SayPro Documents Required from Employees

SayPro Accessibility Audit Reports: Documentation of previous accessibility audits and any prior remediation efforts from SayPro Monthly January SCMR-17 SayPro Monthly Inclusive Design: Ensure the site is accessible to users with disabilities by SayPro Online Marketplace Office under SayPro Marketing Royalty SCMR

As part of SayPro’s initiative to create a more inclusive and accessible website, it is essential that employees generate and submit comprehensive Accessibility Audit Reports. These documents serve as an official record of accessibility audits, highlight areas where improvements are necessary, and track the remediation efforts made over time. The following outlines the specific documents that employees are required to submit, providing clear guidance on the type of information to include for each report.

1. Accessibility Audit Reports

Objective: Ensure that all accessibility audits are fully documented, detailing the scope, findings, actions taken, and compliance status in relation to WCAG 2.1 and relevant legal requirements like the Americans with Disabilities Act (ADA).

A. Initial Accessibility Audit Report

• Purpose: This document captures the accessibility status of the website at the beginning of the audit cycle, providing a baseline for improvement and tracking.
• Contents:
  • Audit Scope: Clearly define which parts of the website were assessed (e.g., homepage, checkout flow, product pages, forms).
  • Tools Used for Testing: List the tools and methodologies used during the audit, such as Google Lighthouse, axe Accessibility, WAVE, and manual testing with screen readers (e.g., JAWS, NVDA).
  • Summary of Findings: Outline the accessibility issues found during the audit. These might include:
    • Missing alt text for images.
    • Inadequate color contrast for readability.
    • Elements that cannot be navigated with a keyboard.
    • Incorrect or missing ARIA (Accessible Rich Internet Applications) labels.
    • Poor heading structure or inconsistent content flow.
  • Issue Categorization: Organize the issues by severity (critical, high, medium, low), and specify which guidelines are violated (e.g., WCAG 2.1 Guidelines A, AA).
  • Recommendations for Fixes: Provide clear action steps or recommendations to resolve each identified issue, including technical specifications (e.g., adjusting color contrast, adding alt text).
  • Compliance Status: Evaluate whether the website currently complies with WCAG 2.1 Level AA, and indicate the areas that are out of compliance.
  • Audit Date: Record the date when the audit was conducted and the individuals or teams responsible for the audit.
  • Assigned Priority: Prioritize issues based on their severity and user impact, helping the development team address the most pressing issues first.

B. Remediation Action Report

• Purpose: This document tracks the actions taken to address the issues identified in the initial accessibility audit. It provides detailed documentation of the fixes and improvements made to ensure compliance.
• Contents:
  • Issues Addressed: List the accessibility issues identified in the initial audit and confirm which ones have been resolved. For each issue, provide:
    • A short description of the problem.
    • A summary of the solution applied (e.g., updated the alt text, fixed contrast issues, implemented keyboard shortcuts).
  • Changes Implemented: Detail the steps taken to remediate the issues, including code modifications, design adjustments, and content updates.
  • Testing After Fixes: Document whether each fix has been tested, either through automated tools or manual testing by an accessibility expert. For example, if alt text was added, confirm it was tested with a screen reader to ensure it is read aloud.
  • Timeline for Completion: Include the date when each remediation task was completed and if it met the designated deadline.
  • Team Involvement: Specify which teams were involved in addressing the issues (e.g., development team, design team, QA).
  • Verification: Include a section that verifies the fixes were implemented correctly, with sign-offs from relevant stakeholders or accessibility experts.

C. Ongoing Accessibility Monitoring Report

• Purpose: This document is produced periodically to assess the current status of accessibility improvements and ongoing compliance with accessibility standards.
• Contents:
  • Regular Testing Results: Document the results of ongoing accessibility tests, including both automated and manual evaluations. This section should include data from tools like Google Lighthouse or axe, and any feedback from user testing.
  • New Issues Identified: List any new accessibility issues that have arisen after the previous audit or remediation efforts. These might include:
    • Newly added content that fails to meet accessibility standards.
    • User feedback identifying new barriers (e.g., from individuals using screen readers).
  • Status of Outstanding Issues: Track any issues that have not yet been resolved, providing an update on the remediation progress.
  • Resolution Timelines: Include the expected completion dates for addressing outstanding issues, allowing stakeholders to monitor progress.
  • Accessibility Enhancements: Note any improvements or new features added to enhance accessibility, such as better keyboard navigation, improved focus indicators, or new content alternatives.
  • Compliance Updates: Reassess the website’s overall compliance with WCAG 2.1 and update the compliance status, indicating if the website now meets or exceeds accessibility standards.

2. Documentation of Prior Remediation Efforts

Objective: Maintain a detailed record of past remediation actions, helping employees understand the history of accessibility improvements and ensuring that no issues are overlooked.

A. Historical Remediation Documentation

• Purpose: Provide a comprehensive history of all accessibility remediation efforts, ensuring that no issue is forgotten, and the website is consistently improved.
• Contents:
  • Summary of Previous Audits: List all previous accessibility audits, their dates, and the primary issues identified during each audit.
  • Remediation Action History: Document each action taken to resolve past accessibility issues, including which issues were fixed and how. If previous solutions did not fully resolve an issue, note this and provide a timeline for further action.
  • Results and Impact: Summarize the impact of past remediation efforts on overall website accessibility. This can include improvements in accessibility scores, better usability for users with disabilities, and feedback from assistive technology users.
  • Lessons Learned: Reflect on challenges encountered during past remediation efforts, and suggest ways to improve future audits and fixes.

B. Compliance Documentation from Third-Party Audits

• Purpose: Ensure that external audits and certifications regarding accessibility are documented and tracked to demonstrate independent verification of compliance.
• Contents:
  • Third-Party Audit Reports: If third-party accessibility audits have been conducted (e.g., by Deque, TPGi, or other experts), include copies of these reports and their findings.
  • Compliance Certifications: Any official certifications or statements confirming that the website meets WCAG 2.1 or other applicable accessibility standards should be attached.
  • Legal Compliance Reviews: Include any documents from legal reviews that confirm the website complies with legal requirements such as the ADA or EAA. These reviews can be crucial for ensuring the website avoids potential legal challenges.

3. Reporting and Tracking Compliance Progress

Objective: Continuously monitor and document progress toward full accessibility compliance and track all updates made to the website.

A. Progress Tracking Documents

• Purpose: Track the status of accessibility improvements, ensuring tasks are completed on time and issues are addressed in a structured manner.
• Contents:
  • Task List and Deadlines: Maintain an ongoing list of accessibility tasks, prioritizing them based on their severity. Include deadlines for each task to ensure timely completion.
  • Weekly/Monthly Accessibility Status Updates: Provide regular updates on progress toward addressing accessibility issues, including test results, fixed issues, and outstanding tasks.
  • Task Assignments: Assign team members to each accessibility task and track their progress. Use project management tools (e.g., Jira, Asana) to monitor these tasks.

B. Final Compliance Report

• Purpose: When significant updates or a full redesign occurs, prepare a final compliance report to confirm that the website is fully compliant with accessibility standards.
• Contents:
  • Final WCAG 2.1 Evaluation: Reevaluate the website’s compliance with WCAG 2.1 Level AA and update the compliance status, confirming full adherence to guidelines.
  • Final Testing Results: Provide the results of all accessibility tests performed, including automated and manual tests, as well as user feedback from people with disabilities.
  • Conclusion and Recommendations: Summarize the overall accessibility status, confirm whether the website is fully accessible, and provide recommendations for ongoing monitoring or future improvements.

4. Internal Communication and Collaboration Documents

Objective: Facilitate communication and collaboration between teams involved in accessibility improvements.

A. Accessibility Team Meeting Notes

• Purpose: Ensure regular discussions regarding accessibility, including problem-solving, progress tracking, and decision-making.
• Contents:
  • Meeting Agendas: Document the agenda of accessibility-focused meetings, including which issues need to be addressed.
  • Discussion Points and Decisions: Record key points discussed, decisions made, and action items assigned.
  • Follow-Up Actions: List any follow-up tasks and deadlines assigned during the meeting.

By submitting these detailed Accessibility Audit Reports, employees help ensure that SayPro’s website remains accessible, compliant, and user-friendly for individuals with disabilities. These documents not only track progress but also serve as proof of SayPro’s ongoing commitment to an inclusive digital environment.