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Activity Reporting In 2011. for Regional Meetings Nashville, TN – October 2010. AARP Tax-Aide. Administrative Survey Highlights: Objective: Collect the input needed from our SC, ADS, DC and LC leaders to

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slide1

Activity Reporting

In 2011

for

Regional Meetings

Nashville, TN – October 2010

AARP Tax-Aide

slide2

Administrative Survey Highlights:

  • Objective: Collect the input needed from our SC, ADS, DC and LC leaders to
  • be able to identify and prioritize the administrative areas we need to better
  • understand and evaluate, so that we can better serve our volunteers and the
  • program.
  •  All SCs, ADSs and DCs along with 400 LCs were surveyed
  •  40% of SCs and ADSs along with 25% of DCs and LCs responded
  • Activity Reporting ranked as the #1 most time consuming task
  • 42% do not view Activity Reporting as essential to the program
  • 67% say Activity Reporting can be improved
  • Activity Reporting ranked as the #2 top priority to evaluate and improve
slide3

Survey results coupled with other known and/or potential issues presents the following concerns:

slide4

Important Considerations:

  • 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

Our Approach

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

This year – Meet our reporting obligations and maintain data quality and accuracy by testing a new activity reporting system using the evolving AARP Volunteer Portal web interface.

slide5

What we are doing in 2011:

  • Launching a TEST of a newvolunteer-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)
  •  Available on a voluntary, opt-in basis at the District/State (not site) level
  •  May be used by e-file and paper sites – no requirements for participation
  •  Cannot, however, exceed an ~80% opt-in/participation rate
  • Maintaining the traditional volunteer-reported stats web form (LC/DC):
      • Continued access through the existing Extranet
      • Continued requirement to report all returns (Paper + e-file) and Q&A
      • Default reporting web form/system
      • Continued usage by e-file and paper sites
      • Must maintain ~20% usage
  • “E-File” designated sites (using either web form/system) will track Quality Review for
  • only Tax-Wise prepared returns in Tax-Wise; “Paper” designated sites (using either
  • web form) will continue to track Quality Review on the Site Sign-In Sheet and in the
  • volunteer-reported web form/system.
slide6

Summary Chart:

Traditional Access Users – States/Districts that choose to use the same Activity Reporting system as in 2010, accessed through the Extranet (www.aarp.org/tavolunteers)

Portal Access Users – States/Districts that choose to use the new Activity Reporting system, accessed through the Volunteer Portal (https://volunteers.aarp.org)

E-File Designated Sites – Designated in VMIS/Site Management System

slide7

Why Two Reporting Systems?

  • Choice -
  • New system delivers the #1 requested change [cease manual
  • reporting of IRS data] without forcing adoption by all in first year.
  • Best Practice -
      • “Testing” a new system and processes before full conversion [especially one as critical as Activity Reporting] is important.
slide8

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
slide9

Current

Site Activity Reporting & Site Information Management

Extranet

Forms, Manuals and Other Info

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

VMIS

Access AARP

slide10

Portal

Single, Secure and Personalized

Access to Everything You Need

Self Service, Forms,

Manuals,

Communications

Interfaces

Workflow

& MORE!

Activity Reporting

Recruitment System

Order Form

slide11

Important Details:

  • State Coordinators may:
  • 1) Move their entire state to the new activity reporting system
  • 2) Keep their entire state in the existing activity reporting system
  • 3) Empower their DCs to choose – all sites under the DC must
  • use the DC chosen system (e-file and paper sites)
  • By October 25, the National Office will send a request for “opt in” to all
  • State Coordinators. The email will contain a link to a form in which the
  • SC will provide the information needed for new Activity Reporting System
  • participation. Default is the existing activity reporting system.
  • Decision to “opt-in” to use the new activity reporting system must be made by
  • November 22. Selection will “hold” for the entire 2011 tax preparation season
  • Maximum participation of ~80% in new activity reporting system. National Office
  • will closely monitor opt-in percentages and if necessary, communicate if limit has
  • been reached.
slide12

Important Details, continued:

  • By December 15, all DCs [and LCs] along with SCs and ADSs using the new
  • activity reporting system will be pre-registered to access the Portal and will
  • receive log in information [if they haven’t already registered], applicable
  • training materials and schedules by email. Users of the existing activity
  • reporting system will also receive updated training materials.
  • Two versions of the Site Sign In Sheet will be available in printed and Excel
  • form. Existing activity reporting system users will use a mostly “as is”
  • version titled “Traditional Activity Reporting System Users”, while new activity
  • reporting system users will use a modified version titled “Portal Activity
  • Reporting System Users.” Excel versions of these forms will be available on
  • the Extranet and can be modified as needed.
  • 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.
slide13

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 commence soon after the 2011 Tax Preparation Season
  • Top 2012 Goals:
    • Convert all to the new activity reporting system accessed through the Portal
    • 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.
slide16

Portal

Registration Form - National Office will be pre-registering users of the new Activity Reporting System.

slide17

Portal

Login Screen

slide18

Portal

AARP Tax-Aide Home Page

slide19

Portal

District Coordinator Activity Reporting Form –

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

slide20

Portal

Local Coordinator Activity Reporting Form –

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

slide21

Site Sign In Sheet for “Portal” System Users

– Compressed for display purposes (actual form includes 20 rows.

slide22

“Portal” System Users

Instructions – Compressed for display purposes

slide23

Site Sign In Sheet for “Traditional” System Users

– Compressed for display purposes (actual form includes 20 rows.

slide24

“Traditional” System Users

Instructions – Compressed for display purposes

slide26

Online Ordering

of AARP Tax-Aide Produced Materials

for

Regional Meetings

Nashville, TN – October 2010

AARP Tax-Aide

slide27

Phase I Web-based Ordering:

  • Access through Volunteer Portal, 24 x 7
  • Web form delivered directly to AARP Fulfillment
  • Optional use [in 2010/2011] to any Volunteer Leader that orders materials
    • Suggested and maximum ordering quantity alert pop ups
    • Ability to ship to locations other than volunteer’s address
    • Confirmation of order receipt
    • Phase II enhancements for 2011/2012 TBD
slide28

Communications & Training:

  • eMail will be sent to all State Management Team volunteers by October 15
  • Webinar Training beginning week of October 25
    • Training materials and system utilization information will also be available on
    • the Extranet at www.aarp.org/tavolunteers
slide29

Site Information Management

for

Regional Meetings

Nashville, TN – October 2010

AARP Tax-Aide

slide30

New IRS Database:

  • SPECTRM replaced STARS on August 1
  • SPECTRM is a web-based, centralized database that automatically updates
  • Local SPEC site information in real time, eliminating the need for local SPEC
  • offices to manually sync to the IRS national database
  • SPECTRM prohibits local SPEC offices from editing information fed by
  • VMIS (National Office sends VMIS site information 2x week to IRS)
    • We expect that the system change will significantly reduce the frustration and issues experienced by our volunteers
slide31

Volunteer Expense Reimbursement

for

Regional Meetings

Nashville, TN – October 2010

AARP Tax-Aide

slide32

What We Are Doing:

  • Working with a volunteer committee of SCs, DCs and LCs to develop
  • automated solutions for and improvements to our manual expense
  • reimbursement processes for both Flat Rate and Itemized – Multi-year project
  • 2011 Reimbursement Season Goals:
  •  Provide an automated and optional alternative for Flat Rate
  • reimbursement processing through the Portal
  •  Improvements to current, manual processes
    • 2012-2013:
        • Fully automated solution for all aspects of expense reimbursement
        • processing and reporting
        •  Elimination of all manual, paper processing
slide33

Volunteer Recruitment System

for

Regional Meetings

Nashville, TN – October 2010

AARP Tax-Aide

slide34

Phase II Functionality:

  • Direct access through Volunteer Portal (also available by link through the
  • Extranet)
  • Ability to register new prospects locally through “same” application form
  • access by PVC, Volunteer Leaders
  • New, optional “Activity Summary Page” and on line reporting to track “final
  • prospect status” through assessment, training and assignment process by
  • Split State, District, Prospect
    • Redesign of pages to more user friendly, easy to navigate design through
    • Volunteer Portal
    • On boarding /Off boarding process analysis through end of season surveys,
    • possibly to Split State level
    • Expanded access to additional titles (through Portal access) as requested
slide35

Communications & Training:

  • eMail sent to all SCs, PVCs and DCs on 9/30
  • New User Webinar Training:
    • Thursday, 10/7 – 1:00 p.m. (ET)
    • Tuesday, 10/12 – 11:00 a.m. (ET)
    • Wednesday, 10/20 – 2:00 p.m. (ET)
  • Existing User Webinar Training:
    • Monday, 10/4 – 3:30 p.m. (ET)
    • Friday, 10/8 – 11:30 p.m. (ET)
    • Friday, 10/22 – 1:00 p.m. (ET)
    • Reports and VMIS:
      • Thursday, 10/28 – 2:00 p.m. (ET)
      • Monday, 11/1 – 2:30 p.m. (ET)
    • Training materials and system utilization information will also be available on
    • the Extranet at www.aarp.org/tavolunteers