Accessible IT Product Procurement CSU Business Conference

1. Accessible IT Product Procurement CSU Business Conference Presenters: Cathy Strauch, Buyer III Lead, Technical Contract Specialist CSU Channel Islands Cheryl Pruitt, Director Accessible Technology Initiative CSU, Office of the Chancellor

2. Moving your institution towards accessibility… Cultural change + Institution-wide effort = Really BIG Job CSU Accessibility Implementation Tools and Resources

3. Poll Question 1 • Does your institution have standardized contract language for purchasing accessible information technologies? • Yes • No • Don’t know

4. Poll Question 2 • Is your campus using the Accessibility Roadmap document as part of the accessible procurement process? • Yes • No • Don’t know

5. Poll Question 3 • Is your campus using the Equally Effective Alternate Access Plan as part of the accessible procurement process? • Yes • No • Don’t know

6. ATI Procurement Standardization Project • Documenting an accessible procurement process that could be adopted and adapted by CSU campuses • Analyze the process for possible integration into PeopleSoft or other software application • Expected results: • Procuring the most accessible products • Creating a plan for providing accommodations • Promoting a culture of accessibility • Promoting institution-wide effort • Documenting a process that could be used to create some type of software application

7. ATI Procurement Standardization Team • Alex Rosales (Long Beach) • Bill Grubaugh (San Francisco) • Cathy Strauch(CSU Channel Islands) • Carol (Heins) Gonzales (Cal Poly Pomona) • Dawn Futrell ( Office of the Chancellor (ATN)/Sacramento) • Kevin O'Brien (Humboldt) • Tom Siechert (Fresno)

8. Project Deliverables • Templates • Accessible E&IT Pre-Purchase • E & IT Review form • Accessibility Roadmap • Equally Effective Alternate Access Plan • Documentation • Process Steps • Roles and Responsibilities • Model Contract Language

10. Equally Effective Alternate Access Plan

11. CSU Accessible Product Procurement Steps • Identify when an Electronic and Information Technology (E&IT)purchase is being made? • Determine level of product accessibility • Engage vendor in accessibility conversation • Get commitment from the vendor to improve the product • Include contract language that covers product accessibility agreements • Prepare Equally Effective Alternate Access Plan

12. Recommended Roles and Responsibilities for Accessible Procurement • The responsibility for purchasing accessible products should be a shared responsibility across the campus • The following roles were identified • Purchase Requester • Administrative Support Staff • Buyer • IT Staff • Disability Services Staff • E&IT Product/Service Provider • ATI Designee or other designee • ATI Sponsor or other Executive Level Champion

13. Purchase Requester • Person who requests the product/service to be purchased or developed. • Selects the most accessible E&IT product/service that meets their functional requirements • Completes the appropriate sections of the Accessible E&IT Pre-Purchase document (campus-specific) including the technical and functional requirements and market research for the product/service • Obtains vendor-provided accessibility conformance documents (e.g. VPAT). • Submits the Accessible E&IT Pre-Purchase document to campus reviewer (e.g. ATI Designee or other designee) for approval • Serve as member of EEAAP Committee

14. Administrative Support Staff • Completes and processes all appropriate forms and documentation for requester and coordinates with ATI Designee, Disability Service Office, and office of Procurement to complete the accessibility review. • Assists purchase requestor with completing the required request forms and processes to purchase E&IT products and services • Works with Purchase Requestor to complete required accessible E&IT procurement documentation including: • The Accessible E&IT Pre-Purchaseform (campus-specific) for review by ATI Designee (or other designee) • Vendor-provided accessibility documentation (e.g. VPATs, Accessibility Roadmap) • On behalf of Purchase Requestor, submits the documentation listed above to campus reviewer (e.g. ATI Designee or other designee) for approval

15. Buyer (Procurement Department) • Reviews purchases of E&IT products or services to ensure all ATI procurement requirements have been met • Verifies that Pre-purchase form, initial EEAAP and vendor accessibility documentation are present • Completes all authorized purchases of E&IT products and services • Verifies that ATI Designee (or other designee) has reviewed and approved the requested E&IT purchase • Verifies that the EEAAP Committee has drafted an EEAAP for high-impact products or services • Maintains records and documentation of procured E&IT products/services • Upon request, in coordination with the ATI Designee and the requesting department(s), establishes contracts with third-party consultants to perform accessibility conformance testing

16. Information Technology Staff • IT staff provide technical expertise and assistance with the purchase and deployment of accessible technology. • Advises the ATI Designee or other designee, campus departments, campus requester and/or campus administrative support staff on functional and technical requirements as they relate to E&IT purchases • Assists the ATI Designee with evaluating the functional and technical requirements of a purchase request • Assists the Campus Requester with developing functional and technical requirements • Advises the campus requester on evaluating vendor Section 508 documentation for completeness and possible concerns prior to submitting it for ATI review • Assists in the evaluation of market research

17. Disability Services Staff • Disability Services staff members provide expert guidance on accommodations and assistive technologies that provide persons with disabilities with equal access to university programs and services. • Provides expertise as a consultant in identifying potential issues that result from the interaction between the technology and the individual user • Participates in the campus ATI Steering Committee • Participates as a member of the EEAAP Committee in the preparation of Equally Effective Alternate Access Plans and in the evaluation of exemption requests

18. E&IT Product/Service Provider • An E&IT provider of goods/services sells or develops the product/service for a campus or campuses within the California State University system. • Works with the CSU system to provide documentation regarding product/service accessibility. • Provides 508 conformance documentation (e.g. VPAT, testing results and Accessibility Roadmap) • Specifies an accessibility contact person in the 508 conformance documentation • Works with the CSU system to mitigate accessibility issues/concerns in the products/services that they are providing • Keeps CSU apprised of work on incorporation of accessibility standards into product or services • Provides sample of product or services for testing or demonstration of Section 508 conformance

19. ATI Designee or Other Designee(s) The responsibilities may be assigned to one person (e.g. ATI Coordinator) or shared across multiple positions on campus • Facilitates consistent implementation of accessible Electronic and Information Technology (E&IT) procurement procedures that conform with Federal and State laws as well as CSU policy mandates • Consults with buyers to develop accessibility language that will be incorporated into bids and final contracts • Completes appropriate campus documentation for the ATI portions of E&IT purchases while ensuring that all ATI-related documents have the required approvals and are readily available for campus personnel involved in EEAAP implementations • Attends regularly-scheduled ATI meetings with campus stakeholders (e.g. ATI Steering Committee, campus working groups, ATI Procurement Community of Practice)

20. ATI Designee or Other Designee(s) • Oversees review of E&IT accessibility compliance documentation for regular purchases and competitive bid procurements (e.g. RFPs, RFIs, and RFQs) • Evaluates vendor-provided accessibility conformance documentation (e.g. VPAT, Accessibility Roadmap) • Reviews Accessible E&IT Pre-Purchase form submitted by Purchase Requester • Develops campus strategy for selecting E&IT products/services that will be evaluated for conformance with accessibility standards • Selects products/services that require accessibility conformance testing based on impact criteria • As needed, arranges for accessibility conformance testing to validate vendor accessibility claims

21. ATI Designee or Other Designee(s) • Coordinates with E&IT vendors to resolve issues with product accessibility support or accessibility documentation • Provides feedback to E&IT vendor, as needed, regarding issues with accessibility documentation or product accessibility support • Participates as a member of the EEAAP Committee in the preparation of Equally Effective Alternate Access Plans and in the evaluation of exemption requests • Coordinates the development of Equally Effective Alternative Access Plans that will achieve accessibility for students, employees and members of the public • Serves as the identified campus contact for staff, faculty, students, and E&IT vendors regarding accessible E&IT procurement • Answers questions related to purchasing accessible products

22. ATI Designee or Other Designee(s) • In consultation with the ATI Steering Committee, coordinates the delivery of accessible E&IT procurement training programs for the campus community (e.g. buyers, faculty, and staff) • Oversees the initial development and ongoing provision and coordination of accessible E&IT procurement training programs for the campus community (e.g. buyers, faculty, and staff) including participant tracking • Coordinates campus communications regarding accessible Procurement Procedures (e.g. awareness campaign) • Coordinates the campus roll-out of a broad-based awareness campaign regarding accessible E&IT procurement procedures. • Acts as liaison with the Executive Sponsor and campus community regarding accessible E&IT procurement issues • Discusses accessible E&IT procurement issues with campus Executive Sponsor and ATI Steering Committee as needed

23. ATI Sponsor/Executive Level Champion • Executive level support is crucial to the success of implementing a campuswide accessible IT product procurement process. • Provide resources • Facilitate campus communication • Manage institutional change process

24. Next Steps… • Post project deliverables • Proof of concept: Implement the recommended procurement process on two campuses • Develop training based on pilot campus implementation • Explore possibility of PeopleSoft module • Utilize CSU Accessible Technology Network to evaluate IT products purchased by multiple campuses

25. CSU Accessible Technology Network • Leverage campus accessibility experts to share the tasks of accessibility documentation review, testing, and vendor consultation • Review products purchased by multiple campuses once and share the results • Speak to vendors with one voice • Current project: Library eResources • Evaluate accessibility of the user-interface for each platform in the library core collection