Senior Special Advisor, Information Management

Position: Senior Special Advisor, Information Management - Contract - 18723
About the Opportunity

A Public Sector client is seeking a seasoned Senior Special Advisor to support the Information Management Implementation and Oversight (IMIO) unit in mapping, analyzing, and optimizing Information Management related business processes. This engagement supports a broader digital transformation initiative focused on governance, automation, and digital stewardship within a federal defence environment. The successful resource will translate policy, governance, and technical requirements into practical, repeatable workflows embedded within operational systems, training, and tools.

Duties include but are not limited to:

Map existing IM processes, identify bottlenecks, and design streamlined workflows

Document governance models, decision points, and escalation paths

Align processes with digital strategy, security requirements, and records management best practices

Collaborate with technical teams to ensure process changes are supported in IM tools

Initial Assessment and Planning

Review existing IMIO business processes, documentation, and workflows

Conduct a gap analysis against TBS and CDS/DM directives and IM Forum priorities

Identify pain points, inefficiencies, and areas of cultural friction

Define project scope, objectives, success criteria, and deliverables

Develop a detailed work plan with timelines, milestones, and resource needs

Establish alignment with the IM Work Plan and DKIM operational context

Options Analysis

Identify and evaluate potential process optimization and automation approaches

Compare current-state vs. future-state workflows using business process modeling techniques

Assess each option for feasibility, compliance, scalability, and user impact

Document governance, policy, and technical implications of each option

Recommend preferred options based on strategic fit and operational value

Ensure alignment with Microsoft 365 capabilities and IMIO toolsets

Stakeholder Engagement

Identify key stakeholders within IMIO and relevant DKIM units

Conduct interviews, workshops, and consultations to gather insights and validate findings

Facilitate collaboration between business, policy, and technical teams

Ensure stakeholder needs and priorities are reflected in process designs

Build consensus and secure buy-in for proposed changes

Maintain clear and consistent communication throughout the engagement

Strategic Roadmap Development

Develop a phased roadmap for implementing optimized IMIO processes

Align roadmap with TBS Policy on Service and Digital and CDS/DM directives

Define key activities, deliverables, timelines, and dependencies

Include change management, training, and adoption strategies

Ensure roadmap supports governance reform, guidance publication, and process optimization

Present roadmap for review and endorsement by IMIO leadership

Solutions Development

Design and document optimized workflows using M365 tools (e.g., Power Automate, SharePoint)

Collaborate with technical teams to configure and test automation solutions

Ensure solutions meet security, records management, and governance requirements

Develop supporting materials such as SOPs, user guides, and training content

Pilot solutions with IMIO teams and refine based on feedback

Support integration into operational environments and ongoing maintenance

Briefings and Reporting

Prepare briefing decks, summaries, and visualizations for IMIO leadership

Communicate key findings, recommendations, and progress updates

Highlight alignment with GC policies, IM Forum priorities, and strategic outcomes

Present roadmap, options analysis, and stakeholder insights

Facilitate decision-making and secure executive sponsorship

Provide final report and transition documentation upon project completion

About You

The successful candidate will have the following:

Certificate, diploma or degree in a relevant field from a recognized post-secondary institution, or an acceptable combination of education, training and experience

Minimum five years of experience within the last ten years conducting strategic Information Management analysis in a federal government environment

Minimum three years of experience working with Microsoft 365, including SharePoint Online, MS Teams, Power Automate, and related sub-features

English Essential (advanced oral, written, and comprehension)

Reliability Status (or eligibility to obtain)

About the Job

Duration: January 12, 2026 to December 11, 2026 (48 weeks)

Location: Westend Ottawa

Work Environment: Onsite

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