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Page 1: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

2015

Campaign Team Training

Page 2: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

CFC Overview Office of Personnel Management (OPM) Update Norcal CFC Overview Campaign Team Overview

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

Overview:

2 Thank you for partnering with the CFC!

Page 3: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

Online Giving

Donor Confidentiality

Efficiency - Reduced administrative workload

Accuracy

PII

Multiple Giving Platforms

Lack of Reporting Mechanism for the Government platforms

EEX

myPay

OPM Strategic Focus

3 Thank you for leading the CFC!

Page 4: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

OPM Universal Giving

Thank you for partnering with the CFC!

Fed Members

Local – All Regions National International

Online Universal Giving

IndependentsFederations Federations FederationsIndependents Independents

Fed MembersFed Members

Page 5: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

5 CFR 950 OPM Directives B-325023, Occupational Safety and Health Review Commission--Refreshments for

a Combined Federal Campaign Event, July 11, 2014 http://www.gao.gov/products/B-325023 CFC Guidance (Memoranda) DoD Directives 503501 DoD Directive 503505 Air Force Regulations (AF36-3101) Army Regulations (AR600-29) Guidance from Specific Agencies

Ethics Officer General Council

CFC Regulations

Thank you for partnering with the CFC!

Page 6: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

100% Awareness

100% Opportunity

100% Follow-Up

No Coercion

PII & OSI Compliance

Agency Ethics Rules

CFC Regulations & Rules Summary

6 Thank you for partnering with the CFC!

Page 7: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

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!

Page 8: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

Norcal CFC 2014 Results:

8 Thank you for partnering with the CFC!

Total: $3,125,239Universal: $138,630 - 4.4%

Page 9: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

Norcal CFC 2014 Results:

9 Thank you for partnering with the CFC!

Page 10: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

CFC Organizational Chart

10

Executive CommitteeSupport

Federal Agency Directors & Military Senior Commanders

LFCCOversight & Mentorship

Agency Head Reps

Charitable Organizations

PCFOBoard of DirectorsCampaign Director

Campaign Coordinators

Employee Campaign Coordinators or Installation Project Officers

Unit/Dept Coordinators100 or more employees

Key Workers1 per every 25

OPMRegulators

Page 11: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

Agency/Installation Team Overview

11

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

Page 12: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

Campaign Team Roles

12

Thank you for partnering with the CFC!

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

Recruit Volunteer Assistants Finance Officer Public Relations/communications Coordinator Events Coordinator

Motivate & Inspire Team Oversee keyworkers

Contribution Collections, Reconciliation & Reporting Campaign Reporting

Overall Campaign Activities Pledge & Giving Activities

Page 13: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

Campaign Team Roles

13

Thank you for partnering with the CFC!

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

Page 14: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

Campaign Team Roles

14 Thank you for partnering with the CFC!

Administrative 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

Page 15: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

Campaign Team Roles

15 Thank you for partnering with the CFC!

Finance 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

Page 16: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

Campaign Team Best Practices

16 Thank you for partnering with the CFC!

Secure Top-Down Support

Set a Timeline and Goal

Create Awareness

Coordinate Solicitation Process

Incorporate Fun

Campaign Celebration

Page 17: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

The 8th Habit:

CFC Strategic Plan

17

Thank you for partnering with the CFC!

“Find your voice”… “…and inspire others to find theirs.”

Page 18: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

Team Development/Training

Virtually Connect Personnel to CFC Charity Causes

Engage Newer Personnel & Young Federal Employees

Norcal Region Strategic Focus: Engagement

Thank you for partnering with the CFC!

Page 19: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

nourish

strengthen

Care for

sustain

helpempower

transform

improve

Safeguardequip

CURe

Encouragerenew

motivate provide

Support

restore

supplyinspire

Be A Change Maker…

Protect

Page 20: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

Promotional Materials Brochure & Poster

20 Thank you for leading the CFC!

Online Flyer

Thermometer

Post It Reminder

Post It Note

Get Your Give ON-Line

Page 21: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

Training – “More Than Just a Bill”

Answers FAQs

Promoting

“Be a Change Maker”

“Thank you Feds”

“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

Videos:

21 Thank you for partnering with the CFC!

Page 22: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

Campaign Activities

22 Thank you for partnering with the CFC!

ECC/IPO Campaign Planning: September Recruit 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

Page 23: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

Campaign Activities

23 Thank you for partnering with the CFC!

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

Burrito/Pancake Breakfast

Penny Wars

Your Ideas?

Page 24: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

Campaign Activities

24

Thank you for partnering with the CFC!

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 Speakers

Confirm Employee Testimonial Request Agency Head/Dept Head to speak

Page 25: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

Campaign Activities

25

Thank you for partnering with the CFC!

ECC/IPO Campaign Implementation: Late September

Receive Materials Pick Up Denver Federal Center/ Building 123 PAFB (flight line)

PCFO Delivery By Hub Account Manager By USPS Mail delivery (remote offices)

Promote Campaign Post Promotional Posters Distribute Pledging Tools

Charity Brochure Pledge Form

Advertise Kick Off Event

Page 26: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

Solicitation Activities

26

Thank you for partnering with the CFC!

Promote Campaign: 1 Oct – 15 Dec Group Presentations

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

Videos

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

construction

Peer Testimonials

Terri’s Poem – Posted on website

Page 27: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

Solicitation Activities

27

Thank you for partnering with the CFC!

Mid Campaign Blitz: November 16 - 23 Get Your Give ON-Line

National campaign promotion

E-blasts

Flyers

Simplest means of giving

CFC Nexus

Employee Express

myPay

Page 28: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

Solicitation ActivitiesFinal Blitz - December 1- December 15 Activities

Theme reminder

Giving Tuesday

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 Finance Officer by December 16 28

Page 29: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

Solicitation Timeline

29 Thank you for partnering with the CFC!

Recommended Six Week Solicitation Window

(Most Effective & Efficient)

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

Page 30: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

Thank you for partnering with the CFC!

Solicitation Activities

Awareness: Charity Fairs

28

Page 31: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

Campaign Events Mechanics Hub Director posts event to website Event post contains link to event registration workbook All eligible charities must register to participate Hub Director will collect registrations on behalf of

Chair/IPO Hub Director will compile all registrations into a master list Chair/IPO will inform Hub Director of number of charities

that can be accommodated in designated fair space Hub Director will conduct a random drawing of registered

charities if more register than space allows Hub Director will send randomly selected charities a

confirmation of participation Confirmation will include all pertinent event

logistics and information Regret notifications will be sent to charities that were

not randomly selected

Page 32: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

Charity Fair Participants Charities must have participated in charity briefing

/speakers training Charities must have submitted Norcal CFC MOU Charities are trained to expect 3’ of display space Charity fair participants are trained on do’s and don’ts for

representing all CFC charities, CFC mechanics & CFC FAQs

Charity event participants should be provided logistics for event Date, time, location, set up Event schedule Security requirements Protocols

Page 33: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

Presentation SpeakersCampaign Speakers Mechanics Overview

Charity speakers must have participated in charity briefing /speakers training

Charity speakers must have submitted Norcal CFC MOU Contact list of qualified speakers provided on website

Speakers may be contacted directly for engagement opportunities Speakers have been briefed on dos & don’ts for speaking engagements Contact 1-3 speakers for:

Keyworker training sessions Staff meetings Commanders Calls

Speakers are trained to limit presentation to 3 minutes Speaker should be informed of logistics for presentation

Location Time Security Parking Entrance

Page 34: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

Solicitation Activities

34 Thank you for partnering with the CFC!

Awareness: Best Practices

Page 35: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

Fundraisers

Check with Ethics Officers for any agency specific rules Make it fun Engage all personnel Fund Designations:

May designate to a specific fund BUT must provide pledge form for those participants who wish their contribution go to the charity of their choice

May designate to “undesignated” fund (goes to charities proportionate to their designations

May allow the “winner” or random draw participant to select charity designation

Collect funds Convert funds to money order Prepare pledge form –mark as “XYZ fundraiser”

Page 36: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

Solicitation Tips

36

Make the Ask

The Number One Reason People don’t Give…they weren’t asked

Provide campaign materials

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

Opportunity: Meaningful Contact

Page 37: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

Solicitation Tools

37 Thank you for partnering with the CFC!

CFC Website: wwwnorcalcfc.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

Opportunity

Page 38: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

Giving Methods

38

Online: Employee Express or MyPay

Online Assisted:

Mobile Pledging

Credit Card Giving

CFC Paper Pledge Form

Page 39: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

Pledging Online

39

CFC Website: www.norcalcfc.org

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

Page 40: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

Giving Methods

40

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

Thank you for partnering with the CFC!

Page 41: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

Combined Federal Campaign on Main Menu

myPay Pledging

41Click on myPay logo in top left corner

Page 42: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

myPay Pledging

42

Website Charity Search – www.norcalcfc.org

Login

Campaign Code & Confirm - 0106

Enter Charity

Enter Allotment Amount

Enter Unit Code – Keyworker provides

Thank you for partnering with the CFC!

Page 43: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

myPay Pledging

43

• Thirty-minute time limit for transaction

• Donor has no ability to change pledges electronically

• Work Address field is only an alpha-numeric field for tracking of military command/unit or Federal agency/office

• Some pledges by members of the military were not made in home geographic campaign area due to personnel records or donor entry

• Suggest personal confirmation of pledges $2,500 or higher;

• E-Mail Requirements– The work e-mail address must be official “.mil” or “.gov” address. This is for

any official communication within the government about the gift.

– The “acknowledgement e-mail address (if selected) must be personal, not “.mil” or “.gov.” OPM rules bar charities from communicating about the CFC inside official government channels.

Page 44: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

myPay Pledging

44

• The ‘Campaign Search’ screen is only be shown to active duty Army, Navy, and Air Force Personnel. This information is automatically provided for active duty Marines and Federal civilians.

• Maximum donation amount for military personnel is $833/month; for civilians is $1,000/pay period.

• Donors can designate to a maximum of 30 charities (29 if there are ‘undesignated’ funds remaining).

• Donors must be trained to enter their Command/Unit or Federal Agency/Office name code for pledges to be properly credited.

• There is no paperwork associated with this pledge type. The donor can print a receipt for his/her records. Highly recommend that they print this.

Page 45: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

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, 2015

EEX Pledging

45

Page 46: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

EEX Pledging

46

Website Charity Search – www.norcalcfc.org

Login

Select Agency

Select CFC

Security Alert – Click “continue”

Select Charity(ies)

Enter Pay Period Contribution

Confirm Amount & Charities

Click “YES” if correct

Click “NO” if changes are desired

Click “Submit and Return to Main Menu for Tax Deduction Confirmation

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

Thank you for partnering with the CFC!

Page 47: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

Pledging

47

Online Assisted Giving:

Website links to NEXUS

NEXUS IS WEB-BASED:

Does Not Tie Directly To A Gov’t Payroll System

Pledges Must Still Be Manually Processed by Employee Campaign Coordinator

Page 48: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

Pledging

48

Online Assisted Giving: NEXUS Online: Available to anyone

Pledging Overview

One Time Contribution - Cash, Check, Credit Card

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 PledgingConfirmation

Page 49: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

Pledging

49

Online Assisted Giving: NEXUS Training: Videos, Word doc & PDF

https://www.cfcnexus.org/_root/

Main Menu

Help & training

Pledging Overview

New Visitors To CFC Nexus: Registration - Donors coming to cfcnexus.org for the first time

Returning Donors: Login Or Password Recovery - Donors returning to cfccnexus.org with a previous user account

All Donors: Pledging donors completion of the pledge form on cfcnexus.org

Payroll Coordinators: Processing Pledges

Page 50: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

CFC NEXUS

50

Pledge Training link: https://www.cfcnexus.org/_root/

Thank you for partnering with the CFC!

Page 51: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

CFC Nexus

51

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.

Thank you for partnering with the CFC!

Page 52: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

CFC NEXUS Pledging

52 Thank you for partnering with the CFC!

Make a NEXUS Test Pledge Online: https://www.cfcnexus.org/_root/#

Page 53: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

Mobile Pledging

53 Thank you for partnering with the CFC!

Ways to Contribute NEXUS Mobile Application Online:

Same process

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

Page 54: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

CFC NEXUS Pledge Processing

54 Thank you for partnering with the CFC!

ECC or finance officer requests permission to have payroll coordinator status in the Nexus system

Page 55: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

CFC NEXUS Pledge Processing

55 Thank you for partnering with the CFC!

ECC or finance officer requests permission to have payroll coordinator status in the Nexus system

Page 56: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

CFC NEXUS Pledge Processing

56 Thank you for partnering with the CFC!

ECC or finance officer requests permission to have payroll coordinator status in the Nexus system

Page 57: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

CFC NEXUS Pledge Processing

57 Thank you for partnering with the CFC!

ECC or finance officer requests permission to have payroll coordinator status in the Nexus system

Page 58: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

CFC NEXUS Pledge Processing

58 Thank you for partnering with the CFC!

ECC or finance officer requests permission to have payroll coordinator status in the Nexus system

Page 59: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

CFC NEXUS Pledge Processing

59 Thank you for partnering with the CFC!

ECC or finance officer requests permission to have payroll coordinator status in the Nexus system

Page 60: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

CFC NEXUS Pledge Processing

60 Thank you for partnering with the CFC!

ECC or finance officer requests permission to have payroll coordinator status in the Nexus system

Page 61: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

CFC NEXUS Pledge Processing

61 Thank you for partnering with the CFC!

ECC or finance officer requests permission to have payroll coordinator status in the Nexus system

Page 62: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

CFC NEXUS Pledge Processing

62 Thank you for partnering with the CFC!

ECC or finance officer requests permission to have payroll coordinator status in the Nexus system

Page 63: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

CFC NEXUS Pledge Processing

63 Thank you for partnering with the CFC!

ECC or finance officer requests permission to have payroll coordinator status in the Nexus system

Page 64: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

CFC NEXUS Pledge Processing

64 Thank you for partnering with the CFC!

ECC or finance officer requests permission to have payroll coordinator status in the Nexus system

Page 65: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

CFC NEXUS Pledge Processing

65 Thank you for partnering with the CFC!

ECC or finance officer requests permission to have payroll coordinator status in the Nexus system

Page 66: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

CFC NEXUS Pledge Processing

66 Thank you for partnering with the CFC!

ECC or finance officer requests permission to have payroll coordinator status in the Nexus system

Page 67: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

CFC NEXUS Pledge Processing

67 Thank you for partnering with the CFC!

ECC or finance officer requests permission to have payroll coordinator status in the Nexus system

Page 68: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

CFC NEXUS Pledge Processing

68 Thank you for partnering with the CFC!

ECC or finance officer requests permission to have payroll coordinator status in the Nexus system

Page 69: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

CFC NEXUS Pledge Processing

69 Thank you for partnering with the CFC!

ECC or finance officer requests permission to have payroll coordinator status in the Nexus system

Page 70: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

CFC NEXUS Pledge Processing

70 Thank you for partnering with the CFC!

ECC or finance officer requests permission to have payroll coordinator status in the Nexus system

Page 71: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

CFC NEXUS Pledge Processing

71 Thank you for partnering with the CFC!

ECC or finance officer requests permission to have payroll coordinator status in the Nexus system

Page 72: 2015 Campaign Team Training.  CFC Overview  Office of Personnel Management (OPM) Update  Norcal CFC Overview  Campaign Team Overview  Team Member

CFC NEXUS Pledge Processing

72 Thank you for partnering with the CFC!

ECC or finance officer requests permission to have payroll coordinator status in the Nexus system

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CFC NEXUS Pledge Processing

73 Thank you for partnering with the CFC!

ECC or finance officer requests permission to have payroll coordinator status in the Nexus system

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CFC NEXUS Pledge Processing

74 Thank you for partnering with the CFC!

ECC or finance officer requests permission to have payroll coordinator status in the Nexus system

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CFC NEXUS Pledge Processing

75 Thank you for partnering with the CFC!

ECC or finance officer requests permission to have payroll coordinator status in the Nexus system

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Pledging

76

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

Traditional Pledge Form

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Pledge Form

77

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Pledging

78

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#.

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Thanks You Awards

79 Thank you for partnering with the CFC!

Recognition Coin – Any level of gift Traditional pledge form – request on pledge form EEX & myPay – request form on website Donors don’t give for the donor gift, they can easily feel slighted if promised

something they don’t receive

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Donor Appreciation Award Tracking

80 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

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

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Donor Appreciation Award Tracking

81 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.

Provided online for donor to print out and submit

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Donor Appreciation Award Tracking

82 Thank you for partnering with the CFC!

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Donor Appreciation Award Tracking

83 Thank you for partnering with the CFC!

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

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Donor Appreciation Award Tracking Ledger

84 Thank you for partnering with the CFC!

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What will I miss if I go to the Bathroom?!

Accounting and Reporting Procedures

HURRY BACK!

Stretch Break

85 Thank you for partnering with the CFC!

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Turn-In Flow Chart

86Thank you for partnering with the CFC!

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

LE or PCFO Hub Administrator

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KeyWorker Turn-In Pledge Preparation

87

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

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Campaign Reporting

88

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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

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KeyWorker Turn-In

89

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

90 Thank you for partnering with the CFC!

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

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Key Worker Turn-In

91 Thank you for partnering with the CFC!

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

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Key Worker Turn-Ins

92 Thank you for partnering with the CFC!

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Department/Unit Project Officer Turn-In

93

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.

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Department/Mission Element Turn-In

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Ledger

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Why do I have to do All of This

95 Thank you for partnering with the CFC!

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.

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Why do I have to do All of This

96 Thank you for partnering with the CFC!

2. 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

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PII Compliance

97 Thank you for partnering with the CFC!

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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PII Compliance

98 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.

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PII Compliance

99 Thank you for partnering with the CFC!

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

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PII Compliance

100 Thank you for partnering with the CFC!

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

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PII Compliance

101

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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.

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PII Compliance

102

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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.

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Solicitation Conclusion

103

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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- 18

Ensure Donors receive appreciations awards

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Campaign Recognition

104 Thank you for partnering with the CFC!

2015 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

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Campaign Recognition

105

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2015 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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Campaign Recognition

106

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

Benchmark: 5% above 2014 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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Campaign Celebration

107

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2015 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

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Questions?

Q&A:

108

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2015

Thank you for leading the campaign