TC Training & Orientation December 7, 2017

Windows 10 Standard support (enhancements) for Windows 7 ended 1/15/2015. Security updates for Windows 7 ends 1/14/2020. Once updates end, Tax-Aide can no longer use Win 7 laptops. We should begin upgrading Win 7 laptops to Win 10 as time permits rather that wait until 2020. Current CO1 status is: 343 total laptops, 188 Win 7, 155 Win 10 A reimage takes about 30 minutes plus the time to run Windows updates required after the image file was created. Bootable USB flash drives with Windows 10 image need to be created and distributed.

Windows 10 Windows 10 image is for AARP laptops only Must be in OIS and in National AARP Windows license database. Laptop must have a minimum of 2 GB RAM for Windows 10 (64 bit version). Windows 7 (32 bit version) requires min. 1 GB RAM. Donated laptops become AARP laptops after being in OIS 1 year. All new AARP laptops received this year will have Windows 10 IRS laptops are still Windows 7

Acquiring Equipment AARP Refresh Program (October) AARP identifies old, slow laptops and provides new replacements which split states can keep. AARP New and Expansion site program (Nov-Dec) New sites and growing sites may get up to 3 new laptops and a printer. AARP makes the final determination of how many. AARP Repair/Replace Program (season long) GraceWorkz may repair or replace (usually replace) defective laptops or printers, often with new or better equipment. Only batteries and power supplies can be reimbursed by AARP, not repairs. IRS Laptops and Printers (Sept-Nov ordering) IRS loans equipment which must be returned end of season. Donated Funds or Equipment

Ordering Consumables Consumables are printer toner, drums and projector light bulbs AARP contracts with GraceWorkz to supply consumables Contact John Loring (west slope) or David Johnson (east) to order consumables. rmloring@juno.com or d_johnson20@ymail.com Provide printer brand, model and toner or drum model number Provide quantity required Provide your contact info: name, address, email, phone number Note: AARP will not reimburse for toner or drums purchased outside of GraceWorkz

Tax-Aide Inventory Agent (TIA) TIA client is to be installed on all AARP laptops. Sends laptop’s data to OIS each time laptop is used. Data includes time/date used, GPS location, operating system, system info (RAM, Hard Drive, speed). GPS location has been very useful in locating “missing” laptops. TIA is installed when a laptop is imaged with the AARP Windows image. TIA instructions and installing, changing data or uninstalling at https://taxaide.taxaideaarp.org/TIADnloadV2/ TIA data for an individual laptop, entire district, or split state can be viewed or uploaded to Excel at https://taxaide.taxaideaarp.org/OISQuery/CombinedQuery

2017 AARP Refresh Process National decided to use TIA data in OIS to identify laptops for refresh (replacement) deemed not suitable for Windows 10. Criteria was <1.7 GB RAM, <1.5 GHz CPU, or <100 GB hard drive. National informed us they were using OIS as it was at close of last tax season (June 1st 2017 OIS). Later added if TIA data is missing or date did not show the laptop was used during the previous tax season, laptop not refreshed. Later added if TIA indicated Windows 10 was already installed, they would not refresh even if it met the first three criteria above. Lessons learned: Make sure TIA client is installed and working in all AARP laptops. Make sure all laptops and printers are entered in OIS.

2017 AARP Refresh Process Do not upgrade AARP laptops to Windows 10 if they don’t meet the three criteria (no choice after 2020). Make sure all laptops are powered up at least once during the tax season. Of course, the criteria may change in 2018.

IP Address An IP (Internet Protocol) Address provides an identity to a networked device. Similar to a home or business address supplying that specific physical location with an identifiable address, devices on a network are differentiated from one another through IP addresses. There are different types, but for our purposes an IP address consists of four numbers (0-255) separated by periods such as 192.168.0.1 Routers typically have a gateway IP address of 192.168.X.1 where X might be 0, 1, 2, or 11. There are exceptions and the router’s gateway address can be changed. Devices connected to a router (wired or wireless) are assigned unique IP addresses, usually by the router. The first three numbers are the same as the router’s gateway address, the last number is usually 2-255). The router uses DHCP (Dynamic Host Configuration Protocol) to assign unique dynamic IP address to devices connected to it. Dynamic IP address can change when devices are turned off and powered back up. The DHCP range can be limited (such as 10-240) and the user can assign a static IP address to a device outside that range. The static IP address will not change with power cycling. It is a good practice to use static IP addresses for printers so the Windows print driver can always locate the printer.

CO1 Network Printers Characterization of Printers in CO1 Network Capable Not Network Capable (USB Only) Wired Only Wireless Only Wired and Wireless Qty Brother DCP-7065DN 1 Brother HL-2140 5 HP P1505N 2 Brother HL-5240 HP P1606DN 11 Brother HL-5340D HP P1102W 14 Canon D530 HP M102W Canon MP280 Brother HL-2270DW 6 HP 1022 31 Brother HL-5370DW 23 HP 1505 12 Brother HL-L2360DW 9 HP P1006 Brother HL-L6200DW Samsung ML-2510 Total: 76 56 132