Documenting Accessibility in Total Contract Manager (TCM)

Icon of a contract with signed agreement.Total Contract Manager (TCM) is a centrally managed and supported contract repository and a part of Harvard’s Buy-to-Pay (B2P) system. Users have the ability to search for and view contracts and supporting accessibility documentation that has been entered into the system.

Creating a contract with accessibility fields

TCM users with the Contract Manager role can create and manage contract records. 

How to create or upload an existing contract (PDF)

  • In the “Contract Purpose” section of the draft agreement there’s a required field to assign one or more “General Purposes” for the contract. Select “Technology” as one of the General Purposes, so that Accessibility fields will be included. 
  • In the “Miscellaneous Information” section there is a list of “Key Riders” that should be included. Check the “Accessibility” box, even if you aren’t sure that the Accessibility Rider will ultimately be adopted by the supplier. 

Digital Accessibility fields

  • Choose “Yes” in the dropdown for the “Accessibility Addressed” question. This will expand a set of accessibility-specific questions.
  • To track any of the following documentation, you can set up “Obligations” in TCM to notify stakeholders of pertinent information and timelines. Learn more about how to set up Contract Obligations (PDF).

Accessibility Rider

The first question under Digital Accessibility Details relates to whether or not there is a signed Accessibility Rider. The three possible responses are:

  • Yes – Harvard Standard Language: Harvard's standard Rider was signed and attached
  • Yes – Not Harvard Standard Language:  A Rider may be amended in some way. Use this response if a non-standard language rider was signed and attached.
  • No: No Rider was signed  

Accessibility Roadmap

If the vendor signs an amended Accessibility Rider or doesn’t sign one at all, they should submit an Accessibility Roadmap that describes improvements to be made over the next year (the Temporary Exception Form is still required). Upload the Accessibility Roadmap as an attachment or include it in the contract. You can also create an Obligation to track and manage the Accessibility Roadmap.

Temporary Exception Form

The Temporary Exception Form (PDF) is an internal form signed by the school/unit CIO and grants a one-year exception to the Accessibility Rider. Upload it to TCM separate from the contract, and create an Obligation to track and manage the Temporary Exception Form.

Accessibility Product Review

How was the product reviewed for accessibility? Select all that are applicable.

  • Q&A with Vendor - Question and answer review session with the vendor 
  • Vendor Demonstration - Vendor demonstration of accessible features
  • Accessibility Documentation - Examples of acceptable documentation include Voluntary Product Accessibility Template (VPAT), Accessibility Conformance Report (ACR), and Harvard’s WCAG 2.1 Vendor Checklist (Excel spreadsheet)
  • Harvard or 3rd Party Assessed - Harvard or a contracted third party assessed the product
  • Not Reviewed - Product was not reviewed for accessibility

Upload product review documents as attachments, and create Obligations, if needed. 

Accessibility Product Review Date

Enter the approximate date (month/year) of the most recent accessibility product review. 

Support

For any questions related to this process or for questions about documenting accessible procurement outside of TCM, contact Digital Accessibility Services (DAS) at digitalaccessibility@harvard.edu. You can also learn more about the process in the DAS guide to accessible technology procurement.