Expert in Accessible Office Templates

Project overview

Assignment Description

Background

On January 1, 2027, PTS and Digg will merge to form the Digitalization Agency. The new agency will have a new name, a new graphic profile, and a cohesive design system. The Digitalization Agency has a special responsibility for digital accessibility. Therefore, accessibility must be an obvious and integrated part of the material the agency produces, including our own documents, presentations, templates, and PDF forms.

Overall Description

A new graphic profile has been developed with an external agency. Now, it needs to be translated into a functional design system for Office, with accessible templates that are easy to use and where the right way of using them is the easy way. The templates should, as far as possible, have accessibility built-in from the start and provide users with good conditions to create accessible documents without having to make extensive manual adjustments. Some of the agency's documents and templates should also be publishable as accessible PDF files on the website.

For certain needs, it should also be possible to develop accessible, fillable PDF forms.

Purpose

The purpose of the assignment is to:

The ambition is for the templates to be exemplary from an accessibility perspective. Accessibility should therefore, as far as possible, be built into the structure and design itself, rather than needing to be corrected afterwards.

Assignment Content

The contractor shall:

Accessible and Fillable PDF Files

The contractor shall, if necessary:

Expert Support

Documentation and Handover

Staffing and Scope

The scope of the assignment is estimated at 80–100 percent of full-time. The exact scope will be determined by agreement.

The consultant must be able to be present on-site for 2–3 days at the start of the assignment and in connection with the completion of the assignment. Further arrangements and dates will be determined by agreement.

• Develop accessible Office templates in the agency's new graphic profile
• Translate the graphic profile into a cohesive and usable design system for Word, PowerPoint, and Excel
• Ensure that the templates provide good conditions for creating accessible documents and PDF files
• If necessary, develop accessible fillable PDF forms based on the agency's templates
• Provide the agency with expert support in document and PDF accessibility
• Ensure that templates and associated solutions can be managed by the agency after the assignment is completed.
• Develop and quality assure accessible templates for Word, PowerPoint, and Excel based on the agency's design system and new graphic profile
• Set up themes, style sheets, colors, fonts, and other components so that it is easy for the user to do the right thing
• Ensure accessible color usage and contrast for text, diagrams, and graphical objects, including light and dark mode where relevant
• Ensure that the templates support accessible documents according to WCAG 2.2 level AA and EN 301 549, including correct structure, heading hierarchy, reading order, language, tables, links, and alternative texts
• Ensure that the templates work well with Microsoft 365's built-in accessibility features and provide good conditions for accessible, correctly tagged PDF files
• Quality assure representative PDF files and fix accessibility issues that cannot be resolved in the source document
• Test and quality assure the templates through relevant automatic and manual checks, as well as testing with screen readers.
• Support the migration of existing specific templates, including transferring and, if necessary, adapting content, structure, and formatting so that the result follows the new design system and accessibility requirements.
• Create and quality assure accessible PDF files for publication on the agency's website
• Check and, if necessary, fix structure, tagging, reading order, language, links, tables, and alternative texts
• Develop accessible fillable PDF forms that work with keyboards and screen readers, with correct field labeling and tab and reading order
• Quality assure PDF files and forms through relevant automatic and manual tests.
• Be the agency's expert support for document and PDF accessibility
• Provide advice when graphic profile, usability, Office functionality, and accessibility requirements need to be weighed against each other
• Propose accessible solutions for colors, contrast, and graphical components, among other things
• Contribute to solutions that are both accessible and easy for employees to use.
• Document the templates' structure, built-in accessibility support, and what the user needs to consider
• Develop short user guides and material for future quality assurance
• Conduct knowledge transfer to the agency's administration
• If necessary, support publishing and distribution via the template library in SharePoint
• Hand over templates and documentation so that the agency can manage, quality assure, and version control the solution itself.

Requirements

Personal Qualities:

Other:

Presentation to the client will occur after the final bidding day has expired. To apply for this assignment, you must be a registered user in our portal, which is completely free. If you are a new user and wish to register yourself or your company in Upgraded's portal, click here: https://portal.upgraded.se

• Experience equivalent to at least level 4 according to the framework agreement: Competence: Very high competence in the relevant area. Experience: Has participated in large assignments/projects in the relevant area and completed assignments/projects with very high quality. This level is normally achieved earliest after 9-12 years of work in the relevant area. Leadership: Carries out/leads/is responsible for large assignments with very high difficulty/complexity. Independence: Very high.
• Certification as an IAAP Accessible Document Specialist (ADS)
• Solid practical knowledge of document accessibility according to WCAG 2.2 and EN 301 549
• Experience in graphic design, UX, or equivalent, and in translating graphic profiles/design systems into accessible Office templates
• Documented experience with qualified Microsoft 365 templates from at least 2 assignments in the last 5 years
• Documented experience in creating, testing, and quality assuring accessible PDF files with relevant tools, such as Adobe Acrobat Pro
• Very good Swedish, spoken and written.
• Additional certification in digital accessibility, e.g., IAAP CPACC or WAS
• Experience with accessible fillable PDF forms
• Experience with similar assignments in the public sector
• Experience with template libraries in Microsoft 365/SharePoint
• Practical experience with screen reader testing, e.g., NVDA or JAWS
• Experience with Office templates during the introduction of a new graphic profile, design system, or name change.
• Good at combining graphic design, usability, technology, and accessibility.
• Meticulous, pedagogical, and solution-oriented with a strong commitment to accessibility
• Self-driven and structured, driving the work forward
• Collaborative and able to translate specialist knowledge into practical solutions for users.
• The consultant must be available for a digital interview of 30 minutes on November 18 or 19, 2026. Time for the interview will be booked by agreement.

Project details

• Start: 2026-11-23
• Remote: hybrid
• Location: Stockholm, SE, SE
• Languages: Swedish