Vilma

Digital Intervention in Disaster Management – An Adaptive Approach to the Digital Transformation of Incident Coordination in Large‑Scale Emergencies

Vilma is a digital tool for incident coordination at the command post that efficiently organizes resources, enables real‑time communication, and enhances decision‑making processes. It strengthens collaboration between emergency responders and authorities to ensure coordinated and effective management of large‑scale incidents.

In the face of increasingly frequent extreme weather events, the challenges in disaster management continue to grow. Yet many incident command teams still rely on analog tools such as magnetic boards and paper maps. This results in redundant data entry, hard‑to‑read reports, and labor‑intensive documentation. To meet rising demands, disaster and civil protection urgently require a digital transformation.

“Our analog way of working often sets us back more than a power outage ever could!”

– THW Volunteer

From clipboard to click — that’s Vilma.

Vilma replaces analog workflows with a powerful digital system, elevating incident coordination during large‑scale emergencies to a new level. With a modular and connected software solution, Vilma provides tailored tools for every operational unit — all brought together in a smart, centralized situation monitor.

From capturing and managing damage reports or task assignments to resource planning, Vilma streamlines every process related to communication, information sharing, and situational awareness. Incident coordinators can keep an eye on hazard zones, units, and operation sites at all times and make well‑informed decisions — supported by a flexible and reliable system.

The modules connected — for an optimal workflow

The project is based on the example of the German Federal Agency for Technical Relief (THW), which often assumes responsibility for coordinating individual operational sectors during large‑scale incidents, typically operating from a mobile command post.

Communications Module — Direct, streamlined communication

Radio operators (Fernmelder:innen) are responsible for receiving incoming messages — whether radio transmissions, phone calls, or emails — and for forwarding task assignments and commands to the appropriate units. The Communications Module helps manage and prioritize these messages, ensuring that the most critical information is transmitted first.

Predefined templates and smart input assistants make data entry and traceability easier. This ensures that critical information reaches the command post quickly and accurately.

Section 1 Modul— Shifts, Staffing, Strategy

Section 1 leaders (Sachgebietsleiter:innen 1) are responsible for managing and coordinating all personnel and operational units within their assigned sector. The S1 Module provides tools for shift planning, personnel and status management, and the assignment of units.

A clear list view, smart filtering options, and tactical symbols enhance structure and efficiency. In addition, automated recommendations make it easier to assign the right units.

Section 2 Module — Full control of the situation

Section 2 leaders (Sachgebietsleiter:innen 2 ) are responsible for situation management and situational representation within their operational sector. The S2 Module provides powerful mapping capabilities for precise damage and hazard analysis.

Search and filter options allow users to retrieve information with precision, while multiple map views and flexible zoom levels enhance overall situational clarity. Damage reports consolidate all relevant details for each incident location, and intelligent quick actions streamline their management. A 3D view additionally enables virtual exploration of the operational area, providing even more accurate situational assessment.

Complex operations, simple handling

Vilma combines intuitive usability with powerful analytical capabilities and a flexible architecture that adapts dynamically to different scenarios. Through close collaboration with its user community and continuous iterative refinement, a system with clear information hierarchies was created—one that reduces cognitive load and enables fast, precise action even under time pressure. Customizable modules ensure that only the truly relevant information is displayed, avoiding unnecessary overload. And thanks to a robust LAN infrastructure with offline functionality, the command post remains fully operational even in the event of network outages.

Smartboards over whiteboards

The 80‑inch smartboard serves as the central hub for all incident coordinators within the command post. It provides a clear overview of the current situation and all operation‑relevant information. The situation monitor is used as the primary medium for briefings and shift handovers, with the situation map being updated in real time by Section 2. The smartboard can be operated either via touch or conveniently through the intuitive control panel, offering full oversight and control.

Control Panel

The overall overview is controlled via the Control Panel, which is equipped with a rotary push‑button, adjustable tilt angle, and function keys. Its primary user is the Section 3 leader, who conducts the situation briefings. Based on this concept and the iterative design process, the following arrangement of functions was developed:

Expansion potentials of Vilma

Beyond immediate operations, Vilma unlocks a wide range of possibilities: A digital unit database simplifies registration at the reporting point, while automated documentation makes situation briefings and handovers more efficient. After deployments, Vilma helps identify weaknesses and trace the sources of errors. In addition, AI‑supported analysis enables forecasts of potential hazards and material requirements. The stored operational data also provides a valuable foundation for training and education, helping prepare leaders for real‑world challenges.