1. Stu:
Our project is about how to maximize capacity and increase return on investment for the Colorado Department of Revenue and their new tax software GENTAX. Our deliverable includes two main subjects:
Best Practices for IT System Implementation
Remote Access
The focus of our presentation will be on how to obtain remote access because it is critical for maximizing the GENTAX investment.
Now we’ll briefly discuss the Best Practices for IT System Implementation: Super Users and Training

2. Brian:
As Stu mentioned today we will be talking about remote access but I will now discuss the concept of super users which is further detailed in our deliverable.
Super Users:
Employees who have received EXPERT training
Are resources for CDoR employees through IM, , video conference, etc.
Dual responsibility of marketing and training
Provides a continued support structure after general training
Stu:
Training
First, training will consist of a firm-wide training orientation which will be proctored by super users and an implementation team.
The training will consist of two phases:
PHASE 1
Overview and Marketing of GENTAX
Explain the value of GENTAX to CDoR employees
Making their lives easier
Audits more efficient
More secure
Get everyone on the same page
Training employees during system interaction
During this phase employees will use the system throughout multiple scenarios, real-life experience, hypothetical situations.
Quality Assurance Interviews
Active feedback, NOT A SURVEY, from the employees on what they think about the system
What works, what doesn’t work
Interviews are open-ended where surveys are limited.
PHASE 2
Educating employees on how to use remote access
Establishing a remote connection at client site and accessing VPN
Passwords – computers, GENTAX, VPN, etc.
Why this security is necessary for the CDoR
Data Integrity
Encryption
Decreases general controls risk
Matt:
REMOTE ACCESS
Remote Access is gaining access to a secure network from a remote location.
Remote Access is most easily achieved through a Virtual Private Network (VPN).
A VPN provides remote access to secure networks by encrypting data sent through a public internet source.
Compresses, encrypts, and disguises the data flow
This secure connection fortifies the system of controls
Communication: Also allows employees to access secure documents and resources
Can access on-site problem solving resources from experts and Super Users
Communication with other employees, customers, partners
Overall, this enhanced communication allows for on-site problem solving
MOST IMPORTANTLY – using a VPN allows employees to access GENTAX from the client site through client or public internet source.

3. Matt:
Now that we have explained the capabilities of our solution, we will identify some areas for improvement that would be directly affected.
Client Site
Currently there is no system in place to access online workpapers from the client site. Only hardcopies exist and must be physically taken to and from the site.
No system in place to securely access the internet
IT Controls
If the CDoR is going to rely on an electronic server like GENTAX, they will need to implement certain controls to protect their sensitive information.
Data integrity is a growing concern for all businesses with increased threat of information theft
Communication
Interacting with fellow employees, experts, resources, and customers is severely limited without a secure internet connection
Technology
CDoR is behind on the technology used by their peer groups within industry
Database access
Inaccurate tax return information requests
CDoR can improve the audit turnover, efficiency of audits, and reliability of taxpayer information with the new GENTAX system supplemented by remote access through a VPN.

4. Brian:
Start from the department level and build from there:
First, Control and Risk Management
Subject to significant risk from lack of access controls
Lack of access controls leads to increased risk at a system-wide level
Second, w/o remote access  limited system performance
Ability to use GENTAX on-site, communicate and use epapers are all negatively affected.
Client – Taxpayer perception
Perception that CDoR is not timely or accurate in providing important taxpayer information
Remote access, along with a central database can be used to prevent these inefficiencies
State Revenue
In financial crisis, CDoR needs a system to maximize GENTAX and return on investment associated with the purchase

5. Elliott:
Here we are going to illustrate the potential resistance created from taking action on our solution:
We want to provide remote access at client sites. A VPN is our solution for providing secure remote access.
This will allow the CDoR to use GENTAX remotely and increase communication on all levels.
POSSIBLE FORSEEN RESISTANCE FROM IT & EMPLOYEES:
Too costly
Although implementing a VPN is relatively inexpensive, CDoR is already spending a lot of money on implementing GENTAX – roughly $20M
However, VPN costs between $10K - $30K for enterprise – wide firm
Very worthwhile and highly justifiable
Unrealized benefits
Employees do not realize how GENTAX will improve their work lives
Complexity
GENTAX is a complex software upgrade
Requires extensive training
Employees must adapt their work schedules to incorporate daily use of the system
Both of these require more time than usual
MINIMIZING RESISTANCE REQUIRES EDUCATION AND TRAINING EMPLOYEES TO CLEARLY REALIZE BENEFITS OF REMOTE ACCESS TO GENTAX

6. STU:
These are the areas of improvement we have already touched on
The Alternative
Remote Access Process
1. VPN
Purchase and implement
2. Gateway
Actual RSA SecurID object that provides individual users remote access to a private network
Phase 2 Training
Train employees on gateway use
3. IT Testing
Performance and security

7. Matt:
Now we will discuss the benefits that other states have attained from fully implementing a similar tax software upgrade
West Virginia implemented a tax software upgrade
The year after it implemented the software for $22M…
Went from $82M in revenue to $126M
$44M increase in state revenue against spending $22M
200% return
New Mexico implemented similar tax system
Consolidated online tax forms, has 13 of 26 tax forms online
Significant decrease in phone calls to department and numerous positive feedback from offering easy online access
Very good website
Industry and Faculty Research
We interviewed two industry experts at KPMG and E&Y, local CPAs, and two respected CU faculty
Having remote access to a new system like GENTAX was deemed critical if not necessary through every interview
All of the research concluded that best practices for system implementation through remote access is critical for any organization
Both industry examples currently use VPNs for remote access

8. Brian:
Specific recommendations for Super Users and Training – further detailed in our deliverable
Today we’ve emphasize the importance of remote access and maximizing the capacity and ROI associated with the purchase of GENTAX
Analogy
Imagine that a VPN is like using the drive through teller at a bank. Instead of going to the teller in person, you can send your money and information directly through a tunnel.
However, if someone were to break into that tunnel and recover your information, it would be protected through encryption
STU:
Reduce Risks
Data Integrity
Through remote access, risks are reduced through controls, VPN, and technology
General and Specific risks
General and access controls risk
Access to inventory, information, audit documentation, tax forms
Maximizing ROI
Will not be able to use GENTAX at client sites without remote access
Improve Services
Quicker turnover between audits
Thus improving client relationships
More self sufficient, not client - reliant