Case Study: Delivering ICT-enabled legislative and business reform so a Defence regulator could meet new statutory mandates
Client: Department of Defence, Defence Export Controls (DEC)
Project: Defence Export Controls Reform
How Profectus led and supported an end-to-end legislative reform programme for Defence Export Controls, modernising ICT systems, reengineering workflows, managing commercial compliance and running a strategic communications framework so the regulator could meet new legislative mandates.
Client and context
Defence Export Controls (DEC) regulates the movement of defence-related goods, technology and services within and outside Australia, ensuring compliance with export control laws and upholding Australia’s international obligations within global non-proliferation and export control regimes. DEC supports government, industry, education, research and private stakeholders, assessing export, supply, publication and brokerage applications for military and dual-use items, issuing permits and licences for approved transfers, and prohibiting exports that could contribute to weapons of mass destruction programmes.
DEC enables a licence-free environment among Australia, the United Kingdom and the United States, so every approved transfer must be weighed against Australia’s defence, security and international relations. Updates to the legislative framework governing Defence export controls required a comprehensive overhaul of DEC’s organisational structure, workforce processes and ICT systems to align operations with stringent new compliance standards.
The engagement
Profectus was engaged as subcontractor to provide core personnel to lead and support DEC’s reform programme end to end. The remit spanned strategic assessment and roadmap development, ICT modernisation, process and workflow reengineering with change management, commercial and contractual compliance, and a strategic communication framework, drawing on expertise across three SFIA categories: Strategy and Architecture, Change and Transformation, and Development and Implementation.
The challenge
Aligning a live regulatory capability with new legislation placed several compounding demands on the reform:
- Legislative alignment: adapting operational workflows and ICT systems to meet updated legislative requirements without interrupting DEC’s regulatory function
- Resistance to change: securing stakeholder buy-in and minimising disruption while structure, processes and systems were reshaped
- Scalability and security: designing systems to support future growth while maintaining stringent Defence security standards
- Complex stakeholder environment: managing communication and collaboration across internal staff, Defence industry partners, academia and other government agencies
Our approach
Profectus adopted a structured, collaborative approach built on several coordinated workstreams.
Strategic assessment and roadmap
Profectus analysed DEC’s existing processes, workforce capabilities, ICT infrastructure and financial frameworks, identified optimisation opportunities, and developed a strategic roadmap to realign ICT systems and operational workflows with legislative mandates, prioritising scalable solutions to accommodate future change.
ICT modernisation
Profectus upgraded DEC’s IT environment, assessing existing hardware and software, introducing advanced security measures, and transitioning data to cloud-based platforms for enhanced accessibility and scalability, working with ICT vendors to integrate new systems while maintaining compliance with Defence’s security standards.
Process reengineering and change management
Profectus evaluated existing workflows to identify inefficiencies, redundancies and bottlenecks, designed and implemented optimised processes that automated tasks where possible, and embedded change management through clear documentation, staff training and open communication channels.
Commercial management and communications
Profectus oversaw budgeting, cost controls and financial reporting, managed contract negotiations and variations with all changes documented and authorised, and ran a strategic communication framework of outreach programmes, working group sessions and regular progress reviews to build trust and manage expectations.
What we delivered
- Legislative alignment: an adaptable ICT architecture and reengineered operational workflows realigned to the new legal framework and stringent compliance standards
- Modernised ICT: a security-uplifted, cloud-based environment integrated with vendor systems, delivering the accessibility, scalability and compliance the reform required
- Commercial integrity: rigorous budgeting, cost controls, financial reporting and contract variation management that kept the programme fiscally viable and aligned to Defence policy
- Stakeholder engagement: a strategic communication framework and co-design sessions with industry, academic and government partners, supported by ongoing training for DEC staff and external stakeholders
Systems and methods
Cloud platform migration · security uplift · process reengineering and automation · commercial and contract management · strategic communications
The result
The programme delivered a fully modernised, compliant and efficient operational structure within DEC, completed on schedule. DEC was able to meet its legislative requirements, reduce operational bottlenecks, and enhance security and scalability across its ICT infrastructure, while stakeholders experienced increased clarity and alignment through the strategic communications. The reform positioned DEC to maintain compliance with legislative mandates and equipped its staff to adapt to future change with confidence.