Section 508 for Beginners

1. Section 508 for Beginners 2008

2. What is Section 508? • Part of 1973 Rehabilitation Act, as amended in 1998 • Provides comparable access to those with disabilities as to those without • Includes any Electronic & Information Technology (EIT) that is developed, procured, maintained or used by the Federal Government and the US Postal Service • Law with teeth…Government can be sued Section 508► USPTO Process ►Hardware and COTS ►Micro-Purchase ► Software ► Web ►Training

3. Why Enforce the Law? • Obviously, It Is a Law • It is the right thing to do • An agency can be sued and systems can be pulled out of production • Supports Federal and State initiatives • President’s Management Agenda • New Freedom Initiative • You have a vested interest Section 508► USPTO Process ►Hardware and COTS ►Micro-Purchase ► Software ► Web ►Training

4. Why Enforce the Law? Do you have problems with? Section 508► USPTO Process ►Hardware and COTS ►Micro-Purchase ► Software ► Web ►Training

5. Why Enforce the Law? Do you have one or more of the conditions listed on the previous slide? …what about family members? …or your friends? …or your co-workers? Section 508► USPTO Process ►Hardware and COTS ►Micro-Purchase ► Software ► Web ►Training

6. U.S. Census Data 2006 • These numbers are approximate as of the American Community Survey, 2006 • 41.3 million people with some type of long-lasting condition or disability • 11.8 million people with sensory disability • 25.7 million people with some type of physical disability • 15.9 million people with mental disability http://www.census.gov/hhes/www/disability/2006acs.html Section 508► USPTO Process ►Hardware and COTS ►Micro-Purchase ► Software ► Web ►Training

7. Dissecting the Law • Law consists of three subparts • Subpart B - Technical standards for six categories of products • Subpart C – Functional performance criteria • Subpart D - Information and documentation requirements Section 508► USPTO Process ►Hardware and COTS ►Micro-Purchase ► Software ► Web ►Training

8. Dissecting the Law • Subpart B consists of standards for: • Software applications/operating systems • Web-based information and applications • Telecommunication products • Video and multimedia products • Self-contained, closed products • Desktop and portable computers Section 508► USPTO Process ►Hardware and COTS ►Micro-Purchase ► Software ► Web ►Training

9. Dissecting the Law • Subpart C • Technologies or components for which there is no specific requirement under the technical standards in Subpart B • Covers operation, including input and control functions, operation of mechanisms, and access to visual and audible information Section 508► USPTO Process ►Hardware and COTS ►Micro-Purchase ► Software ► Web ►Training

10. Dissecting the Law • Subpart D • Consists of information, documentation and support • Requires manufacturer upon request, to provide compliant electronic text for all documentation associated with the product Section 508► USPTO Process ►Hardware and COTS ►Micro-Purchase ► Software ► Web ►Training

11. Dissecting the Law • When determining the appropriate standards to use: • More than one category of standards may apply • Not all the standards in a category are necessarily applicable Section 508► USPTO Process ►Hardware and COTS ►Micro-Purchase ► Software ► Web ►Training

12. Dissecting the Law • Technical Requirements drive the procurement, not Section 508 • Legal liability only pertains to the Procurement of IT, Services and Maintenance • Federal Government is liable for non-compliance, not the contractor or manufacturer Section 508► USPTO Process ►Hardware and COTS ►Micro-Purchase ► Software ► Web ►Training

13. An Example of a Best Practice US Patent and Trade Office Their Process Their Program Their Training Common Requirements Hardware and COTS

14. USPTO 508 Processes • USPTO has processes for the following: • Purchase of IT Hardware and COTS Products • Credit card Purchases of IT Products • Development and Maintenance of IT Software Systems • Creating or Maintaining Web Products Section 508 ►USPTO Process►Hardware and COTS ►Micro-Purchase ► Software ► Web ►Training

15. USPTO’s Section 508 Program • Staff available to help at any time • Features include: • Assistance with procurement • Consultation and testing during all phases of product development • Testing before product deployment • Training classes • Evaluation of latest technologies

16. USPTO Section 508 Training • Training classes offered at USPTO include: • Writing accessible documents • Authoring Section 508 compliant web pages and applications • Developing compliant software • New and emerging technologies including AJAX and Flash

17. Common Requirements • Person buying or creating a product signs a checklist certifying compliance • USPTO interpretation of Section 508 is based on the Letter of the Law, not the spirit of the law Section 508 ►USPTO Process►Hardware and COTS ►Micro-Purchase ► Software ► Web ►Training

18. Common Requirements • Check-and-balance • Non-compliant products will be pulled from the internet/intranet or stopped from going into production or returned to the vendor • Only Section 508Coordinator can authorize exemptions or waivers Section 508 ►USPTO Process►Hardware and COTS ►Micro-Purchase ► Software ► Web ►Training

19. Hardware and COTS • Includes IT Hardware and COTS products and services • ProductPurchaser is responsible for compliance • Of vendors who meet the functional requirements, determine who best meets the applicable Section 508 standards Section 508 ► USPTO Process ►Hardware and COTS►Micro-Purchase ► Software ► Web ►Training

20. Appendix: USPTO Forms The following slides contain samples of forms used by the USPTO’s Section 508 program.

21. EIT Procurement Checklist Section 508 ► USPTO Process ►Hardware and COTS►Micro-Purchase ► Software ► Web ►Training

22. Purchase Card Pre-Purchase Worksheet Section 508 ► USPTO Process ►Hardware and COTS ►Micro-Purchase► Software ► Web ►Training

23. AIS Checklist Section 508 ► USPTO Process ►Hardware and COTS ►Micro-Purchase ►Software► Web ►Training

24. USPTO Accessibility Office Information • In the USPTO, the Accessibility Office is responsible for all EIT 504 and 508-related actions plus product evaluation and determining compliance • If you would like more information about the USPTO Section 508 Program you can contact: Joyce Miller • joyce.miller@uspto.gov • 571-272-5422

25. What is Market Research? • The act of collecting and analyzing information about capabilities within the marketplace to satisfy agency needs Section 508 ► USPTO Process ►Hardware and COTS►Micro-Purchase ► Software ► Web ►Training

26. Why Conduct Market Research? • FAR Requirement • Used to gauge the state of the EIT industry in meeting your requirements with products and services • Method for identifying products that meet Section 508 requirements Section 508 ► USPTO Process ►Hardware and COTS►Micro-Purchase ► Software ► Web ►Training

27. Market Research • Requiring Officials determine technical requirements • Identify products that meet those functional/technical requirements • Send appropriate 508 checklist to vendors who have the products • Take the stand that only vendors who provide completed checklist are eligible for contract consideration Section 508 ► USPTO Process ►Hardware and COTS►Micro-Purchase ► Software ► Web ►Training

28. Informal Market Survey • Vendor Internet site • Review of similar procurements by other agencies • Catalogs, product literature • Scientific journals • Business publications Section 508 ► USPTO Process ►Hardware and COTS►Micro-Purchase ► Software ► Web ►Training

29. Formal Market Survey Techniques • Using a published vehicle • Sources-sought announcements in the Federal Business Opportunities (www.FedBizOpps.gov) • RFI (Requests for Information) for planning purposes to gather appropriate technical information, approximate cost, and schedule information Section 508 ► USPTO Process ►Hardware and COTS►Micro-Purchase ► Software ► Web ►Training

30. What is the Buy Accessible Wizard? • The Buy Accessible Wizard is a web-based tool that: • Guides users through the acquisition process, gathering data and providing information about electronic and information technology (E&IT) and Section 508 compliance • Compiles a running summary documenting the process and its results • The Buy Accessible Products and Services Directory • Access to vendor provided accessibility information • The Buy Accessible System makes compliance with the requirements of Section 508 as easy and thorough as possible

31. Who Should Use the Wizard? • Micro purchasers (IT) with government purchase cards • Program technical specialists (IT) that determine acquisition requirements • Program requirements officer – responsible for program requirements documentation development, consolidation • Contract officers that specify (IT) requirements on behalf of agency programs

33. How Can the Wizard Help Your Agency? • Standardize the process you use for each acquisition. • Document your procedures to demonstrate due diligence • Maximize market research. Use vendor-supplied accessibility information about the commercial availability of accessible EIT products and services prior to solicitation. • Tailor your solicitations. Ensure there is specific Section 508 language in each solicitation that includes EIT. • Require accessibility information. • Document accessibility as a factor in source selection • Document accessibility as a factor in inspection and acceptance

34. Be Our Guest for a Test Drive • We invite you to test drive the Buy Accessible Wizard Release 3 • To access the Buy Accessible Wizard Release 3 go to: http://www.buyaccessible.gov/and use the Guest User login

35. The VPAT and Market Research • Voluntary Product Accessibility Template • Completed by the Vendor • Information on how a product or service conforms to the Section 508 Access Board standards • Optionally, posted on their vendor site and linked to Buy Accessible Wizard Tool • Vendors are not required to complete a VPAT Section 508 ► USPTO Process ►Hardware and COTS►Micro-Purchase ► Software ► Web ►Training

36. Examples of VPATS

37. Adobe Dreamweaver CS3 VPAT • Date: 3/30/2007 • Name of product: Adobe® Dreamweaver® CS3 • http://www.adobe.com/resources/accessibility/tools/vpat/dreamweaver_cs3_508.html Section 508 ► USPTO Process ►Hardware and COTS►Micro-Purchase ► Software ► Web ►Training

38. Mozilla Firefox 3.0 VPAT • Date: 06/10/2008 • Name of Product: Firefox 3.0 • General Comments: Information in this VPAT is relevant to Firefox 3.0 running on a Windows 2000, Server 2003, XP, or Vista operating system. Additional developer tools exist in this product that are not installed by default. These optional tools have not been tested. • http://www.mozilla.com/en-US/firefox/vpat-3.html Section 508 ► USPTO Process ►Hardware and COTS►Micro-Purchase ► Software ► Web ►Training

39. Sample Source of VPAT InformationUsed by the USPTO http://www.evengrounds.com/resources/vpat-directory • Contains a concise list of companies with VPATs • Companies can be added to the list • Further information on what is needed in a VPAT

40. Tips for Selecting a Vendor • Review vendor’s checklist • All standards are equal in importance • Do NOT accept “yes”, a checkmark, or “meets standards” • Need more information to make informed decision • If unsure, ask vendor for more information • Since vendor claimed compliance, they should have information readily available Section 508 ► USPTO Process ►Hardware and COTS►Micro-Purchase ► Software ► Web ►Training

41. Tips for Selecting a Vendor Section 508 ► USPTO Process ►Hardware and COTS►Micro-Purchase ► Software ► Web ►Training

42. Tips for Selecting a Vendor • Review Possible exemptions • Check with the agency’s appointed authority • Exemptions include: • Back Office - Equipment or software which resides in a data center or communication closet that cannot be readily accessed or accessed remotely • Fundamental Alteration - altering design and/or alteration of the function of the device or operation Section 508 ► USPTO Process ►Hardware and COTS►Micro-Purchase ► Software ► Web ►Training

43. Tips for Selecting a Vendor • Review Possible exemptions • Commercially non-available at time of buy • Support & Maintenance agreements • USPTO Position - There is No Such Creature called Undue Burden or Deferred Section 508 ► USPTO Process ►Hardware and COTS►Micro-Purchase ► Software ► Web ►Training

44. Tips for Selecting a Vendor • Complete processing procurement request • Consider a Sole Source purchase • Buyer completes checklist and signs it, certifying Section 508 compliance Section 508 ► USPTO Process ►Hardware and COTS►Micro-Purchase ► Software ► Web ►Training

45. Tips for Selecting a Vendor • Complete processing procurement request • Section 508 Coordinator reviews and initials procurement checklist • Buyer processes request with the checklist and supporting documents • Market Research • Most Compliant Vendor • Sole Source Justification Section 508 ► USPTO Process ►Hardware and COTS►Micro-Purchase ► Software ► Web ►Training

46. Micro-Purchase and Section 508Purchase Card Program • Effective April 1, 2005 all purchases of electronic information technology (EIT) products must comply with Section 508 requirements • This includes (1) GSA schedule purchases, (2) open market purchases and (3) buys that cost $3,000 or less Section 508 ► USPTO Process ►Hardware and COTS ►Micro-Purchase► Software ► Web ►Training

47. Requiring Official's Responsibilities • Understanding the Section 508 requirements and requesting products that are Section 508 compliant • If a product does not conform with Section 508, it still may be purchased, but the file must be documented in accordance with the exceptions listings for Section 508 requirements Section 508 ► USPTO Process ►Hardware and COTS ►Micro-Purchase► Software ► Web ►Training

48. Approving Official’s Responsibilities • Ensure that the purchasing cardholders within their organization are complying with the Section 508 requirement • Review any documentation that has been provided Section 508 ► USPTO Process ►Hardware and COTS ►Micro-Purchase► Software ► Web ►Training

49. Purchase Cardholder’s Responsibilities • Ensure all necessary documentation has been reviewed and completed before purchasing any EIT products Section 508 ► USPTO Process ►Hardware and COTS ►Micro-Purchase► Software ► Web ►Training

50. Developing Software • Writing the code for a new or revised system, makes it difficult to claim any type of exemption • Retrofitting a system for compliance is extremely expensive • A system should not go into production if it has Section 508 deficiencies Section 508 ► USPTO Process ►Hardware and COTS ►Micro-Purchase ►Software► Web ►Training