2015 Campaign Team Training

 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 Overview: 2

 Online Giving  Donor Confidentiality  Efficiency - Reduced administrative workload  Accuracy  PII  Multiple Giving Platforms  Lack of Reporting Mechanism for the Government platforms  myPay OPM Strategic Focus 3

OPM Universal Giving Fed Members Local – All RegionsNationalInternational Online Universal Giving 24,000+ charities IndependentsFederations Independents Fed Members

 5 CFR CFR 950  OPM Directives OPM Directives  B , Occupational Safety and Health Review Commission--Refreshments for a Combined Federal Campaign Event, July 11,  CFC Guidance (Memoranda) CFC Guidance (Memoranda)  DoD Directives DoD Directives  DoD Directive DoD Directive  Air Force Regulations (AF )  Army Regulations (AR600-29)  Guidance from Specific Agencies  Ethics Officer  General Council CFC Regulations

 100% Awareness  100% Opportunity  100% Follow-Up  No Coercion  PII & OSI Compliance  Agency Ethics Rules CFC Regulations & Rules Summary 6

Rocky Mountain CFC: 7  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

Rocky Mountain CFC 2014 Results: 8 $3,737,684

CFC Organizational Chart 9 Executive Committee Support Federal Agency Directors & Military Senior Commanders LFCC Oversight & Mentorship Agency Head Reps Charitable Organizations PCFO Board of Directors Campaign Director Campaign Coordinators Employee Campaign Coordinators or Installation Project Officers Unit/Dept Coordinators 100 or more employees Key Workers 1 per every 25 OPM - Regulators

 The 8 th Habit: CFC Strategic Plan 10 “Find your voice”… “…and inspire others to find theirs.”

 Team Development/Training  Virtually Connect Personnel to CFC Charity Causes  Engage Newer Personnel & Young Federal Employees Rocky Mountain Region Strategic Focus: Engagement

  Home Home  Pledge Online Pledge Online  Search Charities Search Charities  Check Totals Check Totals  Contact Campaign Contact Campaign  About About  Donors Donors  Charities Charities  Campaign Team Information Campaign Team Information  Training Training  Materials Materials  Forms Forms Campaign Resources: 12

 Training – “More Than Just a Bill”“More Than Just a Bill”  Answers FAQs  Promoting  “Be a Change Maker” “Be a Change Maker”  “Thank you Feds” “Thank you Feds”  National Videos  President Obama Message President Obama Message  2015 Honorary National Chair, John Brennan, CIA Director Message 2015 Honorary National Chair, John Brennan, CIA Director Message  “I Make It Possible” “I Make It Possible” Videos: 13

Campaign Activities 14 IPO & ME POC Campaign Planning & Preparation:  Plan Activities/Events  Kick-off Event  Charity Fair  Team Development  Training  Distribute Materials  Promote Campaign  Solicitation  Contribution Reconciliation & Reporting  Follow Up

 Promotional Activities  Signage, Kiosks, Posters  Kick-Off Event  Ceremony, Charity Fair & Activity  Mission Group Presentations  Staff Meetings or Commander’ Call  “ Mini Kick-Offs”  Videos  Invite Speakers  Charity Speakers list – –  Peer Testimonials  Terri’s Poem – Posted on website  Promotional Materials  Campaign Theme – “Be A Change Maker” 100% Awareness:

Campaign Activities  Kick Off Activities & Charity Fairs 28

Promotional Activities 17 Chili Cook-Off/ Crock Pot Cook- Off with different categories Candy Grams Fall Festival with pumpkin carving contest, cubicle decorating contests, costume contest Scavenger Hunt 5K walk or run Silent Auction/Basket Auction Bake Sales/Burrito Sales Penny Drive Swear Jar Motorcycle Ride Pie in the Face Jeans or Sports Gear on Fridays Ice Cream Social/Sundae Bar Book Exchange Sale Employee Testimonial E-Blasts  Best Practices

Promotional Materials Brochure & Poster 18 Thank you for leading the CFC! Online Flyer Thermometer Post It Reminder Post It Note Get Your Give ON-Line

revolutionize nourish strengthen Care for sustain help empower transform improve Safeguard equip alter CURe Encourage renew motivate uphold provide Support restore supply rebuild inspire Be A Change Maker… Protect boost

Solicitation 20  Recommended Timeline:  Week 1 – 100% Awareness (Agency/Installation wide)  Attend Kickoff Event/Activity/Charity Fair  Week 2 – 100% Opportunity  Group Presentation (Department/Unit)  Week 3 – 100% Follow Up  One-on-One Solicitation  Week 4 – 6 Follow Up

Solicitation 21  CFC Website:  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  Tools

Solicitation 22  Tools: Home Pagewww.rockymountaincfc.org

100% Opportunity 23  Make the Ask  The Number One Reason People don’t Give…they weren’t asked  Provide 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  Meaningful Contact

Giving Methods 24  Online: MyPay  Online: CFC Nexus  Mobile Pledging  Credit Card Giving  CFC Paper Pledge Form

Pledging Online 25 CFC Website: To practice: Login ID , Password Xma$1225

Giving Methods 26 Reoccurring Gift:  Payroll Deduction – 90% of campaign  myPay  DoD Military and Government Civilians  Independent Defense Agencies  EPA, Dept of Energy, HHS, VA  Nexus Payroll Deduction – NAF

Combined Federal Campaign on Main Menu myPay Pledging 27 Click on myPay logo in top left corner

myPay Pledging 28  Website Charity Search –  Login  Campaign Code & Confirm – 0141  The screen will ONLY be shown to active duty ARMY, NAVY and AIR FORCE PERSONNEL  All other donors’ campaign information will be automatically populated.  Enter Charity  Enter Allotment Amount  Military Personnel – 12 allotments  Civilians – PER PAY PERIOD  Enter Unit Code – Keyworker provides:

myPay Pledging 29  Buckley AFB Unit Code – Keyworker provides: AAFES - Buckley Exchange Services, Colorado2007 Colorado Air National Guard2008 Colorado Air National Guard - 140th Wing2028 Colorado Army National Guard - Army Aviation Support Facility (AASF)2022 DOD - Aerospace Data Facility - Colorado2004 DOD - Defense Commissary Agency, Buckley AFB2010 National Geospatial-Intelligence Agency - Denver2023 US Coast Guard - Colorado2024 USA - 743d Military Intelligence Battalion2003 USAF - 310th Mission Support Group2000 USAF Medical Group2026 USAF Mission Support Group2027 USAF Operations Group2029 USAF Space Wing2002 USAF - 566th Intelligence Squadron2017 USAF - 566th Intelligence Squadron, Det USAF - 8th Space Warning Squadron, Reserves2019 USAF - Air Force Office of Special Investigations 2018 USAF - Air Force Operational Test and Evaluation Center OL-BC2005 USAF - Air Force Technical Applications Center, Det USAF - Air Reserve Personnel Center2006 USMC - Company A, Marine Cryptologic Support Battalion 2009 USMC - Q Battery 5/14, 14th Marines2016 USN - Naval Operations Support Center, Denver2014 USN - Navy Information Operations Command,2015 USAF - Financial Management Center of Expertise2021

myPay Pledging 30  Fort Carson Unit Codes – Keyworker provides: HHBN1BDE 2BDE3BDE ARTY4CAB4SUS 4ENG 0CS10SF71OD759P USAGMEDCOSJA

myPay Pledging 31  Peterson AFB - HQ NORAD & US NORTHCOM Unit Codes – Keyworker provides: NNC/CMDGP NNC/CPNNC/IGNNC/JA NNC/NGNNC/PANNC/SOCNORTHNNC/J1 NNC/J2N/J3NC/J3NNC/J4 NNC/J5NNC/J6NNC/J7NNC/J8 NNC/J9DIAWCRO Thank you for partnering with the CFC!

myPay Pledging 32  Peterson AFB - HQ AFSPC Unit Codes – Keyworker provides: HQ AFSPC A1 HQ AFSPC A2/3/6 HQ AFSPC A4/A7 HQ AFSPC A5/8/9 HQ AFSPC CC /CV/DS/CR/CG Special Staff (HC/SE/SG/JA/FM/IG/IP/PA/SPP)

myPay Pledging 33  Peterson AFB - 21 st Space Wing & Mission Partners Unit Codes – Keyworker provides: 21 MDG21 MSG21 OG21 SWDS 721 1SB (first Space Brigade)302 AW SMDAOther MP & Ten

myPay Pledging 34  Schriever AFB Unit Codes – Keyworker provides: SAFB 50SWCG SAFB 50OG SAFB 50NOG SAFB 50MSG SAFB USAFWC SAFB 310SW SAFB TENANTS

myPay Pledging 35  U.S. Air Force Academy Unit Codes – Keyworker provides: USAFA 10ABW USAFA 10MG USAFA 10MSG USAFA AD USAFA CW USAFA DF USAFA PL USAFA Tenants Thank you for partnering with the CFC!

myPay Pledging 36 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; Requirements – The work address must be official “.mil” or “.gov” address. This is for any official communication within the government about the gift. – The “acknowledgement address (if selected) must be personal, not “.mil” or “.gov.” OPM rules bar charities from communicating about the CFC inside official government channels.

myPay Pledging 37 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.

Pledging 38 Online Assisted Giving:  NEXUS Online: Available to anyone  Pledging Overview  Cash, Check, Credit Card  Register  Search for charities  Complete Pledging  Confirmation  One Time Credit Card – 3% third party convenience banking fee

Pledging 39 Online Assisted Giving:  NEXUS Training: Videos, Word doc & PDF  Main Menu  Help & training  Pledging Overview  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 40  Pledge Training link:

CFC Nexus 41 CFC NEXUS  Pledging  Demo Link:  Opportunity for Coordinator or Keyworker to try out the pledging process by creating a “fake” pledge on the demo account.

Mobile Pledging 42 Ways to Contribute  NEXUS Mobile Application Online:  Same process  NEXUS Demo:

Turn-In Flow Chart 43 Thank you for partnering with the CFC! DO NOT SUBMIT myPay payroll allotment confirmation forms; Submit traditional forms cash, check & payroll deduction; SUBMIT Nexus cash, check forms; DO NOT SUBMIT credit Card or payoll allotment forms. KW verifies completeness, accuracy & legibility of forms; tallies forms and reports tallies on reporting envelope UPO/ME verifies content; spot checks accuracy; reports envelopes on UPO ledger Finance Officer verifies envelope content; verifies UPOs ledgers and reports info on master installation ledger. Finance officer processes NEXUS pledges in NEXUS System. Finance officer turns in all contributions to PCFO. Finance Officer tracks myPay donors for installation using Global if necessary. Finance Officer takes traditional and Nexus forms to payroll office weekly.

KeyWorker Turn-In Pledge Preparation 44  Collect pledges weekly  NEXUS  Print outs of cash or check contributions with cash or check  Do not collect credit card contributions – collect appreciation award form  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  Collect and verify forms:  Ensure donor’s name and 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

Key Worker Turn-Ins 45 Thank you for partnering with the CFC! Keyworker verifies completeness, accuracy and legibility of form.

Campaign Reporting 46 Thank you for partnering with the CFC! 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

Key Worker Turn-Ins 47 Thank you for partnering with the CFC!

KeyWorker Turn-In 48 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  Collect and verify forms:  Ensure donor’s name is on form  Ensure donor’s 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

Key Worker Turn-Ins 49 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) NEXUS cash & Check Forms ONLY Traditional Forms

Key Worker Turn-In 50 Campaign Reporting Traditional form gift requests, Nexus, EEX & myPay award appreciation confirmation forms are collected and recorded on the envelope. Online Donor Gift Request Form 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. Pledge Form Gift Request

Department/Unit Project Officer Turn-In 51 ECC or IPO Collection from Department or Unit POC  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.

Department/Mission Element Turn-In 52 Ledger

Why do I have to do All of This OIG tracking  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 turn- in.

Why do I have to do All of This 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  Pledge form

PII Compliance 55 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 56 Thank you for partnering with the CFC! OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum  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 57 OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum  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

PII Compliance 58 OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum  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 59 Thank you for partnering with the CFC! OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum  Reporting PII Breaches  In accordance with 5 CFR § (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) or at to OPM.

PII Compliance 60 OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum  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 cert.gov/federal/reportingRequirements.html) and providing notification to victims of PII or OSI breaches, as appropriate. cert.gov/federal/reportingRequirements.html

100% Opportunity 61 Mid Campaign Blitz: November  Base Activity  Get Your Give ON-Line  National campaign promotion  E-blasts  Flyers  Simplest means of giving  myPay  Nexus – Credit Card

100% Follow Up 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 by December 16 62

Solicitation Conclusion 63  Electronic Giving turned off COB Dec 15 (regulations)  All Contributions Received by DPO or UPO: December 16  Ensure CFC Staff has your totals for Awards  Final Turn-Ins scheduled with PCFO Dec  Ensure Donors receive appreciations awards

Campaign Recognition 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 65  Unit, Department and Organization Awards  Gold, Silver & Bronze Awards  Benchmark: 5% above 2014 campaign – silver award  75% of Benchmark – Bronze award  125% of Benchmark – Gold Award  Award Distribution – ECCs and IPOs receive awards from PCFO – January  Internal organization presentation  CFC Commander’s call  Staff Meeting

Campaign Recognition 66 Thank you for partnering with the CFC! 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  Forward completed template form list to PCFO Hub Director  PCFO generated and provided

Campaign Celebration 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  Hub Directors & Charities will be planning and hosting the event

Questions? Q&A: 68

2015 Thank you for leading the campaign