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 Thank you for partnering with the CFC!

Established by Executive Order in Signed by President John F. Kennedy Only authorized charity fundraising in Federal workplace The mission of the CFC is to promote and support philanthropy through a program that is employee-focused, cost-efficient, and effective in providing all Federal employees the opportunity to improve the quality of life for all. Largest and most successful workplace giving campaign in the world. Designation Campaign – not all charities receive funds Each region sets Campaign Solicitation period sometime between September 15 – December 15 each year CFC FACTS 3 Thank you for partnering with the CFC!

CFC Organizational Chart 4 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

 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 Thank you for partnering with the CFC!

 Online Giving  Donor Confidentiality  Efficiency - Reduced administrative workload  Accuracy  PII  Multiple Giving Platforms  Lack of Reporting Mechanism for the Government platforms  EEX  myPay OPM Strategic Focus 6 Thank you for leading the CFC!

 100% Awareness  100% Opportunity  100% Follow-Up  No Coercion  PII & OSI Compliance  Agency Ethics Rules CFC Regulations & Rules Summary 7 Thank you for partnering with the CFC!

OPM Universal Giving Thank you for partnering with the CFC! Fed Members Local – All RegionsNationalInternational Online Universal Giving IndependentsFederations Independents Fed Members

Rocky Mountain CFC: 9  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

RM CFC 2014 Results: 10 Thank you for partnering with the CFC! $3,737,684

RM CFC 2014 Results: 11 Thank you for partnering with the CFC! 51% 49%

Agency/Installation Team Overview 12 Thank you for partnering with the CFC!  Employee Campaign Coordinator (ECC) or Military Installation Project Officer (IPO)  Department or Mission Element Project Officers DPOC/MEPOC  Keyworkers (1:25)  Event & Activities Volunteers  Finance Officer//Payroll Coordinator  Communications Officer

Campaign Team Roles 13 Thank you for partnering with the CFC!  Solicits Personnel  Inspires & Motivates Giving  Group Presentation  Charity Speakers  Employee Testimonials  One-on-One Solicitation  One-on-One Follow up  Collect Traditional Pledge Form  Prepare Reporting Envelope  Verify Contents with Finance Officer/ECC/IPO  Distribute Thank You Gifts  Donor Follow Up Keyworker

Campaign Team Best Practices 14 Thank you for partnering with the CFC!  Secure Top-Down Support  Set a Timeline and Goal  Create Awareness  Coordinate Solicitation Process  Incorporate Fun  Campaign Celebration

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

Promotional Materials Brochure & Poster 16 Thank you for leading the CFC! Online Flyer Thermometer Post It Reminder Post It Note Get Your Give ON-Line

  Home Home  Pledge Online Pledge Online  Search Charities Search Charities  Check Totals Check Totals  Contact Campaign Contact Campaign  About About  Donors Donors  Charities Charities  Chairs Chairs  Training Training  Materials Materials  Forms Forms Campaign Resources: 17 Thank you for partnering with the CFC!

 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: 18 Thank you for partnering with the CFC!

Solicitation Timeline 19 Thank you for partnering with the CFC! Recommended Six Week Solicitation Window (Most Effective & Efficient)  Solicitation:  Week 1 – 100% Awareness (Agency/Installation wide)  Kickoff Event/Activity  Week 2 – 100% Opportunity  Group Presentation (KW Department/Unit)  Week 3 – 100% Follow Up  Collect Pledges  Week 4 – 6 Follow Up

Campaign Activities 20 Thank you for partnering with the CFC! ECC/IPO Campaign Implementation: Late September  Receive Materials  Pick Up Denver Federal Center/ Building 123 PAFB (flight line)  PCFO Delivery  By Hub Account Manager  By USPS Mail delivery (remote offices)  Promote Campaign  Post Promotional Posters  Distribute Pledging Tools  Charity Brochure  Pledge Form  Advertise Kick Off Event

Solicitation Activities 21 Thank you for partnering with the CFC! Mid Campaign Blitz: November  Get Your Give ON-Line  National campaign promotion  E-blasts  Flyers  Simplest means of giving  CFC Nexus  Employee Express  myPay

Solicitation Activities 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 22

 Boulder Kick Off, Boulder, CO – NOAA Facility Wednesday, October 11:30am – 1:00pm  Downtown Denver Kick Off, Denver, CO – Tuesday, October 11:30am – 1:00pm (Alt Day 10/21)  Buckley Air Force Base, Aurora, CO – Wednesday, October 1:00pm – 3:00pm  Denver Federal Center, Lakewood, CO – Thursday, October 11:30am – 1:00pm (Rain Day 10/22)  Weld/Larimer County Kick Off, Ft. Collins – Tuesday, 11:30am – 1:30pm Campaign HUB Events 23 Thank you for partnering with the CFC!

THE ROCKY MOUNTAIN COMBINED FEDERAL CAMPAIGN invites you to attend Downtown Denver CFC Kick-Off and Charity Fair “Be A Change Maker” Tuesday, October :30am-1:00pm Food Truck available for lunch options Visit with over 100 charities Give-away and prizes awarded For more information, contact your CFC Key Workers Visit

Thank you for partnering with the CFC! Downtown Fair

Solicitation Tips 26  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  Opportunity: Meaningful Contact

Solicitation Activities 27 Thank you for partnering with the CFC! 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  Awareness: Best Practices

Solicitation Tools 28 Thank you for partnering with the CFC!  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  Opportunity

Giving Methods 29 Reoccurring Gift:  Payroll Deduction – 90% of campaign  Employee Express – Participating Federal agencies  myPay  DoD Military and Government Civilians  Independent Defense Agencies  EPA, Dept of Energy, HHS, VA  Nexus Payroll Deduction – All Personnel Thank you for partnering with the CFC!

Giving Methods 30  Online:  Online: CFC Nexus  Mobile Pledging  Credit Card Giving  CFC Paper Pledge Form

Pledging Online 31 CFC Website: To practice: Login ID , Password Xma$1225

Ways to Contribute  Employee Express Overview –  Reoccurring payroll deduction only  Check to see if your agency uses Employee Express for your benefits administration (a list is available at )  Log into your Employee Express account to make a pledge  Employee Express pledging closes on December 15, 2015 Employee Express 32

Employee Express 33  Website Charity Search –  Login  Select Agency  Select CFC  Security Alert – Click “continue”  Select Charity(ies)  Enter Pay Period Contribution  Confirm Amount & Charities  Click “YES” if correct  Click “NO” if changes are desired  Click “Submit and Return to Main Menu for Tax Deduction Confirmation  Employee Express – Participating Federal agencies  myPay  DoD Military and Active Duty Civilians  Independent Defense Agencies  EPA, Dept of Energy, HHS, VA  Nexus Payroll Deduction – All Personnel Thank you for partnering with the CFC!

Combined Federal Campaign on Main Menu myPay Pledging 34 Click on myPay logo in top left corner

myPay Pledging 35  Website Charity Search –  Login  Campaign Code & Confirm  Enter Charity  Enter Allotment Amount  Enter Unit Code – Keyworker provides: 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:  Website links to NEXUS  NEXUS IS WEB-BASED:  DOES NOT TIE DIRECTLY TO A GOV’T PAYROLL SYSTEM  PLEDGES MUST STILL BE MANUALLY PROCESSED  Credit Card Giving, Cash or Check

Pledging 39 Online Assisted Giving:  NEXUS Online: Available to anyone  Pledging Overview  One Time Contribution - Cash, Check, Credit Card  One Time Credit Card – 3% third party convenience banking fee  Register  Search for charities  Complete Pledging  Confirmation

Pledging 40 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 41  Pledge Training link: Thank you for partnering with the CFC!

CFC Nexus 42 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. Thank you for partnering with the CFC!

CFC NEXUS Pledging 43 Thank you for partnering with the CFC!  Make a NEXUS Test Pledge Online:

Mobile Pledging 44 Thank you for partnering with the CFC! Ways to Contribute  NEXUS Mobile Application Online:  Same process  NEXUS Demo:

KeyWorker Turn-In Pledge Preparation 45  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

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

KeyWorker Turn-In 47 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 Thank you for partnering with the CFC!

Key Worker Turn-Ins 48 Thank you for partnering with the CFC! 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 49 Thank you for partnering with the CFC! Campaign Reporting Traditional form gift requests, Nexus, EEX & myPay award appreciation confirmation forms are collected and recorded on the envelope. 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

Key Worker Turn-Ins 50 Thank you for partnering with the CFC!

Turn-Ins 51 Thank you for partnering with the CFC! Weekly Turn-Ins: Starting 10/19-12/18 – Irma’s Turn In sites: Larimer/Weld Co - Tuesday Boulder – Wednesday – Cari’s Turn In sites: Downtown – Tuesday South Denver – Wednesday Aurora & Buckley – Thursday USPS – Friday – Jen’s Turn In sites: Denver Fed Center/Lakewood – Tuesday

Department/Unit Project Officer Turn-In 52 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.

Why do I have to do All of This 53 Thank you for partnering with the CFC! 1. 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 54 Thank you for partnering with the CFC! 2. 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 Thank you for partnering with the CFC! 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 Thank you for partnering with the CFC! 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 Thank you for partnering with the CFC! 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 Thank you for partnering with the CFC! 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

Solicitation Conclusion 61 Thank you for partnering with the CFC!  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 62 Thank you for partnering with the CFC! 2015 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 63  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 64 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: 66 Thank you for partnering with the CFC!

2015 Thank you for leading the campaign