SharePoint Online Implementation – Intranet, Permissions & Fileserver Migration

Project overview

Starting Situation:

For a company in the food industry, we are looking for an experienced Microsoft 365 / SharePoint Online Consultant with hands-on experience. As part of an IT transformation, SharePoint is to be established as the central platform for information and file storage, gradually replacing the existing fileserver. Each department will receive its own SharePoint site. Additionally, community areas for key users, a knowledge portal, and a clean permission structure are planned.

The project will start with a pilot project (company homepage, IT site, key user hub ERP) which will serve as a reusable template for the later rollout to other areas.

Responsibilities

• Build sites (approx. 5 PT): Company homepage with central navigation, company news and search, IT site as the first departmental site, key user hub ERP with key user team. Page template for further departments (HR, Production, etc.) and basic structure for knowledge portal.
• Define permissions (approx. 4 PT): Groups, roles and permissions per site. Implement customer guidelines: each site has its own rights, links do not grant rights, sensitive content (HR, Security) stored separately. Check groups and sharing links with regard to Copilot.
• Migrate data storage (approx. 5 PT): Plan target storage (Teams per department instead of fileserver), analyze and migrate pilot data from fileserver, clean up legacy data and permission inheritance.
• Set up change control (approx. 3 PT): SharePoint list as overview of all changes with status, Planner "ERP" with one task per change including checklist, connection to the formal change process in TOPdesk (e.g., via Power Automate).
• Test and hand over (approx. 3 PT): Key user test, documentation, editorial and maintenance rules, reusable template for further areas, handover to the internal team.
• Project management, kick-off and coordination with the client: approx. 2 PT.

Requirements

• SharePoint Online Intranet: Communication sites, hub sites, global navigation, page and web part design, news and search
• Permission concept in Microsoft 365: M365 groups, SharePoint groups, roles and permissions per site, control of sharing links, separation of sensitive areas (HR, Security)
• Fileserver migration to SharePoint/Teams: Analysis of old storage, target structure, migration with tool (e.g., ShareGate or SharePoint Migration Tool)
• Microsoft Teams as workspace and storage location: Teams per department, channels, file storage, templates
• SharePoint lists, Microsoft Planner and Power Automate (change list with status, Planner task with checklist per change)
• Copilot readiness: Detect oversharing, check and clean up groups and sharing links before Copilot rollout
• Works closely with key users and business departments, explaining technical decisions clearly
• Documents cleanly and hands over in a way that the internal team can continue the rollout themselves
• Connection of TOPdesk to Power Automate (API, webhook or email trigger)
• Microsoft Purview / SharePoint Advanced Management (sensitivity labels, access reports)
• Setup of knowledge portal in SharePoint (verified guides, processes, standards, editorial roles)
• Moderation of short coordination workshops with departments
• Experience with change and adoption support for intranet introductions

Project details

• Start date: From CW *), no later than 11.01.2027
• Duration: Approx. 12 weeks (30.11.2026 to 26.02.2027)
• Workload: 2–3 PT per week, total approx. 20–25 PT
• Location: Remote, possibly 1–2 on-site appointments in Lower Saxony (kick-off, key user test)
• Project language: German
• Start: 2026-11
• Duration: 3 Monate
• Location: DE
• Languages: German