2013 ECC & Keyworker Training. CFC 2 Thank you for partnering with the CFC! Established by Executive Order in 1961. Signed by President John F. Kennedy

2013

ECC & Keyworker Training

CFC

2 Thank you for partnering with the CFC!

Established by Executive Order in 1961. Signed by President John F. Kennedy

Largest workplace giving campaign in the world and only campaign authorized to solicit and collect contributions from federal employees on behalf of charitable organizations

Only authorized solicitation of Federal employees on behalf of charities

Designation campaign

Stephen Covey – The 8th Habit “From Effectiveness to Greatness”

Create culture for giving

Create campaign ownership

Educate donors on the impact, benefit and effectiveness of their contribution through the CFC (increase donor awareness)

Integrate workplace and personal core values into campaign (“service before self,” “leaving a legacy”.)

Increase participation by attracting/cultivating new donors

Increase donations

Enhance the giving experience

Link donors and human health & welfare program recipients

CFC Strategic Plan

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

Barbara Barfield - Campaign Director719-531-5501 [email protected]

Irma Jones - Campaign Operations Manager720-999-2015 [email protected]

Cari Allen - Campaign Coordinator720-352-5076 [email protected]

Chuck Bader - USPS Account Manager719-232-3373 [email protected]

Anita Obando – Larimer & Weld Counties719-999 -1015 [email protected]

Jennifer Weems – Gift Redemption Manager415-571-4852 [email protected]

PCFO Contact Info

5

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.”

The 8th Habit Applied:

CFC Strategic Plan


“Find your voice”…

The 8th Habit Applied:

CFC Strategic Plan


“…and inspire others to find theirs.”

CFC Timeline


Plan for a “campaign solicitation window”Establish a “clear” Kick-off and closing

dateSchedule meetings to collect contributions

and to evaluate what’s working and what’s not working

Campaign Timeline

10

Thank you for partnering with the CFC!

Recommended Six Week Solicitation Outline

(Most Effective & Efficient)

Solicitation:

Week 1 – 100% Awareness

Kickoff Event/Activity

Week 2 – 100% Opportunity

Group Presentation

Week 3 – 100% Follow Up

Collect Pledges

Week 4 – 6 Follow Up and answer questions

Themes:

11

OPM Campaign Rules

100% Awareness

100% Opportunity

100% Follow-Up

No Coercion

PII & OSI Compliance

5CFR Part 950

OPM Directives

OPM Memorandum

CFC Regulations


Campaign Team

13


Employee Campaign Coordinator (ECC) or Military Installation Project Officer (IPO)

Department or Mission Element Project Officers

KeyWorkers (1:25)

Event & Activities Volunteers

Finance Officer//Payroll Coordinator

Event Participants

Other Volunteers

Campaign Team Best Practices


Secure Top-Down Support

Set a Timeline and Goal

Create Awareness

Coordinate a Solicitation Process

Incorporate Fun

Say “Thank You”

Campaign Team Roles

15


Employee Campaign Coordinator (ECC) or Installation Project Officer (IPO)

Team Leader!

Recruit the Department/Division Team

Inspire

Motivate

Create the Campaign Plan

Plan, organize & host a promotional event

Distribute Materials to Keyworkers

Campaign Reporting

Campaign Follow Up

Campaign Team Roles


Personally contact each employee you serve

Distribute campaign materials

Discuss importance of charity needs

Solicit contributions

Collect pledges

Report pledges

Pledge follow up

Award distribution

Keyworker

Solicitation Tips


Tips CFC Focus Group Results

Newer employees need education about what CFC is

Employees felt inundated with 4 – 6 weeks of solicitation

Your Tips - Discussion

Your Tools - Discussion

Solicitation Tips


Tips The Number One Reason People don’t Give…they

weren’t asked

Ask sincerely

Discuss reasons for giving

Personal, Family, Friend Service/Benefit Impact

Pay Forward – Future Impact

Encourage Payroll Deduction

Remain available as a resource

Say “thank you” often

Solicitation Tools


Tools CFC Website: www.rockymountaincfc.org

Searchable Chariy Database

Links to online giving sources ( NEXUS, EEX, myPay)

PDF Brochure Fill in Pledge Form

All Support materials

All Training materials

Links to OPM

Links to CFC National Foundation Website

Tools Training – “More Than Just a Bill”

Answers FAQs

Promoting – “Thank you Feds”

Promoting – “I Make It Possible”

link to CFC National Foundation website CFCToday: http://www.cfctoday.org/_root/index.php?

main_menu_id=1&content_id=5259

2013 Video Options:


Solicitation Activities

21Thank you for partnering with the CFC!

Promote Campaign: 24 Sept – 15 Dec Posters/Flyers

Email Blasts

Contests

Internal Newsletters

Website

Promotional Materials

22


Poster

Thermometer

Rocky Mountain CFCwww.rockymountaincfc.org

Get Your Give ON-Line

Flyer

Thermometer



Promote CampaignCharity Fairs

22


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Promote Campaign: 24 Sepr – 15 Dec Staff Meetings or Commander’ Call

“Mini Kick-Offs” at Staff Meetings or Commanders Calls Target timeframe: Oct

Videos Thank You Feds video

I Make It Possible

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

construction

Terri’s Poem – Posted on website

Peer Testimonials



Mid Campaign Blitz: Oct 21 - 25 Get Your Give ON-Line

Campaign Theme National promotion Keeps Campaign Momentum Strong Simplest means of giving

CFC Nexus myPay Employee Express

Toolkit provided Fun Reminder to complete pledging Second opportunity for campaign marketing: E-blast postcard reminder


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Final Blitz December 1- December 15

It’s about the NEED theme reminder

Season of giving reminder

Tax Deduction reminder

Contribution cut off reminder

Electronic giving will be turned off COB Dec 15

All Contributions Received by UPO: December 16

Ensure totals for Awards have been submitted

Final Turn-Ins scheduled with PCFO Account Managers

Dec 16- 20



Best Practices

Giving Methods

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CFC Rocky Mountain CFC Paper Pledge Form

Online: Employee Express or myPay

Online: CFC Nexus

Mobile Pledging

Credit Card Giving

Giving Methods

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Reoccurring Gift:

Payroll Deduction – 95% of campaign

Employee Express – Participating Federal agencies

myPay

DoD Military and Active Duty Civilians

Independent Defense Agencies

EPA, Dept of Energy, HHS, VA

Nexus Payroll Deduction – All Personnel


Giving Methods

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One Time Gifts:

Credit Card

Nexus

Cash, Check

Nexus

Traditional pledge form (hard copy or PDF)


Pledging Materials

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Pledge Form

__ __ __ __ __ __ __ __ __ __

Turn in the portion of form to Keyworker Installation: ___________________ Donor: _____________________Unit Name: ____________________ Unit Code: __________________

Gift Level: General Patriot (one hour’s pay per pay period) Hero (two hour’s pay per pay period)

Eagle Silver Eagle Golden Eagle

I prefer not to receive a donor appreciation gift.

Get Your Give

ON-Line One time credit card, cash or checkReoccurring Payroll deduction

Appreciation Award Confirmation

Donor Appreciation Awards

Reporting Envelope

Pledging

32


Pledge Form

Pledge Form

Pledging

33

Traditional Form IG Audit Findings:

Illegible, ff it is unreadable, the pledge may not be processed correctly

Monthly gift is listed as the annual gift

Designation to an invalid code; pledges can oly be made to agencies listed in this region’s brochure

From isn’t signed; payroll deduction cannot be authorized if the form isn’t signed

Social security numbers is not provided; payrol deduction can not be authorized without the SSN; USPS employees may use their Employee ID#.


Pledging

34

Online Assisted Giving: NEXUS Online: Available to anyone

Rocky Mountain CFC Website links to NEXUS

NEXUS Training: videos, Word doc & PDF https://www.cfcnexus.org/_root/

Pledging Overview

One Time Contribution - Cash, Check,

One Time Credit Card – 3% third party convenience banking fee

Continual Gift – Payroll deduction (must renew annually, print & submit form)

Register Search for charities Complete Pledging Confirmation

CFC NEXUS

35

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


CFC Nexus

36

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.


CFC NEXUS Overview

37

1. Registration


CFC NEXUS Pledging


1. Registration

CFC NEXUS Pledging


2. Login

CFC NEXUS Pledging

40

3. Pledging


3. Pledging

Payroll Deduction only one for NOW

Civilian or Military

Monthly amount

You must agree to terms!

CFC NEXUS Pledging


CFC NEXUS Pledging

42

3. Sign Pledge


CFC NEXUS Pledging

43


CFC NEXUS Pledging


SPECIAL INSTRUCTIONS

Please make sure you print your pledge andturn your pledge with cash or check into your keyworker.Keyworers will turn your form in to your payroll office.

CF NEXUS Pledging


SPECIAL INSTRUCTIONS

Credit Card contributions:-Fill in thank you gift award information online-Complete thank you gift confirmation form and submit to keyworker. Pledge will be processed by your bank card.

CFC NEXUS Pledging

46

4. Confirmation


CFC NEXUS Pledging

47

4. E-mail Confirmation


Mobile Pledging


Ways to Contribute NEXUS Mobile Application Online:

Same process

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

Ways to Contribute Employee Express Overview –

Reoccurring payroll deduction only

Check to see if your agency uses Employee Express for your benefits administration (a list is available at cfcnorcal.com)

Log into your Employee Express account to make a pledge

Employee Express pledging closes on December 15, 2013

Pledging

49

Pledging


Ways to Contribute Employee Express

Only participating agencies that have paid for the module

Demonstration: A Demonstration Account is available for all to familiarize Federal users with the CFC-EEX E-Pledge system. Go to https://www.employeeexpress.gov and Login with: 999999994 and Password: Demo#444 (Local charities for this account are in the Atlanta campaign.)

Employee Express Log In Screen

Enter your login ID and Password then click “Sign In”.

EEX Pledging


EEX Pledging


Select the radio button beside your agency then

click “Submit”

Select Your Federal Agency

EEX Pledging

53


Click the “Combined

Federal Campaign”

button.

Select CFC as the payroll action

EEX Pledging


Routine Security Message

Click the “Continue to Main Menu”

button.

This is the top part of the next screen. Note that

some information may be pre-filled. Also see that this

payroll election becomes active on first pay period in January, 2014 and lasts for

only one calendar year.

Select Your Charity(s) & Dollar Amounts (Top of Page)

EEX Pledging


Pledging

56


This is the middle part of the same page where you can search

for a charitable organization several different ways (by

number, name, service category or composite

search.) Select the related search button

to initiate your search.

Search results will return at the bottom of this same page. (See the next PowerPoint

slide.)

Select Your Charity(s) & Dollar Amounts

Pledging


This is the bottom part of the same page where

search results are presented.

Select your charity(s) by clicking the

“Add to Cart” button(s).

Select Your Charity(s) & Dollar Amounts

Select Your Charity(s) & DollarAmount (Top of Page)

Scroll up to the top part of the same page. Confirm (or enter) your

“Pay Period Contribution” amount, edit the charity(s) you selected (if necessary),

then click “Save Selected Charties and

Continue.”

Pledging


Pledging


This is the top part of the next page. Confirm

your contribution amount and

charity(s) are accurate.

Confirm/Edit Charity or Contribution Amount (Top of Page)

Pledging


This is the bottom part of the final page. Ensure the information entered

is accurate.

Click the “Yes” button if everything is correct

otherwise click “No” if you wish to

change/correct information, charity or contribution amount.

Final Confirmation or Edit(Bottom of Page)

EEX Pledging


A charitable payroll deduction satisfies all

documentation requirements for

income tax reporting purposes..

If you wish to receive confirmation of this

payroll action request, enter your email

address and click the “Submit and Return

to Main” button. Otherwise, click the “No

Thanks…” button.

Exit Screen

Pledging


Ways to Contribute myPay Online: Payroll deduction only

Norcal Website links to myPay

myPay Overview

Login: https://mypay.dfas.mil/mypay.aspx

Select CFC option

Search for charities

Pledge

Confirmation

Combined Federal Campaign option added to MyPay Main Menu

myPay Pledging


Donor selects “Add New Contribution”

myPay Pledging


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


Entering an invalid campaign code will result in an error message

myPay Pledging


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

2. Other donors will not see this screenNorcal Region 0106

myPay Pledging

67

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

68


Donors can search for charities in

multiple ways:

5-digit Charity Code, Charity Name, Type of service or AFR

%.

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

myPay Pledging

69

Key Training Point

Donor can select a maximum of 30 charities. Donors

wishing to designate more than 30 charities should use paper

pledge forms

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

myPayPledging

70

The donor enters the per pay period

or per month donation amount

myPay Pledging


Balance remaining is automatically

calculated

Donor has the option to continue or add /

delete charities

myPay Pledging


Pledge summary is displayed;undesignated

funds are automatically calculated and

displayedKey Training Point For an

organization’s pledges to be

properly credited the donor MUST

enter the Command/Unit or

Federal Agency/Office

Code

Unit Codes provided on back side of epledging flyer

myPay Pledging

73

Final review and opportunity for

donor to confirm intent

Pledging


Key Training Point Donor can view print PDF pledge form

for recordkeeping. Donor will complete epleding flyer

pledge confirmation form

Pledging


Thanks You Awards

76


Donor Gifts:

Donor Appreciation Award Tracking


PCFO Tracking Form Provided for ECCs & Keyworkers Each KeyWorker keeps a list of their 25 co-workers with a check box

of what gift that donor requests and whether or not they have received it

Although Donors don’t give for the donor gift, they can easily feel slighted if promised something they don’t receive

General Gift thank you award provided with materials; distribute as pledge forms/confirmation forms are collected by keyworker

Silver & Gold Thank You Awards - provided electronically

Eagle Level Thank You Awards – provided at conclusion of solicitation



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.



Traditional Form Record award information from pledge form

myPay & Nexus Donor fills out and submits donor contribution confirmation

form

Keyworker includes tracking form in report envelope

Keyworker uses tracking form to create list of donor gift needs

Keyworker send tracking form electronically to UPO

Keyworker reports gifts needed on report envelope for turn-in

UPO tracks Unit gift needs on master tracking form

Donor Appreciation Award Tracking Ledger

80

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

Accounting and Reporting Procedures

HURRY BACK!

Stretch Break


Turn-In Flow Chart


KeyWorker Turn-In Pledge Preparation

83

Collect pledges weekly NEXUS

Print outs of cash or check contributions with cash or check Do not collect credit card contributions – collect appreciation award form

Traditional Pledge forms Pledges must be reviewed for completeness, accuracy and legibility

DO NOT make changes to form; contact donor EEX & myPay pledge confirmation forms

Collect and verify forms: Ensure donor’s name and e-mail address is included Ensure unit/office code is completed Ensure gift request is completed

Report totals of each pledge type (cash, check and traditional payroll pledges) on report envelope;

Report number of gifts requested on report envelope

Campaign Reporting

84


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

85

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

Traditional Forms

Donor Gift Request Form

Installatio

n: ____________________________

Do

no

r: _____________________________U

nit N

ame:

____________________U

nit C

od

e:__________________________

Gift L

evel: G

eneral

Silver (one hour’s pay per pay period)

Go

ld (tw

o hour’s pay per pay period)

Eag

le S

ilver Eag

le G

old

en E

agle

I p

refer no

t to receive a d

on

or ap

preciatio

n g

ift.

Pledge Report

87


Report Envelope

Department/Unit Project Officer Turn-In

88

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

89

Ledger

Why do I have to do All of This


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

95


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

96



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

97


Electronic Giving turned off COB Dec 15 (regulations)

All Contributions Received by DPO or UPO: December 16

Ensure CFC Staff has your totals for Awards

Final Turn-ins scheduled with PCFO Dec 16 – 20

Ensure CFC Staff has your totals for Awards

Final Turn-Ins scheduled with PCFO Dec 16- 20

Ensure Donors receive appreciations awards

Campaign Recognition


2013 Certificates of Appreciation Recognized all keyworkers & Campaign Volunteers

Track name, department, Agency

Template provided on website


99


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


100

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

Agency Awards to those that reach 75% of award criteria

Benchmark: 5% above 2012 campaign – silver award 75% of Benchmark – Bronze award

125% of Benchmark – Gold Award

Award Distribution – ECCs and IPOs receive awards from PCFO – January

Internal organization presentation CFC Commander’s call

Staff Meeting

Questions?

Q&A:

101


2013

Documents

2013 ECC & Keyworker Training. CFC 2 Thank you for partnering with the CFC! Established by Executive Order in 1961. Signed by President John F. Kennedy