The Portal by Dorothy A. Ryan Administrative Specialist NY3.

The Portal

by Dorothy A. RyanAdministrative Specialist

NY3

The AARP Foundation Tax-Aide Volunteer Portal

https://volunteers.aarp.org

The AARP Foundation Tax-Aide Volunteer Portal is intended, over time, to supplant the existing Extranet reference information resource while materially increasing its capability. •It is currently used as a supporting system to update data in the VMIS database. . •The Portal has the advantage of being a single and secure data source accessible through the use of an email address ID combined with a password (either assigned by the national office or initially determined by volunteers on registration).

Current Portal Application Access by Volunteer Title

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Training Materials on the Portal and all listed applications can be found on the Extranet Training Tabhttp://assets.aarp.org/www.aarp.org_/taxaide/www.aarp.org/sk/taxaide/training.html

Because site activity reporting will be exclusively via the Portal

in 2012, all DCs and LCs are required to be registered to use

the Portal.

Access the Volunteer Portal to register or log-in.

Portal registration requires contact information including an email address (preferably the same as is recorded in the volunteer's VMIS record), birth date (as an identifier in the event of a lost password), and Volunteer ID number.

Volunteer Portal – Accessing Site Management System

The volunteer’s position determines which preferences will be accessible

Overview of the Site Management System

VMIS – Site Management System• Available on the AARP Volunteer Portal

(volunteers.aarp.org)

VMIS – Site Management SystemPurpose

– Provides access for Local Coordinators (LC) and District Coordinators (DC), to directly input and verify site information stored in the National Database, VMIS

Continues to allow Administrative Specialists (ADS) and State Coordinators (SC) to have oversight of the updating and validation of site information

– The preferred method of updating site information. – Provides a system that is user friendly

• Uses icons and pop-ups to provide on line education/system information

OverviewSome Advantages of this System allow LCs/DCs to:• View details listed for current sites

– Confirm information provided to IRS-Spec Total Relationship Management (SPECTRM) system when questions arise

– Permits on-the-spot updating of selected information as situations change including:

• Contact Information• Schedules and dates of operation

• View submitted activity reporting from the previous year.• Print out summary information of an active site

Either enter the SIDN or click on a listed SIDN. Scroll down for more sites.

Once into the system, a listing of all the active sites in VMIS to which the LC, DC, ADS, SC is currently assigned will be shown. They will be in SIDN order showing site name and address.

If any of your sites are missing, contact your ADS

Once a site is selected the following screen appears. Site information will be presented in a series of tabs shown at the top. Just click on the desired tab to obtain the information.

Any information in a colored box can be changed. Be sure to click the Save button if changes are made.

Some of the fields have either a Star or a “?” The Star indicates the information is in the IRS SPECTRM system. Clicking on the “?”will bring up an information screen.

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The more accurate the schedule information is, the more informed the public will be about sites in their area. Also, accurate schedule information can be used to determine total hours of operation, which some local management might require.

Only Registered Owners of the EFIN should change this field

No one should change either of these fields unless they are the Registered Owner of the EFIN as listed on Form 8633 – Application to Participate in the IRS e-file Program. The person assigned to obtain EFINS should notify the ADS of the changes and the ADS will input the data.

Before this form is submitted, print a copy (<Ctrl>P). If the LC or DC requests the information, have them print a copy for the ADS.

Recap• On-line functionality is available to streamline updating of site

information. – SC, ADS, LC, DC will have access to the system

• Increase flexibility for how information is updated • It is the preferred method of updating site information• View details listed for current sites

– Confirm information provided to IRS-SPECTRM system when questions arise

• Print out summary information of current sites• ADS will be notified of any changes

The Site Management System cannot be used to create new sites, inactivate an existing site, or change LC and DC assignments. LCs/DCs should provide the necessary data to the ADS who will make these types of changes.

Updating Personal Information

A unique feature is the inclusion of an Update Profile option.

DC and LC are allowed to update their program mailing address and residential telephone number.

Material Ordering Access through Volunteer Portal, 24 x 7 Web form delivered directly to AARP Fulfillment Suggested and maximum ordering quantity alert pop ups Ability to ship to locations other than volunteer’s address Confirmation of order receipt

Portal Site Activity Reporting Screen

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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

New Activity Reporting, QR & ERO Tracking LogA new form (Tracking Log) has been created to serve both activity reporting and tax return tracking on the Extranet

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Sign-In Reporting, QR & ERO Tracking Log

Revised form (Sign-In) has been created to serve both activity reporting and tax return tracking to be onNY3 web site

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Reporting Period• Monthly Reporting Periods:

1) February: 2/1/12-2/29/12 (includes any activity for sites that open in January)

2) March: 3/1/12-3/31/123) April: 4/1/12-4/31/124) May: 5/1/12-8/31/12

• Covers any summer activity (if applicable)

• Monthly Grace Period (1st to 5th day of following month)

• Monthly Due Date (5th day of the following month)1) March 5th

2) April 5th

3) May 5th

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Extranet through the Portal

Future Portal ApplicationVolunteer ShareNet (Formerly Extranet)

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• Move Extranet contents currently open to the public and maintained by AARP IT to secured and easy to use interface to be called “Volunteer ShareNet”

• Contents can be updated by Tax Aide staff at any time• Access to the contents is determined by the user’s volunteer positions• Systems maintained in parallel during transition

Volunteer ShareNet in PORTAL

EXTRANET

Volunteer ShareNet Menu - Access by Title

New Areas: ERO Bulletin, Technology Bulletins and TCS Bulletins and Tasks can only be accessed by the specific title. Operations (new menu): contents to be determined.

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Fuzzy replace with screenshot

Sample Volunteer ShareNet Screen

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Portal Registration Roll Out

• Portal registration requires all AARP Foundation Tax-Aide Volunteers to have a unique email address.

• E-mail address may not be shared with another volunteer, AARP member or AARP. org registered user.

• ADS and National Office will assist in case of a conflict with E-mail addresses.

Portal Pre-Registration

• Volunteers who are not already registered by the listed dates below will be pre-registered by the National Office using their existing VMIS Tax-Aide E-mail address as the Login ID.All Leaders – 12/31/11All Existing Non-Leaders – 1/15/12All New & Returning Volunteer – 2/15/12

• Volunteers will be provided with a Password by E-mail upon registration.

Requirements

• Portal Registration– All DCs and LCs are required to be registered to use the Portal with a

unique E-mail (not shared with another volunteer or AARP member)– Those DCs and LCs not registered by 12/1/11 will be pre-registered by

the National Office

• DC/LC Assignment– Changes to DC/LC assignment can only be made during the monthly

grace period after all reporting has been completed by the previous DC/LC

• DC who is also an LC– Those DC who also hold an LC title can only be assigned to a site

within their own district, otherwise have the DC for the site where they serve as an LC report for that site

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Log-In /Registration Support

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AARP HelpDesk– [email protected]– 1-888-925-2002 (M-F, 8am-11pm EST)

When to contact HelpDesk– Wish to change login email address

• Changing email address in Volunteer record will NOT change Portal login email address

– Trouble registering

Portal Application Support

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• Training Material on Extranet under Traininghttp://assets.aarp.org/www.aarp.org_/taxaide/www.aarp.org/

sk/taxaide/training.html

• National Tax-Aide Support

When to contact Tax-AideIf you can log in to the Portal, contact [email protected] for assistance with accessing and/or using Portal applications

AARP Foundation Tax-Aide E-mail Address

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Changing the email address that you use for Tax-Aide related correspondence?

•Notify the state ADS who will update your volunteer record, AND

•Send an email to [email protected] to have your Volunteer Portal login email address changed – the ADS cannot update Portal login information.

Training & Support• DC

– Live Webinar will be held January– Recorded Webinar and PDF will be on the Extranet under Training Tab

http://assets.aarp.org/www.aarp.org_/taxaide/www.aarp.org/sk/taxaide/training.html

• Support will be provided through [email protected]

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AARP Tax-Aide Volunteer Portal

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A web-based and centralized access point that provides a single and secure access to All AARP Tax-Aide Information, Applications, Databases and Reporting•Accessibility based on volunteer title and other requirements•Simplification and consistent presentation of the forms, tools and interfaces used for data entry, search and reporting

Training Materials on the Portal and all applicationscan be found on the Extranet Training Tab

http://assets.aarp.org/www.aarp.org_/taxaide/www.aarp.org/sk/taxaide/training.html