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MN-1 DC Meeting

September 24-26 2014

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Don Balbach MN-1 Technology Specialist

DONBALBACH@COMCAST.NETTCS.MN1@GMAIL.COM

Home: 763.572.3758

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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

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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

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SECURITY

Security is everyone’s Primary Function

Every decision made, every action taken should have the focus of…

“How secure is this?”

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SECURITY

AARP Tax-Aide Policy and IRS Publication 3189 require all volunteers: To physically protect

Printed data

Electronic data

Equipment

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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)

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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

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TY2013 Security IncidentsLast 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.

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SECURITY – EquipmentIf 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: TaxAideTech@aarp.org

Procedure is on the back of Name Cards

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SECURITY MUST BE TAUGHT

You will speak about Security:To every volunteer that works in your sites.

- LC Training- Counselor Training- Client Facilitator Training

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Equipment and Inventory

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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.

After Jan. 2015 – • They ship a replacement to you. • Then, you ship the broken printer to them.

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Laptop Repair - GraceWorkz Free Laptop Repair or Replacement

• For all laptops owned by Tax-Aide• AARP Asset Tags• Contact Don Balbach (donbalbach@comcast.net)

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

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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

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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!

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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

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Inventory (Due May 2015)

Collecting Computer Information1) 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

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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

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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

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Consumables

Keep Shipping Costs Down

Avoid 1–3 item orders Toner has 2-3 year shelf life• Store cool and dry

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Consumables (Ordering)

GraceWorkz – Items On Consumable List• Contact Don Balbach (donbalbach@comcast.net)• 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 (David.R.Petrie@irs.gov) 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

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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

GraceWorkz Contract Ends April 30th

This meeting’s expenses by Sept 30th

• Just another Grant ending date example

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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• Issued by IRS• Required to order software and transmit e-files• One EFIN per SIDN

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Sites, EFINs, Client IDs

Client ID• 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 Software

• Client ID – CCH – Identifies TW Software License

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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 LaBrosseADS – Don Hoium (SIDN)

TCS - Don Balbach (EFIN)

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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)

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TaxWise Software TWO Nationals TWO Goal

2009 2010 2011 2012 2013 2014 Goal

2015 Goal

2016 Goal

0%

20%

40%

60%

80%

100%

120%

3%12% 20%

40%58%

80%95% 100%

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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

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TaxWise Software TWO Hot Spots provided by National will

activate mid-November

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TaxWise Software TWO TWO Survey – Best Features• 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

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TaxWise Software Ordering

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Sample Software Order

Same Columns/Designations as last year

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TaxWise Software Order Order Forms will be sent to each DC

• VERIFY all of your sites are listed• 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

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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

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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

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Sample Software Order

Template Subscriber Ordering EFIN 416281 can Create/Modify & Distribute Templates

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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

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WHAT’S NEW IN 2014

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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

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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

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2014 TCS Thoughts

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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)

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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

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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

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Notable Links

TaxWise Training Videos:Home:download.taxwise.com/media/IRS%20Training/Training%20Homepage.htmlTaxWise Online with Processed Base Training for VITA/TCEdownload.taxwise.com/media/IRS%20Training/TaxWise_Online_PBT.html

Topics Comparison between TaxWise & TaxWise Online TaxWise Online Administration Main Information Part1 Income Part 1 Adjustments to Income

TW Solution Center: support.taxwise.comChoose Links such as: -TaxWise Blog or TaxWise Online Blog

- Free Training

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Notable Links

TaxWise Online w/Processed Base Training for VITA/TCE

• 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

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Notable Links

TaxWise Online for VITA/TCE

• 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

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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

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Questions?

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Don Balbach MN-1 Technology Specialist

DONBALBACH@COMCAST.NETTCS.MN1@GMAIL.COM

Home: 763.572.3758