Simulation for District Coordinators AARP Tax-Aide Activity Reporting Better, Faster, Easier! Simulation for District Coordinators As of 1/10/08 Hello and welcome to the presentation on the new Activity Reporting Process. We are excited to show you this simulation of how to submit activity reports for the District Coordinator position. We think it is simple, easy to understand and should take only minutes to actually submit. This simulation will show you the steps and screens that will be used to review and approve your actual counts. Please note that this simulation uses a fictitious name of a Local and District Coordinator and the Sites and counts are all fake. What is shown here is for illustrative purposes only.

Go to a computer and log onto internet. Your LC collected, tallied, and submitted counts into the new system and now you want to review them Go to a computer and log onto internet. Go to the volunteer extranet at www.aarp.org/tavolunteers It is quick and easy to access the new Activity Reporting system. First your LC (or their designate) went through the process to collect the site sign in sheets, count up the check marks and 2nd reviewer’s initials and entered in the totals into the LC screen. You, as the DC, can now review all the counts that have been entered so far. First, go a computer with access to the Internet. Log onto the internet and bring up your Internet browser. Type in www.aarp.org/tavolunteers to access the volunteer extranet. Press enter. You will now be in the Tax-Aide Extranet. Simply click on “Activity Reporting”. This should be at the very opening section of the Extranet and be easy to find. Press the button for Activity Reporting

00000002 You will now be in the AARP Tax-Aide Site Activity Reporting System and at the Login screen On this screen, put your cursor into the Volunteer ID box. Type in your Volunteer ID. Then move your mouse to the “District Coordinator” box and click on the box.

For many states, a reporting option was pre-selected for each District Coordinator (either at the site or district level) If your state did not pre-select an option, and you need guidance, please coordinate with your ADS. For these DC’s, the following screen will appear the FIRST TIME – and only the FIRST TIME -- they log onto the Activity Reporting system For many states, a reporting option of either site level reporting or district level reporting was pre-selected for their District Coordinators. If your state did not pre-select an option and you need direction in selecting reporting level please contact your split-state ADS. For the DCs having to select a reporting level option, the following screen will appear after the log in for the first time, but only on the first time, they access the Activity Reporting system

This screen, which will only appear once for the tax season, requires that a reporting option be selected. Simply use your curser to select either the “Enter activity by Site” if you want to report information by individual site to be stored in the national database or “Enter activity by District” if you want to store district level only summary information in the national database.

If “Enter Information by Site” was selected the following screen would appear The following screen will simulate reviewing and approving information provided and stored at the site level

Site activity submitted by local coordinator Site activity saved by local coordinator You are now in the Site Activity Input and Review screen. This screen will show all sites assigned to you in VMIS. On this screen, it currently shows that one local coordinator, John Baron, has completed his entries and submitted his counts to his DC for approval. This is known because there is a green box along side their name. Another local coordinator, Jon Caron, has entered information, but did not indicate that the information was complete. This is known because there is a red box along side their name. Finally, it does not appear that ohan Dominic has gone into the system to enter in any information. We can see this because there is both no figures listed for the last six columns, and there is no colored box along side their name. You may, as a DC, change an amount listed, or enter in information if there is no information reported. Type in the result for Federal Returns. Then tab and enter in the result for Prior Year Federal Returns, tab again to enter Amended Federal Returns, and so on until you have entered in the Quality Reviews. If you have more than one site, tab and you will go down to the next site. Now lets discuss some of the buttons on the bottom of the screen. The Reset button is there to put your information back to what it was when you opened this page. You can use this if you made a mistake and want to undo everything. You can save what you have done prior to submitting final results for the reporting period. After reviewing and/or changing results, simply place your cursor over the Save & Exit button and hit enter. Your results will be saved. You can go into the system again anytime prior to the end of the reporting month and these saved results will be in the system when you again access the system. You will also be able to view the most current information reported by your LCs each time you go into the system. 12 1 3 100 16 This button will cause your information to revert to what it was when you opened this page

Site activity submitted by local coordinator Site activity saved by local coordinator During the end of the report period, there will be 5 days additional days to approve the counts. The “Approve and Exit” button will appear during this period. When you are completely done for the entire reporting period, and you are ready to approve final results, put your cursor over the Approve & Exit button and hit enter. This warning notice will then pop up automatically, asking you if you are sure you want to do this. If you don’t need to make any other changes put your cursor over the OK button and hit enter. If you are not sure, hit “Cancel” and you can go back and continue making adjustments. Please note that, if you click “OK” then the numbers will be locked you and all your LCs for the remainder of the reporting period. If you hit “OK”, then you have successfully submitted your results for the report period! Congratulations! 12 1 3 100 16

Once you have hit either Save and Exit or Approve and Exit button, you will return to this screen. Simply exit your browser to end your session or log back into the system if you more entries to make.

If “Enter Information by District” was selected the following screen would appear The following screen will simulate reviewing and approving information to be stored at the district level

On this screen example, no information was added by any LC. You are now in the Activity Input and Review screen where the District Level reporting option was selected. This screen will show all sites assigned to you in VMIS by LC. Note that, even though you will only be reporting at the district level, TaxWise information will be shown per site. In addition, if one of your LCs has entered in information, you will see what they have entered. On this screen example, no information was added by any LC. To successfully report your district level pieces of information, enter in your summary counts at the bottom of the screen. Type in the result for Federal Returns. Then tab and enter in the result for Prior Year Federal Returns, tab again to enter Amended Federal Returns, and so on until you have entered in the Quality Reviews. 12 1 3 100 16 This button will cause your information to revert to what it was when you opened this page

As with the site level screen, the buttons on the bottom of this screen work the same way. 12 1 3 100 16

Simulation is Complete AARP Tax-Aide Simulation is Complete Questions www.aarp.org/tavolunteers For questions, please refer to the volunteer extranet at the web site address shown on the screen in order to access self help materials or ask your ADS for guidance.