Why it is Best for a Third Party Auditor To Fill Out Your VPAT Template?

What is a VPAT template?

A VPAT template is a document that evaluates how accessible a particular information and communication technology (ICT) product or service is. It adheres to recognized accessibility standards and guidelines.

These guidelines include Section 508 Standards, the Web Content Accessibility Guidelines (WCAG), and the European Union’s EN 301 549 accessibility standards for publicly procurable ICT products and services.

This self-disclosing template is generated by the manufacturer or vendor of an ICT product or service. It details every aspect of the accessibility requirements for the market where the product or service will be publicly procured.

This also includes how the product or service supports each accessibility criterion in the relevant VPAT edition.

An official, free VPAT form in Microsoft Word or PDF format is available from the Information Technology Industry Council (ITI). ITI hosts all four editions of the VPAT template.

These editions include the Section 508 VPAT, the WCAG 2.0 or 2.1 VPAT, the EU’s EN 301 549 VPAT, and the International (INT) VPAT. It's important to determine which VPAT version buyers of your products or services accept.

The Section 508 VPAT forms the basis for the federal accessibility standard in the United States. It is used to document compliance levels based on accessibility requirements for ICT procurements by federal agencies.

The WCAG VPAT is based on the W3C/WAI’s Web Content Accessibility Guidelines. The EU’s EN 301 549 VPAT is used for documenting compliance with accessibility requirements for public procurement of ICT products and services in Europe.

The INT VPAT integrates all three of these standards.

Buyers and the VPAT template

Buyers of ICT products and services are increasingly scrutinizing VPAT forms before making a purchase. In 2023, VPAT accessibility will no longer be optional for public procurement entities.

Unlike in 2022, when only some buyers—such as federal agencies, large corporations, and learning institutions—required completed VPAT documents, private entities are now increasingly requesting VPAT Accessibility Conformance Reports (ACRs) before procuring ICT products and services.

This shift is due to many small and large organizations recognizing the value of making ICT products and services accessible to everyone.

Accurately filled-out VPAT forms help buyers determine product or service accessibility and identify potential deficiencies. Many firms have also discovered that completing a VPAT document, especially the audit portion, enhances product and service quality.

Businesses pursuing VPAT compliance have reported increased sales, particularly in the disability market, and a corresponding rise in profits.

However, a poor VPAT ACR has also led to negative experiences for some businesses. Some have incurred significant losses from accessibility-based lawsuits and litigation due to providing misleading public information.

Therefore, when creating your VPAT ACR, remember that it may be reviewed by potential buyers or by those looking to hold you accountable for offering discriminatory products and services.

A quality VPAT audit helps your business benefit from VPAT accessibility. Conversely, a poorly executed VPAT audit that doesn't provide credible data for your VPAT template can have detrimental effects.

What makes a quality VPAT audit?

Beyond selecting the correct VPAT edition, conducting the audit and meticulously completing the document are crucial aspects of VPAT accessibility that successful businesses prioritize. Errors at the VPAT audit stage can result in a fraudulent VPAT form.

This could damage your business’s reputation and credibility, potentially leading to unnecessary lawsuits.

While completing a Voluntary Product Accessibility Template (VPAT) for your ICT products and services is not mandatory, once you decide to pursue VPAT compliance, you are free to choose who undertakes the documentation.

Ultimately, a quality VPAT audit requires individuals with expertise in accessibility, a thorough understanding of the legal and policy framework, and an appreciation for the accessibility domain specific to your ICT product or service. You can opt for in-house VPAT creation or hire a trusted third-party agency.

Advantages and disadvantages of in-house VPAT completion

While having an in-house team develop your VPAT reports offers some benefits, businesses pursuing this route often find that many buyers perceive it as lacking credibility and objectivity.

The advantages of an in-house team conducting VPAT certification for a product or service include an inherent understanding of the product/service domain and reduced compliance costs.

However, statistics from businesses successfully engaging with lucrative buyers like federal agencies and large corporations indicate that internally performed VPAT certification rarely outperforms that conducted by third-party accessibility experts in convincing procurement teams. Some procurement departments may even insist on a third-party auditor.

Consequently, many small and large businesses are increasingly hiring third-party agencies for their VPAT compliance requirements.

Advantages and disadvantages of third-party VPAT completion

Many firms compete for clients within your business domain. Given that the VPAT has become a vital procurement requirement, a well-written one can be a compelling competitive differentiator for your business.

This is because comprehensive VPAT ACRs demonstrate to potential buyers that product or service vendors and manufacturers actively evaluate and integrate accessibility.

VPATs are highly complex technical documents, requiring specialized knowledge and practical accessibility experience to gather and input the necessary data. Internal teams, often preoccupied with core business tasks, may not dedicate the consistent focus to VPAT accessibility that a third-party entity would.

A third party provides not only the expertise needed for a proper VPAT audit and accurate reporting on product or service accessibility but also lends crucial credibility to the developed VPAT report.

You want to avoid creating a VPAT report that is dismissed due to perceived non-objectivity and lack of credibility often associated with in-house reports.

Therefore, while not mandatory, engaging a third party to complete your VPAT template is highly advisable. You do not want your product or service to face a disadvantaged procurement journey due to the negative connotations linked to internally created VPAT reports.

We can help you with all your VPAT compliance needs.

We can assist you in understanding and developing a VPAT document, and obtaining a VPAT report that effectively showcases the accessibility of your ICT product or service. If you choose an in-house team for VPAT certification, you can learn how to fill out your VPAT template from our VPAT example.

Should you decide to hire a third party to collaborate with your in-house team or to manage your VPAT compliance needs entirely, our comprehensive VPAT audit and testing services are an excellent choice. These services have helped leading businesses and organizations achieve respected VPAT certifications and compliance, significantly enhancing their business growth.

To begin working with our dedicated team, please call us at (626) 486-2201 or complete this simple contact form. We will connect you with an experienced consultant and provide free consultations!