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.