1. Technology
National Organization, Technology Survey, Computer & Networking Security, & Refresh Program
2017 Regional Meeting

2. 2017 October Regional Mtg - Minneapolis
Agenda
NTC Technology Organization
2017 Technology Survey
Wireless Networks & Routers
Unsecured network usage
Netis router WISP failures
Recommended Setups for using Public WiFi
Computer Security
Windows 10
2017 October Regional Mtg - Minneapolis

3. Introductions
Jackie Lynn Coleman – Director – National Business Operation – Tax-Aide
Tim Noonan - Senior Technical Support Specialist
Bill Wittelsberger - Senior Project Specialist
Nicholas Varzandeh – Tax-Aide Sr Advisor – Technology
Bruce Gelsinger – Chair – National Technology Committee
Bob Willis – Deputy Chair – NTC
8-10 technical team members
2017 Regional Meeting

4. National Technology Committee (NTC)
Advisory body between the Technology Staff Members and the TCS’
Policies and Procedures for program technology issues
Works with IRS and Tax Software Vendor, plus NTTC and NLT
Training documents, Objectives, Webinars, Software
2017 Regional Meeting

5. NTC Technology Survey from 2017
National Technology Committee

6. 2017 October Regional Mtg - Minneapolis
Survey Participation
Surveys Submitted
By Split-State
Percent % %
Sites Represented ,856
Percent % %
2017 Tech Survey Data
2017 October Regional Mtg - Minneapolis

7. 2017 October Regional Mtg - Minneapolis
Computers by Source
Tech Survey Data
2017 October Regional Mtg - Minneapolis

8. 2017 October Regional Mtg - Minneapolis
2015 & 2017 Computers
Computer Used at Multiple Sites % Most
AARP Computers Reimaged This Year % %
Used Standard User % %
Installed Anti-Malware Program % %
Malwarebytes 65.0% Others 35.0%
Used Cloud Storage to Distribute Material % %
Google % Dropbox %
OneDrive % Other %
Tech Survey Data
2017 October Regional Mtg - Minneapolis

9. 2017 October Regional Mtg - Minneapolis
Internet Connection
Tech Survey Data
2017 October Regional Mtg - Minneapolis

10. 2017 October Regional Mtg - Minneapolis
Internet Configuration
Tech Survey Data
2017 October Regional Mtg - Minneapolis

11. 2017 October Regional Mtg - Minneapolis
Tax Return Printing
Tech Survey Data
2017 October Regional Mtg - Minneapolis

12. 2017 October Regional Mtg - Minneapolis
2017 Printers Per Site
30% of Sites said they had a Spare Printer in addition to the above
2017 Tech Survey Data
2017 October Regional Mtg - Minneapolis

13. 2017 October Regional Mtg - Minneapolis
2017 Technology Survey
Questions?
2017 October Regional Mtg - Minneapolis

14. Computer Security
2017 Sep TCS Webinar

15. Security in Tax-Aide
Unintentional disclosure of private information continues to rise
The security of taxpayer accounts and personal information is a top priority for the AARP Foundation Tax-Aide program.
It is the Program’s responsibility as an Authorized IRS e-file Provider to have security systems in place to prevent unauthorized access to taxpayer accounts and personal information by third parties
2017 Regional Meeting

16. Security in Policy Manual
Section 8: Confidentiality and Security of Taxpayer Data
It is divided into four sections
Data Security
Physical Security
Reporting a loss
Section 9: E-Filing of Tax Returns
Section 14: Equipment and Records Management
Section 15: Obtaining Equipment and Consumables
2017 Regional Meeting

17. Security Overview
Since IRS and AARP require that All Taxpayer Data is Confidential and Secure
Will Look at
Long Standing Basics
Best Practices
The Future
2017 Regional Meeting

18. Basics – Computer Security
Anti-Virus Software updated and run regularly - REQUIRED
Recommended to also have an anti- malware program such as Malewarebytes
2017 Regional Meeting

19. Required Procedural Basics
Back out of T/S when walking away from the computer at tax sites
Make sure PC’s out of sight when transporting in your vehicle
There should be NO taxpayer data on PC’s
If needed, use an encrypted folder, and Delete when not needed
If lost or stolen, contact police and National Office
2017 Regional Meeting

20. Personal Laptops Not prohibited, but somewhat riskier
Must run PSI and register the computer
Ensure all programs are up to date, especially
Windows, Adobe
Delete Java if not needed for other programs
2017 Regional Meeting

21. Networks and Hardware
Best Practices
2017 Regional Meeting

22. Secure Network Progress
In TY % of Tax-Aide networks were secure networks
Network Agent data
13% of Survey Addendums mentioned setting up secure networks, 50% of those failed due to Netis issue with WISP.
2017 October Regional Mtg - Minneapolis

23. Unsecured Network usage
314 Tax-Aide sites identified as using insecure Wireless access during tax preparation (Network Agent data)
280 identified to a “site” listed in the Portal (cross match agent geographic data to portal address)
List to be distributed to TCS’ in fall Webinars.
2017 October Regional Mtg - Minneapolis

24. Best Practices - Networks
Use Cabled Router
AARP Foundation Tax-Aide National Leadership Team has endorsed the position that
Public WiFi can only be used to obtain access to the Internet using a IAC Laptop, Range Extender, or WISP Router (802M or 810M)
This includes a prohibition on Internet based printing.
Public WiFi in this context is any network for which access is easily and widely available. Whether or not a password is used is irrelevant.
2017 Regional Meeting

25. 2017 TCS SMT Training - Dallas
Wired Router
Wireless or Wired Router
Network Printer
Printer connected to single laptop
Laptop
Network Switch
USB cable
Modem
Site Network
2017 Regional Meeting
2017 TCS SMT Training - Dallas

26. Public WiFi Setup Prohibited
Internet
Personal Systems
Tax-Aide
Printer
Library/Building Public Wifi
Tax-Aide Laptops
Public Library Systems
2017 Regional Meeting

27. Allowed/Encouraged -Public WiFi Usage
Internet
Personal Systems
Library/Building Public Wifi
Wisp Router, Extender, PC
Public Library Systems
Tax-Aide Laptops
2017 Regional Meeting

28. References – WiFi Security articles
Man in the Middle attack demonstration
demonstrates-risks-of-using-public-wi-fi
wifi-is-a-public-health-hazard- dd5b8dcb55e6#.9k9l3xkom
what-an-eavesdropper-sees-when-you-use-an- unsecured-wi-fi-hotspot.html
Man in the Middle attack theory
2017 Regional Meeting

29. Print Sharing Printer connected to a PC with a USB cable.
Not a problem in itself
If printer is then shared in the software, the connection can be hacked.
2017 Regional Meeting

30. My network is secure so windows print sharing is fine – NOT !
Very likely that there will be no issues
Security breaches are very low probability. “Security by Obscurity” works – in general.
If an event occurs the consequences are high and negative.
If a single system becomes infected, all systems become infected – this has generally been true over PC history
2017 Regional Meeting

31. What if the Site Printer is not set up for Networking?
Explore whether another site or district has a network printer available for that site
Determine if the IRS has a printer for you
Limit printing to the QR station(s)
Use multiple existing printers
Use a dedicated print station
2017 Regional Meeting

32. 2017 October Regional Mtg - Minneapolis
Questions??
2017 October Regional Mtg - Minneapolis

33. Bob Willis National Technology Committee
2017 Tech Refresh
Bob Willis
National Technology Committee

34. Computer Technology Issues
Old Computers
Worn Keyboards
Low Resolution Screens
Computer Technology Issues
<click> Old computers
<click> Worn keyboards
<click> Hard-to-read screens
<click>What makes worn keyboards different from the rest?

35. Past Computer Replacement Programs
Annually
Time
Technology Requirements Identified
Budget Identified
Replacement Targets Identified
Plan Comm. To States
Computers Ordered
Computers Shiped
So we took a look at how we’ve conducted computer replacements in the past
National set a budget for new computers
<click>They also identified what would be replaced
<click>They communicated those plans to the regions and states, and ordered the computers for shipment to Graceworks
<click>Other organizations were involved
<click>The NTC was involved throughout, determining needs and recommendations
<click>Graceworks received the computers, loaded the Tax-Aide image, recorded the serial #s and shipped them to the states
<We, in the states, received them, put them in OIS and TIA, and placed them in productive use
Problems
Computers Rcvd Entered Into OIS
National
NTC
Graceworks
States

36. New Technology Refresh Program
Annually
Time
Technology Requirements Identified
Budget Identified
Suggested Targets Comm To RCs
Computers Ordered
Computers Shipped
So we’ve come up with a replacement process, the technology refresh process
We still start with budgets beings developed
<click>And we still have the NTC involved throughout
<click>But now, the Nation Technology Teams comes up with a list of computers SUGGESTED for replacemement
<click>They send that list to the RC, who works with his or her state teams to review, edit and update that list
<click>Then, that list is sent back to National as the list of comoputers to be replaced
<click>National then orders the PCs, Graceworks ships them, and you receive thm as in the past
<click>The primary change is that the RC makes final decisions regarding which PCs will be replaced
RCs Scrutinize & Adjust Suggested Targets, Send Updated Target List To National
Computers Rcvd & OIS Updated
National
NTC
Graceworks
States
RC is the final arbiter
(RCs with RTAs, SCs, TCSe & TCs)

37. Benefits Allow for local variances Move decisions to the states
Employ a similar approach for printers
Consider all computers including donations
This has benefits.
It moves the decision closer to the users of the PCs.
<click>It consider ALL PCs, including donated computers
<click>It allows for local variances – poor displays, previously replaced computers, etc
<click>We will likely eventually employ a similar approach for printers

38. But Look Out For What’s Coming …
Microsoft ended standard support for Windows 7 on Jan. 13, 2015.
Microsoft will end extended support for Windows 7 on Jan. 14, 2020.
We can use Windows 7 for tax years 2017 (Feb-Apr 2018) and 2018 (Feb-Apr 2019).
For tax year 2019 (Feb-Apr 2020) we can no longer use Windows 7.
Our highest computer replacement priority is 100% Windows 10 readiness.
But watch out!
<click>hurricane
<ckick>curverball
<click>Windows 10
When will Microsoft end standard Windows 7 support?
<click>Ended 1/13/15!
Extended support?
<click> 1/14/2020
Long way away?
This and next yea
After that, no Windows 7
Windows 10 is a top priority

39. Empowerment Comes With Responsibilities
Decisions will need to be made quickly & on time
Must return all computers being replaced
Need exemplary teamwork (RCs, SCs, RTAs, TCSes, NTC, National)
Use resources efficiently
Computers must be in OIS and TIA to be considered
Windows 10 must be our # 1 priority
We have some responsibilities to fulfill along with this change
Decision need to be made quickly and due dates must be met – replacement list
<click>Windows 10 capability must be our #1 priority
<click>This will take close teamwork amongst the involved parties
<click>All replace computers must be returned to Graceworks – this will be enforced
<click>Computers must be in OIS and TIA with recent data
<click>It is incumbent upon us to use resources efficiently – training-only computers

40. Tech Refresh – Considerations
2017 Tech Refresh – Computers
Because Windows 7 will no longer be supported after January 14, 2020, we are accelerating the upgrade to Windows 10 on AARP Foundation Tax-Aide Computers this year.
All AARP purchased computers for this season will have Windows 10.
Tech Refresh computers will include both donated and locally purchased computers in the OIS, previously only AARP purchased computers were replaced.
Additional funds are being used this year to substantially increase the quantity of Refresh computers available.
2017 September Webinar 9_27 & 28

41. Tech Refresh 2017 Allocation Decision Making
By October 13th, the National Technology Staff will distribute to Regional Coordinators a lists of Computers broken down by Split-State eligible for replacement, plus a projected number of computers allocated to each Region
By or before November 3rd, Regional Coordinators will have worked with the appropriate volunteers in each of their Split-States to determine and prioritize regional/state/district/local needs, and will return their finalized list of replacement requests to the National Technology Staff
2017 September Webinar 9_27 & 28

42. Tech Refresh 2017 Tech Refresh – Printers
No formal Printer Refresh is planned this year.
Split-States need to review their available printers on a District and State-wide basis to best use their available printers.
Priority should be…
Insure sites have Windows 10 capable printers.
Sites have network capable printers.
Larger sites have higher volume printers.
Identify excess printers that can be made available to other Districts or Split-States in your Region.
Also consider using IRS network printer that seem to be readily available in some states
2017 September Webinar 9_27 & 28

43. Tech Refresh 2017 Tech Refresh – Printers
The printer analysis on a national basis is very incomplete and requires more research.
But initial findings show more of our printers are Windows 10 capable then was expected.
2017 September Webinar 9_27 & 28

44. Future Considerations
Upgrade all PC’s to W-10 within 2 years
Continue to Analyze how to lower the risk of exposing data to hacking
Improve our TIA inventory
Identify and track machines used only for Training
2017 Regional Meeting

45. Questions
Discussion
2017 Regional Meeting