NORCAL Region LE Role Training 2013

2013

NORCAL RegionLE Role Training

2013

Who am I?

2 Thank you for partnering with the CFC!

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

Barbara BarfieldCampaign [email protected]

Dee SuttonCampaign [email protected]

Clarence Benjamin, Jr.Campaign [email protected]

Penny HeupelCampaign [email protected]

PCFO Team

3

What’s New

Campaign Timeline

LE Role & Responsibilities

Break

Pledge Collection & Reporting

PII & OSI Security

Tips & Tools

Questions

Overview:


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

NORCAL CFC

5

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

NORCAL CFC


Strategic Plan Implementation

Metro Denver CFC


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.”

The 8th Habit Applied:

Metro Denver CFC


“Find your voice”…

The 8th Habit Applied:

Metro Denver CFC


“…and inspire others to find theirs.”

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

What’s New

10

Thank you for partnering with the CFC!

Campaign Timeline

11


2013 Campaign Activities Outline Planning – Today – End of August (two weeks)

Campaign team recruitment Goal Setting Activities/Events

Kick-offPresentations

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

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

2013 Campaign Theme

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Online Training Materials

Online Giving

Mid Campaign Blitz

Final Campaign Blitz

Online Social Media

2013 LFCC Campaign Focus

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Metro Denver CFC Rule #1: Must Have Fun!

NORCAL CFC Rules

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Rule #2: Must Have Chocolate!

NORCAL CFC Rules

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Rule #3: Keep It Simple!

NORCAL CFC Rules

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OPM Campaign Rules

100% Awareness

100% Opportunity

100% Follow-Up

No Coercion

PII & OSI Compliance

5CFR Part 950 & OPM Memorandum

NORCAL CFC

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Who are You?

19


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

Campaign Team

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Employee Campaign Coordinators/Chairs

KeyWorkers (1:25)

Event & Activities Volunteers

Finance Officer//Payroll Coordinator

Event Participants

Other Volunteers

Campaign Activities

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

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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

23


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

Campaign Activities

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

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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

Campaign Activities

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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

Campaign Activities

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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

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

Kick Off Events & Charity Fairs

Group Presentation

Video Presentations

One-on-One Solicitations

Solicitation Overview:

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Campaign Reporting

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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 Activities

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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

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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

Campaign Reporting

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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

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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.

Thanks You Awards

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Donor Gifts: Recognition Coin

Campaign Activities

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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 Recognition

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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

Campaign Recognition


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 Celebration

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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

Agency Awards

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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

Stretch Break

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Pledging Overview


Ways to Contribute On-Line

NEXUSPayroll DeductionOne 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

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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

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Ways to Contribute NEXUS Mobile Application Online:

NEXUS Demo: www.cfcnexus.org/_root/mobile/

Pledging

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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.)

Pledging

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Ways to Contribute Traditional Payroll Deduction, check or cash

Paper Pledge Form

Turn-In Flow Chart

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Key Worker Turn-Ins

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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)

Key Worker Turn-Ins

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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).

ECC Turn-In

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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 subsections should 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

PCFO LE Turn-In

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Collection from ECCS ECC’s should fill in a ledger that documents each of

the KeyWorker envelopes they receive each week. A ledger should be provided every time they turn in to PCFO LE, and these ledgers should only include the amounts physically being turned in at that time.

ECC Turn-In

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ECC Ledger

PCFO Turn-In

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Campaign ReportingOn a weekly basis, PCFO LE will collect ECC-collected contributions – LE will verify the contents for accuracy with the ECC during the turn-in. A chain of custody transition form will be signed at each turn-in.

PCFO LE Turn-In

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donors $

donors $

donors $

KEYWORKER REPORT FORM

THIS REPORT IS: FIRST ADDITIONAL FINAL

AGENCY OR INSTALLATION:

UNIT NAME:

UNIT CODE:

KEYWORKER:

Total Numberof Employeesin Your Unit:

Total Numberof EmployeesContactedto Date:

TELEPHONE:

E-MAIL:

Keyworker Instructions1. Fill in the summary information requested

below for those contributions containedin this envelope. DO NOT include any information previously submitted.

2. Place all completed pledge cards, cash,and checks in this envelope and deliverto your CFC Point of Contact.

4.

3.

With your LE, Coordinator or Chairperson,validate the contents of this envelope, and sign at the bottom.

If Employee Express is available in your office, fill in the number of new donations (do not include previously reported donations).

5. Make a copy of the face of this envelopefor your records.

U.S.CURRENCY

CHECKS

PAYROLLDEDUCTION

ENVELOPETOTALS

# of CONFIDENTIALDONATIONS Enclosed(not reported above)

Employee ExpressContributions

METHOD OFPAYMENT

NUMBER OFDONORS AMOUNT ($)

We have validated the contents of this envelopeand confirm that it contains the cash, checksand payroll deduction amounts reported above.

Keyworker

LE / Coordinator

Chairperson

PCFO

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DO NOT WRITE INTHIS SPACE

FOR USE BY CFCACCOUNTING

AGENT

Number

Amount

Processed

Verified

Payroll Deduction

Cash Contributions

Total

Silver Award

Gold Award

Eagle Club

Golden Eagle Club

1 hours pay per month

2 hours pay per month

$900-$1,499

$1,500+

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CFC Staff will Cross Check the Envelopes Against the ECC Ledger

PCFO Turn-In

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LE Verifies KeyWorker Envelopes After verifying the envelopes against the ledger, and verifying

BOTH the dollar amounts AND the number of each kind of donation in each envelope, LE will separate cash and checks from the pledge cards

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 on the check deposit slip).

LE will write out cash deposit slip in front of ECC

Upon departure LE will convert cash to money order;

Cash deposit slip and money order will be turned in to hub Administrator with ledger & envelopes

PCFO Turn-In

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Thank You Gifts

• After Cross checking each envelope – LE will provide the requested supplies, and ECC and LE will sign off on the ECC ledger.

PII Compliance

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OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum 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

PCFO Turn-IN

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LE will meet weekly with PCFO Hub administrator and turn-in all collections Hum Administrator will verify contact of envelopes and

accuracy of ledgers:

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

PII Compliance

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OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum

For example, a name alone would generally not constitute PII, but when linked to his or her social security number (SSN), date of birth, or mother's maiden name, would constitute PII. (PLEDGE FORM)

PII Compliance

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OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum OPM defines OSI as any information:

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.

PII Compliance

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Campaign Responsibilities

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.

PII Compliance

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Proper control and handling of PII and OSI residing in collection envelopes, on computers, on removable media, and on paper and electronic documents

Ensuring portable data storage and communication devices are properly controlled and secured at all times

PII Compliance

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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

PII Compliance

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LFCC Responsibilities

LFCC should ensure any organization applying for the PCFO understands these responsibilities and addresses its plan for protecting PII and OSI in the written campaign plan provided with its application to administer the CFC

The PCFO has an LFCC-approved plan, process and procedures that must be strictly adhered to for protecting PII and OSI information

PII Compliance

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Reporting PII Breaches

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

PII Compliance

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OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum Reporting PII Breaches

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 [email protected] to OPM.

Why do we have to do all that?

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Reporting PII Breaches

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.us-cert.gov/federal/reportingRequirements.html) and providing notification to victims of PII or OSI breaches, as appropriate.

Why do we have to do all that?

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Your cooperation in protecting donor and charity privacy and preventing identity theft is

appreciated!

Questions?

Q&A:

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NORCAL Region LE Role Training 2013

Documents

Transcript of NORCAL Region LE Role Training 2013