Meeting Education and Training Requirements for Compliance (508 & 6102)

1. Meeting Education and Training Requirements for Compliance (508 & 6102) Making your way through the Basic Rules and Regulations in a Presentation

2. Objectives • Identifying Basic 508 Compliance • Recognize 6102 Compliance requirements • Employing the use of Storyboard Templates in training development

3. I’d be Thrilled to do a Presentation !

4. Seemed like a simple enough request • Where to begin • Plan • Understand the intent of the presentation • Is it for General use • Will it be accessible on the Intranet or Internet • Then plan for it to be 508 Compliant at the start • Know and understand the basic requirements • Build them in as apart of your product planning and development • When collecting content be aware of personal identifiable information(PII)

5. Things to keep in Mind • Will you have images charts or graphs in your presentation? • Then you will need to provide alternative text • Keep it simple • Ask yourself does the object provide useful information or just glitz and glamour • All of these objects require ALT text

6. Adding Alternate (Alt) Text • Power Point 2007 • Right Click on the Image, Graph or chart • Locate the Size and position Option • Select the Size and position Option • Locate the Alt Text Tab • Enter the Alternate (Alt) text • Close to finish

7. Adding Alternate Text Step 1

8. Size and Position Window Step 2

9. Adding Alt TextStep 3

10. Adding Alt TextCompleted Alt Text

11. Success! You have successfully added Alternate Text to an Image! A+

12. Honorable Mention – But not Covered in today's Presentation • Grouping Objects – when a group of images appear in a single image • Tables and Lists

13. Grouped Objects

14. General Accessibility and Readability • Color • Contrast • Readability

15. Background color • Consider both color and texture for backgrounds

16. Background color

17. Contrast Comparison

18. Slide Background and Fonts • Be aware of the contrast that you use • Needs to be readable by a visual impaired individual • Beware of highlighting and colors

19. Background Images and Transitions • Keep to a minimum • Reduces Distraction • Reduces accessibility issues • Use Standard Non Cursive Fonts • Font’s should be 18 pt or larger • Information and Color

20. Don’t rely on Color • Avoid relying exclusively on color to present information

21. Primary Colors

22. Complimentary colors

23. Color selection tips • Consider your audience. • Strike a balance

24. Color combinations • Use of Color • Use the predefined color schemes in Microsoft PowerPoint • Color combinations may look different when projected • Certain color combinations • Tie the elements of your slides together • multiple background colors

25. Use of colors • Use of color • Sparingly • Don’t use Similar colors • Use color to indicate relationships

26. Example of Color Selection and Meaning • The same information written in different colors can convey different meanings. For example, you can greatly emphasize the meaning of the word hot by using red and orange font colors. Blue font, on the other hand, will detract from the meaning of the word.

27. Color and accessibility • 5 percent to 8 percent of men have some form of color blindness • Avoid relying exclusively on color to present information

28. Flashing and BlinkingDid you Know • Inadvertently Can trigger seizures

29. Accessibility of Cool PowerPoint Tricks • Make sure content is Accessible • Visual Animation • Audio Content • Flash or Flicker • Mouse Rollover

30. Rare • No way you can make your presentation accessible

31. In summary • Make information Screen Reader Accessible • Meaningful images must have Alt Text • Make good contrast and color choices • Use a readable Font and Font size • Minimize Distractions • Make sure all multi-media is accessible

32. There is more to 508 than Visual impairment • What about the hearing impaired • Audio • Narration • Audio files • Close captioning • Scripts • Alternate Text File • Power point notes

33. 6102 Mandatory VA Meta Data Elements • Improve Search Results on Veterans Affairs (VA) Web Sites • Non-HTML Documents also need metadata • Microsoft PowerPoint presentations (PPT) and slideshows (PPS)

34. Elements • Title • Subject • Keywords • Comments/Description • Creator/Author • Date Created • Date reviewed • Language • Type • Version

35. Privacy – Personal Identifiable Information • Personal Identifiable Information (PII) • Sanitized/de-identified

36. Elements that must be sanitized or de-identified • 1. Patient Name: VHAPatient, One (VeHUPatient,one) etc • 2. SSN: 000-00-0001 or 666-00-0001 (SSN must begin with either 000 or 666) • 3. Address: 1 Street Address • 4 & 5. City, ST, Zip: City, ST 00011 • 6. DOB: 01/01/1901 (this applies to admission date, date of death, discharge date) • 7. Telephone #: 555-555-5555 • 8. Fax #: 555-555-5555 • 9. E-mail Address: VHAPatientOne@emailaddress

37. Elements that must be sanitized or de-identified (Cont) • 10. Medical Record #: 0000001 (or same as sanitized SSN) • 11. Health Plan #: 0000001 (or same as sanitized SSN) • 12. Account #: 0000001 (or same as sanitized SSN) • 13. Full face photos: need signed permission to use or should be covered using photo altering software • 14. Certificate and/or license #: 00000001 (or same as sanitized SSN)

38. Elements that must be sanitized or de-identified • 15. Vehicle identifiers and serial #: 0000001 (or same as sanitized SSN) • 16. Device identifiers and serial #: 0000001 (or same as sanitized SSN) • 17. Web URL's • 18. IP address numbers: 0.0.0.0 • Provider information: Provider Name: VHAProvider, One • Staff/Employee information: Employee Name: VHAEmployee, One • Volunteer Information: Volunteer Name: VHAVolunteer, One

39. Elements that must be sanitized or de-identified • Provider information: Provider Name: VHAProvider, One • Staff/Employee information: Employee Name: VHAEmployee, One • Volunteer Information: Volunteer Name: VHAVolunteer, One

40. Storyboards • What exactly is a storyboard? • Collection of ideas, concepts data • Not the begging • Used as a tool to organize • Used to transition PowerPoint to Multimedia • Our Example • WireFrame

41. Wireframe • Template • Elements • Narrative • Alt Text • Object • Slide Place Holder • Multi Media development comments

43. Add your title here for the Screen - Pharmacy Informatics Conference • If an Image , graph or chart exists add your Alt Text here • Highlight Institution Prompt -if you want to highlight a particular item inside the slide, can ask to have it zoom to the selected area • The object package allows the text captured in the screen to be translated to editable text.

44. Results from Package Object

45. Questions Questions?

46. Additional Information References and Guidelines covered in this presentation Section 508 Office - http://vaww.vista.med.va.gov/508workgroup/index.asp Protecting Personal Identifiable Information http://www.gao.gov/new.items/d08343.pdf Metadata Standard http://vaww4.va.gov/vawebsearch/ http://www.section508.va.gov/docs/Style_Gd_EES.pdf Seizure Disorders http://www.webaim.org/articles/seizure/ Adding Alternate Text http://office.microsoft.com/en-us/help/HA101778411033.aspx Beyond Bullet Points II: Using storyboards to plan your presentation http://office.microsoft.com/en-us/powerpoint/HA011886711033.aspx

47. Accessible multimedia products • Video and Multimedia Products Requirements Checklist • Video and multimedia product requirements fall under §1194.24 of Section 508. This checklist will help in guiding your development of accessible multimedia products. Note that the VHA Section 508 Office only evaluates accessibility in accordance with standards (c), (d), and (e). • Video and Multimedia Products Checklist – Microsoft Word Doc

48. Section 508 Background During the development lifecycle it is important to incorporate accessibility (Section 508) requirements into the entire process. The Section 508 Homepage provides one‐stop shopping to help you understand the law, applicable standards, and additional resources. To better understand VA’s interpretation and implementation of Section 508 standards, visit the VHA Section 508 Web site. There, you can access tutorials and find resources and checklists that provide guidance and standard processes to help you consistently develop accessible products. Want to know how to make a PowerPoint accessible? Check out the Documentation and Communication Tips and Tricks page. You’ll also find directions to make Word documents and PDFs accessible. VA - http://vaww.vista.med.va.gov/508workgroup/index.asp

49. Guideline As with all other electronically conveyed information, if you are going to post slides created with Microsoft PowerPoint on the VA intranet, or provide them for general use, they must be accessible to people with disabilities. This includes people who use Assistive Technologies (AT) such as screen readers, which are software programs that provide the information to a blind or visually impaired user in audible or Braille output. In this way, not only can screen reader users review your slides after a presentation, but when provided in a timely fashion beforehand, the blind user will be able to follow along during the real-time presentation of the slides as well.

50. PowerTalk There are software applications like PowerTalk, a free, open source program that automatically speaks any presentation or slide show running in Microsoft PowerPoint for Windows. This will allow you to review your presentations to insure that Alt text has been attached as required. The OATSoft website is home to PowerTalk and many other Open Source Assistive Technology Software (OATS) projects. PowerTalk • Free Open Source • The OATSoft website is home to PowerTalk and many other Open Source Assistive Technology Software (OATS) projects.