confidential proprietary t ax -a ide site management training chapter 6

Confidential & Proprietary

TAX-AIDE

Site Management Training

Chapter 6

Confidential & ProprietaryAARP Foundation Tax-Aide

Content CoveredIn this training you will learn…• The importance of accurate site information• How site data is stored in the new Volunteer Portal• The processes for maintaining site data• How to update operational site information• How to request support from the National Office for

other types of site maintenance• About site management reports

AARP Foundation Tax-Aide


Accurate Site Data• Tax-Aide Leaders– Manage site programs– Order software– Manage EFIN application– Conduct site reviews

• IRS SPEC– Site data transmitted to IRS SPEC – uploaded into SPECTRM– Facilitates pre-software order audit– Schedule site visits and reviews– Monitor IRS grant requirements

• Taxpayers– Find service locations through the AARP Tax-Aide locator



Site-Data StructureSite data is defined by the relationship between three objects/records:


Location - Describes physical space used by a site (name and address) and specific information about a site’s operation

Program Location - Links a Program to a Location and stores specific information about a site’s operation

Program - geographical location or site(example: TA-R01-CT1-D01-S10053138)


Program Record


Program record• Describes a region, split-state,

district, or site• Created and maintained by

National Office• Site status (active/inactive)


Location Record• Physical location (name and address) where site is

located• Shared with other AARP programs (stores both

shared and Tax-Aide only data)• DC, AC, ADS maintain only non-shared Tax-Aide data• National Office maintains shared data• Location name is NOT the site name field



Location Record: Location Detail


0

Green – Tax-Aide Only FieldsRed – Shared, Used by Tax-AideBlue – Shared, Not used by Tax-AideYellow – Not a Tax-Aide site name


Location Record: Availability & Additional Information


Green – Tax-Aide Only Fields

Red – Shared, Used by Tax-Aide

Blue – Shared, Not used by Tax-Aide


Program Location Record• Associates site Program record with Location record– No AARP programs share a Program Location record– Never more than 1 record per SIDN

• All data is program-specific• Record’s status is maintained by National Office• DC, AC, ADS maintain Tax-Aide data• Program Location name field = site name– Tax-Aide Locator– IRS SPECTRM database– EFIN applications



Program Location Record


All fields in Program Location record are related to Tax-Aide site at the location.


Site Management Processes • Site operations information updates – Examples: open/close dates, languages, operation

schedule and comments, etc.– Maintained by DC, AC or ADS – split-state decision

• Other updates– Maintained by National Office• Open new site / reactivate an inactive site• Close / inactivate sites• Site relocations• District or state realignments

– ADS submits OneSupport maintenance request



Requesting National Support Process

1. District notifies ADS of change2. ADS coordinates maintenance request

₋ Review/validate information for accuracy₋ If new site, assign SIDN₋ Submit OneSupport request for maintenance

3. OneSupport Agent completes update4. ADS coordinates additional processes, if needed– EFIN management– Operational data updates

See Process and Portal Guide for specific information to include in requests


Roles for Site Maintenance


NPS ADS DC

Update Site Operational Information X X

NPS ADS DCNotify ADS of needed site changes listed above XReview and validate information, assign SIDN (new site) X

Submit A Request for maintenance XCreate / maintain site-related records XNotify ADS when completed XCoordinate additional processes X

New, Close, Reactivate, Relocate Sites; Realign Districts/States


Site Management Reports• Site Dashboard report– Active sites only– Export as an Excel file, filter and modify as desired

• All Sites report – Active and inactive sites– Same format as dashboard report– Used to create split-state master SIDN list



Dashboard View


Dashboards, found under the Dashboard tab, populates Tax-Aide sites

The Sites column shows a preview of the Sites Report. To access the Sites Report, click any line in the Sites preview.


Sites Report


The Sites report is a current list of all SIDNs of active sites and other helpful information such as program location, ID, status, and address.


All Sites Report


The All Sites report includes active and inactive sites


Data Migration Notes• Approximately 8,800 site records will NOT migrate from

VMISo Not in IRS SPECTRM, all are status “I” or “R”o Those SIDNs are available to reuse if desiredo Run and export All Sites report after implementation for

your Master SIDN list• Migrated active sites

o All have program, program location and location recordso If Appointment Required was “P” (Preferred), migrated

as “Y”o Position records were created for all active sites

• Inactive sites were assigned to District 99 (D99)


Confidential & Proprietary

DEMO: UPDATING SITE OPERATIONAL DATA



Support & Reference MaterialsCertificate of Insurance• Download fillable request form from OneSupport

>General Program Management > Forms

For Site Maintenance Support:• District Coordinators contact your Administration

Specialist• Administration Specialists – Submit a Request via

OneSupport

Reference/Training Materials on OneSupport Help Center• Site-related record descriptions (Program, Location and

Program Location• Site Management Training

Page 22AARP Foundation Tax-Aide

confidential proprietary t ax -a ide site management training chapter 6

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