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Case Studies

Real Challenges. Measurable Results.

Every organisation faces unique hurdles. From adapting to unpredictable markets to streamlining complex operations, success often lies in finding clarity amidst the noise. Through our strategies and innovative solutions, we’ve helped clients not just overcome their challenges but transform them into tangible achievements.

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reduction in project risk through predictive analytics.

From Obstacles to Outcomes

These case studies are examples of how collaboration, innovation, and expertise come together to create measurable impact. Here’s how we’ve partnered with organisations to deliver real results:

Data Science, Analytics, and Software

Endeavour Foundation

Lotteries Data Analytics, Strategy Development, Partnership Optimisation

Toll Helicopter Services

Sustainment, Logistics, Partnership Optimisation and Analytics Support

Aspen Medical

COVID‑19 Procurement, Supply Chain, and Analytics Support | Program Management

Healthylife

Sustainment, Logistics, and Analytics Support
function well brisbane

Function Well

Wellness Precinct Renovation & Member Retention

Gladstone Ports Corporation

Mental Health Strategy

Ports North

Strategic Scoping and Market Engagement – Cairns Marine Precinct (CMP-CUF)

Serco

Solution Design

Bundaberg Regional Council

Solution Design

Aspen Medical

Interim Strategy Design & Support for Sales, Marketing, Procurement, and Logistics to complement the Global 2023 Group Strategy

Queensland Reconstruction Authority (QRA)

Partnership Optimisation, Analytics, Program Management

Northrop Grumman (NG)

Solution Design

Ansett Defence

Data Analytics, Solution Design, Partnership Optimisation

Qube

Partnership Optimisation, Analytics, Program Management

Mater Hospitals and Foundation

Review of Procurement Strategies and Strategic Partners

The next success story could be yours!

Breakthroughs don’t come from generic solutions—they come from understanding your unique challenges and applying innovative, strategic approaches. Whether you’re facing a unique challenge or aiming to unlock untapped potential, our experienced team is here to listen, guide, and collaborate with you to create lasting results.

Mayor Jack Dempsey

Bundaberg Regional Council’s Defence Ready Program

Sarah Gray

Chief of Health Operations & Innovation 

CEO Mark Delany

Ansett – Aviation Training
Ansett Defence

Why Case Studies Matter

Case studies are a window into the transformative potential of the right partnership. They highlight how your organisation can tackle obstacles and realise success through tailored solutions, innovative tools, and actionable strategies.

Why Vaxa?

We specialise in delivering innovative, data-driven solutions that address your most pressing challenges. From optimising complex supply chain challenges, to using machine learning to understand your ecosystems characteristics, behaviours and preferences for client retention and growth.

Vaxa - It’s Viking For Grow!
People | Experience | Geography | Systems

We provide our community access to an ecosystem of premium resources; unique data and AI led support solutions and products; access to the best industry minds across Australasia and the Indo Pacific, and a living library of current and extensive research on matters of importance.

The entire Vaxa ecosystem has been created to give our clients a competitive edge.

With over 20 years experience helping organisations identify, analyse, strategise and deliver on matters of importance across Australasian and the Indo Pacific, we possess the lived experience, systems, tools, and processes to help you Grow.

Real partnerships. Data-driven strategies. Experience the difference.

Recognised Excellence

Our certifications reflect our commitment to excellence, trust, and industry recognition, ensuring you receive the highest standards of service and reliability.

How we can help you?

Insights

Machine learning:  Solve traditionally hard and unscalable problems

Generative AI: Automate your workflows, engage customers better, and free your team to focus on growth.

Stakeholder segmentation:  Segment your stakeholders across your value and supply chains to enhance efficiency and effectiveness

Data modelling and Predictions: Predict the future using your data and the most advanced machine learning / AI techniques.

Optimisation

Logistics services: Improve the efficiency of your supply chain or organisation by identifying and eliminating inefficiencies.

Process optimisation: Identify and eliminate inefficiencies in business and operational processes to improve efficiency, reduce costs, and increase profits.

Experience

Software solutions: Discern and build the best software solution for your bespoke problem.

Marketing automation:  Deliver the right message via the right channel to the right customer with less work.

Supplier, Staff, and Customer onboarding: Ensure new customers are onboarded seamlessly to “delight the client” from the start.

Advisory Services

Working with Vaxa gives you access to a trusted network of highly experienced and regarded professionals that can help you make informed commercial and operational decisions and clarity for your next moves to bring your project to life throughout Australasia and the Indo-Pacific. All advice provided to you is backed by data!

Learn more >>

Partnership Optimisation

Our team consist of honorary diplomats, defence attaché’s and retired senior military officers, trade and policy advisors, professional services experts and supply chain and logistics specialists with extensive experience working at the highest levels of government and business across the region.

Learn more >>

No Query Too Small

Turn your industry obstacles into profitable opportunities

No matter how complex or unique your situation may be, we’re here to help. At Vaxa, we transform your toughest challenges into scalable, strategic solutions.

Endeavour Foundation

Lotteries Data Analytics | Strategy Development | Partnership Optimisation

Endeavour Foundation is a leading for-purpose organisation supporting people with intellectual disability across Australia. Through its lotteries, it funds services that drive choice, inclusion and independence.

Vaxa Analytics was engaged to optimise lottery performance and unlock growth opportunities using data-driven strategy and advanced analytics.

Key outcomes included:

  • Deployment of marketing automation and behavioural analytics

  • Delivery of a unified customer view and predictive modelling via machine learning

  • Strategic support for system modernisation and performance reporting

These initiatives enabled data-led decision making, improved customer experience, and delivered multi-million-dollar revenue uplift.

TOLL HELICOPTER SERVICES

Sustainment, Logistics, Partnership Optimisation and Analytics Support

Toll Helicopter Services operates a national fleet of emergency response aircraft. To maintain high availability and readiness, they engaged Vaxa to deliver integrated sustainment, logistics, and data support.

Services Provided

  • Program Support: Predictive maintenance and operational readiness planning

  • Logistics Services: Streamlined spare parts supply chain and inventory optimisation

  • Data Modelling & Predictions: Forecasting tools to reduce downtime and improve fleet availability

The Outcome
Vaxa’s tailored support improved operational efficiency, reduced unplanned downtime, and enhanced mission readiness—ensuring helicopters were ready when lives depended on it.

ASPEN MEDICAL

COVID‑19 Procurement, Supply Chain, and Analytics Support | Program Management

In early 2020, Aspen Medical engaged Vaxa Analytics and Vaxa Bureau to secure international supply chains and deliver critical medical PPE to the National Medical Stockpile.

Vaxa provided end-to-end support including:

  • Supply chain modelling and logistics planning

  • Supplier vetting and contract negotiation

  • Quality control and compliance coordination

  • Commonwealth stakeholder reporting

  • Rapid ERP system development and deployment (under 48 hours)

The system enabled real-time tracking across hundreds of global stock movements, ensuring all items were Delivered In Full and On Time (DIFOT).

The result: full delivery against tight deadlines, with data-driven oversight giving the Commonwealth confidence to extend procurement through the same pipeline.

In March 2020, Aspen Medical engaged the Vaxa Group team to assist with providing greater visibility in the procurement of vital medical PPE from offshore locations to Australia to support the COVID-19 response.​
Vaxa worked closely with us to develop a response, including creation of bespoke dashboards to oversee key elements of the process. Vaxa worked with us to develop and evolve the information required to support our project outcomes.​
In a very short time they built a bespoke dashboard system to manage and report on our project requirements, enabling the executive team to make accurate and informed commercial and operational decisions.​
Glenn Keys

Founder and Executive Chairman, Aspen Medical

Sarah Gray

Chief of Health Operations & Innovation 

function well brisbane

Function Well

Wellness Precinct Renovation & Member Retention

When: 2025
Where: Newstead & Toombul, Brisbane
Client: Function Well – A Wellness Precinct


Background

Function Well is a holistic wellness precinct with two hubs in Brisbane (Newstead and Toombul), offering members access to three zones: Athletic, Gym, and Restoration. Their unique value proposition lies in combining performance, recovery, and community under one membership model.

In 2025, Function Well planned a 12-week renovation of the Newstead Restoration Zone to improve facilities and enhance member experience. The Restoration Zone is highly valued by premium-tier members, making it a critical factor in retention. While disruption was expected to be minimal for the Gym and Athletic zones, concerns remained around capacity, parking, relocation of equipment, and member migration to Toombul during the build.

 

The Challenge

Function Well identified three pressing risks:

  1. Member Retention Risk: Potential loss of high-value members during the renovation due to disruption, reduced operating capacity, and competition from nearby gyms seeking to poach members.
  2. Limited Member Insights: Decisions were often made on “gut-feel” rather than data, leaving leadership without a clear picture of member composition, behaviours, and growth opportunities.
  3. Competitive Pressure: Increasing competition in the premium gym sector required Function Well to sharpen differentiation and reinforce its unique value proposition of “one cost, all services” in order to retain and attract members.

 

Our Solution

We designed a two-stage program: immediate mitigation of renovation impacts, and a forward-looking strategy for Function Well’s growth.

Stage 1 – Renovation Support

  • Data-driven impact analysis: Extracted and modelled membership data (check-in/out, home addresses, and zone usage) to understand which members were most affected, how Toombul could absorb overflow, and which tiers faced highest churn risk.
  • Stakeholder engagement plan: Built a tailored matrix of member segments, mapping communication methods and messages for each group. Focus was on consistent, accurate messaging: “short-term pain for long-term gain.”
  • Weekly monitoring & support: Delivered ongoing churn-risk reporting, frontline staff messaging guidance, and real-time adjustments to engagement tactics.

Stage 2 – Growth & Strategy

  • Reinforcement campaign: Post-renovation communications to highlight enhanced value and exclusivity.
  • Expansion modelling: Travel-time and demographic analysis to identify potential new hub locations.
  • Data strategy roadmap: Recommendations on member data collection, management, and analytics to support national growth ambitions.
  • Future innovations: Identified opportunities for custom solutions (e.g., in-app wellbeing data integrations) to strengthen Function Well’s “bespoke wellness precinct” positioning.

 

Outcomes

  • Retention safeguarded: High-value members were proactively engaged through personalised communications and service continuity, minimising attrition risk during the 12-week renovation.
  • Data visibility unlocked: Leadership gained a clear, evidence-based understanding of member behaviours, segments, and vulnerabilities, moving from intuition-driven to data-driven decisions.
  • Growth positioned: Function Well emerged from the renovation with a stronger member base, sharper market differentiation, and a data-informed roadmap for expansion into new hubs.

Gladstone Ports Corporation

Mental Health Strategy

When: 2021–2022
Where: Central Queensland (Gladstone, Rockhampton, Bundaberg)
Client: Gladstone Ports Corporation (in partnership with Resile Medical)

 

Background

Gladstone Ports Corporation (GPC) is a Government Owned Corporation with over 750 employees supporting Queensland’s resources and trade. With a diverse workforce spanning office, trades, machinery operation, and public-facing roles, GPC recognised the need for a structured Mental Health Strategy to protect, promote, and support employee wellbeing while addressing domestic and family violence (DFV).

Resile Medical, in partnership with Vaxa, was engaged to design a baseline study and strategic roadmap: “SupPORTing a Mind Kind Workplace.”

 

The Challenge

GPC faced three pressing challenges:

  1. Workplace Mental Health Risks: Psychological injury claims are costly and disruptive, with average time away from work exceeding physical injuries. GPC needed to proactively address workplace risks and provide safe reporting channels.
  2. Lack of a Clear Evidence Base: Previous mental health approaches were ad hoc. Leadership required a data-driven baseline assessment to understand current risks, workforce behaviours, and opportunities for improvement.
  3. Community Leadership Role: As a major regional employer, GPC recognised its responsibility to lead by example, tackling sensitive issues such as domestic and family violence (DFV) while driving positive cultural change.

 

Our Solution

Resile and Vaxa developed a comprehensive evidence-based baseline report and strategic framework built on data analytics, workforce engagement, and best practice methodologies.

Key components included:

  • Data integration: Analysis of rosters, leave records, EAP reports, cultural surveys, and psychological safety profiling.
  • Employee engagement: Two-part workforce mental health survey and targeted focus groups to capture lived experiences and perceptions.
  • Best practice benchmarking: Comparative analysis of GPC’s current policies and culture against national and international mental health and DFV workplace programs.
  • Risk assessment: Identification of priority risks, vulnerable groups, and systemic challenges impacting workforce mental health.
  • Strategic roadmap: Practical recommendations for policies, support mechanisms, communication strategies, and cultural change initiatives tailored for GPC’s workforce composition.

 

Outcomes

  • Baseline visibility: For the first time, GPC had a clear, evidence-based understanding of its employees’ mental health status, risks, and needs.
  • Tailored strategy: A ready-to-implement Mental Health Strategy aligned with legal obligations, workforce demographics, and community expectations.
  • Cultural impact: Positioned GPC as a regional leader in promoting psychologically safe workplaces and reducing stigma around mental health and DFV.
  • Long-term value: Reduced risk of costly compensation claims, improved employee engagement, and strengthened business continuity.

Ports North

Strategic Scoping and Market Engagement – Cairns Marine Precinct (CMP-CUF)

Ports North engaged Vaxa Group to scope and develop a commercial and operating model for a proposed Common User Facility (CUF) within the Cairns Marine Precinct — a strategically located port asset tied to commercial, Defence, and sovereign capability outcomes in Northern Australia.

The objective was to prepare a fit-for-purpose scope that would allow Ports North to go to market for a Tier 1 advisory firm and then support evaluation of submissions and project advancement.

The Solution:
Vaxa delivered a two-phase program that included:

  • Developing a full go-to-market strategy, including scope documentation, evaluation approach, and assessment criteria
  • Reviewing existing CMP-CUF strategic plans, Board direction, and commercial requirements
  • Embedding Defence, Border Force, fisheries, and allied naval considerations into the scope development
  • Providing expert advice across stakeholder, governance, environmental, legal, and operational risk dimensions
  • Supporting the Expression of Interest (EOI) evaluation and refining the RFT process and documentation
    Introducing potential CUF operators to support Ports North’s future planning and operational decision-making
  • Advising on post-EOI tasks including Business Case assumption testing, commercial model validation, and stakeholder engagement framework design

Outcomes:

  • Market-ready EOI released based on a scoped model aligned to current and future user needs
  • Strategic alignment across commercial, Defence, and public sector stakeholders
  • Strengthened Ports North decision-making with the introduction of alternative operators
  • Positioned the project for a future-ready, fit-for-purpose operating model for the CUF
  • Delivered under compressed timeframes with continuity, governance and assurance

Relevance to Project Aurora:
Commercial and Strategic Advisory: Demonstrated ability to turn complex infrastructure needs into market-ready scopes and evaluation pathways
Defence and Government Insight: Embedded Defence and government needs into precinct design and operator planning
Procurement Expertise: Authored and structured EOI and RFT documentation for a high-stakes, government-aligned project
Stakeholder Navigation: Balanced regional, political, commercial, and national security interests in a live port precinct
Value for Money: Introduced real-world operator options, strengthening market leverage and strategic clarity for the client

SERCO

Solution Design

Serco is a global service provider of various facilities management services Serco have regularly engaged Vaxa to provide strategy partnership optimisation, and subject matter expert input whilst building their responses to various high value, highly visible contracts for the Commonwealth of Australia, including Offshore Processing.

 

Immersed in Serco’s Canberra Head Quarters our team have led key parcels of work including vital Transition Planning, Government Relations Strategy (Nauru and PNG), Supply Chain and Logistics solutions (Australia, PNG and Nauru), and Partnership Optimisation. The commercial value of these programs is more than AUD$1b. The community and human value – invaluable

BUNDABERG REGIONAL COUNCIL

Solution Design

(BRC) is a Queensland Local Government Authority strategically located near Shoalwater Bay Training Area (SWBTA), an Australian Defence Force training ground who support the Australian Singapore Military Training Initiative (ASMTI). BRC has engaged Vaxa since 2017 to undertake a variety of tasks including:

  • a Defence Attraction Study
  • a Defence Ready Program
  • a strategic review of the Port of Bundaberg
  • Analysis of a potential military range for the region
  • a review of strategic infrastructure
  • Delivery of a unique maritime training facility for National Security Agencies
  • Partnership Optimisation between the Council and Queensland State Government, Federal Government, United States, Government, and Singaporean Government.

Aspen Medical

Interim Strategy Design & Support for Sales, Marketing, Procurement, and Logistics to complement the Global 2023 Group Strategy

The Challenge
Aspen was seeking to accelerate market growth, improve procurement efficiency, and optimise logistics in a highly competitive and rapidly evolving healthcare supply sector. With fragmented markets for Aspen needed an integrated approach that would align its sales, marketing, procurement, and logistics strategies while building a robust digital and physical operating framework.

Our Approach
Invited by Aspen CFO, Moazam Shah Vaxa undertook a deep review of the current state across all four domains including sales, marketing, procurement, and logistics supported by targeted data analysis to identify growth and efficiency opportunities. This involved:

  • One-on-one engagements with business unit managers and key operational staff to capture operational realities and success criteria.
  • Process mapping to identify optimisation opportunities across physical and digital workflows.
  • Development of three integrated strategies to strengthen market positioning, streamline procurement, and enhance logistics operations.
  • Leveraging Vaxa’s advanced analytics capabilities, including mathematical optimisation, digital twin modelling, and robotic process automation to identify actionable improvements.
  • Reviewing IT systems to align technology with operational goals and enable data-driven decision-making.

The Solution
The strategy was delivered in two phases:

  1. Internal & Market Analysis – Comprehensive data analytics to quantify current performance, uncover contract acquisition opportunities, and enable better procurement and logistics decisions.
  2. Implementation & Positioning – A tactical roadmap for capturing new contracts, including potential acquisition of aligned businesses to consolidate GMS’s competitive position.

The framework connected market intelligence, operational process improvements, and digital enablement ensuring procurement, logistics, and commercial strategies reinforced each other. Digital platforms were positioned as key enablers, embedding advanced data management and decision-support tools to future-proof Aspen’s competitive advantage.

Impact
The integrated strategy equipped Aspen with a clear, data-backed pathway to expand market share, streamline operations, and capitalise on consolidation opportunities. By connecting physical supply chain enhancements with digital transformation initiatives, the program created a sustainable foundation for both immediate wins and long-term growth.

Queensland Reconstruction Authority (QRA)

Partnership Optimisation, Analytics, Program Management

The QRA is a Queensland State Government subsidiary providing preplanning and recovery to reduce the impacts of natural disasters in Queensland. 

QRA have engaged Vaxa since April 2017 when leading into the occurrence of Cyclone Debbie and following, to provide integrated supply chain and logistics strategy linking Government, commercial and NGO response and recovery efforts.  

Working within the Situation Room and the State Disaster Coordination Centre with ADF, Qld Police, Queensland Fire and Emergency Service, and other Government agencies, Vaxa assist in the planning and execution of life support assistance to affected regions during times of disaster. 

Northrop Grumman (NG)

Solution Design

NG are an international aviation and Defence services provider. NG first engaged Vaxa In 2016, through a Prime relationship to provide Subject Matter Expert input and communications expertise to assist their bid for the Commonwealth’s Request for Tender for Through Life Support for the C-27J Battlefield Lifter. This program was valued at AUD$308m. 

We have since delivered other critical strategy and section responses including Governance, Risk management, Innovation and Efficiencies, Culture and Capability, Supply Chain and Logistics and Problematic Substances and Sources. 

Ansett Defence

Data Analytics | Solution Design | Partnership Optimisation

Ansett Defence is a division of Ansett Aviation Training, a global pilot training solution provider operating and housing more than 28 full flight simulators across six different training centres around the world.

In 2025 Ansett Defence and Vaxa formed a partnership to develop and deliver world-class training and immersive simulation solutions, cutting-edge solutions for collective training for war fighters.

Vaxa’s blend of data scientists and analysts, senior military officers and partnership optimisation team to defence and other national security organisations work with Ansett’s technical immersive simulation team to develop and deliver synthetic training environments to improve operational resilience and collective agility with immediate feedback and performance data

Qube

Partnership Optimisation | Analytics | Program Management

In 2015, Qube – an Australian publicly listed maritime logistics and stevedoring company (ASX 100) merged with a Vaxa company to form Qube Government Services.

They had significant maritime support assets coupled with a strong presence in Australia, New Zealand, Singapore and Indonesia with operations in more than 30 ports.

Vaxa had 20 years’ experience in identifying, analysing, strategizing, communicating, and delivering complex supply chain and logistics solutions to organisations including the United States Navy, Royal Australian Navy, Indian Navy, United Nations and more. 

The service model leveraged Qube’s corporate strength, stability and physical resources with Vaxa’s networks, relationships, systems and processes, personal touch and low overheads of a smaller specialist business. 

During the relationship, we generated new revenues of $130 million dollars. Qube Government Services are now the preferred supplier of services on the following contracts:  United States Ship Husbandry Global Contact; Australian Defence Force Land, Maritime and Air Contracts; Australian Border Force Container Clearance and Movement Contract; Royal Australian Navy Ship Husbandry Contract.

Mater Hospitals and Foundation

Review of Procurement Strategies and Strategic Partners

The Challenge
Mater Hospitals and Foundation sought to ensure that its procurement and strategic partnership approach aligned with its mission, vision, and social impact objectives, while maintaining probity and realistic expectations for strategic partners. This required a holistic review of tender documentation, procurement processes, and partner engagement frameworks covering both medical and non-medical categories without disrupting current operations.

Our Approach
We proposed a staged program beginning with a review of existing tender and approach-to-market documents, followed by targeted recommendations to align procurement strategy with Mater’s values and Sustainable Development Procurement Charter. Through consultation with Mater’s leadership and procurement teams, we examined:

  • Integration of mission and values into evaluation criteria
  • Regional alignment of programs and associated benefits for each contract
  • Evidence requirements for past performance and ongoing partner commitment
  • Contract structure, Service Level Agreements, and KPI alignment

Where no formal sustainable procurement charter existed, we offered to create one to embed these principles from the outset.

We then mapped a broader discovery process to review the current state of strategic partnerships and procurement systems, tools, and processes defining a future state that would position Mater for enduring success. This included:

  • Strategic Partnership Framework: Defining purpose, scope, objectives, guiding principles, engagement models, investment/impact metrics, and conversion pathways
  • Aligned Procurement System: Covering strategy, structure, supplier engagement, regional procurement models, contract lifecycle management, and alignment with other faith-driven organisations
  • Operational Tools: From contract benchmarking and commercial model design to detailed contract analytics, market analysis, and opportunity realisation

The Data Foundation
To underpin this work, we requested comprehensive procurement and spend datasets from the past five years, supplier profiles, existing contract details, BI reporting access, and system architecture documentation. This data-driven approach enabled us to quantify opportunity areas, model supplier impacts, and design a procurement ecosystem optimised for value creation, sustainability, and long-term partner alignment.

The Outcome
The result was a structured, values-aligned procurement and partnership model scalable across both medical and non-medical categories that balanced commercial rigour with Mater’s mission-led objectives. Our roadmap provided Mater with a clear pathway to integrate sustainability, social inclusion, and measurable outcomes into every stage of the procurement lifecycle while strengthening long-term partner relationships.

Mayor Jack Dempsey

Bundaberg Regional Council’s Defence Ready Program

CEO Mark Delany

Ansett – Aviation Training
Ansett Defence

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