2012 Combined Federal Campaign Training Conference Welcome to the Combined Federal Campaign CFC 101...

2012 Combined Federal Campaign Training Conference2012 Combined Federal Campaign Training Conference

Welcome to the Combined Federal Campaign

CFC 101

The Who, What, When, Where, Why and How!

2012 Combined Federal Campaign Training Conference

Workshop Objectives

• To provide an overview of the campaign the process and regulations

• To explain the essential players and components of the campaign

• To discuss the interaction of LFCC’s, PFCO’s and non-profit charities

• To address issues/concerns related to the campaign


AgendaWhat is the CFC?Three C’s of CFCCFC RegulationsCFC StructureTimelineThe Real DealTrends and Challenges


What is the • The only authorized workplace giving program for

federal employees• The largest workplace giving program in the world• Established in 1961 to provide a ‘combined’

campaign, in lieu of separate solicitations• 50th Anniversary of CFC was celebrated in 2011• Has raised nearly $7 billion dollars since 1961• 200+ local campaigns


Confidence– Applicant organizations are reviewed to ensure

they meet all requirements of the campaign– Annual audits to ensure proper receipt and

distribution of pledgesChoice

– Employees designate to the charity that means the most to them

– May pledge cash, check or payroll deductionConvenience

– Payroll deduction makes larger gifts possible– Most campaigns are providing electronic pledging

Why the CFC? The Three ’s


CFC

LFCC PCFOOPMFEB

FEA OCFC

LE

GAAPGAAS IPA

EIN DBAAFR

RFP

MOU

APUDEAO

LIO

CC

CFR


CFC Rules and Regulations• 5 CFR 950• CFC Memoranda• DoD Directive 5035.1• Army Regulations (AR600-29)• Guidance from Specific Agencies

– Ethics Officer– General Counsel


CFC STRUCTURECFC STRUCTURE

OPM

Local Federal

Agencies

PCFO

CABINET

Local, National and International Charities

LFCC

Chairperson Coordinators

Project Officers Key Workers

Loaned Executives

Sets Policy & Procedures

Conducts Local Campaign

Manages Local Campaign

Leadership of LFCC


Publishes CFC RegulationsEstablishes Timelines

Provides Direction and GuidanceDevelops & Disseminates National / International List

Establishes Rules on Local ApplicationsFinal Appeal

Audits

OPM

Office of Personnel Management (OPM)Office of Personnel Management (OPM)Office of CFC (OCFC)Office of CFC (OCFC)



LFCC

Hires PCFOApproves Budget

Conducts Local Agency ReviewOversight and Management of PCFO

Approves Campaign MaterialConducts Compliance Audit

Federal Executive Board or AssociationCommitted Federal Employee Volunteers



Leadership Element of LFCCMembers from Federal Community(Federal Civilians, Military & Postal)

Liaison to Federal AgencyFinal Campaign Decisions

CABINET

LFCC

Chair & Vice Chairs

Federal Employees

Membership

LFCC Cabinet



PCFO

Daily OperationsDaily OperationsFacilitates Eligibility ProcessFacilitates Eligibility Process

Develops Campaign MaterialsDevelops Campaign MaterialsServes as Fiscal AgentServes as Fiscal Agent

Collects, Processes, Distributes PledgesCollects, Processes, Distributes PledgesHonor DesignationsHonor Designations

Trains Loaned Executives and Campaign PersonnelTrains Loaned Executives and Campaign PersonnelSubmits Financial Audit & Compliance ReportsSubmits Financial Audit & Compliance Reports

Must be federation, charitable organization or combination thereof. Applies and/or is reviewed annually

(Jan -Feb)*


CFC STRUCTURECFC STRUCTURECharities: Local, National

and International

• Charities are vetted annually by federal employees; Charities are vetted annually by federal employees; PCFOs may conduct initial completeness review PCFOs may conduct initial completeness review

• Charities are partners in the campaign: Invite them to Charities are partners in the campaign: Invite them to LFCC meetings & encourage them to market their LFCC meetings & encourage them to market their participationparticipation

• Include charities in kick-offs, trainings & special eventsInclude charities in kick-offs, trainings & special events• Ensure they are knowledgeable of pertinent rules and Ensure they are knowledgeable of pertinent rules and

that they are followedthat they are followed


CFC STRUCTURECFC STRUCTURELocal

Federal Agencies

• Gain support from Agency Director’s by meeting with them annually, if possible

• Review their giving trends and ask for their assistance• Directors provide volunteers to administer campaign in their

agency: Loaned Executives, Coordinators, Key Workers, Event Coordinators, etc.

• They can initiate a communication plan & allocate time to ensure all employees are provided the opportunity to participate

• Remember to Thank them publicly (if possible) for their assistance in making the campaign the best ever!


CFC STRUCTURECFC STRUCTURELoaned Executives

•Federal personnel ‘on loan’ to the campaign (full or part time)•Being a Loaned Executive (“LE”) is a career building opportunity•LEs are ambassadors for the CFC

•Participate in highly visible, major kick-off activities•Provide training for Coordinator’s and Key Worker’s•Assist Coordinators and Key Worker’s in development a campaign plan•Ensure timely delivery of materials and pick-up of pledges•Keep Agency Directors informed and updated on progress

•How CFCs, Agencies and LEs gain•LEs receive Leadership training and experience with community charities•Employer gains FREE training for LEs (public speaking, strategic planning, etc) •CFC has necessary resources to manage campaign, provide direct services, and deliver a more effective, efficient and meaningful process


Timelines


Calendar of Events - LFCC• OPM Updates Each Year

– Receipt/Decision of PCFO Application (Jan/Feb)– Receipt/Review of Local Applications (Jan-Mar)– Local Application Workshops (Jan/Feb)– CFC Workshop (Feb-Mar)– Review of Upcoming Campaign Materials (Apr-Jun)– Finalize Decisions on Charity Applications (May)– Leadership Level Visits (Apr-Jun)– Compliance Audit (Jul-Sep)– Ongoing LFCC / Cabinet Meetings


Calendar of Events - PCFO– January

• Finalize previous year’s campaign results• Thank you letters and appreciation events• Review successes & lessons from previous year• Develop campaign plan and strategy• Works with LFCC to Recruit Campaign Leadership • Charity applications accepted & charity workshops

conducted with LFCC

– February• PCFO selection results and/or review• Attend annual CFC Conference• Submits campaign results to OPM (form 1417)


Calendar of Events - PCFO– March

• Initial review of charity applications• Submits donor and pledge reports to charities (3/15)• Submit campaign results (form 1417) to OPM (3/16) • CFC Charity Registry data entry (ready 3/19)• Make final disbursement of 2010 campaign funds (3/31)

– April• First disbursement of 2011 funds (4/1)• Deadline for charity application period (4/2)• Assist LFCC in conducting application review• Deadline to notify charities of eligibility decisions, use certified

mail for denials (4/30)


Calendar of Events - PCFO– May - July

• LFCC receives appeals within 7 business days of LFCCs 4/30 letter or 14 calendar days from the 4/30 mailing (5/14)

• Submit eTechnology report to OPM (6/1)• LFCC to mail appeal decisions to local charities (6/4) • Update 2012 Charity Registry (ongoing)• Meet with Agency Directors (request LEs, discuss goals, etc)• Prepare Charity List (using OPM guideline’s) for LFCC approval • PCFOs Auditor to finalize 2010 Audit & Agreed Upon Procedures;

PCFO to finalize compliance report• LFCC selects incentives• 2nd disbursement of 2011 funds (7/31)


Calendar of Events - PCFO– August

• Submit audit reports to LFCC (8/1)• 2012 CFC Charity Registry complete (on or before 8/31)• Provide training for Loaned Executives, Coordinators & key

Workers

– September - December• Campaign solicitation period (9/1-12/15)• Kick-offs & distribution of materials• LFCC submits audit reports & supporting documents to OPM (9/17)• 3rd Disbursement to charities (11/1)


The Real Deal on LFCCsUsually part-time assignmentLimited resourcesLimited timeMust make a planMust prioritizeCollaborate◦ PCFO◦ OPM◦ FEB / FEA / Agency Heads◦ Federal Agencies and Volunteers

Partner with other LFCCs / CampaignsPlease attend the LFCC Track on Day 3


The Real Deal on PCFOs

Hopefully full time, but many times, a part time job

Collaboration is Key!◦ LFCC◦ OPM◦ FEB / FEA / Agency Heads◦ Federal Agencies and Volunteers

Partner with other CampaignsPlease attend the PCFO Track on Day 3


• PCFOs are entrusted with the management of the local CFC & LFCCs are entrusted with it’s leadership.

• The CFC encourages employee choice in charitable giving; therefore PCFOs encourage diverse charity inclusion.

• Honor employee designations & privacy requests.

• Adhere to OPM regulations.

• Facilitate charitable eligibility process.

PCFO RESPONSIBILITIESPrimary Objective: To conduct an efficient and

effective campaign in a fair and even-handed manner.


• Prepare campaign materials that are consistent with regulations (with input and approval from the LFCC)

• Absorb cost of reprinting of materials caused by non-compliance with regulations.

• Absorb campaign costs that exceed 110% of approved budget.

• Design & implement a CFC awards program. (with input and approval from the LFCC)

• Respond timely to inquiries.

PCFO RESPONSIBILITIESManaging A Campaign (cont)


• Notify recipient organizations of contributions.

• Disburse funds according to receipts.

• Give federations & charities an opportunity to review material and provide input on campaign operations & activities.

• Retain campaign documentation 5 years.

PCFO RESPONSIBILITIESManaging A Campaign (cont)


What We Know Now…• Set goals, have a plan• You need to prioritize what’s important• You won’t be able to do everything• Focus on what you can do, not what you can’t…• Use the resources available to you…we’re all in

this together!• Partner and collaborate…don’t reinvent• Find innovative ways to supplement resources

– Interns, community partnerships, agency partnerships


An Effective Campaign• Campaign theme• Management endorsement• Kick-off event • Special events• Agency speakers / charity fairs• Scheduled meetings with staff• Track goals• Trusted, well-liked Keyworkers• Testimonials from respected colleagues• LE involvement


Trends and Challenges• Dollars continue to increase, while

participation continues to decrease• Transition of donor base from ‘mature’ to

younger generation• Decreasing volunteer base

– Downsizing / contracting– Limited availability

• Technology– Electronic Pledging– eGiving via credit card (one-time gifts)– Social Media


Helpful Websites

www.opm.gov/cfc www.cfctoday.org


Questions?


Make the Most of the WorkshopAttend as many sessions as possibleJoin us for breakfast…OPM ‘Tracks’ for PCFO and LFCC to optimize

your ability to learn what you need to knowMeet new people, make those contactsTake the knowledge back, make a plan!Share what you’ve learned with your staffFollow up with presenters, OPM staff, other

contacts you made while here

2012 Combined Federal Campaign Training Conference Welcome to the Combined Federal Campaign CFC 101...

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Transcript of 2012 Combined Federal Campaign Training Conference Welcome to the Combined Federal Campaign CFC 101...