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1NTC TCS Training - Dallas 2010
TECHNOLOGY’SRole in TAX-AIDE
2NTC TCS Training - Dallas 2010
3NTC TCS Training - Dallas 2010
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
4NTC 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 30th to TCS and by May 15th each year to National
Provide next season equipment needs to TCS by June 30th 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
5NTC 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)
6NTC 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)
7NTC 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
8NTC 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
9NTC 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 &
[email protected] + SC & RC.Police Department must also be notified promptly.
10NTC 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)
11NTC 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
12NTC 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
13NTC 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
14NTC 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
15NTC 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.
16NTC 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.
17NTC 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
18NTC 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
19NTC 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
20NTC 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%
21NTC 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.
22NTC 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-seasonProblems , TWO users raved about how much simpler TWO was to set-up and administer
23NTC 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
24NTC 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.
25NTC TCS Training - Dallas 2010
TECHNOLOGY’S ROLE
Questions ???