DRAFT - AGGREGATE STATE DDS MONTHLY DATA REQUEST
Prepared for review. No request has been sent.

Purpose
Obtain comparable monthly state Disability Determination Services (DDS) staffing, labor input, productivity, processing-time and pending-workload data. The aim is to examine descriptive associations using the same processing units, workloads and reporting periods, keeping federal SSA employees separate.

Requested coverage
October 2018 through the latest available complete SSA reporting month, prioritizing August 2024 through August 2026 to match the workload data already loaded in the dashboard. Please provide existing machine-readable aggregate extracts (CSV preferred), data dictionaries, revision history, and any published access location. This request does not seek claimant-level or personnel-level records, names, SSNs or other personal identifiers.

Requested fields for each processing unit and standalone reporting month
1. State/DDS or processing-unit code and name, effective dates of code changes, and separate identification of extended service teams, state assistance, and federal assistance. Supply the historical-to-current code crosswalk; do not combine assistance units with their host states.
2. Actual reporting-period beginning and ending dates, fiscal year, reporting month, and number of reporting weeks. Identify whether each value is monthly, year-to-date, fiscal-year, or point-in-time.
3. Beginning and ending staff on duty, average staff/FTEs if maintained, filled and vacant positions, and counts by experienced examiners, trainee examiners, medical/psychological consultants, support staff and other roles. Define employee versus contractor coverage, part-time schedules, pay/non-pay status, and whether doctors under contract are included.
4. Paid hours/workyears and direct productive hours/workyears allocated separately to initial claims, reconsiderations and medical CDRs; separately identify leave, training, management and other indirect time. Provide the applicable workyear conversion and sampling methodology.
5. Source-reported production per workyear, including numerator, denominator, workload and direct-versus-total-resource definition. Provide standalone monthly inputs, not only cumulative ratios. Do not substitute headcount for workyears.
6. Receipts, determinations/clearances, non-determination dispositions, transfers in/out, returns without determination, adjustments, and opening/closing pending. Separate initial claims, reconsiderations and medical CDRs, and distinguish SSDI-only, SSI-only and concurrent cases without double counting.
7. DDS-only processing time and end-to-end processing time as distinct fields, including precise start/end events, population/exclusions, total elapsed days and processed-case counts needed to reproduce each monthly mean. If maintained, provide median/percentile times, pending age and accuracy measures. Identify technical denials and quality review/transit time treatment.
8. Capture/revision date, incomplete-coverage flags, suppression/missing-value codes and changes in definitions or processing systems.

Likely source systems and reports to identify
SSA's FY2023 Q3 Agency Priority Goal plan (printed page16) identifies MI Central for end-to-end processing time, the Disability Operational Data Store (DIODS) for DDS staffing/workload and direct production per workyear, and State Agency Workload Sampling (SAWS) for allocation of staff time to workloads. Historical OIG audit A-02-06-16110 describes the FD-15 DDS Staffing and Workload Analysis report and month-end cumulative PPWY. Please identify and provide the current reports or successor extracts rather than assuming historical report names and definitions still apply.

Public disclosures reviewed
- Total State DDS Employees by State FY2010 to FY2023: annual staff counts, not monthly.
- Monthly SSDI Processing Times for FY2019 - 09-30-24: national ALL/Awards/Denials series, with the final populated observation on June28 2024 despite the filename; no state column.
- Initial and Reconsideration Processing Times Data as of02-24-23: one state/regional/national snapshot; the workbook does not establish a standalone monthly averaging period.
- SSA State Agency Monthly Workload Data: monthly processing-unit workloads and pending, without DDS labor input or processing-time columns.

If the requested data are available only in part, please identify the available fields, years, units and custodian, and release the separable aggregate portions with their definitions. A historical data inventory is not being treated as proof of current public availability.