confidential proprietary t ax -a ide site management training chapter 6
DESCRIPTION
Confidential & Proprietary 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 Page 3 AARP Foundation Tax-AideTRANSCRIPT
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
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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
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Confidential & ProprietaryAARP Foundation Tax-Aide
Site-Data StructureSite data is defined by the relationship between three objects/records:
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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)
Confidential & ProprietaryAARP Foundation Tax-Aide
Program Record
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Program record• Describes a region, split-state,
district, or site• Created and maintained by
National Office• Site status (active/inactive)
Confidential & ProprietaryAARP Foundation Tax-Aide
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
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Location Record: Location Detail
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0
Green – Tax-Aide Only FieldsRed – Shared, Used by Tax-AideBlue – Shared, Not used by Tax-AideYellow – Not a Tax-Aide site name
Confidential & ProprietaryAARP Foundation Tax-Aide
Location Record: Availability & Additional Information
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Green – Tax-Aide Only Fields
Red – Shared, Used by Tax-Aide
Blue – Shared, Not used by Tax-Aide
Confidential & ProprietaryAARP Foundation 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
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Program Location Record
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All fields in Program Location record are related to Tax-Aide site at the location.
Confidential & ProprietaryAARP Foundation Tax-Aide
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
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Confidential & ProprietaryAARP Foundation Tax-Aide
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
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Roles for Site Maintenance
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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
Confidential & ProprietaryAARP Foundation Tax-Aide
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
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Dashboard View
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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.
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Sites Report
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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.
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All Sites Report
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The All Sites report includes active and inactive sites
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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)
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Confidential & Proprietary
DEMO: UPDATING SITE OPERATIONAL DATA
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Confidential & ProprietaryAARP Foundation Tax-Aide
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
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