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Lenovo VPAT Management System Overview

Overview

Application Purpose and Functionality

SSB BART Group's Accessibility Management Platform (“AMP”) now offers a Voluntary Product Accessibility Template (“VPAT”) Management System. This system leverages the existing AMP core functionality to easily facilitate the creation, management and distribution of an organization's VPATs in an easy to use online application.

The VPAT Management System allows checklist creators to make multiple checklists for individual components that will be bundled into a main VPAT. These checklists can then be managed by product managers and VPAT creators to drive the creation of complex VPATs. Once VPATs are built, they can be published to Portable Document Format (PDF), and hosted on an online VPAT request form.

All information contained within the VPAT Management System can be organized according to key business units or testing groups. AMP provides custom scalability to ensure that the management of all VPAT related information is easy to manage. Members of an organization can be assigned the proper role, and access level. AMP provides the ability to control read and write permissions down to individual checklists.

User Roles and Responsibilities

Checklist Creator: This user is responsible for creating checklists for each component that will be included within a final VPAT. Checklists are created based on a single accessibility standard at a time (e.g. Section 508 - 1194.21). The checklist creator will perform the necessary testing on the selected component in accordance with the accessibility standard chosen. Users will be provided in depth guidance of the testing process through the use of AMP's Best Practices. Once the checklists are completed, the checklist creator will finalize the checklists which will indicate that it is ready to be added to a Parent Document.

Software Product Manager (“SPM”) / Parent Document Creator: Parent Document Creators, commonly SPMs, will be the users who will select the appropriate checklists to be bundled into the final VPAT. Since it is common for many checklists to be included in multiple VPATs, Parent Document Creators have the ability to create parent documents from existing parent documents. This saves a significant amount of time in the case where multiple VPATs will share many similar checklists.

VPAT Administrator: The VPAT Administrator will be the user responsible for summarizing all checklist testing results into the final VPAT. These users will be able to provide final supports statuses for each accessibility standard. Once the VPAT building is completed, the VPAT Administrator will then publish the VPAT to PDF. Once published, the VPAT can then be added to the VPAT Online Request Form for end user distribution.

 

Working with Checklists

Required Standards per Technology Platform

  • Hardware / Option - 508.23, 508.25, 508.26, 508.31, 508.41
  • Software - 508.21, 508.22, 508.24, 508.31, 508.41
  • Third Party - N/A

When a checklist is created within the VPAT Management System, all of the required criteria checklists for the main checklist type will automatically be created. Therefore, if a user creates a Reusable Software Component checklist there will be 5 checklists created for each section. An example of what is created for a Software Checklist for "Acme Software v2.3.4":

  • Acme Software v2.3.4 - 508.21
  • Acme Software v2.3.4 - 508.22
  • Acme Software v2.3.4 - 508.24
  • Acme Software v2.3.4 - 508.31
  • Acme Software v2.3.4 - 508.41

Creating a New Checklist

  1. Any user type logs into AMP
  2. Activate the Create Checklist link from the Dashboard
    • Users can also create a new checklist from the main Checklists tab of AMP
  3. The Create Checklist modal dialog opens
    • PROVIDE SCREEN SHOT
  4. The user will then enter the checklist information to create the desired checklist:
    • Name - This will be the desired name for the checklists. This is commonly the name of the software application, hardware, component, etc. that is to be tested.
    • Checklist Owner - This is the user that will have ownership of the checklist. This defaults to the user creating the checklist, but can be assigned to another user within the VPAT Management System.
    • Target Project - This is the location within the VPAT Management System that the checklist will be stored. Checklists can be organized through the use of projects.
    • Checklist Type - This is the identifier of the type of checklist that is being created. This identifier will later assist Parent Document Creators with the checklist selection / bundling process. This will create all of the required checklists based on the required checklist standards.
      • Software and Software Component Checklists will allow the user to specify the type of software that is to be tested (Windows Native Software, Java Software or Macintosh Software).
    • Third Party - This check box will be activated in the event that this checklist is created based on any third party component (i.e. software). When selected the checklist creator will not be required to perform any testing. Third party checklists will simply be used as a place holder, and the checklist name will appear in the VPAT Comments when added to a Parent Document.
    • Checklist Comments - This is a text area which will allow the checklist creator to record any notes or comments regarding the checklist for future reference. This is not a required field.
  5. The user will then activate the Make It Happen button.
  6. The user is then shown the Overview tab for the newly created Checklist.
    • Based on checklist type, related checklists for multiple required standards will be provided within the "Related Checklists" link box.

Performing Checklist Testing

  1. Any user type logs into AMP.
  2. User either creates a new checklist, or opens an existing checklist that is not Third Party.
  3. Navigate to the Checklist sub tab.
  4. Select the view checklist tree icon (green check mark) for any paragraph.
  5. Provide testing comments and result for each paragraph of the selected accessibility standard. (PROVIDE SCREEN SHOT OF TESTING TREE)
    • Flag: Indicated that there is an accessibility violation for the selected paragraph.
    • Pass: Indicates that there is no accessibility violation, all paragraph requirements are met.
    • N/A: Current paragraph does not apply to the current checklist. This result does not require any comment or description.
  6. Once each paragraph is provided with a test result, select the root node in the testing tree to indicate that checklist testing is Finalized. (PROVIDE SCREEN SHOT OF FINALIZE CHECK BOX)

Editing a Checklist Test Result

  1. Any user type logs into AMP.
  2. User either creates a new checklist, or opens an existing checklist that is not Third Party.
  3. Navigate to the Checklist sub tab.
  4. Select the view checklist tree icon (green check mark) for any paragraph.
    • Checklists can also be edited from a Parent Document by accessing the view checklist tree icon (green check mark) from the Parent Document Checklists sub tab.
  5. Provide updated testing comments and result for desired paragraph of the selected accessibility standard.
    • Flag: Indicated that there is an accessibility violation for the selected paragraph.
    • Pass: Indicates that there is no accessibility violation, all paragraph requirements are met.
    • N/A: Current paragraph does not apply to the current checklist. This result does not require any comment or description.
  6. Once each paragraph is provided with a test result, select the root node in the testing tree to indicate that checklist testing is Finalized.

Working with Parent Documents

Creating a Parent Document

  1. Parent Document Creator or VPAT Administrator logs into AMP.
  2. Activate the "Create Parent Document" link from the Dashboard tab of AMP.
    • Parent Documents can also be created from the Parent Documents sub tab of the Organization tab.
  3. The Parent Document Builder dialog appears, the user then enters the Parent Document information. (ENTER SCREEN SHOT)
    • Name: This is the name that will identify the parent document within AMP. This will also be the name provided to the published (PDF) VPAT created from the parent document.
    • Parent Document Owner: This will be the AMP user who owns the parent document. This defaults to the user creating the parent document.
    • Target Project: This is the location where the parent document will be stored within AMP.
    • Parent Document Comments: This field provides an area where parent document / VPAT comments can be provided.
    • Enable General Announcement: If the VPAT is being created before its general announcement date, an email reminder can be sent when it is time to add the VPAT to the online request form. If activated, the user will provide the date (month, day, year) when the email reminder shall be sent.
  4. The user then selects the Make it happen button to create the parent document.

 

Creating a Parent Document from an Existing Parent Document

This process is beneficial in the event that there will be several parent documents or VPATs that will share a similar group of checklists (i.e. pre-load). Parent Document Creators can complete the checklist bundling process once and re-use a base parent document several times. This is process is more efficient than repeatedly bundling the same large group of checklists when creating a parent document.

  1. Parent Document Creator or VPAT Administrator logs into AMP.
  2. The user opens an existing parent document.
    • Parent documents can be opened from the Parent Document sub tab of the Organization tab.
    • Recent parent documents can also be found on the dashboard tab.
  3. The user selects Clone Parent Document from the Edit menu of the parent document overview tab. (SCREEN SHOT)
  4. Enter the following information:
    • Target Project: This is the desired location within AMP that the copy of the parent document will be stored.
    • Target Report Name: This is the desired name of the new parent document that is to be created from the original.
    • Description: A description of the new parent document can be entered at this time. This is not a requirement. The description can be added after the clone process if desired.
  5. Activate the Copy button.
  6. The user is then brought to the parent document overview tab of the newly created parent document.

Editing a Parent Document

  1. Parent Document Creator or VPAT Administrator logs into AMP.
  2. The user opens an existing parent document.
    • Parent documents can be opened from the Parent Document sub tab of the Organization tab.
    • Recent parent documents can also be found on the dashboard tab.
  3. Navigate to the Parent Document Overview tab.
  4. Select Edit Parent Document Details from the Edit menu.
  5. Edit the desired parent document details within the Parent Document Builder dialog box.
    • Name: This is the name that will identify the parent document within AMP. This will also be the name provided to the published (PDF) VPAT created from the parent document.
    • Parent Document Owner: This will be the AMP user who owns the parent document. This defaults to the user creating the parent document.
    • Target Project: This is the location where the parent document will be stored within AMP.
    • Parent Document Comments: This field provides an area where parent document / VPAT comments can be provided.
    • Enable General Announcement: If the VPAT is being created before its general announcement date, an email reminder can be sent when it is time to add the VPAT to the online request form. If activated, the user will provide the date (month, day, year) when the email reminder shall be sent.
  6. Activate the Make it happen button to save the changes.

Checklist Bundling

  1. Parent Document Creator or VPAT Administrator logs into AMP.
  2. A new parent document is created, or an existing parent document is opened.
    • Parent documents can be opened from the Parent Document sub tab of the Organization tab.
    • Recent parent documents can also be found on the dashboard tab.
  3. User navigates to the Checklist Selector sub tab of the parent document. (PROVIDE SCREEN SHOT OF CHECKLIST SELECTOR)
  4. The user provides the desired constraints to filter the master list of checklists.
    • Start Date: The earliest checklist creation date to be included.
    • End Date: The latest checklist creation date to be included.
    • Software: Display all available software checklists.
    • Software Component: Display all available software component checklists.
    • Hardware / Option: Display all available hardware / option checklists.
    • Documentation: Display all available documentation checklists.
    • Third Party: Display all third party checklists.
    • Draft: Display all checklists which are still in a draft state.
  5. Activate the Show Checklists button.
  6. Select the check box next to each checklists that is to be bundled in the parent document.
  7. Activate the Bundle Checklists button to add the selected checklists to the parent document.
    • The bundled checklists will be displayed under the Parent Document Checklists sub tab of the current parent document.

Manage Parent Document Checklists

Remove a Checklist from the Parent Document

  1. Parent Document Creator or VPAT Administrator logs into AMP.
  2. A new parent document is created, or an existing parent document is opened which contains at least one bundled checklist.
    • Parent documents can be opened from the Parent Document sub tab of the Organization tab.
    • Recent parent documents can also be found on the dashboard tab.
  3. Navigate to the Parent Document Checklists tab of the parent document.
  4. Select the remove checklist icon under the actions column for the checklist that is to be removed from the parent document. (Screen shot)
  5. Activate the Make it happen button on the Remove Checklist dialog box.

Remove Multiple Checklist from the Parent Document

  1. Parent Document Creator or VPAT Administrator logs into AMP.
  2. A new parent document is created, or an existing parent document is opened which contains at least one bundled checklist.
    • Parent documents can be opened from the Parent Document sub tab of the Organization tab.
    • Recent parent documents can also be found on the Dashboard tab.
  3. Navigate to the Parent Document Checklists tab of the parent document.
  4. Activate the check boxes for each checklist that is to be removed from the parent document.
  5. Navigate to the actions menu and choose remove checklist.
  6. Activate the Make it happen button on the Remove Checklist dialog box.

Edit a Checklist from the Parent Document

  1. Parent Document Creator or VPAT Administrator logs into AMP.
  2. A new parent document is created, or an existing parent document is opened which contains at least one bundled checklist.
    • Parent documents can be opened from the Parent Document sub tab of the Organization tab.
    • Recent parent documents can also be found on the dashboard tab.
  3. Navigate to the Parent Document Checklists tab of the parent document.
  4. Select the edit checklist icon for the desired checklist.
  5. Edit the checklist information via the Edit Checklist dialog box. (SCREEN SHOT)
    • Name - This will be the desired name for the checklists. This is commonly the name of the software application, hardware, component, etc. that is to be tested.
    • Checklist Owner - This is the user that will have ownership of the checklist. This defaults to the user creating the checklist, but can be assigned to another user within the VPAT Management System.
    • Target Project - This is the location within the VPAT Management System that the checklist will be stored. Checklists can be organized through the use of Projects.
    • Finalized - This check box allows the parent document creator to finalize or restore a checklist to draft status.
  6. Activate the Make it happen button to save the desired checklist changes

Complete Checklist testing from the Parent Document

  1. Parent Document Creator or VPAT Administrator logs into AMP.
  2. A new parent document is created, or an existing parent document is opened which contains at least one bundled checklist.
    • Parent documents can be opened from the Parent Document sub tab of the Organization tab.
    • Recent parent documents can also be found on the dashboard tab.
  3. Navigate to the Parent Document Checklists tab of the parent document.
  4. Select the checklist testing icon (green check mark) to open the testing tree for the selected checklist.
    • Note - This will now bring the user to the selected checklist. User is no longer working within the parent document.
  5. Provide testing comments and result for each paragraph of the selected accessibility standard (PROVIDE SCREEN SHOT OF TESTING TREE)
    • Flag: Indicates that there is an accessibility violation for the selected paragraph.
    • Pass: Indicates that there is no accessibility violation, all paragraph requirements are met.
    • N/A: Current paragraph does not apply to the current checklist. This result does not require any comment or description.
  6. Once each paragraph is provided with a test result, select the root node in the testing tree to indicate that checklist testing is Finalized.

Building a VPAT

  1. Parent Document Creator or VPAT Administrator logs into AMP.
  2. A new parent document is created, or an existing parent document is opened which contains at least one bundled checklist.
    • Parent documents can be opened from the Parent Document sub tab of the Organization tab.
    • Recent parent documents can also be found on the dashboard tab.
  3. Navigate to the VPAT Builder tab of the parent document.
  4. User selects the "Review [accessibility standard]" hyperlink for the first accessibility standard from the Actions column of the VPAT Summary table.
  5. Activate the paragraph testing icon (green check mark) for each paragraph of the current accessibility standard.
    • Provide remarks and explanations and a supports status for each paragraph. (SCREEN SHOT)
    • Activate the Make it happen button.
    • Users can alternately choose the "Show Checklists for [accessibility standard]" to provide responses for all paragraphs at one time.
  6. Users will provide an overall standard level status, once each paragraph is completed.
    • Select a status via the combo box provided for each accessibility standard. (SCREEN SHOT)
    • Activate the Make it happen button.
  7. User repeats steps 4 - 6 until review of all standards is completed.
  8. The VPAT is now ready to be published.

Publishing a VPAT

  1. Parent Document Creator or VPAT Administrator logs into AMP.
  2. A new parent document is created, or an existing parent document is opened which contains at least one bundled checklist.
    • Parent documents can be opened from the Parent Document sub tab of the Organization tab.
    • Recent parent documents can also be found on the dashboard tab.
  3. Navigate to the VPAT Builder tab of the parent document.
  4. Confirm that review of all standards is completed.
    • If there are standards that are not complete, user will complete the review process.
    • (LINK TO BUILDING A VPAT)
  5. Activate the Publish VPAT button.
  6. The Publish VPAT dialog box will appear. (SCREEN SHOT)
  7. Review the information provided within the Publish VPAT dialog box.
    • Select the Cancel button to make any changes before publishing.
  8. Activate the Make it happen button.
    • The user will now be brought to the associated Parent Document Overview tab with a link to the published VPAT (PDF).

 

VPAT Management

Editing a Parent Document / VPAT

  1. Parent Document Creator or VPAT Administrator logs into AMP.
  2. Navigate to the AMP Organization tab.
  3. Navigate to the Parent Documents sub tab.
  4. Activate the edit icon for the desired Parent Document / VPAT from the Actions column. (SCREEN SHOT)
    • Multiple Parent Documents / VPATs can be edited simultaneously by choosing the check mark next to a Parent Document / VPAT.
    • Once the desired Parent Document / VPAT(s) are selected, choose the Edit Parent Document(s) option under the Actions menu.
  5. The user will then edit the desired properties:
    • Name: This is the name that will identify the parent document within AMP. This will also be the name provided to the published (PDF) VPAT created from the parent document.
    • Parent Document Owner: This will be the AMP user who owns the parent document. This defaults to the user creating the parent document.
    • Target Project: This is the location where the parent document will be stored within AMP.
    • On Request Form: This check box is available when the VPAT has been published. This will determine whether or not the VPAT (PDF) is made available on the VPAT Online Request Form. (LINK TO SECTION)
    • Parent Document Comments: This field provides an area where parent document / VPAT comments can be provided.
    • Enable General Announcement: If the VPAT is being created before its general announcement date, an email reminder can be sent when it is time to add the VPAT to the online request form. If activated, the user will provide the date (month, day, year) when the email reminder shall be sent.
  6. The user then selects the Make it happen button to accept the changes.

Deleting a Parent Document / VPAT

  1. Parent Document Creator or VPAT Administrator logs into AMP.
  2. Navigate to the AMP Organization tab.
  3. Navigate to the Parent Documents sub tab.
  4. Activate the delete icon (red x) for the desired Parent Document / VPAT from the Actions column. (SCREEN SHOT)
    • Multiple Parent Documents / VPATs can be deleted simultaneously by choosing the check mark next to a Parent Document / VPAT.
    • Once the desired Parent Document / VPAT(s) are selected, choose the Delete Parent Document option under the Actions menu.
  5. The user will then be prompted with a Delete Parent Document dialog box to confirm the action. (SCREEN SHOT)
  6. The user then selects the Make it happen button to delete the Parent Document / VPAT(s).

Online VPAT Request Form

AMP will provide an Online VPAT Request Form. This form will allow end users to submit an email request for a desired VPAT. The list of readily available VPATs will be controlled by the VPAT Administrator within the AMP VPAT Management System. (LINK TO VPAT MANAGEMENT)

When a VPAT is readily available, the VPAT Online Request Form will send an automated e-mail message with the requested VPAT attached to the message as a PDF.

When the end user requests a VPAT which is not in the list of readily available VPATs, the system will send an e-mail to a list of specified recipients.

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