An Accessibility Implementation Framework V. 2.0

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 1

2. 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.

3. 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

4. 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

5. 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

6. 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

7. 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

8. 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

9. 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

10. 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

11. 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

12. 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

13. IT Accessibility Implementation Framework Template Organization Work Plan 13

14. Plan Strategically Process Analysis Example

15. Integrate Accessibility into Key Business Processes: Procurement Example No No Yes Plan Strategically 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

16. 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

17. Grow awareness and provide education / training Identify Skill Gaps and Build “Role Based” Accessibility Training Plans * As needed based on assignment.

18. Set Short and Long Term Accessibility Goals: Example • Measure and Track • Progress

19. 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

20. 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

21. 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!