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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 . 1. ICT A ccessibility is a Complex T opic.

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an accessibility implementation framework v 2 0

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

1

ict a ccessibility is a complex t opic
ICT Accessibility is a Complex Topic
  • Many moving parts = many challenges
    • Technical
    • Organizational
    • Legal
    • Cultural
  • Touches many areas of an organization in different ways

“Organizational Enablement” is required to effectively and successfully address the complexities ICT accessibility within an organization.

an accessibility framework
An Accessibility Framework

Organizational Components

Assess business needs and make accessibility investments

  • Gain top level “buy-in” and set organization expectation levels
  • Ensure accessibility policies are defined
  • Develop strategy and implementation plans

Create an organizational model

Implementation Components

  • Measure and track progress

Plan Strategically

  • Automate for productivity and quality
  • Validate thoroughly, early, and often
  • Grow awareness and provide education / training
getting started
Getting Started
  • Gain top level “buy-in” and set organization expectation levels

Start at the top: Obtain executive buy-in

  • Create an executive presentation or “sell” package
    • Clearly articulate the importance and need for an accessibility program
      • Business advantages and risk mitigation
    • The 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 program

Set organization expectation levels

  • Multi-year initiative
  • Dynamic, with course and trajectory adjustments as needed
the organization policy
The 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 policies
  • The “big stick”

Core Team for Accessibility Policy Development

  • Ensure accessibility policies are defined

Stakeholders

HR

Legal

Procurement

Development

CIO

Unit Execs

Marketing

Other

Review / Concurrence

develop a strategy
Develop a Strategy
  • Develop strategy and implementation plans

Key elements of an organization’s ICT accessibility strategy

  • Rationale and goals of the program
  • Linkage to the organization’s ICT accessibility policy, relevant standards, regulations, etc.
  • Definitions of high-level organizational and governance models
  • Funding, budget, and other financial considerations
  • A strategic framework for developing operational work plans
  • Assumptions, dependencies, and risks
neutral organizational placement for centralized accessibility program
Neutral Organizational Placement for Centralized Accessibility Program

Create an organizational Model

  • 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

organizing accessibility

2nd level

subunit

accessibility

focal point

2nd level

subunit

accessibility

focal point

Subunit

accessibility

focal point

Centralized

Accessibility

Centralized

Accessibility

Centralized

Accessibility

Program

2nd level

subunit

accessibility

focal point

Subunit

accessibility

focal point

2nd level

subunit

accessibility

focal point

Subunit

accessibility

focal point

2nd level

subunit

accessibility

focal point

Organizing Accessibility

Create an organizational Model

  • Senior manager “executive sponsor”
  • Centralized accessibility function
    • Policy and governance
    • Technical consulting
    • Business development / sales support
    • Project office
    • Other?
  • Sub-Unit focal points / coordinators
    • Loosely connected (dotted line)

Centralized

accessibility

program

prioritize the work e ffort
Prioritize the Work Effort
  • Develop strategy and implementation plans

Priority 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

program costs
Program Costs

Assess business needs and make accessibility investments

Determining Factors

  • Funding Models
  • Speed and trajectory of the ICT accessibility initiative driven by
    • Urgency based on business or other requirements
    • Budget considerations
  • Startup and ongoing costs
accessibility implementation framework 2nd level
Accessibility Implementation Framework:2nd level
  • Measure and track progress

Plan Strategically

  • Automate for productivity and quality
  • Validate thoroughly, early, and often
  • Grow awareness and provide education / training
  • 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
accessibility program framework 3rd level detail
Accessibility 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

slide15

No

No

Yes

Plan Strategically

Integrate Accessibility into Key Business

Processes: Procurement Example

From org. ICT need to accessibility process flow

Step 1 Determine type of EIR accessibility procurement (Apply accessibility clause usage guidelines)

  • Accessibility compliance not required
  • No Accessibility procurement clause required

Yes

Step 2

Develop the specs, scope of work, and Ts / Cs

  • Include accessibility compliance criteria
  • Acquire and review potential supplier VPATs (Voluntary Product Accessibility Templates)
  • Determine accurate accessibility compliance status to criteria

Step 3

Perform market research on the accessibility status of available products

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 request

Step 5

Route solicitation for internal review, comments, and approval

Step 6

Submit purchase request and initiate solicitation

  • 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

Step 7

Evaluate vendor responses

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)

Step 9

Award and implement contract

  • Receipt
  • Installation
  • Final accessibility validation in own environment (test servers, etc.)
  • Solution maintenance

Step 10

Contract life cycle and maintenance

  • 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
form an organizational a ccessibility w orkgroup

Plan 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 leadership
  • Solicits support of management and others as needed

Application / web development

  • Other??
  • Medical / occupational health
  • Project management

Intranet site owners

  • Learning

Internet site owners

Internal ICT

  • Business controls / compliance office

Communications

  • HR
  • Legal / Civil Rights

Procurement

reporting organization s accessibility status
Reporting Organization’s Accessibility Status
  • Keeps accessibility squarely on the radar of the executives
  • Shows organization progress being made (hopefully!)
  • Identifies problems / issues requiring more focus or executive support
  • Confirms that current focus areas match executive priority expectations
  • Motivates stakeholders to maintain momentum
ict accessibility reporting approaches
ICT Accessibility Reporting Approaches
  • Executive meetings / presentations (preferred)
    • Ensures that the information is being conveyed
    • Gives the opportunity to interact with executive(s)
      • Questions can be directly responded to
      • May result in to do’s received 1st hand
    • Helps maintain a high profile for ICT accessibility
    • Slide deck becomes a progress record
  • Written reports
    • Keeps progress documented
    • Does not allow for interaction
    • May or may not or be read
    • Better suited for a for single topic
putting it a ll together
Putting it All Together
  • Set organization expectation levels
    • Multi-year initiative
    • Dynamic, with course and trajectory adjustments as needed
  • Ensure accessibility policies and objectives are defined
  • Assess business needs and make accessibility investments
  • Prioritize the accessibility work
  • Develop strategy and plans using an Accessibility Framework
  • Form a collaborative team(s)
  • Identify accessibility skill gaps and develop training plans
  • Develop short / long term goals and measure to them
  • Stay on the executive radar
  • Execute!