OS C&R Planning Guidance

Due to WCD June 30, 2008

Staff Div 508 Remediation Plans
Overview

• Name Senior Project Manager (due to WCD 4/30)
• Address Compliance (moving forward)
• Determine annual goals
• Prioritize your work plan
• Address archive and removal process
• List pages and files to be addressed
• Prevention & Intervention
• Assess tools and training needs
• Assess resource needs
• Don’t wait to get started
  • First “year” closes 9-30-08

Staff Div 508 Remediation Plans
Compliance Comes First

(Compliance covers new & revised sites and files)

• Address steps taken to insure compliance
  • Awareness and education
  • Training & Tools
  • Contract language
  • Monitoring
    • Pre-launch survey on new sites
    • Pre-acceptance testing of contractor products

Staff Div 508 Remediation Plans
Inventories

• Initial inventory to you 4-30-08
  • 800+ total domains (includes the major domains)
• Supplement inventory to you 5-30-08
  • 700+ additional domains
• Cover both pages (html code) and files
  • Pages surveyed for 508 errors
  • Files counted but not surveyed for issues
• Annual goals based on total inventories
• Forms must be inventoried manually

Staff Div 508 Remediation Plans
Early OS Inventory: HTML Issues

Staff Div 508 Remediation Plans
Early OS Inventory: Problematic Files

Staff Div 508 Remediation Plans
Determining Priorities

Prioritization is meant to be practical

• Template and site navigation issues first
• Level of demand (site visits, file downloads)
• Content specific to persons with disabilities
• Mission criticality (our work, our priorities)

Staff Div 508 Remediation Plans
List pages and files

• List specific pages and files to be addressed
  • First “year” (9-30-08)
  • Second year (9-30-09)
• Lists redrawn every year looking two years out

Staff Div 508 C&R Plans
First Year (06-01-08 through 9-30-08)

• Web infrastructure: Top 7% (of non-compliant pages) remediated (Section 508 and broken links)
• Web files: Top 3% (of non-compliant) made compliant
• Web cleanup: Combined Web page and file inventory reduced by 10% Department-wide
• Web forms: Top 20% of HTML/PDF inventory made compliant

Staff Div 508 C&R Plans
Second Year (10-01-08 through 09-30-09)

• Web infrastructure: Next 28% remediated
  • (Total: 35% compliant)
• Web files: Next 27% made compliant
  • (Total: 30% compliant)
• Web cleanup: Web and file inventory reduced additional 5% (bare minimum reduction)
• Web forms: Remaining 80% made compliant

Staff Div 508 C&R Plans
Cleaning Out the Basement

• Archive
  • Outdated content that is still relevant or useful
  • OS site and guidance being developed
• Remove
  • Outdated sites and material
    • That cannot be made current
    • Is no longer relevant or useful
  • Orphan sites
  • Duplicate content or pages
• Follow Web Records Policy
• Fastest, cheapest way to reduce numbers!

Staff Div 508 C&R Plans
Reporting

• Internal OS reporting will be monthly
• Internal HHS-wide reporting is quarterly
• HTML and broken link reporting is automated
  • Based on Watchfire survey
  • Progress reporting based on “leveled field”
  • Issues reported as percent of pages owned

Staff Div 508 C&R Plans
Prevention & Intervention

• Identify business processes that need to be modified
  • Formatting, use of templates, spreadsheets, proper use of Word – all simplify end process
• Ensure 508 language is inserted in all SOWs
  • Institute process for testing products at delivery

Staff Div 508 C&R Plans
Tool & Training Needs

• Inventory availability of needed tools
• Inventory contractor capacity
  • Routine documents
  • Complex table coding
  • Other specialties needed or available
• Assess training needs
  • Select “train-the-trainer” candidate
  • Ensure people take training as available

Staff Div 508 C&R Plans
Resources

• Compliance will not be cheap
• Do not expect added funding
• Unfunded mandate? Hardly; law since 2001
• WCD working to provide centralized support
• But, resources must be redirected
  • Remediation comes ahead of redesign
  • Old sites come ahead of new sites

Staff Div 508 Remediation Plans
Cautionary Note

We encourage confirmatory testing

• Let WCD re-test early your remediation
• Catch remediation problems early
• Gets us all on the same page (literally!)
• Let’s you move forward with confidence

WCD 508 Contacts

• prudence.goforth@hhs.gov
  • Director, WCD 690-7264
• richard.stapleton@hhs.gov
  • Deputy Director, WCD 690-7856
• kristen.kayatta@hhs.gov
  • 508 Team Leader, 690-6713