Accessible Procurement Process Presented by Accessible Technology Initiative E&IT Working Group

What is E&IT? Electronic and Information Technology Any equipment or interconnected systems or subsystem of equipment that is used in the creation, conversion, or retrieval of information (i.e. Is there output?). Desktop/portable computers/tablets, printers, peripherals Software applications and operating systems Web-based intranet/internet information and web applications

How has the Process Changed? Mandated by the Chancellor’s Office, all CSUs must evaluate electronic and information technology product for accessibility to accommodate all users. In the past, there was a $15K threshold for ATI evaluation. Now, E&IT requests need impact analysis.

How has the Process Changed? A procurement package still contains the following: ITS Procurement Approval Request (revised) Requisition Form A procurement package now includes: E&IT Accessibility Analysis (found at http://www.calstatela.edu/accessibility/ati/eit-procurement)

How Has the Process Changed? Using the E&IT Analysis document as a tool to evaluate the product, you may need these forms: 4821 = E&IT Exemption Request 4822 = Equally Effective Alternative Access Plan Voluntary Product Accessibility Template (VPAT) Manager signs off on E&IT Accessibility Analysis.

Where do I find procurement forms? Go to http://www.calstatela.edu/its/forms. Under procurement you can download the 4801 form required, and 4821 and 4822.

E&IT Accessibility Analysis (see handout) What is the impact? Who is the user group? (students, faculty, staff) What is the size of the group? (all, some, few) Is it a requirement for a class or a job? Is there accessibility documentation already available?

What completes the procurement package? Requisition ITS Procurement Approval Vendor Quote Accessibility documentation VPAT Exemption form Equally Effective Alternative Access Plan (EEAAP) form if has impact but has inaccessibility problems (with VPAT).

Vendor Product Accessibility Template (VPAT) Why we require VPATs (CSU Policy) To meet federal and state regulations including Section 508 (year 1998) of the 1973 Rehabilitation Act (http://en.wikipedia.org/wiki/Section_508_Amendment_to_the_Rehabilitation_Act_of_1973) Document product’s capabilities/shortfalls Promote interoperability between mainstream technology & assistive technology

Vendor Product Accessibility Template (VPAT) Completed VPAT (old version 1.2) has Contact Information (someone in company) 1194.31 filled out (read this first after header) Applicable section filled-out (.21 for local software, .22 for web, others) 1194.41 filled out (vendor support)

VPAT Columns Criteria (Left) Supporting Features (Middle) Filled out with supports, supports with exceptions, does not support, etc. Remarks and Explanations (Right) Good vendors should give you an idea that they actually assessed the product

Vendor Product Accessibility Template (VPAT) Impairment categories (see 1194.31) Vision Visual Acuity Hearing Audio Information (cognition loss) Speech Motor Skills/Coordination

Refer back If a vendor gives you an answer on .31 which you doubt, check the applicable criterion on .21 or .22 or possibly another section. Non-matching criterion with .31 requires further investigation and/or asking the vendor for a re-write.

1194.41 Documentation Go here last to see if the vendor is supporting the product. Most important is 1194.41c (Can we call you if we have a problem?). If a vendor does not provide a help service of some sort, find a way to drop the product.

Good VPAT .31a and .41c

Questionable VPAT .31a and .41c

New VPAT Form As of 2018 a new VPAT form (2.X) incorporating WCAG 2.0 and other standards is the new Section 508 standard. It is more robust than the old 1.2 form but should be read in a similar way, starting with the header and Chapters 3 or 4 (replacing 1194.31). See: http://www.calstatela.edu/accessibility/ati/accessibility-assessment-working-vendors

Our VPAT Repository Our VPAT Repository of already approved and accessible products is at: http://www.calstatela.edu/accessibility/ati/eit-procurement-vpat-repository If a product VPAT is already here, you need not make an analysis of it.

Vendor Help page You and/or your vendor can reference our vendor page: http://www.calstatela.edu/accessibility/ati/eit-procurement-information-vendors

Failing VPATs If some product …then consider drawing-up an EEAAP. Really does fail. Does not have an easy fix. Is still needed by whatever entity needs to use it. …then consider drawing-up an EEAAP.

EEAAP The EEAAP documents If the product can be fixed and when What the workarounds might be If you foresee the need to hire assistants In small labs, the professor thinks he/she can handle workaround, then document that. In large labs, the dean needs to know that a student assistant might need to be hired for budget reasons.

Exemptions All E&IT products and services must meet the applicable accessibility standards unless one of the following exemptions apply: Products acquired by a contractor incidental to a contract Back Office Commercially Non-Available Sole Brand Service and maintenance agreement Fundamental Alteration Undue Burden (requires President’s approval) E&IT Exemption Request form available from ITS as 4821

Contact Info Andy Pesich at 3-2717 Gilbert Garcia at 3-2000 Michael O’Neal-Petterson at 3-3556