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AARP Tax-Aide

Activity ReportingIn 2011

Prepared by AARP Foundation

Edited for NY3 DC 2010

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Important:

Performance reporting is required by our sponsors to secure funding

IRS counts returns – paper & e-file

AARP counts people helped

The total number of people we help is a critical statistic – Almost 600,000 are helped without filing a current year federal return

Improving tax return accuracy through documented Quality Reviews is critical

The Approach

Over 2 years – Reduce activity reporting workload by 80+%

This year – Meet reporting obligations and maintain data quality and

accuracy with a new activity reporting system using the evolving

AARP Volunteer Portal web interface.

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Launching a new volunteer-reported stats web form (LC/DC):

Access through the new Volunteer Portal Volunteer reporting of only Paper Returns and Q&A (no reporting of e-

filed returns)

“E-File” designated sites will track Quality Review for only Tax-Wise prepared returns in Tax-Wise

“Paper” designated sites will continue to track Quality Review on the Site Sign-In Sheet and in the volunteer-reported web form/system.

New system delivers the #1 requested change [cease manual reporting of IRS data]

What is being done in 2011:

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Summary Chart:

Site Sign-In SheetReporting Tasks

20102011

Portal E-File Designated Sites

2011Paper Designated

Sites

Manually track all e-Filed Federal Returns

X Not Applicable

Manually track all paper filed Federal Returns

Manually track prior year, amended, State/Local Only and Q&A Only Returns/Assistance

Manually track Quality Review

X

Portal Access Users – NY3 will be using the new Activity ReportingSystem, accessed through the Volunteer Portal (https://volunteers.aarp.org)

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AARP Tax-Aide Volunteer Portal

A web-based and centralized access point that provides:

• Single and Secure access to All AARP Tax-Aide Information, Applications, Databases, and Reporting

• Personalized presentation and accessibility to information, applications, databases, and reporting based on volunteer title and other requirements

• Simplification and consistent presentation of the forms, tools, and interfaces used for data entry, search, and reporting

• Centralized program communications

• Standardized and Automated workflow/tracking

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Current - Methods

Extranet

Site Activity Reporting & Site

Information Management

E-Mail, Fax, Snail Mail, Telephone – Expense Statements, Order Forms, Inquiries, Communications

Forms, Manuals and Other Info

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New - The Portal

Self Service, Forms, Manuals,

CommunicationsInterfacesWorkflow & MORE!

Order FormRecruitment System

Activity Reporting

Single, Secure and Personalized Access to Everything You Need

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Portal Home Page

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Portal Registration Form - National Office will be pre-registering users of the new

Activity Reporting System.

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Portal Login Screen

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Portal AARP Tax-Aide

Home Page

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Portal District Coordinator Activity Reporting

Form –

Note that the reporting of QR for efile sites is not an

available field.

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Portal Local Coordinator Activity Reporting

Form –Note that the

reporting of QR for efile sites is not an

available field

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Important Details:

By December 15, all DCs and LCs along with SCs and ADSs will be pre-registered to access the Portal and will receive login information [if they haven’t already registered], applicable training materials, and schedules by email.

An updated version of the Site Sign In Sheet will be available in Word form on the NY Tax-Aide Web (http://nytaxaide.org/?cat=7). You will use a modified version from last year titled “Portal Site Sign-In Sheet.” Click on the Technology Tab on the NY Tax-Aide Web.

Quality Review for all E-File designated sites will be recorded in Tax-Wise (Preparer Use Field #14), for only Tax-Wise prepared returns. Quality Review percentages for E-File designated sites will be based solely on Tax-Wise filed returns. Paper designated sites will continue to manually track Quality Review. Training for Quality Review in Tax Wise will be delivered by the National Training Committee.

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Next Steps and Goals:

National Office will validate and compare the accuracy and effectiveness of the new activity reporting system

Feedback on the new system and the development of Phase II enhancements will start soon after the 2011 Tax Preparation Season

Top 2012 Goals:

Eliminate the manual tracking of Prior Year and Amended Federal Returns along with State/Local Only Returns

Manually track only Q&A

Utilize “Sampling” (e.g. ~20% of Districts) to extrapolate national-level performance reporting stats.

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Activity Reporting

Q&A