1 An Accessibility Implementation - PowerPoint Presentation

1 An Accessibility Implementation Framework V. 2.0 Jeff Kline (jeff.kline@dir.texas.gov) Texas Statewide EIR Accessibility Coordinator Note: Refer to speaker notes if you have problems viewing presentation slides

2ICT Accessibility is a Complex TopicMany moving parts = many challengesTechnicalOrganizationalLegalCulturalTouches many areas of an organization in different ways“Organizational Enablement” is required to effectively and successfully address the complexities ICT accessibility within an organization.

3An Accessibility Framework Organizational Components Gain top level “buy-in” and set organization expectation levels Ensure accessibility policies are defined Develop strategy and implementation plans Create an organizational m odel Assess business needs and make accessibility investments Implementation Components Plan Strategically Automate for productivity and quality Validate thoroughly, early, and often Grow awareness and provide education / training Measure and track progress

4Gain top level “buy-in” and set organization expectation levels Getting StartedStart at the top: Obtain executive buy-inCreate an executive presentation or “sell” package Clearly articulate the importance and need for an accessibility programBusiness advantages and risk mitigationThe state of ICT accessibility within the organization if known (if not known, that can be a risk in itself)Examples of adverse impacts A clearly defined set of accessibility program objectives Recommended next steps Gain the commitment of top executives in the form of resources (human and financial) Obtain an executive sponsor or “champion” to oversee and guide the programSet organization expectation levels Multi-year initiativeDynamic, with course and trajectory adjustments as needed

5Ensure accessibility policies are definedThe Organization Policy Develop an ICT accessibility policy Foundation on which other aspects of ICT accessibility are built Create a team of SMEs to develop the policy Should not be voluminous or contain technical specs Leverage similar, existing policiesThe “big stick” Core Team for Accessibility Policy Development Stakeholders Review / Concurrence HR Legal Procurement DevelopmentCIOUnit ExecsMarketingOther

6Develop strategy and implementation plans Develop a StrategyKey elements of an organization’s ICT accessibility strategyRationale and goals of the programLinkage to the organization’s ICT accessibility policy, relevant standards, regulations, etc. Definitions of high-level organizational and governance modelsFunding, budget, and other financial considerations A strategic framework for developing operational work plans Assumptions, dependencies, and risks

7Create an organizational ModelNeutral Organizational Placement for Centralized Accessibility Program Considerations Is it positioned to reach across the enterprise?Will it have the clout to be effective in driving transformation and policy?Can it maintain its ability to perform without being subjected to the parochial interests of the organization in which it resides? Will it get the care and attention needed over time ?Sample Neutral Placement Analysis Location Pros Cons Human resources Good for driving internal ICT, HR policy components, and enforcement; is familiar with the entire enterprise or organization. Difficult for driving compliance for external products and services. Compliance Consistency with other compliance programs; associated and strong ability to govern by means of business controls and audits. Far removed from technical work and its management; no ownership of or accountability to the product areas affected. Locating accessibility here means locating technical skills in a nontechnical area. Product development Close integration with development community; strong ability to supply staff with technical skills. Competing business requirements will make accessibility the victim of trade-offs and marginalization; not likely to focus on internal ICT and other affected areas of the organization.Internal ICTEffective for driving internal ICT compliance; potential for strong linkage with HR and other areas of the enterprise.Considered “infrastructure” and more susceptible to budget and funding fluctuations; will find it difficult to drive accessibility to profit-and-loss areas of the organization.Corporate or organization-wide operationsProvide ability to reach across the organization and require a level of accountability; the authority of a top-level function of the organization won’t be questioned. Could be viewed as a support function that can be easily dismissed or treated as lower priority by other stakeholder areas; limited accountability for results.

8Create an organizational ModelOrganizing AccessibilitySenior manager “executive sponsor” Centralized accessibility functionPolicy and governanceTechnical consultingBusiness development / sales supportProject officeOther?Sub-Unit focal points / coordinators Loosely connected (dotted line) 2 nd level subunit accessibility focal point 2 nd level subunit accessibility focal point 2nd level subunit accessibility focal pointCentralized Accessibility 2nd level subunit accessibility focal point2 nd level subunit accessibility focal pointCentralized Accessibility Subunit accessibility focal pointSubunit accessibility focal pointSubunit accessibility focal point Centralized Accessibility Program Centralized accessibility program

9Develop strategy and implementation plans Prioritize the Work EffortPriority classification hierarchy* example External products, Internet and internet applications, etc . Internal use: Intranet and intranet applications, desktop apps, copy machines, telecommunications, etc. *Priority classification assumptions 1. New applications under development, being updated, or being procured should receive priority within the priority class

10Assess business needs and make accessibility investments Program CostsDetermining FactorsFunding ModelsSpeed and trajectory of the ICT accessibility initiative driven by Urgency based on business or other requirementsBudget considerationsStartup and ongoing costs Cost Type Element Start-up Investment Level Ongoing Investment Level Human resources Enterprise/organization staffing High Medium Human resources External consulting Medium/high Low/very low Human resources Subunit/2nd-level subunit coordinators Low Low Human resources Overall Initiative management Medium Low Human resources Policy and process creation / integration Medium Low Human resources Training Medium Medium Human resources Manual testing Medium Medium/high Human resources Accessibility development Low Medium Human resources Management system development Medium Low Human resources Marketing support (private sector) Medium Low ICT hardware/ software Tracking/reporting tools Medium Very Low ICT hardware/ software Enterprise scan tool(s) Medium Low ICT hardware/ software Enterprise scan tool maintenance Low Low ICT hardware/ software Developer tools Medium Low ICT hardware/ software Test tools Medium Low ICT hardware/ software Development and test tool maintenance Low Low ICT hardware/ software ICT hardware (desktop computers, etc.) Low Low ICT hardware/ software ICT service (database hosting, etc.) Low Low

11Accessibility Implementation Framework: 2nd level Plan Strategically Automate for productivity and quality Validate thoroughly, early, and often Grow awareness and provide education / training Measure and track progress Obtain initiative support of organization executive team Develop long term organization goals Integrate into or develop processes to ensure consistency over time Select appropriate ICT technologies / suppliers Effectively manage the ICT accessibility exception process Maintain flexibility to adapt to criteria changes (508 refresh, WCAG 2.0, etc) Charter a workgroup with representation from key areas of the organization

12Accessibility Program Framework: 3rd level detail Creation of action plans, project plans, work breakdown structures, etc. Obtain initiative support of organization executive team Develop long term organization goals Integrate into or develop processes to ensure consistency over time Select appropriate ICT technologies / suppliers Effectively manage the ICT accessibility exception process Maintain flexibility to adapt to criteria changes (508 refresh, WCAG 2.0, etc) Charter a workgroup with representation from key areas of the organization Organization Work Plan Framework Component Work plan detailed line items   PriorityStatusOwner TeamStart DateTarget Completion Actual CompletionDependencies Integrate into or develop processes to ensure consistency over timeReview and modify as needed current process(s) for accessibility integration HNot Started EIRAC ICT dev 10-Oct 11-Jan   PM Contracts Integrate into or develop processes to ensure consistency over time Determine appropriate processes and process tools for ICT Accessibility H Green EIRAC Exec management / IRM 15-Sep 10-Oct   None Integrate into or develop processes to ensure consistency over time Analyze process(s) effectiveness. Are they being followed? H Green EIRAC Exec management / IRM 10-Oct 10-Jan   None Integrate into or develop processes to ensure consistency over time Integrate accessibility criteria and the exception process into development phases M Not Started EIRAC ICT dev 10-Oct 11-Jan   PM Contracts Integrate into or develop processes to ensure consistency over time Develop guidelines for integrating Accessibility development / test into project schedules H Not Started EIRAC ICT dev 10-Oct 11-Jan   PM Contracts Integrate into or develop processes to ensure consistency over time Develop work sizing guidelines for development and test planning H Not Started EIRAC ICT dev 10-Oct 11-Jan   PM Contracts

13IT Accessibility Implementation Framework Template Plan Strategically Obtain initiative support of organization executive team Develop long term organization goals Integrate into or develop processes to ensure consistency over time Select appropriate IT technologies / suppliers Effectively manage the IT accessibility exception process Maintain flexibility to adapt to criteria changes (508 refresh, WCAG 2.0, etc) Charter a workgroup with representation from key areas of the organization Automate for productivity and quality Provide developers tools to facilitate and remediate accessibility compliance Integrate accessibility into content management systems / processes Utilize standardized accessible templates (CSS, etc) Ensure browser neutral accessibility Utilize enterprise level scan tools for issue identification / resolution Validate thoroughly, early, and often Test internally developed pages and applications Test externally hosted services Test Published documents / information Perform analysis of vendor VPATs and test vendor solutions to validate Develop or integrate corrective actions process management / toolsGrow awareness and provide education / training Evangelize accessibility throughout organization / IT supplier community Build / maintain organization’s technical capacity with SME’s Identify skill gaps, and resolve via and training staffing plans Measure and track progress Develop goal appropriate metrics, and reporting tools / methods Communicate and utilize results to drive initiative trajectory Maintain processes and results for “audit readiness” posture Organization Work Plan

14Plan Strategically Process Analysis Example

15Plan Strategically Include Accessibility in contract oversight process Perform additional testing for solution upgrades/maintenance (as needed) Monitor for quality control and/or necessary corrective actions Monitor contract changes to ensure that IT accessibility compliance is maintained Review or dispute invoices for noncompliant billings Reassess accessibility compliance/compliance status /plans prior to contract renewal Step 10 Contract life cycle and maintenance From org. ICT need to accessibility process flow Step 2 Develop the specs, scope of work, and Ts / CsStep 3Perform market research on the accessibility status of available productsStep 1 Determine type of EIR accessibility procurement (Apply accessibility clause usage guidelines) Accessibility compliance not required No Accessibility procurement clause required Acquire and review potential supplier VPATs (Voluntary Product Accessibility Templates) Determine accurate accessibility compliance status to criteria Include accessibility compliance criteria Step 4 Include accessibility requirements in solicitation document Consider the relative importance of accessibility compliance in the context of the procured product/service Include VPAT documentation requestStep 5Route solicitation for internal review, comments, and approvalStep 6Submit purchase request and initiate solicitation Step 7 Evaluate vendor responses Review for validity by IT accessibility coordinator or authority delegated to accessibility knowledgeable staff Test solution for accessibility to validate documentation (VPAT) provided For noncompliant bid responses Assess the risk of deploying a noncompliant solution Make additional request to supplier for accessibility remediation plan (includes planned compliance date) Identify and recommend best solution for accessibility compliance to program No Yes Step 8 Is pending contract winner accessibility compliant? Initiate accessibility exception process, which includes: Obtain formal accessibility remediation plan from supplier Planned compliance date Develop plan for alternative access methods (with supplier) Receipt Installation Final accessibility validation in own environment (test servers, etc.) Solution maintenance Step 9 Award and implement contract No Yes Integrate Accessibility into Key Business Processes: Procurement Example

16Plan Strategically Form an Organizational Accessibility Workgroup An interdepartmental team representing stakeholder areas of the organization that require or may be affected by ICT accessibility Facilitates progress in ICT accessibility across the organization Identifies inhibitors and works to resolve them as a team Sponsors or leads ICT Accessibility workgroup and subgroup efforts Reports progress and issues to senior leadershipSolicits support of management and others as needed Application / web development Internal ICT Internet site owners Procurement Intranet site owners Communications Medical / occupational health Learning Business controls / compliance office Legal / Civil Rights HR Other?? Project management

17Grow awareness and provide education / trainingIdentify Skill Gaps and Build “Role Based” Accessibility Training PlansCourse Level Course Title All Staff Web Content Producers Web & Application Testers Web Application Developers Procurement Staff Contract Writers Contract Compliance Project Managers Fundamentals Introduction to Accessibility (Self) Required Required Required Required Required Required Required Required Fundamentals Office Documents (Internal) Optional Required Optional Optional Required Required Optional Required Fundamentals PDF (Internal) Required / Optional* Required Optional Optional Required / Optional* Required / Optional* Required / Optional* Required / Optional* Fundamentals HTML (Internal or External) Required Required Required Fundamentals HTML Forms (Internal or External) Required Optional Required Fundamentals Testing & Tools (Internal or External) Required Required Required Fundamentals CSS (Internal or External) Optional Optional Required Fundamentals Javascript (Internal or External) Optional Optional Required Advanced Sharepoint / Dreamweaver (Internal or External) Required / Optional* Advanced ASP / ASP.Net (Internal or External) Required / Optional* Advanced Java / JSP (Internal or External) Required / Optional* Advanced Web 2.0 Technologies (Internal or External) Required / Optional* Specialized Accessibility Law, and its Impacts Required Required Required Required Specialized Accessibility in Contract Solicitations Required Required Required Required Specialized Understanding/validating Vendor ICT accessibility Required Required Required Required * As needed based on assignment.

18Measure and Track Progress Set Short and Long Term Accessibility Goals: Example Web Content: Public Facing and General Access Intranet  Web pages                                                Maintain less than 2.5% pages with accessibility errors PDFs Reduction of inaccessible PDF Documents by 25% within 1 yr 10% additional reduction each subsequent year                             Non-PDF documents   Reduction of inaccessible non-PDF Documents 50% within 1 yr  10% additional reduction each subsequent year                          Validation Select and procure accessibility web scanning tool for internet / intranet pages Begin monthly scans and remediation of errors Internal / External Applications   New internally developed or purchased applications 75% to be accessible                                                 Existing applications10% per year increase in compliance of existing applicationsTraining Intro level accessibility training to staff90% staff within 1 yr; remaining 10% in following yearAccessible Office Documents training  50% staff trained within 1 yr; 50% balance in following year Web developer accessibility training 100% developers trained within 1 yr

19Reporting Organization’s Accessibility StatusKeeps accessibility squarely on the radar of the executivesShows organization progress being made (hopefully!)Identifies problems / issues requiring more focus or executive supportConfirms that current focus areas match executive priority expectationsMotivates stakeholders to maintain momentum

20ICT Accessibility Reporting ApproachesExecutive meetings / presentations (preferred)Ensures that the information is being conveyedGives the opportunity to interact with executive(s)Questions can be directly responded toMay result in to do’s received 1st handHelps maintain a high profile for ICT accessibilitySlide deck becomes a progress recordWritten reportsKeeps progress documented Does not allow for interactionMay or may not or be read Better suited for a for single topic

21Putting it All TogetherSet organization expectation levels Multi-year initiativeDynamic, with course and trajectory adjustments as neededEnsure accessibility policies and objectives are definedAssess business needs and make accessibility investments Prioritize the accessibility workDevelop strategy and plans using an Accessibility Framework Form a collaborative team(s)Identify accessibility skill gaps and develop training plansDevelop short / long term goals and measure to them Stay on the executive radar Execute!