2014 ECC & Keyworker Training. CFC Overview Norcal CFC Overview Campaign Team Overview Team...

2014

ECC & Keyworker Training

CFC Overview Norcal CFC Overview Campaign Team Overview

Team Member Role & Responsibilities Campaign Timeline Solicitation Tips, Tools & Activities Giving Methods Break Pledge Collection & Reporting PII & OSI Security Tips & Tools Q&A

Overview:

2 Thank you for partnering with the CFC!

CFC


Established by Executive Order in 1961. Signed by President John F. Kennedy

Largest workplace giving campaign in the world and only campaign authorized to solicit and collect contributions from federal employees on behalf of charitable organizations

100% Awareness

100% Opportunity

100% Follow-Up

No Coercion

PII & OSI Compliance

5CFR Part 950

OPM Directives

OPM Memorandum

GAO Directive

Agency Ethics Rules

CFC Regulations Rules Overview


Choice – Employees designate to the charity than means the most to them

Convenience – Most agencies provide electronic pledging through payroll deduction which make larger gifts possible

Confidence - OPM and LFCC oversight; annual independent audit; random OIG audits

3 Cs of CFC

Thank you for partnering with the CFC!5

Campaign Timeline


Recommended Timeline

(Most Effective & Efficient)

Plan for a “campaign solicitation window”

Establish a kick-off and closing date

Include a mid campaign and final blitz

Schedule regular meetings to collect contributions and to evaluate what’s working and what’s not working

For PII compliance contribution collections should be weekly

Norcal CFC Organizational Chart


Executive CommitteeRegional Federal Agency Directors

LFCCRegional Military and Federal Agency Reps

Charitable Organizations

PCFOBoard of DirectorsCampaign Director

Employee Campaign Coordinators

Unit Campaign Coordinators100 or more employees

Key Workers1 per every 25

Volunteer Assistants

Stephen Covey – The 8th Habit “From Effectiveness to Greatness”

Create culture for giving

Create campaign ownership

Educate donors on the impact, benefit and effectiveness of their contribution through the CFC (increase donor awareness)

Integrate workplace and personal core values into campaign (“service before self,” “leaving a legacy”.)

Increase participation by attracting/cultivating new donors

Increase donations

Enhance the giving experience

Link donors and human health & welfare program recipients

Norcal CFC Strategic Plan

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Strategic Plan Implementation

Norcal CFC Strategic Plan


Stephen Covey: “When you engage in work that taps your talent and fuels your passion—that rises out of a great need in the world that you feel drawn by conscience to meet—therein lies your voice, your calling, your soul’s code.”

The 8th Habit Applied:

CFC Strategic Plan


“Find your voice”…

The 8th Habit Applied:

CFC Strategic Plan

11 Thank you for leading the CFC!

“…and inspire others to find theirs.”

2014 Campaign Theme

My Story…My Choice…My PledgeWebsite

Printed Materials

Thank you for partnering with the CFC!12

Designed to connect federal employees

with charity services and benefits. This theme will be on all promotional

material that goes to the Federal employees.

Promotional Materials

Poster


Flyer

Thermometer

Norcal CFCwww.norcalcfc.org

Get Your Give ON-Line

Thermometer

Post It Note

http://www.norcalcfc.org/

Tools Training – “More Than Just a Bill”

Answers FAQs

Promoting – “Thank you Feds”

My Story Testimonials

Promoting – “I Make It Possible”

link to CFC National Foundation website CFCToday: http://www.cfctoday.org/_root/index.php?main_menu_id=1&content

_id=5259

Video Options:


http://www.cfctoday.org/_root/index.php?main_menu_id=1&content_id=5259

http://www.cfctoday.org/_root/index.php?main_menu_id=1&content_id=5259

Campaign Team Overview

15

Thank you for partnering with the CFC!

Employee Campaign Coordinator (ECC) or Military Installation Project Officer (IPO)

Department or Mission Element Project Officers DPOC/MEPOC

Keyworkers (1:25)

Event & Activities Volunteers

Finance Officer//Payroll Coordinator

Communications Officer

Campaign Team Best Practices


Secure Top-Down Support

Set a Timeline and Goal

Create Awareness

Coordinate a Solicitation Process

Incorporate Fun

Say “Thank You”

Campaign Team Roles

17


Loaned Executive (LE) -not all agencies have an LE; generally for agencies with multiple facilities

Team Leader! Recruit the Department/Directorate/Division Chairs Create the Campaign Plan for Facility/Installation Implement Campaign Activities

Kick Off Event Rally Fundraisers

Oversee Coordinators Team Development Volunteer Assistants Finance Officer Public Relations/communications Coordinator Events Coordinator

Motivate & Inspire Coordinators Contribution Collections, Reconciliation & Reporting Campaign Reporting

Overall Campaign Activities Pledge & Giving Activities

Campaign Team Roles

18


Employee Campaign Coordinator (ECC) or Military Installation Project Officer (IPO)

Team Leader! Recruit the Department/Directorate/Division Chairs Create the Campaign Plan for Facility/Installation Implement Campaign Activities

Kick Off Event Rally Fundraisers

Oversee Keyworkers (solicitors) Recruit Volunteer Assistants

Finance Officer Public Relations/communications Coordinator Events Coordinator

Motivate & Inspire Team Contribution Collections, Reconciliation & Reporting Campaign Reporting

Overall Campaign Activities Pledge & Giving Activities

Campaign Team Roles

19


Solicits Personnel Inspires & Motivates Giving

Group Presentation

Charity Speakers

Employee Testimonials

One-on-One Solicitation

One-on-One Follow up

Collect Traditional Pledge Form

Prepare Reporting Envelope

Verify Contents with Finance Officer/ECC/IPO

Distribute Thank You Gifts Donor Follow Up

Keyworker

Campaign Team Roles

20


Support VolunteersAdministrative Assistant Team Support

Assists Agency Coordinator/Chairs or Military Installation Project Officer

Assists with coordination of campaign Assists with delivery of materials Assists with team contact information Assists with campaign communications Supports keyworker group meetings Enlists charity speakers Tracks all assigned unit information &activity Create the Campaign Plan for designated Federal Agencies

Campaign Team Roles


Support VolunteersFinance Officer Collect Contribution Envelopes from Keyworkers

Verifies Content

Provides Thank You Recognition Gifts

Records Envelope Contents on Ledger

Reconciles myPay Donor Report

Processes NEXUS Payroll Contributions

Verifies EEX Contributions

Maintain PII Compliance

Campaign Activities


ECC/IPO Campaign Planning: September Recruit & Train Team

1 Keyworker for every 25 staff

Consider a Finance officer for larger agencies

Responsible for weekly turn-ins and pledge reconciliation

Events Committee - Ask former ECCs or KeyWorkers to serve on Events Committee

By spreading out the tasks, you ensure everyone has fun and will want to help out again next year

Campaign Activities


ECC/IPO Campaign Planning: September Plan Activities/Events

Kick-off Fair

Charity Speakers at a Group Presentation (staff meeting or commander’s call)

Chili Cook-offs

Bake Sales

Penny Wars

Your Ideas?

Campaign Activities


ECC/IPO Campaign Preparation: September Event Kick-off/Activity Planning

Confirm Logistics Secure Charity Involvement

Charity Fair Charity Speaker

Create a Fun Element Recruit Event Volunteers

Confirm Employee Testimonial Request Agency Head/Dept Head to speak

Campaign Activities

25


ECC/IPO Campaign Implementation: Late September

Receive materials LE delivery (if your agency has an LE) PCFO delivery

By truck delivery By USPS Mail delivery (submit your contact information

to hub director) Post promotional posters Distribute pledging tools

Charity brochure Pledge form

Begin promotional e-blasts

Solicitation Activities

26


Promote Campaign: 1 Oct – 15 Dec Group Presentations

Staff Meetings or Commander’ Call “Mini Kick-Offs” at Staff Meetings or Commanders

Calls Target timeframe: Oct

Videos Thank You Feds video

I Make It Possible

Invite Speakers Charity Speakers list – www.norcalcfc.org – currently under construction

Terri’s Poem – Posted on website

Peer Testimonials



Mid Campaign Blitz: November 17 - 24 Get Your Give ON-Line

National campaign promotion

E-blasts

Flyers

Simplest means of giving

CFC Nexus

Employee Express

myPay

Solicitation ActivitiesFinal Blitz December 1- December 15

Theme reminder – “Have you thought about your story”

Season of giving reminder

Tax Deduction reminder

Contribution cut off reminder

Electronic giving will be turned off COB Dec 15 reminder

Last call to submit your pledge reminder

All Contributions should be received by your LE by December 16

2828

Solicitation Timeline


Recommended Six Week Solicitation Window


Solicitation:

Week 1 – 100% Awareness (Agency/Installation wide)

Kickoff Event/Activity

Week 2 – 100% Opportunity

Group Presentation (KW Department/Unit)

Week 3 – 100% Follow Up

Collect Pledges

Week 4 – 6 Follow Up

Solicitation Timeline


Recommended Six Week Solicitation


Solicitation:

Week 4 – Mid Campaign Blitz

Week 5 – Reporting & Campaign Assessment

Week 6 – Final Blitz & Collections


31

Chili Cook-Off/ Crock Pot Cook-Off with different categories

Candy Grams

Fall Festival with pumpkin carving contest, cubicle decorating contests, costume contest

Scavenger Hunt

5K walk or run

Silent Auction/Basket Auction

Bake Sales/Burrito Sales

Penny Drive

Motorcycle Ride

Pie in the Face

Jeans or Sports Gear on Fridays

Ice Cream Social/Sundae Bar

Employee Testimonial E-Blasts

Best Practices



Promote CampaignCharity Fairs

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Charity Fairs

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Electronic registration – posted to website on Charity page Confirmations sent upon random selection of participants Only those registered who have been confirmed to participate,

and provided the MOU will be added to the entry security lists Federations register for all members Federations send ONE FINAL workbook and all member

charity MOUs Independents register and send MOU Deadlines for registration – provided with event information No Changes after deadline

Charity Fair Registration Example


Coast Guard Kick Off & Charity Fair, Coast Guard Island- Date inserted

Gate Entry - 8:30 a.m. Check-In NLT 9:00 a.m. Set Up complete - 9:30 a.m. Ceremony & Charity Fair - 10:00 a.m. - 1:00 p.m.

Representative Contact Information Security Information

Last Name First Name E-Mail Rep Cell PhoneDriver's License Number & State of

Issue

Proof of Vehicle

Registration & Insurance

Confirmations sent to designated charity/federation representative

Details on each event will be emailed with the attendance confirmations. how many people are expected to attend, how many charities are accommodated, Address Event schedule Parking Security procedures Check-in If animals will be allowed How much space you will have.

Event Confirmation:


Solicitation Tools


Tools CFC Website: www.norcalcfc.org

Searchable Charity Database Links to online giving sources ( NEXUS, EEX, myPay) PDF Brochure Fill in Pledge Form All Support materials Speakers’ List for Charity Speakers at group

presentation Template E-Blasts All Training materials Links to OPM Links to CFC National Foundation Website

Solicitation Tips


Tips The Number One Reason People don’t Give…they

weren’t asked

Ask sincerely

Discuss reasons for giving

Personal, Family, Friend Service/Benefit Impact

Pay Forward – Future Impact

Encourage Payroll Deduction

Remain available as a resource

Say “thank you” often

Solicitation Tips


Tips CFC Focus Group Results

Newer employees need education about what CFC is

Employees felt inundated with too long of a solicitation

Your Tips - Discussion

Your Tools - Discussion

Charity Structure:


Fed Members

Local National International

Online Universal Giving

IndependentsFederations Federations FederationsIndependents Independents

Fed MembersFed Members

39

Universal Giving

40

Beginning with the 2014 Combined Federal Campaign, all campaign regions must offer donors the opportunity to give through Universal Giving—the ability to donate to any national, international, or local charity not denied participation in the CFC.

Universal giving provides federal employees with the option to give to any participating CFC charity they choose, without regard to geographic boundaries.

Universal Giving is available in the Federal eGiving portals—Employee Express (EEX) and myPay—

It is also available in the web-based NEXUS eGiving platform. For traditional paper pledging the universal charity list is located

on the OPM website: https://apps3.opm.gov/CFC/CharitySearch/Main.jsp

Giving Methods

41

Online: Employee Express or MyPay

Online: CFC Nexus

Mobile Pledging

Credit Card Giving

CFC Norcal Paper Pledge Form

Online Giving

42

CFC is moving towards 100% online giving

Why:Increased donor confidentiality Reduced administrative workload Reduced possibility of administrative errors associated with

paper pledge form processingReduces campaign costs

Fewer donor dollars spent on overhead and more donor dollars directed to CFC-supported charities

Giving Methods

43

Reoccurring Gift:

Payroll Deduction – 90% of campaign

Employee Express – Participating Federal agencies

myPay

DoD Military and Active Duty Civilians

Independent Defense Agencies

EPA, Dept of Energy, HHS, VA

Nexus Payroll Deduction – All Personnel


Giving Methods

44

One Time Gifts: Credit Card

Nexus

Cash, Check

Nexus

Traditional pledge form (hard copy or PDF)


Pledging Materials

45

Norcal CFCGet Your Give ON-Line

__ __ __ __ __ __ __ __ __ __

Turn in the portion of form to Keyworker Installation: ___________________ Donor: _____________________Unit Name: ____________________ Unit Code: __________________

Gift Level: General Patriot (one hour’s pay per pay period) Hero (two hour’s pay per pay period)

Eagle Silver Eagle Golden Eagle

I prefer not to receive a donor appreciation gift.

Get Your Give

ON-Line One time credit card, cash or checkReoccurring Payroll deduction

Appreciation Award Confirmation

Online Giving Flyer

www.norcalcfc.org


Pledge Form

Reporting Envelope

Pledging Online CFC Website: www.norcalcfc.org

To practice: https://emssdemo.dfas.mil/MYPAY.ASPX Login ID 999999991, Password Xma$1225

46

Mobile Pledging


Ways to Contribute NEXUS Mobile Application Online:

Same process

NEXUS Demo: www.cfcnexus.org/_root/mobile/

Pledging

48

Hard copy/PDF Fill-in - Payroll Deduction, check or cash

Traditional Pledge Form


Available both in hard form and online as PDF fill-in form

Pledge Form

49


Pledging

50

Traditional Form IG Audit Findings:

Illegible, if it is unreadable, the pledge may not be processed correctly

Monthly gift is listed as the annual gift

Designation to an invalid code; pledges can only be made to agencies listed in this region’s brochure

Form isn’t signed; payroll deduction cannot be authorized if the form isn’t signed

Social security numbers is not provided; payroll deduction can not be authorized without the SSN; USPS employees may use their Employee ID#.


Thanks You Awards


Available to EVERY contribution no matter the contribution size Online Contributors print a track form and submit it Traditional pledge form – request on pledge form Donors don’t give for the donor gift, they can easily feel slighted if promised

something they don’t receive

Donor Appreciation Award Tracking


PCFO Tracking Form Provided for ECCs & Keyworkers Each KeyWorker keeps a list of their 25 co-workers with a check box

of what gift that donor requests and whether or not they have received it

Keyworkers submit contribution envelopes and gift tracking ledger to ECC/IPO or finance officer

Keyworkers also submit thank you gift ledger electronically to ECC/IPO or finance officer

ECC/IPO or finance officer cuts and pastes keyworker ledger info onto master gift tracking ledger



Get Your Give ON-Line

One time credit card, cash or check Reoccurring Payroll deduction

Federal Agency: ____________________________ Donor: _____________________________

Unit Name: ________________________________ Unit Code:__________________________

Gift Level: General recognition coin I prefer not to receive a donor appreciation gift.

Provided online for donor to print out and submit



Traditional Form Donor fills out and submits donor contribution confirmation

formwhen contributing online

Keyworker includes tracking form in report envelope

Keyworker uses tracking form to create list of donor gift needs

Keyworker send tracking form electronically to UPO/finance officer or ECC as directed

Keyworker reports gifts needed on report envelope for turn-in

UPO tracks Unit gift needs on master tracking form

Donor Appreciation Award Tracking Ledger


Turn-In Flow Chart

57Thank you for partnering with the CFC!

There may be a Unit Project Officer (UPO) in larger agencies if desired

LE or PCFO Hub Administrator

KeyWorker Turn-In Pledge Preparation

58

Collect pledges weekly NEXUS

Print outs of cash or check contributions with cash or check Do not collect credit card contributions – collect appreciation award

form Traditional Pledge forms

Pledges must be reviewed for completeness, accuracy and legibility DO NOT make changes to form; contact donor

EEX & myPay pledge thank you gift confirmation form collection ONLY

Collect and verify forms: Ensure donor’s name and e-mail address is included Ensure unit/office code is completed Ensure gift request is completed

Report totals of each pledge type (cash, check and traditional payroll pledges) on report envelope;

Report number of gifts requested on report envelope

Campaign Reporting

59Thank you for partnering with the CFC!

Contribution Collections Tips Keyworkers Collect Contributions &/or Confirmation

Forms Weekly

PII & OSI Compliance –remove cover when submitting to ECC

KeyWorkers make regular time to turn in report envelope with ECC

Ensure your turn-in leaves plenty of time for both KeyWorker and ECC to verify envelope content and sign off on report envelope for chain of custody (IG compliance)

Recommend one day prior to ECC turn-in

KeyWorker Turn-In

60

Envelope Verification - Weekly Turn-Ins with UPO Collect and Verify Report envelopes for Weekly Turn-In

Verify # of each type of pledge in envelope Verify $ of each type of pledges reported Verify e-pledging appreciation award confirmation forms

Collect and verify forms: Ensure donor’s name is on form Ensure donor’s e-mail address is included Ensure unit/office code is completed Ensure gift request is completed

Sign off on report envelope once content and report accuracy are verified


Key Worker Turn-Ins


Campaign ReportingThe UPO followed by the ME will collect all KW envelopes, verify the contents with the KW/UPO and turn in to IPO/Finance Officer weekly. IPO/finance officer will re-verify the content of the envelopes with the ME project officer. A chain of custody transition form on the envelope will be signed by the all parties at each level of turn-in. ( IG Compliance)

NEXUS cash & Check Forms ONLY

Traditional Forms

Key Worker Turn-In


Campaign ReportingTraditional form gift requests, Nexus, EEX & myPay award appreciation confirmation forms are collected and recorded on the envelope.

Donor Gift Request Form

Installatio

n: ____________________________

Do

no

r: _____________________________U

nit N

ame:

____________________U

nit C

od

e:__________________________

Gift L

evel: G

eneral

Silver (one hour’s pay per pay period)

Go

ld (tw

o hour’s pay per pay period)

Eag

le S

ilver Eag

le G

old

en E

agle

I p

refer no

t to receive a d

on

or ap

preciatio

n g

ift.

Pledge Form Gift Request

Key Worker Turn-Ins


Department/Unit Project Officer Turn-In

64

ECC or IPO Collection from Department or Unit POC If collecting from larger organizations that have multiple

departments, offices, units or even shifts (sub-sections), the DPO or UPO will track and turn in those pledges by the corresponding subsection. (ie HR, Finance, Customer Service etc. or Squadron 1, Squadron 2 etc) This ensures proper credit to each part of that organization AND if donor information has to be verified, it provides for a contact closer to the donor to validate.

Each of these subsections should have envelope tracking 1 of 4, 2 of 4, 3 of 4, 4 of 4 on the reporting envelope, which would then be rubber banded together by the DPO or UPO.

ECC / IPO or designated Finance officer will record multiple envelopes on organization ledger & turn-in to PCFO.

Department/Mission Element Turn-In

65

Ledger

Why do I have to do All of This


1. OIG tracking All pledge envelopes must be accounted for at all times

If pledge envelopes were to be misplaced, the ECC/IPO would know from the ledger what envelopes were unaccounted for

If the PCFO were to misplace envelopes the hub director could go back to the Ledger to track the date of the turn-in.

PII Compliance


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

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.

PII Compliance



Campaign Responsibilities

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

PII Compliance



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

PII Compliance


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

PII Compliance



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.

Solicitation Conclusion


Electronic Giving turned off COB Dec 15 (regulations)

All Contributions Received by DPO or UPO: December 16

Ensure CFC Staff has your totals for Awards

Final Turn-ins scheduled with PCFO Dec 16 – 20

Ensure CFC Staff has your totals for Awards

Final Turn-Ins scheduled with PCFO Dec 16- 20

Ensure Donors receive appreciations awards

Campaign Recognition


2014 Agency Hero Nominations All Federal Agency Campaign Team members may be

nominated

Submit Hero Nominations by December 15

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 National Awards Committee for National recognition


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Unit, Department and Organization Awards Gold, Silver & Bronze Awards

Benchmark: 5% above 2013 campaign – silver award

75% of Benchmark – Bronze award

125% of Benchmark – Gold Award

Award Distribution – ECCs and IPOs receive awards from PCFO – January

Internal organization presentation CFC Commander’s Call

Staff Meeting


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2014 Certificates of Appreciation Recognize all Keyworkers & Campaign Volunteers

Track name, department, agency

Agency generated & provided

PCFO template provided

Use certificate template provided

May request them to be PCFO generated

Forward completed template form list to PCFO Hub Director

PCFO generated and provided

Campaign Celebration

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2014 Campaign Celebration – February TBA Hub Celebration Events

Attend the Campaign Celebration

Invite all campaign team members & donors

Distribute event logistics

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

Attend the Campaign Celebration

Agency Awards and Individual Recognition

Hub Directors & Charities will be planning and hosting the event

Questions?

Q&A:


2014

Thank you for leading the campaign

2014 ECC & Keyworker Training. CFC Overview Norcal CFC Overview Campaign Team Overview Team...

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