Metro Denver Region KeyWorker Training 2011

1. Metro Denver RegionKeyWorker Training 2011 2011

2. CFC Overview • Metro Denver CFC • Introduction • KeyWorker & Responsibilities • Campaign Timeline • Pledge Collection & Reporting • PII & OSI Security • Tips & Tools • Questions Overview: Thank you for partnering with the CFC! 2

3. 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 What is the CFC? Thank you for partnering with the CFC! 3

4. Federal Workers’ Commitment & Generosity • 50 Years = More than $6 Billion • Continue Expanding Opportunities for giving • Wide Variety of Charitable Choices • New Logo: 50th Anniversary: Thank you for partnering with the CFC! 4

5. Metro Denver CFC Values: • Provide a connectionbetween Federal employees and the community • To positively impact the community by giving or volunteering • To make the connection of people helping people • To bring about camaraderiein the workplace • To honor employees’ giving preferences • To assure competence and confidence in the process • To maintain a simplicityin the process • To highlight the CFC volunteers What is Metro Denver CFC? Thank you for partnering with the CFC! 5

6. 17 Counties • Approximately 40,000 Federal Employees • Raised approximately $3.5 Million in 2009 and 2010 • 2011 Campaign Solicitation Period: October 3 – November 18 • Campaign Celebration: December 15 • The best and most generous Feds in the world! What is Metro Denver CFC? Thank you for partnering with the CFC! 6

7. LFCC Regional Military and Federal Agency Reps What is Metro Denver CFC? PCFO Campaign DirectorCampaign Coordinator Federal Volunteer Team Employee Campaign ChairsKeyWorkers Other Volunteers Charitable Organizations Thank you for partnering with the CFC! 7

8. Metro Denver Campaign Rules • 100% Awareness • 100% Education • 100% Opportunity • No Coercion • 5CFR Part 950 for reference What is Metro Denver CFC? Thank you for partnering with the CFC! 8

9. Metro Denver CFC Rule #1: Must Have Fun! What is Metro Denver CFC? Thank you for partnering with the CFC! 9

10. Metro Denver CFC Rule #2: Must Have Chocolate! What is Metro Denver CFC? Thank you for partnering with the CFC! 10

11. Metro Denver CFC Rule #3: Keep It Simple Sweetheart! (KISS) What is Metro Denver CFC? Thank you for partnering with the CFC! 11

12. 2011 Campaign Outline • Regional Campaign: October 3 – November 18 • Week 1 – 100% Awareness • Kickoff Event • Week 2 – 100% Opportunity • Group Presentation • Week 3 – 100% Follow Up • Collect Pledges • Week 4 – 6 Follow Up and answer questions What is The Campaign? Thank you for partnering with the CFC! 12

13. 2011 Largest Kickoff Fair • Denver Federal Center Kickoff: • October 11 from 11:00 am to 1:00 pm. • Free Lunch! • 150+ Charities • Lots of animals – including horses! • Excellent opportunity for ECCs and KWs to meet charity representatives and gather their information and shwag to share with your co-workers What is The Campaign? Thank you for partnering with the CFC! 13

14. Employee Campaign Chair • KeyWorkers (ideally 1:25) • Events Volunteers • Event Participants • Other Volunteers What is the Team? Thank you for partnering with the CFC! 14

15. Employee Campaign Chair (ECC) • Team Leader! • Create the Campaign Plan • Recruit the Department/Agency/Division Team • Campaign Reporting • Campaign Follow-Up • Inspire • Motivate What is a Campaign Chair? Thank you for partnering with the CFC! 15

16. KeyWorker (KW) • Educator • Outreach Manager • Opportunity Maker • Campaign Cheerleader • Follow-upper • Awards distributor What is a KeyWorker? Thank you for partnering with the CFC! 16

17. KeyWorker Responsibilities: • 100% Meaningful Contact • 100% Awareness & Opportunity • Correcting Misinformation • Pledge Accuracy & Accountability • Donor Gift & Award Distribution What do I need to do? Thank you for partnering with the CFC! 17

18. KeyWorker To Do: • Determine the co-workers you will be responsible for throughout the campaign • Find out what your goal is and share with your group • Share all Campaign dates & activities with your group • Ensure your group can contact you with any questions they have What do I need to do? Thank you for partnering with the CFC! 18

19. KeyWorker To Do • Promote your campaign • Newsletters * Posters * Emails • Make meaningful contact with your co-workers • Answer any questions • Distribute campaign materials • Brochure * Pledge Forms * Charity Literature/Shwag What do I need to do? Thank you for partnering with the CFC! 19

20. KeyWorker To Do • Collect Contributions • KeyWorkers collect contributions from staff and make regular time to Turn In those contributions with ECC • Ensure your weekly Turn-in Time with ECC leaves plenty of time for you both to sign off for accountability What do I need to do? Thank you for partnering with the CFC! 20

21. Ways to Contribute • Event Participation • Undesignated funds 1% of total • One-Time Cash or Check Donation • Less than 10% of the Metro Denver totals is given this way • Payroll Deduction • Paper pledge form or Online How Will People Pledge? Thank you for partnering with the CFC! 21

22. Ways to Contribute • Payroll Deduction Online • Employee Express • Link to list of Federal Agencies utilizing EEX:https://www.employeeexpress.gov/agencies.aspx • CFC Nexus • For those whose agencies do not use the CFC module in Employee Express How Will People Pledge? Thank you for partnering with the CFC! 22

23. Ways to Contribute • Traditional Payroll Deduction • Paper Pledge Form How Will People Pledge? Thank you for partnering with the CFC! 23

26. MOST COMMON ERRORS Traditional Pledge Form • Illegible. If it is unreadable, the pledge may not be processed correctly resulting in an audit finding.. KW should have donor redo the form.

27. Traditional Pledge Form MOST COMMON ERRORS Monthly gift is listed as the annual gift - when specifying your gift to each agency fill in the ANNUAL AMOUNT. KW must have donor correct; KW cannot make a change to the pledge form. Donor must initial changes made.

28. Traditional Pledge Form MOST COMMON ERRORS Designation to an invalid agency code. Pledges can only be made to agencies listed in this region’s brochure. Write-ins are not valid. KW must have donor re-designate.

29. Traditional Pledge Form MOST COMMON ERRORS Designation to an invalid agency code. Pledges can only be made to agencies listed in this region’s brochure. Write-ins are not valid. KW must have donor re-designate.

30. Traditional Pledge Form MOST COMMON ERRORS Form isn’t signed - payroll deduction can not be authorized if the form isn’t signed. KW must return form to donor to sign.

31. Traditional Pledge Form MOST COMMON ERRORS Choice of Gift not specified OR Both Gifts Specified OR BOTH the Decline and Gift Box are checked. KW should get donor clarification and have them initial the form

32. MOST COMMON ERRORS Traditional Pledge Form • Undocumented Changes made to form; only a donor may change a form. Donor must initial change made.

33. Traditional Pledge Form MOST COMMON ERRORS Social Security Number is not provided – payroll deduction can not be authorized without the SSN. (USPS Employees may provide their Employee ID #) KW must get the full number from donor.

34. Traditional Pledge Form • Donor Information Release • Donor can choose to release name only or name with address and/or pledge amount.

35. Pledging - Accountability • Each Week the keyworker collects the pledges from his/her office and reports the totals on a keyworker report envelope. If an individual is the KW for more than 1 department, they should fill out an envelope for each department. Only the amounts from pledges physically included in the envelope should be reported on the envelope. The KW will sign off on the chain of custody form on the envelope upon turn-in and verification of content by ECC/IPO. NEXUS & EEX ARE NOT INCLUDED IN REPORT TOTALS.

36. ECCs & KWs Review 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). What Happens at a Turn-In? Thank you for partnering with the CFC! 36

37. KeyWorkers are Responsible for: • Verifying that pledge cards are legible and filled out completely and accurately. • Ensuring that cash and check contributions match the amounts indicated on the pledge forms. • Verifying the total pledge matches the amount designated to the charities. • Verifying the use of five digit charity codes; none start with zero. What Happens at a Turn-In? Thank you for partnering with the CFC! 37

38. KeyWorkers are Responsible for: • Preparing pledge forms for KeyWorker envelope and turn-in: • Copy is separated into cash, check and payroll deduction. • Cash should be secured to the white copy of each pledge form with a paper clip or tucked between the top and second copy of the form. DO NOT STAPLE CASH TO THE PLEDGE FORMS. What Happens at a Turn-In? Thank you for partnering with the CFC! 38

39. KeyWorkers are Responsible for: • Preparing pledge forms for KeyWorker envelope and turn-in: • Payroll Deductions must be signed and include a Social Security Number. Copy 2 of the form goes in the KeyWorker envelope. Copy 1 of the form for payroll deduction donations must be turned into the donor’s payroll office. • Copy 3 is for the donor for tax records – return to them if turned in. What Happens at a Turn-In? Thank you for partnering with the CFC! 39

40. KeyWorkers are Responsible for: • KeyWorker envelope should be completely filled out with the KW’s contact information at the top • The total amount and number of donors for each Cash, Check and Payroll Deduction donation is then recorded on a KW envelope along with grand totals. • Confidential contributions should not be recorded with any of the reported totals. They should remain sealed until processed by CFC staff. Indicate number of Confidential Envelopes on KW envelope. What Happens at a Turn-In? Thank you for partnering with the CFC! 40

41. KeyWorkers are Responsible for: • Verify requests for all awards and report the totals of eachin the bottom right corner of the KW envelope. Keep a record of the award recipients and which award for distribution verification. • Sign the envelope and make a copy of the face for your records. Turn in the envelope to your ECC – do not drop off the envelope and leave it unattended. What Happens at a Turn-In? Thank you for partnering with the CFC! 41

42. 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 Why do we have to do all that? Thank you for partnering with the CFC! 42

43. 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) Why do we have to do all that? Thank you for partnering with the CFC! 43

44. 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. Why do we have to do all that? Thank you for partnering with the CFC! 44

45. OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum Why do we have to do all that? • 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! 45

46. OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum Why do we have to do all that? • 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! 46

47. OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum Why do we have to do all that? • Campaign Responsibilities • Proper marking, control and storage of printouts and other paper documents containing PII and OSI in the campaign’s possession • Encrypting any PII or OSI as an attachment when transmitting it through email. Do not send PII or OSI in the content of an email. Thank you for partnering with the CFC! 47

48. OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum Why do we have to do all that? • 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! 48

49. OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum Why do we have to do all that? • 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! 49

50. OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum Why do we have to do all that? • 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! 50