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It’s not about the Goal, it’s about the Need 2013 South Bay Kickoff and Coordinator Training.

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Presentation on theme: "It’s not about the Goal, it’s about the Need 2013 South Bay Kickoff and Coordinator Training."— Presentation transcript:

1 It’s not about the Goal, it’s about the Need 2013 South Bay Kickoff and Coordinator Training

2 It’s not about the Goal, it’s about the Need CFC  Established by Executive Order in Signed by President John F. Kennedy  Largest workplace giving campaign in the world and only campaign authorized to solicit and collect contributions from federal employees on behalf of charitable organizations 2

3 It’s not about the Goal, it’s about the Need  Comprised of 40 counties  More than 75,000 Military Personnel and Civilian Employees  2012 Campaign Achievements  Raised $4,091,  13,553 Donors  15.3% Participation  $ Average gift$4,091,963 dollars Norcal CFC 3

4 It’s not about the Goal, it’s about the Need  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 CFC Strategic Plan 4

5 It’s not about the Goal, it’s about the Need  Strategic Plan Implementation CFC Strategic Plan 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.” 5

6 It’s not about the Goal, it’s about the Need  The 8 th Habit Applied: CFC Strategic Plan “Find your voice”… 6

7 It’s not about the Goal, it’s about the Need  The 8 th Habit Applied: CFC Strategic Plan “…and inspire others to find theirs.” 7

8 It’s not about the Goal, it’s about the Need Campaign Theme 8

9 It’s not about the Goal, it’s about the Need OPM Campaign Rules  100% Awareness  100% Opportunity  100% Follow-Up  No Coercion  PII & OSI Compliance  5CFR Part 950 & OPM Memorandum CFC Regulations 9

10 It’s not about the Goal, it’s about the Need Campaign Team Don’t try to run this on your own – put together a team!  Keyworkers (1:25)  For large organizations you might want someone on your team to handle and track the money! 10

11 It’s not about the Goal, it’s about the Need Campaign Team Create the Campaign Plan  Schedule campaign to run only a short period of time  Set measureable goals  Get management support  Plan events – invite charities to speak!  Establish a theme  Personally contact everyone  Have Fun! 11

12 It’s not about the Goal, it’s about the Need Keyworker Role & Responsibilities Solicit contributions from co-workers on behalf of charities 12  Schedule presentations  Distribute Campaign Materials  Ask every employee to contribute!  Check all pledge forms for accuracy  Turn in pledge envelopes to Coordinator  Distribute Commemorative Coin  Have fun and say “Thank You!”

13 It’s not about the Goal, it’s about the Need Campaign Timeline Six Week Solicitation Outline (Most Effective & Efficient)  Solicitation:  Week 1 – 100% Awareness  Kickoff Event/Activity  Week 2 – 100% Opportunity  Group Presentation  Week 3 – 100% Follow Up  Collect Pledges  Week 4 – 6 Follow Up and answer questions 13

14 It’s not about the Goal, it’s about the Need Solicitation Activities Promote Campaign: 1 Oct – 15 Dec  Posters/Flyers  Blasts  Contests  Internal Newsletters  Website  Materials will be available in late September (we will contact you with the details ) 14

15 It’s not about the Goal, it’s about the Need Solicitation Activities Promote Campaign: 1 Oct – 15 Dec  Staff Meetings - “ Mini Kick-Offs”  Schedule them – make a plan  Videos  Thank You Feds video  More Than Just a Bill video  Invite Speakers  Charity Speakers list – – currently under constructionwww.n  Terri’s Poem – Posted on website  Peer Testimonials 15

16 It’s not about the Goal, it’s about the Need Solicitation Activities Mid Campaign Blitz: Oct 21 – 25  Get Your Give ON-Line  Campaign Theme National promotion  Keeps Campaign Momentum Strong  Toolkit provided  Fun Reminder to complete pledging  Second opportunity for campaign marketing:  E-blast postcard reminder 16

17 It’s not about the Goal, it’s about the Need Solicitation Activities Final Blitz  December 1- December 15  It’s about the NEED theme reminder  Season of giving reminder  Tax Deduction reminder  Contribution cut off reminder  Electronic giving will be turned off COB Dec 15  All Contributions should be received by your LE by December 16 17

18 It’s not about the Goal, it’s about the Need Solicitation Tools Tools  CFC Website:  Speakers’ List for Charity Speakers at group presentation  Links to online giving sources ( NEXUS, EEX, myPay)  Searchable Charity Database  PDF Brochure Fill in Pledge Form  All support materials 18

19 It’s not about the Goal, it’s about the Need Solicitation Tips Tips  CFC Focus Group Results  Newer employees need education about what CFC is  Employees felt inundated with 4 – 6 weeks of solicitation  Your Tips - Discussion  Your Tools - Discussion 19

20 It’s not about the Goal, it’s about the Need Pledging Two Ways to Pledge  Traditional  Paper Pledge Form  Online-Three Ways to Pledge (Way to go!)  NEXUS  Employee Express  myPay 20

21 It’s not about the Goal, it’s about the Need Pledge Form 21 Pledge form instructions:

22 It’s not about the Goal, it’s about the Need Pledging 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 not provided; payroll deduction can not be authorized without the SSN; USPS employees may use their Employee ID#. 22

23 It’s not about the Goal, it’s about the Need Pledging Online 23 CFC Website:

24 It’s not about the Goal, it’s about the Need Pledging Online Assisted Giving:  NEXUS Online: Available to anyone  Norcal CFC website link to NEXUS  NEXUS Training: videos, Word doc & PDF  Link to Demo: https://www.cfcnexus.org/_root/ https://www.cfcnexus.org/_root/  Pledging  One Time Contribution - Cash, Check – Print the pledge confirmation  One Time Credit Card – 3% third party convenience banking fee  Continual Gift – Credit Card or Payroll deduction (must renew annually, print & submit form). Your agency might not accept NEXUS payroll deductions - check with your payroll department!  Register  Search for charities  Complete Pledging  Confirmation 24

25 It’s not about the Goal, it’s about the Need CFC NEXUS Overview 1. Registration 25

26 It’s not about the Goal, it’s about the Need CFC NEXUS Pledging 1. Registration 26

27 It’s not about the Goal, it’s about the Need CFC NEXUS Pledging 2. Login 27

28 It’s not about the Goal, it’s about the Need CFC NEXUS Pledging 3. Pledging 28

29 It’s not about the Goal, it’s about the Need 3. Pledging Payroll Deduction only one for NOW Civilian or Military Monthly amount You must agree to terms! CFC NEXUS Pledging 29

30 It’s not about the Goal, it’s about the Need CFC NEXUS Pledging 3. Sign Pledge 30

31 It’s not about the Goal, it’s about the Need CFC NEXUS Pledging 31

32 It’s not about the Goal, it’s about the Need CFC NEXUS Pledging SPECIAL INSTRUCTIONS Please make sure you print your pledge and turn your pledge with cash or check into your keyworker. Keyworkers will turn your form in to your payroll office. 32

33 It’s not about the Goal, it’s about the Need CF NEXUS Pledging SPECIAL INSTRUCTIONS Credit Card contributions: -Fill in thank you gift award information online -Complete thank you gift confirmation form and submit to keyworker. Pledge will be processed by your bank card. 33

34 It’s not about the Goal, it’s about the Need CFC NEXUS Pledging 4. Confirmation 34

35 It’s not about the Goal, it’s about the Need CFC NEXUS Pledging 4. Confirmation 35

36 It’s not about the Goal, it’s about the Need EEX Pledging Ways to Contribute  Employee Express  Only participating agencies that have paid for the module (e.g. IRS)  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 36

37 It’s not about the Goal, it’s about the Need EEX Pledging 37 Combined Federal Campaign

38 It’s not about the Goal, it’s about the Need EEX Pledging 38 This is the top part of the next screen. Note that some information may be pre-filled. Note that payroll elections are effective for only one calendar year. Last year’s contributions will NOT carry over to this year!

39 It’s not about the Goal, it’s about the Need EEX Pledging 39 This is the middle part of the same page where you can search for a charitable organization several different ways (by number, name, service category or composite search.) Select the related search button to initiate your search. Search results will return at the Bottom of this same page.)

40 It’s not about the Goal, it’s about the Need EEX Pledging 40 This is the bottom part of the same page where search results are presented. Select your charity(s) by clicking the “Add to Cart” button(s).

41 It’s not about the Goal, it’s about the Need EEX Pledging 41 Scroll up to the top part of the same page. Confirm (or enter) your “Pay Period Contribution” amount, edit the charity(s) you selected (if necessary), then click “Save Selected Charities and Continue.”

42 It’s not about the Goal, it’s about the Need EEX Pledging 42 This is the top part of the next page. Confirm your contribution amount and charity(s) are accurate.

43 It’s not about the Goal, it’s about the Need EEX Pledging 43 This is the bottom part of the same page. Enter the required information. Entries are required for each cell in order to continue. The “Amount Release”, “Name Release”, and “Contact Release” release your personal information to your selected charities. The “Recognition Release” relates to your desire to receive the 2013 Commemorative Coin. Click “Save”.

44 It’s not about the Goal, it’s about the Need EEX Pledging 44 This is the top part of the final page used for final confirmation of your CFC contribution. Ensure all information is correct. Note this payroll action begins with the first payroll in 2014 and ends with the final payroll in 2014.

45 It’s not about the Goal, it’s about the Need EEX Pledging 45 This is the bottom part of the final page. Ensure the information entered is accurate. Click the “Yes” button if everything is correct otherwise click “No” if you wish to change/correct information, charity or contribution amount.

46 It’s not about the Goal, it’s about the Need myPay Pledging Ways to Contribute  myPay Online: Payroll deduction only  Norcal CFC website link to myPay  myPay Overview  Login: https://mypay.dfas.mil/mypay.aspx https://mypay.dfas.mil/mypay.aspx  Select CFC option  Search for charities  Pledge  Confirmation 46

47 It’s not about the Goal, it’s about the Need Combined Federal Campaign option added to MyPay Main Menu myPay Pledging 47

48 It’s not about the Goal, it’s about the Need Donor selects “Add New Contribution” myPay Pledging 48

49 It’s not about the Goal, it’s about the Need 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 Code. Norcal Campaign Code is All other donors’ campaign information will be automatically populated myPay Pledging 49

50 It’s not about the Goal, it’s about the Need Entering an invalid campaign code will result in an error message Norcal Campaign Code is 0106 myPay Pledging 50

51 It’s not about the Goal, it’s about the Need 1.Active duty Army, Navy, and Air Force personnel must “Confirm Campaign” prior to continuing 2.Other donors will not see this screen Norcal Campaign Code 0106 myPay Pledging 51

52 It’s not about the Goal, it’s about the Need Donor selects donation amount per pay period/month Key Training Point Maximum allowable total donation for military personnel is $833/month. For donations higher than that, military donors should use a paper pledge form myPay Pledging 52

53 It’s not about the Goal, it’s about the Need Donors can search for charities in multiple ways: 5-digit Charity Code, Charity Name, Type of service or AFR %. myPay Pledging 53 PCFO recommendation: Use charity search on website and simply use myPay for transaction

54 It’s not about the Goal, it’s about the Need Key Training Point Donor can select a maximum of 30 charities. Donors wishing to designate more than 30 charities should use paper pledge forms myPay Pledging 54 PCFO recommendation: Use charity search on website and simply use myPay for transaction

55 It’s not about the Goal, it’s about the Need The donor enters the per pay period or per month donation amount myPay Pledging 55

56 It’s not about the Goal, it’s about the Need Balance remaining is automatically calculated Donor has the option to continue or add / delete charities myPay Pledging 56

57 It’s not about the Goal, it’s about the Need 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 Code myPay Pledging 57 Unit Codes provided on back side of e-pledging flyer

58 It’s not about the Goal, it’s about the Need Final review and opportunity for donor to confirm intent myPay Pledging 58

59 It’s not about the Goal, it’s about the Need Key Training Point Donor can view print PDF pledge form for recordkeeping. Donor will complete e-pledging flyer pledge confirmation form myPay Pledging 59

60 It’s not about the Goal, it’s about the Need Mobile Pledging - NEXUS Ways to Contribute  NEXUS Mobile Application Online:  NEXUS Demo:  QR Codes require a QR Reader app (Free download) 60

61 It’s not about the Goal, it’s about the Need Thanks You Awards 61

62 It’s not about the Goal, it’s about the Need Donor Appreciation Award Tracking  PCFO Tracking Form Provided for Keyworkers  Each Keyworker keeps a list of their 25 co-workers with a check box of whether or not an employee requested a coin and if they have received it  Although Donors don’t give just to receive the coin, they can easily feel slighted if they requested one and don’t receive it  General Thank You award provided with your campaign materials; distribute as pledge forms/confirmation forms are collected by keyworker 62

63 It’s not about the Goal, it’s about the Need Donor Appreciation Award Tracking 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 Coordinator  Keyworker reports gifts needed on report envelope for turn-in  Coordinator tracks Org gift needs on master tracking form 63

64 It’s not about the Goal, it’s about the Need Donor Appreciation Award Tracking Ledger 64

65 It’s not about the Goal, it’s about the Need Turn-In Flow Chart DonorsKeyworker ECC (Coordinator) Federal Payroll Office CFC Staff (LE) (Regional PCFO Office) Charitable Organizations 65

66 It’s not about the Goal, it’s about the Need Keyworker Turn-In Pledge Preparation  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  myPay pledge confirmation forms  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 66

67 It’s not about the Goal, it’s about the Need Campaign Reporting Contribution Collections Tips  Keyworkers Collect Contributions &/or Confirmation Forms Weekly  PII & OSI Compliance –remove cover when submitting to Coordinator  Keyworkers make regular time to turn in report envelope with Coordinator  Ensure your turn-in leaves plenty of time for both Keyworker and Coordinator verify envelope content and sign off on report envelope for chain of custody (IG compliance)  Recommend one day prior to turn-in to LE 67

68 It’s not about the Goal, it’s about the Need Keyworker Turn-In Envelope Verification - Weekly Turn-Ins with Coordinator  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 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 68

69 It’s not about the Goal, it’s about the Need Keyworker Turn-Ins Campaign Reporting The Coordinator or designee (finance officer) will collect all Keyworker envelopes, verify the contents with the Keyworker and turn in to Coordinator weekly. 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 69

70 It’s not about the Goal, it’s about the Need Keyworker Turn-Ins 70

71 It’s not about the Goal, it’s about the Need PII Compliance 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 71

72 It’s not about the Goal, it’s about the Need 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. 72

73 It’s not about the Goal, it’s about the Need 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. 73

74 It’s not about the Goal, it’s about the Need PII Compliance 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 74

75 It’s not about the Goal, it’s about the Need PII Compliance 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 75

76 It’s not about the Goal, it’s about the Need PII Compliance 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. 76

77 It’s not about the Goal, it’s about the Need Why do we have to do all that? 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 77

78 It’s not about the Goal, it’s about the Need Solicitation Conclusion  Electronic Giving turned off COB Dec 15 (regulations)  All Contributions Received by UPO: December 16  Final Turn-ins scheduled with LE Dec 16 – 20  Ensure Donors receive appreciations awards  Always say “Thank You” ! 78

79 It’s not about the Goal, it’s about the Need Campaign Recognition 2013 Certificates of Appreciation  Recognize all keyworkers & Campaign Volunteers  Track name, department, Agency  Template provided on website 79

80 It’s not about the Goal, it’s about the Need Campaign Recognition 2013 Agency Hero Nominations  All Federal Agency Campaign Team members may be nominated  Submit Hero Nominations by December 15  Nominate anyone you see going above and beyond during the Campaign  Heroes are selected by the LFCC and honored at the Campaign Celebration  Heroes may also be submitted to National Awards Committee for National recognition 80

81 It’s not about the Goal, it’s about the Need Questions? Q&A: 81

82 It’s not about the Goal, it’s about the Need 2013


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