2015 team buckley campaign team training. cfc overview opm update rocky mountain cfc overview ...

2015

TEAM BUCKLEY Campaign Team Training

CFC Overview OPM Update Rocky Mountain 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!

CFC Organizational Chart


Executive CommitteeSupport

Federal Agency Directors & Military Senior Commanders

LFCCOversight & Mentorship

Agency Head Reps

Charitable Organizations

PCFOBoard of DirectorsCampaign Director

Employee Campaign Coordinators or Installation Project Officers

Unit/Dept Coordinators100 or more employees

Key Workers1 per every 25

OPM

Average gift continues to increase while participation continues to decrease Baby Boomers Retiring – transitioning demographics Decreasing Volunteer Base - Downsizing government

personnel/more contracting PII Security Issue & Processing Inefficiency – Traditional

paper pledges Inefficiency – Local campaign geographic boundaries Ineffective – Lack of immediate donor feedback

CFC Trends & Challenges

Thank you for partnering with the CFC!

OPM Update

5

New Regulations Effective 2017

Address the trends & Challenges

Bring the CFC into the 21st CenturyOnline Campaign

Moving towards 100% online giving within four yearsImmediate Disaster ReliefNew employees can give w/in 30 days of being hiredLengthened Solicitation Period

Regulated Campaign solicitation period 1 Sept - 15 Jan. Regions can pick a time period within these start and finish dates.

Immediate Charity Acknowledgement of Contribution

Online Giving

OPM initiative – PII

Donor Confidentiality

Efficiency - Reduced administrative workload

Accuracy

Cost Reductions to process pledges

Multiple Giving Platforms

Lack of Reporting Mechanism for the Government platforms

OPM Strategic Focus

6 Thank you for leading the CFC!

Universal Giving


Fed Members

Local – All Regions National International

Online Universal Giving

IndependentsFederations Federations FederationsIndependents Independents

Fed MembersFed Members

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


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


RM CFC 2014 Results:

10


$3,737,684

RM CFC 2014 Results:

11


51%

49%

The 8th Habit:

CFC Strategic Plan

12


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

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.”

Team Development/Training

Virtually Connect Personnel to CFC Charity Causes

Engage Newer Personnel & Young Federal Employees

Rocky Mountain Region Focus: Campaign Engagement


1411

nourish

strengthen

Care for

sustain

helpempower

transform

improve

Safeguardequip

CURe

Encouragerenew

motivate provide

Support

restore

supplyinspire

Be A Change Maker… Protect

Promotional Materials

Brochure & Poster

15 Thank you for leading the CFC!

Online Flyer

Thermometer Post It Reminder

Post It Note

Get Your Give ON-Line

Training – “More Than Just a Bill”

Answers FAQs

Promoting

“Thank you Feds”

Be A Change Maker Power Point Slide Show

“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:


Campaign Team Overview

17


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

19


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

20


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


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

25


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

26


ECC/IPO Campaign Implementation: Late September

Receive materials Pick UP Denver Federal Center PCFO delivery

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

Post promotional posters Distribute pledging tools

Charity brochure Pledge form

Begin promotional e-blasts

Solicitation Activities

27


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 Invite Speakers

Charity Speakers list – www.rockymountaincfc.org – currently under construction

Terri’s Poem – Posted on website

Peer Testimonials


28


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

Solicitation ActivitiesFinal Blitz December 1- December 15

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

29

Solicitation Timeline


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



Best Practices



Promote CampaignCharity Fairs

28

Solicitation Tools


Tools CFC Website: www.rockymountaincfc.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

Giving Methods

36

Online:

Online:

CFC Paper Pledge Form - PDF

CFC Website: www.rockymountaincfc.org

Giving Methods

37

Reoccurring Gift:

Payroll Deduction – 90% of campaign

myPay

DoD Military and Active Duty Civilians

Independent Defense Agencies

EPA, Dept of Energy, HHS, VA


Pledging


Ways to Contribute myPay - The platform will be used until national systems

are introduced by OPM in the future. DOD

Military Civilian

Others Veterans Administration Dept of Energy Health and Human Services

myPay - Used across three payroll systems: DCPS (Civilians) DJMS (Army, Navy and Air Force) MCTFS (Marines)

myPay Pledging


Lessons Learned: 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; CIVPAY limit of $1,000 per pay period added this year 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.

myPay Modifications


: New Instructions Universal Giving Continues – use OPM or Rocky Mountain

website for charity search prior to using myPay Time Out Warnings

myPay Control Board will not authorize additional time for transaction

Warnings have been modified but 20+10 limit remains (30 minutes total)

Combined Federal Campaign on Main Menu

myPay Pledging

41 Thank you for partnering with the CFC!Click on myPay logo in top left corner

Log in with CAC or i.d.

myPay Pledging


myPay Pledging


Off season message: Last contribution Per Pay PeriodLast contribution Annual Amount

Browse CharitiesPrint PDF of Last Card

myPay Pledging


Maximum time per session = 30 minutes

Combined Federal Campaign option added to MyPay Main

Menu 1 SEP to 15 DEC

myPay Pledging

45

Donor selects “Add New Contribution”

myPay Pledging

46


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

47

Entering an invalid campaign code will result in an error message

DoD recommendation – Use charity search on website and simply use myPay for transaction

myPay Pledging

48

1. Active duty Army, Navy, and Air Force personnel must “Confirm Campaign” prior to continuing

2. Other donors will not see this screen

DoD recommendation – Use charity search on website and simply use myPay for transaction

myPay Pledging

49

Donors can search for charities in

multiple ways.

The donor can specify the 5-digit Charity

Code.

DoD recommendation– Use charity search on website and simply use myPay for transaction

myPayPledging

50

The donor can select

charities or return to

search for additional

charities or modify results

Key Training Point

Donor can select a maximum of 30 charities. Donors

wishing to designate more than 30 charities should use paper

pledge forms

The donor enters the per pay period

or per month donation amount

myPay Pledging

51Thank you for partnering with the CFC!

The donor enters the per pay period

or per month donation amount

Balance remaining is automatically

calculated

Donor has the option to continue or add /

delete charities

myPay Pledging


Unit Codes provided website: http://www.norcalcfc.org/_root/index.php?content_id=5119

myPay Pledging

53

Balance remaining is automatically

calculated

Donor has the option to continue or add /

delete charities

Pledging


Pledge summary is displayed;undesignated

funds are automatically

calculated and displayed

Key Training Point For an

organization’s pledges to be

properly credited the donor MUST

enter the Command/Unit or

Federal Agency/Office

Pledging


Key Training Point Work e-mail

required at top.

Personal e-mail required for

acknowledgment. Campaign can only release personal e-mail addresses to

charities.

Pledging


Final review and opportunity for

donor to confirm intent

Pledging


Key Training Point No forms will be

submitted to Keyworker. Donor can view print PDF

pledge form for recordkeeping.

Pledging


Pledging

60

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

Pledging

61

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


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

Philanthropist LevelAvailable for contributions of $249-$999

Leadership CircleAvailable for contributions of $1000 +

Donor Appreciation Award Tracking


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

form when 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



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

Donor Appreciation Award Tracking Ledger


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

Accounting and Reporting Procedures

HURRY BACK!

Stretch Break


Turn-In Flow Chart

69Thank 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

70

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 Do not collect donor e-mail receipts

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

71


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

72

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

77

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

78

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.

Why do I have to do All of This


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

PII Compliance


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


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

85


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

86



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

87


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 CFC Staff has your totals for Awards

Campaign Recognition

88


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


89

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



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

Campaign Celebration

91


2016 Campaign Celebration – January 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:

92


2015

Thank you for leading the campaign

2015 team buckley campaign team training. cfc overview opm update rocky mountain cfc overview ...

Documents

rm cfc

cfc strategic plan

cfc organizational chart

campaign engagementthank

opm directives b

army regulations ar600

new regulations effective

time period