2012 Combined Federal Campaign Training Conference Welcome to the Combined Federal Campaign CFC 101 The Who, What, When, Where, Why and How!

2012 Combined Federal Campaign Training Conference Workshop Objectives To provide an overview of the campaign  the process and regulations To explain the essential players and components of the campaign To discuss the interaction of LFCC’s, PFCO’s and non-profit charities To address issues/concerns related to the campaign

2012 Combined Federal Campaign Training Conference Agenda  What is the CFC?  Three C’s of CFC  CFC Regulations  CFC Structure  Timeline  The Real Deal  Trends and Challenges

2012 Combined Federal Campaign Training Conference What is the The only authorized workplace giving program for federal employees The largest workplace giving program in the world Established in 1961 to provide a ‘combined’ campaign, in lieu of separate solicitations 50 th Anniversary of CFC was celebrated in 2011 Has raised nearly $7 billion dollars since local campaigns

2012 Combined Federal Campaign Training Conference  Confidence – Applicant organizations are reviewed to ensure they meet all requirements of the campaign – Annual audits to ensure proper receipt and distribution of pledges  Choice – Employees designate to the charity that means the most to them – May pledge cash, check or payroll dedu ction  Convenience – Payroll deduction makes larger gifts possible – Most campaigns are providing electronic pledging Why the CFC? The Three ’s

2012 Combined Federal Campaign Training Conference CFC LFCC PCFO OPM FEB FEAOCFC LE GAAP GAAS IPA EIN DBA AFR RFP MOU APU DEAO LIO CC CFR

2012 Combined Federal Campaign Training Conference CFC Rules and Regulations 5 CFR 950 CFC Memoranda DoD Directive Army Regulations (AR600-29) Guidance from Specific Agencies – Ethics Officer – General Counsel

2012 Combined Federal Campaign Training Conference CFC STRUCTURE Sets Policy & Procedures Conducts Local Campaign Manages Local Campaign Leadership of LFCC

2012 Combined Federal Campaign Training Conference Publishes CFC Regulations Establishes Timelines Provides Direction and Guidance Develops & Disseminates National / International List Establishes Rules on Local Applications Final Appeal Audits OPM Office of Personnel Management (OPM) Office of CFC (OCFC)

2012 Combined Federal Campaign Training Conference CFC STRUCTURE LFCC Hires PCFO Approves Budget Conducts Local Agency Review Oversight and Management of PCFO Approves Campaign Material Conducts Compliance Audit Federal Executive Board or Association Committed Federal Employee Volunteers

2012 Combined Federal Campaign Training Conference CFC STRUCTURE Leadership Element of LFCC Members from Federal Community (Federal Civilians, Military & Postal) Liaison to Federal Agency Final Campaign Decisions CABINET LFCC Chair & Vice Chairs Federal Employees Membership LFCC Cabinet

2012 Combined Federal Campaign Training Conference CFC STRUCTURE PCFO Daily Operations Facilitates Eligibility Process Develops Campaign Materials Serves as Fiscal Agent Collects, Processes, Distributes Pledges Honor Designations Trains Loaned Executives and Campaign Personnel Submits Financial Audit & Compliance Reports Must be federation, charitable organization or combination thereof. Applies and/or is reviewed annually (Jan -Feb)*

2012 Combined Federal Campaign Training Conference CFC STRUCTURE Charities: Local, National and International Charities are vetted annually by federal employees; PCFOs may conduct initial completeness review Charities are vetted annually by federal employees; PCFOs may conduct initial completeness review Charities are partners in the campaign: Invite them to LFCC meetings & encourage them to market their participation Charities are partners in the campaign: Invite them to LFCC meetings & encourage them to market their participation Include charities in kick-offs, trainings & special events Include charities in kick-offs, trainings & special events Ensure they are knowledgeable of pertinent rules and that they are followed Ensure they are knowledgeable of pertinent rules and that they are followed

2012 Combined Federal Campaign Training Conference CFC STRUCTURE Local Federal Agencies Gain support from Agency Director’s by meeting with them annually, if possible Review their giving trends and ask for their assistance Directors provide volunteers to administer campaign in their agency: Loaned Executives, Coordinators, Key Workers, Event Coordinators, etc. They can initiate a communication plan & allocate time to ensure all employees are provided the opportunity to participate Remember to Thank them publicly (if possible) for their assistance in making the campaign the best ever!

2012 Combined Federal Campaign Training Conference CFC STRUCTURE Loaned Executives Federal personnel ‘on loan’ to the campaign (full or part time) Being a Loaned Executive (“LE”) is a career building opportunity LEs are ambassadors for the CFC Participate in highly visible, major kick-off activities Provide training for Coordinator’s and Key Worker’s Assist Coordinators and Key Worker’s in development a campaign plan Ensure timely delivery of materials and pick-up of pledges Keep Agency Directors informed and updated on progress How CFCs, Agencies and LEs gain LEs receive Leadership training and experience with community charities Employer gains FREE training for LEs (public speaking, strategic planning, etc) CFC has necessary resources to manage campaign, provide direct services, and deliver a more effective, efficient and meaningful process

2012 Combined Federal Campaign Training Conference Timelines

2012 Combined Federal Campaign Training Conference Calendar of Events - LFCC OPM Updates Each Year – Receipt/Decision of PCFO Application (Jan/Feb) – Receipt/Review of Local Applications (Jan-Mar) – Local Application Workshops (Jan/Feb) – CFC Workshop (Feb-Mar) – Review of Upcoming Campaign Materials (Apr-Jun) – Finalize Decisions on Charity Applications (May) – Leadership Level Visits (Apr-Jun) – Compliance Audit (Jul-Sep) – Ongoing LFCC / Cabinet Meetings

2012 Combined Federal Campaign Training Conference Calendar of Events - PCFO – January Finalize previous year’s campaign results Thank you letters and appreciation events Review successes & lessons from previous year Develop campaign plan and strategy Works with LFCC to Recruit Campaign Leadership Charity applications accepted & charity workshops conducted with LFCC – February PCFO selection results and/or review Attend annual CFC Conference Submits campaign results to OPM (form 1417)

2012 Combined Federal Campaign Training Conference Calendar of Events - PCFO – March Initial review of charity applications Submits donor and pledge reports to charities (3/15) Submit campaign results (form 1417) to OPM (3/16) CFC Charity Registry data entry (ready 3/19) Make final disbursement of 2010 campaign funds (3/31) – April First disbursement of 2011 funds (4/1) Deadline for charity application period (4/2) Assist LFCC in conducting application review Deadline to notify charities of eligibility decisions, use certified mail for denials (4/30)

2012 Combined Federal Campaign Training Conference Calendar of Events - PCFO – May - July LFCC receives appeals within 7 business days of LFCCs 4/30 letter or 14 calendar days from the 4/30 mailing (5/14) Submit eTechnology report to OPM (6/1) LFCC to mail appeal decisions to local charities (6/4) Update 2012 Charity Registry (ongoing) Meet with Agency Directors (request LEs, discuss goals, etc) Prepare Charity List (using OPM guideline’s) for LFCC approval PCFOs Auditor to finalize 2010 Audit & Agreed Upon Procedures; PCFO to finalize compliance report LFCC selects incentives 2 nd disbursement of 2011 funds (7/31)

2012 Combined Federal Campaign Training Conference Calendar of Events - PCFO – August Submit audit reports to LFCC (8/1) 2012 CFC Charity Registry complete (on or before 8/31) Provide training for Loaned Executives, Coordinators & key Workers – September - December Campaign solicitation period (9/1-12/15) Kick-offs & distribution of materials LFCC submits audit reports & supporting documents to OPM (9/17) 3 rd Disbursement to charities (11/1)

2012 Combined Federal Campaign Training Conference The Real Deal on LFCCs  Usually part-time assignment  Limited resources  Limited time  Must make a plan  Must prioritize  Collaborate ◦ PCFO ◦ OPM ◦ FEB / FEA / Agency Heads ◦ Federal Agencies and Volunteers  Partner with other LFCCs / Campaigns Please attend the LFCC Track on Day 3

2012 Combined Federal Campaign Training Conference The Real Deal on PCFOs  Hopefully full time, but many times, a part time job  Collaboration is Key! ◦ LFCC ◦ OPM ◦ FEB / FEA / Agency Heads ◦ Federal Agencies and Volunteers  Partner with other Campaigns Please attend the PCFO Track on Day 3

2012 Combined Federal Campaign Training Conference PCFOs are entrusted with the management of the local CFC & LFCCs are entrusted with it’s leadership. The CFC encourages employee choice in charitable giving; therefore PCFOs encourage diverse charity inclusion. Honor employee designations & privacy requests. Adhere to OPM regulations. Facilitate charitable eligibility process. PCFO RESPONSIBILITIES Primary Objective: To conduct an efficient and effective campaign in a fair and even-handed manner.

2012 Combined Federal Campaign Training Conference Prepare campaign materials that are consistent with regulations (with input and approval from the LFCC) Absorb cost of reprinting of materials caused by non-compliance with regulations. Absorb campaign costs that exceed 110% of approved budget. Design & implement a CFC awards program. (with input and approval from the LFCC) Respond timely to inquiries. PCFO RESPONSIBILITIES Managing A Campaign (cont)

2012 Combined Federal Campaign Training Conference Notify recipient organizations of contributions. Disburse funds according to receipts. Give federations & charities an opportunity to review material and provide input on campaign operations & activities. Retain campaign documentation 5 years. PCFO RESPONSIBILITIES Managing A Campaign (cont)

2012 Combined Federal Campaign Training Conference What We Know Now… Set goals, have a plan You need to prioritize what’s important You won’t be able to do everything Focus on what you can do, not what you can’t… Use the resources available to you…we’re all in this together! Partner and collaborate…don’t reinvent Find innovative ways to supplement resources – Interns, community partnerships, agency partnerships

2012 Combined Federal Campaign Training Conference An Effective Campaign Campaign theme Management endorsement Kick-off event Special events Agency speakers / charity fairs Scheduled meetings with staff Track goals Trusted, well-liked Keyworkers Testimonials from respected colleagues LE involvement

2012 Combined Federal Campaign Training Conference Trends and Challenges Dollars continue to increase, while participation continues to decrease Transition of donor base from ‘mature’ to younger generation Decreasing volunteer base – Downsizing / contracting – Limited availability Technology – Electronic Pledging – eGiving via credit card (one-time gifts) – Social Media

2012 Combined Federal Campaign Training Conference Helpful Websites

2012 Combined Federal Campaign Training Conference Questions?

2012 Combined Federal Campaign Training Conference Make the Most of the Workshop  Attend as many sessions as possible  Join us for breakfast…  OPM ‘Tracks’ for PCFO and LFCC to optimize your ability to learn what you need to know  Meet new people, make those contacts  Take the knowledge back, make a plan!  Share what you’ve learned with your staff  Follow up with presenters, OPM staff, other contacts you made while here

2012 Combined Federal Campaign Training Conference