1. AARP Foundation Tax-aide
2016 District Coordinators Meeting

2. Good News No changes to basic processes in the Portal
All major changes were done in the off-season
During the season reporting may be enhanced, but nothing else
Tell them that I won’t be around during much of the meeting but always available by

3. Policies and Procedures
New manual available on Help Center
Most changes will be covered later in this presentation
Additional changes
C2647 Scope Poster must be posted
Taxpayer Information and Responsibility document must be available at site
Tax Envelope includes Intake Sheet

4. Prospective Volunteers
Can now enter through any part of AARP
See Section 4 of the Portal Guide for more information
Some PV records may need further adjustments – See Section 5 Overview

5. Prospective Volunteer Processing
Be sure to change the PV status as needed
The list of statuses and when to change is in the portal guide under Section 5 – Onboarding – Prospective Volunteer Assignment and Program Volunteer Status
Allows National to track the effectiveness of recruitment and retention
By the beginning of the tax season all PV should have become volunteers or have a status of On Hold or No Match following the instructions in End a Prospective Volunteer Assignment Record

6. Prospective Volunteers
Changing a prospect’s status to approved will signal that they are ready for training
Prospect will gain access to the Help Center for training materials
Invitations to the Portal will be sent periodically or the DC can issue an invitation directly
This is the list that the instructors will use when scheduling training
This is the list that will populate the certification spreadsheet.
Always follow the instructions in the portal guide
Always ask if you’re not sure – don’t guess and hope!!

7. Sites Ad Hoc Site Processing and Cleanup Identify ad hoc sites
Identify the ones that need to be shown in locator services
Identify the ones that should be removed from the portal
Already sent about this – just for review

8. Sites Local Coordinator can now manage site information
LC can and should enter site operations information (dates and times)
LC can also enter site metrics
See Section 8 – Update Program Location Information and Section 9 – Update Program Metrics Information
The goal is to give the Local Coordinator control of their site

9. Volunteers
Emergency Contact Information
All volunteers should be encouraged to enter emergency contact information on their record
A new report has been created that allows a supervisor to print the emergency contact information for our state
They should also be encouraged to check their personal information to be sure that it’s current
See Section 7 – Update Volunteer Contact Information

10. Volunteers
Non-leaders (Counselors, Client Facilitators, EROS, Shift Supervisors) should now have one assignment for each site that they volunteer at
Required by the IRS grant
Needed to identify the amount of effort to run the program
Leaders were entered last year but should be reviewed for accuracy

11. Certification No changes from last year
DC receives Excel spreadsheet – this will be sent once PV records are set to Approved
DC enters certification information
DC enters adjustments to existing site information for returning volunteers
DC enters site information for new volunteers
DC returns Excel spreadsheet periodically to ADS
ADS combines all spreadsheets and sends to the IRS and National
ADS updates all portal records to show new volunteers are certified, remove non-returning volunteers, and manages assignment changes (unless the DC wants to do this)

12. Reimbursements
No Excel spreadsheets or other paper processing will be accepted after 12/31/16
All reimbursements must be done in the portal
Local Coordinators can now approve reimbursement requests for their volunteers
Volunteers for more than one site must enter I expenses (mileage) for each site separately
More on this later in the season

13. Portal Guide Portal Guide Available in Help Center
Use “Follow” to get notified of additions/updates and add to Guide
Use the pdf version in s when assisting volunteers
LC version is yours to customize, copy, and distribute
Submit a Request for new Tip Sheets

14. Portal and Help Center
Portal is a database of AARP Foundation information
Not specific to Tax-Aide
Discrete pieces of information
Does not maintain documents, training, policy, etc.
Help Center
Contains Tax-Aide specific information
Is the repository for training, instructions, and general information

15. Portal Display
Should always show red banner at top with AARP Foundation Tax-Aide
For leaders, Dashboard should always show TA-R02-NY3- XX
XX = Supervisor if volunteer holds one or more positions that directly supervise others
XX = Leader if volunteer holds a non-supervisory position such as Instructor or Administration Coordinator
Counselors, Client Facilitators and other non-leadership positions do not see the Dashboard tab
See Section 3 Overview for more detailed information
Intro to Portal Screens COU, CF, SF, ERO, SCO
Intro to Portal Screens – Volunteer Leaders

16. Portal Display Search Sidebar
Used to find a person, site, location, etc.
Not the same as searching the Help Center
Sidebar
On Home tab
Has the link to OneSupport Help Center
DEMO STARTS HERE

17. DEMO

18. Portal Tabs Home and Dashboard
Home is a subset of the current dashboard and only shows the top 3 reports
Dashboard shows all reports for a group (i.e. NY3 supervisors)
Neither are automatically updated when the portal is loaded – be sure to use the Refresh button
At the moment they can’t be filtered by district

19. Portal Tabs
Reports
Be sure that you are looking at report folders labeled Tax-Aide. States is NOT what you’re looking for
New reports are being worked on during the tax season

20. Portal Tabs Training – not used Reimbursement
Can be used but it’s much simpler to check your dashboard
Click on Pending Approvals
Sort by program
Manage the ones in your district/site, using the program identifiers – TA-R02-NY3-Dxx-Sxx (district and site)

21. Portal Tabs Orders Contacts, Programs, Positions, Locations
Be sure that the entire process has completed and you have received confirmation of your order
Check the order status
Contacts, Programs, Positions, Locations
Need to be shown as tabs so that the corresponding information is available but not useful for us
Time Entry – not required at the national level but available for use

22. Help Center Accessed through the Portal using the link in the sidebar
The repository of Tax-Aide information
Finding information using Search
Be careful of using too many words
Pay attention to the date associated with the article. Cleanup of old articles is in progress but some are still out there
SIGN IN USING TAXAIDEENDUSER

23. Help Center Submit a Request
Send a question or request to volunteers or staff
Choose a category
Enter all other information and click Submit
Watch for messages at the top of the page, either confirmation or error
An is sent to you confirming the receipt of the request

24. Help Center My Activities
Shows all requests that you have sent and their status
Also shows all requests that you were cc’d on
Clicking on a request will show the details
Following will show a list of all sections you are currently following with a link to unfollow

25. Help Center Access
TaxAideEndUser will no longer be available as a way to access the Help Center
Prospective Volunteers can now access it directly via the Portal once they are in Approved status

26. Questions??