2015 team buckley campaign team training. cfc overview opm update rocky mountain cfc overview ...
TRANSCRIPT
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
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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
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OPM Update
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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
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Universal Giving
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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
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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
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RM CFC 2014 Results:
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$3,737,684
RM CFC 2014 Results:
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51%
49%
The 8th Habit:
CFC Strategic Plan
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“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
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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
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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:
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Campaign Team Overview
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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
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Secure Top-Down Support
Set a Timeline and Goal
Create Awareness
Coordinate a Solicitation Process
Incorporate Fun
Say “Thank You”
Campaign Team Roles
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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
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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
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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
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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
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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
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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
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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
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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
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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
Solicitation Activities
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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
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Solicitation Timeline
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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
Solicitation Activities
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Best Practices
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Solicitation Activities
Promote CampaignCharity Fairs
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Solicitation Tools
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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
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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
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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
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Online:
Online:
CFC Paper Pledge Form - PDF
CFC Website: www.rockymountaincfc.org
Giving Methods
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Reoccurring Gift:
Payroll Deduction – 90% of campaign
myPay
DoD Military and Active Duty Civilians
Independent Defense Agencies
EPA, Dept of Energy, HHS, VA
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Pledging
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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
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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
40 Thank you for partnering with the CFC!
: 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
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myPay Pledging
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Off season message: Last contribution Per Pay PeriodLast contribution Annual Amount
Browse CharitiesPrint PDF of Last Card
myPay Pledging
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Maximum time per session = 30 minutes
Combined Federal Campaign option added to MyPay Main
Menu 1 SEP to 15 DEC
myPay Pledging
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Donor selects “Add New Contribution”
myPay Pledging
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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
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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
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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
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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
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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
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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
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Unit Codes provided website: http://www.norcalcfc.org/_root/index.php?content_id=5119
myPay Pledging
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Balance remaining is automatically
calculated
Donor has the option to continue or add /
delete charities
Pledging
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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
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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
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Final review and opportunity for
donor to confirm intent
Pledging
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Key Training Point No forms will be
submitted to Keyworker. Donor can view print PDF
pledge form for recordkeeping.
Pledging
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Pledging
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Pledging
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Hard copy/PDF Fill-in - Payroll Deduction, check or cash
Traditional Pledge Form
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Available both in hard form and online as PDF fill-in form
Pledging
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Traditional Form IG Audit Findings:
Illegible, if it is unreadable, the pledge may not be processed correctly
Monthly gift is listed as the annual gift
Designation to an invalid code; pledges can only be made to agencies listed in this region’s brochure
Form isn’t signed; payroll deduction cannot be authorized if the form isn’t signed
Social security numbers is not provided; payroll deduction can not be authorized without the SSN; USPS employees may use their Employee ID#.
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Thanks You Awards
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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
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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
Donor Appreciation Award Tracking
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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
Donor Appreciation Award Tracking
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Donor Appreciation Award Tracking
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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
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What will I miss if I go to the Bathroom?!
Accounting and Reporting Procedures
HURRY BACK!
Stretch Break
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Turn-In Flow Chart
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There may be a Unit Project Officer (UPO) in larger agencies if desired
LE or PCFO Hub Administrator
KeyWorker Turn-In Pledge Preparation
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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
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Contribution Collections Tips Keyworkers Collect Contributions &/or Confirmation
Forms Weekly
PII & OSI Compliance –remove cover when submitting to ECC
KeyWorkers make regular time to turn in report envelope with ECC
Ensure your turn-in leaves plenty of time for both KeyWorker and ECC to verify envelope content and sign off on report envelope for chain of custody (IG compliance)
Recommend one day prior to ECC turn-in
KeyWorker Turn-In
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Envelope Verification - Weekly Turn-Ins with UPO Collect and Verify Report envelopes for Weekly Turn-In
Verify # of each type of pledge in envelope Verify $ of each type of pledges reported Verify e-pledging appreciation award confirmation forms
Collect and verify forms: Ensure donor’s name is on form Ensure donor’s e-mail address is included Ensure unit/office code is completed Ensure gift request is completed
Sign off on report envelope once content and report accuracy are verified
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Key Worker Turn-Ins
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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
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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
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Key Worker Turn-Ins
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Department/Unit Project Officer Turn-In
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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
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Ledger
Why do I have to do All of This
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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
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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
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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
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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
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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
PII Compliance
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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
PII Compliance
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OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum Reporting PII Breaches
In accordance with 5 CFR § 950.104(b)(13) a LFCC is required to immediately report to OPM all potential PII data and OSI breaches -- whether they involve paper documents or electronic information. Potential PII data and OSI breaches must be reported within 30 minutes of discovery via telephone on (202) 606-2564 or email at [email protected] to OPM.
PII Compliance
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OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum
Reporting PII Breaches
Both actual and suspected breaches should be reported, even if it is believed the breach is limited, small, or insignificant. In addition, the LFCC is reminded of its obligation to report all security incidents involving PII to US-CERT within the Department of Homeland Security (see US- CERT web site at http://www.us-cert.gov/federal/reportingRequirements.html) and providing notification to victims of PII or OSI breaches, as appropriate.
Solicitation Conclusion
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Electronic Giving turned off COB Dec 15 (regulations)
All Contributions Received by DPO or UPO: December 16
Ensure CFC Staff has your totals for Awards
Final Turn-ins scheduled with PCFO Dec 16 – 18
Ensure CFC Staff has your totals for Awards
Campaign Recognition
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2015 Agency Hero Nominations All Federal Agency Campaign Team members may be
nominated
Submit Hero Nominations by December 15
Nominate anyone you see going above and beyond during the Campaign
Heroes are selected by the LFCC and honored at the Campaign Celebration
Heroes may also be submitted to National Awards Committee for National recognition
Campaign Recognition
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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
Campaign Recognition
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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
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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:
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2015
Thank you for leading the campaign