ICT-Architect (Expert) - SharePoint

• Demonstrable experience as a specialist architect in a specific domain, application architecture and information management.
• Demonstrable experience as a SharePoint specialist.
• Demonstrable knowledge of all domains plus proven specialist architect in at least 1 specialist domain (application, security, data, process...)
• Demonstrable knowledge and experience of the various Project Management facets (costs, timing, coordination, planning, estimates)
• Demonstrable knowledge and experience of business processes in general
• Language requirement: Dutch at European CEFR level C2.

Context

• Setting up rights management in the MS365 environment for the Client

Pre conditions

• Client will soon evolve towards an MS license model E5 with E5 licenses (+ limited number of E7 licenses) for office employees
• The MS Purview will be implemented for security labels and retention, among other things.
• The presence of Copilot licenses within the organization must be taken into account. The rights management in the MS365 environment must ensure that Copilot cannot circumvent the imposed access rights, is clearly defined and complies with the NIS2 requirements.
• The detailed rights management takes into account the existence of the organisation's intranet, 'Lunaweb', which is built in SharePoint.
• The developed rights management must be sustainable and take into account the frequent updates from Microsoft.
• The developed rights management must enable a form of dashboarding so that ICT and Information Management can set up a monitoring of the system.

Overarching

• Develop an NIS2-compliant division of roles with a content administrator role for Information Management and a technical administrator role for the service desk.

DMS: document storage in SharePoint

• Develop rights management for MS SharePoint for the City of Mechelen, in accordance with NIS2 and taking into account mechelen.be and zorgbedrijfrivierenland.be addresses. A distinction must be made between confidential and non-confidential libraries, based on the internal data classification built up according to guidelines of the Flemish government.
• Develop the role of point of contact for each site, taking into account the central access management of ICT and in accordance with NIS2. It must be clear who is responsible for rights management, library structure, page and navigation management, metadata and changes to the site layout.
• Establish a procedure for granting access to the DMS in SharePoint, in accordance with the central rights management of ICT. Access can only be requested through a single point of contact and not through automatic Microsoft notifications.
• Develop an agreement framework for the user that is compliant with NIS2.
• Develop a follow-up system to monitor the agreed rights management and the associated procedures.
• Document all steps so that the internal service desk can further maintain the rights system within SharePoint.

• DMS: document sharing with internal and external parties from SPO
• Developing an NIS2-compliant subsystem that allows employees to share documents internally at document level.
• Develop an NIS2-compliant subsystem that allows employees to share documents at the document level with external partners. This should take into account:

• The need to share large amounts of documents as an alternative to WeTransfer;
• Third-party partners without MS365 account.

• This subsystem must be developed within the MS365 licenses of the Client.
• If OneDrive is proposed as an external sharing system, the internal agreement that OneDrive is used within the organization for personal work documents must be taken into account. It must be clear to employees when they work in the sharing environment and when they use their personal OneDrive. There should be no risk of employees sharing their entire personal OneDrive environment.
• Develop an agreement framework for the user that is compliant with NIS2.
• Develop a follow-up system to monitor the sub-environment and the associated procedures.
• Document all steps so that the internal service desk can continue to maintain the subsystem.

Collaboration in MS Teams

• Develop an NIS2-compliant rights and access management that allows MS Teams to be used for collaboration with internal and external partners. Taking into account external partners who do not have an MS365 account.
• Develop the role of point of contact for each Teams site, taking into account the central access management of ICT and in accordance with NIS2. It must be clear who is responsible for rights management, the creation of (private) channels and the management of the underlying SharePoint site.
• Establish a procedure for granting access to MS Teams sites, in accordance with the central rights management of ICT. Access can only be requested through the point of contact and not through automatic Microsoft notifications.
• Develop an agreement framework for the user that is compliant with NIS2.
• Document how this is technically and organizationally structured, so that they can be managed, evaluated and adjusted internally afterwards.