Case Study: MADE AI – Government-Grade Conversational AI for Defence Export Controls

Client: Defence Export Controls (DEC)

Project: Multilingual AI Knowledge Assistant for DEC and Safeguarding Australia’s Military Secrets (SAMS)

In June 2025, Defence Export Controls embarked on a groundbreaking initiative to transform the way exporters and the public engage with Australia’s complex export control legislation. The project, MADE AI, represents the nation’s first government-grade multilingual AI knowledge assistant, capable of delivering authoritative, cited legislative guidance in over 100 languages. This is the first AI capability developed and delivered within the Department of Defence.

Profectus was entrusted with governing, assuring, and managing delivery of this ambitious capability. By applying proven governance frameworks, agile delivery methods, and rigorous assurance processes, Profectus ensured the project achieved unprecedented delivery speed, from concept to go-live in just five months, without compromising on quality, security, or compliance.

Background

DEC faced increasing pressure to support exporters with clear, accurate, and timely guidance on legislation underpinning Defence Export Controls and Safeguarding Australia’s Military Secrets. Traditional static documentation often led to misinterpretation, resulting in delays, costly rework, and administrative burden.

Additionally, as a Commonwealth regulator, legislation governed by DEC is reviewed and Government approved recommendations from those reviews must be implemented by DEC.

MADE AI aids, or delivers, on several government approved legislative recommendations in respect of the DTC Act, making MADE AI truly groundbreaking.

The goal of MADE AI was to:

  • Automate routine legislative guidance while reducing regulatory staff workload.
  • Provide 24/7 multilingual access to authoritative information for exporters.
  • Establish a repeatable framework for future government AI deployments.
  • Embed responsible AI practices that exceed commercial standards.

Profectus assumed a central role in ensuring project governance, vendor management, and quality assurance across this multi-stakeholder environment, enabling Defence to deliver a first-of-its-kind capability on record timeframes.

Challenges

Delivering MADE AI required overcoming several critical challenges:

  • Unprecedented Speed: Achieving operational readiness from launch (June 2025) to go-live (November 2025) demanded tight program governance and assured delivery sequencing.
  • Complex Stakeholder Environment: Coordinating Defence, Profectus, Microsoft, Accenture, and government digital agencies within a unified governance structure.
  • Stringent Compliance: Ensuring responsible AI, data sovereignty, and government-grade accreditation above commercial standards.
  • Operational Integration: Embedding AI into existing DEC workflows, targeting the 20% of permit applications requiring intensive manual intervention.
  • Multilingual Delivery: Providing accurate legislative guidance across more than 100 languages without sacrificing precision or security.

Approach

Profectus applied its expertise in program governance, capability assurance, and vendor management through four key pillars:

1. Governance and Assurance

  • Established a multi-layered governance model, integrating Defence oversight with vendor delivery streams.
  • Chaired program assurance reviews, ensuring milestones, dependencies, and risks were proactively managed.
  • Implemented responsible AI guardrails to align with ethical, legal, and security frameworks.

2. Delivery Management

  • Applied agile delivery frameworks, sequencing rapid development sprints while maintaining Defence’s assurance standards.
  • Coordinated across Microsoft (infrastructure), Accenture (integration), and Defence Digital Transformation Agency to synchronise delivery.
  • Ensured transparent reporting and real-time status dashboards for DEC leadership.

3. Quality and Security Assurance

  • Oversaw the design and independent testing of the hybrid semantic and keyword retrieval system, validating accuracy and reliability.
  • Assured compliance with Australian data sovereignty, security accreditation, and Defence Information Security Manual requirements.
  • Conducted end-to-end scenario testing to ensure accuracy of multilingual outputs.

4. Change and Workforce Enablement

  • Developed training material and knowledge transfer programs to upskill DEC regulatory staff.
  • Provided assurance over user adoption, ensuring the AI reduced administrative burden and freed staff for higher-value work.
  • Delivered post-implementation reviews to inform future AI deployments across government.

Actions

Profectus staff directly enabled success through:

  • Vendor and Stakeholder Coordination: Structured engagement forums to align delivery partners, Defence stakeholders, and end-user representatives.
  • Testing and Validation: Led assurance of the AI’s multilingual accuracy and citation integrity.
  • Security and Compliance Oversight: Certified accreditation processes, ensuring responsible AI principles were embedded.
  • Operational Readiness: Managed the transition of AI capability into DEC operations, including service continuity planning and support workflows.

Results

  • Record-Breaking Delivery Speed: Achieved go-live within five months, an unprecedented timeline for government AI programs.
  • Enhanced Operational Efficiency: Targeted and automated routine queries, freeing up to 150 staff hours per week (50% of DEC operational capacity).
  • Trust and Confidence: Delivered 100% compliance with Defence accreditation, embedding responsible AI as a blueprint for future government deployments.
  • Sustainable Capability: Created a reusable, scalable framework for AI across Australian government agencies.
  • Global Benchmark: Positioned Defence as a leader in responsible, multilingual government AI, with MADE AI submitted for consideration in the Australian AI Awards.

Conclusion

Through rigorous governance, delivery management, and assurance, Profectus ensured MADE AI was delivered on time, securely accredited, and fit-for-purpose. By managing complexity across multiple vendors and embedding responsible AI practices, Profectus reinforced Defence’s trust while setting a new benchmark for government digital innovation.

MADE AI demonstrates Profectus’ capability to govern, assure, and deliver complex digital transformation projects, ensuring both immediate operational outcomes and long-term sustainability for Defence and government.