Presentation Transcript

1. Metro Denver RegionECC Training 2012

   2012
2. Barbara Barfield, Campaign Director Executive Director for the PCFO Involved with Metro Denver for past 3 years Assist you in coordinating the Campaign Coordinate the Events Liaison between you and charities Advise you on Federal Regulations Assist you with your fiscal accountability President of the “We Love Metro Denver Feds!” Fan Club

   Who am I?

   Thank you for partnering with the CFC! 2

3. PCFO Team

   Barbara BarfieldCampaign Director720-999-1015Barbara@MetroDenverCFC.org BarbaraBarfield@FESforCFC.org Irma Jones Campaign Operations Manager 720-999-2015 MetroDenCFCOperations@comcast.net IrmaJones@FESforCFC.org Cari AllenCampaign Coordinator720-352-5076Cari@MetroDenverCFC.org CariAllen@FESforCFC.org Chuck Bader USPS Account Manager 719-232-3373 unionchuck@hotmail.com ChuckBader@FESforCFC.org 3
4. CFC Overview Metro Denver CFC Employee Campaign Chair Role & Responsibilities Campaign Timeline Break What’s New Pledge Collection & Reporting PII & OSI Security Tips & Tools Questions

   Overview:

   Thank you for partnering with the CFC! 4
5. The mission of the CFC is to promote and support philanthropy through a program that is employee-focused, cost-efficient, and effective in providing all Federal employees the opportunity to improve the quality of life for all Largest and most successful workplace giving campaign in the world Only authorized charity fundraising in Federal workplace Designation Campaign – not all charities receive funds Each region sets Campaign Solicitation period sometime between September 1 – December 15 each year

   CFC

   Thank you for partnering with the CFC! 5
6. Executive Committee Regional Federal Agency Directors

   Metro Denver CFC

   LFCC Regional Military and Federal Agency Reps PCFO Board of Directors Campaign Director Employee Campaign Chairs Key Workers 1 per every 25 Other Volunteers Charitable Organizations Thank you for partnering with the CFC! 6

7. Metro Denver CFC

   Approximately 40,000 Federal Employees in 17 counties Raised $3.5 Million in 2009 and 2010; 3.1 in 2011 Geographic campaign hubs: Boulder & Northern areas Downtown Denver Federal Center & Lakewood Buckley & Aurora Hubs supported with PCFO supported multi-agency kick-off events Website: www.metrodenvercfc.org 7

8. Metro Denver CFC

   Strategic Plan To educate donors on the impact, benefit and effectiveness of their contribution through the CFC (increase donor awareness) To integrate workplace and personal core values into campaign (“service before self,” “leaving a legacy”.) To increase participation by attracting/cultivating new donors To increase donations To enhance the giving experience To link donors and human health & welfare program recipients Thank you for partnering with the CFC! 8

9. Metro Denver CFC

   Strategic Plan Implementation 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.” Thank you for partnering with the CFC! 9

10. Metro Denver CFC

    The 8th Habit Applied: “Find your voice”… Thank you for partnering with the CFC! 10

11. Metro Denver CFC

    The 8th Habit Applied: “…and inspire others to find theirs.” Thank you for partnering with the CFC! 11

12. What’s New

    2012 Initiatives Overview: OPM Directive NEXUS paper pledge NEXUS Check Pledge NEXUS Credit Card Giving Mid Campaign Blitz Thank you for partnering with the CFC! 12
13. 2012 Campaign Activities Outline Planning – Today – End of August (two weeks) Campaign team recruitment Goal Setting Activities/Events Kick-off Presentations Preparation – Early Sept – Mid Sept (Two Weeks) Meet with team Set internal reporting plan Determine activities to support goal Promote & Execution – Late Sept – Dec 15

    Campaign Timeline

    13 Thank you for partnering with the CFC!
14. Six Week Campaign Outline (Most Effective & Efficient) Campaign: 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

    Campaign Timeline

    Thank you for partnering with the CFC! 14

15. 2012 Campaign Theme

    Campaign Focus Online Giving 15
16. Metro Denver CFC Rule #1: Must Have Fun!

    Metro Denver CFC Rules

    Thank you for partnering with the CFC! 16

17. Metro Denver CFC Rules

    Rule #2: Must Have Chocolate! Thank you for partnering with the CFC! 17

18. Metro Denver CFC Rules

    Rule #3: Keep It Simple! Thank you for partnering with the CFC! 18
19. OPM Campaign Rules 100% Awareness 100% Opportunity 100% Follow-Up No Coercion PII & OSI Compliance 5CFR Part 950 & OPM Memorandum

    Metro Denver CFC

    Thank you for partnering with the CFC! 19
20. Employee Campaign Chair (ECC) Team Leader! Recruit the Department/Agency/Division Team Create the Campaign Plan Inspire Motivate Campaign Reporting Campaign Follow Up

    Who are You?

    Thank you for partnering with the CFC! 20
21. Employee Campaign Chair KeyWorkers (ideally 1:25) Events Volunteers Event Participants Other Volunteers

    Campaign Team

    Thank you for partnering with the CFC! 21
22. Campaign Planning: Now Thru end of August Recruit 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

    Thank you for partnering with the CFC! 22
23. Campaign Planning: Now until End of August Determine Campaign Potential Verify Staff Numbers Use this formula to determine Campaign Potential: # of Staff X Average Annual Salary ($59,964*) X .006 = Every person giving one hours’ pay per paycheck Example: Metro Denver Region 40,000 staff * $81,258 * .006 = $14,391,360

    Campaign Activities

    Thank you for partnering with the CFC! 23
24. Campaign Planning: Now until End of August Set Goal Compare Campaign Potential to Last Year’s Actual; Factor in variables like the COLA freeze, downsizing, etc… Set a reasonable goal that will encourage your Campaign participants to be generous and that feels comfortable with your culture Consider the National participate rate of 30%; compare your organization’s participation to gage potential factoring

    Campaign Activities

    Thank you for partnering with the CFC! 24

25. Campaign Activities

    Campaign Planning: Now until End of August Set Goal Share your goal recommendation with your Department/Agency Head – Use CFC presentation template for detailing how you reached the goal you set Have your Department/Agency Head sign off on the goal and circulate it among your co-workers Display thermometer prominently so everyone can see how close you are to reaching that goal Thank you for partnering with the CFC! 25
26. Campaign Planning: Now until End of August Campaign Plan Presentation Campaign Overview Shares your goal recommendation and how you reached the goal Provides information about planned event/activity Stages the support your request from Agency Head/Department head

    Campaign Activities

    Thank you for partnering with the CFC! 26

27. Campaign Activities

    PCFO Campaign Preparation: Early September Materials Distribution – boxing completed ASAP Traditional Materials Posters & Flyers – Distributed at Keyworker Training Brochures & Pledge forms boxed according to personnel strength Also available in PDF format on website Thank you gifts – provided at turn-ins Thank you for partnering with the CFC! 27

28. Campaign Activities

    ECC Campaign Preparation: Early September Event Kick-off/Activity Confirm Logistics – set up/ break down Secure Charity Involvement Charity Fair Charity Speaker Fun Element – set up/ break down Recruit Event Volunteers Confirm Employee Testimonial Request Agency Head/Dept Head to speak Promote On-line Giving Materials Distribution Thank you for partnering with the CFC! 28
29. ECC Campaign Planning: Now Thru End of August Plan Activities/Events Kick-off Fair Charity Speakers at a Group Presentation Chili Cook-offs Bake Sales Penny Wars Your Ideas?

    Campaign Activities

    Thank you for partnering with the CFC! 29
30. Promote Campaign: Sept 15 – Dec 15 Promote Campaign Posters/Flyers Email Blasts Internal Newsletters Inform CFC staff to put on Website Schedule pickup of Campaign Materials Materials will be available in late September (we will email you with the details )

    Campaign Activities

    Thank you for partnering with the CFC! 30
31. 2012 PCFO Supported Campaign Hub Events Boulder LABS Employee Picnic & CFC Kickoff: September 12 from 11:30 – 1:00 Downtown: USPS Parking lot 951 20th Street September 25 from 11:00 – 1:30 Denver Federal Center Kickoff: Sept 26 from 11:00 am to 1:00 pm. 150+ Charities! Buckley AFB: Gym – September27 from 11:00 -1:00 Collaborate with other ECCs near you to join resources

    Campaign Activities

    Thank you for partnering with the CFC! 31
32. Mid Campaign Blitz: Oct 15 - 19 Get Your Give ON-Line Campaign Theme promotion National promotion Simplest means of giving CFC Nexus Employee Express Toolkit provided

    Campaign Activities

    Thank you for partnering with the CFC! 32

33. Campaign Activities

    Mid Campaign Blitz: Oct 15 - 19 National Promotion Keeps campaign Momentum Strong Fun Reminder to complete pledging Second opportunity for campaign marketing: Business card size reminder E-blasts Agency Head/Department Head Encouragement Real time tracking on NEXUS Thank you for partnering with the CFC! 33
34. Contribution Collections Keyworkers Collect Contributions Weekly PII & OSI Compliance KeyWorkers collect contributions from staff and make regular time to Turn In those contributions with you Ensure your Turn-in Time with KeyWorkers leaves plenty of time for you both to sign off for accountability Recommend day prior to Hub ECC turn-in

    Campaign Reporting

    Thank you for partnering with the CFC! 34
35. Weekly Turn-Ins: Compliance Requirement Locations needed: Email MetroDenCFOperations@comcast.net or call 720-999-2015 if you’d like to host a weekly office space for Turn-Ins. Bonus: You won’t have to travel somewhere else to do your Turn-In Projected Turn In sites: EPA at 16th and Wynkoop Boulder Labs Buckley AFB

    Campaign Activities

    Thank you for partnering with the CFC! 35

36. Campaign Activities

    Weekly Turn-Ins: PCFO Scheduled Turn-In Day for campaign hubs Boulder/Northern Downtown DFC Buckley/Aurora Select Time on Schedule You will meet same time/day each week for Turn-in with CFC Staff Thank you for partnering with the CFC! 36
37. 2012 Campaign Ledger Prepare Ledger for Weekly Turn-In ECCs will have an electronic Ledger to track the contributions each week. They will review this Ledger with CFC Staff at every Weekly Turn-In Ledger must be verified in person; deposit slips prepared in front of ECC; ECC and PCFO Account Manager sign off on Leder & deposit slip Weekly Turn-In Weekly Turn-Ins are essential to our PII & OSI safety plan

    Campaign Reporting

    Thank you for partnering with the CFC! 37
38. Thank You Awards Tracking PCFO Tracking Form Provided Each KeyWorker keep 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 ThankYou awards provided weekly at Turn-In.

    Campaign Reporting

    Thank you for partnering with the CFC! 38
39. Final Blitz December 1- December 14 All Contributions Received by ECC: December 14 Ensure CFC Staff has your Totals for Awards EEX and Nexus will be turned off COB December 14 Final Turn-Ins scheduled with PCFO Account Managers Dec 17- 21 DO NOT MAIL CONTRIBUTIONS – Verification required

    Campaign Results

    Thank you for partnering with the CFC! 39

40. Campaign Recognition

    2012 Agency Hero Nominations All Federal Agency Campaign Tea 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 Thank you for partnering with the CFC! 40
41. 2012 Certificates of Appreciation Recognized all keyworkers & Campaign Volunteers Track name, department, Agency PCFO form provided Forward list to PCFO Account Manager Report to PCFO Certificates will be: PCFO generated and provided Agency generated and distributed

    Campaign Recognition

    Thank you for partnering with the CFC! 41
42. 2012 Campaign Celebration – January TBA Ensure all staff have the details regarding the Campaign Celebration The Celebration is for everyone who contributed to the campaign including donors and volunteers Attend the Campaign Celebration Charities will be planning the event this year so no Fed has to work on the event where they are being thanked! Door prizes Awards and Individual Recognition

    Campaign Celebration

    Thank you for partnering with the CFC! 42
43. 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 & Tools

    Thank you for partnering with the CFC! 43
44. Tools CFC Website: www.MetroDenverCFC.org Speakers’ List for Charity Speakers at group presentation Links to online giving sources Calendar with event details PDF Brochure Fill in Pledge Form Searchable Charity Database All ECC support Materials

    Solicitation Tips & Tools

    Thank you for partnering with the CFC! 44
45. Award Gold, Silver & Bronze Awards Agency Awards to those that reach 75% of award criteria Benchmark: 5% above 2011 campaign – silver award 75% of Benchmark – Bronze award 125% of Benchmark – Gold Award

    Agency Awards

    Thank you for partnering with the CFC! 45
46. Stretch Break

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

    Thank you for partnering with the CFC! 46
47. Ways to Contribute On-Line NEXUS Payroll Deduction One time cash, check or credit card Employee Express https://www.employeeexpress.gov/agencies.aspx Payroll deduction Mobile Application - NEXUS Traditional Pledge From Payroll Deduction One-Time Cash or Check Donation

    Pledging Overview

    Thank you for partnering with the CFC! 47
48. Ways to Contribute NEXUS Online: Metro Denver Website that links to NEXUS NEXUS Training Follow link; Follow instructions: Register Pledge Confirmation NEXUS Payroll Coordinator Training

    Pledging

    Thank you for partnering with the CFC! 48

49. Pledging

    Ways to Contribute NEXUS Mobile Application Online: NEXUS Demo: www.cfcnexus.org/_root/mobile/ Thank you for partnering with the CFC! 49

50. 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.) Thank you for partnering with the CFC! 50

51. Pledging

    Ways to Contribute Traditional Payroll Deduction, check or cash Paper Pledge Form Thank you for partnering with the CFC! 51

52. Turn-In Flow Chart

    Thank you for partnering with the CFC! 52

53. Key Worker Turn-Ins

    Campaign ReportingOn a weekly basis, the ECC will collect all KW envelopes, verify the contents with the KW and turn in to CFC Staff. CFC Staff will re-verify the content of the envelopes with the ECC. A chain of custody transition form on the envelope will be signed by the ECC and the LE at each turn-in. ( IG Compliance) Thank you for partnering with the CFC! 53
54. ECCs Check KeyWorker Envelopes Verify BOTH the dollar amounts AND the number of each kind of donation. Verify that the name on the check, matches the name on the pledge form (if not, note the name of the donor on the check and the name from the check on the pledge form).

    Key Worker Turn-Ins

    Thank you for partnering with the CFC! 54
55. ECCs Collection from KeyWorker If collecting from larger organizations that have multiple departments, offices, units or even shifts (sub-sections), the ECCs will track and turn in those pledges by the corresponding subsection. (ie USPS GMF Tour 1, Tour 2, Tour 3 This ensures proper credit to each part of that organization AND if donor information has to be verified, it provides for a contact closer to the donor to validate. Each of these subsectionsshould fill out their own KeyWorker Envelope, which would then be collected by the ECC. ECC or Finance officer will record multiple envelopes on EC ledger

    ECC Turn-In

    Thank you for partnering with the CFC! 55
56. Collection from ECCS ECC’s should fill in a ledger that documents each of the KeyWorker envelopes they receive each week. A ledger should be provided every time they turn in to CFC Staff, and these ledgers should only include the amounts physically being turned in at that time.

    PCFO Turn-In

    Thank you for partnering with the CFC! 56
57. ECC Ledger

    ECC Turn-In

    Thank you for partnering with the CFC! 57

58. PCFO Turn-In

    Campaign ReportingOn a weekly basis, CFC Staff will collect ECC-collected contributions – CFC Staff will verify the contents for accuracy with the ECC during the turn-in. A chain of custody transition form will be signed at each turn-in. Thank you for partnering with the CFC! 58
59. CFC Staff will Cross Check the Envelopes Against the ECC Ledger

    PCFO Turn-In

    Thank you for partnering with the CFC! 59
60. CFC Staff Check KeyWorker Envelopes After verifying the envelopes against the ledger, and verifying BOTH the dollar amounts AND the number of each kind of donation in each envelope, CFC Staff will separate cash and checks from the pledge cards – verify that the name on the check, matches the name on the pledge form (if not, note the name of the donor on the check and the name from the check on the pledge form).

    PCFO Turn-In

    Thank you for partnering with the CFC! 60
61. ECC Ledger After Cross checking each envelope – CFC Staff will provide the requested supplies, and ECC and CFC Staff will sign off on the ECC ledger.

    PCFO Turn-In

    Thank you for partnering with the CFC! 61
62. 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

    PII Compliance

    Thank you for partnering with the CFC! 62
63. OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum For example, a name alone would generally not constitute PII, but when linked to his or her social security number (SSN), date of birth, or mother's maiden name, would constitute PII.(PLEDGE FORM)

    PII Compliance

    Thank you for partnering with the CFC! 63
64. 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

    Thank you for partnering with the CFC! 64
65. OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum

    PII Compliance

    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. Thank you for partnering with the CFC! 65
66. OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum

    PII Compliance

    Campaign Responsibilities Proper control and handling of PII and OSI residing in collection envelopes, on computers, on removable media, and on paper and electronic documents Ensuring portable data storage and communication devices are properly controlled and secured at all times Thank you for partnering with the CFC! 66
67. OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum

    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 Thank you for partnering with the CFC! 67
68. OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum

    PII Compliance

    LFCC Responsibilities LFCC should ensure any organization applying for the PCFO understands these responsibilities and addresses its plan for protecting PII and OSI in the written campaign plan provided with its application to administer the CFC The PCFO has an LFCC-approved plan, process and procedures that must be strictly adhered to for protecting PII and OSI information Thank you for partnering with the CFC! 68
69. OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum

    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 Thank you for partnering with the CFC! 69
70. OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum

    PII Compliance

    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 cfc@opm.gov to OPM. Thank you for partnering with the CFC! 70
71. 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.

    Why do we have to do all that?

    Thank you for partnering with the CFC! 71
72. OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum

    Why do we have to do all that?

    Your cooperation in protecting donor and charity privacy and preventing identity theft is appreciated! Thank you for partnering with the CFC! 72
73. Tools Donor Gifts:

    Thanks You Awards

    Thank you for partnering with the CFC! 73
74. Questions?

    Q&A:

    Thank you for partnering with the CFC! 74

75. PCFO Team

    Barbara BarfieldCampaign Director720-999-1015Barbara@MetroDenverCFC.org BarbaraBarfield@FESforCFC.org Irma Jones Campaign Operations Manager 720-999-2015 MetroDenCFCOperations@comcast.net IrmaJones@FESforCFC.org Cari AllenCampaign Coordinator720-352-5076Cari@MetroDenverCFC.org CariAllen@FESforCFC.org Chuck Bader USPS Account Manager 719-232-3373 unionchuck@hotmail.com ChuckBader@FESforCFC.org 75

76. Metro Denver Region

    2012