Metro denver region ecc training 2011
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Metro Denver Region ECC Training 2011. 2011. CFC Overview Metro Denver CFC Introduction Employee Campaign Chair Role & Responsibilities Campaign Timeline Break Pledge Collection & Reporting PII & OSI Security Tips & Tools Questions. Overview:. Thank you for partnering with the CFC!.

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Metro Denver Region ECC Training 2011

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Metro denver region ecc training 2011

Metro Denver RegionECC Training 2011

2011


Overview

  • CFC Overview

  • Metro Denver CFC

  • Introduction

  • Employee Campaign Chair Role & Responsibilities

  • Campaign Timeline

  • Break

  • Pledge Collection & Reporting

  • PII & OSI Security

  • Tips & Tools

  • Questions

Overview:

Thank you for partnering with the CFC!

2


What is the cfc

  • 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

  • Only authorized charity fundraising in Federal workplace

  • Designation Campaign – not all charities receive funds

  • Each region sets Campaign Solicitation period sometime between September 1 – December 15 each year

What is the CFC?

Thank you for partnering with the CFC!

3


50 th anniversary

  • Federal Workers’ Commitment & Generosity

  • 50 Years = More than $6 Billion

  • Continue Expanding Opportunities for giving

  • Wide Variety of Charitable Choices

  • New Logo:

50th Anniversary:

Thank you for partnering with the CFC!

4


What is metro denver cfc

  • 17 Counties

  • Approximately 40,000 Federal Employees

  • Raised approximately $3.5 Million in 2009 and 2010

  • 2011 Campaign Solicitation Period: October 3 – November 18

  • Campaign Celebration: December 15

  • The best and most generous Feds in the world!

What is Metro Denver CFC?

Thank you for partnering with the CFC!

5


What is metro denver cfc1

Executive Committee

Regional Federal Agency Directors

What is Metro Denver CFC?

LFCC

Regional Military and Federal Agency Reps

PCFO

Board of Directors

Campaign Director

Employee Campaign Chairs

Key Workers

1 per every 25

Other Volunteers

Charitable Organizations

Thank you for partnering with the CFC!

6


What is metro denver cfc2

  • Metro Denver Campaign Rules

  • 100% Awareness

  • 100% Opportunity

  • 100% Follow-Up

  • No Coercion

  • 5CFR Part 950 for reference

What is Metro Denver CFC?

Thank you for partnering with the CFC!

7


What is metro denver cfc3

  • Metro Denver CFC Rule #1: Must Have Fun!

What is Metro Denver CFC?

Thank you for partnering with the CFC!

8


What is metro denver cfc4

  • Metro Denver CFC Rule #2: Must Have Chocolate!

What is Metro Denver CFC?

Thank you for partnering with the CFC!

9


What is metro denver cfc5

  • Metro Denver CFC Rule #3: Keep It Simple Sweetheart! (KISS)

What is Metro Denver CFC?

Thank you for partnering with the CFC!

10


Who am i

  • Jodi Korthuis, Campaign Director

  • Represented various charities in the CFC for 10+ years

  • Second Year as Campaign Director

  • 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 Metro Denver Feds!” Fan Club

Who am I?

Thank you for partnering with the CFC!

11


Who are you

  • Employee Campaign Chair (ECC)

  • Team Leader!

  • Create the Campaign Plan

  • Recruit the Department/Agency/Division Team

  • Campaign Reporting

  • Campaign Follow-Up

  • Inspire

  • Motivate

Who are You?

Thank you for partnering with the CFC!

12


What is the team

  • Employee Campaign Chair

  • KeyWorkers (ideally 1:25)

  • Events Volunteers

  • Event Participants

  • Other Volunteers

What is the Team?

Thank you for partnering with the CFC!

13


What is the campaign

  • Campaign Planning: Now until October 3

  • Recruit Team

    • Shoot for 1 KeyWorker for every 25 Staff

      • Ask former ECCs or KeyWorkers to serve on Events Committee

      • By spreading out the tasks, you ensure everyone has fun and will want to help out again next year

What is The Campaign?

Thank you for partnering with the CFC!

14


What is the campaign1

  • Campaign Planning: Now until October 3

  • Set Goal

    • Goals provide Campaign Ownership and Direction

    • 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: Metro Denver Region 40,000 staff * $81,258 * .006 = $14,391,360

    • *From Kaiser Family Foundation survey of Colorado annual income from 2007 – 2009. www.statehealthfacts.org

What is The Campaign?

Thank you for partnering with the CFC!

15


What is the campaign2

  • Campaign Planning: Now until October 3

  • Set Goal

    • Compare Campaign Potential to Last Year’s Actual; Factor in variables like the COLA freeze, downsizing, etc…

    • Set a reasonable goal that will encourage your Campaign participants to be generous and that feels comfortable with your culture

    • Metro Denver’s 2010 Campaign raised $3,457,622; a modest increase of just under 2% would make our 2011 50th Anniversary goal: $3,525,000

What is The Campaign?

Thank you for partnering with the CFC!

16


What is the campaign3

  • Campaign Planning: Now until October 3

  • Set Goal

    • Share your goal with your Department/Agency Head – CFC Staff will help you prepare a presentation detailing how you reached the goal you set

    • Have your Department/Agency Head sign off on the goal and circulate it among your co-workers

    • Display a thermometer prominently so everyone can see how close you are to reaching that goal

What is The Campaign?

Thank you for partnering with the CFC!

17


What is the campaign4

  • Campaign Planning: Now until October 3

    • Plan Events

      • Kickoff Fair

      • Charity Speakers at a Group Presentation

      • Chili Cookoffs

      • Bake Sales

      • Penny Wars

      • Participate in the Cabinet to receive ideas from your fellow ECCs

What is The Campaign?

Thank you for partnering with the CFC!

18


What is the campaign5

  • Campaign Planning: Now until October 3

    • Promote Campaign

      • Posters/Flyers

      • Email Blasts

      • Internal Newsletters

      • Inform CFC staff to put on Website

    • Schedule pickup of Campaign Materials

      • Materials will be available in late September (we will email you with the details )

What is The Campaign?

Thank you for partnering with the CFC!

19


What is the campaign6

  • Campaign Planning: Now until October 3

    • Schedule Turn-In Day and Time

      • You will meet same time/day each week for Turn-in with CFC Staff

      • Current Proposed Locations:

        • EPA at 16th & Wynkoop

        • Boulder LABS

        • Other locations to be determined

What is The Campaign?

Thank you for partnering with the CFC!

20


What is the campaign7

  • Weekly Turn-In Locations Needed!

    • Email [email protected] or call 720-999-1015 if you’d like to host a weekly office space for Turn-Ins.

    • Bonus: You won’t have to travel somewhere else to do your Turn-In

What is The Campaign?

Thank you for partnering with the CFC!

21


What is the campaign8

  • 2011 Campaign Outline

  • Campaign: October 3 – November 18

    • Week 1 – 100% Awareness

      • Kickoff Event

    • Week 2 – 100% Opportunity

      • Group Presentation

    • Week 3 – 100% Follow Up

      • Collect Pledges

    • Week 4 – 6 Follow Up and answer questions

What is The Campaign?

Thank you for partnering with the CFC!

22


What is the campaign9

  • 2011 Campaign Outline

  • Campaign: October 3 – November 18

    • Hold Events

      • Boulder LABS Employee Picnic & CFC Kickoff: September 14 from 11:30 – 1:00

      • Denver Federal Center Kickoff: October 11 from 11:00 am to 1:00 pm. Free Lunch! 150+ Charities!

      • Collaborate with other ECCs near you to join resources

What is The Campaign?

Thank you for partnering with the CFC!

23


What is the campaign10

  • 2011 Campaign Outline

  • Campaign: October 3 – November 18

    • Distribute Campaign Materials

      • Distribute in person during a meeting or other Campaign event to increase awareness

    • 100% Awareness, Opportunity & Follow Up

      • The only way people can participate is if they are Aware the campaign is taking place; they are given the Opportunity to participate; they are given Follow Up in case they forgot or have questions

What is The Campaign?

Thank you for partnering with the CFC!

24


What is the campaign11

  • 2011 Campaign Outline

  • Campaign: October 3 – November 18

    • Collect Contributions

      • 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

What is The Campaign?

Thank you for partnering with the CFC!

25


What is the campaign12

  • 2011 Campaign Outline

  • Campaign: October 3 – November 18

    • Track Donor Thank You Gifts

      • Have 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

What is The Campaign?

Thank you for partnering with the CFC!

26


What is the campaign13

  • 2011 Campaign Outline

  • Campaign: October 3 – November 18

    • Prepare Ledger for Weekly Turn-In

      • ECCs will have an electronic Ledger to track the contributions each week. They will review this Ledger with CFC Staff at every Weekly Turn-In

    • Weekly Turn-In

      • Weekly Turn-Ins are essential to our PII & OSI safety plan

What is The Campaign?

Thank you for partnering with the CFC!

27


What is the campaign14

  • 2011 Campaign Outline

  • Campaign: October 3 – November 18

    • Ensure everyone knows Turn-In deadline

      • Pledges received by November 18thwill determine Campaign Award

      • Pledges received after November 18th will be included in your Campaign total; plaque attainment (bronze, silver or gold) will not reflect these later pledges

      • Turn in all contributions by November 18 to receive the appropriate Campaign Award for your campaign 

What is The Campaign?

Thank you for partnering with the CFC!

28


What is the campaign15

  • 2011 Campaign Outline

  • Campaign: October 3 – November 18

    • Arrange for your last Turn-In

      • November 18 is the last day CFC Staff will be in the field receiving contributions

      • After that date, you will need to coordinate a place to meet staff

What is The Campaign?

Thank you for partnering with the CFC!

29


What is the campaign16

  • 2011 Campaign Outline

  • Campaign: October 3 – November 18

    • Work with CFC Staff to ensure all Donors have received their gifts

      • Keeping track throughout the Campaign will ensure no one gets left out

What is The Campaign?

Thank you for partnering with the CFC!

30


What is the campaign17

  • 2011 Campaign Outline

  • Campaign: October 3 – November 18

    • Submit Hero Nominations by November 18

      • 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 DC for National recognition

What is The Campaign?

Thank you for partnering with the CFC!

31


What is the campaign18

  • 2011 Campaign Outline

  • Campaign: October 3 – November 18

    • Give yourself a Woo Hoo!

What is The Campaign?

Thank you for partnering with the CFC!

32


What is the campaign19

  • 2011 Campaign Outline

  • Campaign Wrap-Up: November 21 – December 15

    • Ensure CFC Staff has your Totals for Awards

    • EEX and Nexus will be turned off COB December 15

    • Ensure CFC Staff has all KeyWorker names for Certificates

      • CFC Staff will print Certificates of Thanks for all your KeyWorkers

      • We will have a template available online if you’d prefer to do this yourself

What is The Campaign?

Thank you for partnering with the CFC!

33


What is the campaign20

  • 2011 Campaign Outline

    • Ensure all staff have the details regarding the Campaign Celebration

      • The Celebration is for everyone who contributed to the campaign including donors and volunteers

    • Attend the Campaign Celebration on December 15

      • Charities will be planning the event this year so no Fed has to work on the event where they are being thanked!

What is The Campaign?

Thank you for partnering with the CFC!

34


What will i miss if i go to the bathroom

  • Stretch Break

What will I miss if I go to the Bathroom?!

Thank you for partnering with the CFC!

35


How will people pledge

  • Ways to Contribute

    • One-Time Cash or Check Donation

      • Less than 10% of the Metro Denver totals is given this way

How Will People Pledge?

Thank you for partnering with the CFC!

36


How will people pledge1

  • Ways to Contribute

    • Payroll Deduction Online

      • Employee Express

        • Link to list of Federal Agencies utilizing EEX:https://www.employeeexpress.gov/agencies.aspx

      • CFC Nexus

        • For those whose agencies do not use the CFC module in Employee Express

How Will People Pledge?

Thank you for partnering with the CFC!

37


How will people pledge2

  • Ways to Contribute

    • Traditional Payroll Deduction

      • Paper Pledge Form

How Will People Pledge?

Thank you for partnering with the CFC!

38


What happens at a turn in

What Happens at a Turn-In?

Thank you for partnering with the CFC!

39


What happens at a turn in1

What Happens at a Turn-In?

Campaign ReportingOn a weekly basis, the ECC will collect all KW envelopes, verify the contents with the KW and turn in to CFC Staff. CFC Staff 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.

Thank you for partnering with the CFC!

40


What happens at a turn in2

  • 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).

What Happens at a Turn-In?

Thank you for partnering with the CFC!

41


What happens at a turn in3

  • 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 subsectionsshould fill out their own KeyWorker Envelope, which would then be collected by the ECC.

What Happens at a Turn-In?

Thank you for partnering with the CFC!

42


What happens at a turn in4

  • 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 CFC Staff, and these ledgers should only include the amounts physically being turned in at that time.

What Happens at a Turn-In?

Thank you for partnering with the CFC!

43


What happens at a turn in5

ECC Ledger

What Happens at a Turn-In?

Thank you for partnering with the CFC!

44


What happens at a turn in6

What Happens at a Turn-In?

Campaign ReportingOn a weekly basis, CFC Staff will collect ECC-collected contributions – CFC Staff 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.

Thank you for partnering with the CFC!

45


What happens at a turn in7

CFC Staff will Cross Check the Envelopes Against the ECC Ledger

What Happens at a Turn-In?

Thank you for partnering with the CFC!

46


What happens at a turn in8

  • CFC Staff Check 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, CFC Staff 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).

What Happens at a Turn-In?

Thank you for partnering with the CFC!

47


What happens at a turn in9

ECC Ledger

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

What Happens at a Turn-In?

Thank you for partnering with the CFC!

48


Do you have tips or tools

  • Tips

    • CFC Focus Group Results

      • Newer employees need education about what CFC is

      • Employees felt inundated with 4 – 6 weeks of solicitation

Do You Have Tips or Tools?

Thank you for partnering with the CFC!

49


Why do we have to do all that

  • 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

Why do we have to do all that?

Thank you for partnering with the CFC!

50


Why do we have to do all that1

  • 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)

Why do we have to do all that?

Thank you for partnering with the CFC!

51


Why do we have to do all that2

  • 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.

Why do we have to do all that?

Thank you for partnering with the CFC!

52


Why do we have to do all that3

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

Why do we have to do all that?

  • 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.

Thank you for partnering with the CFC!

53


Why do we have to do all that4

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

Why do we have to do all that?

  • Campaign Responsibilities

    • 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

Thank you for partnering with the CFC!

54


Why do we have to do all that5

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

Why do we have to do all that?

  • Campaign Responsibilities

    • Proper marking, control and storage of printouts and other paper documents containing PII and OSI in the campaign’s possession

    • Encrypting any PII or OSI as an attachment when transmitting it through email. Do not send PII or OSI in the content of an email.

Thank you for partnering with the CFC!

55


Why do we have to do all that6

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

Why do we have to do all that?

  • 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

Thank you for partnering with the CFC!

56


Why do we have to do all that7

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

Why do we have to do all that?

  • 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

Thank you for partnering with the CFC!

57


Why do we have to do all that8

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

Why do we have to do all that?

  • 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

Thank you for partnering with the CFC!

58


Why do we have to do all that9

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

Why do we have to do all that?

  • 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.

Thank you for partnering with the CFC!

59


Why do we have to do all that10

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

Why do we have to do all that?

  • 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.

Thank you for partnering with the CFC!

60


Why do we have to do all that11

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

Why do we have to do all that?

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

Thank you for partnering with the CFC!

61


Do you have tips or tools1

  • Tips

    • CFC Focus Group Results

      • Employees felt conformity pressure to participate

      • Most significant factors influencing donors to give:

        • Knowing how donations are handled

        • Availability of information about CFC

Do You Have Tips or Tools?

Thank you for partnering with the CFC!

62


Do you have tips or tools2

  • Tools

    • CFC Charity List

    • Group Presentation

      • Easiest way to impact a large number of people at once

      • Personalizes the impact of giving through the CFC

      • Excellent opportunity to connect with some of the amazing charities

Do You Have Tips or Tools?

Thank you for partnering with the CFC!

63


Do you have tips or tools3

  • Tools

    • CFC Website: www.MetroDenverCFC.org

      • Speakers’ List for Charity Speakers at group presentation

      • Links to online giving sources

      • Calendar with event details

      • Fill in Pledge Form

      • Searchable Charity Database

Do You Have Tips or Tools?

Thank you for partnering with the CFC!

64


Do you have tips or tools4

  • Tools

    • Goals & Awards

      • Gold, Silver & Bronze Awards Listed at Campaign Celebration

      • Agency Awards to those that reach at least Silver and have a marked increase in participation

      • Agency Award for biggest participation during a hardship

      • Sector Hero Awards for those who go above & beyond

Do You Have Tips or Tools?

Thank you for partnering with the CFC!

65


Do you have tips or tools5

  • Tools

    • Donor Gifts:

Do You Have Tips or Tools?

Thank you for partnering with the CFC!

66


Metro denver region ecc training 2011

  • Questions?

Q&A:

Thank you for partnering with the CFC!

67


What if i have questions later

Jodi KorthuisCampaign [email protected]

Cari AllenCampaign [email protected]

www.MetroDenverCFC.org

What if I have Questions Later?

Thank you for partnering with the CFC!

68


Metro denver region

Metro Denver Region

2011


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