Identification Number:
DI 39539 TN 22
Intended Audience:See Transmittal Sheet
Originating Office:DCO ODD
Title:DDS Supplies
Type:POMS Transmittals
Program:Disability
Link To Reference:
 

PROGRAM OPERATIONS MANUAL SYSTEM
Part DI – Disability Insurance
Chapter 395 – DDS Fiscal and Administrative Management
Subchapter 39 – DDS Supplies
Transmittal No. 22, 09/13/2019

Audience

ODD-DDS: ADM;

Originating Component

ODD

Effective Date

Upon Receipt

Background

POMS DI 39539.005 through .013 provide the procedures for the DDS to order published works in paper format. Many of the procedures and names were out-of-date. We updated procedures and names of services. Additionally, during a recent Office of Information Security (OIS) audit, OIS identified updates that needed to be made for Information Security reasons. We made those requested updates as well.

 

Summary of Changes

DI 39539.005 SSA Automated Distribution Management System (ADMS)

The previous version was out-of-date. We updated the names of systems and components. Additionally we revised the ordering procedures to reflect the new, electronic systems. Finally, we hyperlinked all websites and removed the addresses from view.

DI 39539.007 SSA Direct Delivery Order Management System (DDOMS) -- DDS

We hyperlinked all websites and removed the addresses from view.

DI 39539.009 SSA Online Supply Ordering System -- DDS

We hyperlinked all websites and removed the addresses from view.

DI 39539.011 SSA Supply System (SSSS) Catalog -- DDS

We hyperlinked all websites and removed the addresses from view.

DI 39539.013 SSA Customer Service -- DDS

The previous version was out-of-date. We updated the names of systems, components, and contact information. We hyperlinked all websites and removed the addresses from view.

DI 39539.005 SSA Electronic Automated Distribution Management System (eADMS)

A. Introduction

The Office of Media and Logistics Management (OMLM) manages the Electronic Automated Distribution Management System (eADMS). The eADMS delivers selected SSA publications (e.g., POMS, MSOM, CFR, Federal Register, Commissioner Bulletins, etc.) to offices on predetermined dates.

B. Procedure

1. DDS responsibility

The Disability Determination Services (DDS) is responsible for establishing controls to ensure the quantities and items placed on the eADMS distribution lists are valid. When appropriate, the DDS should furnish justification or approvals of items placed on the distribution lists. Responsibilities include:

  • submitting correct mailing address

  • submitting publication needs and quantity requirements

  • keeping information on the eADMS current by promptly requesting additions, deletions, and/or changes

    •  

      DDS questions and/or problems regarding distribution of SSA publications should be directed to the regional office. The regional office may contact OMLM via the SSA Intranet or via telephone at (410) 965-7253 or (410) 966-2173.

2. Changing address and/or distribution data

To change either address data or quantity requirements, use the eADMS.

Changes must be submitted within ten days of actual need to prevent misdirected mail.

If an office receives a discrepant delivery of paper POMS, immediately report the discrepancy via e-mail .

3. Maintaining distribution lists

Each new publication will be assigned a three digit distribution list number as an identifier when making changes to items delivered via the eADMS.

To obtain a copy of the current distribution list of your office, contact OMLM. You may also request the information via e-mail.

4. Obtaining extra copies

Some publications are also stocked in the SSA Supply Warehouse. To obtain publications outside of the eADMS, follow procedures outlined in DI 39539.009 and DI 39539.013.

5. Establishing accounts for new offices

To establish a new account, follow the instructions in the eADMS.

The new recipient office will be assigned a five digit distribution account number. This number must be used in all future contacts with the eADMS control - whether by telephone or correspondence - to identify the office.

DI 39539.007 SSA Direct Delivery Order Management System (DDOMS) -- DDS

A. Introduction

The Direct Delivery Order Management System (DDOMS) is an SSA Intranet based application designed to support the direct delivery system of major use forms and supplies. The DDOMS allows offices to update product quantities--and select the frequency--of major use forms and supplies that are scheduled for direct delivery on predetermined dates.

The schedule is based on quarterly delivery dates. (Note: Pamphlets are distributed only when revised.)

B. Procedure

1. Updating product information

Access DDOMS via the SSA Intranet.

Ensure the DDS office profile is current (e.g., office name, address, contact name, telephone, and email address, etc.). Follow the DDOMS User Guide to update office profile information.

Follow the DDOMS User Guide for updating the quantity of products available for direct delivery.

2. Emergency orders of direct delivery items

Emergency orders of direct delivery items should be submitted using the SSA Online Supply Ordering System. If the quantity allowed by the system is not sufficient to meet your needs, contact the Supply Emergency Desk at (410) 965-2039.

DI 39539.009 SSA Online Supply Ordering System -- DDS

A. Introduction

The Online Supply Ordering System is an interactive—real time—SSA Intranet application that displays current stock and quantities available in the SSA supply warehouse at the time of order. The system allows offices to order forms, publications, and supplies directly from the SSA supply warehouse. The system maintains each office's profile information (e.g., office code, office name, address, contact, password access, etc.).

B. Procedure

Some office supplies—designated for DDS use (e.g., envelopes)--are available to the DDS through the SSA Online Supply Ordering System.

The DDS should inventory supplies on hand at least 2-weeks prior to scheduled requisition date to determine quantity needs.

Assure that quantity ordered meets projected needs for a full 5-month period until the next requisitioning date. Order sufficient quantity to avoid interim or emergency requisitions.

In addition, users may consult SSA Supply System (SSSS) Catalog to determine if item is authorized for DDS usage. This catalog is available online via SSA Intranet.

DI 39539.011 SSA Online Ordering System (OSOS) Catalog -- DDS

A. Introduction

The SSA Online Ordering System (OSOS) Catalog is another SSA Intranet application that displays product information for items housed in the SSA supply warehouse. The catalog displays the inventory as follows:

  • Stock/Publication/Form Number

  • Item Control Number (ICN)

  • Description

  • Unit of Issue

  • Unit Cost

B. Procedure

Access the SSA Online Ordering System (OSOS) Catalog via the SSA Intranet.

The online catalog allows the user to page through the list of supply items or enter specific search criteria (ICN or Stock/Publication/Form #).

DI 39539.013 SSA Customer Service -- DDS

A. Introduction

The Office of Media and Logistics Management (OMLM), Division of Media and Inventory Management, Inventory Management Team offers:

  • a Supply Emergency Desk at (410) 965-2039 that can be used to place emergency requisitions.

    Information regarding the Customer Service and Supply Emergency Desk is available on the SSA Intranet.

B. Procedure

1. Interim requisitions

Interim requisitions may be submitted for:

  • items in short supply because of unexpected demands resulting from program changes,

  • quantities that will not last until the next scheduled requisition delivery date, and

  • inadequate initial distribution amounts of new items.

2. Emergency requisitions

Emergency requisitions may be submitted to avoid or prevent work stoppages. Every effort should be made to obtain or borrow materials from nearby components or through the SSA regional office before submitting an emergency requisition.

Contact the SSA Emergency Supply Desk at (410) 965-2039. Limit emergency requests to no more than 3 items per call. Furnish the following information when calling the help desk:

  • circumstances of call,

  • item control number (ICN),

  • form or stock number,

  • quantity required,

  • DDS office code,

  • office phone number, and

  • caller's name.


DI 39539 TN 22 - DDS Supplies - 9/17/2019