From Emergency Coordination to Operational Control
A major wildfire severely disrupted operations and created immediate risks for employees, partners, and related business processes. The client needed to coordinate support quickly across multiple teams, but the existing setup relied on Excel, Smartsheet, and manual updates, making the process increasingly fragmented, hard to control, and difficult to scale.
A more structured system was needed to centralize case information, support coordinated action, and handle sensitive data securely under severe time pressure. The project therefore focused on replacing scattered manual coordination with a secure platform built for controlled case handling, cross-team collaboration, and reliable operational visibility. It also had to remain flexible enough to adapt to changing operational requirements, support different teams and responsibilities, and provide a stable foundation for continued use beyond the initial emergency response.
The rollout had to happen fast. Security was critical. Clear visibility across cases and teams was essential.
How a spreadsheet-based emergency workflow was transformed into a secure platform for coordinated crisis response
Initial situation
Manual tracking in Excel and Smartsheet
Solution
Secure web platform with configurable workflows
Result
Centralized coordination and reliable operational data
Manual coordination could no longer keep up
Initial Situation
The client’s resilience team was responsible for supporting employees and partners during critical events. Coordination initially started in Excel and later moved to Smartsheet.
As more teams became involved and privacy requirements increased, this setup became too complex to manage. Information was fragmented, workflows were manual, and the existing tools could not provide the required level of control, security, or flexibility.
Key challenges at a glance
- Manual coordination across multiple teams
- Sensitive data with strict access requirements
- High time pressure during active crisis situations
- Frequent process changes during operations
- Limited scalability of spreadsheet-based tools
Fast rollout without losing flexibility
The goal was to deliver a software solution within a very short timeframe that could support crisis coordination immediately. At the same time, the platform had to remain flexible enough to adapt as requirements changed.
Key requirements included centralized case management, secure handling of sensitive information, configurable workflows, and a structure that could continue to be used after the first rollout.
Project Goals
Rapid implementation in a time-critical situation
Central management of crisis-related cases
Secure access to sensitive information
Flexible adaptation of workflows and forms
Reusable foundation for future critical events
Configurable process logic instead of fixed workflows
Solution Approach
The solution was built as a cloud-based web application for crisis response and business continuity management. Early versions were delivered quickly to support immediate operational needs, then extended toward a more configurable architecture.
Dynamic fields allowed changing data structures without redesigning the system. A rules engine was introduced to control visibility, workflow logic, and form behavior. Escalation flows with email and SMS notifications helped teams react faster in urgent situations.
Process Flow
Implemented in short cycles within a tight timeframe
Implementation
The project was delivered in a highly time-critical context. Requirements became clear quickly, and the team worked in short iterations with frequent releases and daily coordination.
A key implementation decision was to start with direct development for speed, then move to a more configurable architecture once recurring patterns became visible. This led to the introduction of a rules engine and more generic handling of connected data sources.
Because the system handled highly sensitive information, security was embedded from the start. Access followed the principle of least privilege, and audit logs recorded actions, changes, and data access across the platform.
One central system for coordination and decision-making
Results
The platform replaced fragmented spreadsheet-based coordination with a structured and secure operational system. Internal teams and external partners could work in one shared environment with a consistent view of relevant information.
The system became the central source of truth for crisis-related cases. This improved clarity, reduced manual coordination effort, and supported faster operational decisions during critical situations.
After the initial rollout, the platform was reviewed, refined, and prepared for continued use in future critical situations.