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NORCAL Region LE Role Training 2013

NORCAL Region LE Role Training 2013. 2013. Barbara Barfield, Campaign Director Executive Director for the PCFO Assist you in coordinating the Campaign Coordinate the Events Liaison between you and charities Advise you on Federal Regulations Assist you with your fiscal accountability

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NORCAL Region LE Role Training 2013

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  1. NORCAL RegionLE Role Training 2013 2013

  2. Barbara Barfield, Campaign Director • Executive Director for the PCFO • Assist you in coordinating the Campaign • Coordinate the Events • Liaison between you and charities • Advise you on Federal Regulations • Assist you with your fiscal accountability • President of the “We Love NORCAL Feds!” Fan Club Who am I? Thank you for partnering with the CFC! 2

  3. PCFO Team Barbara Barfield Campaign Director BarbaraBarfield@FESforCFC.org Dee Sutton Campaign Administrator DeeSutton@FESforCFC.org Clarence Benjamin, Jr. Campaign Administrator ClarenceBenjamin@FESforCFC.org Penny Heupel Campaign Administrator PennyHeupel@FESforCFC.org 3

  4. What’s New • Campaign Timeline • LE Role & Responsibilities • Break • Pledge Collection & Reporting • PII & OSI Security • Tips & Tools • Questions Overview: Thank you for partnering with the CFC! 4

  5. NORCAL CFC • Approximately 75,000 Federal Employees in 40 counties • Raised approximately $4.0 Million in 2009 and 2010, 2011 & 2013 • Geographic campaign hubs: • Dee Sutton - S Bay, E Bay, Oakland, SF • Clarence Benjamin - Central (Sac), Eastern, Northern, North Bay • Penny - Central & Sierra Valley • Hubs provided with PCFO supported materials packing, multi-agency kick-off events, pledge reporting & thank you gift tracking • Website: www.norcalcfc.org 5

  6. NORCAL CFC • PCFO Strategic Plan • To educate donors on the impact, benefit and effectiveness of their contribution through the CFC (increase donor awareness) • To integrate workplace and personal core values into campaign (“service before self,” “leaving a legacy”.) • To develop a working campaign theme that employees can relate to and identify with • To increase participation by attracting/cultivating new donors • Develop younger donor engagement • To increase donations • To enhance the giving experience • To link donors and human health & welfare program recipients Thank you for partnering with the CFC! 6

  7. Metro Denver CFC • 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! 7

  8. Metro Denver CFC • The 8th Habit Applied: “Find your voice”… Thank you for partnering with the CFC! 8

  9. Metro Denver CFC • The 8th Habit Applied: “…and inspire others to find theirs.” Thank you for partnering with the CFC! 9

  10. What’s New • 2013 Overview: • Change in PCFO Administration • OPM Directives • No PCFO or stakeholder purchase of food, beverage or entertainment • LFCC Budgeted expense review upon actual invoice/receipt submission • Condensed Solicitation Period • Mid Campaign Blitz • Final Campaign Blitz Thank you for partnering with the CFC! 10

  11. 2013 Campaign Activities Outline • Planning – Today – End of August (two weeks) • Campaign team recruitment • Goal Setting • Activities/Events • Kick-off • Presentations • Preparation – Early Sept – Mid Sept (Two Weeks) • Meet with team • Determine activities to support campaign • Set internal reporting schedule • Promote & Execution – Late Sept – Dec 15 Campaign Timeline 11 Thank you for partnering with the CFC!

  12. Six Week Solicitation Outline (Most Effective & Efficient) • Solicitation: • Week 1 – 100% Awareness • Kickoff Event/Activity • Week 2 – 100% Opportunity • Group Presentation • Week 3 – 100% Follow Up • Collect Pledges • Week 4 – 6 Follow Up and answer questions Campaign Timeline Thank you for partnering with the CFC! 12

  13. 2013 Campaign Theme 13

  14. 2013 LFCC Campaign Focus • Online Training Materials • Online Giving • Mid Campaign Blitz • Final Campaign Blitz • Online Social Media 14

  15. Metro Denver CFC Rule #1: Must Have Fun! NORCAL CFC Rules Thank you for partnering with the CFC! 15

  16. NORCAL CFC Rules • Rule #2: Must Have Chocolate! Thank you for partnering with the CFC! 16

  17. NORCAL CFC Rules • Rule #3: Keep It Simple! Thank you for partnering with the CFC! 17

  18. OPM Campaign Rules • 100% Awareness • 100% Opportunity • 100% Follow-Up • No Coercion • PII & OSI Compliance • 5CFR Part 950 & OPM Memorandum NORCAL CFC Thank you for partnering with the CFC! 18

  19. Who are You? • Loaned Executive • Team Leader! • Recruit the Department/Agency/Division Chairs • Create the Campaign Plan for designated Federal Agencies • Inspire • Motivate • Campaign Reporting • Overall Campaign Activities • Pledge & Giving Activities • Campaign Reporting & Follow Up Thank you for partnering with the CFC! 19

  20. Employee Campaign Coordinators/Chairs • KeyWorkers (1:25) • Event & Activities Volunteers • Finance Officer//Payroll Coordinator • Event Participants • Other Volunteers Campaign Team Thank you for partnering with the CFC! 20

  21. LE Campaign Planning: Now Thru end of August • Recruit Team • Determine Campaign Potential • Verify Staff Numbers • Use this formula to determine Campaign Potential: # of Staff X Average Annual Salary ($59,964*) X .006 = Every person giving one hours’ pay per paycheck • Example: NORCAL Region 75,000 feds * $59,964 * .006 = $27,307,606 * 25% = $6,826,901 Campaign Activities Thank you for partnering with the CFC! 21

  22. LE Campaign Planning: Now until End of August • Set Campaign Goals • DETERMINE THE BEST APPROACH TO MEEING THE NEED • Compare Campaign Potential to Last Year’s Actual; Factor in variables like the COLA freeze, downsizing, etc… • Share the parameters of 2012 & potential that will encourage your Campaign participants to be generous and that feels comfortable with your culture • Consider the National participate rate of 20%; compare your organization’s participation to gage potential factoring Campaign Activities Thank you for partnering with the CFC! 22

  23. Campaign Activities • LE Campaign Planning: Now until End of August • Present Approach & Campaign Plan for Achieving Goals • Share your campaign recommendation with ECC • Use CFC presentation template for detailing how you reached the campaign parameters • Encourage ECC buy-in on campaign approach • Let them know it’s not about the goal—it’s about the NEED • Develop campaign strategies within the agencies to enhance the campaign achievements • Request Agency Head support Thank you for partnering with the CFC! 23

  24. LE Campaign Planning: Now Thru End of August • Plan Agency Activities/Events • Kick-off Fair • Charity Speakers at a Group Presentation • Chili Cook-offs • Bake Sales • Penny Wars • Your Ideas? Campaign Activities Thank you for partnering with the CFC! 24

  25. Campaign Activities • LE Campaign Preparation: Early September • Event Kick-off/Activity • Work with PCFO Hub Administrators • Confirm Logistics – set up/ break down • Secure Charity Involvement – work with PCFO hub Administrator • Charity Fair • Charity Speaker • Fun Element – set up/ break down • Recruit Event Volunteers • Confirm Employee Testimonial • Request Agency Head/Dept Head to speak • Promote On-line Giving • Materials Distribution 25

  26. Campaign Activities • PCFO Campaign Preparation: Early September • Materials Distribution – boxing completed ASAP • Traditional Materials • Posters & Flyers – Distributed at Keyworker Training • Brochures & Pledge forms boxed according to personnel strength • Also available in PDF format on website • Thank you gifts – provided at turn-ins • LE Materials Distribution Thank you for partnering with the CFC! 26

  27. Promote Campaign: Sept 15 – Dec 15 • Promote Campaign • Posters/Flyers • Email Blasts • Internal Newsletters • Inform CFC staff to put on Website • Schedule delivery of Campaign Materials • Materials will be available in mid September Campaign Activities Thank you for partnering with the CFC! 27

  28. Mid Campaign Blitz: Oct 20 - 24 • Get Your Give ON-Line • Campaign Theme National promotion • Keeps Campaign Momentum Strong • Simplest means of giving • CFC Nexus • Employee Express • Toolkit provided • Fun Reminder to complete pledging • Second opportunity for campaign marketing: • Business card size reminder • E-blastsAgency Head/Department Head Encouragement • Real time tracking on NEXUS Campaign Activities Thank you for partnering with the CFC! 28

  29. Solicitation Overview: • Kick Off Events & Charity Fairs • Group Presentation • Video Presentations • One-on-One Solicitations Thank you for partnering with the CFC! 29

  30. Contribution Collections • Keyworkers Collect Contributions Weekly • PII & OSI Compliance • KeyWorkers collect contributions from staff and make regular time to Turn In those contributions with you • Ensure your Turn-in Time with KeyWorkers leaves plenty of time for you both to sign off for accountability • Recommend day prior to Hub ECC turn-in Campaign Reporting Thank you for partnering with the CFC! 30

  31. Weekly Turn-Ins: • Compliance Requirement • Locations needed: Email PCFO Hub Administrator • Set up Agency office space for Turn-Ins. • Set schedule for weekly turn-ins – Where/When Campaign Activities Thank you for partnering with the CFC! 31

  32. Campaign Activities • Weekly Turn-Ins: • LE Scheduled Turn-In Day for agencies • Select Time on Schedule • You will meet same time/day each week for Turn-in with CFC Staff Thank you for partnering with the CFC! 32

  33. 2013 Campaign Ledger • Prepare Ledger for Weekly Turn-In • ECCs will have an electronic Ledger to track the contributions each week. They will review this Ledger with LE at every Weekly Turn-In • Ledger and Report Envelopes must be verified in person; • deposit slips prepared in front of ECC; • ECC and PCFO Account Manager sign off on Ledger & deposit slip • Weekly Turn-In • Weekly Turn-Ins are essential to our PII & OSI safety plan Campaign Reporting Thank you for partnering with the CFC! 33

  34. Thank You Awards Tracking • PCFO Tracking Form Provided • Each KeyWorker keep a list of their 25 Co-Workers with a check box of what gift that donor requests and whether or not they have received it • Although Donors don’t give for the donor gift, they can easily feel slighted if promised something they don’t receive • ThankYou awards provided weekly at Turn-In. Campaign Reporting Thank you for partnering with the CFC! 34

  35. Donor Gifts: Recognition Coin Thanks You Awards Thank you for partnering with the CFC! 35

  36. Final Blitz • December 1- December 14 • Promote All Contributions Received by ECC: December 14 • Ensure CFC Staff has your Totals for Awards • EEX and Nexus will be turned off COB December 14 • Final Turn-Ins scheduled with LE Account Managers • Dec 17- 21 • DO NOT MAIL CONTRIBUTIONS – Verification required Campaign Activities Thank you for partnering with the CFC! 36

  37. Campaign Recognition • 2013 Agency Hero Nominations • All Federal Agency Campaign Team members may be nominated • Submit Hero Nominations by December 15 • Nominate anyone you see going above and beyond during the Campaign • Heroes are selected by the LFCC and honored at the Campaign Celebration • Heroes may also be submitted to National Awards Committee for National recognition Thank you for partnering with the CFC! 37

  38. 2013 Certificates of Appreciation • Recognized all keyworkers & Campaign Volunteers • Track name, department, Agency • PCFO form provided • Forward list to PCFO Hub Administrator • Merge list on to Certificate template: • PCFO LE generated and provided • Agency printed and distributed Campaign Recognition Thank you for partnering with the CFC! 38

  39. 2013 Campaign Celebration – January TBA • Internal to Agency • Ensure all staff have the details regarding the Campaign recognition • The recognition is for everyone who contributed to the campaign including donors and volunteers • Attend the Campaign Recognition Event • Present Agency and Individual Recognition Campaign Celebration Thank you for partnering with the CFC! 39

  40. Award • Gold, Silver & Bronze Awards • Agency Awards to those that reach 75% of award criteria • Benchmark: 5% above 2011 campaign – silver award • 75% of Benchmark – Bronze award • 125% of Benchmark – Gold Award Agency Awards Thank you for partnering with the CFC! 40

  41. Stretch Break Thank you for partnering with the CFC! 41

  42. Ways to Contribute • On-Line • NEXUS • Payroll Deduction • One time cash, check or credit card • Employee Express https://www.employeeexpress.gov/agencies.aspx • Payroll deduction • Mobile Application - NEXUS • Traditional Pledge From • Payroll Deduction • One-Time Cash or Check Donation Pledging Overview Thank you for partnering with the CFC! 42

  43. Ways to Contribute • NEXUS Online: • Metro Denver Website that links to NEXUS • NEXUS Training • Follow link; Follow instructions: • Register • Pledge • Confirmation • NEXUS Payroll Coordinator Training Pledging Thank you for partnering with the CFC! 43

  44. Pledging • Ways to Contribute • NEXUS Mobile Application Online: • NEXUS Demo: www.cfcnexus.org/_root/mobile/ Thank you for partnering with the CFC! 44

  45. Pledging • Ways to Contribute • Employee Express • Only participating agencies that have paid for the module • Demonstration: A Demonstration Account is available for all to familiarize Federal users with the CFC-EEX E-Pledge system. Go to https://www.employeeexpress.gov and Login with: 999999994 and Password: Demo#444 (Local charities for this account are in the Atlanta campaign.) Thank you for partnering with the CFC! 45

  46. Pledging • Ways to Contribute • Traditional Payroll Deduction, check or cash • Paper Pledge Form Thank you for partnering with the CFC! 46

  47. Turn-In Flow Chart Thank you for partnering with the CFC! 47

  48. Key Worker Turn-Ins Campaign ReportingOn a weekly basis, the ECC will collect all KW envelopes, verify the contents with the KW, record on ECC ledger and turn in to PCFO LE. LE will re-verify the content of the envelopes with the ECC. A chain of custody transition form on the envelope will be signed by the ECC and the LE at each turn-in. ( IG Compliance) Thank you for partnering with the CFC! 48

  49. ECCs Check KeyWorker 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). Key Worker Turn-Ins Thank you for partnering with the CFC! 49

  50. ECCs Collection from KeyWorker • If collecting from larger organizations that have multiple departments, offices, units or even shifts (sub-sections), the ECCs will track and turn in those pledges by the corresponding subsection. (ie USPS GMF Tour 1, Tour 2, Tour 3 This ensures proper credit to each part of that organization AND if donor information has to be verified, it provides for a contact closer to the donor to validate. • Each of these subsectionsshould fill out their own KeyWorker Envelope, which would then be collected by the ECC. • ECC or Finance officer will record multiple envelopes on EC ledger ECC Turn-In Thank you for partnering with the CFC! 50

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