microsoft 365

PROJECT DESCRIPTION:

The Compliance and Quality Control (CQC) Division is undertaking a project involving transforming the existing Solicitation Review System from its current architecture—built using Microsoft PowerAutomate, Microsoft Forms, Excel-based data storage, and PowerBI visualizations—into a redesigned workflow and data management system built on Jotform. 

The contractor will serve as the Business Analyst, providing structured requirements gathering, documentation, gap analysis, validation, and testing support. The contractor will be responsible for coordinating and leading any requirements gathering meetings with CQC staff. The project involves collaboration with the Senior Systems Advisor, who will be responsible for system design and development. 

The current Solicitation Review System uses:

• Microsoft Forms for data entry

• PowerAutomate for workflow automation, email generation, and PDF creation

• Excel files as the underlying data store

• PowerBI dashboards for data visualization

The system must be migrated to Jotform, which will replace Microsoft Forms and PowerAutomate as the workflow, email, and PDF generation platform. Data structures will change, requiring a strategy for blending historical Excel based data with new Jotform-based data. A redesigned PowerBI dashboard will be built by the Senior Systems Advisor.

The project includes redesigning forms, restructuring workflow logic, supporting reporting redesign, and ensuring legacy and new data can coexist for unified analytics. 

JOB DESCRIPTION:

The Business Analyst (BA) performs business analysis work to support the Compliance and Quality Control Division’s Solicitation Review System’s re-write project. This role partners with business owners throughout product planning, requirements definition, and delivery cycles. Responsibilities include analyzing complex technical and business processes, identifying efficiencies, and prioritizing needs. The BA coordinates the gathering, development, documentation, and verification (testing) of requirements and works under limited supervision with considerable latitude for initiative and independent judgment.

ESSENTIAL JOB FUNCTIONS:

Elicit and document business requirements for the existing Solicitation Review System, ensuring accuracy and effective communication with stakeholders and the development team. Responsible for coordinating, scheduling, and leading all requirements-gathering meetings. (40%)

Conduct gap analysis of existing system functionality against desired system functionality for the Solicitation Review System, including workflows and reporting through PowerBI. (20%)

Collaborate daily with the Senior Systems Advisor to track the development and implementation of requirements and test new and existing system functionality for adherence to business requirements for the Solicitation Review System. Update and maintain requirements documentation throughout the life of the project. (30%)

Report weekly to the Director of Contract Compliance Unit regarding progress, potential issues, and overall status. (10%)

KNOWLEDGE, SKILLS and ABILITIES:

Knowledge of BABOK Guide principles, including elicitation, requirements analysis, and validation.

Knowledge of gap analysis methodologies—comparing current state vs. desired state and identifying missing capabilities.

Knowledge of the capabilities and limitations of computer systems or management information systems.

Knowledge of process or systems analysis and design work.

Knowledge of the Software Development Lifecycle (SDLC) 

Skill in defining all types of requirements, functional specifications, and other deliverables.

Skill in policy interpretation and translating regulations into system requirements.

Skill in requirements elicitation techniques such as techniques such as interviews, workshops, document analysis, observation, and surveys.

Skill in working collaboratively and cooperatively with colleagues and in building consensus.

Skill in interpersonal relationships, including the ability to work with people under pressure, negotiate among multiple parties, resolve conflicts, and establish and maintain effective working relationships with various levels of personnel in governmental entities.

Skill in troubleshooting, performance tuning, and problem-solving.

Skill in verbal, written, and presentation communication.

Skill in Microsoft Excel.

Ability to create clear, complete, and actionable requirements documentation.

Ability to build consensus across multiple teams.

Ability to ensure accuracy in documenting system functionality and regulatory requirements.

Ability to identify compliance gaps and propose feasible solutions.

Ability to adapt effectively to evolving regulations and system complexities.

Ability to build trust and maintain relationships across technical and business teams.

DELIVERABLE REQUIREMENTS

1. Requirements Documentation Package – Solicitation Review System (SRS)

A comprehensive set of documents capturing the current state, future-state needs, functional specifications, and reporting requirements for the new Jotform based Solicitation Review System. The documentation must be sharing with the Senior Systems Advisor as it is being developed. The Senior Systems Advisor will work on development as the requirements are gathered to ensure timeliness of the project. This package must include the following Deliverables:

1.1 Current-State Documentation, including:

a) Process maps of existing workflows (from Microsoft Forms to PowerAutomate to Excel to PowerBI).

b) Field inventory documenting all data fields used across Forms, Excel files, PowerAutomate flows, email templates, and PDF outputs.

c) User roles and permissions, including who submits, reviews, approves, and receives communications.

d) Catalog of notifications, triggers, and automated actions in the current PowerAutomate setup.

e) E-mail Templates used for automated system e-mails.

Draft shared throughout development of Deliverable, completed version due 22 Business Days following Contract Execution.

1.2 Future-State Requirements

a) Functional Requirements Document, which must include:

1) Step-by-step workflow description for each stage of the Solicitation Review process.

2) Required form logic, branching, validation, and conditional workflow steps.

3) Email triggers, recipients, templates, timing, and conditions.

4) PDF generation requirements (content, formatting, data fields, branding).

5) Data capture requirements, including revised field definitions.

b) Requirements traceability matrix, which must link business needs to functional requirements to test cases.

c) Updated e-mail templates for automated system e-mails.

Draft shared throughout development of Deliverable, completed version due 15 Business Days following completion of Deliverable 1.1.

1.3 Reporting Requirements, which must include a clear definition of:

a) Required metrics, KPIs, filters, and drill-downs.

b) Required alignment rules between legacy Excel data and new Jotform submissions.

c) Data transformation and mapping specifications.

d) Data quality rules and business logic.

Draft shared throughout development of Deliverable, completed version due 5 Business Days following completion of Deliverable 1.2

2. Gap Analysis & Recommendation Report 

A structured analysis comparing current vs. future needs and identifying what must be changed or built. This report includes:

2.1 Gap Identification, which must include:

a) Workflow discrepancies (e.g., PowerAutomate actions that must be replicated or redesigned in Jotform).

b) Data field gaps between old Excel model and new Jotform model.

c) Reporting gaps between current and desired PowerBI capabilities.

d) Process pain points identified during interviews.

Due 5 Business Days following completion of Deliverable 1.2.

2.2 Recommendations, which must include:

a) Proposed solutions for each gap.

b) Required form modifications.

c) Suggested workflow improvements.

d) Risks, assumptions, and dependencies.

e) Recommended approach for combining legacy AND new data in PowerBI.

Due 5 Business Days following completion of Deliverable 1.2.

3. Implementation Support & Collaboration Deliverables

These deliverables are required to support the Senior Systems Advisor during development:

3.1 Requirements Change Log, which is a running, version-controlled log that must document:

a) New requirements

b) Modified requirements

c) Requirements removed or deferred

d) Stakeholder approvals

Submitted weekly, and immediately following any updates, to Senior Systems Advisor following completion of Deliverable 2.1 & 2.2.

3.2 Weekly Collaboration Artifacts, which must include:

a) Meeting summaries

b) Action items

c) Clarifications to technical requirements

Submitted weekly to Senior Systems Advisor following completion of Deliverable 2.1 & 2.2 until Contract termination.

3.3 User manual covering the new system for all user roles. Submitted to the Director of Contract Compliance and Senior Systems Advisor 5 Business Days prior to Contract termination.

4. Testing Assets & Validation Deliverables

4.1 Master Test Plan, which must define the approach for validating both systems, including:

a) Testing scope

b) Test methodology

c) User acceptance testing (UAT) roles

d) Environments and prerequisites

Due 20 Business Days following completion of Deliverable 2.1 & 2.2

4.2 Test Cases & Scripts, which must validate all requirements including:

a) Jotform workflow paths

b) Form field validation

c) Email triggers and PDF output checks

d) Data exports

e) PowerBI logic and metrics

f) Integration of legacy and new data

Due 20 Business Days following completion of Deliverable 2.1 & 2.2

4.3 Test Execution Results, which is a documented summary that must contain:

a) Pass/fail results

b) Issues and severity ratings

c) Retest outcomes

d) Verified alignment to requirements 

Shared with the Senior Systems Advisor and Director of Contract Compliance, and updated daily, following completion of Deliverable 4.1 & 4.2

5. Weekly Status Reporting Package, which is a brief, weekly update delivered to the Director via e-mail, and must include:

5.1 Status Summary, including:

a) Progress on planned milestones

b) Work completed this week

c) Work planned for next week

5.2 Issues & Risks Log, including:

CANDIDATE SKILLS AND QUALIFICATIONS