Transcript Pikes Peak Region

2011
Metro Denver Region
KeyWorker Training 2011
Overview:
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
CFC Overview

Metro Denver CFC
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Introduction

KeyWorker & Responsibilities

Campaign Timeline
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Pledge Collection & Reporting
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PII & OSI Security
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Tips & Tools
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Questions
Thank you for partnering with the CFC!
What is the CFC?
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
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
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Largest and most successful workplace giving campaign in the
world

Only authorized charity fundraising in Federal workplace
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Designation Campaign – not all charities receive funds

Each region sets Campaign Solicitation period sometime
between September 1 – December 15 each year
Thank you for partnering with the CFC!
50th Anniversary:
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Federal Workers’ Commitment & Generosity

50 Years = More than $6 Billion
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Continue Expanding Opportunities for giving
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Wide Variety of Charitable Choices
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New Logo:
Thank you for partnering with the CFC!
What is Metro Denver CFC?
Metro Denver CFC Values:
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Provide a connection between Federal employees and the community
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To positively impact the community by giving or volunteering
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To make the connection of people helping people
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To bring about camaraderie in the workplace
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To honor employees’ giving preferences
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To assure competence and confidence in the process
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To maintain a simplicity in the process
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To highlight the CFC volunteers
Thank you for partnering with the CFC!
What is Metro Denver CFC?
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17 Counties
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Approximately 40,000 Federal Employees
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Raised approximately $3.5 Million in 2009 and 2010
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2011 Campaign Solicitation Period: October 3 – November
18
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Campaign Celebration: December 15
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The best and most generous Feds in the world!
Thank you for partnering with the CFC!
What is Metro Denver CFC?
LFCC
Regional Military and Federal Agency Reps
PCFO
Campaign Director
Campaign Coordinator
Federal Volunteer Team
Employee Campaign Chairs
KeyWorkers
Other Volunteers
Charitable Organizations
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Thank you for partnering with the CFC!
What is Metro Denver CFC?
Metro Denver Campaign Rules
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100% Awareness
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100% Education
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100% Opportunity
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No Coercion
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5CFR Part 950 for reference
Thank you for partnering with the CFC!
What is Metro Denver CFC?
Metro Denver CFC Rule #1: Must Have Fun!
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Thank you for partnering with the CFC!
What is Metro Denver CFC?
Metro Denver CFC Rule #2:
Must Have Chocolate!
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Thank you for partnering with the CFC!
What is Metro Denver CFC?
Metro Denver CFC Rule #3: Keep It Simple Sweetheart!
(KISS)
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Thank you for partnering with the CFC!
What is The Campaign?
2011 Campaign Outline
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Regional Campaign: October 3 – November 18
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Week 1 – 100% Awareness
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Week 2 – 100% Opportunity
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Group Presentation
Week 3 – 100% Follow Up
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Kickoff Event
Collect Pledges
Week 4 – 6 Follow Up and answer questions
Thank you for partnering with the CFC!
What is The Campaign?
2011 Largest Kickoff Fair
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Denver Federal Center Kickoff:
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October 11 from 11:00 am to 1:00 pm.
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Free Lunch!
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150+ Charities
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Lots of animals – including horses!
Excellent opportunity for ECCs and KWs to meet
charity representatives and gather their information
and shwag to share with your co-workers
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Thank you for partnering with the CFC!
What is the Team?
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Employee Campaign Chair
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KeyWorkers (ideally 1:25)
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Events Volunteers
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Event Participants
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Other Volunteers
Thank you for partnering with the CFC!
What is a Campaign Chair?
Employee Campaign Chair (ECC)
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Team Leader!
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Create the Campaign Plan
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Recruit the Department/Agency/Division Team
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Campaign Reporting
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Campaign Follow-Up
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Inspire
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Motivate
Thank you for partnering with the CFC!
What is a KeyWorker?
KeyWorker (KW)
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Educator
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Outreach Manager
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Opportunity Maker
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Campaign Cheerleader
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Follow-upper
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Awards distributor
Thank you for partnering with the CFC!
What do I need to do?
KeyWorker Responsibilities:
100%
Meaningful Contact
100% Awareness
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& Opportunity
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Correcting Misinformation
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Pledge Accuracy & Accountability
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Donor Gift & Award Distribution
Thank you for partnering with the CFC!
What do I need to do?
KeyWorker To Do:
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Determine the co-workers you will be responsible for
throughout the campaign
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Find out what your goal is and share with your group
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Share all Campaign dates & activities with your group
Ensure your group can contact you with any questions they
have
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Thank you for partnering with the CFC!
What do I need to do?
KeyWorker To Do
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Promote your campaign
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Make meaningful contact with your co-workers
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Answer any questions
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Distribute campaign materials
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Newsletters * Posters * Emails
Brochure * Pledge Forms * Charity Literature/Shwag
Thank you for partnering with the CFC!
What do I need to do?
KeyWorker To Do
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Collect Contributions
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KeyWorkers collect contributions from staff and make
regular time to Turn In those contributions with ECC
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Ensure your weekly Turn-in Time with ECC leaves
plenty of time for you both to sign off for accountability
Thank you for partnering with the CFC!
How Will People Pledge?
Ways to Contribute
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Event Participation
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One-Time Cash or Check Donation
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Less than 10% of the Metro Denver totals is given this
way
Payroll Deduction
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Undesignated funds 1% of total
Paper pledge form or Online
Thank you for partnering with the CFC!
How Will People Pledge?
Ways to Contribute
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Payroll Deduction Online
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Employee Express
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CFC Nexus
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Link to list of Federal Agencies utilizing EEX:
https://www.employeeexpress.gov/agencies.aspx
For those whose agencies do not use the CFC
module in Employee Express
Thank you for partnering with the CFC!
How Will People Pledge?
Ways to Contribute
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Traditional Payroll Deduction
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Paper Pledge Form
Thank you for partnering with the CFC!
Traditional Pledge Form
MOST COMMON ERRORS
• Illegible. If it is unreadable, the pledge may not be
processed correctly resulting in an audit finding.. KW
should have donor redo the form.
Traditional Pledge Form
MOST COMMON ERRORS
Monthly gift is listed as the annual gift - when specifying your
gift to each agency fill in the ANNUAL AMOUNT. KW must
have donor correct; KW cannot make a change to the pledge
form. Donor must initial changes made.
Traditional Pledge Form
MOST COMMON ERRORS
Designation to an invalid agency code. Pledges can only be made
to agencies listed in this region’s brochure. Write-ins are not
valid. KW must have donor re-designate.
Traditional Pledge Form
MOST COMMON ERRORS
Designation to an invalid agency code. Pledges can only be made
to agencies listed in this region’s brochure. Write-ins are not
valid. KW must have donor re-designate.
Traditional Pledge Form
MOST COMMON ERRORS
Form isn’t signed - payroll deduction can not be
authorized if the form isn’t signed. KW must return
form to donor to sign.
Traditional Pledge Form
MOST COMMON ERRORS
Choice of Gift not specified OR Both Gifts Specified
OR BOTH the Decline and Gift Box are checked.
KW should get donor clarification and have them initial the form
Traditional Pledge Form
MOST COMMON ERRORS
• Undocumented Changes made to form; only a donor may
change a form. Donor must initial change made.
Traditional Pledge Form
MOST COMMON ERRORS
Social Security Number is not provided – payroll
deduction can not be authorized without the SSN.
(USPS Employees may provide their Employee ID #)
KW must get the full number from donor.
Traditional Pledge
Form
Donor Information Release
Donor can choose to release name only or name with
address and/or pledge amount.
Pledging - Accountability
• Each Week the keyworker collects the pledges from his/her office and reports
the totals on a keyworker report envelope. If an individual is the KW for more
than 1 department, they should fill out an envelope for each department. Only
the amounts from pledges physically included in the envelope should be
reported on the envelope. The KW will sign off on the chain of custody form on
the envelope upon turn-in and verification of content by ECC/IPO. NEXUS &
EEX ARE NOT INCLUDED IN REPORT TOTALS.
What Happens at a Turn-In?
ECCs & KWs Review Envelopes
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Verify BOTH the dollar amounts AND the number
of each kind of donation.
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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).
Thank you for partnering with the CFC!
What Happens at a Turn-In?
KeyWorkers are Responsible for:
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Verifying that pledge cards are legible and filled out
completely and accurately.
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Ensuring that cash and check contributions match
the amounts indicated on the pledge forms.
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Verifying the total pledge matches the amount
designated to the charities.
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Verifying the use of five digit charity codes; none
start with zero.
Thank you for partnering with the CFC!
What Happens at a Turn-In?
KeyWorkers are Responsible for:
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Preparing pledge forms for KeyWorker envelope and
turn-in:
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Copy is separated into cash, check and payroll
deduction.
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Cash should be secured to the white copy of
each pledge form with a paper clip or tucked
between the top and second copy of the form.
DO NOT STAPLE CASH TO THE PLEDGE FORMS.
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Thank you for partnering with the CFC!
What Happens at a Turn-In?
KeyWorkers are Responsible for:
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Preparing pledge forms for KeyWorker envelope and
turn-in:
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Payroll Deductions must be signed and include a
Social Security Number. Copy 2 of the form goes
in the KeyWorker envelope. Copy 1 of the form
for payroll deduction donations must be turned
into the donor’s payroll office.
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Copy 3 is for the donor for tax records – return
to them if turned in.
Thank you for partnering with the CFC!
What Happens at a Turn-In?
KeyWorkers are Responsible for:
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KeyWorker envelope should be completely filled out
with the KW’s contact information at the top
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The total amount and number of donors for each
Cash, Check and Payroll Deduction donation is then
recorded on a KW envelope along with grand totals.
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Confidential contributions should not be recorded
with any of the reported totals. They should remain
sealed until processed by CFC staff. Indicate number
of Confidential Envelopes on KW envelope.
Thank you for partnering with the CFC!
What Happens at a Turn-In?
KeyWorkers are Responsible for:
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Verify requests for all awards and report the totals
of eachin the bottom right corner of the KW
envelope. Keep a record of the award recipients and
which award for distribution verification.
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Sign the envelope and make a copy of the face for
your records. Turn in the envelope to your ECC – do
not drop off the envelope and leave it unattended.
Thank you for partnering with the CFC!
Why do we have to do all that?
OPM Personal Identifying Information (PII) & Other
Sensitive Information (OSI) Memorandum
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OPM generally defines PII as information that:
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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
Thank you for partnering with the CFC!
Why do we have to do all that?
OPM Personal Identifying Information (PII) & Other
Sensitive Information (OSI) Memorandum
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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)
Thank you for partnering with the CFC!
Why do we have to do all that?
OPM Personal Identifying Information (PII) & Other
Sensitive Information (OSI) Memorandum
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OPM defines OSI as any information:
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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.
Thank you for partnering with the CFC!
Why do we have to do all that?
OPM Personal Identifying Information (PII) & Other
Sensitive Information (OSI) Memorandum
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Campaign Responsibilities
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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!
Why do we have to do all that?
OPM Personal Identifying Information (PII) & Other
Sensitive Information (OSI) Memorandum
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Campaign Responsibilities
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Proper control and handling of PII and OSI residing in
collection envelopes, on computers, on removable media,
and on paper and electronic documents
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Ensuring portable data storage and communication devices
are properly controlled and secured at all times
Thank you for partnering with the CFC!
Why do we have to do all that?
OPM Personal Identifying Information (PII) & Other
Sensitive Information (OSI) Memorandum
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Campaign Responsibilities
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Proper marking, control and storage of printouts and other
paper documents containing PII and OSI in the campaign’s
possession
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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!
Why do we have to do all that?
OPM Personal Identifying Information (PII) & Other
Sensitive Information (OSI) Memorandum
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Campaign Responsibilities
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Restricting access to PII and OSI to only those individuals
who have a business need for it
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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!
Why do we have to do all that?
OPM Personal Identifying Information (PII) & Other
Sensitive Information (OSI) Memorandum
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LFCC Responsibilities
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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
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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!
Why do we have to do all that?
OPM Personal Identifying Information (PII) & Other
Sensitive Information (OSI) Memorandum
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Reporting PII Breaches
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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!
Why do we have to do all that?
OPM Personal Identifying Information (PII) & Other
Sensitive Information (OSI) Memorandum
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Reporting PII Breaches
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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!
Why do we have to do all that?
OPM Personal Identifying Information (PII) & Other
Sensitive Information (OSI) Memorandum
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Reporting PII Breaches
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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.uscert.gov/federal/reportingRequirements.html) and
providing notification to victims of PII or OSI breaches, as
appropriate.
Thank you for partnering with the CFC!
Why do we have to do all that?
OPM Personal Identifying Information (PII) & Other
Sensitive Information (OSI) Memorandum
Your cooperation in protecting donor and charity
privacy and preventing identity theft is
appreciated!
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Thank you for partnering with the CFC!
Do You Have Tips or Tools?
Tips
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CFC Focus Group Results
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Newer employees need education about CFC
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Some employees felt inundated with 4 – 6 week
campaign
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Employees felt conformity pressure to participate
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Most significant factors influencing donors to give:
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Knowing how donations are handled
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Availability of information about CFC
Thank you for partnering with the CFC!
Do You Have Tips or Tools?
Tools
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CFC Charity List or Brochure
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Charity Speakers for Group Presentation
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Easiest way to impact a large number of people at once
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Personalizes the impact of giving through the CFC
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Excellent opportunity to connect with some of the
amazing charities
Thank you for partnering with the CFC!
Do You Have Tips or Tools?
Tools
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CFC Video
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Posters
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Donor Gifts
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Your enthusiasm!
Thank you for partnering with the CFC!
Do You Have Tips or Tools?
Tools
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CFC Website: www.MetroDenverCFC.org
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Speakers’ List for Charity Speakers at group
presentation
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Links to online giving sources
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Calendar with event details
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Fill in Pledge Form
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Searchable Charity Database
Thank you for partnering with the CFC!
Do You Have Tips or Tools?
Tools
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Goals & Awards
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Gold, Silver & Bronze Awards Listed at Campaign
Celebration
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Agency Awards to those that reach at least Silver and
have a marked increase in participation
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Agency Award for biggest participation during a
hardship
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Sector Hero Awards for those who go above & beyond
Thank you for partnering with the CFC!
Do You Have Tips or Tools?
KeyWorker Tip
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Ensure your group knows Turn-In deadline
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Pledges received by November 18th will determine
Campaign Award
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Pledges received after November 18th will be included in
your Campaign total; plaque attainment (bronze, silver
or gold) will not reflect these later pledges
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Turn in all contributions by November 18 to receive the
appropriate Campaign Award for your campaign 
Thank you for partnering with the CFC!
What do I need to do?
KeyWorker To Do
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Track Donor Thank You Gifts
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Keep a list of your 25 Co-Workers with a check box of
what gift that donor requests and whether or not they
have received it
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Although Donors don’t give for the donor gift, they can
easily feel slighted if promised something they don’t
receive
Thank you for partnering with the CFC!
Do You Have Tips or Tools?
Tools
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Donor Gifts:
Thank you for partnering with the CFC!
What do I need to do?
Criteria for CFC Hero Awards
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An exceptional commitment to the CFC and a demonstrated
commitment to volunteerism on a personal level
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An outstanding Fed who has gone beyond the call of duty
and made a significant difference during the Campaign
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Demonstrated leadership qualities such as the ability to
implement change by establishing direction, aligning,
motivating and inspiring people
Thank you for partnering with the CFC!
What do I need to do?
2011 Campaign Outline
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Submit Hero Nominations by November 18
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Nominate anyone you see going above and beyond
during the Campaign
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Heroes are selected by the LFCC and honored at the
Campaign Celebration
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Heroes may also be submitted to DC for National
recognition
Thank you for partnering with the CFC!
What do I need to do?
2011 Campaign Outline
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Tell all about the Campaign Celebration: December 15
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The Celebration is for everyone who contributed to the
campaign including donors and volunteers
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Details will be forthcoming
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Charities will be planning the event this year so no Fed
has to work on the event where they are being thanked!
Thank you for partnering with the CFC!
Q&A:
Questions?
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Thank you for partnering with the CFC!
What if I have Questions Later?
Jodi Korthuis
Campaign Director
720-999-1015
[email protected]
Cari Allen
Campaign Coordinator
720-352-5076
[email protected]
www.MetroDenverCFC.org
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Thank you for partnering with the CFC!
2011
Metro Denver Region