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Transcript of ECC & Keyworker Training
2013
ECC & Keyworker Training
CFC
2 Thank you for partnering with the 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
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
3
Strategic Plan Implementation
Norcal CFC Strategic Plan
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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
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“Find your voice”…
The 8th Habit Applied:
CFC Strategic Plan
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“…and inspire others to find theirs.”
CFC Timeline
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Plan for a “campaign solicitation window”Establish a “clear” Kick-off and closing
dateSchedule meetings to collect contributions
and to evaluate what’s working and what’s not working
Campaign Timeline
8 Thank you for partnering with the CFC!
Recommended Six Week Solicitation Outline
(Most Effective & Efficient)
Solicitation:
Week 1 – 100% Awareness
Kickoff Event/Activity
Week 2 – 100% Opportunity
Group Presentation
Week 3 – 100% Follow Up
Collect Pledges
Week 4 – 6 Follow Up and answer questions
2013 Campaign
9 Thank you for partnering with the CFC!
OPM Campaign Rules
100% Awareness
100% Opportunity
100% Follow-Up
No Coercion
PII & OSI Compliance
5CFR Part 950
OPM Directives
OPM Memorandum
CFC Regulations
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Campaign Team
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Employee Campaign Coordinator (ECC) or Military Installation Project Officer (IPO)
Department or Mission Element Project Officers
KeyWorkers (1:25)
Event & Activities Volunteers
Finance Officer//Payroll Coordinator
Event Participants
Other Volunteers
Campaign Team Best Practices
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Secure Top-Down Support
Set a Timeline and Goal
Create Awareness
Coordinate a Solicitation Process
Incorporate Fun
Say “Thank You”
Campaign Team Roles
13
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Employee Campaign Coordinator (ECC) or Installation Project Officer (IPO)
Team Leader!
Recruit the Department/Division Team
Inspire
Motivate
Create the Campaign Plan
Plan, organize & host a promotional event
Distribute Materials to Keyworkers
Campaign Reporting
Campaign Follow Up
Campaign Team Roles
14 Thank you for partnering with the CFC!
Personally contact each employee you serve
Distribute campaign materials
Discuss importance of charity needs
Solicit contributions
Collect pledges
Report pledges
Pledge follow up
Award distribution
Keyworker
Solicitation Tips
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Tips CFC Focus Group Results
Newer employees need education about what CFC is
Employees felt inundated with 4 – 6 weeks of solicitation
Your Tips - Discussion
Your Tools - Discussion
Solicitation Tips
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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 Tools
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Tools CFC Website: www.norcalcfc.org
Searchable Chariy Database
Links to online giving sources ( NEXUS, EEX, myPay)
PDF Brochure Fill in Pledge Form
All Support materials
All Training materials
Links to OPM
Links to CFC National Foundation Website
Tools Training – “More Than Just a Bill”
Answers FAQs
Promoting – “Thank you Feds”
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
2013 Video Options:
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Solicitation Activities
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Promote Campaign: 1 Oct – 15 Dec Posters/Flyers
Email Blasts
Contests
Internal Newsletters
Website
Promotional Materials
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Poster Flyer
Thermometer
Norcal CFCwww.norcalcfc.org
Get Your Give ON-Line
Thermometer
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Solicitation Activities
Promote CampaignCharity Fairs
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Solicitation Activities
22
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Promote Campaign: 1 Oct – 15 Dec 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
Solicitation Activities
23 Thank you for partnering with the CFC!
Mid Campaign Blitz: Oct 21 - 25 Get Your Give ON-Line
Campaign Theme National promotion Keeps Campaign Momentum Strong Simplest means of giving
CFC Nexus myPay Employee Express
Toolkit provided Fun Reminder to complete pledging Second opportunity for campaign marketing: E-blast postcard reminder
Solicitation Activities
24
Final Blitz December 1- December 15
It’s about the NEED theme reminder
Season of giving reminder
Tax Deduction reminder
Contribution cut off reminder
Electronic giving will be turned off COB Dec 15
All Contributions Received by UPO: December 16
Ensure totals for Awards have been submitted
Final Turn-Ins scheduled with PCFO Account Managers
Dec 16- 20
Solicitation Activities
25 Thank you for partnering with the CFC!
Best Practices
Giving Methods
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CFC Norcal Paper Pledge Form
Online: Employee Express or myPay
Online: CFC Nexus
Mobile Pledging
Credit Card Giving
Giving Methods
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Reoccurring Gift:
Payroll Deduction – 95% 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
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Giving Methods
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One Time Gifts:
Credit Card
Nexus
Cash, Check
Nexus
Traditional pledge form (hard copy or PDF)
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Pledging Materials
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Pledge Form
__ __ __ __ __ __ __ __ __ __
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
Reporting Envelope
Norcal CFCGet Your Give ON-Line
www.norcalcfc.org
Thank you for partnering with the CFC!
Pledging
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Hard copy/PDF Fill-in - Payroll Deduction, check or cash
Traditional Pledge Form
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Pledge Form
31 Thank you for partnering with the CFC!
Pledging
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Traditional Form IG Audit Findings:
Illegible, ff 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 oly be made to agencies listed in this region’s brochure
From isn’t signed; payroll deduction cannot be authorized if the form isn’t signed
Social security numbers is not provided; payrol deduction can not be authorized without the SSN; USPS employees may use their Employee ID#.
Thank you for partnering with the CFC!
Pledging
33
Online Assisted Giving: NEXUS Online: Available to anyone
Norcal Website links to NEXUS
NEXUS Training: videos, Word doc & PDF https://www.cfcnexus.org/_root/
Pledging Overview
One Time Contribution - Cash, Check,
One Time Credit Card – 3% third party convenience banking fee
Continual Gift – Payroll deduction (must renew annually, print & submit form)
Register Search for charities Complete Pledging Confirmation
CFC NEXUS
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Pledge Training link: https://www.cfcnexus.org/_root/
Thank you for partnering with the CFC!
CFC Nexus
35
CFC NEXUS Pledging
Demo Link: https://www.cfcnexus.org/_root/
Opportunity for Coordinator or Keyworker to try out the pledging process by creating a “fake” pledge on the demo account.
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CFC NEXUS Overview
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1. Registration
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CFC NEXUS Pledging
37 Thank you for partnering with the CFC!
1. Registration
CFC NEXUS Pledging
38 Thank you for partnering with the CFC!
2. Login
CFC NEXUS Pledging
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3. Pledging
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3. Pledging
Payroll Deduction only one for NOW
Civilian or Military
Monthly amount
You must agree to terms!
CFC NEXUS Pledging
40 Thank you for partnering with the CFC!
CFC NEXUS Pledging
41
3. Sign Pledge
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CFC NEXUS Pledging
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CFC NEXUS Pledging
43 Thank you for partnering with the CFC!
SPECIAL INSTRUCTIONS
Please make sure you print your pledge andturn your pledge with cash or check into your keyworker.Keyworers will turn your form in to your payroll office.
CF NEXUS Pledging
44 Thank you for partnering with the CFC!
SPECIAL INSTRUCTIONS
Credit Card contributions:-Fill in thank you gift award information online-Complete thank you gift confirmation form and submit to keyworker. Pledge will be processed by your bank card.
CFC NEXUS Pledging
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4. Confirmation
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CFC NEXUS Pledging
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4. E-mail Confirmation
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Mobile Pledging
47 Thank you for partnering with the CFC!
Ways to Contribute NEXUS Mobile Application Online:
Same process
NEXUS Demo: www.cfcnexus.org/_root/mobile/
Ways to Contribute Employee Express Overview –
Reoccurring payroll deduction only
Check to see if your agency uses Employee Express for your benefits administration (a list is available at cfcnorcal.com)
Log into your Employee Express account to make a pledge
Employee Express pledging closes on December 15, 2013
Pledging
48
Pledging
49 Thank you for partnering with the CFC!
Ways to Contribute Employee Express
Only participating agencies that have paid for the module
Demonstration: A Demonstration Account is available for all to familiarize Federal users with the CFC-EEX E-Pledge system. Go to https://www.employeeexpress.gov and Login with: 999999994 and Password: Demo#444 (Local charities for this account are in the Atlanta campaign.)
Employee Express Log In Screen
Enter your login ID and Password then click “Sign In”.
EEX Pledging
50 Thank you for partnering with the CFC!
EEX Pledging
51Thank you for partnering with the CFC!
Select the radio button beside your agency then
click “Submit”
Select Your Federal Agency
EEX Pledging
52
Thank you for partnering with the CFC!
Click the “Combined
Federal Campaign”
button.
Select CFC as the payroll action
EEX Pledging
53 Thank you for partnering with the CFC!
Routine Security Message
Click the “Continue to Main Menu”
button.
This is the top part of the next screen. Note that
some information may be pre-filled. Also see that this
payroll election becomes active on first pay period in January, 2014 and lasts for
only one calendar year.
Select Your Charity(s) & Dollar Amounts (Top of Page)
EEX Pledging
54 Thank you for partnering with the CFC!
Pledging
55
Thank you for partnering with the CFC!
This is the middle part of the same page where you can search
for a charitable organization several different ways (by
number, name, service category or composite
search.) Select the related search button
to initiate your search.
Search results will return at the bottom of this same page. (See the next PowerPoint
slide.)
Select Your Charity(s) & Dollar Amounts
Pledging
56 Thank you for partnering with the CFC!
This is the bottom part of the same page where
search results are presented.
Select your charity(s) by clicking the
“Add to Cart” button(s).
Select Your Charity(s) & Dollar Amounts
Select Your Charity(s) & DollarAmount (Top of Page)
Scroll up to the top part of the same page. Confirm (or enter) your
“Pay Period Contribution” amount, edit the charity(s) you selected (if necessary),
then click “Save Selected Charties and
Continue.”
Pledging
57 Thank you for partnering with the CFC!
Pledging
58 Thank you for partnering with the CFC!
This is the top part of the next page. Confirm
your contribution amount and
charity(s) are accurate.
Confirm/Edit Charity or Contribution Amount (Top of Page)
Pledging
59 Thank you for partnering with the CFC!
This is the bottom part of the final page. Ensure the information entered
is accurate.
Click the “Yes” button if everything is correct
otherwise click “No” if you wish to
change/correct information, charity or contribution amount.
Final Confirmation or Edit(Bottom of Page)
EEX Pledging
60 Thank you for partnering with the CFC!
A charitable payroll deduction satisfies all
documentation requirements for
income tax reporting purposes..
If you wish to receive confirmation of this
payroll action request, enter your email
address and click the “Submit and Return
to Main” button. Otherwise, click the “No
Thanks…” button.
Exit Screen
Pledging
61 Thank you for partnering with the CFC!
Ways to Contribute myPay Online: Payroll deduction only
Norcal Website links to myPay
myPay Overview
Login: https://mypay.dfas.mil/mypay.aspx
Select CFC option
Search for charities
Pledge
Confirmation
Combined Federal Campaign option added to MyPay Main Menu
myPay Pledging
62 Thank you for partnering with the CFC!
Donor selects “Add New Contribution”
myPay Pledging
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Key Training Point 1.The screen will ONLY be shown to active duty Army, Navy, and Air Force Personnel . Those donors must be provided their 4-digit Campaign Code2.All other donors’ campaign information will be automatically populated
myPay Pledging
64 Thank you for partnering with the CFC!
Entering an invalid campaign code will result in an error message
myPay Pledging
65 Thank you for partnering with the CFC!
1. Active duty Army, Navy, and Air Force personnel must “Confirm Campaign” prior to continuing
2. Other donors will not see this screenNorcal Region 0106
myPay Pledging
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Donor selects donation amount per pay period/month
Key Training Point Maximum allowable total donation for military
personnel is $833/month. For donations higher than that, military donors should use a paper pledge form
myPay Pledging
67
Thank you for partnering with the CFC!
Donors can search for charities in
multiple ways:
5-digit Charity Code, Charity Name, Type of service or AFR
%.
PCFO recommendation – Use charity search on website and simply use myPay for transaction
myPay Pledging
68
Key Training Point
Donor can select a maximum of 30 charities. Donors
wishing to designate more than 30 charities should use paper
pledge forms
PCFO recommendation – Use charity search on website and simply use myPay for transaction
myPayPledging
69
The donor enters the per pay period
or per month donation amount
myPay Pledging
70Thank you for partnering with the CFC!
Balance remaining is automatically
calculated
Donor has the option to continue or add /
delete charities
myPay Pledging
71 Thank you for partnering with the CFC!
Pledge summary is displayed;undesignated
funds are automatically calculated and
displayedKey Training Point For an
organization’s pledges to be
properly credited the donor MUST
enter the Command/Unit or
Federal Agency/Office
Code
Unit Codes provided on back side of epledging flyer
myPay Pledging
72
Final review and opportunity for
donor to confirm intent
Pledging
73 Thank you for partnering with the CFC!
Key Training Point Donor can view print PDF pledge form
for recordkeeping. Donor will complete epleding flyer
pledge confirmation form
Pledging
74 Thank you for partnering with the CFC!
Thanks You Awards
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Donor Appreciation Award Tracking
76 Thank you for partnering with the CFC!
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
Although Donors don’t give for the donor gift, they can easily feel slighted if promised something they don’t receive
General Gift thank you award provided with materials; distribute as pledge forms/confirmation forms are collected by keyworker
Silver & Gold Thank You Awards - provided electronically
Eagle Level Thank You Awards – provided at conclusion of solicitation
Donor Appreciation Award Tracking
77 Thank you for partnering with the CFC!
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.
Donor Appreciation Award Tracking
78 Thank you for partnering with the CFC!
Traditional Form Record award information from pledge form
myPay & Nexus Donor fills out and submits donor contribution confirmation
form
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
Keyworker reports gifts needed on report envelope for turn-in
UPO tracks Unit gift needs on master tracking form
Donor Appreciation Award Tracking Ledger
79 Thank you for partnering with the CFC!
What will I miss if I go to the Bathroom?!
Accounting and Reporting Procedures
HURRY BACK!
Stretch Break
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Turn-In Flow Chart
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KeyWorker Turn-In Pledge Preparation
82
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 confirmation forms
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
83
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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
84
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
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Key Worker Turn-Ins
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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
Traditional Forms
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.
Key Worker Turn-Ins
86 Thank you for partnering with the CFC!
Department/Unit Project Officer Turn-In
87
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
88
Ledger
Why do I have to do All of This
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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
Pledge form
PII Compliance
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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.
PII Compliance
91 Thank you for partnering with the CFC!
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
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OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum
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
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OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum
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
94
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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
95
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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.
Solicitation Conclusion
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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
97 Thank you for partnering with the CFC!
2013 Certificates of Appreciation Recognized all keyworkers & Campaign Volunteers
Track name, department, Agency
Template provided on website
Campaign Recognition
98
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2013 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
Campaign Recognition
99
Unit, Department and Organization Awards Gold, Silver & Bronze Awards
Agency Awards to those that reach 75% of award criteria
Benchmark: 5% above 2012 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
Questions?
Q&A:
100
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2013