2015 Combined Federal Campaign National Training

CFC 101

A Combined Approach

February 18-19 Fort Worth, TX Jennifer Howard & Larry Hisle

CFC 101 Objectives

• • • • • • History of the Combined Federal Campaign (CFC) Benefits of the CFC Governance Structure of the CFC Roles & responsibilities:      Office of Personnel Management (OPM), Local Federal Coordinating Committee (LFCC), Principal Combined Fund Organization (PCFO), Federal agencies Non-profit Campaign Operations- A year at a glance Q&A Session

History of the CFC

• • • • • Established in 1961 to provide a ‘combined’ campaign, in lieu of separate solicitations The largest workplace giving program in the world The only authorized workplace giving program for federal employees Has raised over $7 billion dollars since it’s inception 54 years ago 2014 campaign had 151 participating CFC’s

Benefits of the CFC

Confidence • • Non-profits apply annually Annual Audit • LFCC Oversight • Choice Donor information is protected • Designation based • Pledge options Convenience • • Payroll deduction Electronic pledging

Local Federal Agencies

Structure of the CFC

Sets Policy & Procedures

OPM LFCC

Provides Campaign Oversight

Annual Campaign Team Loan Executives Coordinators Key Workers PCFO

Manages Local Campaign

Local, National and International Non-Profit Organizations

OPM

Office of Personnel Management (OPM) Office of CFC (OCFC) • • • • • • • • Publishes CFC Regulations (5 CFR 950); CFC Memorandums & Directives Establishes annual timelines Provides guidance to PCFO/LFCC Responsible for National/International List & updates Final ruling for local application appeals Audits oversight & follow up Hosts training for Employee Express (EEX), myPay, Form 1417, National Training, annual pilot projects etc.

Looks for further efficiencies, recommends and approves mergers etc.

LFCC

Local Federal Coordinating Committee

Campaign Leadership Comprised of local Federal Employees

• • • • Makes final campaign decisions (local level) Liaison with Federal agencies Hires PCFO PCFO Oversight       Daily operations Fiscal operation (Budget/Audit) Annual application review Policy review & guidance Campaign operations Other items per regulations

Additional LFCC Functions

• • • • • Usually part-time assignment Limited resources & time Serve on Sub-Committee Collaborate  PCFO  OPM   Federal Executive Board (FEB)/Federal Executive Associations (FEA)/Agency Heads Federal Agencies and Volunteers Partner with other LFCCs/Campaigns

Federal Agencies

• • • • Campaign Leadership Communication Plan     Interagency- regular updates PCFO communication plan Goals & Objectives Performance report FEB/FEA Collaboration Public Service Recognition (PSRW) – May 3-9, 2015    Award ceremony Incorporate CFC PSRW Toolkit

PCFO

Principal Combined Fundraising Organization

Non-profit organization hired by LFCC

• • • • • • • • • Reports to LFCC Daily operations Facilitates annual application review Develops campaign materials Conducts local training Campaign oversight & reporting Serves as fiscal agent – collects, processes and distributes pledges/honors designations Ensures OPM compliance Submits Financial Audit & Compliance Reports

Additional PCFO Functions

• • Collaboration is key – – – – – LFCC OPM Federal Executive Boards (FEB)/Federal Executive Associations (FEA)/Agency Heads Federal Agencies and Volunteers Non-Profit Organizations Find innovative ways to supplement resources, don’t recreate the wheel

Campaign Team

• Campaign Chair: Federal Agency Head to lead and support annual campaign effort.

• Loaned Executives: Federal employee loaned to the campaign by a federal agency, to serve in a leadership role managing accounts.

• Coordinators: Person assigned to facilitate annual campaign within their particular federal agency.

• Key Workers: Team of federal employees generally identified by line of business to support coordinator with campaign operations. (Example: 1:25 ratio)

Local, National & International Non-profit Organizations • • • • • • Applies Annually- Application Workshop Vetted by federal employees Informed on regulations, directives, trends, future of CFC Designation & Acknowledgement reports (PCFO/ OPM Due Date) Speakers, Tours & Fairs - Workshop Removal of Statewide / Adjacent CFC Memorandum 2014-06  Federations may serve as fiduciary manager where 15 member requirement is not met (2015 ONLY.) Must submit the 2015 Local Independent Application and

agreement.

Annual Campaign Calendar

• • • • OPM Calendar of Events LFCC Meeting Schedule LFCC Sub-Committee Meetings PCFO Calendar of Events

OPM 2014/15 Calendar of Events

LFCC Meeting Schedule

• • • • • Establish a Meeting Schedule Provide to entire LFCC at the beginning of year Consider your FEB/FEA Schedule Include matters of business on agenda Federal Record Keeper – Meeting minutes

• • •

LFCC Sub-committees

Supports the work of the LFCC

Application Review Committee  Conducts review of the annual non-profit application for the Charity List  Handles appeals process when needed Finance Committee  Conducts annual LFCC compliance review   Presents annual Agreed Upon Procedures (AUP) and PCFO Financial documents. Selects IA for AUP- biding process.  Oversees/approves all expenses charged to campaign. Provides LFCC finance report Marketing & Technology Committee     Incentives & award items, Campaign theme, Annual Marketing Plan Website & Epledge oversight Innovative practices

PCFO Calendar of Events

LFCC

Oversight

• • • • • • • • • Know the Regulations Membership LFCC Training By-Laws Budget & Expense Oversight Meetings/Minutes PCFO Goals & Strategic Planning Review/Approve Website & Campaign Materials Federal Agency Engagement

PCFO

Accountability

• • • • • • • • • Know the Regulations & Memorandums Keep LFCC informed Keep your PCFO informed Understand areas of financial liability Develop safeguards for PCFO financial liability OPM Deadlines Detailed Schedules Detailed Budget & Expense Tracking Transparency

PCFO

• • • • • • • • •

Best Practices

Standard Operating Procedures Campaign Plan – Communications, marketing, social media Set and track goals Cost saving measures Agency specific campaign planning Agency speakers/charity fairs – charity engagement!

Scheduled meetings with staff Internships Loaned Executive Program

PCFO Calendar of Events

January

• • • • • • • Campaign closeout – PCFO Appreciation opportunities Charity Application Period LFCC One Time Payment - LFCC Calendars & Campaign Plan – PCFO Application – PCFO OPM 1/23 Deadline (suggestion) Prepare proposed 2015 budget – PCFO

PCFO Calendar of Events

February

• • • • • Charity Application period opens 2/6 – Deadline for LFCC to select a PCFO LFCC Attend annual training/workshop 2014 Data entry completed and sampled 2/27 1417 Campaign Results Due – PCFO PCFO

PCFO Calendar of Events

March

• • • • • • • Charity workshop training – PCFO 3/13 Designation/Acknowledgment Reports Due Application Review Process begins – PCFO LFCC Sub-committee 1417 Charity Registry OPEN Final Budget provided to LFCC – 3/31 PCFO Final Disbursement for 2013 Campaign – PCFO Marketing & Technology Planning begins – LFCC Sub committee

PCFO Calendar of Events

April

• • • • • • 4/1 First distribution for 2014 Campaign funds – PCFO 4/1 Local application deadline – Application Review Continued (LFCC may set earlier) LFCC Sub-committee 4/23 4/30 1417 Deadline to enter Charity data into 1417 Eligibility Determination deadline – LFCC     Must be based on OPM’s verification of 501(c)(3) Status Must include 5 digit code in notice LFCC Must approve/document procedure for OPM verification Denials must be sent via certified mail Solicit campaign input from participating charities PCFO

PCFO Calendar of Events

May

• • • • • • • • Application appeals & review – 5/14  Appeal Deadline – LFCC (7) business days from date of receipt or  (14) calendar days from date mailed Marketing/technology LFCC Sub-committee Audit preparations – PCFO Begin recruitment of loaned executives LFCC PSRW- May 3-9 2015 Enter Charity eligibility decisions into 1417 system – Schedule Agency meetings – LFCC Sub-committee PCFO & LFCC Chair PCFO

PCFO Calendar of Events

June

• • • • • 6/5 Local appeals deadline - LFCC Agency head calls Loaned Executive/ Coordinator Recruitment Continued Audit and LFCC Compliance Report 6/12 Deadline to enter eligibility decisions into 1417 System- 1417 CLOSURE - PCFO

PCFO Calendar of Events

July

• • • • • • • 7/1 National/International Listing OPM deadline 7/31 Local Appeals target completion date OPM Charity List Print - PCFO Pledge Form - PCFO Materials & incentives - PCFO 7/31 2 nd Distribution deadline PCFO provide audit documents to LFCC (due by Aug 3 rd )

PCFO Calendar of Events

August

• • • • • • 8/3 PCFO deadline to present audit to LFCC Set Campaign Goal – LFCC 8/7 OPM Issuance of Universal Giving list Charity training- Speakers & Fairs - PCFO Loaned Executive training PCFO Campaign Coordinator/ Keyworker training - PCFO

PCFO Calendar of Events

September

• • • • • • Campaign Begins 9/15 – deadline to submit Paper Audit Guide Reports to OPM - PCFO 9/30 – deadline to submit Electronic Audit Guide Reports to OPM - PCFO CC & KW training continued Federal Agency Kick-offs Begin process of data entry - PCFO

PCFO Calendar of Events

October

• • • • Campaign continues Majority of accounts launch Account follow up & LFCC engagement 10/31 3 rd Distribution deadline

PCFO Calendar of Events

November

• • • Campaign continues Continue Account Management PCFO Payroll information due to OPM

PCFO Calendar of Events

December

• • • • Campaign continues Continue Account Management 12/15 Campaign closes Closeout practices

Websites

www.opm.gov/cfc www.cfctoday.org

www.cfcnexus.org

Resources

• • • • OPM Regional Representative (Mary Capule, Curtis Rumbaugh, Marcus Glasgow) FEB/ FEA Director or Members Other PCFO’s Other LFCC Members

Social Media

Maximize the Workshop

• • • • • • Attend as many sessions Sit somewhere new Ask questions!

Meet the vendors Find a mentor or build a new working relationship Share what you learn back with your team

Thank You

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Opportunity for Q & A’s

– – PCFO Specific LFCC Specific