Presentation Transcript

1. Campaign Coordinator’s Training September 24 & 26, 2013 @ 1 pm Webinar address: https://connectmeeting.att.com Audio Dial in number - 1-877-810-9415 Access code 7298855
2. Agenda Coordinator Overview Pledging Website Tutorial How to pledge Coordinator tools Pledging Form Coordinator Report Form
3. Campaign Calendar Key Dates October 1 – Campaign Begins, Website Opens November 30 – Send in paper pledges December 13 – Online Campaign Ends (updated) December 30– Final paper pledges deadline/Fundraising Money due January 31 – Final fundraising money deadline January 1-6 – Payroll files sent
4. 2008 – 2013 SCCP Totals
5. Success depends on you! Lead Your Team Pick positive and motivated team members Establish buy-in from leadership Educate Teach employees about the program Communicate info down Motivate Have fun with it as a team Keep employees updated Share successes!
6. Goal: 100% Ask #1 reason people don’t give THEY AREN’T ASKED “I had no idea...”
7. Making it Effective Make it personal Teach – don’t pressure Every dollar counts If every state employee gave $1 per paycheck, we’d raise over $1.5 million.
8. Recognize the many ways to contribute
9. Four Steps to Remember Step 1 – Start early and gain senior management support Get your team started early Show support of senior leadership Send a personalized note to all staff showing support of the campaign Hold informational meetings with leadership participation Include the campaign in all-staff meetings Ask senior management to thank donors at the campaign’s end
10. Step 2 – Create and develop your plan Set communications plan: emails, flyers, meetings Share resources with your local unit coordinators Distribute campaign materials Plan events and include charities where possible Establish a timeline and meet with your team often You are not alone. Use ALL of your team, including me!
11. Step 3 – Promote and Educate Publicize anywhere effective for employees Schedule a kickoff event Display posters and flyers in public areas Have your commissioner or director send a general endorsement letter to all employees Organize charity fairs for employees to learn more about services provided Plan community building activities to give employees a variety of ways to give back
12. Step 4 – Manage the Campaign Update employees regularly on progress and encourage them to participate Monitor results and assist unit coordinators Follow-up with Unit Coordinators Send out final reminder to employees the last week of open pledging Remember to say “Thank You” during and after Send in pledge forms and fundraising money regularly and before December 30 deadline Celebrate successes!
13. Campaign Toolkit Visit www.doas.ga.gov/sccp Materials available electronically Employee Information Charity listing, pledge form, charityfest schedule Campaign Coordinator Materials Coordinator Report for Fundraising money, brochure, posters, template for emails, logos, graphics for emails, charity contacts Materials available printed Posters, brochures Materials not provided Preprinted envelopes and forms
14. Fundraiser Notes Fundraisers If the proceeds are going to a specific charity, make sure it states that in the advertising to be transparent. SCCP is not a registered 501c3 charity itself. For questions on whether certain fundraising activities are ok for your organization, consult your legal council or ethics officer. Each agency/college is different. Under coordinator materials is a list of 3 frequently used vendors who donate a portion of sales to SCCP. SCCP has a limited number of charity branded trinkets. It is strongly recommended to use no-cost or low-cost ideas (bake sales, cook-offs, car wash). SCCP does not reimburse expenses. Often, the funds raised pay for the materials and excess is the donation. Be mindful of workplace disruption.
15. SCCP Online Pledging www.giveattheoffice.org/_sccp/ Login and GO! Recover old password Sign up as first time user by selecting your own username and password
16. Logging In After clicking Login, enter login info from prior campaign to access historical data. Or click “I forgot my login or password” to recover. Happy face means you’re doing it right!
17. Pledging Options Make a Pledge Payroll Deduction Credit Card E-check View Pledge History View Profile Main Menu has the Charity Lookup Tool
18. Payroll Deduction Select Payroll Contribution Select the correct Payroll Period Enter Amount Per Pay Period to be deducted Note the Total Annual Gift amount (automatically calculated) Click the Payroll Deduction Authorization button If you’d like acknowledgement of your pledge, select release. Note that the system calculates the total gift amount.
19. Deduction Options State Agency (x12-Once Monthly) – All state agency employees that have payroll processed by PeopleSoft should choose this option. The schedule for deductions is the mid-month paycheck, so their annual amount is spread out equally over 12 paychecks. This is processed in this way to not fall on the same paycheck that health insurance deductions fall as a convenience to employees. This option is the only way payroll deductions are processed for employees in PeopleSoft agencies. This option and the Monthly Payroll (x12) options are both acceptable choices. If employees duplicate last year’s pledge, the general Monthly Payroll (x12) is selected. Three options customized for the University System Payroll: Bi-Weekly Payroll (x26) Monthly Payroll (x12) Monthly Payroll (x10)
20. Credit Card Donation Select Credit/Debit Card Donation (one time) Choose Card Type Enter Card Number (without dashes or spaces) Enter remaining card fields Enter Total Pledge Amount to be charged
21. E-Check Donation Select e-Check Donation (one time) Enter Bank Routing Number (9 digits) Enter Bank Account Number Select Bank Account Type and enter Bank Name Enter Total Pledge Amount to be debited
22. Acknowledgement and Tribute Release of Information to Charities Enter contact information which will be provided to designated charity(ies) Tribute Option In Honor Of or In Memory Of This information will be sent to the designated charity Defaults to No Tribute If wish to enter Tribute: Select one of the options and enter contact information for honoree(s) Check the Send Tribute Card if an acknowledgement should be sent to honoree(s) Enter message to be included when acknowledgement is sent
23. Select Charities Donors may click on the Click Here to Switch to Search Mode button to search charities by name or key words OR Donors may browse through charities by clicking on the green symbol before each group of charities or federations to expand each federation’s membership Donors may also choose to give to the Campaign Undesignated which is dispersed by the campaign to all charities in the campaign.
24. Distribute Pledge Add a charity to your allocation list. Visit the website to find out more information. After chosen charity(ies) are listed in the allocation column, the amount to be designated to each charity should be entered in the currency field OR Click on the button which will divide all or remainder of funds among all chosen charity(ies)
25. Submitting the Pledge When remaining amount is 0 all the pledge has been distributed. Then click Enter Pledge to complete. Happy face returns, which means you’re doing it right.
26. Email Receipt of Pledge Donors will receive a similar email message after completing pledge or when choosing to email the pledge Outlook users may need to add the sending address to their safe sender’s list in order for graphics to display properly in email message. IMPORTANT: Within 2-3 days employees will receive an email verification from our fiscal administrators EarthShare to confirm their payroll deduction pledges. They will need to click YES or NO to confirm their pledge. This is a security measure to ensure all pledges are accurate and valid.

27. Coordinator Site

    The special section of the G@TO site dedicated to coordinators. No action is required by coordinators within the site. Site provides access to donor information and campaign total details.
28. View Pledges Click on the Coordinator menu option You must be logged in before Coordinator menu option will be displayed There is nothing to do for Coordinators here. This section is for record keeping and monitoring pledges for your agency. View Processed/Completed Pledges will show the detail of pledges and allocations. If you do not see the Coordinator option, contact us to add that access to your account View Donor Data will take you to a comprehensive list of donors
29. View Donor Data Summary of donor data is displayed and by clicking on the expands the summary to reveal the detail of each pledge. Download a CSV to import into Excel. Employee pledges are confidential. Do not share the amount or to whom employees pledged.
30. Pledge Form Check if this is the second page of a single pledge. If employees want to pledge to more than 6 charities, a second page is required. Complete Top Section: Ensure employee ID is entered and correct. Choose Payroll Deduction or Check: Select amount per paycheck and payroll schedule. Make sure payroll deductions are signed. Checks should be addressed to GASCCP. Make sure charities are designated, otherwise the amount will be considered “undesignated.” The bottom of the form has the tribute options that mimic the website.
31. Campaign Coordinator Report For Non-Electronic Gifts Cashgifts and fundraisers: Donors or Campaign Coordinators can bring to any SunTrust Bank branch, make a deposit, and the deposit slip should be attached to a pledge form and this form and mailed to the Atlanta address on the form. Check gifts: Campaign Coordinators should copy the checks and mail the checks and this form to the Atlanta address on the form. New Designation Section to specify charities for fundraiser money. Optional. Keep copies of checks, pledge forms and Campaign Coordinator Report Forms. Once the cash and checks are processed by the fiscal agent, the pledge will be visible as a new pledge within the Coordinator menu online and you can compare what you sent in with what has been processed.
32. Questions Concerning the SCCP Campaign? Please contact: Laynea Allen 404-657-5815 sccp@doas.ga.govor laynea.allen@doas.ga.gov Website For More Information DOAS Site – SCCP Page www.doas.ga.gov/sccp Give@The Office – online pledging www.giveattheoffice.org/_sccp/
33. Thank you for your participation and for your efforts to make this year a success! “Generosity consists not the sum given, but the manner in which it is bestowed.” Mahatma Gandhi