Customer: Department of Defence Joint Collective Training Branch (JCTB)

Year: 2023

Joint Collective Training Branch (JCTB) within Defence is responsible for delivering simulation-based training exercises to ensure that directed ADF elements are prepared to achieve success. An average of 20 exercises are conducted per year, that can be thought of as “mini projects”. Over the past 12 months, the customer has gone to market for 20 roles to help deliver their simulation capability. These roles have included:

• Network Engineers
• Systems Administrators
• Systems Engineers
• ITSM Specialists
• Service Support Coordinators
• Joint Simulation Application Architects & Developers (JSAAD)

Profectus successfully filled 17 of the 20 roles in the past year by analysing RFQs and evaluating candidates against specific criteria, including their skills, clearance level, career aspirations, working arrangements, availability, salary expectations, preferred employment type, and compatibility with workplace culture and management styles, ensuring a perfect fit for the customer’s needs. We leveraged our relationships, social channels, and existing databases in the identification process.

We used 3 methods to contact them:

1. Warm Direct Outreach
2. Cold Direct Outreach
3. Referrals / Partnerships

All communications with candidates/partners followed our 5-level process Candidate Acquisition funnel:

1. Awareness
2. Consideration
3. Placement
4. Loyalty
5. Advocacy

Profectus uses this very same system when approaching the market to back-fill an existing position. For example, of the 17 resources we have placed over the past 12 months, 3 have been backfilled using this process.

As part of our comprehensive aftercare services, we followed our 5-level process Employee Retention Funnel:

1. Train
2. Challenge
3. Engage
4. Connect
5. Recognize

Over the past 12 months, Profectus has ensured that every JCTB employee received comprehensive training opportunities via our training partner ITSMHub. This investment in development has bolstered confidence and helped align their expertise with JCTB's organisational goals. Additionally, each employee is equipped with Microsoft 365 accounts, granting full access to our digital collaborative tools and support systems, and are encouraged to communicate openly through regular personal meetings and via our “Employment Hero” HR tool for performance management. Financially, we maintain a reliable and ethical payroll system, based on an accrual accounting model, ensuring prompt and consistent payment to our staff. The use of our bespoke timesheet and leave management tool helps keep us fiscally sound and compliant. We also offer competitive salary packaging options, including vehicle and IT equipment leasing.

Our systems and processes have resulted in the placement and management of candidates with the right skills and attitude to successfully deliver exercises for JCTB. Hiring the right fit candidates and keeping them engaged, valued, skilled, and happy has successfully flowed down to the customer. Each exercise and Event Functional Test (EFT) that these resources have been responsible for supporting over the past 12 months have been a success. The largest and highest profile exercise which is yet to be conducted is Vital Prospect (VP). The EFT Tech Test 2 (TT2) for VP was completed successfully earlier this year, and our resources were integral. Our Network Engineers ensured secure, high-bandwidth connections for vital communications, while Systems Administrators and Engineers implemented robust RBAC protocols and maintained essential infrastructure. Our JSAAD experts guaranteed application interoperability, contributing to a unified and efficient simulation environment. While ITSM managed logistical aspects and systems sustainment, adapting and improving Defence's operational capabilities continuously. By preparing systems and personnel for live exercises, our employees have provided Defence with the assurance of mission readiness and the flexibility to address and adapt to any challenges. This comprehensive support not only prepares personnel for the execution of critical events but also bolsters the ongoing improvement and preparedness of Defence capabilities.

Profectus's success in resource placement stems from adhering to our Ethical Guidelines, emphasizing integrity, professionalism, respect, equity, and compliance with Defence regulations. We’ve embraced sustainable and digital processes to reduce our environmental footprint and ensured all operations are transparent and secure. Tailoring recruitment to Defence’s specific needs, we've supported national security goals by preparing a skilled and diverse workforce, ready for current and future challenges. Our ethical approach enhances Defence's operational efficiency and contributes to societal well-being, aligning with broader sustainability and security objectives for Australia. Currently focused on serving the Canberra region, Profectus is strategically poised to expand our labour hire services nationally, growing organically while staying committed to meeting local needs.

Customer: Defence Industry Security Branch (DISB)

Year: 2023

Faced with the challenge of digitizing the Defence Industry Security Program (DISP) application process, DISP embarked on a mission to transform their webforms and Excel spreadsheets to a Microsoft PowerApps Portal and D365 solution. This transformation, dubbed the DISP Management System (DMS), required the assembly of a specialized team of Microsoft developers. Management quickly realized that the project was missing a Technical Lead to drive the team and successfully deliver Initial Operating Capability (IOC). They promptly went to market with an RFQ for the Technical Lead Role. Upon receiving the RFQ, Profectus deployed our ZOHO (CRM) Recruit's sophisticated toolkit to streamline our recruitment process, ensuring an efficient and effective search for the ideal Technical Lead. Our search led us to 4 suitable candidates, which later became 1 key standout who won the role.

Our action steps included:

1. Candidate Sourcing: We harnessed ZOHO Recruit's multi-channel sourcing feature, reaching out across job boards, social media, and our careers page to tap into a diverse candidate pool. We created thorough criteria to ensure perfect role fit, all while utilizing a black & white system that focused on merit which could be assigned weight, for a fair non-bias selection process. Our adherence to ethical practices ensured transparency, equity, and professionalism, establishing a solid foundation of trust and respect.
2. Applicant Tracking: The ATS within ZOHO Recruit allowed us to customize recruitment stages and meticulously track candidate progress, ensuring no potential talent was overlooked.
3. Automated Communications: We utilized automated workflows for sending out timely email communications for interview schedules and status updates, keeping candidates well-informed and engaged throughout the process.
4. Online Interviews and Evaluations: Through ZOHO's integrated scheduling, we conducted seamless online interviews. Candidates were also asked to submit written evaluations via the platform, streamlining the assessment process.
5. Reference Checks and Compliance: We implemented thorough vetting processes, including professional reference checks and AGSVA clearance checks to help mitigate any risks, all managed within ZOHO Recruit to maintain a high integrity standard.

Once the candidate accepted the role, our HR tool Employment Hero was used to issue the employment contract along with the onboarding steps. The onboarding of the Technical Lead catalyzed significant progress within the DMS project. Their approach—intensifying meeting frequencies, enhancing DevOps sprint cycles, and establishing a detailed waterfall project schedule—streamlined development efforts. By setting clear baseline requirements and creating a comprehensive project playbook, the Technical Lead not only clarified the path to Initial Operating Capability (IOC) but also laid the groundwork for efficient resource allocation and smooth transition planning.

Their leadership facilitated the delivery of a crucial milestone: the establishment of a delivery date for the IOC, a feat previously unattained. This clarity enabled effective resourcing, change management, and training, while their reports provided management with a transparent view of the project's status, allowing for informed and timely decision-making.

The result was the successful delivery of the IOC with only a minor incident at launch, a significant achievement given the project's complexity and the scrutiny it faced due to external pressures. This breakthrough has notably enhanced the DISP application process. The new portal facilitates a quicker, more intuitive application experience for industry users, significantly reducing inquiries and streamlining management practices. The successful deployment of the CRM system has broken down silos, enabling more efficient tracking and management of applications.

The project's success extends beyond the technical achievements; it marks a pivotal step towards empowering small to medium-sized enterprises (SMEs) to engage more readily with government Defence contracts. By simplifying the DISP accreditation process, we've opened doors for these businesses to contribute and thrive within the Defence sector, fostering a competitive and fair marketplace. This initiative aligns with our commitment to sustainability, leveraging innovative digital tools to minimize environmental impact while promoting professional growth and diversity, thus supporting a sustainable and inclusive workforce within the ICT labour hire market.

Defence Export Controls (DEC) regulates the movement of defence-related goods, technology, and services within and outside Australia, ensuring compliance with export control laws. DEC supports government, industry, education, research.

DEC plays a vital role in upholding Australia’s international obligations within global non-proliferation and export control regimes, with exporters required to comply with additional obligations under Australian law.

Situation

Defence Export Controls (DEC) faced a significant shift due to updates in the legislative framework governing Defence export controls, necessitating an overhaul in its organisational structure, workforce processes, and ICT systems. The new legislative mandates required DEC to align its operations with stringent compliance standards, while also enhancing operational efficiency and security. Profectus played an instrumental role by providing core personnel to lead and support reform initiatives, involving process improvements, ICT upgrades, commercial management, and strategic communications across DEC’s reform program.

Task

Profectus led and undertook several key activities aimed at enhancing efficiency and effectiveness across Defence Export Controls Branch, which involved several objectives: improving workflow efficiency through process reengineering, modernising ICT systems for compliance and scalability, ensuring financial and contractual compliance, and executing a strategic communication plan to engage both internal and external stakeholders. The project required expertise across several areas, including Strategy and Architecture, Change and Transformation, and Delivery and Operation.

Action

Profectus began by conducting a thorough analysis of DEC’s current processes, workforce capabilities, ICT infrastructure, and financial frameworks. Through this comprehensive assessment, Profectus identified areas for optimisation and developed a strategic roadmap to ensure the successful implementation of DEC’s legislative reform objectives. This roadmap provided DEC with a structured plan to realign its ICT infrastructure and operational workflows with legislative requirements, prioritising scalable solutions to accommodate future changes. Profectus worked closely with DEC to design an adaptable ICT architecture that ensured ongoing compliance with the new legal framework.

As part of the strategic planning, Profectus integrated commercial management considerations, overseeing budgeting, cost controls, and financial reporting. This ensured that the reform initiatives were financially viable and compliant with Defence’s fiscal policies. By managing contract negotiations, handling variations, and ensuring all changes were documented and authorised, Profectus safeguarded the project's financial integrity and contributed to its long-term sustainability.

Additionally, Profectus designed a strategic communication framework as a core component of the architecture. Recognising that effective communication is essential for strategic alignment, Profectus planned outreach programs and communication channels to engage both internal DEC staff and external stakeholders in the Defence export community. This strategy aimed to foster collaboration, manage expectations, and build trust throughout the reform process.

Recognising the complexity of the reform, Profectus implemented a structured approach to change management. The process improvement initiative began with an evaluation of DEC’s existing workflows to identify inefficiencies, redundancies, and bottlenecks. Profectus then led the design and implementation of optimised processes, leveraging digital solutions to automate tasks where possible.

To mitigate resistance and ensure stakeholder buy-in, Profectus executed the strategic communication plan developed during the strategic planning phase. Regular project updates, working group sessions, and targeted outreach programs were held to keep all parties informed and engaged. This proactive communication was instrumental in fostering a collaborative environment, managing expectations, and addressing concerns promptly.

The transformation was executed with a strong focus on change management, ensuring that DEC personnel were prepared for the transition through regular training, clear documentation, and open communication channels. By integrating strategic communication into the change management process, Profectus ensured that all stakeholders were aligned with the reform’s objectives, promoting a smooth transition and minimising disruptions.

In addressing the ICT component, Profectus collaborated with DEC to upgrade its IT environment, aligning it with the new legislative requirements. This involved assessing existing hardware and software, working with ICT vendors to introduce new security measures, and transitioning data to cloud-based platforms for enhanced accessibility and scalability.

Profectus managed commercial aspects during the delivery phase by overseeing vendor contracts and ensuring compliance with contractual obligations. Effective communication and collaboration with vendors and OEMs were maintained to ensure that all contractual obligations were met and that any changes were documented and authorised.

Through co-design sessions with Defence Industry partners, academic institutions, and other government agencies, Profectus developed an ICT framework tailored to DEC’s compliance needs. Profectus also provided ongoing training sessions to DEC staff and external stakeholders, ensuring they were equipped to utilise the new systems effectively.

The strategic communication efforts continued during the delivery phase, with regular progress reviews and updates provided to stakeholders. This maintained transparency, facilitated feedback, and allowed for adjustments to be made promptly, keeping the project on track and aligned with stakeholder expectations.

Result

The project resulted in a fully modernised, compliant, and efficient operational structure within DEC. Through Profectus’s efforts, DEC was able to meet its legislative requirements, reduce operational bottlenecks, and enhance security and scalability within its ICT infrastructure. Stakeholders experienced increased clarity and alignment due to the strategic communications, and the improved processes allowed DEC to operate more effectively and transparently. The reform program, completed on schedule, positioned DEC to maintain compliance with legislative mandates and equipped its staff to adapt to future changes with confidence.