Component 5: An evaluation process to measure the effectiveness of the plan

The goal is to have E&IT acquisition requests comply with Section 508 requirements consistent with the timelines outlined in this plan.  This goal will be pursued by enforcing, facilitating and/or supporting the process outlined in Component 1, above.  There are four components:

1. Market Research: Verified by proper Section 508 documentation
2. Vendor provided information and conformance of the product: Verified by the User/Requestor’s signature on the E&IT Procurement form (to be developed). For large-scale purchases, verification will also come from the completed testing protocol signed by one charged with conducting conformance testing of the product, i.e., LAN Coordinator, ITS Technical Consultant, E&IT Campus Compliance Officer, CSU Testing Center, etc.
3. Documentation, Review and Exemptions: Verified by E&IT Campus Compliance Officer’s initials on the E&IT Procurement form (TBD) and/or E&IT Campus Compliance Officer’s files.
4. E&IT products purchased as outlined by the Section 508 law: Verified through internal review processes, to be defined.

Evaluation Methodology

Cal Poly will self-check by randomly selecting and reviewing a sample of E&IT acquisitions twice a year for the first two years; thereafter, it is expected that compliance will be validated through routine annual internal review and audit processes.  The review will verify that the proper Section 508 documentation has been completed and included in the procurement files.  The E&IT Campus Compliance Officer will retain copies of Section 508 documentation reviewed, e.g., VPAT, and possibly a spreadsheet that will indicate the status of each review, and report at least annually on actions taken, including exemptions granted.  Initially, this process will be applied to formal E&IT acquisitions; the evaluation process for informal acquisitions will be defined as those phases are implemented.  This evaluation measures four criteria:

1. User/Requestor has conducted market research and evaluated the E&IT product for Section 508 standards conformance
2. E&IT Campus Compliance Officer is properly documenting reviews and exemptions
3. E&IT acquisition requests have proper Section 508 documentation
4. E&IT products are being purchased as outlined by the Section 508 law

Measurement of effectiveness:  The percentage of files with proper documentation.