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ECC & Keyworker Training

ECC & Keyworker Training. 2014. CFC Overview Norcal CFC Overview Campaign Team Overview Team Member Role & Responsibilities Campaign Timeline Solicitation Tips, Tools & Activities Giving Methods Break Pledge Collection & Reporting PII & OSI Security Tips & Tools Q&A. Overview:.

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ECC & Keyworker Training

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  1. ECC & Keyworker Training 2014

  2. CFC Overview • Norcal CFC Overview • Campaign Team Overview • Team Member Role & Responsibilities • Campaign Timeline • Solicitation Tips, Tools & Activities • Giving Methods • Break • Pledge Collection & Reporting • PII & OSI Security • Tips & Tools • Q&A Overview: Thank you for partnering with the CFC! 2

  3. CFC • Established by Executive Order in 1961. Signed by President John F. Kennedy • Largest workplace giving campaign in the world and only campaign authorized to solicit and collect contributions from federal employees on behalf of charitable organizations Thank you for partnering with the CFC! 3

  4. 100% Awareness • 100% Opportunity • 100% Follow-Up • No Coercion • PII & OSI Compliance • 5CFR Part 950 • OPM Directives • OPM Memorandum • GAO Directive • Agency Ethics Rules CFC Regulations Rules Overview Thank you for partnering with the CFC! 4

  5. 3 Cs of CFC • Choice – Employees designate to the charity than means the most to them • Convenience – Most agencies provide electronic pledging through payroll deduction which make larger gifts possible • Confidence - OPM and LFCC oversight; annual independent audit; random OIG audits Thank you for partnering with the CFC! 5

  6. Recommended Timeline (Most Effective & Efficient) • Plan for a “campaign solicitation window” • Establish a kick-off and closing date • Include a mid campaign and final blitz • Schedule regular meetings to collect contributions and to evaluate what’s working and what’s not working • For PII compliance contribution collections should be weekly Campaign Timeline Thank you for partnering with the CFC! 6

  7. Norcal CFC Organizational Chart Executive Committee Regional Federal Agency Directors PCFO Board of Directors Campaign Director LFCC Regional Military and Federal Agency Reps Employee Campaign Coordinators Unit Campaign Coordinators 100 or more employees Volunteer Assistants Key Workers 1 per every 25 Thank you for partnering with the CFC! 7 Charitable Organizations

  8. Norcal CFC Strategic Plan • Stephen Covey – The 8th Habit “From Effectiveness to Greatness” • Create culture for giving • Create campaign ownership • Educate donors on the impact, benefit and effectiveness of their contribution through the CFC (increase donor awareness) • Integrate workplace and personal core values into campaign (“service before self,” “leaving a legacy”.) • Increase participation by attracting/cultivating new donors • Increase donations • Enhance the giving experience • Link donors and human health & welfare program recipients 8

  9. Norcal CFC Strategic Plan • 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. CFC Strategic Plan • The 8th Habit Applied: “Find your voice”… Thank you for partnering with the CFC! 10

  11. CFC Strategic Plan • The 8th Habit Applied: “…and inspire others to find theirs.” Thank you for leading the CFC! 11

  12. 2014 Campaign Theme Printed Materials My Story…My Choice…My Pledge Website • Designed to connect federal employees with charity services and benefits. • This theme will be on all promotional material that goes to the Federal employees. Thank you for partnering with the CFC! 12

  13. Promotional Materials Poster Flyer Norcal CFC www.norcalcfc.org Get Your Give ON-Line Thermometer Thermometer Post It Note Thank you for partnering with the CFC! 13

  14. Video Options: Tools • Training – “More Than Just a Bill” • Answers FAQs • Promoting – “Thank you Feds” • My Story Testimonials • Promoting – “I Make It Possible” • link to CFC National Foundation website CFCToday: • http://www.cfctoday.org/_root/index.php?main_menu_id=1&content_id=5259 Thank you for partnering with the CFC! 14

  15. Employee Campaign Coordinator (ECC) or Military Installation Project Officer (IPO) • Department or Mission Element Project Officers DPOC/MEPOC • Keyworkers (1:25) • Event & Activities Volunteers • Finance Officer//Payroll Coordinator • Communications Officer Campaign Team Overview 15 Thank you for partnering with the CFC!

  16. Campaign Team Best Practices • Secure Top-Down Support • Set a Timeline and Goal • Create Awareness • Coordinate a Solicitation Process • Incorporate Fun • Say “Thank You” Thank you for partnering with the CFC! 16

  17. Loaned Executive (LE) -not all agencies have an LE; generally for agencies with multiple facilities • Team Leader! • Recruit the Department/Directorate/Division Chairs • Create the Campaign Plan for Facility/Installation • Implement Campaign Activities • Kick Off Event • Rally • Fundraisers • Oversee Coordinators Team Development • Volunteer Assistants • Finance Officer • Public Relations/communications Coordinator • Events Coordinator • Motivate & Inspire Coordinators • Contribution Collections, Reconciliation & Reporting • Campaign Reporting • Overall Campaign Activities • Pledge & Giving Activities Campaign Team Roles 17 Thank you for partnering with the CFC!

  18. Employee Campaign Coordinator (ECC) or Military Installation Project Officer (IPO) • Team Leader! • Recruit the Department/Directorate/Division Chairs • Create the Campaign Plan for Facility/Installation • Implement Campaign Activities • Kick Off Event • Rally • Fundraisers • Oversee Keyworkers (solicitors) • Recruit Volunteer Assistants • Finance Officer • Public Relations/communications Coordinator • Events Coordinator • Motivate & Inspire Team • Contribution Collections, Reconciliation & Reporting • Campaign Reporting • Overall Campaign Activities • Pledge & Giving Activities Campaign Team Roles 18 Thank you for partnering with the CFC!

  19. Campaign Team Roles Keyworker • Solicits Personnel • Inspires & Motivates Giving • Group Presentation • Charity Speakers • Employee Testimonials • One-on-One Solicitation • One-on-One Follow up • Collect Traditional Pledge Form • Prepare Reporting Envelope • Verify Contents with Finance Officer/ECC/IPO • Distribute Thank You Gifts • Donor Follow Up 19 Thank you for partnering with the CFC!

  20. Campaign Team Roles Support Volunteers Administrative Assistant • Team Support • Assists Agency Coordinator/Chairs or Military Installation Project Officer • Assists with coordination of campaign • Assists with delivery of materials • Assists with team contact information • Assists with campaign communications • Supports keyworker group meetings • Enlists charity speakers • Tracks all assigned unit information &activity • Create the Campaign Plan for designated Federal Agencies 20 Thank you for partnering with the CFC!

  21. Campaign Team Roles Support Volunteers Finance Officer • Collect Contribution Envelopes from Keyworkers • Verifies Content • Provides Thank You Recognition Gifts • Records Envelope Contents on Ledger • Reconciles myPay Donor Report • Processes NEXUS Payroll Contributions • Verifies EEX Contributions • Maintain PII Compliance Thank you for partnering with the CFC! 21

  22. ECC/IPO Campaign Planning: September • Recruit & Train 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. ECC/IPO Campaign Planning: September • Plan Activities/Events • Kick-off Fair • Charity Speakers at a Group Presentation (staff meeting or commander’s call) • Chili Cook-offs • Bake Sales • Penny Wars • Your Ideas? Campaign Activities Thank you for partnering with the CFC! 23

  24. Campaign Activities ECC/IPO Campaign Preparation: September • Event Kick-off/Activity Planning • Confirm Logistics • Secure Charity Involvement • Charity Fair • Charity Speaker • Create a Fun Element • Recruit Event Volunteers • Confirm Employee Testimonial • Request Agency Head/Dept Head to speak Thank you for partnering with the CFC! 24

  25. Campaign Activities • ECC/IPO Campaign Implementation: Late September • Receive materials • LE delivery (if your agency has an LE) • PCFO delivery • By truck delivery • By USPS Mail delivery (submit your contact information to hub director) • Post promotional posters • Distribute pledging tools • Charity brochure • Pledge form • Begin promotional e-blasts 25 Thank you for partnering with the CFC!

  26. Solicitation Activities Promote Campaign: 1 Oct – 15 Dec • Group Presentations • Staff Meetings or Commander’ Call • “Mini Kick-Offs” at Staff Meetings or Commanders Calls • Target timeframe: Oct • Videos • Thank You Feds video • I Make It Possible • Invite Speakers • Charity Speakers list – www.norcalcfc.org – currently under construction • Terri’s Poem – Posted on website • Peer Testimonials 26 Thank you for partnering with the CFC!

  27. Mid Campaign Blitz: November 17 - 24 • Get Your Give ON-Line • National campaign promotion • E-blasts • Flyers • Simplest means of giving • CFC Nexus • Employee Express • myPay Solicitation Activities Thank you for partnering with the CFC! 27

  28. Final Blitz • December 1- December 15 • Theme reminder – “Have you thought about your story” • Season of giving reminder • Tax Deduction reminder • Contribution cut off reminder • Electronic giving will be turned off COB Dec 15 reminder • Last call to submit your pledge reminder • All Contributions should be received by your LE by December 16 Solicitation Activities 28

  29. Recommended Six Week Solicitation Window (Most Effective & Efficient) • Solicitation: • Week 1 – 100% Awareness (Agency/Installation wide) • Kickoff Event/Activity • Week 2 – 100% Opportunity • Group Presentation (KW Department/Unit) • Week 3 – 100% Follow Up • Collect Pledges • Week 4 – 6 Follow Up Solicitation Timeline Thank you for partnering with the CFC! 29

  30. Recommended Six Week Solicitation (Most Effective & Efficient) • Solicitation: • Week 4 – Mid Campaign Blitz • Week 5 – Reporting & Campaign Assessment • Week 6 – Final Blitz & Collections Solicitation Timeline Thank you for partnering with the CFC! 30

  31. Solicitation Activities • Best Practices • Chili Cook-Off/ Crock Pot Cook-Off with different categories • Candy Grams • Fall Festival with pumpkin carving contest, cubicle decorating contests, costume contest • Scavenger Hunt • 5K walk or run • Silent Auction/Basket Auction • Bake Sales/Burrito Sales • Penny Drive • Motorcycle Ride • Pie in the Face • Jeans or Sports Gear on Fridays • Ice Cream Social/Sundae Bar • Employee Testimonial E-Blasts 31

  32. Solicitation Activities Promote Campaign • Charity Fairs Thank you for partnering with the CFC! 32

  33. Solicitation Activities • Charity Fairs • Electronic registration – posted to website on Charity page • Confirmations sent upon random selection of participants • Only those registered who have been confirmed to participate, and provided the MOU will be added to the entry security lists • Federations register for all members • Federations send ONE FINAL workbook and all member charity MOUs • Independents registerand send MOU • Deadlines for registration – provided with event information • No Changes after deadline Thank you for partnering with the CFC! 33

  34. Charity Fair Registration Example Thank you for partnering with the CFC! 34

  35. Event Confirmation: • Confirmations sent to designated charity/federation representative • Details on each event will be emailed with the attendance confirmations. • how many people are expected to attend, • how many charities are accommodated, • Address • Event schedule • Parking • Security procedures • Check-in • If animals will be allowed • How much space you will have. Thank you for partnering with the CFC! 35

  36. Tools • CFC Website: www.norcalcfc.org • Searchable Charity Database • Links to online giving sources ( NEXUS, EEX, myPay) • PDF Brochure Fill in Pledge Form • All Support materials • Speakers’ List for Charity Speakers at group presentation • Template E-Blasts • All Training materials • Links to OPM • Links to CFC National Foundation Website Solicitation Tools Thank you for partnering with the CFC! 36

  37. Solicitation Tips Tips • The Number One Reason People don’t Give…they weren’t asked • Ask sincerely • Discuss reasons for giving • Personal, Family, Friend Service/Benefit Impact • Pay Forward – Future Impact • Encourage Payroll Deduction • Remain available as a resource • Say “thank you” often Thank you for partnering with the CFC! 37

  38. Solicitation Tips Tips • CFC Focus Group Results • Newer employees need education about what CFC is • Employees felt inundated with too long of a solicitation • Your Tips - Discussion • Your Tools - Discussion Thank you for partnering with the CFC! 38

  39. Charity Structure: Local National International Federations Independents Federations Independents Federations Independents Fed Members Fed Members Fed Members Online Universal Giving Thank you for partnering with the CFC! 39

  40. Universal Giving • Beginning with the 2014 Combined Federal Campaign, all campaign regions must offer donors the opportunity to give through Universal Giving—the ability to donate to any national, international, or local charity not denied participation in the CFC. • Universal giving provides federal employees with the option to give to any participating CFC charity they choose, without regard to geographic boundaries. • Universal Giving is available in the Federal eGiving portals—Employee Express (EEX) and myPay— • It is also available in the web-based NEXUS eGiving platform. • For traditional paper pledging the universal charity list is located on the OPM website: • https://apps3.opm.gov/CFC/CharitySearch/Main.jsp 40

  41. Giving Methods • Online: Employee Express or MyPay • Online: CFC Nexus • Mobile Pledging • Credit Card Giving • CFC Norcal Paper Pledge Form 41

  42. Online Giving • CFC is moving towards 100% online giving • Why: • Increased donor confidentiality • Reduced administrative workload • Reduced possibility of administrative errors associated with paper pledge form processing • Reduces campaign costs • Fewer donor dollars spent on overhead and more donor dollars directed to CFC-supported charities 42

  43. Giving Methods Reoccurring Gift: • Payroll Deduction – 90% of campaign • Employee Express – Participating Federal agencies • myPay • DoD Military and Active Duty Civilians • Independent Defense Agencies • EPA, Dept of Energy, HHS, VA • Nexus Payroll Deduction – All Personnel Thank you for partnering with the CFC! 43

  44. Giving Methods One Time Gifts: • Credit Card • Nexus • Cash, Check • Nexus • Traditional pledge form (hard copy or PDF) Thank you for partnering with the CFC! 44

  45. Pledging Materials www.norcalcfc.org Get Your Give ON-Line One time credit card, cash or check __ __ __ __ __ __ __ __ __ __ Turn in the portion of form to Keyworker Reoccurring Payroll deduction Installation: ___________________ Donor: _____________________ Unit Name: ____________________ Unit Code: __________________ Gift Level: General Patriot (one hour’s pay per pay period) Hero(two hour’s pay per pay period) Eagle Silver Eagle Golden Eagle I prefer not to receive a donor appreciation gift. Norcal CFC Get Your Give ON-Line Pledge Form Online Giving Flyer Reporting Envelope Appreciation Award Confirmation 45 Thank you for partnering with the CFC!

  46. Pledging Online CFC Website: www.norcalcfc.org To practice: https://emssdemo.dfas.mil/MYPAY.ASPX Login ID 999999991, Password Xma$1225 46

  47. Mobile Pledging Ways to Contribute • NEXUS Mobile Application Online: • Same process • NEXUS Demo: www.cfcnexus.org/_root/mobile/ Thank you for partnering with the CFC! 47

  48. Pledging Traditional Pledge Form • Hard copy/PDF Fill-in - Payroll Deduction, check or cash Available both in hard form and online as PDF fill-in form Thank you for partnering with the CFC! 48

  49. Pledge Form 49 Thank you for partnering with the CFC!

  50. Pledging Traditional Form IG Audit Findings: • Illegible, if it is unreadable, the pledge may not be processed correctly • Monthly gift is listed as the annual gift • Designation to an invalid code; pledges can only be made to agencies listed in this region’s brochure • Form isn’t signed; payroll deduction cannot be authorized if the form isn’t signed • Social security numbers is not provided; payroll deduction can not be authorized without the SSN; USPS employees may use their Employee ID#. Thank you for partnering with the CFC! 50

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