Control Management Software for a Digital Internal Control System
With TopEase, F24’s GRC platform, you document, manage, and assess ICS controls in a central database. Tasks, questionnaires, and assessments can be edited in a structured way and linked with risks, processes, and further assets.
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What Is the TopEase Control Module?
The TopEase Control module is a control management software for the central management of internal controls. An internal control can be, for example, an approval, a four-eyes principle, a reconciliation, or a regular review. An internal control system (ICS) comprises all principles, procedures, and measures with which companies ensure the effectiveness of their processes, compliance with requirements, and the reliability of their reporting. With TopEase, you document controls centrally, define and measure control targets, consolidate control assessments – the evaluation of the effectiveness of internal controls – and analyze results via control dashboards and a risk-control matrix. All in a redundancy-free database.
Why Excel and Scattered Records Reach Their Limits in Control Management
Scattered Records Lead to an Unclear Control Status
Many companies still document internal controls in Excel lists, via email queries, and in separate evidence folders. The result: an unclear control status, outdated records, missing audit trails, and high manual effort – especially ahead of audits and internal reviews.
A Central Database for Audit-Proof Controls
TopEase solves these problems with a central, traceable database for all controls. Control targets, responsibilities, test results, and measures are documented in a structured way – with transparent audit trails for management, audit, and internal review.
The Control Process as an End-to-End Cycle
TopEase maps the entire control process in a closed cycle: define controls, distribute tasks, perform and document, assess effectiveness, derive measures, and evaluate and report. Each step feeds into the next – without media breaks and without scattered Excel lists.
Because all controls, responsibilities, test results, and measures reside in a central, redundancy-free database, transparent audit trails emerge for management, audit, and internal review – and reports can be generated at the click of a button.
This turns the cycle into a process of continuous improvement: every evaluation gives rise to new or adjusted controls – the ICS stays continuously up to date instead of being reconstructed once a year for the audit.
Link Controls with Risks, Processes, and Assets
TopEase connects every control natively with the objects it safeguards – risks, processes, organizational units, applications, infrastructure, and suppliers. This way, every control stands in its context instead of isolated in a list.
The risk-control matrix makes it visible at a glance which control covers which risk – gaps and redundancies stand out immediately. The result: integrated GRC instead of isolated control lists, on a redundancy-free database.
Funktionen der TopEase IKS-Software
Define controls
Capture all ICS controls centrally, define control objectives, and store target values – structured and versioned instead of in scattered Excel lists. The benefit: all controls in one place, without searching through file shares and email inboxes.
Distribute tasks
Workflow-driven questionnaires and control tasks are automatically distributed to the responsible people, tracked, and followed up with reminders. The benefit: less manual coordination effort, as email follow-ups are no longer needed.
Perform & document
Perform controls and test their effectiveness, with a complete, audit-proof audit trail. The benefit: verifiable evidence for audit and internal review, and a more relaxed audit preparation.
Assess effectiveness
Run several control assessments simultaneously and consolidate the results in a single step, with predefined answers and attachments. The benefit: no duplicate data entry and a faster assessment, even with many controls.
Derive measures
When gaps are identified, capture measures directly with an owner and a deadline and track them through to implementation. The benefit: control results turn into traceable measures instead of open findings.
Evaluate & report
A control dashboard, measure overview, and rule-based reporting provide the current control status; reports are generated automatically. The benefit: faster responsiveness to management, audit, and internal review – reports at the click of a button.
How TopEase Guides a Control – Step by Step
Let’s take a classic internal control: payments over €10,000 must be approved by two people. Here’s how TopEase guides this control throughout the entire process:
1. Define controls
Define controls
- The control is set up: payments over €10,000 require approval by two people. The objective, frequency, and responsibilities are defined.
2. Distribute tasks
Distribute tasks
- TopEase automatically assigns the approval to the two responsible people and reminds them in good time – without manual follow-ups by email.
3. Perform & document
Perform & document
- Every approval is logged in a tamper-proof way with a timestamp and supporting document; the audit trail is created automatically.
4. Assess effectiveness
Assess effectiveness
- The assessment checks whether the control works as intended – for example, whether two approvals are actually in place.
5. Derive measures
Derive measures
- If a gap appears, such as a missing second approval, a measure is captured directly with an owner and a deadline.
6. Evaluate & report
Evaluate & report
- The control dashboard and risk-control matrix show management, audit, and internal review the current status at any time – reports at the click of a button.
The result: instead of an Excel list with unclear status, ICS owners, management, and internal review see at a glance which control is effective and where action is needed.
Who Is the TopEase Control Module For?
Thanks to its modular structure and scalable licensing, the TopEase Control module suits both established corporations and growing companies.
More Than an Isolated ICS Tool
Controls only take effect when they are viewed in the context of risks, processes, and assets. This is precisely where a simple ICS tool differs from the TopEase GRC platform: in TopEase, controls are linked natively with risks, processes, assets, and measures in a shared database. In addition, dependencies on regulations, laws, or contracts can be modeled and documented.
The Control Management module can be connected with other TopEase modules, including Risk Management, Process Management, and Asset Management (EAM).
How Digital Control Management with TopEase Works in Practice
- Define controls
- Distribute tasks
- Perform & document
- Assess effectiveness
- Derive measures
- Evaluate & report
Perform & document
“TopEase gives us a comprehensive view of our risk and governance data. Its strength lies in the underlying model, which makes dependencies and influencing factors transparent.“
A. Meier, Raiffeisen Schweiz Genossenschaft
Frequently Asked Questions about the TopEase Control Management Software
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Experience in a free Live-Demo, how TopEase digitizes your internal control system – from central control documentation through control assessments to the risk-control matrix. Our experts will give you a live demonstration of the platform – tailored to your specific ICS requirements.
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