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2013 Rocky Mountain Region Employee Campaign Chair Training.

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Presentation on theme: "2013 Rocky Mountain Region Employee Campaign Chair Training."— Presentation transcript:

1 2013 Rocky Mountain Region Employee Campaign Chair Training

2  CFC Overview  Rocky Mountain CFC  Employee Campaign Chair Role & Responsibilities  Campaign Timeline  Solicitation Tips, Tools & Activities  Giving Methods  Break  Pledge Collection & Reporting  PII & OSI Security  Tips & Tools  Q&A Overview: 2 Thank you for partnering with the CFC!

3 PCFO Team Eddie Bracken, Chairman of the Board, Irma Jones, Operations Manager, Barbara Barfield, Campaign Director, Cari Allen, Campaign Coordinator, Jen Weem, Electronic Giving Coordinator, Chuck Bader, USPS Campaign Coordinator 2013

4 Barbara Barfield - Campaign Director Irma Jones - Campaign Operations Manager Cari Allen - Campaign Coordinator Chuck Bader - USPS Account Manager Anita Obando – Larimer & Weld Counties Jennifer Weems – Gift Redemption Manager PCFO Contact Info 4

5  The mission of the CFC is to promote and support philanthropy through a program that is employee-focused, cost-efficient, and effective in providing all Federal employees the opportunity to improve the quality of life for all  Largest and most successful workplace giving campaign in the world  Only authorized charity fundraising in Federal workplace  Designation Campaign – not all charities receive funds  Each region sets Campaign Solicitation period sometime between September 15 – December 15 each year CFC 5 Thank you for partnering with the CFC!

6 Rocky Mountain CFC 6 Thank you for partnering with the CFC!

7 Rocky Mountain CFC 7 Thank you for partnering with the CFC! Executive Committee Regional Federal Agency Directors PCFO Board of Directors Campaign Director LFCC Regional Military and Federal Agency Reps Employee Campaign Chairs Key Workers 1 per every 25 Other Volunteers Charitable Organizations

8  Approximately 42,000 Federal Employees in 20 counties  Raised $3.0 Million in 2012  Geographic campaign hubs:  Boulder  Downtown  Denver Federal Center & Lakewood  Buckley & Aurora  Larimer & Weld Counties  Hubs supported with PCFO supported multi-agency kick-off events  Website: Rocky Mountain Region 8

9 2013 Initiatives Overview:  Campaign merger with Larimer & Weld Counties  myPay Online Giving  Goal criteria What’s New 9 Thank you for partnering with the CFC!

10 Themes: 10

11  Kick Off Theme – “Moving Mountains” We have combined with 2 other regions, so we wanted to have an inclusive idea that all regions could promote at all of our events. Themes: 11 Thank you for partnering with the CFC!

12 Training – “More Than Just a Bill” Promoting – “Thank you Feds” Promoting – “I Make It Possible” 2013 Video Options: 12 Thank you for partnering with the CFC!

13  Stephen Covey – The 8 th 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 CFC Strategic Plan 13

14 Rule #1: Must Have Fun! Rocky Mountain CFC Rules 14 Thank you for partnering with the CFC!

15 Rule #2: K eep I t S imple! Rocky Mountain CFC Rules 15 Thank you for partnering with the CFC!

16  100% Awareness  100% Opportunity  100% Follow-Up  No Coercion  PII & OSI Compliance  5CFR Part 950 & OPM Memorandum OPM Campaign Regulations 16 Thank you for partnering with the CFC!

17 Campaign Team 17 Thank you for partnering with the CFC! BUILD YOUR TEAM  KeyWorkers (1:25)  Event & Activities Volunteers  Finance Officer/Payroll Coordinator  Other Volunteers  Event Participants

18 What do I do? 18 Thank you for partnering with the CFC! Employee Campaign Chair (ECC)  Team Leader!  Recruit the Department/Agency/Division Team  Create the Campaign Plan  Inspire  Motivate  Educate & Train  Campaign Reporting  Campaign Follow Up

19 Campaign Timeline 19 Thank you for partnering with the CFC! Six Week Solicitation Outline (Most Effective & Efficient)  Ideal Solicitation Period (6 weeks from Oct 1-Nov 15)  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

20 Solicitation Activities 20 Promote Campaign: September 30 – December 15  Schedule pickup of Campaign Materials  Materials will be available Sept at the DFC  Will be available for pick up at Hub kick off events too  Promote Campaign  Posters/Flyers  Blasts & Internal Newsletters  Events, Activities & Staff Meeting  Attend a Hub Kick Off with your team  Plan your own agency kick off

21 Solicitation Activities 21 Thank you for partnering with the CFC! Promote Campaign: 1 Oct – 15 Dec  Commander’ Call or Staff Briefings  “ Mini Kick-Offs” held at Commanders Calls  Target timeframe: Sept - Oct  Videos  USAFA Superintendent Support Video  Thank You Feds video  Invite Speakers  Charity Speakers list –  Terri’s Poem – Posted on website  Peer Testimonials

22 Solicitation Tips 22 Thank you for partnering with the CFC! Tips  CFC Focus Group Results  Newer employees need education about what CFC is  Employees felt inundated with 4 – 6 weeks of solicitation  Run condensed solicitation in three weeks

23 Solicitation Tools 23 Thank you for partnering with the CFC!  CFC Website:  Searchable Charity Database  Links to online giving sources  PDF Brochure Fill in Pledge Form  All support materials  PDF of hard materials  Charity Speakers’ List  All Training Tools

24 Ideas from Last Year 24 Thank you for partnering with the CFC! Chili Cook-Off/ Crock Pot Cook- Off with different categories Candy Grams Fall Festival with pumpkin carving contest, cubicle decorating contests, costume contest Scavenger Hunt 5K walk or run Silent Auction/Basket Auction Bake Sales/Burrito Sales Penny Drive Motorcycle Ride Pie in the Face Jeans or Sports Gear on Fridays Ice Cream Social/Sundae Bar

25 PCFO Supported Campaign Hub Events:  Boulder NOAA, Boulder, CO – Wed, Sept. 11:00am – 1:30pm  Denver Federal Center, Lakewood, CO –  Tues, Sept. 11:00am – 1:30pm (Rain Day Sept 26)  Downtown Kick Off, Denver, CO –  Wed, Sept 11:00am – 1:30pm  Buckley Air Force Base, Aurora, CO –  Wed, Oct 11:00 am – 1:30pm  Larimer County – TBA Solicitation Events: 25 Thank you for partnering with the CFC!

26 CFC Charity Fairs

27 Solicitation Activities 27 Thank you for partnering with the CFC! Mid Campaign Blitz: Oct  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

28 Solicitation Activities 28 Final Blitz  December 1- December 13  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

29 Solicitation Wrap Up 29  All Contributions Received by ECC: December 13  Ensure totals for Awards have been submitted  Final Turn-Ins scheduled with PCFO Account Managers  Dec

30 Promotional Materials 30 Thank you for partnering with the CFC! Poster Thermometer Rocky Mountain CFC Get Your Give ON-Line Flyer Thermometer

31 Pledging Materials 31 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 check Reoccurring Payroll deduction Appreciation Award Confirmation Donor Appreciation Awards Reporting Envelope

32 Giving Methods 32 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

33 Giving Methods 33 One Time Gifts:  Credit Card  Nexus  Cash, Check  Nexus  Traditional pledge form (hard copy or PDF)

34 Giving Methods 34 Thank you for partnering with the CFC!  NEXUS Mobile Application Online:  NEXUS Demo:

35 What will I miss if I go to the bathroom? Campaign Pledging & Reporting Hurry back Stretch Break 35 Thank you for partnering with the CFC!

36 Pledging 36 Thank you for partnering with the CFC! Pledge Form

37 Pledging 37 Traditional Form IG Audit Findings: OPM Compliance training  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#.

38 Pledging 38 NEXUS Online Assisted: Available to anyone;  Rocky Mountain CFC Website links to NEXUS  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)  NAF, and non Employee Express or myPay personnel:  Register  Search for charities  Complete Pledging  Print & submit  Confirmation

39 CFC NEXUS 39  Pledge Training link: https://www.cfcnexus.org/_root/https://www.cfcnexus.org/_root/

40 CFC Nexus 40 CFC NEXUS  Pledging  Demo Link: https://www.cfcnexus.org/_root/ https://www.cfcnexus.org/_root/

41 CFC NEXUS Overview Registration

42 Pledging 42 Thank you for partnering with the CFC!  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: and Password: Demo#444 (Local charities for this account are in the Atlanta campaign.)https://www.employeeexpress.gov

43 Pledging 43 Thank you for partnering with the CFC! myPay Online: Payroll deduction only  Pikes Peak Region Website links to myPay  Website Charity Searchable database (step 1)  myPay Transaction (step 2)  Login: https://mypay.dfas.mil/mypay.aspx https://mypay.dfas.mil/mypay.aspx  Select CFC option  Search for charities (not recommended)  Pledge  Confirmation

44 Thanks You Awards 44 Thank you for partnering with the CFC!  Donor Gifts:

45 Donor Appreciation Award Tracking 45 Thank you for partnering with the CFC!  PCFO Tracking Form Provided for UPOs & 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

46 Donor Appreciation Award Tracking 46 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

47 Donor Appreciation Award Tracking 47 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  Patriot (one hour’s pay per pay period)  Hero (two hour’s pay per pay period)  Eagle  Leadership  Mile HIgh  I prefer not to receive a donor appreciation gift.

48 48 __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ 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  Leadership  Mile HIgh  I prefer not to receive a donor appreciation gift. Get Your Give ON-Line One time credit card, cash or check Reoccurring Payroll deduction

49 Donor Appreciation Award Tracking Ledger 49

50 Turn-In Flow Chart 50 Thank you for partnering with the CFC! DonorsKeyworkerECC Federal Payroll Office CFC Staff (Regional PCFO Office) Charitable Organizations

51 Campaign Reporting 51 Weekly Turn-Ins: Starting October 14-December 13  Irma’s Turn In sites:  Boulder – Tuesday  Denver Federal Center – Wednesday  Lakewood – Thursday  Cari’s Turn In sites:  Downtown – Tuesday  South Denver – Wednesday  Aurora & Buckley – Thursday  Chucks Turn In: Coordinates all USPA  Anita’s Turn In Sites:  Larimer – Tuesday  Weld – Wednesday

52 Contribution Collection Tips 52 Thank you for partnering with the CFC!  Keyworkers Collect Contributions &/or Confirmation Forms Weekly  PII & OSI Compliance –remove cover when placing in envelope to submit to UPO  Do not staple cash & checks to forms  KeyWorkers make regular time to turn in report envelope with ECC  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 UPO turn-in

53 KeyWorker Turn-In Pledge Preparation 53  All donors should turn in something:  Traditional Pledge forms  Pledges must be reviewed for completeness, acccuracy and legibility  Copy & Copy 2  NEXUS  Print out of cash or check contributions with cash or check  Do not collect credit card print out – collect appreciation award form  Employee Express & myPay pledge confirmation forms  Appreciation award form - Collect and verify forms:  Ensure donor’s name and 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

54 Key Worker Turn-In 54 Thank you for partnering with the CFC! Campaign Reporting The ECC/ IPO/Finance Officer will collect all KW envelopes, verify the contents turn in to PCFO Account Manager weekly. ECC/IPO/finance officer will re- verify the content of the envelopes with the PCFO Account Manager. 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 Installation: ____________________________ Donor: _____________________________ Unit Name:____________________ Unit Code: __________________________ Gift Level:  General  Silver (one hour’s pay per pay period)  Gold (two hour’s pay per pay period)  Eagle  Silver Eagle  Golden Eagle  I prefer not to receive a donor appreciation gift.

55 KeyWorker Turn-In 55 ECC Envelope Verification - Weekly Turn-Ins  Collect and Verify KW Report envelopes  Verify # of each type of pledge in envelope  Verify $ of each type of pledges reported  Verify that the name on the check, matches the name on the pledge form (if not, note the name of the donor on the check and the name from the check on the pledge form).  Verify e-pledging appreciation award confirmation forms  Collect and verify forms:  Ensure donor’s name is on form  Ensure donor’s 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

56 Pledge Report 56 Thank you for partnering with the CFC! Report Envelope

57 ECC Turn-In 57 Thank you for partnering with the CFC! ECCs Collection from KeyWorker  If collecting from larger organizations that have multiple departments, offices, units or even shifts (sub-sections), the ECCs will track and turn in those pledges by the corresponding subsection. (ie USPS GMF Tour 1, Tour 2, Tour 3 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 fill out their own KeyWorker Envelope, which would then be collected by the ECC.  ECC or Finance officer will record multiple envelopes on EEC ledger  ECC’s use Master Ledger to record all financial envelopes AND donor gift requests

58 ECC Turn-In 58 Thank you for partnering with the CFC! ECCs Ledger

59 PII Compliance 59 Thank you for partnering with the CFC! 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

60 PII Compliance 60 Thank you for partnering with the CFC! OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum  For example, a name alone would generally not constitute PII, but when linked to his or her social security number (SSN), date of birth, or mother's maiden name, would constitute PII. (PLEDGE FORM)

61 PII Compliance 61 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.

62 PII Compliance 62 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.

63 PII Compliance 63 Thank you for partnering with the CFC! OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum  Campaign Responsibilities  Proper control and handling of PII and OSI residing in collection envelopes, on computers, on removable media, and on paper and electronic documents  Ensuring portable data storage and communication devices are properly controlled and secured at all times

64 PII Compliance 64 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

65 PII Compliance 65 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

66 PII Compliance 66 Thank you for partnering with the CFC! OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum  Reporting PII Breaches  In accordance with 5 CFR § (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) or at to OPM.

67 Why do we have to do all that? 67 Thank you for partnering with the CFC! 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 cert.gov/federal/reportingRequirements.html) and providing notification to victims of PII or OSI breaches, as appropriate.http://www.us- cert.gov/federal/reportingRequirements.html

68 Campaign Recognition 68 Thank you for partnering with the CFC! 2013 Certificates of Appreciation  ECC’s will track all Key Workers and Campaign Volunteers  PCFO form provided.  ECC’s will turn in the master list to PCFO Rep by Dec 13.  PCFO will have certificates available for Key Workers and Campaign Volunteers at the Celebration Event.  ECC’s can have a final meeting that recognizes these personnel and celebrate how your agency met the needs of the community through the CFC.

69 Campaign Celebration 69 Thank you for partnering with the CFC! 2013 Campaign Celebration – January 15  Ensure all staff have the details regarding the Campaign Celebration  The Celebration is for everyone who contributed to the campaign including your key workers, donors and volunteers  Attend the Campaign Celebration  Charities will be planning the event  Agency Awards and Individual Recognition

70 Campaign Celebration: 70 Thank you for partnering with the CFC!

71 Agency Awards 71 Thank you for partnering with the CFC! Agency Awards  Gold, Silver & Bronze Awards  Formula based on raised funds from last year and current employee counts  Awards are given to those that reach 75% of award criteria  Benchmark: 5% above 2012 campaign  75% of Benchmark – Bronze award  100% of Benchmark – Silver award  125% of Benchmark – Gold Award

72 Campaign Recognition 72 Thank you for partnering with the CFC! 2013 Agency Hero Nominations  All Federal Agency Campaign Team members may be nominated  Submit Hero Nominations by December 13  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

73 What is my job? To help people understand WHY & HOW Why participate? Why give? Personal Compelling stories How do I choose? How do I give? On-line, PDF, or Paper Pledge Form Q&A: 73 Thank you for partnering with the CFC!

74 Get with your ECC and other Key Workers to …  Plan your campaign goals and dates  Promote your campaign plan  Pick CFC Kick-off Fair to attend  Plan an In-house staff kick off/meeting – show video and hand out materials ( flyers, forms, brochure (if needed)  Plan other events in the giving period – Chili cookoff, bake sale, golf tournament, etc  Train employees on giving process Next Steps 74 Thank you for partnering with the CFC!

75 Plan campaign implementation  Pick collection day with Key Workers  Communicate with PCFO Acct Exec about which day you’ll meet  Agree on the goals your agency will working toward  Get Envelope & Donor Award Ledger – fill out for every meeting with PCFO Acct Exec  Hand out materials – flyers, forms, brochure (if needed) Next Steps: 75 Thank you for partnering with the CFC!

76 Questions? Q&A: 76 Thank you for partnering with the CFC!

77 THANK YOU For going above & beyond! Q&A: 77 Thank you for partnering with the CFC!

78 2013 Rocky Mountain Region


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