---
title: "Integrated Deferral Approval Process for Schedules"
slug: "deferring-schedules"
description: "Learn how to enable and manage schedule deferrals, including the approval process and risk analysis, for efficient project management."
tags: ["PEI", "Deferral", "PLSS"]
updated: 2026-10-27T23:11:33Z
published: 2026-10-27T23:11:33Z
canonical: "ims-handbook.cenosco.com/deferring-schedules"
---
> ## Documentation Index
> Fetch the complete documentation index at: https://ims-handbook.cenosco.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Integrated Deferral Approval Process for Schedules
When a Schedule is [Final Approved](/v414/docs/approving-editing-and-extending-schedules), but still [Uncredited](/v414/docs/step-c-crediting-schedules), it can be Deferred (via an Integrated Deferral Approval Process).
Enabling & Showing the Deferrals
### Enabling the Integrated Deferral Process
To show the Deferral functionality, your CSA must first enabled this in the [Application Settings](/v414/docs/application-settings). To enable Integrated Deferral for Schedules:
- Navigate to Settings \ Maintenance \ Configuration \ Application Settings.
- Use the search bar to search for Schedule deferral integrated.
- Click the blue *Edit* button.
- In the B value field enter "1".
- In the N value field enter "33" to enable deferrals for PEI and CIVIL, or enter "49" to enable deferrals for PLSS, PEI, and CIVIL.
- Click **Save**.
Enabled Integrated Deferrals.
### Enabling Final Approval of the Schedule of Deferral Approval
In addition, the [Application Setting](/v414/docs/application-settings) "Final approve schedule after CHD" can also be enabled. When this setting is set to disabled (default), the Schedule will advance to [Level 1 Approval](/v414/docs/deferring-schedules#schedule-goes-to-level-1-approval) after the Deferral is Approved. If the Application Setting is enabled, then the Schedule will go to Final Approval after the Deferral is approved.
### Showing the Deferral Main Screen (Grid List)
The **Deferral** Main Menu can be enabled via **My Account**.
Select the Deferral Main menu in My Account.
There is also a CHANGE/DEFERRAL Role. This needs to be assigned when a user has no other IMS Roles. See [Security Settings](https://ims-handbook.cenosco.com/v414/docs/security-settings#users).
If the Integrated Deferral Process is not used for your site, see how standard Deferrals (Extensions) work in [Approving, Editing and Deferring Schedules](/v414/docs/approving-editing-and-extending-schedules).
## Integrated Deferral Workflow
The Integrated Deferral Workflow is depicted below:
.jpg?sv=2026-02-06&spr=https&st=2026-10-28T13%3A37%3A47Z&se=2026-10-28T14%3A37%3A47Z&sr=c&sp=r&sig=KG8NXib92HeT%2BgtBWUiZU48IQFOFrh6GfP1LGTrisOo%3D)
The Deferral workflow in IMS PEI.
## Creating Deferrals
Deferrals are only mandatory (indicated in yellow) for Category 1 Schedules. For Category 2 and Category 3 Schedules it is optional (indicated in blue). Deferral only becomes applicable when a Schedule has been approved, thus it will not be available for Schedules that are still in Draft. Already Credited Schedules can also not be deferred.
Take Note
Only Uncredited Schedules can be Deferred.
A Deferral can either be created from the **Deferral** Main Screen (grid), or from a Schedule Details Page.
Deferrals can be created from the Deferrals Main Screen (grid).
Schedules can also be Deferred from the Details page.
When you Edit a Schedule and want to change the User Date, then a Deferral is also mandatory (yellow for Category 1) or optional (for Category 2 and 3).
When Editing the User Date, a Deferral is mandatory (for Category 1) or optional (Category 2 and 3).
When, for the Category 1 Schedule, the User Date is changed (outside all possible NIDs) without a Deferral, it will not be saved, and a warning will be shown.
When trying to change the User Date a warning is given.
The Deferral Approval Process
The Deferral Approval Process in IMS PEI is similar to the [IMS RCM Change and Deferral Process](/v414/docs/rcm-changes-and-deferrals). It must first be Requested, then Approved and lastly Implemented.
### Requesting a Deferral
When a Schedule is [Final Approved](/v414/docs/approving-editing-and-extending-schedules), but still [Uncredited](/v414/docs/step-c-crediting-schedules), it can be deferred. When you click the **DEFER** button a pop-up with the Deferral details appear.
.png?sv=2026-02-06&spr=https&st=2026-10-28T13%3A37%3A47Z&se=2026-10-28T14%3A37%3A47Z&sr=c&sp=r&sig=KG8NXib92HeT%2BgtBWUiZU48IQFOFrh6GfP1LGTrisOo%3D)
The Deferral pop-up.
When the Deferral is created from the Schedule Details Page, that Schedule will automatically be added to the Schedule list. You can also manually add Schedules to the Schedules list. Equipment will automatically be added in the Location / Equipment list based on the selected Schedule(s). In addition, it is important to select a Related Discipline, Request Priority, add a Schedule Reason note and a New Schedule Due date.
### Specify Deferral Details and Submit for Approval
After the Risk Analysis is filled in and **Saved** and at least 1 Approver was added in the Deferral Approval Stage, you can **Submit for approval**. Optionally, Implementers can also be added.
At least a Risk Analysis must be done and 1 Approver must be added before the Deferral can be Submitted for Approval.
#### Add Deferral details to the request
Add deferral details such as unit, priority, deferral reason, new Schedule due date, number of allowed deferrals, the Schedule(s) to be deferred, etc.
#### Risk Analysis
Carry out a risk assessment (along with justification) to identify the unmitigated risk level. Do this by accounting for consequence and likelihood of failure.
#### Monitoring and Control
Following risk ranking, actions to be performed to control the risk are identified. Indicate if operational mitigations are present.
#### Technical Evaluation
Review relevant historical inspection findings and based on technical evaluation, justification for deferral is provided. Update the Technical Evaluation section with a summary of past inspections and results of technical evaluation. Relevant supporting documents can be added as Attachments.
#### Attachments
To learn more about adding attachments see [IMS Details Page](/docs/ims-details-page-options#attachments-section).
#### Deferral Approval Stage and Deferral Implementer Stage
Set up Approval levels. Approvers & Implementers can also be [preselected for Locations](/v414/docs/deferring-schedules#preselected-approvers-implementers). IMS will then automatically add predefined Approvers & Implementers to Deferrals with associated Locations.
You can specify multiple Approvers. All can be specified on the same Tier level, or on different Tier Levels. If all are on the same Tier, they will all be notified simultaneously. If on different Tiers, then they will only be notified after the Approvers on the Tiers higher than them have Approved. Similarly multiple Implementers can also be specified.
#### Schedule will warn when incomplete.
In the Schedule a warning will show if the Deferral Details has not been completed.
Warning is shown when the Deferral request is incomplete.
### Approvers Notified
An email with a link will be sent to the Approver(s) and the Schedule will go back in Draft. In the Schedule’s Approval section, one will see that a Deferral Request is pending.
.png?sv=2026-02-06&spr=https&st=2026-10-28T13%3A37%3A47Z&se=2026-10-28T14%3A37%3A47Z&sr=c&sp=r&sig=KG8NXib92HeT%2BgtBWUiZU48IQFOFrh6GfP1LGTrisOo%3D)
A pending Deferral shows in the Schedule’s Approval section.
> [!NOTE]
> Note
>
> If all Approvers are on the same Tier, they will all be notified simultaneously. If on different Tiers, then they will only be notified after the Approvers on the Tiers higher than them have Approved.
### Approve the Deferral
Each Approver can follow the e-mailed link or select the Deferral directly in IMS. After review, they can either **Approve** or **Reject** the Deferral in the Deferral Approval Stage section on the Deferral Details Page.
#### Schedule goes to Level 1 Approval
The Schedule will now automatically go to "LEVEL 1 APPROVAL" when all Approvers have approved (or Final Approval depending on [Application Setting](/v414/docs/deferring-schedules#enabling-final-approval-of-the-schedule-of-deferral-approval) "Final approve schedule after CHD").
#### If Reject, Re-Initiate Request
If the request was **Rejected**, the the Requester will be notified via e-mail. He can then go back to the Deferral and make the necessary changes. Thereafter he can **Re-Initiate** the Deferral Request. The Approvers will again be notified.
#### Updating the list of Approvers
Some Users can still update the list of Approves. These Users are:
- Users with an Admin role.
- Approvers who are defined in the approval stage grid, when the status is “Waiting for approval”.
- Implementers who are defined in the implementation stage grid, when the status is “Waiting for implementation”.
The Approver can Approve or Reject the Deferral.
### Implementers Notified
An email with a link will be sent to the Implementer(s) after all Approvers have approved the Deferral. The Requester will also be notified.
### Implement the Deferral
Now each Implementer can follow the e-mailed link or select the Deferral directly in IMS. After all the changes have been implemented (e.g., in SAP, and the Schedule is **FINAL APPROVED**), the implementation can be confirmed by Approving (or Rejecting) in the Deferral Implementation Stage section on the Deferral Details Page.
The Implementer can then Approve or Reject the Deferral.
If Implementation is confirmed by all, the Requester is notified by e-mail.
If the Implementer Rejects the Deferral, he needs to select an Approver. The selected Approver will then again be notified via e-mail, and the Schedule will again go back into Draft (if it was FINAL APPOVED), else it will stay on LEVEL 1 APPROVAL.
Take Note
It is not possible to make any changes to the Deferral after the Implementation is confirmed (Approved) by all. In this case, if changes are needed, you will have to cancel the Approval of the Deferral to put it back intro Draft. After the changes are made the Approval process will need to start from scratch again.
### Approve the Schedule
Lastly the Schedule needs to be [Final Approved](/docs/approving-editing-and-extending-schedules), unless the [Application Setting](/v414/docs/deferring-schedules#enabling-final-approval-of-the-schedule-of-deferral-approval) "Final approve schedule after CHD" is enabled, in which case it will automatically be Final Approved.
## Reviewing Deferrals
You can go to the Deferral Main Screen (grid list). Here you can use the scope and filter to find and review your Deferrals.
.jpg?sv=2026-02-06&spr=https&st=2026-10-28T13%3A37%3A47Z&se=2026-10-28T14%3A37%3A47Z&sr=c&sp=r&sig=KG8NXib92HeT%2BgtBWUiZU48IQFOFrh6GfP1LGTrisOo%3D)
Use the filter to find relevant Deferrals.
For more information on the Deferral Main Screen see [IMS Main Screen (Grid List)](/v414/docs/basic-navigation-other-main-menu-options).
## Preselected Approvers & Implementers
Approvers & Implementers can be preselected for Locations in [Settings\Maintenance\Common Data\Deferral\Auto Approval selection](/docs/common-data-settings).
.png?sv=2026-02-06&spr=https&st=2026-10-28T13%3A37%3A47Z&se=2026-10-28T14%3A37%3A47Z&sr=c&sp=r&sig=KG8NXib92HeT%2BgtBWUiZU48IQFOFrh6GfP1LGTrisOo%3D)
Approvers and Implementers can be preselected in settings.
IMS will automatically add predefined Approvers & Implementers to Deferrals with associated Locations.
## Deferring Schedules Again
It may happen that a Schedule of which the Deferral has already been [implemented](/v414/docs/deferring-schedules#implement-the-deferral), needs to be Deferred again. It is possible to Defer a Schedule more than once.
By design it is not possible to make any changes to an Implemented Deferral. Thus you will either have to [create a new Deferral](/v414/docs/deferring-schedules#multiple-schedules-in-implemented-deferral) or [cancel the Deferral's Approval](/v414/docs/deferring-schedules#only-applicable-schedule-in-implemented-deferral). The first option is normally advised.
### Creating a new Deferral
It is normally not advised to **Cancel Approval** of the Implemented Deferral. For example, it may happen that you need the change an individual Schedule that is part of a multiple Schedule Deferral. By cancelling the Approval, the Deferral of all Schedules in that Deferral are canceled. The better approach is to leave the original Deferral as is and then Defer the applicable Schedule again:
- Open the individual Schedule.
- You should notice that it has already been Deferred (in the below example it was Deferred once.)
Original Deferral information.
- Click **DEFER**.
- [Create a new Deferral](/v414/docs/deferring-schedules#creating-deferrals). Extension will show how many times the Schedule has been Deferred. In the below example, it is the second Deferral and it therefore shows "2". Also Repeat Request should now automatically be checked.
.png?sv=2026-02-06&spr=https&st=2026-10-28T13%3A37%3A47Z&se=2026-10-28T14%3A37%3A47Z&sr=c&sp=r&sig=KG8NXib92HeT%2BgtBWUiZU48IQFOFrh6GfP1LGTrisOo%3D)
When a Schedule is Deferred for the second time, Extension will show "2" and Repeat Request will be checked.
- Then follow the [Deferral Approval Process](/v414/docs/deferring-schedules#the-deferral-approval-process) until the Implantation is Approved.
- **Final Approve** the Schedule.
- After the Schedule is Final Approved, the new Deferral information will show.
.png?sv=2026-02-06&spr=https&st=2026-10-28T13%3A37%3A47Z&se=2026-10-28T14%3A37%3A47Z&sr=c&sp=r&sig=KG8NXib92HeT%2BgtBWUiZU48IQFOFrh6GfP1LGTrisOo%3D)
New Deferral information will show.
By design the original Deferral Details Page will still include the Schedule that you now Deferred for the second time. However, after the Schedule is Approved, the Schedule NID will also update in this original Deferral to show the new extended date.
Caution
The latest implemented Deferral will overrule all other Deferrals on the Schedule. This also means when the original Deferral is backed out and approved again, then this will be the last implemented Deferral and thus overrule the other deferral.
### Cancel the Deferral's Approval (only one Schedule in Deferral)
If the already Implemented Deferral includes only the applicable Schedule then you can choose to cancel the Deferral's Approval:
- Click **Cancel Approval**.
If the Implement Deferral includes only the applicable Schedule you can Cancel Approval.
- Change the New Schedule Due Date.
Change the New Schedule Due Date.
- Make all other changes needed, e.g., update the Risk Analysis.
- When done [Submit for Approval](/v414/docs/deferring-schedules#specify-deferral-details-and-submit-for-approval).
- The whole Approval process will then be repeated starting with the [Notification of the the first Approver](/v414/docs/deferring-schedules#approvers-notified).
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