Access-IT California Getting Started Project Planning and Analysis Active Projects Existing Systems Resources And Tools



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)