BIOS Setup Program



2010 Tune-up – IRS VITA 2010.02 Image

Changes to this document since the October 17, 2010 version: A check is made to assure File and Printer sharing is enabled in the Windows Firewall – added para 15.a and para 24.a.

This model tune-up procedure is provided by the National Technology Committee as a starting point for each Technology Specialist in each state/split-state to tailor to the specific processes and procedures for computer tune-ups and TaxWise deployment that are used in their split-state. It applies to the IBM ThinkPad model R40 and R52, HP NC6000, Compaq N610C, and other laptops provided to AARP Tax-Aide volunteers by the IRS Computer Loan Program (the “depot”). A TCS may want to produce a state level AARP Tax-Aide Resource CD to accompany their tailored version of this document that contains some of the files used in this procedure so that every district TC or ERO does not have to find and download them themselves.

The Windows portion of this tune-up procedure, not including TaxWise installation and setup, takes about one hour to complete on a computer with 512 MB of RAM using a high-speed Internet connection – the bulk of that time is spent downloading and applying the Windows updates. We recommend the full tune-up if the computer will be used as a server in a TaxWise client-server network, as a transmitting computer, or for TaxWise Online. The full tune-up may not be necessary for computers that will only be used as a workstation in a client-server network or stand-alone for preparing returns.

While these computers can be used as the server in a TaxWise client-server network, we do not recommend that they be used in this way if a more appropriate computer is available. One reason is that some of these computers may only have 512 MB of RAM, which is not enough to assure good performance as a LAN server. Others have 1 GB or more of RAM, which is probably enough. Another reason is that we would prefer that the network server be a computer over which the Technology Coordinator has full control. The TC does not have full control over the IRS laptops, since the BIOS Setup, SecureDoc encryption, and Symantec AntiVirus programs are protected by passwords that are not disclosed to AARP Tax-Aide volunteers. NOTE: This does not preclude using the depot laptops as TaxWise network servers.

Whether or not you complete this tune-up, be aware that the security and antivirus programs that the IRS has installed and configured on these machines will run brief scans upon Windows start-up that will use 25-35% of the CPU for less than 2 minutes after start up. The computer is usable during this start-up period. This startup scan is much less burdensome in the 2010 image than it was in the 2008 image and should not be an issue.

The following procedures are organized in five groups: “All computers,” “Workstations in a client-server network,” “Networked Computers – Wired,” “Networked computers – Wireless,” and “Optional Procedures for all computers.” To perform the procedures on your computers, first run the procedures in the “All computers” section and then the procedures in the workstation, wired, or wireless sections. If the computer will not be connected to the Internet, it is not necessary to run the procedures in the “Networked..” sections. Finally, perform the procedures in the “Optional Procedures…” section as you desire. The following table illustrates the various PC configurations and the procedures to be used for each configuration.

|PROCEDURE USAGE MATRIX |

|PC Usage |PROCEDURE |

| | |Workstations in a |Networked Computers - |Networked Computers - | |

| |All Computers |Client-server NW |Wired |Wireless |Optional Procedures |

|TWO |X | |Note 1 |Note 1 |As desired |

|Server |X | |X | |As desired |

Standalone |X | |Note 2 |Note 2 |As desired | |Transmitting computer |X | |Note 3 |Note 3 |As desired | |

NOTES:

1. TWO computers can be connected to the network in a wired or wireless configuration. Use the procedure that applies to your usage. There is no need to run both procedures. If the computer will be used at more than one site where it will be connected as wired at some sites and wireless at others, then it is only necessary to run the Wireless procedure – skip the Wired procedure.

2. If the standalone or workstation computers will ever be connected to the Internet, e.g., to browse, go to the IRS website, etc., then the applicable “Networked Computers…” procedure should be run. This is to reduce the vulnerability to potential Internet security problems.

3. Transmitting computers that use the Internet to transmit returns must run the applicable “Networked Computers…” procedure based on their Internet connection type – wired or wireless. There is no need to run both procedures. If the computer will be used at more than one site where it will be connected as wired at some sites and wireless at others, then it is only necessary to run the Wireless procedure – skip the Wired procedure.

ALL COMPUTERS

1. The Numeric Lock shift may be turned on. The light above the keyboard that looks like an up arrow with a 1 in it on some models and is just a light with the label “1” on others should not be lit. If so, turn it off by pressing Shift + NumLk on the IBM models or Fn + NumLk on the HP or Compaq models. The NumLk key is in the top row near the right end.

2. Log in to SecureDoc (the encryption program on the hard drive of the computer) using the login instructions from your IRS password letter. This is the first login window you will encounter.

3. Log in to Windows using the volunteer user login and password from your IRS password letter.

4. If the Windows device driver for the display adapter for this laptop model is not included in the Windows software (as it is not for the Compaq EVO N610C), the Found New Hardware Wizard will be launched as soon as Windows is started. Close the Wizard – this situation will be addressed later in these instructions. If you do not run either of the “Networked Computer…” procedures, it will not be possible to install the correct display adapter driver because the driver is installed from the Internet. This is okay, the computer will work fine for Tax-Aide purposes.

5. In Control Panel -> Performance and Maintenance -> Power Options, adjust the settings as follows:

a. On the Power Options Properties page, select the “Advanced” tab

b. Under “When I close the lid on my portable computer” select “Stand by”

c. Under “When I press the sleep button on my computer” select “Shut down”

d. Click “Apply”

e. Click OK

6. In Control Panel -> User Accounts -> User Accounts -> Change the way users log on and off, disable “Offline files”

a. Select “Use welcome Screen”

b. Select “Use fast user switching”

7. This is important to your EROs. In Control Panel -> Date and Time

a. On the Time Zone tab, select the appropriate time zone if different from Eastern and click Apply.

b. Then set the clock to the correct time. Do not change the date in the backward direction, since doing this may cause a SecureDoc lockout that will require obtaining a replacement computer from the Depot.

8. Click START -> Run

a. Type “cmd” then click “OK”

b. In the DOS window, enter “secpol.msc” and click “Enter”

i. Select Local Policies -> Security Options

1. Under “Interactive Login” section, then on the following, right-click the object and choose properties – make the following settings

a. “Do not require ctrl-alt-del” at logon – Enable

b. “Do not display last user name” – Disable

c. “Message text for users attempting to log on” – Delete the text

d. “Message title for users attempting to log on” – Delete the text

c. Close Local Security Settings

d. Close DOS window

9. Right-click START and select Properties

a. Select the Start Menu radio button

10. Right-Click My computer or Volunteer on XXXXX and select “Show on desktop”

WORKSTATIONS IN A CLIENT-SERVER NETWORK

11. OPTIONAL - You may need to change the Windows volunteer user login password from the value contained in the IRS password letter to a different value selected by your state, district, or local AARP Tax-Aide technology leaders. If so:

a. Press Ctrl+Alt+Del

b. Select “Change Password”

c. Type the old password from the IRS password letter

d. Type the new password in both new password boxes

e. Click OK

f. Click “Cancel” to dismiss the security dialog box

12. The computer must have a unique Computer Name on the network; for file and printer sharing to work correctly, all computers on the network must belong to the same Workgroup

In Control Panel -> Performance and Maintenance -> System -> Computer Name:

a. Change the Computer Name to the IRS Asset Tag bar-code number

b. Change the Workgroup name to VOLGROUP, unless directed otherwise by state, district or local AARP Tax-Aide technology leaders

13. Restart the computer at this point

NETWORKED COMPUTERS – WIRED

14. OPTIONAL - You may need to change the Windows volunteer user login password from the value contained in the IRS password letter to a different value selected by your state, district, or local AARP Tax-Aide technology leaders. If so:

a. Press Ctrl+Alt+Del

b. Select “Change Password”

c. Type the old password from the IRS password letter

d. Type the new password in both new password boxes

e. Click OK

f. Click “Cancel” to dismiss the security dialog box

15. A Windows service must be enabled that is disabled in the software image as shipped by the IRS. To enable it:

a. Verify File and Printer sharing is enabled in the Windows Firewall

i. Click START -> Control Panel -> Security Center

ii. Under “Manage Security Settings For:,” click Windows Firewall

iii. Click the Exceptions tab

iv. Verify that File and Printer Sharing is selected. If not, select it.

v. Click OK and close the Windows Security Center.

b. Click START -> Settings -> Control Panel -> Performance and Maintenance -> Administrative Tools -> Services

c. Maximize the Services window so you can see the fields better

d. Widen the Name column

e. To enable the Computer Browser service:

i. Right click on the “Computer Browser” service and select “Properties”

ii. Open the dropdown list for “Startup type” and select “Automatic”

iii. Click OK.

iv. Click the “Start the service” link displayed to the left of the list of names.

v. You may get a message saying that, “the Browser started then stopped.” This is okay, just click OK to finish.

16. In Control Panel -> Security Center -> Windows Firewall

a. Make sure the firewall is turned on. If it is off, turn it on.

17. The computer must have a unique Computer Name on the network; for file and printer sharing to work correctly, all computers on the network must belong to the same Workgroup

In Control Panel -> Performance and Maintenance -> System -> Computer Name:

a. Change the Computer Name to the IRS Asset Tag bar-code number

b. Change the Workgroup name to VOLGROUP, unless directed otherwise by state, district or local AARP Tax-Aide technology leaders

c. It is not necessary to restart the computer at this point

18. Install the Microsoft High Priority updates.

Connect the computer to the Internet with a high-speed connection. Launch Internet Explorer and then choose “Windows Update” from the Tools menu. In the “Windows Update” page, click the link to go to the “Microsoft Update” page. In that page, you will be given the option to turn on Automatic Updates – choose that option if Automatic Updates is not turned on. Then, Choose the Express option to find and install the updates. Restart Windows when requested. NOTE: This procedure will take a long time.

19. If this computer will ever be a TaxWise server, disable write caching on the hard disk drive, as follows:

a. Open “My Computer” by double clicking on the icon “volunteer on ”

b. Right click on Local Disk C: and select “Properties”.

c. On the Hardware tab, select the first entry of type “Disk drives”

d. Click on “Properties”.

e. In the Properties window, click on the Policies tab

f. UNCHECK the box that says “Enable write caching on the disk.”

g. Click OK, OK.

20. Update the Symantec AntiVirus virus definitions, as follows:

a. Click START -> Programs -> Symantec Client Security -> Symantec AntiVirus

b. Click on “Live Update…”

c. On the Live Update Options box, click “Next”

d. Click on “Finish” when it appears

e. A progress box will show “Updating virus protection…” This box may be hiding behind the “Symantec AntiVirus” window.

f. When the progress box completes, and after a delay, the “Virus definition file Version” on the “Symantec AntiVirus” window will have been updated.

g. Click “Exit”

21. IF THE VIDEO DRIVER WAS NOT FOUND ON STARTUP.  If the VGA driver was not found on start up, follow these procedures that use the “Found New Hardware” Wizard, to download and install the missing driver. If you are unsure if the video driver was found, follow steps a. through d. – if the “Other Devices” does not have a “?” next to it, the video driver installed properly and the rest of the steps do not have to be run.

a. Click START -> Control Panel -> Performance and Maintenance > Administrative Tools. 

b. Click "Computer Management”

c. Click "Device Manager"

d. "Other Devices" will have a "?" next to it – if it doesn’t, then stop here and skip the remaining steps in this paragraph.  Right-click on "Video Controller VGA Compatible" and choose "Update Driver." The Wizard will start.

e. Check "Install the software automatically."

f. Click "Next."  A window will appear with the suggested adapter (sometimes the same adapter will be listed twice)

g. Click the top entry and click "Next."  The adapter will be updated

h. Click "Finish."  Note the "Other Devices" disappears and a "Display Adapter" is correctly installed.

i. Exit to the desktop

j. Right-click the desktop and select “Properties”

k. Click the “Settings” tab

l. Move the “Screen resolution” slider to the left until it reads “1024 x 768” – or another value if you desire a different screen resolution

m. Click “OK”

22. Right-Click Internet Explorer and choose Properties -> Advanced tab -> Security

a. Check the box for “Empty temporary Internet files folder when browser is closed”

NETWORKED COMPUTERS – WIRELESS

23. OPTIONAL - You may need to change the Windows volunteer user login password from the value contained in the IRS password letter to a different value selected by your state, district, or local AARP Tax-Aide technology leaders. If so:

a. Press Ctrl+Alt+Del

b. Select “Change Password”

c. Type the old password from the IRS password letter

d. Type the new password in both new password boxes

e. Click OK

f. Click “Cancel” to dismiss the security dialog box

24. Two Windows services must be enabled that are disabled in the software image as shipped by the IRS. To enable them:

a. Verify File and Printer sharing is enabled in the Windows Firewall

i. Click START -> Control Panel -> Security Center

ii. Under “Manage Security Settings For:,” click Windows Firewall

iii. Click the Exceptions tab

iv. Verify that File and Printer Sharing is selected. If not, select it.

v. Click OK and close the Windows Security Center.

b. Click START -> Settings -> Control Panel -> Performance and Maintenance -> Administrative Tools -> Services

c. Maximize the Services window so you can see the fields better

d. Widen the Name column

e. To enable the Computer Browser service:

i. Right click on the “Computer Browser” service and select “Properties”

ii. Open the dropdown list for “Startup type” and select “Automatic”

iii. Click OK.

iv. Click the “Start the service” link displayed to the left of the list of names.

v. You may get a message saying that, “the Browser started then stopped.” This is okay.

f. You will most likely need to enable the Wireless Zero Configuration service, as follows:

i. Right click on the “Wireless Zero Configuration” service and select “Properties”

ii. Open the dropdown list for “Startup type” and select “Automatic”

iii. Click OK

iv. Click the “Start the service” link displayed to the left of the list of names.

g. Close the Services window

h. Close the Administrative Tools window

25. In Control Panel -> Security Center -> Windows Firewall

a. Make sure the firewall is turned on. If it is off, turn it on.

26. The computer must have a unique Computer Name on that network; for file and printer sharing to work correctly, all computers on the network must belong to the same Workgroup.

In Control Panel -> Performance and Maintenance -> System -> Computer Name:

a. Change the Computer Name to the IRS Asset Tag bar-code number

b. Change the Workgroup name to VOLGROUP, unless directed otherwise by state, district or local AARP Tax-Aide technology leaders.

c. It is not necessary to restart Windows at this point.

27. Install the current Microsoft High Priority updates.

If the computer doesn’t have an internal wireless capability, install a wireless adapter card according to the manufacturer’s instructions. Connect the computer to your wireless network using the proper network key. Then launch Internet Explorer and then choose “Windows Update” from the Tools menu. In the “Windows Update” page, click the link to go to the “Microsoft Update” page. In that page, you will be given the option to turn on Automatic Updates – choose that option if Automatic Updates is not turned on. Then, Choose the Express option. Restart Windows when requested. NOTE: This procedure will take a long time.

28. If this computer will ever be a TaxWise server in a TaxWise client-server network, disable write caching on the hard disk drive, as follows:

a. Open “My Computer” by double clicking on the icon “volunteer on ”

b. Right click on Local Disk C: and select “Properties”.

c. On the Hardware tab, select the first entry of type “Disk drives”

d. Click on “Properties”.

e. In the Properties window, click on the Policies tab

f. UNCHECK the box that says “Enable write caching on the disk.”

g. Click OK, OK.

29. Update the Symantec AntiVirus virus definitions, as follows:

a. Click START -> Programs -> Symantec Client Security -> Symantec AntiVirus

b. Click on “Live Update…”

c. On the Live Update Options box, click “Next”

d. Click on “Finish” when it appears

e. A progress box will show “Updating virus protection…” This box may be hiding behind the “Symantec AntiVirus” window.

f. When the progress box completes, and after a delay, the “Virus definition file Version” on the “Symantec AntiVirus” window will have been updated.

g. Click “Exit”

30. IF THE VIDEO DRIVER WAS NOT FOUND ON STARTUP.  If the VGA driver was not found on start up, follow these procedures that use the “Found New Hardware” Wizard, to download and install the missing driver. If you are unsure if the video driver was found, follow steps a. through d. – if the “Other Devices” does not have a “?” next to it, the video driver installed properly and the rest of the steps do not have to be run.

a. Click START -> Control Panel -> Performance and Maintenance > Administrative Tools. 

b. Click "Computer Management”

c. Click "Device Manager"

d. "Other Devices" will have a "?" next to it – if it doesn’t, then stop here and skip the remaining steps in this paragraph.  Right-click on "Video Controller VGA Compatible" and choose "Update Driver." The Wizard will start.

e. Check "Install the software automatically."

f. Click "Next."  A window will appear with the suggested adapter (sometimes the same adapter will be listed twice)

g. Click the top entry and click "Next."  The adapter will be updated

h. Click "Finish."  Note the "Other Devices" disappears and a "Display Adapter" is correctly installed.

i. Right-click the desktop and select “Properties”

j. Click the “Settings” tab

k. Move the “Screen resolution” slider to the left until it reads “1024 x 768” – or another value if you desire a different screen resolution

l. Click “OK”

31. Right-Click Internet Explorer and choose Properties -> Advanced tab -> Security

a. Check the box for “Empty temporary Internet files folder when browser is closed”

OPTIONAL PROCEDURES FOR ALL COMPUTERS

32. The following are programs that you may want to install, depending on the use of this machine, from your state-level AARP Tax-Aide Resource CD, the Tax-Aide Extranet, or from the software vendors’ websites:

a. Copy your district’s “Printer Drivers” folder from the Resource CD to the Desktop

b. Install appropriate printer driver(s) for your district

c. CutePDF writer and its Converter

d. 3.1.0 – “free version of Office”

e. FastStone - screen shot capture

f. CDcheck - test the CDs you burn for others

g. Print Folders utility

NOTE: The following steps DO NOT apply if the computer will only be used for TaxWise Online. They are specific to the desktop version of TaxWise.

33. TaxWise 2009 version 24.10 (Post Season Release) with US Individual version 11 is installed, but is not registered; the IRS-specific Tax Form Defaults for the Admin user are not installed; no state modules are installed. You could set up and register this copy of TaxWise 2009 and install your state’s program for 2009, set up your Tax Form Defaults and print packets, etc. Alternatively, you could uninstall this copy of TW2009 and delete C:\UTS09 and install your own pre-configured 2009 federal and state programs from your state’s or district’s AARP Tax-Aide Resource CD.

34. Things you may want to install for training use from your state’s TaxWise 2010 clone CD or state-level AARP Tax-Aide Resource CD:

a. TaxWise 2009 (version 24.10, US individual module version 11, the last version of your state program, and paper filing defaults), optionally including the Site References documents for TY2009 that you may have made available from within TaxWise

b. Later, TaxWise 2010 versions 25.00 (federal only) for one of your EFINs after you have added it to your state’s clone CD.

35. Things you may want to install from your District TaxWise 2010 clone CD (after you create it):

a. TaxWise 2010 fully configured for your state and district – optionally including the Site References documents for TY2010 that you may have made available from within TaxWise

b. Set the unique starting DCN for this machine from your district-level DCN control document that you placed on your District clone CD

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