1. TECHNOLOGY’S ROLE in TAX-AIDE
2016 TCS SMT Training - Dallas

2. 2016 TCS SMT Training - Dallas
TECHNOLOGY’S ROLE
What is Technology’s Role in the AARP Tax-Aide.
What is the job of the Technology Specialist.
What is the National Technology Committee.
Technology Communication.
Where to get information and help when needed.
2016 TCS SMT Training - Dallas

3. 2016 TCS SMT Training - Dallas
TECHNOLOGY’S ROLE
Technology is one of the major roles in the AARP Foundation’s Tax-Aide organization
Other major roles include…
Tax Training
Administration
Partnership/Communication
Here is how they fit in the State Management Team (SMT)
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4. STATE TECHNOLOGY ORGANIZATION
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5. OTHER TECHNOLOGY ROLES
Electronic Return originator (ERO)
Technology Coordinator (TC)
State Technology Specialist (TCS)
Regional Technical Advisor (RTA) NEW
The National Technology Manager
The National Technology Committee (NTC)
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6. STATE TECHNOLOGY SPECIALIST (TCS)
The TCS is a State’s Key Technology Position
PURPOSE – Works with the State Management Team to implement, maintain, and evaluate automated systems for: tax preparation, administrative procedures, and volunteer training.
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7. STATE TECHNOLOGY SPECIALIST (TCS)
The TCS is a State’s Key Technology Position
RESPONSIBILITIES
Coordinates technology-related responsibilities with the SC and other Specialists on the SMT.
Evaluates need for computer hardware and software to provide electronic filing of tax returns at sites.
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8. STATE TECHNOLOGY SPECIALIST (TCS)
The TCS is a State’s Key Technology Position
RESPONSIBILITIES
Assists District Coordinators (DCs) in recruiting local Technology Coordinators (TCs) to provide on- going day-to-day technical support within districts.
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9. 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
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10. TCS KEY RESPONSIBILITY
HARDWARE
Inventory & Consumables
SOFTWARE
Tax software, OS, anti-malware
TRAINING
TC’s, ERO with TRS
SUPPORT
SC & DC technical advisor
TC technical support
SECURITY
Oversee and fix security issues – hacking, malware)
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11. TCS 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
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12. TCS Responsibilities – I. Hardware (continued)
Maintain and submit annual Equipment Inventory in May each year
Administers Consumable (Toner, etc) Ordering and cost control for Equipment Repair
Promotes networking optimized printer utilization at all sites
Together with PCS, solicits donation of e-file equipment (computers, etc.)
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13. TCS Responsibilities – II. Software
Places Tax software Order and assures that sites have required EFINs and SIDNs
(This duty may be shared with the ADS)
Acquires operating systems and other software as needed (TechSoup, Anti- Virus, Malware, etc)
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14. TCS Responsibilities - III. Training
Provide training for TCs & EROs
(This duty may be shared with the TRS)
Promote “Process Based Training” (integrated tax-law & Tax Software).
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15. TCS Responsibilities – IV. Support
Maintain two-way contact with TCs & EROs
Provide guidance to e-file sites (especially at start of season)
Assist SC & DC’s in establishing e-file sites -- especially promoting larger sites
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16. TCS Responsibilities – V. Security
PROTECT TAXPAYER INFORMATION
Insures that all computers and tax software is password protected.
Computers must have current Anti- Virus software installed.
Removal of any taxpayer data from all computers at end of season.
Primary risk to taxpayer data is malware. Look out for unusual PC behavior that may indicate a PC is infected.
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17. TCS Responsibilities – V. Security (continued)
PROTECT TAXPAYER DATA
Physical Security
All paper records containing taxpayer data must be secured at all times.
Do not leave computers unattended or in a visible area in a car.
Computers must be stored in a secure/locked location.
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18. TCS Responsibilities – V. Security (continued)
PROTECT TAXPAYER DATA
Physical Security
If computer with taxpayer data is lost or stolen:
Report to AARP at , ext or (during business hours) or /6027 (after hours) immediately (within 24 hours). your SC & RC and your local Police Department must be notified promptly.
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19. Important Contacts for the TCS
All members of the SMT
DCs TCs & EROs
The IRS Tax Specialist(s) dealing with e-file activities for your state
Your State Tax Revenue e-file Contact
AARP Tax-Aide National Office: The NTC & National Technology Manager – submit a “Technology” request to:
OneSupport Help Center (OSHC)
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20. 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-files equipment and personnel)
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21. NATIONAL TECHNOLOGY ORG.
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22. National Technology Committee
Chair appointed by Tax-Aide Director & Technical Mgr. (two-year term)
Chair is a member of the Tax-Aide National Leadership Team (NLT)
8 members appointed by Tax-Aide Technology Mgr. & 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)
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23. 2016 TCS SMT Training - Dallas
NTC Activities
Investigates & responds to questions and suggestions from TCS’s & others
Issues Technology Bulletins
Recommends changes to IRS e-file publications & TaxWise program
Trains new Technology Specialists
Interfaces with the National Tax Training Committee (NTTC)
Recommends policy changes to NLT
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24. 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 an Image for updating computers in the field
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25. Technology Communications
The National Technology Committee (NTC) conducts monthly Webinars and/or Conference Calls for State Technology Specialists (TCS) prior to and during the tax season.
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26. Technology Communications
SMT Roundup
ed to State Leadership weekly in the fall and during the tax season. Monthly s during the summer.
TCS is responsible to distribute within State as needed
Technical Bulletins
TCS Bulletins distributed with SMT Roundup.
TC and ERO Bulletins ed directly to volunteers as needed
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27. 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.
Additional you can submit request “tickets” to ask technical questions that will be answered by Tax-Aide Staff and the Technical Committee volunteers.
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28. OneSupport Help Center
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29. 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.
Equipment problems should be submitted to GraceWorkz. More on this later this week.
Other Technical question should be submitted with a OneSupport ‘ticket.’
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30. National Technology Priorities
Better Printer Configurations & Utilization
More Emphases on Computer Security
Use Standard User
Use Anti-Malware programs
2016 TCS SMT Training - Dallas

31. 2016 TCS SMT Training - Dallas
TECHNOLOGY’S ROLE
What is Technology’s Role in the AARP Tax-Aide.
What is the job of the Technology Specialist.
What is the National Technology Committee.
Technology Communication.
Where to get information and help when needed.
2016 TCS SMT Training - Dallas

32. 2016 TCS SMT Training - Dallas
TECHNOLOGY’S ROLE
Questions ???
2016 TCS SMT Training - Dallas