Operating Systems and Other Software

Operating Systems and Other Software

October 2011

Summary

This document provides an overview on the versions of Microsoft Operation Systems and some other Microsoft software we use for tax return preparation. It also includes a guide and our plans for upgrading computers to the new Microsoft Windows 7 operation system.

Microsoft Windows 7

Prior to 2010, all AARP Tax-Aide-purchased computers had been shipped with Microsoft Windows XP Professional pre-installed. Beginning in 2010, new AARP Foundation Tax-Aide purchased computers have had Microsoft Windows 7 Professional pre-installed.

Microsoft Windows Vista

No AARP Foundation Tax-Aide purchased laptops or IRS Depot computers will be running Vista for the 2012 tax season. Although TaxWise™ 2007, 2008, 2009, 2010 and 2011 will run on Vista, updates to Vista’s default security settings may be needed. Earlier versions of TaxWise™ have not been tested on Vista by the NTC.

It is recommended that computers used for tax return preparation not run Windows Vista, but it should work if installed on personal or sites provided computers.

Software Upgrades

Microsoft introduced Windows 7 in 2009. It will eventually replace the Windows XP operating system that is most commonly used on AARP computers to prepare tax returns today. However, this change will not happen for several years, at least not until 2014, (typically when an OS is no longer actively supported by Microsoft). However, in anticipation of the change, we have started our planning for this upgrade. .

The National office has analyzed the computers that were listed in each state’s 2010 inventory report to determine which ones can be upgraded to Window 7 and which ones cannot. Fortunately most computers are upgradeable, but many will require additional memory. For those machines that are upgradeable, we plan to provide both the Windows 7 software and the additional memory from the National office; you won’t need to purchase these items locally. For those machines that are not upgradeable to Windows 7, we are planning a replacement program. Both the operation system upgrade and replacement programs will include computers provided by AARP as well as any donated computers and those you purchased locally that were listed on the 2010 inventory reports.

In mid-2011 AARP Foundation Tax-Aide was awarded a $2.5 million grant for Windows 7 Professional Enterprise Licenses from Microsoft to upgrade these AARP purchased and donate computers that currently have the Windows XP operating system. The numbers of licenses were based on the computers on the 2010 inventory. We will need to find a secure way to grant access to the license and track how many licenses are being used. Funding will also need to be obtained for computers that cannot be upgraded and for additional memory on computers that need it to implement the upgrade program. Therefore the upgrade program will not begin this year.

There is no immediate need to upgrade existing AARP Foundation Tax-Aide computers. If you receive donated equipment and need to install an operating system, the NTC would normally recommend installing Microsoft Windows 7 Professional, if the computers have the hardware capability. However, we are now recommending the use of the Windows XP image computer images provided by the NTC, if you have unused Windows 7 licenses then the Windows 7 image can be used. We cannot commit that Enterprise Licenses will be available for computers put in service after the May 2010 inventory report, but as we implement the Enterprise license program we know some of these licenses will become available due to computers that were on the 2010 inventory that are already upgraded or no longer in use.

If new copies of Windows 7 Professional are needed, they can be obtained at a very reasonable price through a special donation program that Microsoft participates in known as TechSoup Stock.

TechSoup Stock is an organization that provides nonprofit organizations and public libraries with donated and discounted technology products from many companies, including Microsoft, Adobe, and others. Most products are free; however TechSoup charges an administrative fee for each license to cover their costs of maintaining the web site and processing applications for products. Although a variety of products is available, most of them are not applicable to AARP Foundation Tax-Aide. In most cases our reimbursement policies preclude payment for them anyway. In prior year’s operating system procurements through TechSoup were reimbursed (Code S), but effective in 2011, because of the Enterprise License grant, they will no longer be reimbursed. If your circumstances require the purchase of Operating System licenses you should use your donated funds, if they are available.

TechSoup currently only offers Upgrade editions of Windows operating systems (but always check their web site for updated information). A computer is eligible for an upgrade if it was sold with an earlier version of Windows or you have other unused licenses for earlier versions of Windows. If a donated computer comes equipped with Windows XP Home edition, the NTC recommends that XP Home be immediately upgraded to XP Professional at a minimum, and preferably to Windows 7 Professional, primarily for security reasons. The current TechSoup administrative charge is $12 per Operating System license, with a 2-year limit of 50 licenses per TechSoup account.

You may peruse the www.techsoup.org web site to become familiar with the procedures and the available products. You must be a registered agent and your organization (typically the State) must be registered to order products. Many States have already established accounts with TechSoup so this is the first thing that needs to be checked. Often a previous TCS or other individual has established a user account and registered your state organization. If this is the case, you must obtain the account login and password from the previous registered agent. TechSoup has made recent changes that allow for more than one individual to place orders for their account. See “Changes at TechSoup” on their website at www.techsoup.org

If you need to set up a new account, follow the step-wise procedures on the web site. You must first join TechSoup, filling out a simple form to do so. Use the following categories on your application for a new TechSoup account:

Organization Type: Other Activities Directed to Individuals

Organization Sub-Type: Supplying money, goods or services to the poor

It is necessary to mail or Fax to TechSoup a copy of the AARP Foundation 501(c)3 letter so the non-profit status can be confirmed. A copy of the Tax-Aide 501(c)3 letter is available on the Extranet at http://www.aarp.org/sk/taxaide/forms.html. You must also include a cover letter to explain why the local organization address differs from the 501(c) 3 letter address. An example of such a cover letter is also on the Extranet. A .pdf fill-in application/ qualification form is available on the TechSoup web site: www.techsoup.org/stock/TSSQualForm.pdf. This form and the attachments can be faxed to them. The web site FAQs are quite helpful and they also provide a live person to assist if needed. You can also send an e-mail to and a member of the NTC will contact you to assist.

Windows 7 Upgrade Spec Recommendation

Prior to upgrading a computer to Windows 7, it is recommended that you run a compatibility check with a free program offered by Microsoft. This program called “Windows 7 Upgrade Advisor “is available at: Microsoft 7 Upgrade Advisor

It will identify any potential problems with the computer, its software and other devices such as printers connected to the computer when upgrading to Windows 7.

When upgrading the version recommended for AARP Tax-Aide is Windows 7 - 32bit Professional. 32bit offers more flexibility and driver availability for printers and other auxiliary equipment. The computer should have a minimum of 1GB of RAM, 2GB is preferred.

Microsoft Internet Explorer 8.0 (IE 8.0) & 9.0 (IE9.0)

TaxWise 2011 only requires Internet Explorer 7.0, but both Internet Explorer 8.0 and 9.0 are fully compatible with TaxWise 2010 and 2011. Earlier versions of TaxWise may require the use of compatibility mode.

Microsoft .Net Framework 4.0

Prior year TaxWise installations required Microsoft .Net Framework 3.5, SP 3 to properly install. For TaxWise 2011, the full version of “Microsoft .NET Framework 4.0” is required for TaxWise installation. Note that this is different than the “Client Profile” version of Microsoft .NET Framework 4.0” that is installed on the vast majority of computers. The “Full” Microsoft .NET Framework 4.0 program is on the TaxWise 2011 install disc and will install if needed when using the TaxWise installation disc. If using a clone installation and the computer is connected to the internet, it will also automatically install, but if not on the internet it will need to be installed manually or TaxWise will not work properly.

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