1. 1 NTC TCS Training - Dallas 2010 TECHNOLOGY’S Role in TAX-AIDE

2. 2 NTC TCS Training - Dallas 2010

3. 3 Key TCS/TC Duties – I Hardware  Coordinate State’s e-file Equipment Acquire, allocate, maintain, certify, store, inventory, & seek donations  Maximize computer utilization Strive for an average of 100+ e-files per computer  Submit orders, & oversee return of IRS laptops – TCS requests needs input during June  Submit orders for AARP Equipment based on needs and available funding

4. 4 NTC TCS Training - Dallas 2010 KEY TCS/TC Duties – I Hardware (continued)  Administers (TCS only) cost control for Equipment Repair  Together with PCS, solicits donations of e-file equipment (computers, etc.)  Maintain and submit annual inventory by April 30 th to TCS and by May 15 th each year to National  Provide next season equipment needs to TCS by June 30 th each year. Needs sent to National by early-July. IRS shipments commence in August.  IRS plans to reduce available computers by 5% in TY 2011

5. 5 NTC TCS Training - Dallas 2010 Key TCS/TC Duties – II Software  Monitors TaxWise software Orders and assures that sites have required EFINs and SIDNs (This duty is shared with the ADS, who assigns SIDNs)  Acquires operating systems and other software as needed – National lead ( TrueCrypt, TechSoup, Anti-Virus, etc )

6. 6 NTC TCS Training - Dallas 2010 Key TCS/TC Duties – III Training  TCS Provides training for TCs & TCs provide training for EROs  Work with TRS for above training  Promote “Process Based Training” ( integrated tax-law & TaxWise)

7. 7 NTC TCS Training - Dallas 2010 Key TCS/TC Duties – IV Support  Maintain contact with TCs & EROs  Passes on TaxAide Tech Bulletin and TaxWise Knowledgebase info as needed.  Provide guidance to e-file sites (especially at start of season)  Assist SC & DC’s in establishing e-file sites -- especially larger sites

8. 8 NTC TCS Training - Dallas 2010 Key TCS/TC Duties – V Security PROTECT TAXPAYER INFORMATION  Oversees protection of Taxpayer Data  Computer Passwords & Encryption  Windows  TrueCrypt  TaxWise passwords Note: TaxWise backup files are Encrypted and do not require additional protection  Removal of taxpayer data from all computers at end of season

9. 9 NTC TCS Training - Dallas 2010 Key TCS/TC Duties – V Security (continued) PROTECT TAXPAYER INFORMATION  Physical Security  All paper records containing taxpayer data must be secured at all times  Do not leave computers unattended or store computers in a visible area of a car  If computer is lost or stolen  Report immediately to 202-434-6021 & TaxAideTech@aarp.org + SC & RC. Police Department must also be notified promptly. TaxAideTech@aarp.org

10. 10 NTC TCS Training - Dallas 2010 > 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)

11. 11 NTC TCS Training - Dallas 2010 NTC Activities - I  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

12. 12 NTC TCS Training - Dallas 2010 NTC Activities - II  Published the TECHNOLOGY MANAGEMENT GUIDE  Distributed to all TCSs and TCs  Publishes How-to Documents on Networking, Tax Form Defaults, etc.  Tests and recommends changes for IRS computer images  Configures image for new AARP laptops and for the Windows 7 upgrade to older computers

13. 13 NTC TCS Training - Dallas 2010 Tune-ups, Upgrades & Images  Re-Image AARP Tax-Aide Computers  Propose re-imaging (Windows XP) on the HP 6110s & 6310s this year  Very low cost  Consistent national image – easier than the multipage tune-ups, but must backup and re-install files you want to keep.  Alternate – Complete tune-ups. Two scans recommended as discussed for TWO Wireless. Finalizing Image contents - available soon

14. 14 NTC TCS Training - Dallas 2010 Tune-ups, Upgrades & Images  Windows 7 Upgrades  Suggest upgrading Dell Vostro 1520s this year – NY3 has 8 of the 1520s  TechSoup Win 7 software costs $8 – NY3 has purchased the licenses  No additional memory required  Tax-Aide can provide an image to avoid have to individually reinstall many software programs – Awaiting the image disk  Must backup files and re-install them

15. 15 NTC TCS Training - Dallas 2010 What’s New for 2010  Plan to provide Windows 7 on new AARP Tax-Aide computers.  Working to upgrade to Windows 7 on all existing AARP Tax-Aide computers over the next several years, including memory upgrades. TaxWise may not support XP in TY 2013. Microsoft dropping XP in 2014.  AVG Antivirus license will not be renewed. Recommend the use of the free Microsoft Security Essentials.  Expanded use of Wireless for TWO is now approved.

16. 16 NTC TCS Training - Dallas 2010 Migration to Windows 7  Based on the May 2010 Inventory:  583 Laptops are below Specs meaning they cannot be upgraded to Windows 7  845 Laptops require memory upgrades  An estimated 10,000 Windows 7 upgrade licenses will be needed.

17. 17 NTC TCS Training - Dallas 2010 Tax-Year 2010 Recommendations  Major Objectives  Promote TaxWise-OnLine (TWO) – 2009 training includes state returns  Emphasize importance of use and training on Encryption  Expand use and training on Networking

18. 18 NTC TCS Training - Dallas 2010 Advantages of TaxWise Online  Improved Security  No data stored locally on individual computers - secured facility stores all data  Intrusion detection – CCH uses software to reduce threat of hackers  Access from any computer with proper identification and Broadband Internet  Immediate availability – nothing to install  Ideal for Using Site Provided Equipment

19. 19 NTC TCS Training - Dallas 2010 Advantages of Networking  Reduced Tax Preparation Burden  Fewer computers to setup and maintain software current  Eliminates need to copy returns from multiple computers for transmission  Provides easy method to print from all computers with one printer  Improved Security  Only one computer has taxpayer data

20. 20 NTC TCS Training - Dallas 2010 2009 Network Survey  Overall results show about 24% of sites Network TaxWise  Wide variation by State and Region States 0% to 100% - Regions 3% to 56% North Atlantic Region – 6.6% Client Server  Another 18% Network for Printing Only  North Atlantic Region was 28.1%  TWO in 2009 added 3% - NA Region 2%

21. 21 NTC TCS Training - Dallas 2010 2009 TWO & Network Summary  Survey showed only a few States planning much growth in TWO or Networking.  AARP Tax-Aide’s goal is to substantially increase the use of TWO and Networking.  Your Volunteers will Thank You for making their job easier.

22. 22 NTC TCS Training - Dallas 2010 TWO Summary  2008 – 3% of sites used TWO  2008 Year-end Survey predicted 33% increase to 4% of sites for 2009  2009 actual TWO use increased over 300% to 12% of sites. In spite of shaky start and end-of-season Problems, TWO users raved about how much simpler TWO was to set-up and administer

23. 23 NTC TCS Training - Dallas 2010 TWO Summary 2009 Wireless TWO Beta-Test  Over 40 sites participated  Some initial problems connecting to Host  Required set-up more complex than we want going forward.  Learned a lot, like network printers need static IP addresses.  Participants liked using wireless TWO

24. 24 NTC TCS Training - Dallas 2010 TWO Summary Expanded Wireless TWO for 2010  A site’s secured or open-to-the-public (unsecured) wireless Internet may be used  A separate router (not site owned) is not required, but is recommended, to provide better security and allow better control over your AARP Tax-Aide network  A router allows all TWO computers to print to a common AARP Tax-Aide printer (network or shared)  AARP provided and IRS computers with wireless may be used. Personal and Site computers can be used after they pass on-line scans  Wireless is not approved for Desktop or for Transmitting tax returns.

25. 25 NTC TCS Training - Dallas 2010 TECHNOLOGY’S ROLE Questions ???