2011 Metro Denver Region KeyWorker Training 2011.

2011

Metro Denver RegionKeyWorker Training

2011

CFC Overview

Metro Denver CFC

Introduction

KeyWorker & Responsibilities

Campaign Timeline

Pledge Collection & Reporting

PII & OSI Security

Tips & Tools

Questions

Overview:

2 Thank you for partnering with the CFC!

The mission of the CFC is to promote and support philanthropy through a program that is employee-focused, cost-efficient, and effective in providing all Federal employees the opportunity to improve the quality of life for all

Largest and most successful workplace giving campaign in the world

Only authorized charity fundraising in Federal workplace

Designation Campaign – not all charities receive funds

Each region sets Campaign Solicitation period sometime between September 1 – December 15 each year

What is the CFC?


Federal Workers’ Commitment & Generosity

50 Years = More than $6 Billion

Continue Expanding Opportunities for giving

Wide Variety of Charitable Choices

New Logo:

50th Anniversary:


Metro Denver CFC Values:

Provide a connection between Federal employees and the community

To positively impact the community by giving or volunteering

To make the connection of people helping people

To bring about camaraderie in the workplace

To honor employees’ giving preferences

To assure competence and confidence in the process

To maintain a simplicity in the process

To highlight the CFC volunteers

What is Metro Denver CFC?


17 Counties

Approximately 40,000 Federal Employees

Raised approximately $3.5 Million in 2009 and 2010

2011 Campaign Solicitation Period: October 3 – November 18

Campaign Celebration: December 15

The best and most generous Feds in the world!





LFCCRegional Military and Federal Agency Reps

PCFOCampaign Director

Campaign Coordinator

Federal Volunteer Team

Employee Campaign Chairs

KeyWorkersOther Volunteers

Charitable Organizations

Metro Denver Campaign Rules

100% Awareness

100% Education

100% Opportunity

No Coercion

5CFR Part 950 for reference



Metro Denver CFC Rule #1: Must Have Fun!



Metro Denver CFC Rule #2: Must Have Chocolate!


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Thank you for partnering with the CFC!

Metro Denver CFC Rule #3: Keep It Simple Sweetheart! (KISS)


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What is The Campaign?

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2011 Campaign Outline Regional Campaign: October 3 – November 18

Week 1 – 100% Awareness

Kickoff Event

Week 2 – 100% Opportunity

Group Presentation

Week 3 – 100% Follow Up

Collect Pledges

Week 4 – 6 Follow Up and answer questions

What is The Campaign?

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2011 Largest Kickoff Fair Denver Federal Center Kickoff:

October 11 from 11:00 am to 1:00 pm.

Free Lunch!

150+ Charities

Lots of animals – including horses!

Excellent opportunity for ECCs and KWs to meet charity representatives and gather their information and shwag to share with your co-workers

What is the Team?

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Employee Campaign Chair

KeyWorkers (ideally 1:25)

Events Volunteers

Event Participants

Other Volunteers

What is a Campaign Chair?

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Employee Campaign Chair (ECC) Team Leader!

Create the Campaign Plan

Recruit the Department/Agency/Division Team

Campaign Reporting

Campaign Follow-Up

Inspire

Motivate

What is a KeyWorker?

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KeyWorker (KW) Educator

Outreach Manager

Opportunity Maker

Campaign Cheerleader

Follow-upper

Awards distributor

What do I need to do?

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KeyWorker Responsibilities:100% Meaningful Contact

100% Awareness & Opportunity

Correcting Misinformation

Pledge Accuracy & Accountability

Donor Gift & Award Distribution


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KeyWorker To Do: Determine the co-workers you will be responsible for

throughout the campaign

Find out what your goal is and share with your group

Share all Campaign dates & activities with your group

Ensure your group can contact you with any questions they have


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KeyWorker To Do Promote your campaign

Newsletters * Posters * Emails

Make meaningful contact with your co-workers

Answer any questions

Distribute campaign materials

Brochure * Pledge Forms * Charity Literature/Shwag


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KeyWorker To Do Collect Contributions

KeyWorkers collect contributions from staff and make regular time to Turn In those contributions with ECC

Ensure your weekly Turn-in Time with ECC leaves plenty of time for you both to sign off for accountability

How Will People Pledge?

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Ways to Contribute Event Participation

Undesignated funds 1% of total

One-Time Cash or Check Donation

Less than 10% of the Metro Denver totals is given this way

Payroll Deduction

Paper pledge form or Online


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Ways to Contribute Payroll Deduction Online

Employee Express

Link to list of Federal Agencies utilizing EEX:https://www.employeeexpress.gov/agencies.aspx

CFC Nexus

For those whose agencies do not use the CFC module in Employee Express

https://www.employeeexpress.gov/agencies.aspx


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Ways to Contribute Traditional Payroll Deduction

Paper Pledge Form

MOST COMMON ERRORS

• Illegible. If it is unreadable, the pledge may not be processed correctly resulting in an audit finding.. KW should have donor redo the form.

Traditional Pledge Form

MOST COMMON ERRORS

Monthly gift is listed as the annual gift - when specifying your gift to each agency fill in the ANNUAL AMOUNT. KW must have donor correct; KW cannot make a change to the pledge form. Donor must initial changes made.


MOST COMMON ERRORS

Designation to an invalid agency code. Pledges can only be made to agencies listed in this region’s brochure. Write-ins are not valid. KW must have donor re-designate.


MOST COMMON ERRORS

Form isn’t signed - payroll deduction can not be authorized if the form isn’t signed. KW must return form to donor to sign.


MOST COMMON ERRORS

Choice of Gift not specified OR Both Gifts SpecifiedOR BOTH the Decline and Gift Box are checked. KW should get donor clarification and have them initial the form


MOST COMMON ERRORS

• Undocumented Changes made to form; only a donor may change a form. Donor must initial change made.


MOST COMMON ERRORS

Social Security Number is not provided – payrolldeduction can not be authorized without the SSN.(USPS Employees may provide their Employee ID #)KW must get the full number from donor.



Donor Information Release

Donor can choose to release name only or name with address and/or pledge amount.

Pledging - Accountability

• Each Week the keyworker collects the pledges from his/her office and reports the totals on a keyworker report envelope. If an individual is the KW for more than 1 department, they should fill out an envelope for each department. Only the amounts from pledges physically included in the envelope should be reported on the envelope. The KW will sign off on the chain of custody form on the envelope upon turn-in and verification of content by ECC/IPO. NEXUS & EEX ARE NOT INCLUDED IN REPORT TOTALS.

What Happens at a Turn-In?

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ECCs & KWs Review Envelopes Verify BOTH the dollar amounts AND the number

of each kind of donation.

Verify that the name on the check, matches the name on the pledge form (if not, note the name of the donor on the check and the name from the check on the pledge form).


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KeyWorkers are Responsible for: Verifying that pledge cards are legible and filled out

completely and accurately. Ensuring that cash and check contributions match

the amounts indicated on the pledge forms. Verifying the total pledge matches the amount

designated to the charities. Verifying the use of five digit charity codes; none

start with zero.


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KeyWorkers are Responsible for: Preparing pledge forms for KeyWorker envelope and

turn-in: Copy is separated into cash, check and payroll

deduction. Cash should be secured to the white copy of

each pledge form with a paper clip or tucked between the top and second copy of the form. DO NOT STAPLE CASH TO THE PLEDGE FORMS.


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KeyWorkers are Responsible for: Preparing pledge forms for KeyWorker envelope and

turn-in: Payroll Deductions must be signed and include a

Social Security Number. Copy 2 of the form goes in the KeyWorker envelope. Copy 1 of the form for payroll deduction donations must be turned into the donor’s payroll office.

Copy 3 is for the donor for tax records – return to them if turned in.


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KeyWorkers are Responsible for: KeyWorker envelope should be completely filled out

with the KW’s contact information at the top The total amount and number of donors for each

Cash, Check and Payroll Deduction donation is then recorded on a KW envelope along with grand totals.

Confidential contributions should not be recorded with any of the reported totals. They should remain sealed until processed by CFC staff. Indicate number of Confidential Envelopes on KW envelope.


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KeyWorkers are Responsible for: Verify requests for all awards and report the totals

of eachin the bottom right corner of the KW envelope. Keep a record of the award recipients and which award for distribution verification.

Sign the envelope and make a copy of the face for your records. Turn in the envelope to your ECC – do not drop off the envelope and leave it unattended.

Why do we have to do all that?

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OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum OPM generally defines PII as information that:

Can be used to discern or trace a person’s or entity’s identity; and alone or combined with other information can be used to compromise the integrity of agency records relating to a person by permitting access to unauthorized disclosure of these records


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OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum

For example, a name alone would generally not constitute PII, but when linked to his or her social security number (SSN), date of birth, or mother's maiden name, would constitute PII. (PLEDGE FORM)


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OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum OPM defines OSI as any information:

Related to the Federal donor or charitable entity that could alone, or combined with other information, be used to commit fraudulent acts against the Federal donor or charitable entity. For example, a donor’s home address, bank account number or routing number would constitute other sensitive information.


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Campaign Responsibilities

It is the local campaign’s responsibility to ensure it has implemented adequate controls to protect against the unauthorized release and misuse of personally identifiable and other sensitive information. Local campaigns are responsible for the proper handling of PII and OSI, regardless of location.


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Proper control and handling of PII and OSI residing in collection envelopes, on computers, on removable media, and on paper and electronic documents

Ensuring portable data storage and communication devices are properly controlled and secured at all times


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Proper marking, control and storage of printouts and other paper documents containing PII and OSI in the campaign’s possession

Encrypting any PII or OSI as an attachment when transmitting it through email. Do not send PII or OSI in the content of an email.


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Restricting access to PII and OSI to only those individuals who have a business need for it

Keeping paper documents with PII or OSI in locked storage rooms or safes which can only be accessed by authorized users or security personnel


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LFCC Responsibilities

LFCC should ensure any organization applying for the PCFO understands these responsibilities and addresses its plan for protecting PII and OSI in the written campaign plan provided with its application to administer the CFC

The PCFO has an LFCC-approved plan, process and procedures that must be strictly adhered to for protecting PII and OSI information


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Reporting PII Breaches

A breach of PII or OSI includes the actual or suspected loss of control, compromise, unauthorized disclosure, unauthorized acquisition, or unauthorized access of PII or OSI whether physical or electronic


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Reporting PII Breaches

In accordance with 5 CFR § 950.104(b)(13) a LFCC is required to immediately report to OPM all potential PII data and OSI breaches -- whether they involve paper documents or electronic information. Potential PII data and OSI breaches must be reported within 30 minutes of discovery via telephone on (202) 606-2564 or email at [email protected] to OPM.

mailto:[email protected]


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OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum Reporting PII Breaches

Both actual and suspected breaches should be reported, even if it is believed the breach is limited, small, or insignificant. In addition, the LFCC is reminded of its obligation to report all security incidents involving PII to US-CERT within the Department of Homeland Security (see US- CERT web site at http://www.us-cert.gov/federal/reportingRequirements.html) and providing notification to victims of PII or OSI breaches, as appropriate.

http://www.us-cert.gov/federal/reportingRequirements.html

http://www.us-cert.gov/federal/reportingRequirements.html


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Your cooperation in protecting donor and charity privacy and preventing identity theft is

appreciated!

Do You Have Tips or Tools?

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Tips CFC Focus Group Results

Newer employees need education about CFC

Some employees felt inundated with 4 – 6 week campaign

Employees felt conformity pressure to participate

Most significant factors influencing donors to give:

Knowing how donations are handled

Availability of information about CFC


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Tools CFC Charity List or Brochure

Charity Speakers for Group Presentation

Easiest way to impact a large number of people at once

Personalizes the impact of giving through the CFC

Excellent opportunity to connect with some of the amazing charities


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Tools CFC Video

Posters

Donor Gifts

Your enthusiasm!


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Tools CFC Website: www.MetroDenverCFC.org

Speakers’ List for Charity Speakers at group presentation

Links to online giving sources

Calendar with event details

Fill in Pledge Form

Searchable Charity Database

http://www.metrodenvercfc.org/


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Tools Goals & Awards

Gold, Silver & Bronze Awards Listed at Campaign Celebration

Agency Awards to those that reach at least Silver and have a marked increase in participation

Agency Award for biggest participation during a hardship

Sector Hero Awards for those who go above & beyond


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KeyWorker Tip Ensure your group knows Turn-In deadline

Pledges received by November 18th will determine Campaign Award

Pledges received after November 18th will be included in your Campaign total; plaque attainment (bronze, silver or gold) will not reflect these later pledges

Turn in all contributions by November 18 to receive the appropriate Campaign Award for your campaign


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KeyWorker To Do Track Donor Thank You Gifts

Keep a list of your 25 Co-Workers with a check box of what gift that donor requests and whether or not they have received it

Although Donors don’t give for the donor gift, they can easily feel slighted if promised something they don’t receive


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Tools Donor Gifts:


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Criteria for CFC Hero Awards An exceptional commitment to the CFC and a demonstrated

commitment to volunteerism on a personal level

An outstanding Fed who has gone beyond the call of duty and made a significant difference during the Campaign

Demonstrated leadership qualities such as the ability to implement change by establishing direction, aligning, motivating and inspiring people


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2011 Campaign Outline Submit Hero Nominations by November 18

Nominate anyone you see going above and beyond during the Campaign

Heroes are selected by the LFCC and honored at the Campaign Celebration

Heroes may also be submitted to DC for National recognition


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2011 Campaign Outline Tell all about the Campaign Celebration: December 15

The Celebration is for everyone who contributed to the campaign including donors and volunteers

Details will be forthcoming

Charities will be planning the event this year so no Fed has to work on the event where they are being thanked!

Questions?

Q&A:

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Jodi KorthuisCampaign [email protected]

Cari AllenCampaign [email protected]

www.MetroDenverCFC.org

What if I have Questions Later?

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http://www.metrodenvercfc.org/

2011

Metro Denver Region

2011 Metro Denver Region KeyWorker Training 2011.

Documents

Transcript of 2011 Metro Denver Region KeyWorker Training 2011.