Case Study: J. Schmalz GmbH

Successfully Integrating IT Emergency Management into Day-to-Day Operations

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The Initial Situation

As digitalization continues to advance in Industry 4.0 environments, the risks posed by IT outages and data loss are also increasing. At Schmalz, too, specific “near-misses” in this area led to IT security, data protection, and emergency management shifting from peripheral concerns to management priorities. An internal awareness campaign revealed weaknesses in preparedness, accountability, and operational responsiveness. At the same time, it became clear that a major outage would affect not only the headquarters but also the globally connected subsidiaries, thereby having direct consequences for productivity and operational capability.

Conclusion:

Schmalz demonstrates that IT emergency management is only effective when it is operated not as a separate set of documents, but as an everyday process. With EcholoN, emergency processes, responsibilities, update requirements, and reporting have been integrated into a comprehensive system. The result is a resilient, auditable, and continuously maintained emergency operations framework with a clear path toward expanding the concept into global business continuity management.

About J. Schmalz GmbH

J. Schmalz GmbH is an internationally active specialist in vacuum technology for material handling and automation. The company supports industrial customers with components and system solutions for efficient, safe, and automated processes.

“That worked exceptionally well. It allowed us to ensure that our IT emergency management system always remains up to date and ‘alive.’”

Hermann Huber
{{iflng::en}}Data Protection{{iflng}, J. Schmalz GmbH

Goals and Challenges

Firmly embed IT emergency management in day-to-day operations:
Emergency processes should not be handled “on the side,” but rather maintained as a mandatory requirement.

Ensure documentation is up to date:
Consistently avoid outdated emergency documentation as the greatest risk.

Clear responsibilities & Designated Deputies:
Clearly assign process owners, deputies, and service providers.

Provide verifiable and audit-ready evidence:
Traceability and reportability for management and auditors.

Rapid operational implementation:
Move quickly from concept to a functioning, established process routine.

Solution Approach with EcholoN

To integrate emergency management into day-to-day operations without disrupting the system, Schmalz utilized the existing service management system, EcholoN. To this end, critical IT systems were set up as business services, emergency processes were mapped in a structured manner, and the associated documentation was supplemented directly by the responsible administrators. Within about five months, approximately 200 emergency processes were modeled in the system, roles (responsible parties, deputies, service providers) were assigned, and the processes were subsequently transferred to the line organization. As a result, emergency management was not operated as a separate tool, but was embedded in the familiar system as a controllable and verifiable process.

Key Measures

Icon eines Monitors mit Schraubenschlüssel als Symbol für Systemwartung, IT-Service und technische Unterstützung

Critical IT systems are mapped as business services in EcholoN and linked to emergency procedures.

Approximately 200 emergency procedures have been modeled within the system and assigned to responsible parties, deputies, and service providers.

Icon mit zwei ineinandergreifenden Zahnrädern und Pfeilen als Symbol für automatisierte Abläufe, Prozessoptimierung und kontinuierliche Workflows

Reminder feature implemented: a semi-annual prompt to update information so that processes remain "open" and up to date

Icon eines Zertifikats mit Siegel als Symbol für Qualitätssicherung, Compliance und geprüfte Standards

Quality control established: The emergency response officer receives the files for review before the next cycle

Icon einer Benutzeroberfläche mit Checkliste und Lupe als Symbol für Analyse, Prüfung von Prozessen und strukturierte Aufgabenverwaltung

Reporting features: up-to-date emergency overview and standardized reports generated at the click of a button using the report generator

Results and Added Value

  • Emergency management integrated into day-to-day operations:
    Processes remain “up-to-date” because the system requires them to be updated.
  • Up-to-date, reliable documentation:
    less risk from outdated information in an emergency.
  • Greater transparency and traceability:
    clear responsibilities, histories, and processing statuses for each emergency process.
  • Quality assurance through a review workflow:
    Checks before the next cycle prevent blind spots.
  • Emergency process folder updated daily at the click of a button:
    The report generator provides verifiable overviews at any time.
  • Improved audit and compliance capabilities:
    A solid foundation for ISMS/ISO 27001 compliance and other certifications.
  • Scalable approach:
    Suitable for global rollout and expansion toward business continuity management.

About EcholoN

EcholoN is a modular service management platform from mITsolutions designed to manage IT and business processes, including workflow management, documentation, escalations, and reporting. With EcholoN, companies can map processes end-to-end, create transparency, and standardize operational workflows in a sustainable manner.

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+49 4101 6969 3
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