2015 Combined Federal Campaign National Training

CFC 101A Combined Approach

February 18-19Fort Worth, TX

Jennifer Howard & Larry Hisle

CFC 101 Objectives

• History of the Combined Federal Campaign (CFC)• Benefits of the CFC• Governance Structure of the CFC• Roles & responsibilities:

Office of Personnel Management (OPM), Local Federal Coordinating Committee (LFCC), Principal Combined Fund Organization (PCFO), Federal agencies Non-profit

• Campaign Operations- A year at a glance • Q&A Session

History of the CFC

• Established in 1961 to provide a ‘combined’ campaign, in lieu of separate solicitations

• The largest workplace giving program in the world• The only authorized workplace giving program for

federal employees• Has raised over $7 billion dollars since it’s inception

54 years ago• 2014 campaign had 151 participating CFC’s

Benefits of the CFCConfidence

• Non-profits apply annually• Annual Audit• LFCC Oversight• Donor information is protected

Choice• Designation based• Pledge options

Convenience• Payroll deduction• Electronic pledging

Structure of the CFC

Local Federal Agencies

Annual Campaign Team

Loan ExecutivesCoordinatorsKey Workers

OPM

LFCC

PCFO

Local, National and

International Non-Profit

Organizations

Sets Policy & Procedures

Provides Campaign Oversight

Manages Local Campaign

OPM

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

• Publishes CFC Regulations (5 CFR 950); CFC Memorandums & Directives

• Establishes annual timelines• Provides guidance to PCFO/LFCC• Responsible for National/International List & updates• Final ruling for local application appeals• Audits oversight & follow up • Hosts training for Employee Express (EEX), myPay, Form 1417,

National Training, annual pilot projects etc.• Looks for further efficiencies, recommends and approves mergers etc.

LFCCLocal Federal Coordinating Committee

Campaign Leadership Comprised of local Federal Employees

• Makes final campaign decisions (local level)• Liaison with Federal agencies• Hires PCFO• PCFO Oversight

Daily operations Fiscal operation (Budget/Audit) Annual application review Policy review & guidance Campaign operations Other items per regulations

Additional LFCC Functions• Usually part-time assignment• Limited resources & time• Serve on Sub-Committee• Collaborate

PCFO OPM Federal Executive Board (FEB)/Federal

Executive Associations (FEA)/Agency Heads Federal Agencies and Volunteers

• Partner with other LFCCs/Campaigns

FederalAgencie

s• Campaign Leadership• Communication Plan

Interagency- regular updates PCFO communication plan Goals & Objectives Performance report

• FEB/FEA Collaboration • Public Service Recognition (PSRW) – May 3-9, 2015

Award ceremony Incorporate CFC PSRW Toolkit

PCFO

Principal Combined Fundraising OrganizationNon-profit organization hired by LFCC

• Reports to LFCC• Daily operations• Facilitates annual application review• Develops campaign materials• Conducts local training• Campaign oversight & reporting• Serves as fiscal agent – collects, processes and distributes

pledges/honors designations• Ensures OPM compliance • Submits Financial Audit & Compliance Reports

Additional PCFO Functions• Collaboration is key

– LFCC– OPM– Federal Executive Boards (FEB)/Federal Executive

Associations (FEA)/Agency Heads– Federal Agencies and Volunteers– Non-Profit Organizations

• Find innovative ways to supplement resources, don’t recreate the wheel

Campaign

Team• Campaign Chair: Federal Agency Head to lead and support

annual campaign effort.

• Loaned Executives: Federal employee loaned to the campaign by a federal agency, to serve in a leadership role managing accounts.

• Coordinators: Person assigned to facilitate annual campaign within their particular federal agency.

• Key Workers: Team of federal employees generally identified by line of business to support coordinator with campaign operations. (Example: 1:25 ratio)

Local, National &

International Non-profit

Organizations

• Applies Annually- Application Workshop• Vetted by federal employees• Informed on regulations, directives, trends, future of CFC• Designation & Acknowledgement reports (PCFO/ OPM Due

Date)• Speakers, Tours & Fairs - Workshop• Removal of Statewide / Adjacent CFC Memorandum 2014-06

Federations may serve as fiduciary manager where 15 member requirement is not met (2015 ONLY.) Must submit the 2015 Local Independent Application and agreement.

Annual Campaign Calendar

• OPM Calendar of Events• LFCC Meeting Schedule• LFCC Sub-Committee Meetings• PCFO Calendar of Events

OPM 2014/15 Calendar of Events

LFCC Meeting Schedule

• Establish a Meeting Schedule• Provide to entire LFCC at the beginning of year• Consider your FEB/FEA Schedule• Include matters of business on agenda• Federal Record Keeper – Meeting minutes

LFCC Sub-committeesSupports the work of the LFCC

• Application Review Committee Conducts review of the annual non-profit application for the Charity

List Handles appeals process when needed

• Finance Committee Conducts annual LFCC compliance review Presents annual Agreed Upon Procedures (AUP) and PCFO Financial

documents. Selects IA for AUP- biding process. Oversees/approves all expenses charged to campaign. Provides

LFCC finance report

• Marketing & Technology Committee Incentives & award items, Campaign theme, Annual Marketing Plan Website & Epledge oversight Innovative practices

PCFO Calendar of Events

LFCC

Oversight

• Know the Regulations• Membership• LFCC Training• By-Laws• Budget & Expense Oversight• Meetings/Minutes• PCFO Goals & Strategic Planning• Review/Approve Website & Campaign Materials• Federal Agency Engagement

PCFO

Accountability

• Know the Regulations & Memorandums• Keep LFCC informed• Keep your PCFO informed• Understand areas of financial liability• Develop safeguards for PCFO financial liability• OPM Deadlines• Detailed Schedules• Detailed Budget & Expense Tracking• Transparency

PCFO

Best Practices• Standard Operating Procedures • Campaign Plan

– Communications, marketing, social media

• Set and track goals• Cost saving measures• Agency specific campaign planning• Agency speakers/charity fairs – charity engagement!• Scheduled meetings with staff• Internships• Loaned Executive Program

PCFO Calendar of Events

January

• Campaign closeout – PCFO

• Appreciation opportunities • Charity Application Period- LFCC

• One Time Payment - LFCC• Calendars & Campaign Plan – PCFO

• PCFO Application – OPM 1/23 Deadline (suggestion)

• Prepare proposed 2015 budget – PCFO

PCFO Calendar of Events

February

• Charity Application period opens• 2/6 – Deadline for LFCC to select a PCFO -LFCC

• Attend annual training/workshop• 2014 Data entry completed and sampled - PCFO

• 2/27 1417 Campaign Results Due – PCFO

PCFO Calendar of Events

March

• Charity workshop training – PCFO

• 3/13 Designation/Acknowledgment Reports Due- PCFO

• Application Review Process begins – LFCC Sub-committee

• 1417 Charity Registry OPEN• Final Budget provided to LFCC – PCFO

• 3/31 Final Disbursement for 2013 Campaign – PCFO

• Marketing & Technology Planning begins – LFCC Sub-committee

PCFO Calendar of Events

April

• 4/1 First distribution for 2014 Campaign funds – PCFO

• 4/1 Local application deadline – (LFCC may set earlier)

• Application Review Continued- LFCC Sub-committee

• 4/23 1417 Deadline to enter Charity data into 1417- PCFO

• 4/30 Eligibility Determination deadline –LFCC Must be based on OPM’s verification of 501(c)(3) Status Must include 5 digit code in notice LFCC Must approve/document procedure for OPM verification Denials must be sent via certified mail

• Solicit campaign input from participating charities

PCFO Calendar of Events

May

• Application appeals & review – LFCC Sub-committee

• 5/14 Appeal Deadline – LFCC (7) business days from date of receipt or (14) calendar days from date mailed

• Marketing/technology- LFCC Sub-committee

• Audit preparations – PCFO

• Begin recruitment of loaned executives - LFCC

• PSRW- May 3-9 2015 • Enter Charity eligibility decisions into 1417

system – PCFO

• Schedule Agency meetings – PCFO & LFCC Chair

PCFO Calendar of Events

June

• 6/5 Local appeals deadline - LFCC

• Agency head calls• Loaned Executive/ Coordinator Recruitment

Continued• Audit and LFCC Compliance Report• 6/12 Deadline to enter eligibility decisions into

1417 System- 1417 CLOSURE - PCFO

PCFO Calendar of Events

July

• 7/1 National/International Listing OPM deadline• 7/31 Local Appeals target completion date OPM• Charity List Print - PCFO

• Pledge Form - PCFO

• Materials & incentives - PCFO

• 7/31 2nd Distribution deadline• PCFO provide audit documents to LFCC (due by

Aug 3rd )

PCFO Calendar of EventsAugust

• 8/3 PCFO deadline to present audit to LFCC• Set Campaign Goal – LFCC

• 8/7 OPM Issuance of Universal Giving list • Charity training- Speakers & Fairs - PCFO

• Loaned Executive training -PCFO

• Campaign Coordinator/ Keyworker training - PCFO

PCFO Calendar of Events

September

• Campaign Begins• 9/15 – deadline to submit Paper Audit Guide

Reports to OPM - PCFO

• 9/30 – deadline to submit Electronic Audit Guide Reports to OPM - PCFO

• CC & KW training continued• Federal Agency Kick-offs• Begin process of data entry - PCFO

PCFO Calendar of Events

October

• Campaign continues• Majority of accounts launch• Account follow up & LFCC engagement• 10/31 3rd Distribution deadline

PCFO Calendar of Events

November

• Campaign continues• Continue Account Management• PCFO Payroll information due to OPM

PCFO Calendar of Events

December

• Campaign continues• Continue Account Management• 12/15 Campaign closes • Closeout practices

Websites

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

Resources

• OPM Regional Representative (Mary Capule, Curtis Rumbaugh, Marcus Glasgow)

• FEB/ FEA Director or Members• Other PCFO’s • Other LFCC Members

Social Media

Maximize the Workshop

• Attend as many sessions• Sit somewhere new• Ask questions!• Meet the vendors• Find a mentor or build a new working

relationship• Share what you learn back with your team

Thank You

• Opportunity for Q & A’s– PCFO Specific– LFCC Specific