2018 Community/Area Project Officer (CAPO) Guide Overseas · 1 Campaign Management Guide. About the...

2018 Community/Area ProjectOfficer (CAPO) Guide Overseas Combined Federal Campaign

CFCOverseas.org

1 Campaign Management Guide

About the CFC

As a 2018 CFC Community/Area Project Officer (CAPO), you join thousands of federal colleagues and military service members in planning and organizing one of the largest and most successful workplace fundraising campaigns in the world. You play a critical role in promoting the CFC within your installation. Through the CFC, federal employees, military service members, federal contractors, and retirees have the opportunity to support their favorite cause by making a monetary or volunteer pledge.

Geographic Boundaries The CFC is divided into 36 geographic zones.Each zone is assigned an Outreach Coordinator by the Office of Personnel Management (OPM). Your Outreach Coordinator can share many tips, tricks, and resources that will make your job of managing the CFC for your installation easier, while improving your training, events, and the overall campaign. The Combined Federal Campaign-Overseas (CFC-O) is comprised of only one Federal agency: the Department of Defense (DoD). The CFC-O covers all uniformed and civilian DoD personnel serving outside of the continental United States in areas covered by the five overseas Combatant Commands:

U.S. Africa Command (AFRICOM) U.S. Pacific Command (PACOM)

U.S. Central Command (CENTCOM) U.S. Southern Command (SOUTHCOM)

U.S. European Command (EUCOM)

Exceptions: Alaska, Hawaii, the Commonwealth of Puerto Rico, the U.S. Virgin Islands, Guam, the Commonwealth of Northern Mariana Islands, and American Samoa.

Recent Campaign Enhancements In 2017, the CFC implemented regulatory changes in order to provide greater efficiency, data security, transparency, and expanded giving options. In 2018, the campaign is continuing to improve the donor experience.

Centralized Giving Platform This online pledge platform replaced all local and department pledge collection systems and provides the highest level of data security. The platform is accessible for all federal employees, contractors, and retirees. The system underwent improvements in 2018 to make it easier for donors to select their correct Department/ Agency and Office/Unit, to pledge using more than one method, and to pledge dollars and volunteer hours on the same account.

Volunteer Pledges Federal employees have the option to pledge volunteer hours to their favorite charity in addition to monetary donations.

Retiree Giving Federal retirees can continue to support the causes they care about through the CFC by making a donation through their federal annuity, credit card, or a check.

Paper Pledges The form has been revised for 2018 to make it easier to complete. The form can be downloaded from the website or ordered through your CFC Outreach Coordinator.

No cash allowed Donating cash is not permitted. This cuts down on the liability campaign workers have when handling cash.

No undesignated contributions All CFC pledges must be directed to one or more CFC approved charities and must include the five digit CFC code for the selected charity(s).


Why the CFC? One of the questions Keyworkers are asked is Why should I give through the CFC? Throughout a 57-year history, federal employees and military service members have donated more than $8.3 billion, impacting important causes like education, medical research, disaster relief, animal welfare, and many others. Thousands of participating charities have come to depend on this support.

Here are a few reasons you can share with your co-workers to encourage them to give through the CFC.

Confidence Donors can give with confidence knowing this is a federally regulated program.

Giving is easy and securechoose from the list of approved charities, then donate through the online giving portal or with a paper pledge form.

CFC charities have been vetted as legitimate nonprofit organizations that provide real benefits and services to the communities they serve.

Convenience The CFC is convenient for donors and charities.

The CFC encourages people to think about making charitable contributions.

Charities rely on donations from the CFC because they are a consistent source of unrestricted revenue throughout the year and an inexpensive way to attract new donors.

Payroll deduction makes it easy to make regular contributions that add up to a significant impact.

Choice The CFC provides a myriad of choices from how to pledge to the thousands of charities donors can choose to support.

There are several ways to pledge: payroll deduction/annuity, credit/debit card, or ACH transfer from a bank account.

Federal employees have the option to pledge both dollars and volunteer time.

The CFC provides donors the option to give anonymously. Donors choose whether to release name, contact information, pledge amount and/or volunteer hours to the charities they support.

There are thousands of local, national, and international participating charities for donors to choose from. Designations can be made to one or multiple charities. Note that donors must select at least one charity when making a pledge.

Online Paper Pledge Form opm.gov/ShowSomeLoveCFCWho can

pledge using Payroll Deduction Credit/Debit/ACH Payroll Deduction One-Time Check (one-time or recurring)or Annuity or Annuitywhich method?

Federal employees

Federal retirees

Federal contractors


Your Role You have been appointed to serve on the Combined Federal Campaign (CFC) Community/Area Project Officer (CAPO) team for your installation/area. CAPO teams are responsible for planning, implementing and managing the CFC for all units within your geographic area. As a CAPO, you will expand your management expertise, work directly with your installation leadership, and enable charitable organizations to provide help and hope to those in need. This is a significant responsibility and demonstrates the trust placed in you by your command.

For the purposes of the campaign, you will report to your CFC-Overseas Component Manager within your command. You will also receive training from and work hand-in-hand with a CFC-O Associate Director. You will recruit and manage a team of Keyworkers for units geographically located within your area.

Campaign Cycle As a CAPO, you will be actively involved in three of the four phases of the annual campaign cycle: pre-campaign, active campaign and campaign culmination. This guide will walk you through the key tasks you will need to complete during each of these phases.

Campaign Support Outreach Coordinator (OC) The entity selected by the LFCC to implement campaign marketing and logistics within the zone. The OC is responsible for campaign worker training, printing, and distribution of campaign materials, coordinating with charities in support of CFC events, and all campaign marketing activities.

Central Campaign Administrator (CCA) The organization responsible for developing and maintaining the national CFC giving website, receiving pledge data, and making distributions to charities. The CCA can be contacted at: 800-797-0098 (toll-free), 608-237-4898 (local/international), or cfcgiving.opm.gov/contact.


Managing a Successful Campaign Campaign Activities Following the instructions in this checklist will help you lead a successful 2018 campaign.

Pre-campaign

Attend campaign training and/or meet with your the CFC-O staff.

Make a campaign plan using the template provided by the CFC-O. Consider the following areas:

Kickoff and other special events

Promotion, marketing, and scheduled installation wide communications

Leadership support, including filming a radio or television Public Service Announcement (PSA); sending an All Hands email message of support; writing an article for the installation newsletter; attending/speaking at Keyworker trainings, kickoff, and other campaign events; and publicly recognizing outstanding Keyworkers during the campaign.

Campaign worker recruitment, training, and continued motivation

Awards, recognition, and closing events

Review/Update Unit List Identify all of the units physically located on your installation and obtain the number of employees in each. This information will allow you to determine the quantity of supplies to order, delivery locations, and number of Keyworkers you will need. Report any changes to campaign structure/offices from previous years to the CFC-O office. Ensure you include all units including tenants, detached units, DoDEA, DECA, and the Exchange.

Brief your leadership and ask for their support. Showing visible and tangible leadership during the campaign is vital to success. Schedule time before the campaign starts to brief your leadership about your plan for the installations campaign. You will also want them to set a dollar goal for your campaign. Your CFC-O office can provide your installations giving history to help you. The most successful campaigns are those with visible support from leadership with a measurable goal to attain by the end of the campaign.

Things your installation commander can do to support the campaign:

Send an email or memo endorsing Ask all unit commanders to endorse the campaign (there are templates the campaign and identify a Keyworker available on the website). for their unit. (Keyworkers should

Promote CFC service as an element be recruited at a ratio of 1 per 50

of professional and educational employees).

development. Participate personally in campaign

Vocally support the goals of your events.

installation. Send a thank you email at the

Ask for campaign updates in executive conclusion of the campaign (a template

management meetings. is available on the website). Be the first to make a CFC pledge. Use

this as a photo opportunity to promote Recognize Keyworkers for great service.

the campaign.


Pre-campaign (cont.)

Build your team. After you have determined the units in your AOR, you will need to recruit one Keyworker for every 50 potential donors. Create a tasker or ask your leadership to send a memo to unit commanders requesting Keyworker appointments. Use the Keyworker SOP to recruit the right people for the job. The newest person in the office might not be the best Keyworker. To avoid coercion, supervisors cannot serve as Keyworkers for their subordinates.

Train your team. Keyworkers accomplish the regulatory requirement of educating every federal employee in their unit about the CFC and providing the opportunity to participate. Therefore, they need to be well trained. You can coordinate an in-person or teleconference training with your CFC-O office and conduct additional trainings yourself as required. You should attend the Keyworker training conducted by a CFC-O staff member so you can learn about the Keyworker role and to prepare you to conduct the training yourself.

Distribute Materials. Campaign materials will be shipped to your location directly from the printer and should be in place at your location before the start of the campaign. Every box contains enough materials for 150 potential contributors packaged in three Keyworker kits for 50 potential contributors each. Be careful when distributing materials to avoid running out before all your units are covered.

During the Campaign

Promote the campaign. Use posters, donor cards, email, social media, intranet sites, and events to educate and motivate employees to Show Some Love. With Keyworkers, focus on face-to-face contact with each individual employee.

Hold a campaign event. Well executed events can be powerful tools to educate and motivate donors about the CFC. See the Event Planning Guide and events section on the website for ideas and instructions.

Meet regularly with your Keyworkers and/or campaign committee. Hold weekly meetings with Keyworkers and committee members to offer motivation, answer questions, review procedures, and share best practices. To help Keyworkers stay on track, provide a weekly goal for number of contacts.

Brief leadership. Meet with your leadership weekly to brief them on campaign progress, upcoming events, and review ways for them to get involved. The CFC-O office will provide you with weekly reports tracking your installations campaign progress to assist you in your weekly leadership briefings.

Collect and submit completed paper pledges. Download and complete the CFC Pledge Report Summary located on the website. Enclose it and the completed paper pledge forms in the Pledge Report Envelope. Be sure all pledge forms were reviewed for accuracy, completeness, and legibility. Return problematic forms to Keyworkers for correction before mailing them. If you do not have a Pledge Report Envelope, mail the package to the CFC Processing Center at P.O. Box 7820 Madison, WI 53707-7820.

You will need to establish a secure location on your installation for Keyworkers to submit completed pledge forms until you can collect them and mail them. Track the envelopes you mail to the CFC Processing Center using the shipping log provided online. It is helpful to have the shipping log to answer questions about when envelopes were mailed. Please advise donors NOT to wait until the end of the campaign to turn in their pledge form.


Post-campaign

Order Certificates of Achievement. Using the tracking spreadsheet provided to you, determine which of your Keyworkers have earned the Certificate of Achievement signed by the Deputy Secretary of Defense. Then, place your order for these certificates using the appropriate form online at CFCOverseas.org. The CFC-O will prepare your certificates and ship them to you for distribution.

Order Impact Awards. The Impact Award honors and celebrates the collective generosity of the heroes serving in the DoD overseas and recognizes the huge positive impact the millions of dollars pledged through this campaign will have on the lives of those in need around the world.

As a CAPO, we are asking you to identify the units in your AOR that are deserving of recognition due to their positive impact, be it via fundraising, unit participation, or other engagement efforts.

Plan Your Awards Ceremony. Holding an awards ceremony is an excellent way to celebrate the success of your campaign and recognize the hard work of the Keyworkers. If you do not have a special CFC-O ceremony at your installation, consider presenting the awards and certificates at an existing event, such as an All Hands call.

After Action Review (AAR). After the campaign has concluded, you will receive an email link to the campaign representatives survey. Please provide your feedback and forward the link to your Keyworkers and ask them to do the same. This is your opportunity to make the CFC-O a stronger program. You may also receive an invitation to join an After Action Review (AAR) meeting.

Voluntary Giving Participation in the CFC is strictly voluntary. No coercion is permitted or tolerated. The following list outlines several things to avoid:

Supervisors should not serve as Keyworkers or directly ask their subordinates to participate in the CFC. However, general messages of support for the CFC from leaders are allowed.

Campaign results should only be shared as an aggregate. Individual pledges should never be shared.

Campaign results can not be used as a bullet point in an employee performance evaluation.

Lists of donors/non-donors should only be used by campaign workers for the purpose of recognition and never shared.

Campaign goals should not be set for 100 percent participation or a dollar amount per person.

http:CFCOverseas.org


CFC-O Recognition Programs

The CFC-O recognizes contributors, units and campaign workers for their collective efforts to make the campaign a success.

Unit Recognition The Impact Award honors and celebrates the collective generosity of the heroes serving in the DoD overseas and recognizes the huge positive impact the millions of dollars pledged through this campaign will have on the lives of those in need around the world.

As a CAPO, we are asking you to identify the units in your AOR that are deserving of recognition due to their positive impact, be it via fundraising, unit participation, or other engagement efforts.

Commanders Choice Award This award is presented to one area/location in each component that exemplifies excellence in implementing the CFC-O. Online giving results will factor heavily in the selection criteria.

Contributor Recognition The CFC-O is offering two donor gifts this year. The first is a popsocket that can be attached to the back of a handheld electronic device to make gripping and one-handed use more convenient. This gift will be presented to all CFC participants to thank them for their decision to support their chosen charitable causes through the CFC. The second gift is a CFC collectable coin. It will be presented to all donors whose charitable contribution is greater than or equal to $150, in recognition of their support of the CFC. Note: A list of donors is not to be kept. Donors must self-identify.

In addition to the physical gifts, the CFC-O is also implementing a Milestone Giver Recognition program. This program honors the impact repeat donors have when they contribute year-over-year. Digital certificates will be sent to donors who self-identify in the following categories: bronze certificate for 5 years+; silver certificate for 10 years+; gold certificate for 15 years+; and platinum certificate for 20 years+.

Campaign Representative Recognition Certificate of Achievement Keyworkers qualify to receive a CFC Certificate of Achievement signed by the Deputy Secretary of Defense by completing at least 80 percent of their tasks. Use the spreadsheet provided by the CFC-O to track your Keyworkers progress toward earning this coveted recognition. You will order certificates using an online form at CFCOverseas.org.

CFC Hero CFC Heroes go above and beyond the call of duty in service to the campaign. Anyone can nominate a hero by completing the form on the website. The CFC-O forwards three strong packages annually to compete in the National CFC Hero competition.

http:CFCOverseas.org


Reaching Out to Remote Employees

1 Hold a special online kickoff (e.g., webinar) with charity guest speakers and information about the campaign.

2

3

4

5

6

Provide each employee with a copy of the electronic pledge walk-through slides.

Ask leadership to record a brief video or phone message.

Create a CFC intranet page with progress, events, and information.

Send periodic email reminders with compelling charity success stories.

Host electronic contests or charity fairs.

Hold an internal CFC Celebration Event to thank participants,

Promoting the Campaign Organize a CFC kickoff event to jumpstart your campaign and

build enthusiasm among employees. Play some fun games. Invite charities. Arrange for a motivational speaker. Please visit the website for more ideas!

Hold a charity fair or arrange for a visit to local charities to educate colleagues about the many organizations counting on their support.

Hang campaign posters to build awareness and encourage colleagues to Show Some Love.

Utilize websites, intranets, social media, and email to publicize the campaign. Develop a special CFC section on your website/intranet site that highlights the benefits of giving, tells inspiring stories of people who have been helped by the campaign, shows photos of your campaign activities, and highlights progress toward your goals.

Collect event pictures and personal stories about how you and your colleagues Show Some Love through the CFC and send them to your local OC to be featured on your campaign zones website and social media platforms. Photographed individuals must sign OPMs photo release form before photos can be shared publicly.

Consider organizing a CFC day of service to include federal employees who may wish to expand their impact and volunteer time through the campaign.

Use the Cause of the Week to highlight stories and inspirational messages about the different causes that are a part of the CFC.

showcase your results, and recognize campaign staff and others who helped make the campaign a success.

For more event ideas and tips, visit the Campaign Worker section on the website.

I am one of 10 siblings. Growing up our family experienced homelessness. As a result, I vividly remember sleeping in the car and living in shelters. Funding through the CFC to organizations who serve the homeless population in our region will provide much needed resources dedicated to meeting their holistic needs.

Gerald A. Wilson U.S. Department of Health and Human Services


Campaign Events Raise campaign awareness, have some fun, and encourage participation with campaign events. Establish a Publicity/Event committee so the full responsibility does not rest on you alone. Look to your Keyworkers or other individuals who would like to be involved in spreading awareness of the CFC-O. You can get creative in staffing your event/publicity committee. There may be organizations in your community that can help.

Remember, fundraising events are no longer allowed under new CFC regulations. Additionally, no food, beverage, or entertainment can be paid for using campaign funds. Be sure to obtain approval from your installation legal office and your leadership and then work with the American Forces Network (AFN) to publicize your event. Utilize the Event Planning Guide in the resources section of the website for more information and guidance in planning and executing events. We have provided a host of templates, drop-in ads, scripts and other tools to help you.

Increasing Event Participation Recruit an active committee

Involve federal employees from all areas and include a variety of ranks or pay grades.

Each member of the committee should be assigned a specific task.

Encourage everyone to be creative and bring ideas to the table while being open-minded to others suggestions.

Establish leadership support

Ask leadership to send the invitation email to your events.

Invite leadership to speak at committee meetings, as well as events.

Involve leadership in events, kickoff activities, and finales and be sure to publicize their participation via your website, intranet, newsletter, social media, and other venues.

Motivate your co-workers to get involved

Make it fun. Have a variety of activities. Introduce new events each year.

Establish good-spirited competition (among departments, agencies, services, and/or commands).

Use and publicize incentives. They can motivate potential donors who are on the fence.


SECRETARY OF DEFENSE 1000 Defense Pentagon

Washington, DC 20301-1000

Dear Campaign Representative:

Thank you for serving as a campaign representative for the 2018 Department of Defense (DoD) Combined Federal Campaign (CFC).

Throughout the years, hardworking and generous Federal personnel have contributed more than $8 billion to help those in need, at home and around the world. Providing such assistance would not be possible without dedicated representatives like you who are willing to accept the extra-duty assignment of bringing the CFC to their colleagues.

By serving as a CFC representative you are demonstrating leadership, selflessness, and generosity that your friends, family, colleagues, and DoD leaders deeply appreciate. More importantly, you help improve the lives of people in need who will never have the opportunity to thank you in person.

Before you begin talking to your colleagues about the CFC, I encourage you to spend time thinking about which charitable causes mean the most to you. There are many worthy causes, such as taking care of our veterans, finding cures for diseases, supporting our military families, feeding the hungry, and so many more. Please consider and share your causes.

Thank you and your families for all you do to safeguard our great Nation, and our allies and partners around the world. Also, thank you for accepting this assignment and helping to make the world better through the 2018 CFC.

Contact Information

AFRICOM, CENTCOM, EUCOM, SOUTHCOM Combined Federal Campaign Unit 3137 APO AE 09094-3137 DSN: 314-489-6555 CIV: +49-(0)631-536-6555 [email protected]

PACOM CFC-Overseas HQ USFJ Unit 5068/J1 E APO AP 96328 DSN: 315-225-9997 CIV : +81-(0)311-755-9997 [email protected]

Patrick Shanahan Deputy Secretary of Defense

mailto:[email protected]:[email protected]

Tips for Being anEffective Campaign Leader

Make a campaign plan Involve senior leadership

Build a campaign Recruit and appreciate Promote the campaign committee Keyworkers

Track results Celebrate your accomplishments

Pictured on front cover : Lt. Col. Angela Cummins Cause: Cancer Research

2018 Community/Area ProjectOfficer (CAPO) Guide OverseasAbout the CFCGeographic BoundariesRecent Campaign EnhancementsWhy the CFC?ConfidenceConvenienceChoice

Your RoleCampaign CycleCampaign SupportOutreach Coordinator (OC)Central Campaign Administrator (CCA)

Managing a Successful CampaignCampaign ActivitiesPre-campaignThings your installation commander can do to support the campaign:Pre-campaign (cont.)During the CampaignPost-campaign

Voluntary Giving

CFC-O Recognition ProgramsUnit RecognitionCommanders Choice Award

Contributor RecognitionCampaign Representative RecognitionCertificate of AchievementCFC Hero

Reaching Out to Remote EmployeesPromoting the CampaignCampaign EventsIncreasing Event ParticipationRecruit an active committeeEstablish leadership supportMotivate your co-workers to get involved

Contact InformationAFRICOM, CENTCOM, EUCOM, SOUTHCOMPACOM

Tips for Being anEffective Campaign Leader

2018 Community/Area Project Officer (CAPO) Guide Overseas · 1 Campaign Management Guide. About the...

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