1 AARP Tax-Aide Activity Reporting In 2011 for Regional Meetings Nashville, TN – October 2010.

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Presentation transcript:

1 AARP Tax-Aide Activity Reporting In 2011 for Regional Meetings Nashville, TN – October 2010

2 Administrative Survey Highlights:  Objective: Collect the input needed from our SC, ADS, DC and LC leaders to be able to identify and prioritize the administrative areas we need to better understand and evaluate, so that we can better serve our volunteers and the program.  All SCs, ADSs and DCs along with 400 LCs were surveyed  40% of SCs and ADSs along with 25% of DCs and LCs responded  Activity Reporting ranked as the #1 most time consuming task  42% do not view Activity Reporting as essential to the program  67% say Activity Reporting can be improved  Activity Reporting ranked as the #2 top priority to evaluate and improve

3 Survey results coupled with other known and/or potential issues presents the following concerns: Workload - The amount of time our volunteers spend on activity reporting is greater than that of any other area and impacts SCs, ADSs, DCs and LCs Communications – We do not adequately convey the importance and/or relevance of activity reporting Training - Complicated and highly manual processes and instructions [to obtain our most critical and valuable program information] Accuracy – All of the above and more results in inaccuracies (e.g., some sites do not track stats, some sites only copy/paste e-file IRS stats, etc.)

4 Important Considerations:  Performance reporting is required by our sponsors to secure funding  IRS counts returns – paper & e-file  AARP counts people helped  The total number of people we help is a critical statistic – Almost 600,000 are helped without filing a current year federal return  Improving tax return accuracy through documented Quality Reviews is critical Our Approach Over 2 years – Reduce activity reporting workload by 80+% This year – Meet our reporting obligations and maintain data quality and accuracy by testing a new activity reporting system using the evolving AARP Volunteer Portal web interface.

5 What we are doing in 2011:  Launching a TEST of a new volunteer-reported stats web form (LC/DC):  Access through the new Volunteer Portal  Volunteer reporting of only Paper Returns and Q&A (no reporting of e-filed returns)  Available on a voluntary, opt-in basis at the District/State (not site) level  May be used by e-file and paper sites – no requirements for participation  Cannot, however, exceed an ~80% opt-in/participation rate  Maintaining the traditional volunteer-reported stats web form (LC/DC):  Continued access through the existing Extranet  Continued requirement to report all returns (Paper + e-file) and Q&A  Default reporting web form/system  Continued usage by e-file and paper sites  Must maintain ~20% usage  “E-File” designated sites (using either web form/system) will track Quality Review for only Tax-Wise prepared returns in Tax-Wise; “Paper” designated sites (using either web form) will continue to track Quality Review on the Site Sign-In Sheet and in the volunteer-reported web form/system.

6 Summary Chart: Site Sign-In Sheet Reporting Tasks Traditional Access Users – E-File Designated Sites 2011 Portal Access Users – E-File Designated Sites 2011 Paper Designated Sites Manually track all e-Filed Federal Returns  X--- Manually track all paper filed Federal Returns  Manually track prior year, amended, State/Local Only and Q&A Only Returns/Assistance  Manually track Quality Review  XX  Traditional Access Users – States/Districts that choose to use the same Activity Reporting system as in 2010, accessed through the Extranet ( Portal Access Users – States/Districts that choose to use the new Activity Reporting system, accessed through the Volunteer Portal ( E-File Designated Sites – Designated in VMIS/Site Management System

7 Why Two Reporting Systems? Choice - New system delivers the #1 requested change [cease manual reporting of IRS data] without forcing adoption by all in first year. Best Practice - “Testing” a new system and processes before full conversion [especially one as critical as Activity Reporting] is important.

8 AARP Tax-Aide Volunteer Portal A web-based and centralized access point that provides: Single and Secure access to All AARP Tax-Aide Information, Applications, Databases and Reporting Personalized presentation and accessibility to information, applications, databases and reporting based on volunteer title and other requirements Simplification and consistent presentation of the forms, tools and interfaces used for data entry, search and reporting Centralized program communications Standardized and Automated workflow/tracking

9 Current Access AARP Extranet Site Activity Reporting & Site Information Management , Fax, Snail Mail, Telephone – Expense Statements, Order Forms, Inquiries, Communications VMIS Forms, Manuals and Other Info

10 Portal Self Service, Forms, Manuals, Communications Interfaces Workflow & MORE! Order FormRecruitment System Activity Reporting Single, Secure and Personalized Access to Everything You Need

11 Important Details:  State Coordinators may: 1) Move their entire state to the new activity reporting system 2) Keep their entire state in the existing activity reporting system 3) Empower their DCs to choose – all sites under the DC must use the DC chosen system (e-file and paper sites)  By October 25, the National Office will send a request for “opt in” to all State Coordinators. The will contain a link to a form in which the SC will provide the information needed for new Activity Reporting System participation. Default is the existing activity reporting system.  Decision to “opt-in” to use the new activity reporting system must be made by November 22. Selection will “hold” for the entire 2011 tax preparation season  Maximum participation of ~80% in new activity reporting system. National Office will closely monitor opt-in percentages and if necessary, communicate if limit has been reached.

12 Important Details, continued:  By December 15, all DCs [and LCs] along with SCs and ADSs using the new activity reporting system will be pre-registered to access the Portal and will receive log in information [if they haven’t already registered], applicable training materials and schedules by . Users of the existing activity reporting system will also receive updated training materials.  Two versions of the Site Sign In Sheet will be available in printed and Excel form. Existing activity reporting system users will use a mostly “as is” version titled “Traditional Activity Reporting System Users”, while new activity reporting system users will use a modified version titled “Portal Activity Reporting System Users.” Excel versions of these forms will be available on the Extranet and can be modified as needed.  Quality Review for all E-File designated sites will be recorded in Tax-Wise (Preparer Use Field #14), for only Tax-Wise prepared returns. Quality Review percentages for E-File designated sites will be based solely on Tax-Wise filed returns. Paper designated sites will continue to manually track Quality Review. Training for Quality Review in Tax Wise will be delivered by the National Training Committee.

13 Next Steps and Goals:  National Office will validate and compare the accuracy and effectiveness of the new activity reporting system  Feedback on the new system and the development of Phase II enhancements will commence soon after the 2011 Tax Preparation Season  Top 2012 Goals:  Convert all to the new activity reporting system accessed through the Portal  Eliminate the manual tracking of Prior Year and Amended Federal Returns along with State/Local Only Returns  Manually track only Q&A  Utilize “Sampling” (e.g. ~20% of Districts) to extrapolate national-level performance reporting stats.

14 APPENDIX

15 Portal Home Page

16 Portal Registration Form - National Office will be pre-registering users of the new Activity Reporting System.

17 Portal Login Screen

18 Portal AARP Tax-Aide Home Page

19 Portal District Coordinator Activity Reporting Form – Note that the reporting of QR for efile sites is not an available field.

20 Portal Local Coordinator Activity Reporting Form – Note that the reporting of QR for efile sites is not an available field

21 Site Sign In Sheet for “Portal” System Users – Compressed for display purposes (actual form includes 20 rows.

22 “Portal” System Users Instructions – Compressed for display purposes

23 Site Sign In Sheet for “Traditional” System Users – Compressed for display purposes (actual form includes 20 rows.

24 “Traditional” System Users Instructions – Compressed for display purposes

25 Activity Reporting Q&A

26 AARP Tax-Aide Online Ordering of AARP Tax-Aide Produced Materials for Regional Meetings Nashville, TN – October 2010

27 Phase I Web-based Ordering:  Access through Volunteer Portal, 24 x 7  Web form delivered directly to AARP Fulfillment  Optional use [in 2010/2011] to any Volunteer Leader that orders materials  Suggested and maximum ordering quantity alert pop ups  Ability to ship to locations other than volunteer’s address  Confirmation of order receipt Phase II enhancements for 2011/2012 TBD

28 Communications & Training:  will be sent to all State Management Team volunteers by October 15  Webinar Training beginning week of October 25  Training materials and system utilization information will also be available on the Extranet at

29 AARP Tax-Aide Site Information Management for Regional Meetings Nashville, TN – October 2010

30 New IRS Database:  SPECTRM replaced STARS on August 1  SPECTRM is a web-based, centralized database that automatically updates Local SPEC site information in real time, eliminating the need for local SPEC offices to manually sync to the IRS national database  SPECTRM prohibits local SPEC offices from editing information fed by VMIS (National Office sends VMIS site information 2x week to IRS) We expect that the system change will significantly reduce the frustration and issues experienced by our volunteers

31 AARP Tax-Aide Volunteer Expense Reimbursement for Regional Meetings Nashville, TN – October 2010

32 What We Are Doing:  Working with a volunteer committee of SCs, DCs and LCs to develop automated solutions for and improvements to our manual expense reimbursement processes for both Flat Rate and Itemized – Multi-year project  2011 Reimbursement Season Goals:  Provide an automated and optional alternative for Flat Rate reimbursement processing through the Portal  Improvements to current, manual processes  :  Fully automated solution for all aspects of expense reimbursement processing and reporting  Elimination of all manual, paper processing

33 AARP Tax-Aide Volunteer Recruitment System for Regional Meetings Nashville, TN – October 2010

34 Phase II Functionality:  Direct access through Volunteer Portal (also available by link through the Extranet)  Ability to register new prospects locally through “same” application form access by PVC, Volunteer Leaders  New, optional “Activity Summary Page” and on line reporting to track “final prospect status” through assessment, training and assignment process by Split State, District, Prospect  Redesign of pages to more user friendly, easy to navigate design through Volunteer Portal  On boarding /Off boarding process analysis through end of season surveys, possibly to Split State level  Expanded access to additional titles (through Portal access) as requested

35 Communications & Training:  sent to all SCs, PVCs and DCs on 9/30  New User Webinar Training:  Thursday, 10/7 – 1:00 p.m. (ET)  Tuesday, 10/12 – 11:00 a.m. (ET)  Wednesday, 10/20 – 2:00 p.m. (ET)  Existing User Webinar Training:  Monday, 10/4 – 3:30 p.m. (ET)  Friday, 10/8 – 11:30 p.m. (ET)  Friday, 10/22 – 1:00 p.m. (ET)  Reports and VMIS:  Thursday, 10/28 – 2:00 p.m. (ET)  Monday, 11/1 – 2:30 p.m. (ET)  Training materials and system utilization information will also be available on the Extranet at