2015 Campaign Team Training. VA Contact Info 2 Thank you for partnering with the CFC! Amanda...

2015

Campaign Team Training

VA Contact Info

2 Thank you for partnering with the CFC!

Amanda Martinez Environmental Management Service Training Officer (EMS-DEN)Eastern Colorado Health Care System1055 Clermont St, Denver, CO 80220Direct (303) 399-8020 ext 6648Cell (303)908-1839

Joseph Marin

CFC Overview Office of Personnel Management (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:


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

• Only authorized charity fundraising in Federal workplace

• 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.

• Designation Campaign – not all charities receive funds

• Each region sets Campaign Solicitation period sometime between September 15 – December 15 each year

CFC FACTS


CFC Organizational Chart

5

Executive CommitteeSupport

Federal Agency Directors & Military Senior Commanders

LFCCOversight & Mentorship

Agency Head Reps

Charitable Organizations

PCFOBoard of DirectorsCampaign Director

Campaign Coordinators

Employee Campaign Coordinators or Installation Project Officers

Unit/Dept Coordinators100 or more employees

Key Workers1 per every 25

OPMRegulators

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

Thank you for partnering with the CFC!

http://www.ecfr.gov/cgi-bin/text-idx?c=ecfr&sid=569c1c4656c28089f08a60caec928f29&rgn=div5&view=text&node=5:2.0.1.1.42&idno=5

http://www.opm.gov/combined-federal-campaign/reference-materials/defense-directive/meals-entertainment-directive.pdf

http://www.gao.gov/products/B-325023

http://www.opm.gov/combined-federal-campaign/reference-materials/memos/

http://www.opm.gov/combined-federal-campaign/reference-materials/defense-directive/503501.pdf

http://www.opm.gov/combined-federal-campaign/reference-materials/defense-directive/503505.pdf

Online Giving

Donor Confidentiality

Efficiency - Reduced administrative workload

Accuracy

PII

Multiple Giving Platforms

Lack of Reporting Mechanism for the Government platforms

EEX

myPay

OPM Strategic Focus

7 Thank you for leading the CFC!

100% Awareness

100% Opportunity

100% Follow-Up

No Coercion

PII & OSI Compliance

Agency Ethics Rules

CFC Regulations & Rules Summary


OPM Universal Giving


Fed Members

Local – All Regions National International

Online Universal Giving

IndependentsFederations Federations FederationsIndependents Independents

Fed MembersFed Members

Rocky Mountain CFC:

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Pikes Peak & Rocky Mountain Merged effective January 2015

37 counties and covers the Front Range in Colorado

Serve approximately 79,000 Federal Employees & Military Personnel

Rocky Mountain CFC raised over $3.7 Million in 2014

RM CFC 2014 Results:

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$3,737,684

RM CFC 2014 Results:

12


51%

49%

Agency/Installation Team Overview

13


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

http://larrymedcalfe.com/page/4/

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

Key Worker

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

16 Thank you for leading the CFC!

Online Flyer

Thermometer

Post It Reminder

Post It Note

Get Your Give ON-Line

www.rockymountaincfc.org

Campaign Resources:


http://www.rockymountaincfc.org/_root/index.php?content_id=5213

Training – “More Than Just a Bill”

Answers FAQs

Promoting

“Be a Change Maker”

“Thank you Feds”

National Videos

President Obama Message

2015 Honorary National Chair, John Brennan, CIA Director Message

“I Make It Possible”

Videos:


http://www.rockymountaincfc.org/_root/index.php?content_id=5200

http://www.rockymountaincfc.org/files/ROCKY%20MTN%202015%20CFC%20Video%20small.mp4

http://www.rockymountaincfc.org/_root/

http://www.cfctoday.org/resources/2015-campaign-videos-messages-and-psas




Campaign Activities

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ECC/IPO Campaign Implementation: Late September

Receive Materials Pick Up Denver Federal Center/ Building 123 PAFB (flight line)

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

Promote Campaign Post Promotional Posters Distribute Pledging Tools

Charity Brochure Pledge Form

Advertise Kick Off Event

Solicitation Timeline


Recommended Six Week Solicitation Window

(Most Effective & Efficient)

Solicitation:

Week 1 – 100% Awareness (Agency/Installation wide)

Kickoff Event/Activity

Week 2 – 100% Opportunity

Group Presentation (KW Department/Unit)

Week 3 – 100% Follow Up

Collect Pledges

Week 4 – 6 Follow Up

Solicitation Tips

21

Make the Ask

The Number One Reason People don’t Give…they weren’t asked

Provide campaign materials

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

Opportunity: Meaningful Contact

Solicitation Activities

22


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 Activities

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 23

VA Calendar

24


CFC VA Kick Off Charity Fair – Wednesday, 7 October 1:00-3:00pmAuditorium

ROCKY MOUNTAIN COMBINED FEDERAL CAMPAIGNinvites you to attendVA CFC Kick-Off and Charity Fair“Be A Change Maker”Wednesday, October 7, 201511:00am- 3:00pmAuditorium

Visit with charitiesGive-away and prizes awardedFor more information, contact your CFC POCor visit www.rockymountaincfc.org

Solicitation Activities


Awareness: Best Practices

Giving Methods

27

Reoccurring Gift:

Payroll Deduction – 90% of campaign

myPay

Nexus Payroll Deduction – All Personnel


Giving Methods

28

Online:

Online: CFC Nexus

Mobile Pledging

Credit Card Giving

CFC Paper Pledge Form

Pledging Online

29

CFC Website: www.rockymountaincfc.org

To practice: https://emssdemo.dfas.mil/MYPAY.ASPX Login ID 999999991, Password Xma$1225

Combined Federal Campaign on Main Menu

myPay Pledging

30Click on myPay logo in top left corner

myPay Pledging

31

Website Charity Search – www.rockymountaincfc.org

Login

Campaign Code & Confirm - 0141

Enter Charity

Enter Allotment Amount

Enter Unit Code – 1173 VA - Eastern Colorado Healthcare System, Denver


myPay Pledging

32

• 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; • 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 Pledging

33

• The ‘Campaign Search’ screen is only be shown to active duty Army, Navy, and Air Force Personnel. This information is automatically provided for active duty Marines and Federal civilians.

• Maximum donation amount for military personnel is $833/month; for civilians is $1,000/pay period.

• Donors can designate to a maximum of 30 charities (29 if there are ‘undesignated’ funds remaining).

• Donors must be trained to enter their Command/Unit or Federal Agency/Office name code for pledges to be properly credited.

• There is no paperwork associated with this pledge type. The donor can print a receipt for his/her records. Highly recommend that they print this.

Pledging

34

Online Assisted Giving:

Website links to NEXUS

NEXUS IS WEB-BASED:

DOES NOT TIE DIRECTLY TO A GOV’T PAYROLL SYSTEM

PLEDGES MUST STILL BE MANUALLY PROCESSED Credit Card Giving, Cash or Check

Pledging

35

Pledging

36

Online Assisted Giving: NEXUS Training: Videos, Word doc & PDF

https://www.cfcnexus.org/_root/

Main Menu

Help & training

Pledging Overview

New Visitors To CFC Nexus: Registration - Donors coming to cfcnexus.org for the first time

Returning Donors: Login Or Password Recovery - Donors returning to cfccnexus.org with a previous user account

All Donors: Pledging donors completion of the pledge form on cfcnexus.org

Payroll Coordinators: Processing Pledges

CFC NEXUS

37

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


CFC Nexus

38

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 Pledging


Make a NEXUS Test Pledge Online: https://www.cfcnexus.org/_root/#

Mobile Pledging


Ways to Contribute NEXUS Mobile Application Online:

Same process

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

KeyWorker Turn-In Pledge Preparation

41

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 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

42


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

43

Envelope Verification - Weekly Turn-Ins

Collect and Verify Report envelopes for Weekly Turn-In

Verify # of each type of pledge in envelope Verify $ of each type of pledges reported Verify e-pledging appreciation award confirmation forms

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

Sign off on report envelope once content and report accuracy are verified


Key Worker Turn-Ins


Campaign ReportingThe UPO followed by the ME will collect all KW envelopes, verify the contents with the KW/UPO and turn in to IPO/Finance Officer weekly. IPO/finance officer will re-verify the content of the envelopes with the ME project officer. A chain of custody transition form on the envelope will be signed by the all parties at each level of turn-in. ( IG Compliance)

NEXUS cash & Check Forms ONLY

Traditional Forms

Key Worker Turn-In


Campaign ReportingTraditional form gift requests, Nexus, EEX & myPay award appreciation confirmation forms are collected and recorded on the envelope.

Donor Gift Request Form

Installatio

n: ____________________________

Do

no

r: _____________________________U

nit N

ame:

____________________U

nit C

od

e:__________________________

Gift L

evel: G

eneral

Silver (one hour’s pay per pay period)

Go

ld (tw

o hour’s pay per pay period)

Eag

le S

ilver Eag

le G

old

en E

agle

I p

refer no

t to receive a d

on

or ap

preciatio

n g

ift.

Pledge Form Gift Request

Key Worker Turn-Ins


Department/Unit Project Officer Turn-In

47

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.

Why do I have to do All of This


1. OIG tracking All pledge envelopes must be accounted for at all times

If pledge envelopes were to be misplaced, the ECC/IPO would know from the ledger what envelopes were unaccounted for

If the PCFO were to misplace envelopes the hub director could go back to the Ledger to track the date of the turn-in.

Why do I have to do All of This


2. OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum OPM generally defines PII as information that:

Can be used to discern or trace a person’s or entity’s identity; and alone or combined with other information can be used to compromise the integrity of agency records relating to a person by permitting access to unauthorized disclosure of these records

Pledge form

PII Compliance


OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum OPM defines OSI as any information:

Related to the Federal donor or charitable entity that could alone, or combined with other information, be used to commit fraudulent acts against the Federal donor or charitable entity. For example, a donor’s home address, bank account number or routing number would constitute other sensitive information.

PII Compliance


OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum

Campaign Responsibilities

It is the local campaign’s responsibility to ensure it has implemented adequate controls to protect against the unauthorized release and misuse of personally identifiable and other sensitive information. Local campaigns are responsible for the proper handling of PII and OSI, regardless of location.

PII Compliance



Campaign Responsibilities

Restricting access to PII and OSI to only those individuals who have a business need for it

Keeping paper documents with PII or OSI in locked storage rooms or safes which can only be accessed by authorized users or security personnel

PII Compliance



Reporting PII Breaches

A breach of PII or OSI includes the actual or suspected loss of control, compromise, unauthorized disclosure, unauthorized acquisition, or unauthorized access of PII or OSI whether physical or electronic

PII Compliance

54


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

55



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

56


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 Donors receive appreciations awards

Campaign Recognition

57


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


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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



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

Questions?

Q&A:

60


2015

Thank you for leading the campaign

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