Penn’s Way 2016
Agenda
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Introduction to Penn’s Way
Administrator’s role during Penn’s Way
Coordinator’s role & selection
Promotion, Events and Activities
Timeline/Dates for Penn’s Way
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Agenda
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Who We Are
What We Give
Why We Give
Where We Give
How We Give
When We Give
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Who We Are
 Campaign History: Merger in 2006
• University of Pennsylvania
• University of Pennsylvania Health System
• As of 2015, not including TCCHS or LGH
 Progressively increase contribution annually
by $50,000
• This year: $1.55 million
• Participation: ~82% system wide
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University of Pennsylvania
Executive Co-Chair
Faculty Advisor
Maureen Rush, VP Public Safety
Claire Oakes Finkelstein, PhD, JD
Executive Steering Committee
Susan Phillips, Maureen Rush, David Bendell, Rachel Kleinman, Terri Welsh
Marketing Subcommittee
David Bendell, Rachel Kleinman, Terri Welsh, Lisa Paxson, Scott Spitzer
Campaign Manager
Terri Welsh, Alumni Relations
SOM Administrator
Robert Dugan
120 School Coordinators
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Health System
Executive Co-Chair
Susan Phillips
Executive Faculty Co-Chair
Peter Quinn, MD
Campaign Manager
David Bendell
HUP Administrator
Carolyn Jackson
• Coordinators
• Patricia Meehan
• Cassandra Redmond
• Deborah Mincarelli
• Nichole Howard
• Jenna Chrisanthon
• Joan Torbet
• Laura Scalise
• Joe Forte
• Michelle Franklin
• Pamela Mack-Brooks
• Teresa Murphy
• Philip Gaspari
• Marie Zubko
HCHS Administrator
Mary Denno
• Coordinators
• Linda Forman
Radnor Administrator
Steven Smith, MD
• Coordinators
• Airida Guogis – Family
Medicine
• Lisa Magno – Penn
Medicine Radnor
Campaign Manager
Rachel Kleinman
PPMC Administrator
Robert Russell
• Coordinators
• Patty Baroni
• Maureen Gorman
• Carolyn Persinger
• Rodney Benson
PAH Administrator
Daniel Feinberg, MD
• Coordinator
• Matt Menard
Corp IS Administrator
Michael Restuccia
CCA Administrator
Alexandra Brindle
• Coordinators
• Diane Caruso
• Michelle Elliott
Corp Finance Administrator
Julia Puchtler
CPUP Administrator
Rosellen Tarraborelli
• Coordinators
• Bridget Callaghan
• Carol Holmes
Corp Admin Coordinator
David Bendell
• Coordinators
• Nick Hearn
• John Shaposky
• Greg Shuster
Department Captains
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Health System Roles & Responsibilities
 Entity Administrators
 Entity/Division Coordinators
 Departmental Captains
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Campaign Administrators
 Scope of Responsibilities:
•Responsible for introducing the campaign and
providing regular updates at the Entity Department
Directors Council meetings.
•Active participation and presence at all kick-off and
recognition events associated with the campaign.
•Administrator in the UPHS entity that is held
accountable for the outcome of the Penn’s Way
campaign.
•Appointed by the Entity Executive Director
•Inspires others (Coordinators and Captains) to
actively participate in the campaign. Accomplishes  Knowledge and skills:
this through:
•Strong public speaking skills
–Personal interactions (group or individual forums) •Inspirational speaker
–E-mail or other written communication with
•Leads by example – through active campaign
campaign team (Co-signed by both Entity
participation
Administrator and Entity Coordinator to demonstrate
•Sincere interest in the campaign – genuinely
collaborative leadership effort).
concerned about our investment in the communities
•Holds Entity Coordinators accountable for selection
•Demonstrates strong communication with the Entity
of captains best suited for the role.
Coordinator and ability to establish a strong working
–Reminds Coordinators that they should collaborate relationship with him/her
with campaign Captains to determine the total
amount of time each week that needs to be devoted
to the Penn’s Way campaign and support the
Captain in obtaining this time during the work week.
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Campaign Coordinators
–Pledge amounts and Employee’s department – need to be entered
into the database in a timely and accurate fashion.
•Appointed by the Entity Administrator or Executive Director
–Needs to be proficient with using applicable technology; including
•Responsible for the communication of the campaign to Department
reporting function
Captains
•Work with Entity Administrator regarding Recognition Events
•Ensures that each level of employee recognizes the Entity, Nurse and
–Special Captains meeting with representatives from the various
Ancillary Coordinator as a key contact/resource person in the campaign
organizations – educate them about the arms of giving.
•Triages pledge questions/concerns to the appropriate individual to
follow-up regarding questions.
Knowledge and skills:
•Responsible for the coordination of the Captain activity:
–Provides guidance to Department Directors in the selection of the
•Organizational skills
most appropriate Campaign Captains for their specific
•Communication skills
departments/units.
•Ability to prioritize
–Provides education & training of the Captains
•Multitasking
–Ensures that marketing materials are distributed to the Captains and •Knowledge of the entity logistics
information disseminated at the department level.
•Knowledge of best means of communication and collaboration with
–Follow-up with Captains to ensure they are fulfilling their
other departments
responsibilities
–Understand the organizational structure and scope of other
–Coordinator may need to intervene to make sure that responsibilities departments and how best to collaborate with them.
are being fulfilled.
•Working knowledge of– web site, spreadsheet – technology
–Provides ongoing recognition, support and encouragement to the
components
Captains.
•Responsible for entering all data into the ePledge site:
–At a minimum, data needs to be entered by Friday morning at
12:00pm. Enables weekly campaign reporting out to the Entity
Coordinators and Entity Administrators.
Scope of Responsibilities:
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Campaign Captains
 Scope of Responsibilities:
 Communicate, publicize and organize the campaign at the Department level
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*Collecting campaign pledges*
Staff meetings
Posting publicity materials
Make sure pledges are submitted to the Entity Coordinator on a weekly basis
Distribute all employee brochures and information
Make sure returns are complete for all employees
Develop proficiency in web-based donation to help their colleagues with this process.
Customize/individualize their department campaigns to suit their needs.
Encourage participation at recognition events
 Knowledge and skills:
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Leadership capabilities – either has a formal or informal leadership role in their department
Capable of inspiring others to participate
Leads by example – active participation in the campaign
Capable of taking initiative in all aspects of the campaign
Ability to customize/individualize the campaign to meet the department’s needs…etc.
Ability to demonstrate a sincere commitment to the campaign
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Penn’s Way and Patient Experience Week
 This year, the first week of Penn’s Way coincides with Patient
Experience Week
 Entity leaders may chose to incorporate or separate the two,
depending on how involved they are in patient experience week
 Entity Ideas to help with the Overlap:
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“Soft Open” for Penn’s Way: System-wide Letter from Ralph will go out,
Leadership Reception on October 8, but wait on fairs or other kick-off
events
Incorporate Penn’s Way in to Patient Experience Week Event: Make
computer kiosks available, both come from common themes of helping
others, whether it patients or communities
 There is a lot to benefit from it being such a celebratory weekfor both campaigns
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What We Give
 Participation and Fundraising
– 2016 Goals
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Penn’s Way 2016 Campaign Goals
 $1,550,000 total fundraising goal
• $775,000 Health System
• $775,000 University of Pennsylvania
– Encourage new donors to contribute at least $1 per pay period via
payroll deduction.
– Encourage previous donors to contribute at same level or
increase contribution by 2-3%. Our overall goal increased by 3.5%
 Increase overall employee participation
• 82% Health System
– Employees may participate without contributing by selecting
the appropriate option on the ePledge site or by entering a
zero-dollar gift amount on a paper pledge form.
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Penn’s Way 2016 Fundraising Goals
FY 2016 Fundraising Goals
Entity
HUP
CORP
PAH
CPUP*
PPMC
CCA
CFIN
HCHS
Radnor
Variance to
2015 Goal
2015 Actual
2016 Goal
2015 Goal
$260,000
$280,048
$275,000
$15,000
$160,000
$171,146
$170,000
$10,000
$100,000
$103,522
$105,000
$5,000
$100,000
$109,577
$110,000
$10,000
$50,000
$65,973
$65,000
$15,000
$32,000
$34,592
$34,000
$2,000
$44,000
$51,864
$50,000
$6,000
$31,000
$33,063
$35,000
$4,000
$4,000
$2,975
$4,000
$0
*Does not include School of Medicine Faculty
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Penn’s Way 2016 Participation Goals
FY 2016 Participation Goals
Entity
HUP
CORP
PAH
CPUP*
PPMC
CCA
CFIN
HCHS
Radnor
2015 Goal
85%
95%
95%
75%
60%
80%
100%
65%
80%
2015 Actual
81%
90%
85%
64%
58%
69%
99%
68%
64%
2016 Goal
85%
95%
90%
75%
65%
80%
100%
70%
75%
*Does not include School of Medicine Faculty
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The Power of One (Dollar)
18,369
employees
x
82%
participation
rate
x
$1 per
pay period
($26/year)
$391,627
52% of our $755,000 health system goal
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Promotions, Events and Activities
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This year’s theme: Giving is Penn’s Way
Raffles
Campaign Materials
Fairs and Promotion Ideas
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Campaign Materials
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PowerPoint Presentation
Poster Sets and Thermometers
Agency List (printable online)
Pledge Form (printable online)
Pins and coffee flasks
 Articles published in CCA eNewsbrief, HUPdate, PAH: What’s
New, Presby Bulletin, Radnor Rally, and System News
throughout the campaign.
 Email and voicemail blasts
www.upenn.edu/pennsway
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Participation / Promotion Ideas
 Raffles: University and System Wide
 Penn’s Way Fairs
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Held at beginning of campaign on the mezzanine or in PCAM atrium
CRF and United Way Agencies Participate
Last year, got laptops for people to sign up on the spot
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Guest speakers
Senior Leader snack breaks
Customized raffles or prizes by entity, department, etc.
Friday promotional events- set up kiosks with pretzel/candy prizes to
encourage participation
 100% participation prizes/lunches
 Please note that gift cards of any kind cannot be purchased
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as Penn’s Way prizes.
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2016 Penn’s Way
MARKETING PREVIEW
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Penn’s Way 2016
 Marketing – use this image and others on any marketing
material and email footers
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Campaign Timeline
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Coordinator Selection
Administrator/Coordinator Training
Captain Selection
Captain Training and Material Distribution
Campaign Start
Penn’s Way 2016 Fairs
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HUP, Mezzanine (10am – 2pm)
HUP, Founder 2 coffee line (7am – 9.30am)
HUP, Mezzanine (7am– 11am)
PCAM, Atrium (10am – 2pm)
PPMC (10AM-2PM)
Pennsylvania Hospital
 Campaign Close
By August 21
August 17-24
By Sept 18
Sept 8-24
October 5
October 14
October 15
October 22
TBD
TBD
TBD
November 20
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Raffles
 All participating University and Health System employees are eligible.
Remember that you do not need to donate in order to participate!
 At HUP: Completed paper form dropped off at Ravdin Mezzanine drop box
by 12:00pm Thursday. (Drop box next to security desk podium)
 Completed ePledge entry or submit a paper pledge form by 12:00 pm
Friday.
 Winners will be randomly selected on the Monday after the raffle deadline.
 A larger prize will be awarded during the middle of the campaign
 A grand prize will be awarded the final week of the campaign
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Where We Give
 Penn Medicine
 Center for Responsible Funding (CRF)
 United Way of Greater Philadelphia and Southern New Jersey
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Where We Give
 Penn Medicine
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Abramson Cancer Center
Hospital of the University of Pennsylvania - Discharge Prescription Drug Program
Joan Karnell Cancer Center
Penn Presbyterian Medical Center - Discharge Prescription Drug Program
Pennsylvania Hospital - TBD
Scheie Eye Institute
The Bernett L. Johnson, Jr. Sayre Health Center
Wissahickon Hospice
 Center for Responsible Funding (CRF)
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Founded in 1980 as the first nonprofit organization in the Philadelphia area devoted to
promoting equity in philanthropic giving.
www.responsiblefunding.org
 United Way of Greater Philadelphia and Southern New Jersey
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Founded in 1921
unitedforimpact.org
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How We Give
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Penn’s Way Website
ePledge
Bonded Agents - Paper Pledge Forms
Reporting Capabilities
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Penn’s Way Website
 http://www.upenn.edu/pennsway
 Downloadable list of CRF and United Way agencies (excel file- searchable)
 Detailed information on CRF, Penn Medicine, and United Way organizations
 Frequently Asked Questions
 Payroll Deduction Guide
 Raffle Prize information and winners
 Link to donate online (ePledge)
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Save Time, Donate Online
Payroll deduction or credit card (VISA, MasterCard, Discover)
 Downloadable paper pledge form
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ePledge
 Requires Penn Key and Password
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http://www.upenn.edu/computing/pennkey/
 Same method of accessing KnowledgeLink
 Employee information is pre-loaded and will populate upon
login
 Agency key word search functions with over 5,000 agencies
 Pledge can be modified through duration of campaign by
Coordinators
 Interfaces directly with UPHS payroll (new hires and
terminated employees updated real-time)
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Accessing the ePledge Site
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Logging Into the ePledge Site
Click here to
enter E-pledge
site
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Giving With ePledge
Can search database of over
5000 organizations
Organizations to which you
are donating display here
Click “Contributing
Elsewhere/ Raffle
only” for a $0
pledgeParticipation Only
Click here to
enter E-pledge
site
Annual total
displays here
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Confirming Your ePledge
Payroll Deduction
SAVE and
PRINT for
tax filings!
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Confirming Your ePledge
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Credit Card
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Confirming Your ePledge
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Credit Card
Credit or debit card can be used just as with online shopping.
Transaction information is 100% secure.
Penn Medicine pays the card processing fees.
Only Visa, MasterCard and Discover are accepted.
○ AMEX is not accepted because of high fees and poor reporting
capabilities.
• Payment by credit or debit card is only available online through the
website!
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Confirming Your ePledge
Payment By Check
Pledge online,
print out and
submit to
captains
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Confirming Your ePledge
Payment By Cash
Pledge online,
print out and
submit to
captains
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Confirming Your ePledge
Contributing Elsewhere
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Bonded Agents
 The Bonded Agent screen allows Coordinators to enter or
modify pledges on behalf of employees by using the
employee’s Penn ID number and then entering information
found on the employee’s paper pledge form
 The Bonded Agent option also enables Administrators and
Coordinators to reconcile contributions made via cash, check
or payroll deduction
SKIP for
Captains!
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Entering Pledges: Step One
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Enter pledge site with your penn ID and password
Click on the Bonded agent link
SKIP for
Captains!
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Entering Pledges: Step Two
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Enter the Penn ID of the employee found on the top of the employee’s pledge form
SKIP for
Captains!
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Entering Pledges: Step Three
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The employee’s information should automatically populate
Enter the pledge information and proceed to confirmation page
SKIP for
Captains!
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Entering Pledges: Step Four
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Print the confirmation page and email it with a copy of the pledge form to the employee
Provide us with a copy of the pledge form.
SKIP for
Captains!
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Reconciling Cash/Check Pledges: Step One
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Enter pledge site with your penn ID and password
Click on the Bonded agent link in the left tool bar
SKIP for
Captains!
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Entering Cash/Check Pledges: Step Two
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Enter the Penn ID of the employee found on the top of the employee’s pledge form
SKIP for
Captains!
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Entering Cash/Check Pledges: Step Three
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The employee’s information should automatically populate
Confirm pledge amount and uncheck Not Reconciled box
SKIP for
Captains!
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Entering Cash/Check Pledges: Step Four
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Once the Not Reconciled box is clear click proceed and continue to confirmation page.
Staple the confirmation page to the pledge form and send to us
SKIP for
Captains!
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Reporting
• The “Coordinator Report” menu option provides UPHS Penn’s
Way Administrators, Coordinators and Captains with access to
their respective Captain Reports despite the menu option not
being referenced as such. Captains only see their department(s).
• These are CSV files that will open up as Excel spreadsheets. If
you want to preserve a particular report for a particular date and
time, please save these files to your personal drive.
– Participation only, not dollar amounts
• These reports are updated real time as employees participate in
the campaign; there is no way for you to retrieve a report for a
prior date and time unless you have saved the file.
• Use these reports to monitor progress within your department(s)
and follow-up with individuals as needed.
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Reporting
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Enter pledge site with your penn ID and password
Click on the Coordinator reports link on the left tool bar
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Reporting: Detail Report
• Detail reports provide information on individual employee pledges. It
does not list the employees pledge amount.
• An X in the pending payment column indicates a cash/check pledge
that needs to be reconciled.
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Reporting: Summary Report
 Summary reports provides information on a unit, division, or
department
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Pledge Forms
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It’s Easier! Encourage ePledge whenever and wherever possible!
Paper Pledge Forms Rules and Tips:
Can print pledge forms from Penn’s Way web site
Forms must be completed and signed by the donor
Forms must include the donor’s Penn ID
Forms must be photocopied:
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The donor retain the photocopy
The Captain gives the original to his/her Coordinator
 Donors cannot use credit cards with the paper pledge form
 Attach cash or check (if applicable) to pledge form
 Captains may use any large envelope to return forms, checks, and cash to
their Coordinator weekly (Thursdays by 4:00 pm). Otherwise, secure in a
locked drawer, cabinet, etc.
 Remember that employees can simply participate by completing
a paper pledge form with a zero-dollar gift amount
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When We Give
 Campaign Timeline
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Next Steps
 Complete Captain Security Lists
 Hold Captain Training
 Weekly Status Calls
9/22/15
9/23/15
Mondays at noon
SKIP for
Captains!
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Questions?
 Entity Administrator/Coordinator/Captain
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Please contact your Administrator for more information
If you do not know your HUP Administrator please email David Bendell or
Rachel Kleinman (below)
 David Bendell
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Penn’s Way Campaign Manager
Coordinator, Corporate Administration
David.Bendell@uphs.upenn.edu
215.873.7209 | Cell
 Rachel Kleinman
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Penn’s Way Campaign Manager
rachel.kleinman@uphs.upenn.edu
215.873.7209 | Cell
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