INTRODUCTION TO TAX-AIDE TECHNOLOGY 2017 TCS SMT Training - Dallas

STATE TECHNOLOGY ORGANIZATION 2017 TCS SMT Training - Dallas

2017 TCS SMT Training - Dallas TECHNOLOGY ROLES Electronic Return originator (ERO) Technology Coordinator (TC) State Technology Specialist (TCS) Regional Technical Advisor (RTA) NEW The National Technology Team Lead The National Technology Committee (NTC) 2017 TCS SMT Training - Dallas

STATE TECHNOLOGY SPECIALIST (TCS) It is most important that the TCS has a team of TCs to assist at the District and local level. It is also permissible to have TC assistants to split up the State’s Technology responsibilities (any or all) TC - Hardware TC - Software TC – Administration 2017 TCS SMT Training - Dallas

TCS/TC Responsibilities – I. Hardware Coordinate State’s e-file Equipment Acquire, allocate, maintain, certify, store, inventory, & seek donations Maximize computer & Printer utilization Strive for an average of 100+ e-files per computer Submits orders for AARP and IRS Equipment Oversees return of IRS laptops 2017 TCS SMT Training - Dallas

TCS/TC Responsibilities – I. Hardware (continued) Maintain Equipment Inventory, ensuring accuracy by May 31 each year Administers cost control for Equipment Repair Consumable (Toner, etc) Ordering by Kaye Curry or Barbara Kaiser Promotes networking optimized printer utilization at all sites Together with PCS, solicits donation of e-file equipment (computers, etc.) 2017 TCS SMT Training - Dallas

TCS/TC Responsibilities – II. Software Tax Software is provided by the IRS and the software license Order is placed through your local IRS SPEC office. To qualify for the software, sites must meet EFIN and SIDN requirements. This requires coordination with both your ADS and your local IRS SPEC Relationship Manager.   (For NY3 these duties are performed by the ADS) Utilize AARP operating system images and other software as needed (TechSoup, Anti-Virus, Malware, etc) 2017 TCS SMT Training - Dallas

TCS/TC Responsibilities – V. Security PROTECT TAXPAYER INFORMATION Ensures that all computers and tax software are password protected. Computers must have current Anti-Virus software installed. Networks used for Tax Preparation must be secure, and wireless networks should be private and require passwords. Primary risk to taxpayer data is malware. Look out for unusual PC behavior that may indicate a PC is infected. 2017 TCS SMT Training - Dallas

TCS/TC/ERO Responsibilities – V. Security (continued) PROTECT TAXPAYER DATA Physical Security All paper records containing taxpayer data must be secured at all times. Any taxpayer data on computers must be stored securely and removed at the end of the tax season. Do not leave computers unattended or in a visible area in a car. Computers must be stored in a secure/locked location. 2017 TCS SMT Training - Dallas

TCS/TC/ERO Responsibilities – V. Security (continued) PROTECT TAXPAYER DATA Physical Security If computer with taxpayer data is lost or stolen: Report to AARP at 800-424-2277, ext.32038 or 36027 (during business hours) or 1-202-434- 2038/6027 (after hours) immediately (within 24 hours). Email your SC & RC Notify your local Police Department promptly. 2017 TCS SMT Training - Dallas

Promote 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-file equipment and personnel) 2017 TCS SMT Training - Dallas

National Technology Committee Chair appointed by National Technology Team Lead (two-year term) Chair is a member of the Tax-Aide National Leadership Team (NLT) 8 members appointed by Tax-Aide Technology Team Lead & NTC Chair (two- year terms) plus a NTTC Liaison representative Monthly teleconferences + some meetings To contact the NTC submit request to: OneSupport Help Center (OSHC) 2017 TCS SMT Training - Dallas

2017 TCS SMT Training - Dallas NTC Activities Investigates & responds to questions and suggestions from TCSs & others Issues Technology Bulletins Recommends changes to IRS e-file publications & tax preparation software Trains new Technology Specialists Interfaces with the National Tax Training Committee (NTTC) Recommends policy changes to NLT 2017 TCS SMT Training - Dallas

NTC Activities – Continued Develops How-to Documents on setting up sites, Tax Form Defaults etc. Develops & Distributes Tech Bulletins to TCSs, TCs, and EROs. Develops and administers National Equipment Inventory Database. Tests and recommends changes for IRS computer images Configures an image for new AARP laptops and distributes Images for updating computers in the field 2017 TCS SMT Training - Dallas

Technology Communications SMT Roundup Emailed to State Leadership weekly in the Fall and during the tax season. Monthly emails during the summer. TCS is responsible for distribution within State as needed Technical Bulletins TCS Bulletins distributed with SMT Roundup. TC and ERO Bulletins emailed directly to volunteers as needed 2017 TCS SMT Training - Dallas

Technology Communications The OneSupport Help Center has a wealth of Tax-Aide Technology Information. Technical documents are updated each Fall and posted on OneSupport. Some documents can’t be finalized until the new tax software is released. Additionally, you can submit request “tickets” to ask technical questions that will be answered by Tax-Aide Staff and the Technical Committee volunteers. 2017 TCS SMT Training - Dallas

OneSupport Help Center 2017 TCS SMT Training - Dallas

Technology Communications Getting Help when it is needed. Help with the Tax Preparation Software should first be requested directly from the software vendor. If your problem is not resolved by the vendor, then submit a ‘ticket’ through OneSupport for assistance. Computer and Printer Equipment problems should be submitted to GraceWorkz. Other Technical questions should be submitted with a OneSupport ‘ticket.’ 2017 TCS SMT Training - Dallas

National Technology Priorities Better Printer Configurations & Utilization More Emphases on Computer Security Use Volunteer Standard User to prevent installing malware Use Anti-Malware programs 2017 TCS SMT Training - Dallas

2017 TCS SMT Training - Dallas TECHNOLOGY’S ROLE Questions ??? 2017 TCS SMT Training - Dallas