2011 Agency Project Officer and Unit Project Officer Orientation

1. 2011 Agency Project Officer and Unit Project Officer Orientation https://community.apan.org/hawaii_cfc/www.cfc-hawaii.org

2. Before we start… Stand up exercise Guest Speaker

3. Today’s Agenda • Welcome • General Information • Organization and Planning Committee • Logo/Goal • You Make It Happen • Agency Project Officer (APO) Responsibilities • Unit Project Officer (UPO) Responsibilities • Keyperson • Review Campaign Guide • New Features • Wrap Up/Questions

4. General Information • CFC History – Signed by Executive Order in 1961 by John F. Kennedy. Celebrating the 50th Anniversary in 2011. • Mission - promote philanthropy through a voluntary program that is employee-focused, cost efficient and effective in providing all Federal employees the opportunity to improve the quality of life for all. • CFC Regulations • Ensuring that every employee is given the opportunity to participate • Employee solicitations shall be conducted during duty hours • Over 200 Combined Federal Campaigns nationally. • Hawaii-Pacific Area CFC is 5th with over $6 million dollars raised in 2010 from Federal Employees in Hawaii, Guam, Northern Marianas (Saipan, Rota, Tinian), and American Samoa.

5. Organizational Chart U.S. Congress U.S. Office of Personnel Management U.S. Pacific Command (USPACOM) Honolulu Federal Executive Board 2011 CFC Chair Organization Steering Committee (Local Agency Heads) Agency Project Officers YOUR ROLE in CFC! Unit Project Officers Key People (1:25) Individual Donors

6. History of Giving • Number of federal employees – 85,014 (2010) • Average gift has generally increased • Participation is a concern • Use of payroll deduction is the preferred method of giving

7. 2011 Leadership CFC Chair - Admiral R. F. Willard; Commander, U.S. Pacific Command Executive Agent -Rear Admiral R. M. Watters; Chief of Staff, U.S. Pacific Command Executive Advisor - Col William “Pipes” Morrison, U.S. Pacific Command Federal Executive Board (FEB) Chair – MG Joseph J. Chaves FEB Local Federal Coordinating Committee CFC Advisor - Yolande ‘Yogi’ Fong

8. Planning Committee • LCDR David Koch – CFC Project Officer • hawaii_cfc@apan-info.net (808) 477-7895 Information Cell LT Theresa Donnelly - Public Affairs theresa.donnelly@pacom.mil (808) 477-9611 CPT Billy Croslow - Special Events billy.croslow@pacom.mil (808) 477-7801 LCDR Jason Young - Charity Coordinator 2011.cfc.charity.coord@gmail.com (808) 477-9539 SSG Sherrie Bowen - Data/Progress Reports Sherrie.bowen@pacom.mil (808) 477-7775 Operations Cell CSM Curtis Johnson Assistant CFC Project Officer curtis.a.johnson@pacom.mil (808) 477-9421 MAJ Jonathan Ishikawa - Training jonathan.ishikawa@pacom.mil (808) 477-8272 MSgt Hoang McChesney -Materials hoang.mcchesney@pacom.mil (808) 477-6690

9. Campaign Information Campaign Dates 3 October – 18 November 2011 Slogan

10. 2011 Goals • Make 100% Face-to Face contact with every Federal Employee. • Raise 6.5 million dollars. • Increase payroll deduction from 70% to 85%. • Promote E-Pledging (on-line).

11. Regulations § 950.102 • The CFC is the only authorized solicitation of employees in the Federal workplace on behalf of charitable organizations. The campaign is intended to reduce disruptions in the workplace by consolidating all approved solicitations into a single, annual, officially supported campaign. • Contractor personnel, credit union employees and other persons present on Federal premises, as well as retired Federal employees, may make single contributions to the CFC through checks, money orders, or cash. These non-Federal personnel may not be solicited, but donations offered by such persons may be accepted by the local campaigns. Code of Federal Regulations • http://ecfr.gpoaccess.gov/cgi/t/text/text-idx?c=ecfr&tpl=/ecfrbrowse/Title05/5cfr950_main_02.tpl DoD Inst NUMBER 5035.01 January 31, 2008 • http://www.opm.gov/cfc/pdf/503501p.pdf

12. Regulations (cont’d) § 950.602   Solicitation methods. • (a) Employee solicitations shall be conducted during duty hours using methods that permit true voluntary giving and shall reserve to the individual the option of disclosing any gift or keeping it confidential. • Campaign kick-offs, victory events, awards, and other non-solicitation events to build support for the CFC are encouraged. • (b) Special CFC fundraising events, such as raffles, lotteries, auctions, bake sales, carnivals, athletic events, or other activities not specifically provided for in these regulations are permitted during the campaign period if approved by the appropriate agency head or government official, consistent with agency ethics regulations. Chances to win must be disassociated from amount of contributions, if any. Raffle prizes should be modest in nature and value. (Note: Raffles and lotteries are illegal in Hawaii) • (c) In all approved special fundraising events the donor must have the option of designating to a specific participating organization or federation or be advised that the donation will be counted as an undesignated contribution and distributed according to these regulations.

13. Regulations (cont’d) 950.108   Preventing coercive activity. • (a) Solicitation of employees by their supervisor or by any individual in their supervisory chain of command. This does not prohibit the head of an agency to perform the usual activities associated with the campaign kick-off and to demonstrate his or her support of the CFC in employee newsletters or other routine communications with the Federal employees. • (b) Supervisory inquiries about whether an employee chose to participate or not to participate or the amount of an employee's donation. Supervisors may be given nothing more than summary information about the major units that they supervise. • (c) Setting of 100 percent participation goals. • (d) Establishing personal dollar goals and quotas. • (e) Developing and using lists of non-contributors. • (g) Using as a factor in a supervisor's performance appraisal the results of the solicitation in the supervisor's unit or organization.

14. Agency Project Officer Responsibilities FIND • Identify all units, departments and sections within your Federal Agency. • Identify personnel or units on neighboring Hawaiian Islands, Guam, Northern Marianas and American Samoa. • Determine the number of employees assigned to each agency component. • Count only Federal Employees whose assigned duty station is within Hawaii, Guam, Northern Marianas and American Samoa and who can be contacted during the campaign.

15. Agency Project OfficerResponsibilities Complete the Find Form and submit to hawaii_cfc@apan-info.net NLT 6 Sep. • List any units, departments and offices located on neighbor islands, Guam, Northern Marianas or American Samoa. Offices can be separated out (i.e., Social Security Maui). • Include Payroll office information. • Do NOT count contractors, deployed personnel, reservists and Federal employees outside of the CFC area.

16. Agency Project OfficerResponsibilities FIND (Cont’d) • Recruit a Unit Project Officer (UPO) for each unit, department and section (for larger agencies) and/or Keyperson(s). Ask for volunteers. What is a Unit Project Officer? • Assists the Agency Project Officer to get the CFC information and materials to their specific unit. • Publicizes and distributes campaign material to their unit. • Helps recruit Keypersons. • Audits all returned campaign materials from the Keypersons before giving them to the Agency Project Officer. • Collects Weekly Reports from Keypersons and reports to Agency Project Officer. What is a Keyperson? • The face of CFC. Assigned to contact 25-50 coworkers. • Makes 100% face-to-face contact by distributing and collecting pledge cards. • Follows up with employees who have not returned pledge cards or were absent. • Completes the Keyperson Report and resubmits the entire Keyperson Envelope. • Submits payroll deduction copies to the correct payroll office. • Deposits cash/check donations and returns the validated deposit slip into the envelope.

17. Agency Project OfficerResponsibilities EDUCATE • Have Unit Project Officers and Keypersons attend training. • Training will be available at Moanalua Navy Services Center, Federal Building, and military installations. • Training will also be available on Maui, Kauai, Hilo, Kona and Guam • Plan your CFC Kick-off Event. • Military installations and Federal Building: plan a larger kick-off event with more charities in attendance. • Smaller agencies: plan a small kick-off event inviting a few charities to attend. • Small Federal offices: invite a charity speaker to a meeting. • Publicize the CFC campaign. A few examples: • Use your Public Affairs Office. • Announce kick-off event to everyone in your Agency. • Hang posters and banners. • Post on the Marquee. • Publicize in the base newspaper.

18. Agency Project OfficerResponsibilities KICKOFF EVENT WHAT? A Kick-off Event is the “pep rally” to start the CFC fundraising campaign. For larger agencies, plan a larger scale event for the entire agency. It could include entertainment, games, food, etc. For smaller agencies or units, plan an event during a briefing or staff meeting. Charities must be at all kickoff events. (Limited funding for kickoff events is available.) WHY? Great opportunity for leaders to show their support. Allows charities to have face time, which helps your position by bringing awareness and education to attendees. WHEN? Right before or at the start of the Campaign Season. WHERE? At your office, military installation and/or unit. WHO? As many Federal Employees as possible. Publicize heavily to maximize attendance. Use the “Planning Your Kickoff Event” planner in the Strategies/Asking section of your Campaign Guide binder. Also contact the CFC Special Events Coordinator, CPT Billy Croslow at billy.croslow@pacom.mil or (808) 477-7801.

19. Agency Project OfficerResponsibilities ASK • Ensure Keypersons make 100% face-to-face contact. Check Weekly Progress Reports. • Every employee must be given a pledge card and an opportunity to give. THANK • Thank all employees for their time and support during the campaign! • Thank Unit Project Officer(s) and Keypersons! • Recognize units, departments or sections that qualify for a CFC Platinum, Gold, Silver or Bronze award, or this year’s “eco-friendly” Green award.

20. Agency Project OfficerResponsibilities OVERVIEW • Lead CFC Representative for your Federal Agency and your Agency Head. • Attend training! • Assign UPOs and Keypersons. Get them to training sessions. • Ensure that UPOs and Keypersons administer the CFC within regulations. • Plan a CFC kick-off event and encourage UPOs/Keypersons to hold smaller group presentations. • Distribute, audit and collect all Keyperson Envelopes. • Report Weekly Progress Review to Planning Committee via APAN.

21. Unit Project OfficerResponsibilities BEFORE THE CAMPAIGN • Obtain an accurate number of potential contributors in your unit. This will include all active duty, reserve, and federal civilian employees. • Count only Federal Employees who have an assigned duty station within Hawaii, Guam, Northern Marianas and American Samoa and can be contacted during the campaign. • It is important to recruit enough Keypersons to assist you with the campaign. We recommend one Keyperson to every 25 (max 50) potential contributors in your area of responsibility. • Attend the training session with all Keypersons.  Dates and times for training will be provided by your Agency Project Officer or look on APAN CFC website at https://community.apan.org/hawaii_cfc/. • Assist your Agency Project Officer with planning and executing a campaign kick-off event for your installation. Also, plan a smaller CFC kickoff event at your unit and keep APO updated with CFC events held. Example: Charity speaker at a group meeting. • Receive and distribute Keyperson Envelopes to your Keyperson in preparation for the campaign kick-off.

22. Unit Project OfficerResponsibilities DURING THE CAMPAIGN • Attend the installation's campaign kick-off event. • Publicize CFC! Place posters in high traffic area. Print useful marketing items from the CFC website. • Encourage leaders to support and energize your unit’s campaign. • Ensure 100% face-to-face contact of all potential contributors. Give each person a pledge card and give them access to a Charity List. • Collect completed Keyperson Envelopes and verify they are complete and accurate. • Verify all Pledge Cards are complete and accurate. All contributions (individual donations and from fundraising) must be represented with a Pledge Card. • Ensure #1 Pledge Card Payroll Deduction copies are submitted to the payroll office. • Check that a copy of the confirmation pledge from online giving is provided with the CFC Online Report Form. • Submit completed Keyperson Envelopes to Agency Project Officer. • Ensure Keypersons receive enough Appreciation gifts for every qualified contributor.  More gifts can be ordered from the Agency Project Officer. • Remain in close contact with all Keypersons on weekly progress. • Brief and report Weekly Progress to the Agency Project Officer.

23. Unit Project OfficerResponsibilities POST CAMPAIGN • Follow up with Keypersons to ensure their campaign has wrapped up and that all Keyperson Envelopes were returned to you. • Inform your Agency Project Officer if your unit achieved a Recognition Level.

24. Unit Project Officer Responsibilities OVERVIEW Assist the Agency Project Officer with coordinating the CFC campaign in your unit. Serve as a line of communication between Keypersons and APO. • Help recruit Keypersons in your unit. Make sure Keypersons attend training. • Ensure that Keypersons administer the CFC within regulations. • Distribute and collect Keyperson Envelopes. • Audit envelopes from Keypersons before submitting them to the APO. • Order and distribute appreciation items to Keypersons. • Report Weekly Progress Review to APO. • Plan a small CFC kickoff event for your unit. Example: group presentation with charity speakers. • Report to the APO if agency/unit qualifies for recognition award.

25. KeypersonCharacteristics A GREAT Keyperson is vital to the success of your campaign! • Ask for volunteers…maybe someone who benefitted or supports a CFC participating charity. • Organized. • Possesses good communication skills. • Enthusiastic.

26. KeypersonResponsibilities What does a Keyperson do? • A keyperson is assigned the responsibility of face-to-face contact of 25-50 coworkers. • Attends the installation's campaign kick-off event. • Ensures 100% contact: • Makes certain all potential contributors, which will include all active duty, reserve, and federal civilian employees, understand the benefits of giving through the CFC and are provided a pledge card and access to a Charity List. • Uses creative and effective methods to distribute campaign information materials. • Provides one-on-one contact with each potential contributor; personal contact while asking for a contribution is vital for your unit and CFC’s campaign success! • Encourages contributors to make a pledge. • Collects all Pledge Cards! • Used Pledge Cards: • Verifies all fields are completed accurately such as: social security number and signature which are only required for payroll allotments. • Checks all numerical calculations (i.e., total gift amount and total dollar amount per charity). • Online Givers: • Confirmation copy is provided. • Online Givers Form is completed. • Unused Pledge Cards: • Cards are voided.

27. KeypersonResponsibilities What does a Keyperson do? (Cont’d) • Confirms all contributions are represented with a Pledge Card. • Individuals: • Cash/check donations • Payroll Deduction – Paper • Payroll Deduction – Online • Special Events (i.e., fundraisers) • Submits Payroll Deduction Copies of the pledge card for all payroll donors to the appropriate payroll office. • Verifies all checks are made out to the Combined Federal Campaign or CFC. • Deposits cash and checks at any Bank of Hawaii branch. Submits the bank teller validated deposit slip with the Keyperson Envelope. • Fills out all Keyperson Envelopes accurately and completely. Retains copies of the Keyperson Final Report(s) and Bank Deposit Slip(s) for their record. • Briefs and reports weekly Campaign Progress to the Unit Project Officer (or Agency Project Officer if a UPO is not applicable). • Ensures Eagle and Super Eagle Givers receive their Appreciation Gift.

28. Campaign Guide REVIEW Campaign Guide

29. Campaign Guide General Information

30. Campaign Guide Responsibilities and Checklists MAJ Ishikawa

31. Campaign Guide Awareness/Education LT Donnelly

32. Campaign Guide Strategies/Special Events/ Kickoffs/Charities LCDR Young

33. Campaign Guide Reports/Find Forms SGT Smith

34. Campaign Guide Recognition Categories: Individual, Agency/Unit, and Eco-Friendly

35. Oahu Trainings FOR Agency Project Officers, Unit Project Officers and Keypersons. Will cover overview of this training plus campaign procedures and E-Pledging Instructions. Additional times and locations TBD

36. Off Island Trainings Set training dates for Project Officers, Unit Project Officers and Keypeople:

37. Training Agenda • Campaign Material Information • Hands on Training • ePledging Information

38. Kickoff Events Kick Off Events • Events to be announced via APAN, at the next Agency Project Officer meeting and at training. Planning a Kickoff Event Tips • Kick off events should be the start of the CFC campaign. • Have charities be the highlight of the event. • Larger Federal agencies should have many charities attend and display. A few charities should be invited to speak. • Smaller Federal agencies and units of a larger agency should have a few charities display and/or invited a charity to speak. • Contact Special Events Coordinator CPT Billy Croslow and Charity Coordinator LCDR Jason Young.

39. New Features • E-Pledging (on-line) will be available • CFC Nexus will be available to ALL Federal Employees in the Hawaii-Pacific Area. Link will be on the Hawaii-Pacific Area CFC website (www.cfc-hawaii.org). • EEX (Employee Express) will be available to civilian agencies who currently use this system. • USPACOM CFC site: https://community.apan.org/hawaii_cfc • Follow us on - Links on www.cfc-hawaii.org andhttps://community.apan.org/hawaii_cfc

40. DUE OUTS • Complete and submit your FIND Form NLT 6 Sep 2011. • Start planning your Agency’s Kickoff Event NLT 6 Sep 2011.

41. Questions?