DI 39563.434 Workflow Controls
State agencies should constantly study their workflow system. The DDS administrator and other management staff should maintain a current and detailed agency workflow chart. Guidelines should be set specifying timeframes at each work station, and the supervisor of each station should see that the timeframes are observed.
Processing time and the caseflow process at and between work stations should be monitored regularly. DDS management should assure that the workflow provides for the immediate assignment of work to examiner and support staff, with only minimal movement between processing points.
Case and workflow processes should be structured so that disability cases can be quickly accounted for and located; correspondence can be associated immediately upon receipt; and inquiries answered promptly.
Workflow design should be such that DDS management can immediately identify potential processing problem areas and respond by committing adequate resources to meet workload demands or by taking corrective action.