1. technology and computing
2. software

MN-1 DC Meeting
September 24-26 2014
1
Don Balbach
MN-1 Technology Specialist
[email protected]
[email protected]
Home: 763.572.3758
2
AGENDA
I.
SECURITY
II.
CONSUMABLES
•
Toner Ordering
III. EQUIPMENT and INVENTORY
•
•
•
•
Printer Repair
Laptop Repair
Inventory Reporting
No Win-XP in Tax-Aide (Only Win7 or Win8)
IV. SITES AND EFINs
•
SIDNs, EFINs, Client-IDs
3
AGENDA
V.
TW SOFTWARE
•
TWD, TWO, Hot Spots
VI. TW SOFTWARE ORDERING
•
•
•
Order Form
TWO Template Publisher/Subscriber
CDs and Content
VII. WHAT’S NEW IN 2014
VIII.TSC Thoughts
IX. Notable Links
X.
Questions
4
SECURITY
Security is everyone’s
Primary Function
Every decision made, every action
taken should have the focus of…
“How secure is this?”
5
SECURITY
AARP Tax-Aide Policy and IRS Publication
3189 require all volunteers:
 To physically protect
 Printed data
 Electronic data
 Equipment
6
SECURITY
 Passwords
• Change annually – More often if needed
• <> - (share this wisely)
 Anti-Virus Software (MSE)
• Is included on IRS, AARP Win-7 Image
• Required on Site and Personal
 Best Practices for computer use
• Documents (client data, print queue)
• Personal Use (no profit, no illegal)
7
SECURITY – Equipment
Equipment must be physically secured
Do not leave unattended at site
Do not store in a visible area of a car
Do not store passwords with equipment
Do not store equipment in easily
accessible areas of your home
• Do not leave equipment at a site where
it can not be securely stored
• Do not take it on vacation
•
•
•
•
8
TY2013 Security Incidents
Last season in Tax-Aide - there were…
 35 taxpayer forms lost
 Eight (8) laptops reported stolen/lost
 There was data and a disclosed
password on one of the stolen
computers.
9
SECURITY – Equipment
If equipment is lost or stolen…
 If there is Taxpayer data - Immediately
notify law enforcement to make a formal
Police Report. Then, notify supervisors
and AARP National.
 If no Taxpayer data – Notify supervisors
and AARP National within 24 hours.
 AARP National Contact Info:
• Phone: 202-434-6021
• Email: [email protected]
 Procedure is on the back of Name Cards
10
SECURITY MUST BE TAUGHT
You will speak about Security:
To every volunteer that works in
your sites.
- LC Training
- Counselor Training
- Client Facilitator Training
11
Equipment and Inventory
12
Printer Repair - GraceWorkz
 Free Printer Repair or Replacement
•
Printer Model List for TY2014 TBD
 Only Printers marked as OK on the May
inventory are eligible
 Before Jan. 2015 –
•
•
You ship the broken printer to them.
They repair and return the same printer.
•
•
They ship a replacement to you.
Then, you ship the broken printer to them.
 After Jan. 2015 –
13
Laptop Repair - GraceWorkz
 Free Laptop Repair or Replacement
•
•
•
For all laptops owned by Tax-Aide
AARP Asset Tags
Contact Don Balbach ([email protected])
 Only Laptops marked as OK on the May
inventory are eligible
•
•
•
They ship a replacement to you.
Then, you may have to ship the broken laptop to them.
Only certain models need to be shipped back
14
Laptop Repair - GraceWorkz
 The only local repairs authorized are:
 AC Power Adapters – local purchase authorized
 External Batteries – local purchase authorized
 Any HW repair greater than $25 needs to
approved by the TCS (Don Balbach)
 The repair policy is limited
 Will not repair or replace broken screens
 Laptop Replace is Open:
October 15, 2014 - APRIL 30, 2015
15
Inventory
 Important - Remember
 Only Laptops marked as OK on the
May inventory are eligible for free
repair or replacement
 Only Printers marked as OK on the
May inventory are eligible for free
repair or replacement
 So, Accurate Inventory is Important!
16
Inventory
(Due May 2015)
 05/15 inventory will be sent to each DC
 Do Not Alter the Column layout
 District-Number column > District - Site
 Return one inventory report per district
 Consider timing of Inventory
• Consider doing inventory during pre-season
prep, not at the end of the season
• Then, Update Status and Location at End of
the Season
17
Inventory
(Due May 2015)
 Collecting Computer Information
1) IDC – Inventory Data Collection
• Multi-step manual method
2) TIA - Tax-Aide Inventory
• Automatic electronic method
• Self Updating
• Indicate “TAI Used” on the Inv Report
18
Equipment
(Operating System)
 Windows 7 or Windows 8 Only!
• Mandatory to have all Tax-Aide
computers upgraded to Windows 7 or 8
NOW!
 NO computers running Windows XP should
be used to run TaxWise software.
 This true for:
TaxWise Online and TaxWise Desktop
19
Consumables
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Consumables
 Definition:
• Certain Printer toner and drums
• Certain Projector bulbs
 List is attached and on MN1’s Web Site
(taxaide-mn1.org)
 Consumables purchased from other
vendors will not be reimbursed
 No reimbursement for Inkjet cartridges
21
Consumables
 Keep Shipping Costs Down
 Avoid 1–3 item orders
 Toner has 2-3 year shelf life
• Store cool and dry
22
Consumables
(Ordering)
 GraceWorkz – Items On Consumable List
•
•
•
Contact Don Balbach ([email protected])
Provide Printer model, quantity, Ship-To address,
phone number for the shipper
Delivery time under 5 days
 IRS Provides Toner for IRS Printers
•
Contact Dave Petrie
([email protected])
or me
 Not on Consumable List or Not from IRS
•
•
•
WEB resources have the lowest prices
Order yourself or contact me
Reimbursement through Expense form
23
Consumables
(Ordering)
 Different Grant cutoff date influence
spending requests
 GraceWorkz Toner Orders by Sept 30th
•
Largest consumers have been notified
 GraceWorkz Toner Orders by Dec 31st
•
Historical request date
•
Just another Grant ending date example
 GraceWorkz Contract Ends April 30th
 This meeting’s expenses by Sept 30th
24
Sites, EFINs, Client IDs
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Sites, EFINs, Client IDs
 NEW Site - SC approves all new sites
 SIDN - Site Identification Number
•
•
Issued by AARP Tax-Aide ADS – Don Hoium
Required for each tax prep location (Exceptions)
 EFIN - Electronic Filing Identification
Number
•
•
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Issued by IRS
Required to order software and transmit e-files
One EFIN per SIDN
26
Sites, EFINs, Client IDs
 Client ID
•
•
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Issued by CCH (First TaxWise order)
Identifies a TaxWise Software License
Does not change each year.
 From the TOP
•
•
•
SC – AARP – OKs new sites
SIDN – AARP – ADS assigns - Needed to get an EFIN
EFIN – IRS – TCS submits - Needed to order TW
•
Client ID – CCH – Identifies TW Software License
Software
27
Site, EFIN Management
 Site and EFIN information must be kept
current
•
•
•
EFIN ‘Responsible Official’ may change
Site name or address may change
Notify all three of us if there are any
changes regarding site information/location
SC – Judy LaBrosse
ADS – Don Hoium (SIDN)
TCS - Don Balbach (EFIN)
28
TW Software
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TaxWise Software
 TaxWise Software Versions
 TaxWise Desktop (TWD)
• TWD – There is a phase-out schedule
 TaxWise Online (TWO)
• All New Development Centered on TWO
• Improving each year (more like TWD)
• TWO can be converted to Desktop anytime
PRIOR to first e-file submission (vice versa)
30
TaxWise Software TWO
 Nationals TWO Goal
120%
100%
80%
60%
80%
40%
40%
20%
0%
3%
2009
12%
2010
95%
100%
2015
Goal
2016
Goal
58%
20%
2011
2012
2013
2014
Goal
31
TaxWise Software TWO
 To Achieve National’s Goal:
 National funds Hot Spots
 MN1 has supplied Hot Spots
 National – Verizon
 MN1 – Internet-on-the-Go
 Use for Main-Site and Secondary-Sites
32
TaxWise Software TWO
 Hot Spots provided by National will
activate mid-November
33
TaxWise Software TWO
 TWO Survey – Best Features
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•
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•
•
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Easier for the ERO
No Program Updating Needed
Access from any Computer
Security – No Locally Stored Data
No Backup Required
Easy Setup
Tax-Form-Defaults are provided
34
TaxWise Software Ordering
35
Sample Software Order
 Same Columns/Designations as last year
36
TaxWise Software Order
 Order Forms will be sent to each DC
•
VERIFY all of your sites are listed
•
•
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Keep in mind new Districting
Order TWO or TWD
Direct where the software will be delivered!
•
•
VERIFY Name and Address (no dead people please)
No PO Boxes; Package is shipped via FedEx
37
TaxWise Software Order
 First Order will be submitted Late October
 Last order - as late as mid January
 When you order, if in doubt, order TWO
 This is to assure TWD-to-TWO carry-forward
 Shipping Dates
 Practice Lab, Link & Learn, November 7th
 TW software – Historically late November
 No CD is required for TWO but will be shipped
 State software historically early January
38
TW Online Software Order
 Template Subscriber – TaxWise Online
(Sharing a TWO Template with other TWO sites)
•
•
•
•
CCH/TaxWise provides a Master Template with
preset Tax Form Defaults
The Master Template is modified at a State
level (MN1)
The MN1’s State Template will be shared with
other TWO sites that are subscribers
MN1’s State Template Publisher is 416281
39
Sample Software Order
 Template Subscriber Ordering
 EFIN 416281 can Create/Modify & Distribute Templates
40
The TaxWise CD
 Both TWD and TWO versions receive a CD
 TWO does not require a CD
 TWO software is accessed via a WEB site
 CD contains





TWD Program Installer (TWD and APS are the same)
TaxWise User Guides for both TWO and TWD
IRS Publications (3189, 4299, and 1084)
Prior Year TaxWise Program Installer (TWD)
Links to Third Party Programs and Utilities
41
WHAT’S NEW IN 2014
42
New for 2014
 No computer may use Windows XP
 Increased emphasis on password strength and
changing passwords every year
 Disable user accounts at the end of the season
(TaxWise Online)
 No computer may use Windows XP
43
Not-New for 2014
(Same As Last Year)
 TrueCrypt – not required
• Tax Payer data is already encrypted by
TW program in TW2009 forward
• TW Backups are encrypted
 TrueCrypt - still required for…
• multi site PC setup
• USB Traveler
• Reports or other files that contain SSN
 AARP TrueCrypt Utilities still available
44
2014 TCS Thoughts
45
TCS Thoughts
 Train with TaxWise-Online (TWO)
• Use it for counselor Training/Practice
(https://twonline.taxwise.com/training)
• Perform beginning-to-end preparation, QR,
e-file creation, e-file submission,
acceptance/rejection
• Every site has TWO/Training access now
•
Even TWD sites have TWO/Training access
• If no Internet access, use a Hot Spot
• Lessens the TECH burden during season
• Remote TECH support (except some printer
issues)
46
TCS Thoughts
 Consolidate
 Sites
• Evaluate whether you’re getting the most from
all your resources (human and equipment)
• Look at distance and hours to nearest sites
• My ideal site is a large site, open many hours
on many days where the computers stay at
the site –AND- has excellent client facilitating.
• Can have different counselors on different
days
 Equipment
• Standardize Site Printers / Toner
47
Notable Links
Don Hoium’s MN1 Web Site:
taxaide-mn1.org
Link & Learn - Practice Lab:
twonline.taxwise.com/pbt
TaxWise Online Speed Test:
speedtest.taxwise.com
48
Notable Links
TaxWise Training Videos:
Home:
download.taxwise.com/media/IRS%20Training/Training%20Homepage.html
TaxWise Online with Processed Base Training for VITA/TCE
download.taxwise.com/media/IRS%20Training/TaxWise_Online_PBT.html
Topics
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Comparison between TaxWise & TaxWise Online
TaxWise Online Administration
Main Information Part1
Income Part 1
Adjustments to Income
TW Solution Center:
support.taxwise.com
Choose Links such as: -TaxWise Blog or TaxWise Online Blog
- Free Training
49
Notable Links
TaxWise Online w/Processed Base Training for VITA/TCE
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Comparison between TaxWise Online and TaxWise Desktop
Main Information Part 1, Part 2, Part 3
Income Part 1, Income Part 2
Adjustments to Income
Taxable Income & Tax
Other Taxes
Nonrefundable Credits
Payments
Completing a Return
Miscellaneous Forms
Apply for ITIN
50
Notable Links
TaxWise Online for VITA/TCE
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Comparison between TaxWise Online and TaxWise Desktop
System Requirements and Setting Up
Classic Mode
Passwords and Managing
Home Page and Help Center
Administrator Settings
Return Templates and Printing
In a Return
Electronic Filing Process
Acknowledgments and Return Query
Printing Returns and Client Letters
Deleting and Restoring Returns
Reports
Alternative Preparation Solution
51
Notable Links
TWO Training: twonline.taxwise.com/training
TWO Production Current Year: twonline.taxwise.com
TWO Production TY 2012: twonline.taxwise.com/12
TWO Production TY 2011: twonline.taxwise.com/11
TWO Production TY 2010: twonline.taxwise.com/10
TW Customer Support: support.taxwise.com/user
52
Questions?
53
Don Balbach
MN-1 Technology Specialist
[email protected]
[email protected]
Home: 763.572.3758
54