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					Technology Management Guide




          TMG Contents
     Hardware Usage & Storage
         System Updates



            NTC/TCS Training Dallas 2009   1
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Session Agenda

   Survey TMG Contents & What's New
   S and R Code Reimbursements
   Listed Consumables Ordering
   Off-season Equipment Storage
   Using Removable Storage Devices
   Recommended System Configurations
   TaxWise and Windows Vista
   Software Tune-ups
   AARP Laptop Images

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S and R Code Reimbursements

 “R” Code expenses:
   Equipment maintenance services
   Equipment repairs and upgrades


 “S” Code expenses:
   Components
     Flash drives, routers, switches, cables, etc.
   E-filing Supplies
     Paper and printer cartridges NOT on the
      Consumables List
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S and R Code Reimbursements


 Only leadership positions can be
  reimbursed for these expenses
   EROs and Counselors are not eligible


 Expendables - Paper and print
  cartridges that are NOT on the
  Consumables List require no special
  authorization
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S and R Code Reimbursements


 All other S and R code expenses are
  called Non-Expendables
 UNDER $25 per unit
   No special approvals required
 OVER $25 per unit
   must be pre-approved in writing by
    TCS or the SC – attach email approval to
    expense report

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S and R Code Reimbursements


 Repair expenses exceeding the limits
  below require National Office approval

   Printers            over $50
   Computers           over $200
   Projectors          over $200




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Off-season Equipment Storage

 District responsibility; options:
       Distributed Storage - individual volunteers
       Centralized Storage - by Site or District
 Remove toner cartridges from printers
     Wrap tightly in black plastic
   Temperature and humidity guidelines – TMG
   Avoid floodable floors and hot attics!
   Allow acclimatization before power on
   Any rental expense for storage facilities
     Requires prior approval of SC and RC
     Subtracted from the state’s new equipment budget
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          Removable
     Data Storage Devices
 What are they?
 Typically USB-connected
   Flash Drives
     a.k.a. flash keys, pen drives, jump drives
     Available on the Consumables List this year
     May also be purchased locally
   Or External Hard Disk Drives
 May alternatively be Network Attached
  Storage devices
               NTC/TCS Training Dallas 2009     8
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      Using Removable
     Data Storage Devices

 Two main uses in Tax-Aide
   TaxWise program/database installations
   Storage & transfer of backups


 Must be encrypted with TrueCrypt if
  any taxpayer data is stored on them,
  other than backups created by the
  TaxWise program.

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      Using Removable
     Data Storage Devices

 Error message:
  DELAYED WRITE FAILED – DATA LOST
 To avoid this corruption upon removal
   Turn OFF write caching for the device
   This option can be set in My Computer:
     Disk Properties page, Hardware tab
     Select the removable device, click Properties
     On the Policies tab, Write Caching and Safe
      Removal
       Select “Optimize for quick removal”
               NTC/TCS Training Dallas 2009           10
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TMG Contents

INTRODUCTION
  WHAT’S NEW
PART   ONE:      POSITION DESCRIPTIONS
PART   TWO:      SECURITY
PART   THREE:    HARDWARE
PART   FOUR:     SOFTWARE
PART   FIVE:     SITE OPERATION
PART   SIX:      E-FILE ADMINISTRATION
PART   SEVEN:    TRAINING

                NTC/TCS Training Dallas 2009   11
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TMG Contents - Appendices

A: RESOURCES – PRINT, WEB, EMAIL LISTS

B: SAMPLE TC TRAINING AGENDA

C: ACCEPTING DONATIONS – POLICY & FORM

D: TECHSOUP ADDRESS EXPLANATION LETTER

E: GLOSSARY OF TERMS


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Introduction

   Tax-Aide Program purpose
   TCS task summary
   Encryption policy mandate
   TMG is subordinate to Policy Manual
   SC may approve variations from TMG
   TMG prepared by NTC
   Suggestions to TaxAideTech@aarp.org

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What’s New in the 2009 TMG?
   Data Retention Authorization not needed
   Stronger endorsement of TWO
   Stronger ban on wireless networking
   Windows 2000 no longer supported
   64-bit systems supported for TW 2009 & TrueCrypt
   Absolute Software discontinued
   Equipment storage costs will reduce equipment budget
   New Listed Consumables vendor, including flash drives and
    printer repairs and replacements
   Return of non-working computers
   Software Tune-ups by source/use
   Downloadable Tax Form Defaults
   Resource CD replaced by ExtraNet

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Part One: Position Descriptions

   TCS
   TC
   TCS/TC shared responsibility table
   ERO

 Calendar of e-file events
     What’s happening, month by month


               NTC/TCS Training Dallas 2009   15
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Part Two: Security 1


 Confidentiality and Security of
  Taxpayer Data
     Data Security
     Physical Security
     Reporting a Loss
     Data Retention



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Part Two: Security 2

Wireless Networks but Changes coming
   Approved only for wireless printing - Need
    separate router - no internet connection -
    Security codes set per “Wireless Printing”
    Extranet Instructions
   Not for client/server desktop networks
   Not for transmitting returns to CCH
   Not for researching client ESP, property
    taxes, bank account or routing #s, etc.
   Not for TaxWise Online

               NTC/TCS Training Dallas 2009      17
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Part Three: Hardware 1

 Minimum Hardware Requirements
 Site-Host’s Equipment
 Donated Equipment, Supplies, and
  Services
 Loaned Equipment
 Equipment Liability
 Lost, Missing, or Damaged Equipment
 Equipment Repair
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Part Three: Hardware 2

   Unusable Equipment Disposition
   E-file Equipment Storage
   Printing and Print Cartridges
   Equipment Control and Distribution
   Equipment Inventory and Reporting
   IRS-provided Printers
   IRS Depot Laptops
   AARP Hardware Warranties
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Part Four: Software

 Tax Preparation Software
 STARS/VMIS Relationships
 Business Justification
 Alternative Tax Software Prohibited
 TaxWise Online (TWO)
 Operating Systems and Other
  Software – TechSoup.org (TCS only)
 Windows Vista
             NTC/TCS Training Dallas 2009   20
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Part Five: Site Operation 1

   SIDNs and EFINs
   Obtaining EFINs
   Online EFIN Administration
   Suggested Site Organization
   Use of TrueCrypt
   Backing up Returns during the season
   End of Season Record Transfer

              NTC/TCS Training Dallas 2009   21
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Part Five: Site Operation 2


 Establishing E-file Sites
     Different kinds of tax prep sites
   Maximizing E-file Resources
   Networking TaxWise
   Wireless Networks
   Cloning copies of TaxWise to other
    computers

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Part Six: E-File Administration

 E-filing Reimbursement Guidelines
     Expendables
     Non-expendables
     Consumables
     Computer hardware, Software, and
      Printers are not Reimbursable Expenses
 Donated Funds
   Purchasing equipment with donated funds
 E-file Awards
               NTC/TCS Training Dallas 2009    23
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Part Seven: Training

 Training Approach
 Technical Training Material




             NTC/TCS Training Dallas 2009   24
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Technology Management Guide




          Questions ???




          NTC/TCS Training Dallas 2009   25
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