2015 Campaign Team Training Overview: 2 CFC Overview Office of Personnel Management (OPM) Update Rocky Mountain CFC Overview Campaign Team Overview Team Member Role & Responsibilities Campaign Timeline Solicitation Tips, Tools & Activities Giving Methods Pledge Collection & Reporting PII & OSI Security Tips & Tools Q&A Thank you for partnering with the CFC! CFC FACTS • Established by Executive Order in 1961. Signed by President John F. Kennedy • Only authorized charity fundraising in Federal workplace • 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. • Designation Campaign – not all charities receive funds • Each region sets Campaign Solicitation period sometime between September 15 – December 15 each year 3 Thank you for partnering with the CFC! CFC Organizational Chart OPM Regulators Executive Committee Support Federal Agency Directors & Military Senior Commanders LFCC Oversight & Mentorship Agency Head Reps PCFO Board of Directors Campaign Director Campaign Coordinators Employee Campaign Coordinators or Installation Project Officers Unit/Dept Coordinators 100 or more employees Charitable Organizations 4 Key Workers 1 per every 25 CFC Regulations 5 CFR 950 OPM Directives B-325023, Occupational Safety and Health Review Commission--Refreshments for a Combined Federal Campaign Event, July 11, 2014 http://www.gao.gov/products/B-325023 CFC Guidance (Memoranda) DoD Directives 503501 DoD Directive 503505 Air Force Regulations (AF36-3101) Army Regulations (AR600-29) Guidance from Specific Agencies Ethics Officer General Council Thank you for partnering with the CFC! OPM Strategic Focus Online Giving Donor Confidentiality Efficiency - Reduced administrative workload Accuracy PII Multiple Giving Platforms 6 Lack of Reporting Mechanism for the Government platforms EEX myPay Thank you for leading the CFC! CFC Regulations & Rules Summary 7 100% Awareness 100% Opportunity 100% Follow-Up No Coercion PII & OSI Compliance Agency Ethics Rules Thank you for partnering with the CFC! OPM Universal Giving Local – All Regions Federations Fed Members Independents National Federations International Independents Fed Members Federations Fed Members Online Universal Giving Thank you for partnering with the CFC! Independents Rocky Mountain CFC: 9 Pikes Peak & Rocky Mountain Merged effective January 2015 37 counties and covers the Front Range in Colorado Serve approximately 79,000 Federal Employees & Military Personnel Rocky Mountain CFC raised over $3.7 Million in 2014 RM CFC 2014 Results: $3,737,684 1 0 Thank you for partnering with the CFC! RM CFC 2014 Results: 51% 49% 1 1 Thank you for partnering with the CFC! Agency/Installation Team Overview 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 12 Thank you for partnering with the CFC! 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 13 Thank you for partnering with the CFC! Campaign Team Best Practices Secure Top-Down Support Set a Timeline and Goal Create Awareness Coordinate Solicitation Process Incorporate Fun Campaign Celebration 14 Thank you for partnering with the CFC! improve supply CURe rebuild strengthen sustain boost Protect p l i help uphold f inspire Support empower t Safeguard renew Care for equip restore motivate nourish transform alter revolutionize Be A Change Maker… u Encourage provide Promotional Materials Brochure & Poster Online Flyer Get Your Give ON-Line Thermometer Post It Note 16 Thank you for leading the CFC! Post It Reminder Campaign Resources: www.rockymountaincfc.org Home 17 Pledge Online Search Charities Check Totals Contact Campaign About Donors Charities Chairs Training Materials Forms Thank you for partnering with the CFC! Videos: Training – “More Than Just a Bill” Answers 18 FAQs Promoting “Be a Change Maker” “Thank you Feds” National Videos President Obama Message 2015 Honorary National Chair, John Brennan, CIA Director Message “I Make It Possible” Thank you for partnering with the CFC! Solicitation Timeline Recommended Six Week Solicitation Window (Most Effective & Efficient) Solicitation: Week 1 – 100% Awareness (Agency/Installation wide) Week 2 – 100% Opportunity 19 Group Presentation (KW Department/Unit) Week 3 – 100% Follow Up Kickoff Event/Activity Collect Pledges Week 4 – 6 Follow Up Thank you for partnering with the CFC! Campaign Activities ECC/IPO Campaign Implementation: Late September Receive Materials Promote Campaign 20 Pick Up Denver Federal Center/ Building 123 PAFB (flight line) PCFO Delivery By Hub Account Manager By USPS Mail delivery (remote offices) Post Promotional Posters Distribute Pledging Tools Charity Brochure Pledge Form Advertise Kick Off Event Thank you for partnering with the CFC! Solicitation Activities Mid Campaign Blitz: November 16 - 23 Get Your Give ON-Line 2 1 National campaign promotion E-blasts Flyers Simplest means of giving CFC Nexus Employee Express myPay Thank you for partnering with the CFC! Solicitation Activities Final Blitz - December 1- December 15 Activities Theme reminder Giving Tuesday 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 Finance Officer 22 by December 16 Campaign HUB Events Boulder Kick Off, Boulder, CO – NOAA Facility Wednesday, October 7 @ 11:30am – 1:00pm Downtown Denver Kick Off, Denver, CO – Tuesday, October 13 @ 11:30am – 1:00pm (Alt Day 10/21) Buckley Air Force Base, Aurora, CO – Wednesday, October 14 @ 1:00pm – 3:00pm Denver Federal Center, Lakewood, CO – Thursday, October 15 @ 11:30am – 1:00pm (Rain Day 10/22) Weld/Larimer County Kick Off, Ft. Collins – Tuesday, October 20@ @ 11:30am – 1:30pm 2 3 Thank you for partnering with the CFC! THE ROCKY MOUNTAIN COMBINED FEDERAL CAMPAIGN invites you to attend Downtown Denver CFC Kick-Off and Charity Fair “Be A Change Maker” Tuesday, October 13 2015 11:30am-1:00pm Food Truck available for lunch options Visit with over 100 charities Give-away and prizes awarded For more information, contact your CFC Key Workers Visit www.rockymountaincfc.org Downtown Fair Thank you for partnering with the CFC! Solicitation Tips Opportunity: Meaningful Contact Make the Ask The Number One Reason People don’t Give…they weren’t asked Provide 26 campaign materials 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 Solicitation Activities Awareness: Best Practices 27 Chili Cook-Off/ Crock Pot CookOff with different categories Penny Drive Swear Jar Motorcycle Ride Candy Grams Fall Festival with pumpkin Pie in the Face carving contest, cubicle decorating Jeans or Sports Gear on Fridays contests, costume contest Scavenger Hunt Ice Cream Social/Sundae Bar 5K walk or run Book Exchange Sale Silent Auction/Basket Auction Employee Testimonial E-Blasts Thank you for partnering with the CFC! Solicitation Tools Opportunity 28 CFC Website: www.rockymountaincfc.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 Thank you for partnering with the CFC! Giving Methods Reoccurring Gift: Payroll Deduction – 90% of campaign Employee Express – Participating Federal agencies myPay DoD Military and Government Civilians Independent EPA, 29 Defense Agencies Dept of Energy, HHS, VA Nexus Payroll Deduction – All Personnel Thank you for partnering with the CFC! Giving Methods Online: Online: CFC Nexus Mobile Pledging Credit Card Giving CFC Paper Pledge Form 30 Pledging Online CFC Website: www.rockymountaincfc.org To practice: https://emssdemo.dfas.mil/MYPAY.ASPX Login ID 999999991, Password 31 Xma$1225 Employee Express Ways to Contribute Employee Express Overview – Reoccurring payroll deduction only Check to see if your agency uses Employee Express for your benefits administration (a list is available at www.rockymountaincfc.org ) Log into your Employee Express account to make a pledge 32 Employee Express pledging closes on December 15, 2015 Employee Express Website Charity Search – www.rockymountaincfc.org Login Select Agency Select CFC Security Alert – Click “continue” Select Charity(ies) Enter Pay Period Contribution Confirm Amount & Charities 33 Click “YES” if correct Click “NO” if changes are desired Click “Submit and Return to Main Menu for Tax Deduction Confirmation Thank you for partnering with the CFC! myPay Pledging Combined Federal Campaign on Main Menu Click on myPay logo in top left corner 34 myPay Pledging 35 Website Charity Search – www.rockymountaincfc.org Login Campaign Code & Confirm - 0141 Enter Charity Enter Allotment Amount Enter Unit Code – Keyworker provides: Thank you for partnering with the CFC! myPay Pledging • Thirty-minute time limit for transaction • Donor has no ability to change pledges electronically • Work Address field is only an alpha-numeric field for tracking of military command/unit or Federal agency/office • Some pledges by members of the military were not made in home geographic campaign area due to personnel records or donor entry • Suggest personal confirmation of pledges $2,500 or higher; • E-Mail Requirements – The work e-mail address must be official “.mil” or “.gov” address. This is for any official communication within the government about the gift. – The “acknowledgement e-mail address (if selected) must be personal, not “.mil” or “.gov.” OPM rules bar charities from communicating about the CFC inside official government channels. 36 myPay Pledging • The ‘Campaign Search’ screen is only be shown to active duty Army, Navy, and Air Force Personnel. This information is automatically provided for active duty Marines and Federal civilians. • Maximum donation amount for military personnel is $833/month; for civilians is $1,000/pay period. • Donors can designate to a maximum of 30 charities (29 if there are ‘undesignated’ funds remaining). • Donors must be trained to enter their Command/Unit or Federal Agency/Office name code for pledges to be properly credited. • There is no paperwork associated with this pledge type. The donor can print a receipt for his/her records. Highly recommend that they print this. 37 Pledging Online Assisted Giving: 38 Website links to NEXUS NEXUS IS WEB-BASED: DOES NOT TIE DIRECTLY TO A GOV’T PAYROLL SYSTEM PLEDGES MUST STILL BE MANUALLY PROCESSED Credit Card Giving, Cash or Check Pledging Online Assisted Giving: NEXUS Online: Available to anyone Pledging Overview One Time Contribution - Cash, Check, Credit Card Time Credit Card – 3% third party convenience banking fee One Register Search for charities Complete Pledging Confirmation 39 Pledging Online Assisted Giving: NEXUS Training: Videos, Word doc & PDF https://www.cfcnexus.org/_root/ Main Menu Help & training Pledging Overview 40 New Visitors To CFC Nexus: Registration - Donors coming to cfcnexus.org for the first time Returning Donors: Login Or Password Recovery - Donors returning to cfccnexus.org with a previous user account All Donors: Pledging donors completion of the pledge form on cfcnexus.org Payroll Coordinators: Processing Pledges CFC NEXUS Pledge Training link: https://www.cfcnexus.org/_root/ 41 Thank you for partnering with the CFC! CFC Nexus CFC NEXUS 42 Pledging Demo Link: https://www.cfcnexus.org/_root/# Opportunity for Coordinator or Keyworker to try out the pledging process by creating a “fake” pledge on the demo account. Thank you for partnering with the CFC! CFC NEXUS Pledging Make a NEXUS Test Pledge Online: https://www.cfcnexus.org/_root/# 43 Thank you for partnering with the CFC! Mobile Pledging Ways to Contribute 44 NEXUS Mobile Application Online: Same process NEXUS Demo: www.cfcnexus.org/_root/mobile/ Thank you for partnering with the CFC! KeyWorker Turn-In Pledge Preparation Collect pledges weekly NEXUS Traditional Pledge forms Pledges must be reviewed for completeness, accuracy and legibility DO NOT make changes to form; contact donor myPay pledge thank you gift confirmation form collection ONLY 45 Print outs of cash or check contributions with cash or check Do not collect credit card contributions – collect appreciation award form Collect and verify forms: Ensure donor’s name and e-mail address is included Ensure unit/office code is completed Ensure gift request is completed Report totals of each pledge type (cash, check and traditional payroll pledges) on report envelope; Report number of gifts requested on report envelope Campaign Reporting Contribution Collections Tips Keyworkers Collect Contributions &/or Confirmation Forms Weekly PII & OSI Compliance –remove cover when submitting to ECC KeyWorkers make regular time to turn in report envelope with ECC Ensure your turn-in leaves plenty of time for both KeyWorker and ECC to verify envelope content and sign off on report envelope for chain of custody (IG compliance) Recommend one day prior to ECC turn-in 46 Thank you for partnering with the CFC! KeyWorker Turn-In Envelope Verification - Weekly Turn-Ins with UPO Collect and Verify Report envelopes for Weekly Turn-In Verify # of each type of pledge in envelope Verify $ of each type of pledges reported Verify e-pledging appreciation award confirmation forms 47 Collect and verify forms: Ensure donor’s name is on form Ensure donor’s e-mail address is included Ensure unit/office code is completed Ensure gift request is completed Sign off on report envelope once content and report accuracy are verified Thank you for partnering with the CFC! Key Worker Turn-Ins NEXUS cash & Check Forms ONLY Traditional Forms Campaign Reporting The UPO followed by the ME will collect all KW envelopes, verify the contents with the KW/UPO and turn in to IPO/Finance Officer weekly. IPO/finance officer will re-verify the content of the envelopes with the ME project officer. A chain of custody transition form on the envelope will be signed by the all parties at each level of turn-in. ( IG Compliance) 48 Thank you for partnering with the CFC! Key Worker Turn-In Installation: ____________________________ Donor: _____________________________ Unit Name: ____________________ Unit Code: __________________________ Gift Level: General Silver (one hour’s pay per pay period) Gold (two hour’s pay per pay period) Eagle Silver Eagle Golden Eagle I prefer not to receive a donor appreciation gift. Thank you for partnering with the CFC! 49 Donor Gift Request Form Pledge Form Gift Request Campaign Reporting Traditional form gift requests, Nexus, EEX & myPay award appreciation confirmation forms are collected and recorded on the envelope. Key Worker Turn-Ins 50 Thank you for partnering with the CFC! Turn-Ins Weekly Turn-Ins: Starting 10/19-12/18 – Irma’s Turn In sites: • Larimer/Weld Co - Tuesday • Boulder – Wednesday – Cari’s Turn In sites: • Downtown – Tuesday • South Denver – Wednesday • Aurora & Buckley – Thursday • USPS – Friday – Jen’s Turn In sites: • Denver Fed Center/Lakewood – Tuesday 5 1 Thank you for partnering with the CFC! Department/Unit Project Officer Turn-In ECC or IPO Collection from Department or Unit POC 52 If collecting from larger organizations that have multiple departments, offices, units or even shifts (sub-sections), the DPO or UPO will track and turn in those pledges by the corresponding subsection. (ie HR, Finance, Customer Service etc. or Squadron 1, Squadron 2 etc) 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 subsections should have envelope tracking 1 of 4, 2 of 4, 3 of 4, 4 of 4 on the reporting envelope, which would then be rubber banded together by the DPO or UPO. ECC / IPO or designated Finance officer will record multiple envelopes on organization ledger & turn-in to PCFO. Why do I have to do All of This 1. OIG tracking 53 All pledge envelopes must be accounted for at all times If pledge envelopes were to be misplaced, the ECC/IPO would know from the ledger what envelopes were unaccounted for If the PCFO were to misplace envelopes the hub director could go back to the Ledger to track the date of the turnin. Thank you for partnering with the CFC! Why do I have to do All of This 2. OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum 54 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 Pledge form Thank you for partnering with the CFC! PII Compliance OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum OPM defines OSI as any information: 55 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. Thank you for partnering with the CFC! PII Compliance OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum Campaign Responsibilities 56 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! PII Compliance OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum 57 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! PII Compliance OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum Reporting PII Breaches 58 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! PII Compliance OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum Reporting PII Breaches 5 9 In accordance with 5 CFR § 950.104(b)(13) a LFCC is required to immediately report to OPM all potential PII data and OSI breaches -- whether they involve paper documents or electronic information. Potential PII data and OSI breaches must be reported within 30 minutes of discovery via telephone on (202) 606-2564 or email at cfc@opm.gov to OPM. Thank you for partnering with the CFC! PII Compliance OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum Reporting PII Breaches 6 0 Both actual and suspected breaches should be reported, even if it is believed the breach is limited, small, or insignificant. In addition, the LFCC is reminded of its obligation to report all security incidents involving PII to US-CERT within the Department of Homeland Security (see US- CERT web site at http://www.uscert.gov/federal/reportingRequirements.html) and providing notification to victims of PII or OSI breaches, as appropriate. Thank you for partnering with the CFC! Solicitation Conclusion Electronic Giving turned off COB Dec 15 (regulations) All Contributions Received by DPO or UPO: December 16 Final Turn-Ins scheduled with PCFO Dec 16- 18 6 1 Ensure CFC Staff has your totals for Awards Ensure Donors receive appreciations awards Thank you for partnering with the CFC! Campaign Recognition 2015 Agency Hero Nominations All Federal Agency Campaign Team members may be nominated 6 2 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! Campaign Recognition Unit, Department and Organization Awards Gold, Silver & Bronze Awards Benchmark: 75% of Benchmark – Bronze award 125% of Benchmark – Gold Award Award Distribution – ECCs and IPOs receive awards from PCFO – January 6 3 5% above 2014 campaign – silver award Internal organization presentation CFC Commander’s call Staff Meeting Campaign Recognition 2015 Certificates of Appreciation Recognize all Keyworkers & Campaign Volunteers Track name, department, agency Agency generated & provided PCFO template provided Use certificate template provided May request them to be PCFO generated 64 Forward completed template form list to PCFO Hub Director PCFO generated and provided Thank you for partnering with the CFC! Campaign Celebration 2015 Campaign Celebration – Late January TBA Hub Celebration Events Attend the Campaign Celebration Invite all campaign team members & donors Distribute event logistics The Celebration is for everyone who contributed to the campaign including donors and volunteers Attend the Campaign Celebration Agency Awards and Individual Recognition 6 5 Hub Directors & Charities will be planning and hosting the event Q&A: Questions? 6 6 Thank you for partnering with the CFC! 2015 Thank you for leading the campaign