what are deferred submittals

3 min read 27-12-2024

Deferred submittals, in the context of construction and design, represent a strategic approach to managing project information and documentation. They allow for a delayed submission of certain documents or deliverables until a later stage in the project lifecycle. This approach offers several benefits, but also introduces potential challenges that need careful management. This article will delve into the specifics of deferred submittals, explaining their purpose, advantages, disadvantages, and best practices for implementation.

Understanding the Concept of Deferred Submittals

A deferred submittal is simply the postponement of a document's submission deadline. Instead of submitting a document at the initially scheduled time, it is submitted at a later, predetermined date. This delay is usually agreed upon by all relevant stakeholders, including the architect, contractor, and owner. The reason for deferral is often tied to the project's timeline or the availability of information necessary to complete the document accurately.

Common Reasons for Deferred Submittals

Several factors can necessitate the deferral of submittals:

Dependency on other submittals: Some documents require information from other submittals to be complete. Deferring submission until these dependencies are met ensures accuracy and completeness.
Design changes: Unexpected design changes can render existing submittals obsolete, requiring revisions and subsequent resubmission. Deferring the original submittal avoids unnecessary rework.
Material availability: Sometimes, crucial information about materials—like specifications or lead times—isn't available early in the project. Deferring allows for accurate information to be included.
Coordination issues: Coordination between different subcontractors or disciplines can be complex. Delaying submissions until coordination is finalized minimizes conflicts and ensures consistency.
Testing and verification: Certain submittals, such as those related to engineered systems, require testing or verification before submission. Deferring allows for the completion of these processes.

Advantages of Using Deferred Submittals

Strategic use of deferred submittals offers significant advantages:

Improved accuracy: Deferring submissions until all necessary information is available improves the quality and accuracy of the submitted documents.
Reduced rework: By avoiding premature submissions, deferred submittals minimize the need for costly revisions and resubmissions.
Enhanced coordination: Delaying submissions until coordination issues are resolved improves collaboration and reduces conflicts among stakeholders.
Streamlined workflow: A well-planned approach to deferred submittals can simplify the overall project workflow and improve efficiency.
Better resource allocation: Deferring allows for better allocation of resources, focusing efforts on tasks that need immediate attention.

Disadvantages and Potential Challenges of Deferred Submittals

While beneficial, deferred submittals can present challenges:

Potential project delays: Poor management of deferred submittals can lead to overall project delays if not carefully planned and tracked.
Increased administrative burden: Tracking and managing deferred submittals requires careful administration to avoid confusion and missed deadlines.
Communication challenges: Clear communication among all stakeholders is essential to prevent misunderstandings and delays. Regular updates and clear communication protocols are crucial.
Risk of overlooked items: A robust tracking system is required to ensure that all deferred submittals are eventually submitted.

Best Practices for Managing Deferred Submittals

Successfully managing deferred submittals involves implementing the following best practices:

Establish a clear process: Develop a clear and documented process for requesting, approving, and tracking deferred submittals.
Use a central repository: Employ a central database or software to track all submittals, including deferred ones. This facilitates easy access to project information for all stakeholders.
Regular communication: Maintain open and frequent communication among all stakeholders to ensure everyone is aware of the status of deferred submittals.
Proactive monitoring: Actively monitor the progress of deferred submittals to identify and address any potential issues promptly.
Utilize project management software: Software designed for construction management can streamline the process of tracking and managing deferred submittals.

Conclusion: Strategic Use for Optimal Results

Deferred submittals, when implemented effectively, can be a valuable tool for improving project efficiency and ensuring the quality of submitted documents. By understanding the reasons for deferral, proactively managing the process, and adopting best practices, construction and design projects can leverage the advantages of deferred submittals while mitigating the potential risks. Proper planning and communication are paramount for successful implementation. Using robust project management tools and maintaining clear communication channels will significantly increase the likelihood of successful project delivery.