IT Business Analyst

Job Description

The Business Systems Analysts (BSA) role is to help enable the company make their jobs efficient thru technology and to manage and secure the information systems of the company.

The BSA is involved in the analysis, planning, design, implementation and maintenance of new systems or enhanced functionalities to improve processes and enable the Strategic Business Units to achieve their strategies and goals. The BSA interfaces with the end users, program developers, vendors and other IT personnel during planning and execution phases of projects to ensure business and technical requirements are both satisfied

The BSA reports to the IST Manager.

Essential Duties and Responsibilities

2.1 System Design and Implementation/ Roll-outs

2.1.1 Recommends business process improvements based on operational objectives derived from studying business functions and incorporates those in the system design of the existing systems below but not limited

2.1.1.1 Enterprise Resource Planning

2.1.1.2 Point-of-Sale

2.1.1.3 Warehouse Management, Merchandising Management

2.1.1.4 Business Intelligence Tools

2.1.1.5 HR Management Systems

2.1.1.6 Productivity Tools

2.1.1.7 In-house applications

2.1.2 Creates business requirement documents such as process flowcharts and diagrams, gap-fit analysis, and other applicable documentation needed to design the system.

2.1.3 Liaises with the users for discussion and verification of the documentation and approval of process modifications and improvements

2.1.4 Handles system roll-out based on pilot implementation

2.1.4.1 Conducts internal cycle-testing of the system to ensure that there are no errors and discrepancies between the design and functionality/behavior of the system.

2.1.4.2 Conducts integrated system testing and perform results analysis

2.1.4.3 Handles the turnover of the system to the end-users for user-acceptance testing and sign-off

2.1.4.4 Rolls-out the system and prepares the necessary literature such as announcements, user manuals, FAQs and conducts trainings, if needed, to ensure proper usage.

2.1.5 Monitors all facets of the implementation and reports issues to and coordinates with the Project Manager for administration of proper controls

2.1.5.1 Maintains a monitoring file of issues encountered where severity, status, accountability and deadline are indicated.

2.1.5.2 Continuously follows up and follows through all issues until a solution is deployed and the system has stabilized.

2.1.5.3 Tests fixes / patches to ensure compliance to the original system design and specifications.

2.1.5.4 Ensures that other modules or processes will not be incorrectly affected by any updates that will be made to address an issue encountered in another module.

2.1.6 Prepares business specifications on reports and module enhancements based on business process reviews and requirements. Seek documented approval from process-owners before deployment.

Sourcing of new systems

2.2.1 Evaluates and recommends the most applicable Packaged software which meets the business requirements

2.2.1.1 Determines the requirements of the business and users by understanding the business processes and identifying pain points and inefficiencies caused by the current system or the lack thereof.

2.2.1.2 Researches on the latest technologies and solutions that can cater to the business requirements.

2.2.1.3 Finds and communicates with potential partners that offer the solution and/or implementation services.

2.2.1.4 Ensures that all potential partners agree to non-disclosure before providing them the complete specifications and scope of the requirements through a Request for Information (RFI) and Request for Proposal (RFP).

2.2.1.5 Incorporates all possible capital and operating expenses that will be incurred when choosing the system to acquire. Such expenses include, but are not limited to, implementation services, licenses, customizations, maintenance, support, hardware requirements and manpower.

2.2.1.6 Comes up with the product comparative study that shows the features, costing, implementation timeline, advantages and disadvantages of each software to evaluate from which will the company obtain maximum benefit.

2.2.2 Handles project implementation of Package software and ensures that all projects are implemented within the budgeted time and cost

2.2.2.1 Creates a project implementation plan and timeline that covers all the activities from the business requirements definition phase to go-live.

2.2.2.2 Leads scheduled activities per phase to ensure that all parties follow and comply with set deadlines and that dependencies do not cause delay to the project.

2.2.2.3 Streamlines or reduces customizations and coordinates with the users for the process owners to come up with the cost-benefit analysis for Steercoms approval

2.2.3 Coordinates with the consultants on the integration of new systems with existing systems.

2.2.3.1 Identifies the processes that need to be integrated between the systems and comes up with an optimal process flow that will enable the integration to be functional as per the business requirements.

2.2.3.2 Creates the documentation for the mapping of databases, tables, and fields.

Application maintenance

2.3.1 Manages system version controls/ deployment.

2.3.1.1 Studies regular deployment of version updates of the system

2.3.1.2 Tests new and current features to ensure that they are functional with the update

2.3.1.3 Informs users on the changes that will take place as a result of the version updates

2.3.1.4 Monitors the stability of the system after deployment of the updates

2.3.1 Troubleshoots application issues and escalates issues to the technical team, application developer or external consultants when necessary.

Reporting

2.4.1 Makes essential data available to users for analysis through a reliable business intelligence tool

2.4.2 Creates reports and dashboards to users that contain actionable information based on business processes and objectives provided by the user

2.4.3 Validates the correctness of reports created before roll-out

2.4.4 Monitors the stability of the reports and dashboards after roll-out

2.4.5 Performs modifications on reports as requested by users if additional information is deemed useful in their analysis

User training

2.5.1 Identifies training needs of users on implemented systems and procedures, office automation tools, and interface with service providers for training requirements

2.5.2 Conducts user trainings

Documentation

2.6.1 Prepares documentation for implemented systems which includes Business Systems & Procedures and User Manuals.

2.6.2 Ensures proper documentation and approval of user requests for customization/ enhancement and corresponding Business Application Specifications.

2.7 Security and Compliance

2.7.1 Enforces the Data Access Policy; conducts regular audits of system/ data access rights

2.7.1 Helps ensure compliance to other IT Security Policies including Network Policy, Office Computing Policy, Email and Internet Policy and Mobile Computing and Mobile Storage Device Policy and Data Access Policy

2.7.2 Helps ensure compliance to all external regulatory requirements regarding security

User support

2.8.1 Provides first-line support to users of all existing systems.

2.8.1.0 POS

2.8.1.0.1 Ensures that all items and price updates are replicated correctly from the head office to the stores

2.8.1.0.2 Validates that all sales transactions are replicated from the stores to the head office

2.8.1.0.3 Validates replication of member details and points to and from the store POS

2.8.1.0.4 Manually credits sales to members and sales staff, when necessary

2.8.1.0.5 Creates approved staff and manager IDs for use by the stores in the POS. Blocks IDs when the ID owner leaves the company or as per directive of the management.

2.8.1.0.6 Ensures that all features of the POS are functional. In case a user encounters any error, exhausts all possible solutions when troubleshooting to not affect, or at least minimize, the delay in store operations.

2.8.1.1 ERP

2.8.1.1.1 Ensures availability of the ERP with very minimal, if not zero, downtime. Downtime must not exceed the agreed downtime as per service level agreement.

2.8.1.1.2 Creates and maintains accounts of users. Ensures that their permission levels are always correct based on their roles.

2.8.1.1.3 Provides support to users when they encounter errors when using the modules.

2.8.1.1.4 For issues that need to be escalated to the partner-consultant for support, collects all relevant data and provides a comprehensive report to the consultant for easier understanding and troubleshooting. Monitors and follows up on the progress of issue until arrival to an approved solution.

Business Intelligence Tools

2.8.1.2.1 Ensures availability and reliability of the business intelligence tools

2.8.1.2.2 Ensures that all data sources are updated daily

2.8.1.2.3 Validates the completeness and integrity of data available to the users

2.8.1.2.4 Ensures that users subscribed to reports receive them as scheduled

2.8.2 Provides in-depth analysis and troubleshooting and coordinates any technical issue with service providers for second-line support.

Performance Indicators

3.1 Available and reliable Business intelligence/ information to Process Owners

3.2 Usability of systems/ applications including ERP, HRIS, etc

3.3 Well-implemented business systems and procedures

3.4 Projects are rolled-out within budgeted time and cost

3.5 Support services availability and efficiency

3.6 Compliance to all policies, SOPs and core values

Qualifications

4.1 Bachelor’s Degree in Computer Science, Engineering, Mathematics, Business or equivalent

4.2 Has experience in using any business software such as Microsoft applications.

4.3 Experience of at least one (1) year in IT related job

4.4 Experience in Enterprise Resource Planning, Point-of-Sales systems preferably on Retail or Hospitality Industries is a plus

4.5 Experience in Business Intelligence or Analytics Software is also a plus

4.6 Must have Analytical Ability; problem solving skills, innovative & creative thinker; good communication skills and effective interpersonal skills, passionate for work, team player

4.7 Flexible, with good communication skills

Levels

5.1 Junior Business Systems Analyst (Jr. BSA)

5.2 Senior Business Systems Analyst (Sr. BSA)

The Jr. BSA and Sr. BSA will have similar duties and responsibilities and performance indicators. The difference is in the scope wherein the Sr. BSA will handle more complex systems and modules and/or bigger Business Units. Hence, the qualifications of each level will also have different requirements with the Sr. BSA having more experience