Actions & Controls

Flow's actions and controls system provides comprehensive workflow management for risk treatment implementation. Use kanban-style boards, control linking, and automated tracking to ensure effective risk mitigation and compliance.

Overview

The actions and controls module delivers:

• Kanban Board Interface with drag-and-drop status management
• Control Framework with effectiveness tracking and compliance mapping
• Action-Control Linking with smart categorization
• Due Date Management with overdue notifications
• Progress Tracking with detailed status reporting
• Multi-framework Support for compliance requirements

Actions Management

Kanban Workflow

Flow uses a visual kanban approach for action management:

Status Columns

• Todo: Newly created and planned actions
• In Progress: Actions currently being implemented
• Done: Completed actions with verification

Drag-and-Drop Interface

• Move actions between status columns
• Automatic status updates
• Real-time progress tracking
• Visual workflow management

Action Creation

Create actions from multiple sources:

From Risk Register

• Direct action creation from risk rows
• Automatic risk-action linking
• Context-aware action types
• Pre-filled risk information

From Controls

• Implementation actions for new controls
• Assessment actions for existing controls
• Testing actions for control validation
• Remediation actions for control gaps

Standalone Actions

• General risk management tasks
• Compliance activities
• Assessment projects
• Administrative tasks

Action Types

Smart categorization based on purpose:

Implementation

• Deploy new security controls
• Implement policy changes
• Install technical solutions
• Train personnel on procedures

Assessment

• Evaluate existing controls
• Conduct risk assessments
• Perform compliance audits
• Review policy effectiveness

Testing

• Validate control operation
• Test incident response procedures
• Verify backup systems
• Assess security measures

Remediation

• Fix identified vulnerabilities
• Address compliance gaps
• Improve control deficiencies
• Correct process weaknesses

Action Details

Comprehensive action information:

Basic Information

• Title and description
• Action type and category
• Assigned owner and team
• Priority level

Scheduling

• Due date and timeline
• Start date planning
• Milestone tracking
• Dependency management

Progress Tracking

• Completion percentage
• Status updates
• Work notes
• Attachment support

Integration

• Linked risks and controls
• Related actions
• Framework mapping
• Compliance requirements

Controls Framework

Control Types

Flow supports three primary control types:

Preventive Controls

• Reduce likelihood of risk occurrence
• Examples: Access controls, segregation of duties
• Implementation before risk events
• Proactive risk management

Detective Controls

• Identify when risks have occurred
• Examples: Monitoring, logging, auditing
• Real-time or periodic detection
• Early warning systems

Corrective Controls

• Minimize impact after risk occurrence
• Examples: Incident response, backup systems
• Reactive risk management
• Damage mitigation

Control Effectiveness

Track and measure control performance:

Effectiveness Ratings

• High: Control consistently prevents/detects/corrects
• Medium: Control generally effective with minor gaps
• Low: Control has significant limitations or gaps

Effectiveness Factors

• Design adequacy
• Operating effectiveness
• Coverage completeness
• Implementation maturity

Control Assessment

Regular evaluation of control performance:

Assessment Frequency

• Quarterly effectiveness reviews
• Annual comprehensive assessments
• Ad-hoc evaluations after incidents
• Continuous monitoring where applicable

Assessment Methods

• Control testing and validation
• Process walkthroughs
• Documentation review
• Sample testing

Action-Control Integration

Linking Actions to Controls

Establish clear relationships:

Control Implementation Actions

• Deploy new preventive controls
• Install detective monitoring
• Implement corrective procedures
• Document control processes

Control Assessment Actions

• Test control effectiveness
• Review control documentation
• Validate control operation
• Update control procedures

Control Improvement Actions

• Enhance existing controls
• Address identified gaps
• Optimize control processes
• Automate manual controls

Smart Categorization

Flow automatically suggests action types based on:

• Associated control type
• Risk treatment strategy
• Compliance requirements
• Historical patterns

Due Date Management

Scheduling System

Comprehensive timeline management:

Due Date Setting

• Manual date selection
• Template-based scheduling
• Dependency-driven dates
• Risk-based prioritization

Reminder System

• Email notifications (planned)
• Dashboard alerts
• Visual indicators
• Escalation procedures

Overdue Tracking

Monitor and manage overdue actions:

Visual Indicators

• Red highlighting for overdue items
• Days overdue calculation
• Priority-based sorting
• Owner notification

Escalation Process

• Automated manager notification (planned)
• Risk owner alerts
• Executive dashboard inclusion
• Performance impact tracking

Workflow Views

Kanban Board

Visual workflow management:

• Drag-and-drop: Easy status updates
• Swim lanes: Organize by priority or owner
• Filtering: Focus on specific criteria
• Search: Quick action location

Table View

Detailed list management:

• Sortable columns: Flexible organization
• Bulk operations: Efficient management
• Export capabilities: Data extraction
• Advanced filtering: Complex criteria

Action Details Drawer

Comprehensive information panel:

• Full action details: Complete information
• Progress tracking: Status and notes
• Related items: Linked risks and controls
• Activity history: Change tracking

Control Library Integration

Pre-built Controls

Access comprehensive control library:

Framework Controls

• ISO 27001: Information security controls
• NIST CSF: Cybersecurity framework controls
• COSO ERM: Enterprise risk management controls
• SOC 2: Service organization controls

Control Templates

• Standard control descriptions
• Implementation guidance
• Testing procedures
• Effectiveness criteria

Multi-framework Mapping

Single controls can map to multiple frameworks:

• Cross-framework visibility: See all mappings
• Compliance reporting: Framework-specific views
• Gap analysis: Identify missing elements
• Efficiency optimization: Avoid duplicate controls

Integration with Risk Management

Risk-Action Workflow

Seamless integration with risk register:

From Risk Assessment

• Identify required actions during risk evaluation
• Automatic action creation with risk context
• Treatment plan implementation tracking
• Progress monitoring and reporting

Risk Status Updates

• Action completion affects risk status
• Residual risk calculation updates
• Treatment effectiveness measurement
• Review schedule adjustments

Treatment Implementation

Actions support all treatment strategies:

Accept Treatment

• Documentation actions for acceptance rationale
• Monitoring actions for accepted risks
• Review actions for periodic reassessment

Mitigate Treatment

• Control implementation actions
• Process improvement actions
• Training and awareness actions

Transfer Treatment

• Insurance procurement actions
• Contract negotiation actions
• Third-party assessment actions

Avoid Treatment

• Process elimination actions
• Alternative approach implementation
• Impact mitigation actions

Performance Metrics

Action Analytics

Track action management effectiveness:

Completion Metrics

• On-time completion rate
• Average time to complete
• Overdue action percentage
• Resource utilization

Quality Metrics

• Re-opened action rate
• Control effectiveness improvement
• Risk reduction achievement
• Stakeholder satisfaction

Control Performance

Monitor control effectiveness:

Coverage Metrics

• Percentage of risks with controls
• Control gap identification
• Framework coverage assessment
• Redundancy analysis

Effectiveness Metrics

• Average effectiveness rating
• Improvement trends
• Testing success rates
• Incident reduction correlation

Best Practices

Action Management

Clear Ownership

• Assign specific individuals, not teams
• Define clear responsibilities and authority
• Set realistic timelines
• Provide necessary resources

Regular Updates

• Weekly progress reviews
• Monthly status reporting
• Quarterly effectiveness assessment
• Annual strategy review

Control Implementation

Design Principles

• Controls should be measurable
• Implementation should be cost-effective
• Testing should be regular and documented
• Improvement should be continuous

Documentation Standards

• Clear control descriptions
• Step-by-step procedures
• Testing methodologies
• Exception handling

Getting Started

1. Create First Action: Use kanban board to add new action
2. Link to Risk: Associate action with relevant risk
3. Set Due Date: Establish realistic timeline
4. Assign Owner: Designate responsible individual
5. Track Progress: Update status as work progresses
6. Link Controls: Associate with relevant controls
7. Monitor Dashboard: Review action metrics and trends

Flow's actions and controls system ensures systematic implementation of risk treatments while providing the visibility and accountability needed for effective risk management.