Transcript Pikes Peak Region

2013
UPO & Keyworker Training
CFC

Established by Executive
Order in 1961. Signed by
President John F. Kennedy

Largest workplace giving
campaign in the world and
only campaign authorized to
solicit and collect contributions
from federal employees on
behalf of charitable
organizations

Only authorized solicitation on
behalf of charities in the
Federal workplace
2
Thank you for partnering with the CFC!
CFC Strategic Plan

3
Stephen Covey – The 8th Habit “From Effectiveness to Greatness”

Create culture for giving

Create campaign ownership

Educate donors on the impact, benefit and effectiveness of
their contribution through the CFC (increase donor awareness)

Integrate workplace and personal core values into campaign
(“service before self,” “leaving a legacy”.)

Increase participation by attracting/cultivating new donors

Increase donations

Enhance the giving experience

Link donors and human health & welfare program recipients
CFC Strategic Plan

The 8th Habit Applied:
“Find your voice”…
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CFC Strategic Plan

The 8th Habit Applied:
“…and inspire others to find theirs.”
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Campaign Theme
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Campaign Timeline
Six Week Solicitation Outline (Most Effective & Efficient)

Solicitation:

Week 1 – 100% Awareness

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Week 2 – 100% Opportunity


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Group Presentation
Week 3 – 100% Follow Up


Kickoff Event/Activity
Collect Pledges
Week 4 – 6 Follow Up and answer questions
Thank you for partnering with the CFC!
CFC Regulations
OPM Campaign Rules
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
100% Awareness

100% Opportunity

100% Follow-Up

No Coercion

PII & OSI Compliance

5CFR Part 950 & OPM Memorandum
Thank you for partnering with the CFC!
Campaign Team

IPO

Mission Element & Unit Project Officers

KeyWorkers (1:25)

Event & Activities Volunteers

Finance Officer//Payroll Coordinator

Event Participants

Other Volunteers
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Campaign Team
Mission Element & Unit Project Officers
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0
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Team Leader!

Recruit the Department/Agency/Division Team

Create the Campaign Plan

Inspire

Motivate

Campaign Reporting

Campaign Follow Up
Thank you for partnering with the CFC!
Campaign Team Roles
Keyworker

Personally contact each employee you serve

Distribute campaign materials

Discuss importance of charity needs

Solicit contributions

Collect pledges

Report pledges

Pledge follow up

Award distribution
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Campaign Materials

Schedule pickup of Campaign Materials with IPO

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2
Materials will be available in late September
(we will email you with the details )
Thank you for partnering with the CFC!
Solicitation Tips
Tips

1
3
CFC Focus Group Results

Newer employees need education about what CFC is

Employees felt inundated with 4 – 6 weeks of
solicitation

Run condensed solicitation in three weeks
Thank you for partnering with the CFC!
Solicitation Tips
Tips

The Number One Reason People don’t Give…they
weren’t asked
 Ask

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sincerely
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
Thank you for partnering with the CFC!
Solicitation Tools

CFC Website: www.peakcfc.com

Searchable Charity Database

Links to online giving sources

PDF Brochure Fill in Pledge Form

All support materials
 PDF
of hard materials
 Charity

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5
Speakers’ List
All Training Tools
Thank you for partnering with the CFC!
2013 Video Options:
Tools

Training – “More Than Just a Bill”
 Answers
FAQs

Promoting – “Thank you Feds”

Promoting – “I Make It Possible”
 link

to CFC National Foundation website CFCToday:
http://www.cfctoday.org/_root/index.php?main_menu_id=1&content_
id=5259
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Thank you for partnering with the CFC!
Promotional Materials
Poster
Flyer
Pikes Peak CFC
www.peakcfc.com
Get Your Give ON-Line
Thermometer
17
Thank you for partnering with the CFC!
Solicitation Activities
Promote Campaign: 1 Oct – 15 Dec
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8

Kiosks

Posters/Flyers

Email Blasts

Contests

Internal Newsletters

Social Media

Facebook

Twitter
Thank you for partnering with the CFC!
Solicitation Activities
 Best Practices
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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

Motorcycle Ride

Pie in the Face

Jeans or Sports Gear on
Fridays

Ice Cream Social/Sundae Bar
Thank you for partnering with the CFC!
Solicitation Activities
Promote Campaign: 1 Oct – 15 Dec

Commander’ Call or Staff Briefings

“Mini Kick-Offs” held at Commanders Calls

Target timeframe: Sept - Oct
 Videos
 Thank You Feds video

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Invite Speakers

Charity Speakers list – www.peakcfc.com

Terri’s Poem – Posted on website

Peer Testimonials
Thank you for partnering with the CFC!
Solicitation Activities
Mid Campaign Blitz: Oct 21 - 25

Get Your Give ON-Line
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Campaign Theme National promotion
Keeps Campaign Momentum Strong
Simplest means of giving
 CFC Nexus
 myPay
 Employee Express
Toolkit provided
Fun Reminder to complete pledging
Second opportunity for campaign marketing:
E-blast postcard reminder
Thank you for partnering with the CFC!
Solicitation Activities
Final Blitz

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2
December 1- December 15

It’s about the NEED theme reminder

Season of giving reminder

Tax Deduction reminder

Contribution cut off reminder

Electronic giving will be turned off COB Dec 15
Solicitation Activities
Solicitation Wrap Up

All Contributions Received by UPO: December 16


Final Turn-Ins scheduled with PCFO Account Managers

2
3
Ensure totals for Awards have been submitted
Dec 16- 20
Giving Methods
 CFC Norcal Paper Pledge Form
 Online: Employee Express or myPay
 Online: CFC Nexus
 Mobile Pledging
 Credit Card Giving
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Giving Methods
Reoccurring Gift:

Payroll Deduction – 95% of campaign

Employee Express – Participating Federal agencies

myPay
DoD
Military and Active Duty Civilians
Independent
EPA,
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Defense Agencies
Dept of Energy, HHS,
VA
Nexus Payroll Deduction – All Personnel
Thank you for partnering with the CFC!
Giving Methods
One Time Gifts:

Credit Card


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Nexus
Cash, Check

Nexus

Traditional pledge form (hard copy or PDF)
Thank you for partnering with the CFC!
Pledging

Traditional Pledge form – hard copy/PDF file

Payroll Deduction, check or cash
Cash
check
Available
for all personnel
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7
Thank you for partnering with the CFC!
Pledging
OPM compliance
training
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8
Pledging
Traditional Form IG Audit Findings:

Illegible, if it is unreadable, the pledge may not be processed
correctly

Monthly gift is listed as the annual gift

Designation to an invalid code; pledges can only be made to
agencies listed in this region’s brochure

Form isn’t signed; payroll deduction cannot be authorized if the
form isn’t signed

Social security numbers is not provided; payroll deduction can not
be authorized without the SSN; USPS employees may use their
Employee ID#.
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Pledging
NEXUS Online Assisted: Available to anyone;

Pikes Peak Region Website links to NEXUS
 One
Time Contribution - Cash, Check,
 One
Time Credit Card – 3% third party convenience banking fee

Continual Gift – Payroll deduction (must renew annually, print
& submit form)

NAF, and non myPay personnel:


Register
Search for charities
Complete Pledging
Print & submit

Confirmation
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CFC NEXUS
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Pledge Training link: https://www.cfcnexus.org/_root/
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CFC Nexus
CFC NEXUS

Pledging
 Demo
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Link:
https://www.cfcnexus.org/_root/
CFC NEXUS Overview
1. Registration
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3
CFC NEXUS Pledging
1. Registration
3
4
Thank you for partnering with the CFC!
CFC NEXUS Pledging
2. Login
3
5
Thank you for partnering with the CFC!
CFC NEXUS Pledging
3. Pledging
3
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3. Pledging
Payroll
Deduction
only one
for NOW
Civilian or
Military
CFC NEXUS Pledging
Monthly
amount
You must
agree to
terms!
CFC NEXUS Pledging
3. Sign Pledge
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CFC NEXUS Pledging
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CFC NEXUS Pledging
SPECIAL INSTRUCTIONS
Please make sure you print your pledge and
turn your pledge with cash or check into your keyworker.
Keyworers will turn your form in to your payroll office.
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0
Thank you for partnering with the CFC!
CF NEXUS Pledging
SPECIAL INSTRUCTIONS
Credit Card contributions:
-Fill in thank you gift award information online
-Complete thank you gift confirmation form and submit to keyworker.
Pledge will be processed by your bank card.
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1
Thank you for partnering with the CFC!
CFC NEXUS Pledging
4. Confirmation
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2
CFC NEXUS Pledging
4. E-mail Confirmation
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Pledging
myPay Online: Payroll deduction only

Pikes Peak Region Website links to myPay

Website Charity Searchable database (step 1)

myPay Transaction (step 2)
 Login: https://mypay.dfas.mil/mypay.aspx
 Select
CFC option
 Search
for charities (not recommended)
 Pledge
 Confirmation
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4
Thank you for partnering with the CFC!
myPay Pledging
Combined Federal Campaign
option added to MyPay Main Menu
Pledging
Donor selects
“Add New Contribution”
Pledging
Key Training Point
1.The screen will ONLY be shown to active duty Army,
Navy, and Air Force Personnel . Those donors must be
provided their 4-digit Campaign Code 0140
2.All other donors’ campaign information will be
automatically populated
myPay Pledging
Entering an invalid campaign code
will result in an error message;
Incorrect code will result in incorrect
charity list
myPay Pledging
Pikes Peak Region 0140
1. Active duty Army, Navy, and Air Force personnel
must “Confirm Campaign” prior to continuing
2. Other donors will not see this screen
myPay Pledging
Donor selects donation amount per pay
period/month
Key Training Point
Maximum allowable total donation for military
personnel is $833/month. For donations higher than
that, military donors should use a paper pledge form
myPay Pledging
Key Training
Point
Donor can select
a maximum of 30
charities. Donors
wishing to
designate more
than 30 charities
should use paper
pledge forms
DoD recommendation – Use charity search on website and use myPay for transaction
myPay Pledging
The donor enters
the per pay period
or per month
donation amount
myPay Pledging
Balance remaining
is automatically
calculated
Donor has the option
to continue or add /
delete charities
myPay Pledging
Key Training Point
For an
organization’s
pledges to be
properly credited
the donor MUST
enter the
Command/Unit or
Federal
Agency/Office
Code
Unit Codes provided on back side of epledging flyer
Pledge summary
is displayed;
undesignated
funds are
automatically
calculated and
displayed
Pledging
Final review and
opportunity for
donor to confirm
intent
Pledging
Key Training Point
Donor can view print PDF pledge form
for recordkeeping.
Donor will complete epleding flyer
pledge confirmation form
Turn-In Flow Chart
DONORS


3 5,0 00 Pro sp e c ts (Assig ne d Person ne l)
1 3,0 00 t o 14,0 00 d o no rs re g io n wid e .

Ro ug hly 1 ,00 0 re g io nwid e
KEYWORKERS
P
roject Officers(optional)

Assig ne d a s ne e d e d a t la rg e r
in sta lla tio n s to m a inta in a
m a na g e a b le n um b er o f ke ywo rke rs
re p o rting to o n e ind ivid ua l.
Base R
epresentative/POC

1 p e r b a se /lo c a tio n - Usua lly the
in sta lla tio n LFCC Re p re se nta tive, Ba se
Proje c t Office r o r his/he r d e sig n ee .
P
CFO(regional CFCoffice)


Proc e sse s a ll p le d g e s
Distrib u tes a ll p led g es to d e sig n a te d
c ha rita b le o rg a n iza t ion s..
Federal P
ayroll Office


Auth o rize s a n d im p lem e nts a ll p a yro ll
d e d u ct ion re q ue sts (o ve r 95 % of CFC
d e sig na tio ns a re p a yro ll d e d uc tio n ).
Fo rwa rd s m o n ey to PCFO a s a va ila b le
Charitable Organizations



5
7
Ro ug hly 1 ,70 0 e lig ib le o rg a niza tio ns.
Re c e ive s d e sig na t ed fund s m o n thly.
Pe rform s sp e cifie d c ha rita b le servic e s.
Thank you for partnering with the CFC!
Thanks You Awards
5
8
Thank you for partnering with the CFC!
Donor Appreciation Award Tracking

PCFO Tracking Form Provided for UPOs & Keyworkers

5
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Each KeyWorker keeps 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

General Gift thank you award provided with materials; distribute
as pledge forms/confirmation forms are collected by keyworker

Silver & Gold Thank You Awards - provided electronically

Eagle Level Thank You Awards – provided at conclusion of
solicitation
Thank you for partnering with the CFC!
Donor Appreciation Award Tracking
Traditional Form

Record award information from pledge form
myPay & Nexus
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0

Donor fills out and submits donor contribution confirmation
form

Keyworker includes tracking form in report envelope

Keyworker uses tracking form to create list of donor gift needs

Keyworker send tracking form electronically to UPO

Keyworker reports gifts needed on report envelope for turn-in

UPO tracks Unit gift needs on master tracking form
Thank you for partnering with the CFC!
Donor Appreciation Award Tracking Form
Get Your Give ON-Line
One time credit card, cash or check
Reoccurring Payroll deduction
__ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __
Turn in the portion of form to Keyworker
Installation: _______________
Unit Name:_____________________ Unit Code:________
Donor Name:____________________ E-Mail:__________________________
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.
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Donor Appreciation Award Tracking Ledger
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KeyWorker Turn-In Pledge Preparation
Collect pledges weekly – All donors should turn in something:



NEXUS

Print out of cash or check contributions with cash or check

Do not collect credit card print out – collect appreciation award form
Traditional Pledge forms

Pledges must be reviewed for completeness, accuracy and legibility

Copy 1, Coy 2
myPay pledge confirmation forms

6
3
Appreciation award form - Collect and verify forms:

Ensure donor’s name and e-mail 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
Contribution Collection Tips
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6
4
Keyworkers Collect Contributions &/or Confirmation Forms
Weekly

PII & OSI Compliance –remove cover when placing in envelope to
submit to UPO

Do not staple cash & checks to forms

KeyWorkers make regular time to turn in report envelope with UPO

Leaves plenty of time for both KeyWorker and UPO to verify
envelope content and sign off on report envelope for chain of
custody (IG compliance)

Recommend one day prior to UPO turn-in
Thank you for partnering with the CFC!
KeyWorker Turn-In
Envelope Verification - Weekly Turn-Ins with UPO

Collect and Verify Report envelopes for Weekly Turn-In

Verify # of each type of pledge in envelope
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Verify $ of each type of pledges reported
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Verify e-pledging appreciation award confirmation forms
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5
Collect and verify forms:

Ensure donor’s name is on form

Ensure donor’s e-mail 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-In
NEXUS cash & Check
Forms
Traditional Forms
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.
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)
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6
Thank you for partnering with the CFC!
UPO Turn-In
Mission Element (Group) Collection from UPOs
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
If collecting from larger organizations that have multiple
departments, offices, units or even shifts (sub-sections), the
UPO will track and turn in those pledges by the corresponding
subsection. (ie Cadet Squadron 1, Cadet 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 UPO.

Finance officer will record multiple envelopes on ledger
Thank you for partnering with the CFC!
ME Turn-In
UPO turns in to ME (if large organization) ME Ledger
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8
ME Turn-In
Collection from MEs to Finance Officer/Installation
Project Officer
6
9

Verify content of turn-in

Verify ledger

Sign off on ledger

Finance officer will record organizational totals on installation
ledger

Finance Officer will turn-in to PCFO
Thank you for partnering with the CFC!
PII Compliance
OPM Personal Identifying Information (PII) & Other
Sensitive Information (OSI) Memorandum
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7
0
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
Thank you for partnering with the CFC!
PII Compliance
OPM Personal Identifying Information (PII) & Other
Sensitive Information (OSI) Memorandum

OPM defines OSI as any information:

7
1
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!
PII Compliance
OPM Personal Identifying Information (PII) & Other
Sensitive Information (OSI) Memorandum

Campaign Responsibilities

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2
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!
PII Compliance
OPM Personal Identifying Information (PII) & Other
Sensitive Information (OSI) Memorandum

7
3
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!
PII Compliance
OPM Personal Identifying Information (PII) & Other
Sensitive Information (OSI) Memorandum

Reporting PII Breaches

7
4
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!
PII Compliance
OPM Personal Identifying Information (PII) & Other
Sensitive Information (OSI) Memorandum

Reporting PII Breaches

7
5
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

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!
Solicitation Conclusion

Electronic Giving turned off COB Dec 15 (regulations)

All Contributions Received by UPO: December 16


Final Turn-ins scheduled with PCFO Dec 16 – 20

Ensure CFC Staff has your totals for Awards

Final Turn-Ins scheduled with PCFO Dec 16- 20

Silver, Gold, & Eagle awards distributed following solicitation
closing

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Ensure CFC Staff has your totals for Awards
Ensure Donors receive appreciations awards
Thank you for partnering with the CFC!
Unit Awards

Gold, Silver & Bronze Awards

Agency Awards to those that reach 75% of award criteria
 Benchmark:
 75%
of Benchmark – Bronze award
 125%

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5% above 2012 campaign – silver award
of Benchmark – Gold Award
Award Distribution – IPOs receive awards from PCFO –
January

CFC Commander’s call

Internal Awards Presentation

IPO distribution
Q&A:
Questions?
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Thank you for partnering with the CFC!
2013