1. Confidential & Proprietary T AX -A IDE Site Management Training Chapter 6

2. Confidential & Proprietary AARP Foundation Tax-Aide Content Covered In this training you will learn… The importance of accurate site information How site data is stored in the new Volunteer Portal The processes for maintaining site data How to update operational site information How to request support from the National Office for other types of site maintenance About site management reports Page 2 AARP Foundation Tax-Aide

3. Confidential & Proprietary AARP Foundation Tax-Aide Accurate Site Data Tax-Aide Leaders – Manage site programs – Order software – Manage EFIN application – Conduct site reviews IRS SPEC – Site data transmitted to IRS SPEC – uploaded into SPECTRM – Facilitates pre-software order audit – Schedule site visits and reviews – Monitor IRS grant requirements Taxpayers – Find service locations through the AARP Tax-Aide locator Page 3 AARP Foundation Tax-Aide

4. Confidential & Proprietary AARP Foundation Tax-Aide Site-Data Structure Site data is defined by the relationship between three objects/records: Page 4 AARP Foundation Tax-Aide Location - Describes physical space used by a site (name and address) and specific information about a site’s operation Program Location - Links a Program to a Location and stores specific information about a site’s operation Program - geographical location or site (example: TA-R01-CT1-D01-S10053138)

5. Confidential & Proprietary AARP Foundation Tax-Aide Program Record Page 5 AARP Foundation Tax-Aide Program record Describes a region, split-state, district, or site Created and maintained by National Office Site status (active/inactive)

6. Confidential & Proprietary AARP Foundation Tax-Aide Location Record Physical location (name and address) where site is located Shared with other AARP programs (stores both shared and Tax-Aide only data) DC, AC, ADS maintain only non-shared Tax-Aide data National Office maintains shared data Location name is NOT the site name field Page 6 AARP Foundation Tax-Aide

7. Confidential & Proprietary AARP Foundation Tax-Aide Location Record: Location Detail Page 7 AARP Foundation Tax-Aide 0 Green – Tax-Aide Only Fields Red – Shared, Used by Tax-Aide Blue – Shared, Not used by Tax-Aide Yellow – Not a Tax-Aide site name

8. Confidential & Proprietary AARP Foundation Tax-Aide Location Record: Availability & Additional Information Page 8 AARP Foundation Tax-Aide Green – Tax-Aide Only Fields Red – Shared, Used by Tax-Aide Blue – Shared, Not used by Tax- Aide

9. Confidential & Proprietary AARP Foundation Tax-Aide Program Location Record Associates site Program record with Location record – No AARP programs share a Program Location record – Never more than 1 record per SIDN All data is program-specific Record’s status is maintained by National Office DC, AC, ADS maintain Tax-Aide data Program Location name field = site name – Tax-Aide Locator – IRS SPECTRM database – EFIN applications Page 9 AARP Foundation Tax-Aide

10. Confidential & Proprietary AARP Foundation Tax-Aide Program Location Record Page 10 AARP Foundation Tax-Aide All fields in Program Location record are related to Tax-Aide site at the location.

11. Confidential & Proprietary AARP Foundation Tax-Aide Site Management Processes Site operations information updates – Examples: open/close dates, languages, operation schedule and comments, etc. – Maintained by DC, AC or ADS – split-state decision Other updates – Maintained by National Office Open new site / reactivate an inactive site Close / inactivate sites Site relocations District or state realignments – ADS submits OneSupport maintenance request Page 11 AARP Foundation Tax-Aide

12. Confidential & Proprietary AARP Foundation Tax-Aide Requesting National Support Process 1.District notifies ADS of change 2.ADS coordinates maintenance request ₋Review/validate information for accuracy ₋If new site, assign SIDN ₋Submit OneSupport request for maintenance 3.OneSupport Agent completes update 4.ADS coordinates additional processes, if needed – EFIN management – Operational data updates See Process and Portal Guide for specific information to include in requests Page 12

13. Confidential & Proprietary AARP Foundation Tax-Aide Roles for Site Maintenance Page 13 AARP Foundation Tax-Aide NPSADSDC Update Site Operational Information XX NPSADSDC Notify ADS of needed site changes listed above X Review and validate information, assign SIDN (new site) X Submit A Request for maintenance X Create / maintain site-related records X Notify ADS when completed X Coordinate additional processes X New, Close, Reactivate, Relocate Sites; Realign Districts/States

14. Confidential & Proprietary AARP Foundation Tax-Aide Site Management Reports Site Dashboard report – Active sites only – Export as an Excel file, filter and modify as desired All Sites report – Active and inactive sites – Same format as dashboard report – Used to create split-state master SIDN list Page 14 AARP Foundation Tax-Aide

15. Confidential & Proprietary AARP Foundation Tax-Aide Dashboard View Page 15 AARP Foundation Tax-Aide Dashboards, found under the Dashboard tab, populates Tax-Aide sites The Sites column shows a preview of the Sites Report. To access the Sites Report, click any line in the Sites preview.

16. Confidential & Proprietary AARP Foundation Tax-Aide Sites Report Page 16 AARP Foundation Tax-Aide The Sites report is a current list of all SIDNs of active sites and other helpful information such as program location, ID, status, and address.

17. Confidential & Proprietary AARP Foundation Tax-Aide All Sites Report Page 17 AARP Foundation Tax-Aide The All Sites report includes active and inactive sites

18. Confidential & Proprietary AARP Foundation Tax-Aide Data Migration Notes Approximately 8,800 site records will NOT migrate from VMIS o Not in IRS SPECTRM, all are status “I” or “R” o Those SIDNs are available to reuse if desired o Run and export All Sites report after implementation for your Master SIDN list Migrated active sites o All have program, program location and location records o If Appointment Required was “P” (Preferred), migrated as “Y” o Position records were created for all active sites Inactive sites were assigned to District 99 (D99) Page 18 AARP Foundation Tax-Aide

19. Confidential & Proprietary DEMO: UPDATING SITE OPERATIONAL DATA Page 19 AARP Foundation Tax-Aide

20. Confidential & Proprietary AARP Foundation Tax-Aide APPLICABLE ROLES: DC, AC, ADS SCENARIO: Time to time you may need to update site operations information such as days and hour of operation, and additional comments to be posted on the site locator. These updates are made to the fields in either the Program Location record and/or the Location record. These task may be completed by the DC, AC, or ADS depending on split-state procedures. In this demo, we will go through the steps to update site information to show that the site will be open every Sunday, except Easter Sunday, from noon to 5pm. Page 20

21. Confidential & Proprietary AARP Foundation Tax-Aide STEPS: 1.From the portal homepage, click on the dashboard tab. 2.Click on any line in the sites column. 3.Once the report is displayed, find and click on the program location that needs to be updated. 4.Once the program location record is opened, click edit. 5.Enter a comment in the locator comment field, and click save. 6.Next the schedule needs to be changed in the location record. 7.Click on the location link in the program location record, and click edit. 8.Scroll down to the location availability section. 9.Update the schedule, and click save. Page 21 Updating Site Operational Data

22. Confidential & Proprietary AARP Foundation Tax-Aide Support & Reference Materials Certificate of Insurance Download fillable request form from OneSupport >General Program Management > Forms For Site Maintenance Support: District Coordinators contact your Administration Specialist Administration Specialists – Submit a Request via OneSupport Reference/Training Materials on OneSupport Help Center Site-related record descriptions (Program, Location and Program Location Site Management Training Page 22 AARP Foundation Tax-Aide