tax-aide tech update consumables, equipment, and security modified for ny3

TAX-AIDE

TAX-AIDE

Tech Update Consumables,

Equipment, and Security

Modified for NY3

TAX-AIDE2015 Regional Meetings 2

2015 Consumable - New Policy

Effective for the upcoming tax season (TS2015) all printers purchased or donated to the Tax-Aide program must be compatible with and use toner cartridges available from GraceWorkz at the time they enter the program.

Printers currently listed on the inventory as "OK", but do not take GraceWorkz toner cartridges, are still eligible to receive reimbursement.


Limited Local Repair and Replacement

● There should not be any local repair of AARP Foundation Tax-Aide owned equipment except for the following: AC Power Adapters – local

purchase authorized External Batteries – local purchase

authorized

**These are the only repairs that can be expensed.


No cosmetic Repair and Replacement

● By contract, cosmetic issues will not be repaired or replaced by GraceWorkz (example: broken screen, spills)


What about Stolen Computers?

●Stolen - Provide National Office with Police Report to be eligible for Replacement If no police report, computer(s)

are not eligible for replacement

●Storage – If kept at Site, store in locked area or cabinet. Do not leave unattended visibly in a car.


Computer Repair and Replacement Process (NEW)

●New for TY2015 All replaced computers MUST

be returned to GraceWorkz after replacement (except those under warranty)

**Not returning a replaced computer may make the State ineligible for a replacement the next season


New Computer/Printer Repair and Replacement

Process ● Computer and Printer Repair and

Replacement will use the same process directly through GraceWorkz.

● Only Computers and Printers marked as “OK” (working) on the last submitted inventory will be eligible for GraceWorkz repair or replacement



Process ● To Request Computer or Printer

Repair and Replacement send an email to [email protected] with cc: [email protected]

● Or call 866-448-0420 or 608-467-4086

● Requests must include the following information:

mailto:[email protected]



Process ● When requesting service via e-mail,

please include the following in your subject line:

● “NY3”, type of equipment (“Computer” or “Printer”), “Brand”, “Model”, “Serial Number”, “Asset Tag”

● Example 1: NY3, Computer, HP, 6735s, 123vx3, 2000123456

● Example 2: NY3, Printer, Brother, HL-5370, 654tx2, 2000123456



Process ● CUSTODIAN NAME:

● Address:

● Phone Number:

● Computer or Printer Model:

● Computer or Printer Serial Number:

● Asset Tag:

● State: NY3 TCS: Howard Riggert

● Computer or Printer Problem:

TAX-AIDERegional Meetings Sep 2015 11

New for TWO

● AARP Tax-Aide program no longer allows ordering of TaxWise Desktop software. IRS SPEC has been made aware of the new

policy, they will enforce at the local levels.

● TWO enhancements Template management in Chrome Bulk User activation, deactivation Enhanced setup assistant for managing roles

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Windows 10

● Mainstream NTC program support for Windows 7 IE11 only. Win 7 IE11 perfect for Tax Preparation

● Do not accept the Windows 10 upgrade offer currently on AARP or IRS comp.

● If a host site uses Windows 10 there will likely be no issues.

● NTC has to work through network, printer, imaging, CCH and IRS support, documentation for Windows 10

Regional Meetings Sep 2015

TAX-AIDE13

APS Basics

● Alternative Preparation Solution (APS)

● APS allows volunteers to prepare returns in the TaxWise desktop program if interactive TWO is not available.

● Returns must transfer to TWO for e-filing

● APS is also known as “Safety Net”


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When to use APS?

● Perhaps Never – When TW is down or at a Site with limited or no internet Requires complete TWD setup for a site

(Templates, Print packets, Printing, TWD networking, and updating). Do not use Client Letters (Not compatible with TWO)

Recommended for experienced TWD people.

Success will be assured with pre-season planning and dry runs.


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NTC Positions

● Stick with Windows 7 and IE 11 – Host sites with Windows 10 may not be a problem.

● Network Printers (rather than share or move)

● No TaxWise Desktop in TY 2015 except APS

● Minimize “spares” computers, printers and hotspots

● Avoid the use of personally owned computers of any kind unless there is no other choice. Security risk to the program


TAX-AIDE16

System Geolocation

● All AARP systems ship with a software agent installed. TIA in prior images automatically update

● This agent feed inventory and reports system location ~ monthly. Location intended to allow finding of lost or misplaced systems

● Example Location: Across street from my house


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Security – What You Can Do

●ALL computers used for Tax-Aide must be password protected. Passwords must not be shared outside the

program. Written password reminders must be

kept away from the computers. If desktop or Alternate is used, run

ClearTaxpayerData program at end of season.

2014 SMT/TCS Training - Dallas

TAX-AIDE18

Data Security Password

● Password guidelines:

● Minimum length – eight (8) characters for Windows, and TaxWise™ accounts.

● At least one letter and one number in the password.

● Choose a password that is not a dictionary word or someone’s name.

● Do not use TaxWise, TW, Tax-Aide, AARP or any word in the password similar to something that is obviously related to the program.

2014 SMT/TCS Training - Dallas

TAX-AIDE19

What Can Be Done?

● Do all Windows, Adobe updates immediately

● Use anti-malware software like MSE and MalwareBytes

● If installed, remove Java

● Stick to mainstream, branded websites on Tax-Aide systems

● Re-Image systems regularly

● Run as a “standard” user – see later

NLT Meeting Aug 2014

Too much effort for many – we have infected systems in the program right now!!

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What else can be done?

● A policy change Windows user account passwords

must be changed yearly – AARP images include a feature to require password changes annually.

● 90% plus of malware will be stopped by using a “standard” Windows account!! – this includes silent key logger installation!!

NLT Meeting Aug 2014

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Windows Users

● Administrative User Our initial default for all users, allows

easy program and update installation

● Standard User Recommended for Volunteer Allows all usage of TaxWise and other

software Does NOT allow any software installation

or updating to be done. An Administrator user password must be

entered to allow installation and updatesNLT Meeting Aug 2014


Are There Any?

Questions ???

tax-aide tech update consumables, equipment, and security modified for ny3

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