Transcript ATI Procurement Standardization Project

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
Moving your institution towards
accessibility…
Cultural change
+
Institution-wide effort
=
Really BIG Job
CSU Accessibility Implementation Tools and Resources
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Poll Question 1
1. Does your institution have standardized
contract language for purchasing accessible
information technologies?
a) Yes
b) No
c) Don’t know
Poll Question 2
1. Is your campus using the Accessibility
Roadmap document as part of the accessible
procurement process?
a. Yes
b. No
c. Don’t know
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Poll Question 3
1. Is your campus using the Equally Effective
Alternate Access Plan as part of the accessible
procurement process?
a. Yes
b. No
c. Don’t know
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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:
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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
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ATI Procurement Standardization Team
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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)
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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
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Accessibility Roadmap
Vendor/Product Information
Vendor Name
Product Name
Product Version
Completion Date
Contact Name/Title
Contact Email/Phone
Specific Issues
Issue Description
Current Status
(Open, Closed,
I/P)
Disposition
(Planned,
Deferred, I/P)
Remediation
Timeline
Images on the landing
page lack equivalent
alternate text
Open
Planned
Q3, 2004
release (v1.2)
Available
Workarounds
Comments
Functional images will
receive descriptive
alternate text;
decorative images will
receive null alternate
text.
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Equally Effective Alternate Access Plan
Section 3. How will “Equally Effective Alternate Access” be provided?
1. Description of the issue:
Describe specifically what part of the system, software, or process is a know n
accessibility issue and is not accessible per Section 508 and the CSU ATI standards.
Further information on Section 508 and ATI standards can be found at CSU Accessible
Electronic and Information Technology (E&IT) Procurement
2. Persons or groups affected:
List the person(s) or groups who may/will be affected by this issue, including the total
number of affected persons. Groups may be specific (e.g., IT employees, Engineering
students, etc? or general (e.g., general public, visitors, students only, CSU employees, etc.).
3. Responsible person(s):
List the name(s) and titles of the campus employee(s) w ho will be responsible for providing
equally effective alternate access for the specified known accessibility issue as described in
Number 4.
4. How w ill EEAA be provided:
Describe in detail how the responsible department(s)/person(s) equally effective alternate
access will be communicated and w hat will be provided. For example, “To access room
availabilities, visitors can go to a different w eb page that contains the same information.”
Attach a separate sheet – see EEAP attachment below
5. EEAA Resources Required:
List any resources required (including training, equipment, additional staff, etc.) to provide
equally effective alternate access for the known issue.
6. Repair Information:
Include the follow ing information in this section:
a. Provide a brief description or any relevant information regarding repair of the issue by
the vendor or Third Party Service Provider, as w ell as the completion date.
7. Timeline for Unforeseen events:
A timeline to plan create, implement, and follow up on plans for accommodation for access
concerns/issues that are beyond campus policy and/or outside of the realm of the questions
above.
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CSU Accessible Product Procurement Steps
1. Identify when an Electronic and Information Technology
(E&IT) purchase is being made?
2. Determine level of product accessibility
3. Engage vendor in accessibility conversation
4. Get commitment from the vendor to improve the product
5. Include contract language that covers product
accessibility agreements
6. Prepare Equally Effective Alternate Access Plan
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
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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
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Purchase Requester
• Person who requests the product/service to be purchased or
developed.
1. Selects the most accessible E&IT product/service that meets their
functional requirements
• Completes the appropriate sections of the Accessible E&IT PrePurchase 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
2. Serve as member of EEAAP Committee
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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.
1. Assists purchase requestor with completing the required request
forms and processes to purchase E&IT products and services
a. Works with Purchase Requestor to complete required
accessible E&IT procurement documentation including:
• The Accessible E&IT Pre-Purchase form (campus-specific)
for review by ATI Designee (or other designee)
• Vendor-provided accessibility documentation (e.g. VPATs,
Accessibility Roadmap)
b. On behalf of Purchase Requestor, submits the documentation
listed above to campus reviewer (e.g. ATI Designee or other
designee) for approval
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Buyer (Procurement Department)
1.
Reviews purchases of E&IT products or services to ensure all ATI
procurement requirements have been met
a.
2.
Completes all authorized purchases of E&IT products and services
a.
b.
3.
4.
Verifies that Pre-purchase form, initial EEAAP and vendor
accessibility documentation are present
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 highimpact 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
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Information Technology Staff
• IT staff provide technical expertise and assistance with the purchase
and deployment of accessible technology.
1. 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
a.
b.
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
2. Advises the campus requester on evaluating vendor Section 508
documentation for completeness and possible concerns prior to
submitting it for ATI review
a.
Assists in the evaluation of market research
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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.
1. Provides expertise as a consultant in identifying potential issues
that result from the interaction between the technology and the
individual user
2. Participates in the campus ATI Steering Committee
3. Participates as a member of the EEAAP Committee in the
preparation of Equally Effective Alternate Access Plans and in the
evaluation of exemption requests
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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.
1. 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
2. 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
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demonstration of Section 508 conformance
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
1. 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
a. Consults with buyers to develop accessibility language that will be
incorporated into bids and final contracts
b. 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
c. Attends regularly-scheduled ATI meetings with campus stakeholders
(e.g. ATI Steering Committee, campus working groups, ATI
Procurement Community of Practice)
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ATI Designee or Other Designee(s)
2. Oversees review of E&IT accessibility compliance
documentation for regular purchases and competitive bid
procurements (e.g. RFPs, RFIs, and RFQs)
a. Evaluates vendor-provided accessibility conformance documentation
(e.g. VPAT, Accessibility Roadmap)
b. Reviews Accessible E&IT Pre-Purchase form submitted by Purchase
Requester
3. Develops campus strategy for selecting E&IT products/services
that will be evaluated for conformance with accessibility
standards
a. Selects products/services that require accessibility conformance testing
based on impact criteria
b. As needed, arranges for accessibility conformance testing to validate
vendor accessibility claims
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ATI Designee or Other Designee(s)
4. Coordinates with E&IT vendors to resolve issues with product
accessibility support or accessibility documentation
a. Provides feedback to E&IT vendor, as needed, regarding issues with
accessibility documentation or product accessibility support
5. Participates as a member of the EEAAP Committee in the
preparation of Equally Effective Alternate Access Plans and in
the evaluation of exemption requests
a. Coordinates the development of Equally Effective Alternative Access
Plans that will achieve accessibility for students, employees and
members of the public
6. Serves as the identified campus contact for staff, faculty,
students, and E&IT vendors regarding accessible E&IT
procurement
a. Answers questions related to purchasing accessible products
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ATI Designee or Other Designee(s)
7. 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)
a. 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
8. Coordinates campus communications regarding accessible
Procurement Procedures (e.g. awareness campaign)
a. Coordinates the campus roll-out of a broad-based awareness
campaign regarding accessible E&IT procurement procedures.
9. Acts as liaison with the Executive Sponsor and campus
community regarding accessible E&IT procurement issues
a. Discusses accessible E&IT procurement issues with campus Executive
Sponsor and ATI Steering Committee as needed
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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
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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
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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
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