TECHNOLOGY’S ROLE in TAX-AIDE 2016 TCS SMT Training - Dallas

2016 TCS SMT Training - Dallas TECHNOLOGY’S ROLE What is Technology’s Role in the AARP Tax-Aide. What is the job of the Technology Specialist. What is the National Technology Committee. Technology Communication. Where to get information and help when needed. 2016 TCS SMT Training - Dallas

2016 TCS SMT Training - Dallas TECHNOLOGY’S ROLE Technology is one of the major roles in the AARP Foundation’s Tax-Aide organization Other major roles include… Tax Training Administration Partnership/Communication Here is how they fit in the State Management Team (SMT) 2016 TCS SMT Training - Dallas

STATE TECHNOLOGY ORGANIZATION 2016 TCS SMT Training - Dallas

OTHER TECHNOLOGY ROLES Electronic Return originator (ERO) Technology Coordinator (TC) State Technology Specialist (TCS) Regional Technical Advisor (RTA) NEW The National Technology Manager The National Technology Committee (NTC) 2016 TCS SMT Training - Dallas

STATE TECHNOLOGY SPECIALIST (TCS) The TCS is a State’s Key Technology Position PURPOSE – Works with the State Management Team to implement, maintain, and evaluate automated systems for: tax preparation, administrative procedures, and volunteer training. 2016 TCS SMT Training - Dallas

STATE TECHNOLOGY SPECIALIST (TCS) The TCS is a State’s Key Technology Position RESPONSIBILITIES Coordinates technology-related responsibilities with the SC and other Specialists on the SMT. Evaluates need for computer hardware and software to provide electronic filing of tax returns at sites. 2016 TCS SMT Training - Dallas

STATE TECHNOLOGY SPECIALIST (TCS) The TCS is a State’s Key Technology Position RESPONSIBILITIES Assists District Coordinators (DCs) in recruiting local Technology Coordinators (TCs) to provide on- going day-to-day technical support within districts. 2016 TCS SMT Training - Dallas

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 2016 TCS SMT Training - Dallas

TCS KEY RESPONSIBILITY HARDWARE Inventory & Consumables SOFTWARE Tax software, OS, anti-malware TRAINING TC’s, ERO with TRS SUPPORT SC & DC technical advisor TC technical support SECURITY Oversee and fix security issues – hacking, malware) 2016 TCS SMT Training - Dallas

TCS 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 2016 TCS SMT Training - Dallas

TCS Responsibilities – I. Hardware (continued) Maintain and submit annual Equipment Inventory in May each year Administers Consumable (Toner, etc) Ordering and cost control for Equipment Repair Promotes networking optimized printer utilization at all sites Together with PCS, solicits donation of e-file equipment (computers, etc.) 2016 TCS SMT Training - Dallas

TCS Responsibilities – II. Software Places Tax software Order and assures that sites have required EFINs and SIDNs (This duty may be shared with the ADS) Acquires operating systems and other software as needed (TechSoup, Anti- Virus, Malware, etc) 2016 TCS SMT Training - Dallas

TCS Responsibilities - III. Training Provide training for TCs & EROs (This duty may be shared with the TRS) Promote “Process Based Training” (integrated tax-law & Tax Software). 2016 TCS SMT Training - Dallas

TCS Responsibilities – IV. Support Maintain two-way contact with TCs & EROs Provide guidance to e-file sites (especially at start of season) Assist SC & DC’s in establishing e-file sites -- especially promoting larger sites 2016 TCS SMT Training - Dallas

TCS Responsibilities – V. Security PROTECT TAXPAYER INFORMATION Insures that all computers and tax software is password protected. Computers must have current Anti- Virus software installed. Removal of any taxpayer data from all computers at end of season. Primary risk to taxpayer data is malware. Look out for unusual PC behavior that may indicate a PC is infected. 2016 TCS SMT Training - Dallas

TCS Responsibilities – V. Security (continued) PROTECT TAXPAYER DATA Physical Security All paper records containing taxpayer data must be secured at all times. Do not leave computers unattended or in a visible area in a car. Computers must be stored in a secure/locked location. 2016 TCS SMT Training - Dallas

TCS Responsibilities – V. Security (continued) PROTECT TAXPAYER DATA Physical Security If computer with taxpayer data is lost or stolen: Report to AARP at 800-424-2277, ext.32038 or 36027 (during business hours) or 1-202-434- 2038/6027 (after hours) immediately (within 24 hours). Email your SC & RC and your local Police Department must be notified promptly. 2016 TCS SMT Training - Dallas

Important Contacts for the TCS All members of the SMT DCs TCs & EROs The IRS Tax Specialist(s) dealing with e-file activities for your state Your State Tax Revenue e-file Contact AARP Tax-Aide National Office: The NTC & National Technology Manager – submit a “Technology” request to: OneSupport Help Center (OSHC) 2016 TCS SMT Training - Dallas

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-files equipment and personnel) 2016 TCS SMT Training - Dallas

NATIONAL TECHNOLOGY ORG. 2016 TCS SMT Training - Dallas

National Technology Committee Chair appointed by Tax-Aide Director & Technical Mgr. (two-year term) Chair is a member of the Tax-Aide National Leadership Team (NLT) 8 members appointed by Tax-Aide Technology Mgr. & 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) 2016 TCS SMT Training - Dallas

2016 TCS SMT Training - Dallas NTC Activities 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 2016 TCS SMT Training - Dallas

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 an Image for updating computers in the field 2016 TCS SMT Training - Dallas

Technology Communications The National Technology Committee (NTC) conducts monthly Webinars and/or Conference Calls for State Technology Specialists (TCS) prior to and during the tax season. 2016 TCS SMT Training - Dallas

Technology Communications SMT Roundup Emailed to State Leadership weekly in the fall and during the tax season. Monthly emails during the summer. TCS is responsible to distribute within State as needed Technical Bulletins TCS Bulletins distributed with SMT Roundup. TC and ERO Bulletins emailed directly to volunteers as needed 2016 TCS SMT Training - Dallas

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. Additional you can submit request “tickets” to ask technical questions that will be answered by Tax-Aide Staff and the Technical Committee volunteers. 2016 TCS SMT Training - Dallas

OneSupport Help Center 2016 TCS SMT Training - Dallas

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. Equipment problems should be submitted to GraceWorkz. More on this later this week. Other Technical question should be submitted with a OneSupport ‘ticket.’ 2016 TCS SMT Training - Dallas

National Technology Priorities Better Printer Configurations & Utilization More Emphases on Computer Security Use Standard User Use Anti-Malware programs 2016 TCS SMT Training - Dallas

2016 TCS SMT Training - Dallas TECHNOLOGY’S ROLE What is Technology’s Role in the AARP Tax-Aide. What is the job of the Technology Specialist. What is the National Technology Committee. Technology Communication. Where to get information and help when needed. 2016 TCS SMT Training - Dallas

2016 TCS SMT Training - Dallas TECHNOLOGY’S ROLE Questions ??? 2016 TCS SMT Training - Dallas