1. INTRODUCTION TO TAX-AIDE TECHNOLOGY
2017 TCS SMT Training - Dallas

2. STATE TECHNOLOGY ORGANIZATION
2017 TCS SMT Training - Dallas

3. 2017 TCS SMT Training - Dallas
TECHNOLOGY ROLES
Electronic Return originator (ERO)
Technology Coordinator (TC)
State Technology Specialist (TCS)
Regional Technical Advisor (RTA) NEW
The National Technology Team Lead
The National Technology Committee (NTC)
2017 TCS SMT Training - Dallas

4. 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
2017 TCS SMT Training - Dallas

5. TCS/TC 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
2017 TCS SMT Training - Dallas

6. TCS/TC Responsibilities – I. Hardware (continued)
Maintain Equipment Inventory, ensuring accuracy by May 31 each year
Administers cost control for Equipment Repair
Consumable (Toner, etc) Ordering by Kaye Curry or Barbara Kaiser
Promotes networking optimized printer utilization at all sites
Together with PCS, solicits donation of e-file equipment (computers, etc.)
2017 TCS SMT Training - Dallas

7. TCS/TC Responsibilities – II. Software
Tax Software is provided by the IRS and the software license Order is placed through your local IRS SPEC office. To qualify for the software, sites must meet EFIN and SIDN requirements. This requires coordination with both your ADS and your local IRS SPEC Relationship Manager.  
(For NY3 these duties are performed by the ADS)
Utilize AARP operating system images and other software as needed (TechSoup, Anti-Virus, Malware, etc)
2017 TCS SMT Training - Dallas

8. TCS/TC Responsibilities – V. Security
PROTECT TAXPAYER INFORMATION
Ensures that all computers and tax software are password protected.
Computers must have current Anti-Virus software installed.
Networks used for Tax Preparation must be secure, and wireless networks should be private and require passwords.
Primary risk to taxpayer data is malware. Look out for unusual PC behavior that may indicate a PC is infected.
2017 TCS SMT Training - Dallas

9. TCS/TC/ERO Responsibilities – V. Security (continued)
PROTECT TAXPAYER DATA
Physical Security
All paper records containing taxpayer data must be secured at all times.
Any taxpayer data on computers must be stored securely and removed at the end of the tax season.
Do not leave computers unattended or in a visible area in a car.
Computers must be stored in a secure/locked location.
2017 TCS SMT Training - Dallas

10. TCS/TC/ERO 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
Notify your local Police Department promptly.
2017 TCS SMT Training - Dallas

11. 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-file equipment and personnel)
2017 TCS SMT Training - Dallas

12. National Technology Committee
Chair appointed by National Technology Team Lead (two-year term)
Chair is a member of the Tax-Aide National Leadership Team (NLT)
8 members appointed by Tax-Aide Technology Team Lead & 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)
2017 TCS SMT Training - Dallas

13. 2017 TCS SMT Training - Dallas
NTC Activities
Investigates & responds to questions and suggestions from TCSs & others
Issues Technology Bulletins
Recommends changes to IRS e-file publications & tax preparation software
Trains new Technology Specialists
Interfaces with the National Tax Training Committee (NTTC)
Recommends policy changes to NLT
2017 TCS SMT Training - Dallas

14. 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 Images for updating computers in the field
2017 TCS SMT Training - Dallas

15. 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 for distribution within State as needed
Technical Bulletins
TCS Bulletins distributed with SMT Roundup.
TC and ERO Bulletins ed directly to volunteers as needed
2017 TCS SMT Training - Dallas

16. 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.
Additionally, you can submit request “tickets” to ask technical questions that will be answered by Tax-Aide Staff and the Technical Committee volunteers.
2017 TCS SMT Training - Dallas

17. OneSupport Help Center
2017 TCS SMT Training - Dallas

18. 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.
Computer and Printer Equipment problems should be submitted to GraceWorkz.
Other Technical questions should be submitted with a OneSupport ‘ticket.’
2017 TCS SMT Training - Dallas

19. National Technology Priorities
Better Printer Configurations & Utilization
More Emphases on Computer Security
Use Volunteer Standard User to prevent installing malware
Use Anti-Malware programs
2017 TCS SMT Training - Dallas

20. 2017 TCS SMT Training - Dallas
TECHNOLOGY’S ROLE
Questions ???
2017 TCS SMT Training - Dallas