2016 TCS SMT Training - Dallas Consumables 2016 TCS SMT Training - Dallas

2016 Consumable Ordering Consumables are purchased via a national contract with an AARP approved vendor (GraceWorkz, LLC). These items include lamps/bulbs for projectors and print cartridges & drums for all printers purchased and distributed by the National Office as well as many other models. “Listed Consumables”, specifically, most print cartridges and projector bulbs must be obtained directly from the AARP National vendor with no out-of-pocket expense. The list is available on OneSupport. There will be no reimbursement for listed items purchased elsewhere, so please submit a ticket through OneSupport if you are not sure.

2016 Consumable Ordering Each state has one representative (Primary) and a back-up (Secondary) that may order directly from the vendor. CA02 primary point of contact for ordering GraceWorkz: Primary Contact: Edison Paw, esplcp1209@gmail.com Secondary Contact: Eric Lutz, Eric Lutz, elutz7@gmail.com  

2016 Consumables Schedule Consumable ordering is scheduled to open in early September. The Primary/Secondary list will be sent out for confirmation before the ordering season begins so that updates/changes can be made. The Consumables List and instructions will be distributed before the season opens and this information will also be posted on the OneSupport Help Center. Combining orders is a very important part of the ordering process as it can save the program several thousand dollars in shipping costs.

2016 Consumables Policy All printers purchased or donated to the Tax-Aide program must be compatible with and use toner cartridges available from GraceWorkz at the time they enter the program. Printers currently listed on the inventory as "OK", but do not take GraceWorkz toner cartridges, are still eligible to receive reimbursement.

Consumables QUESTIONS?

The Repair and Replacement Process 2016 TCS SMT Training - Dallas

Computer and Printer Repair and Replacement Repair/Replacement of computer process was introduced into the Tax-Aide program in Nov 2013 The process vendor is GraceWorkz LLC. 2016 TCS SMT Training - Dallas

What units are eligible for repair and replacement process? Only Laptops, Desktops and printers marked as “OK” (working) on the last submitted inventory will be eligible for GraceWorkz repair or replacement Donated equipment is eligible for repair and replacement after one year on the inventory IRS-owned, personally-owned, and site-sponsor-owned equipment are not covered by the GraceWorkz contract 2016 TCS SMT Training - Dallas

Limited Local Repair and Replacement There should not be any local repair of AARP Foundation Tax-Aide owned equipment except for the following: AC Power Adapters – local purchase authorized External Batteries – local purchase authorized **These are the only repairs that can be expensed. 2016 TCS SMT Training - Dallas

No cosmetic Repair and Replacement As a general rule, cosmetic issues will not be repaired or replaced (example: broken screen, spills) 2016 TCS SMT Training - Dallas

What about Stolen Computers? Stolen - Provide National Office with Police Report to be eligible for Replacement If no police report, computer(s) are not eligible for replacement Use the status ST in the Online Inventory System (OIS) 2016 TCS SMT Training - Dallas

What if Computer is recovered If computers are found; National should be informed so computer (s) can be redistributed to other States If put back on State inventory, next reported computer will not be replaced when broken Lost or Negligence May Not eligible for replacement 2016 TCS SMT Training - Dallas

Computer Repair and Replacement Process All replaced computers MUST be returned to GraceWorkz after replacement (except those under warranty) **Not returning a replace computer may make the State ineligible for a replacement the next season GraceWorkz in OIS will only Mark Replaced Computers as RP in OIS. 2016 TCS SMT Training - Dallas

Submitting a Service Request There are 2 ways to contact GraceWorkz for service. The preferred method is sending an email request to aarpservice@graceworkz.com. This will create an electronic work ticket which streamlines the follow up process and the service can be tracked You may also call at 866-448-0420 or 608-467-4086 (*option 1 for tech service) The Repair and Replace process will open on October 10th. 2016 TCS SMT Training - Dallas

Request Forms for service Request forms and instructions for service for both computers and printers can be found on the OneSupport Help Center Technology > Equipment Document: Equipment Repair, Replacement and Storage 2016 TCS SMT Training - Dallas

TCS Role in Repair and Replace Process Volunteers should contact TC/TCS with hardware issues and questions first It is preferred that TCS contact GraceWorkz for computer repair; however, the TCS can recommend the computer custodian contact GraceWorkz for computer repair. If not TCS, GraceWorkz will need to know who is the TCS before proceeding with repair or replacement of equipment 2016 TCS SMT Training - Dallas

CA02 Repair & Replace Process For CA02, TC should email to GraceWorkz: aarpservice@graceworkz.com Include the following information: Custodian Name:  Address: Phone Number: Computer/Printer Manufacturer: Computer/Printer Model: Computer/Printer Serial Number: Asset Tag: State: CA02 TCS: Edison Paw Computer/Printer Problem:          

GraceWorks Expendable Supplies (Consumables Program) contact for CA02: Edison Paw: esplcp1209@gmail.com Eric Lutz: elutz7@gmail.com

2016 TCS SMT Training - Dallas Are There Any? QUESTIONS?? 2016 TCS SMT Training - Dallas