1 ntc tcs training - dallas 2010 technology’s role in tax-aide

1NTC TCS Training - Dallas 2010

TECHNOLOGY’SRole in TAX-AIDE

2NTC TCS Training - Dallas 2010

3NTC TCS Training - Dallas 2010

Key TCS/TC Duties – I Hardware

Coordinate State’s e-file Equipment Acquire, allocate, maintain, certify, store,

inventory, & seek donations Maximize computer utilization

Strive for an average of 100+ e-files per computer

Submit orders, & oversee return of IRS laptops – TCS requests needs input during June

Submit orders for AARP Equipment based on needs and available funding

4NTC TCS Training - Dallas 2010

KEY TCS/TC Duties – I Hardware (continued)

Administers (TCS only) cost control for Equipment Repair

Together with PCS, solicits donations of e-file equipment (computers, etc.)

Maintain and submit annual inventory by April 30th to TCS and by May 15th each year to National

Provide next season equipment needs to TCS by June 30th each year. Needs sent to National by early-July. IRS shipments commence in August.

IRS plans to reduce available computers by 5% in TY 2011

5NTC TCS Training - Dallas 2010

Key TCS/TC Duties – II Software

Monitors TaxWise software Orders and assures that sites have required EFINs and SIDNs (This duty is shared with the ADS, who

assigns SIDNs)

Acquires operating systems and other software as needed – National lead (TrueCrypt, TechSoup, Anti-Virus, etc)

6NTC TCS Training - Dallas 2010

Key TCS/TC Duties – III Training

TCS Provides training for TCs & TCs provide training for EROs

Work with TRS for above training

Promote “Process Based Training” (integrated tax-law & TaxWise)

7NTC TCS Training - Dallas 2010

Key TCS/TC Duties – IV Support

Maintain contact with TCs & EROs Passes on TaxAide Tech Bulletin and TaxWise

Knowledgebase info as needed.

Provide guidance to e-file sites (especially at start of season)

Assist SC & DC’s in establishing e-file sites -- especially larger sites

8NTC TCS Training - Dallas 2010

Key TCS/TC Duties – V Security

PROTECT TAXPAYER INFORMATION Oversees protection of Taxpayer Data

Computer Passwords & Encryption Windows TrueCrypt TaxWise passwords

Note: TaxWise backup files are Encrypted and do not require additional protection

Removal of taxpayer data from all computers at end of season

9NTC TCS Training - Dallas 2010

Key TCS/TC Duties – V Security(continued)

PROTECT TAXPAYER INFORMATION Physical Security

All paper records containing taxpayer data must be secured at all times

Do not leave computers unattended or store computers in a visible area of a car

If computer is lost or stolen Report immediately to 202-434-6021 &

TaxAideTech@aarp.org + SC & RC.Police Department must also be notified promptly.

10NTC TCS Training - Dallas 2010

> Larger E-file Sites <

Characteristics of larger sites: Yields 500 to 5,000 (Federal) e-files Open 4 to 6 days per week Open 4 to 12 hours per day Five to fifteen counselors per shift

Strive for one or more larger sites per district (consolidate where possible)

(Larger sites maximize utilization of e-files equipment and personnel)

11NTC TCS Training - Dallas 2010

NTC Activities - I

Investigates & responds to questions and suggestions from TCS’s & others

Issues Technology Bulletins Recommends changes to IRS e-file

publications & TaxWise program Trains new Technology Specialists Interfaces with the National Tax Training

Committee (NTTC) Recommends policy changes to NLT

12NTC TCS Training - Dallas 2010

NTC Activities - II

Published the TECHNOLOGY MANAGEMENT GUIDE

Distributed to all TCSs and TCs

Publishes How-to Documents on Networking, Tax Form Defaults, etc.

Tests and recommends changes for IRS computer images

Configures image for new AARP laptops and for the Windows 7 upgrade to older computers

13NTC TCS Training - Dallas 2010

Tune-ups, Upgrades & Images Re-Image AARP Tax-Aide Computers

Propose re-imaging (Windows XP) on the HP 6110s & 6310s this year Very low cost Consistent national image – easier than

the multipage tune-ups, but must backup and re-install files you want to keep.

Alternate – Complete tune-ups. Two scans recommended as discussed for TWO Wireless.

Finalizing Image contents - available soon

14NTC TCS Training - Dallas 2010

Tune-ups, Upgrades & Images Windows 7 Upgrades

Suggest upgrading Dell Vostro 1520s this year – NY3 has 8 of the 1520s TechSoup Win 7 software costs $8 – NY3 has

purchased the licenses No additional memory required Tax-Aide can provide an image to avoid have

to individually reinstall many software programs – Awaiting the image disk

Must backup files and re-install them

15NTC TCS Training - Dallas 2010

What’s New for 2010

Plan to provide Windows 7 on new AARP Tax-Aide computers. Working to upgrade to Windows 7 on all

existing AARP Tax-Aide computers over the next several years, including memory upgrades. TaxWise may not support XP in TY 2013. Microsoft dropping XP in 2014.

AVG Antivirus license will not be renewed. Recommend the use of the free Microsoft Security Essentials.

Expanded use of Wireless for TWO is now approved.

16NTC TCS Training - Dallas 2010

Migration to Windows 7

Based on the May 2010 Inventory: 583 Laptops are below Specs

meaning they cannot be upgraded to Windows 7

845 Laptops require memory upgrades

An estimated 10,000 Windows 7 upgrade licenses will be needed.

17NTC TCS Training - Dallas 2010

Tax-Year 2010 Recommendations

Major Objectives

Promote TaxWise-OnLine (TWO) – 2009 training includes state returns

Emphasize importance of use and training on Encryption

Expand use and training on Networking

18NTC TCS Training - Dallas 2010

Advantages of TaxWise Online

Improved Security No data stored locally on individual computers -

secured facility stores all data Intrusion detection – CCH uses software to

reduce threat of hackers

Access from any computer with proper identification and Broadband Internet

Immediate availability – nothing to install

Ideal for Using Site Provided Equipment

19NTC TCS Training - Dallas 2010

Advantages of Networking

Reduced Tax Preparation Burden Fewer computers to setup and maintain

software current Eliminates need to copy returns from

multiple computers for transmission Provides easy method to print from all

computers with one printer

Improved Security Only one computer has taxpayer data

20NTC TCS Training - Dallas 2010

2009 Network Survey

Overall results show about 24% of sites Network TaxWise Wide variation by State and Region States 0% to 100% - Regions 3% to 56%

North Atlantic Region – 6.6% Client Server

Another 18% Network for Printing Only North Atlantic Region was 28.1%

TWO in 2009 added 3% - NA Region 2%

21NTC TCS Training - Dallas 2010

2009 TWO & Network Summary

Survey showed only a few States planning much growth in TWO or Networking.

AARP Tax-Aide’s goal is to substantially increase the use of TWO and Networking.

Your Volunteers will Thank You for making their job easier.

22NTC TCS Training - Dallas 2010

TWO Summary

2008 – 3% of sites used TWO 2008 Year-end Survey predicted 33%

increase to 4% of sites for 2009 2009 actual TWO use increased over 300%

to 12% of sites.

In spite of shaky start and end-of-seasonProblems , TWO users raved about how much simpler TWO was to set-up and administer

23NTC TCS Training - Dallas 2010

TWO Summary

2009 Wireless TWO Beta-Test Over 40 sites participated Some initial problems connecting to Host Required set-up more complex than we

want going forward. Learned a lot, like network printers need

static IP addresses. Participants liked using wireless TWO

24NTC TCS Training - Dallas 2010

TWO Summary

Expanded Wireless TWO for 2010 A site’s secured or open-to-the-public (unsecured)

wireless Internet may be used A separate router (not site owned) is not required,

but is recommended, to provide better security and allow better control over your AARP Tax-Aide network

A router allows all TWO computers to print to a common AARP Tax-Aide printer (network or shared)

AARP provided and IRS computers with wireless may be used. Personal and Site computers can be used after they pass on-line scans

Wireless is not approved for Desktop or for Transmitting tax returns.

25NTC TCS Training - Dallas 2010

TECHNOLOGY’S ROLE

Questions ???