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Prioritization

Addressing accessibility for a system inventory can be intimidating. With limited resources and a large inventory, it can be hard to determine which system(s) to evaluate first. To help departments identify which systems should be evaluated first, the Access IT team developed Accessibility Exposure & Impact Score (AEIS).

AEIS is a technology-agnostic evaluation that focuses on the purpose of a system, the services that it provides to citizens, and impact to work performed by State staff. AEIS also takes modernization efforts and State/Federal mandates into consideration. By focusing on these factors, AEIS highlights systems that have the largest impact to the population.

To provide departments with a quick and easy way to prioritize their existing systems for accessibility and usability testing, the Access IT team created the AEIS Scoresheet. Using the scoresheet, department staff will answer a short set of "Yes/No" questions. After answering all the questions a score (out of 100) signifying the impact significance of the system will be provided. A higher score means that the system has a greater risk for accessibility issues. A sorted listing of the scores will identify which systems should be evaluated first.

In addition to providing departments with an easy form to evaluate a systems inventory, the AEIS scoresheet also provides additional tools that can be used to compare systems and justify an assessment effort. In addition to the score, after answering all questions, a "justification" form is also generated. A completed form can be used to provide stakeholders and executive staff with a quick explanation about the system, its services, and an explanation for why it should be prioritized for an assessment.

AEIS was developed using Microsoft Excel. There are also two versions available. The manual version is a simple, formula-based spreadsheet which will provide departments with the Scorecard and Justification form. The automated version that utilizes macros to allow users to score multiple applications in the same file and performs additional text and graphic based analysis on the calculated data.

To simplify the prioritization process, departments are recommended to use the automated version of AEIS as it contains a System Inventory and a graph-based Analysis worksheet. To gain access to the all the functionality that AEIS offers, users will need to enable macros. If that option is not available, then users will need to use the manual version of AEIS. The manual version does not require macros, but it only provides users with the Scorecard, Text Analysis, and Justification sheets.

Microsoft excel icon with small yellow exclamation symbol next to it Download Manual AEIS Scoresheet (macro-enabled)

Microsoft excel icon Download Automatedl AEIS Scoresheet (no macros)

 

Prioritization | Planning | Assessment | Remediation | Resources


Identify Systems

Score Systems

Build Inventory

Rank and Prioritize

The inventory Analysis worksheet provides a bar chart and table listing the highest scored systems and their categorical scoring breakdown. Systems are sorted by their overall AEIS score in descending order. The number of systems displayed is based on the count defined on the Inventory tab. For information on how to adjust the output, refer to the Build Inventory section of the ACRM.

AEIS Inventory Analysis

Analysis is only included in the automated versions of AEIS.


Like the output displayed in the Analysis worksheet, the Text Analysis sheet displays a written description of the AEIS scoring breakdown (including total and categorical scores) but only uses text. This functionality is included in both the automated and manual versions of AEIS, but differs slightly depending on the version being used.



Example:

AEIS Inventory Analysis

AEIS analysis was performed on the submitted inventory.
Below is scoring results for the top 6 systems in descending order.

Score #1 given to 'MyMedical 2.0' with an AEIS of 95
Scoring breakdown for 'MyMedical 2.0' is as follows:
33 points for 'Public Services'
11 points for 'Internal Services'
22 points for 'Accessibility Testing'
28 points for 'Life Span'

Text Analysis is included in both the automated and manual versions of AEIS.



In the automated version, AEIS will output information about all highest scored systems. The number displayed is defined on the Inventory worksheet. For information on how to adjust the output, refer to the Build Inventory section of the ACRM. The manual version of AEIS will only include information on the singular system that is scored.

The Justification form was created so that staff evaluating their systems can create a justification for executive management about why an accessibility assessment should be performed on the system. This will allow management and executives to review a one page document that summarizes the services that the system provides, why an assessment should be prioritized, and what the impact of the system not being accessible would be.

By default, the Justification form will include the system name and AEIS scoring breakdown. The form also adds blank fields where information can be added to explain information not captured in AEIS that will be useful in determining whether an accessibility assessment of the system should be performed.

AEIS Assessment

Justification is included in both the automated and manual versions of AEIS.


The form is generated for each system evaluated. In the automated version, a separate worksheet will be created for each system scored. In the manual version, there is a dedicated tab.