Procurement Glossary
Deviation approval: Process for the controlled release of specification deviations
November 19, 2025
Deviation approval is a formalized process for the controlled release of products or services that deviate from the originally agreed specifications. In procurement, it makes it possible to maintain delivery capability and avoid production downtimes despite minor quality deviations. Find out below what a deviation approval is, how the process is structured and what risks need to be considered.
Key Facts
- Formalized release process for products with minor specification deviations
- Temporary solution to maintain delivery capability in the event of quality problems
- Requires clear evaluation criteria and defined responsibilities
- Must be limited in time and linked to corrective measures
- Documentation requirements for traceability and risk management
Contents
What is a deviation permit? Definition and classification
Deviation approval is a structured quality process that makes it possible to use products or materials despite minor deviations from the original specifications.
Basic features and areas of application
Deviation approval is used when suppliers deliver products that do not fully comply with the agreed specifications but are still functionally usable. The process includes a systematic evaluation of the deviation in terms of its impact on function, safety and quality.
- Assessment of the functional impact
- Examination of safety aspects
- Analysis of the cost consequences
- Definition of restrictions on use
Deviation approval vs. quality inspection
While the quality inspection checks conformity with specifications, the deviation approval evaluates usability despite any defects found. It adds a pragmatic component to quality management in Procurement.
Importance of deviation approval in Procurement
In the procurement context, deviation approval enables a flexible response to supply problems without jeopardizing the entire supply chain. It is an important tool for maintaining production capability while at the same time controlling quality risks.
Process steps and responsibilities
The deviation approval process follows a structured procedure with clearly defined responsibilities and decision criteria.
Initiation and evaluation
The process begins with the identification of a deviation by the incoming goods inspection or the supplier itself. A multidisciplinary assessment analyzes the technical, safety and commercial implications.
- Documentation of the deviation
- Technical evaluation through development
- Safety assessment through quality
- Commercial evaluation by Procurement
Decision-making and approval
The decision on a deviation approval is made by a defined committee based on a risk assessment and analysis of alternatives. Restrictions on use and time limits are defined.
Implementation and monitoring
After approval, the deviating material is used in a controlled manner under defined conditions. A control plan ensures that the defined monitoring measures are adhered to.
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Important KPIs for deviation approvals
Process effectiveness is measured using specific key figures that evaluate both efficiency and quality.
Process KPIs
The lead time from the deviation report to the decision is a critical indicator of process efficiency. The number of deviation approvals per period and supplier is also monitored.
- Average processing time
- Number of deviation approvals per month
- Proportion of approved vs. rejected applications
Quality KPIs
The monitoring of follow-up errors and complaints for approved deviations shows the quality of the decision-making process. Quality costs due to deviation approvals are recorded separately.
Supplier KPIs
The frequency of deviation requests per supplier serves as an indicator of supplier quality. Repeated deviations of the same type indicate systematic problems that should be addressed by 8D reports.
Risks, dependencies and countermeasures
Deviation approvals entail various risks that must be minimized by taking appropriate measures.
Quality and safety risks
The use of deviating products can lead to quality problems or safety risks. An inadequate assessment can have serious consequences, especially for safety-critical components.
- Functional impairments
- Security risks for end users
- Liability risks
- Reputational damage
Process risks and dependencies
Unclear responsibilities or incomplete documentation can lead to incorrect decisions. The dependence on individuals for the assessment represents an additional risk.
Preventive countermeasures
Structured quality gates and regular audits minimize the risks. An effective lessons learned system helps to continuously improve the process.
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Practical example
An automotive supplier delivers plastic parts with a slight color deviation. The technical assessment shows that the function is not impaired and the part is only used in non-visible areas. After checking the safety aspects and coordinating with the customer, a temporary deviation approval is granted for 1000 pieces while the supplier rectifies the cause in parallel.
- Immediate production release prevents downtime
- Parallel root cause analysis by suppliers
- Controlled use with quantity limitation
Current developments and effects
Digitalization and new technologies are changing the way deviation approvals are managed and monitored.
Digital workflow systems
Modern companies are increasingly relying on digital platforms for the management of deviation approvals. These enable faster processing, better traceability and automated escalation processes.
- Automated notifications
- Digital approval workflows
- Integrated risk assessment
AI-supported decision support
Artificial intelligence supports the evaluation of deviations by analyzing historical data and predicting effects. Machine learning algorithms can recognize patterns in deviations and suggest preventive measures.
Stricter compliance requirements
Regulatory developments are leading to stricter documentation and verification requirements. Traceability is becoming a critical success factor for deviation approval.
Conclusion
Deviation approval is an indispensable tool in modern quality management that reconciles flexibility and control. A structured process with clear responsibilities and systematic risk assessment makes it possible to avoid delivery bottlenecks without jeopardizing product quality. Increasing digitalization offers new opportunities for more efficient processes and better decision support. Successful companies use deviation approvals as a strategic tool to optimize their supply chain while maintaining high quality standards.
FAQ
What is the difference between deviation approval and special approval?
A deviation approval refers to parts with deviations that have already been produced, while a special release is issued preventively for planned changes. Both processes have different evaluation criteria and responsibilities.
Who is responsible for deciding on deviation approvals?
The decision is typically made by a multidisciplinary team from Quality, Development, Procurement and, if necessary, the customer. The final responsibility usually lies with the quality manager or a defined decision-making body.
How long is a deviation permit valid for?
Deviation permits are generally limited in time or quantity. The period of validity depends on the type of deviation, but is rarely more than 3-6 months. An extension requires a new assessment.
What documentation is required for deviation approvals?
The deviation description, technical assessment, risk assessment, release decision and proof of use are required. This documentation must be available for audits and traceability and comply with regulatory requirements.
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