Achieving Continuity in a Changing Environment

1. Achieving Continuity in a Changing Environment Panelists: Barbara Barfield, Lonna Moaratty, Demetrius Stevenson and Laura Walker 2012 Combined Federal Campaign Training Conference

2. Achieving Continuity in a Changing Environment • Regulatory/OPM Requirements for PCFO’s • Maintain records for 3 complete campaign periods (pledge & financial) This would be 2008 forward at this time • Annual Audits – this helps when there is change in financial staff • CFC Memorandums & Regulations • Annual CFC Calendar • Regulations allow new PCFO’s to access CFC information from previous PCFO 2012 Combined Federal Campaign Training Conference

3. Achieving Continuity in a Changing Environment Regulatory/OPM Requirements for LFCC/FEB’s LFCC-PCFO Agreement (multi-year) Budget approvals and reviews Materials and programs review and approval LFCC Compliance Audits Maintaining LFCC Minutes CFC Memorandums & Regulations 2012 Combined Federal Campaign Training Conference

4. Achieving Continuity in a Changing Environment • Internal Operations and Strategic Planning • Policies, procedures or systems in place • Policy Books • PCFO Operations Manual, LFCC Manual, Volunteer Training Manual • Task/Timeline Check List • Detailed Campaign Plans & Procedures • Corporate Knowledge

5. Achieving Continuity in a Changing Environment • Internal Operations and Strategic Planning • Cross-training for key responsibilities: • Applications Process • Volunteer Training • Solicitation • Accounting, Receipts, Reconciliation • Data Processing

6. Achieving Continuity in a Changing Environment • Internal Operations and Strategic Planning • Year-to-year planning • Campaign evaluations & surveys (online, at events, email surveys) • Strategic planning – with your LFCC, your agency teams • Goal setting • Campaign analysis – versus budgets, goals, objectives • Resource analysis

7. Achieving Continuity in a Changing Environment Volunteer/Federal Agency Management Ensuring LFCC’s keep well-documented minutes Keeping LFCC volunteers to strict regulatory conformity during application review process Job descriptions for key volunteers Succession plans for leadership transitions 2012 Combined Federal Campaign Training Conference

8. Achieving Continuity in a Changing Environment Volunteer/Federal Agency Management Best practices Formalized training and materials for volunteers Debriefing volunteers each year and incorporating them into volunteer trainings Keeping detailed records of communications, meetings etc with agency leaders (particularly important in military agencies with frequent changes) 2012 Combined Federal Campaign Training Conference

9. Achieving Continuity in a Changing Environment Data Management Different systems: CFC Assistant, Andar, Enterprise, other OPM Data Registry NEXUS, EEX Word, Excel, Access, Outlook Websites, Facebook, YouTube 2012 Combined Federal Campaign Training Conference

10. Achieving Continuity in a Changing Environment Campaign & Performance Systems Most campaign systems allow for multi-year data storage and reporting Many allow for award levels, contact information Additionally creating databases in Excel or Access will allow you to track and analyze data for 3, 5 even 10 years $ results, participation levels, avg. gift Prepare detailed reports for agency meetings Prepare reports for Loaned Executives 2012 Combined Federal Campaign Training Conference

11. Achieving Continuity in a Changing Environment OPM Data Registry Allows you to view charities by year Keeping each year’s final spreadsheet EEX, NEXUS and CFC Assistant all now upload data from the registry spreadsheets to help accuracy and consistency 2012 Combined Federal Campaign Training Conference

12. Achieving Continuity in a Changing Environment Online Giving Programs EEX, NEXUS download directly into campaign Management systems Would like to improve data download options to allow better analysis of online giving data Need for multi-campaign download option in EEX More user-friendly process for EEX needed Allow electronic data transfer to payroll offices 2012 Combined Federal Campaign Training Conference

13. Achieving Continuity in a Changing Environment Office programs Using downloaded data in excel or access allows you to create reports, correspondence, maintain records annually of volunteers and contacts Organize your Outlook folders to manage different areas of your campaign and by year Websites, Facebook, YouTube Allows you to control the information that is being put out Some record of visitors, activities 2012 Combined Federal Campaign Training Conference

14. Achieving Continuity in a Changing Environment Closing Comments & Questions? THANK YOU!