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Business Analyst - Managed Print Services

icon building Company : Sabenza It
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Job Description - Business Analyst - Managed Print Services

Are you an experienced Business Analyst with a talent for uncovering business needs, engaging stakeholders, and translating complex requirements into actionable solutions? We are seeking a highly analytical professional to lead a comprehensive assessment of a large -scale printing environment and define the requirements for a future -state Managed Print Services (MPS) solution.


Key Responsibilities

Stakeholder Engagement & Requirements Gathering

  • Develop and execute a stakeholder engagement plan.
  • Identify and engage key stakeholder groups to understand printing -related business needs.
  • Facilitate interviews, workshops, and requirements -gathering sessions.
  • Prepare interview guides, workshop agendas, templates, timelines, and reporting frameworks.
  • Document business, technical, operational, commercial, compliance, governance, and reporting requirements.

Current State Assessment

  • Assess the existing print environment, including printers, multifunction devices, scanners, and related equipment.
  • Analyse device locations, utilisation, print volumes, and user demand across departments, faculties, campuses, and business units.
  • Review current costs, including devices, maintenance, consumables, paper, software licensing, and support services.
  • Evaluate existing support models, escalation processes, authentication methods, print -release solutions, billing mechanisms, and print management systems.
  • Identify pain points, inefficiencies, risks, and opportunities for optimisation.

Functional Requirements Definition

Gather and document requirements relating to:

  • Printing, copying, scanning, and faxing services.
  • Colour and monochrome printing.
  • Bulk and high -volume printing.
  • Secure print release and follow -me/pull printing.
  • Mobile and cloud printing solutions.
  • Student printing and payment integration.
  • Staff printing and departmental cost allocation.
  • Scan -to -email, scan -to -folder, and scan -to -cloud capabilities.
  • Print queue management and user authentication.
  • Accessibility requirements and specialised printing needs.

Technical Requirements Definition

  • Define integration requirements with identity and access management platforms.
  • Assess compatibility with existing network infrastructure and operating environments.
  • Document requirements for print management software, reporting tools, analytics, and device monitoring.
  • Define security, privacy, confidentiality, and access control requirements.
  • Assess compatibility with Windows, macOS, Linux, and mobile platforms.
  • Capture integration requirements with payment, student card, cost recovery, and document management systems.
  • Define disaster recovery, resilience, and service continuity requirements.

Operational & Service Delivery Requirements

  • Define requirements for device deployment, installation, maintenance, and replacement.
  • Assess consumables management, paper supply responsibilities, and inventory controls.
  • Define helpdesk, support, fault logging, escalation, and on -site support requirements.
  • Document remote monitoring, proactive support, preventative maintenance, and user training requirements.
  • Develop transition requirements for migration to a new service provider.

Reporting, Governance & Commercial Requirements

  • Define reporting requirements covering usage, cost allocation, utilisation, incidents, SLA performance, consumables, and sustainability metrics.
  • Develop requirements for governance, billing, performance management, and service reporting.
  • Assess pricing models, including cost -per -page, lease, rental, and hybrid options.
  • Define contract, asset ownership, transition, exit management, and supplier responsibility requirements.
  • Contribute to evaluation criteria for future service provider selection.

Compliance, Security & Risk

  • Define requirements for secure printing and protection of confidential information.
  • Ensure compliance with applicable data protection and information security requirements.
  • Document requirements for authentication, audit trails, secure disposal of storage media, and access controls.
  • Assess business continuity, supplier dependency, environmental sustainability, and health and safety considerations.

Requirements

  • Matric and a relevant tertiary qualification.
  • Minimum 5 years' experience in Business Analysis, Requirements Engineering, Consulting, or a similar role.
  • Proven experience conducting stakeholder engagement sessions, workshops, and enterprise -wide assessments.
  • Strong requirements elicitation, process analysis, documentation, and facilitation skills.
  • Experience within managed services, IT infrastructure, print management, digital transformation, or technology environments will be advantageous.
  • Excellent communication, stakeholder management, analytical, and report -writing abilities.


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