Microsoft 365 SME

Position: Microsoft 365 SME
Client: Public Sector
Location: Ottawa (on-site)
Duration: Three Months
Security Clearance: Enhanced Reliability (Must be currently active)
Language: English
Background:
Our public sector client requires the services of a Microsoft 365 SME to automate Quality Management and Risk Management processes on the SharePoint Online platform under the direction of a team leader.

The Automation project includes the design, development, testing, and deployment of workflows on the SharePoint online platform.

Qualifications

• Must have an active Government of Canada security clearance. (Mandatory)

• Experience with Power Platform

• Power Automate (scheduled flows, approval, adaptive cards, graph actions);

• Power Apps (canvass/model-driven apps for CRUD on document/owners);

• Power BI (dataflows, Power Query/M, DAX, alerts; subscriptions).

• Experience with Data and Storage

• SharePoint/OneDrive or Dataverse schema design, versioning, retention labels;

• Power Query for ingestion/normalization of SOP & checklist metadata;
• SQL/Dataverse concept (keys, relationships, audit tables).

• Data connectivity (linking SharePoint with SQL server)

• Experience with Integration & Identity

• Microsoft Graph (send mail, get users, teams posts);

• Azure AD fundamentals (RBAC, service principals, app permissions).

• Experience with Automation & QA

• Workflow design (state machines, SLAs, escalations);

• Testing/UAT, change control, release management.

• Experience with Governance & Security

• Information classification, Access control, audit logging;

• Documentation (SOPs, runbooks), stakeholder communication.

• Business & Process skills

• Workflow automation: Automating workflows using SharePoint and the Power Platform.

• Requirements gathering: Transform business needs into technical solutions.
• UI/UX Design: Interfaces that improve usability and engagement.
• Quality assurance and testing: Ensuring reliability and performance of solutions.

Expected Tasks

• Work with SharePoint admin for System Design & Setup

• The Contractor shall work with Subject Matter Experts in defining document types (Standard Operating Procedures, checklists), establishing lifecycle rules, and identifying ownership, Quality Assurance roles, and escalation paths.

• The Contractor shall collaborate with SharePoint Admin to configure the storage solution (SharePoint library or Dataverse), including all required metadata fields (e.g., Document ID, Title, Owner, Effective Dates, Status, Audit Trail), with version control and retention settings enabled.

• Document Ingestion & Metadata Management

• The Contractor shall develop automated ingestion processes using Power Automate to capture new or modified documents.

• The Contractor shall extract, normalize, and update metadata in the repository, and provide an upload interface in Power Apps to enforce required field entry.

• Ownership Verification & Due Date Monitoring

• Implement daily automated checks to verify document ownership, sending notifications (via email or adaptive cards) to confirm or transfer ownership as required.

• The Contractor shall configure automated monitoring of review dates, issuing notifications for upcoming and overdue documents to both the owner and Quality Assurance staff.

• The Contractor shall implement escalation workflows to notify the Quality Assurance lead or program manager when due dates are not addressed and reassign documents to backup owners when necessary.

• User Interfaces

• The Contractor shall design and deliver a Power Apps front-end application with user-specific views (e.g., My Documents, QA Queue, Due Soon, Overdue, Unowned).

• The contractor shall provide role-based access (Owner, QA, Administrator) and enable users to edit metadata, transfer ownership, log reviews, and perform batch updates.

• Dashboards & Reporting

• The Contractor shall develop Power BI dashboards that provide key performance indicators (e.g., percentage of current documents, overdue documents, ownership coverage, SLA compliance).

• The contractor shall include drill-through functionality and generate exportable reports suitable for audits.

• Audit & Compliance

• The Contractor shall maintain an append-only audit log capturing ownership changes, due date updates, notifications, and completed reviews.

• The Contractor shall apply retention labels and implement quarterly access reviews to maintain compliance with departmental policies.

• Testing & Deployment

• The Contractor shall conduct unit testing, integration testing, and user acceptance testing for all workflows, including ownership transfers, due date monitoring, and escalation processes.

• The Contractor shall prepare deployment documentation, maintain a change log, and deliver user training for document owners and Quality Assurance staff.

• Operations & Maintenance

• The Contractor shall incorporate automated operational health monitoring of the of Power Automate flows, Power BI data refreshes, and API performance, to flag any failures and bottlenecks as required.

• The Contractor shall incorporate automated hygiene checks to identify orphaned documents, outdated drafts, and missing metadata, and ensure the repository remains current and accurate.

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• Please note this is for a contract position with one of our clients and not a fulltime employment role with Kyndryl Canada**