Transcript Pikes Peak Region

2011
Metro Denver Region
ECC Training 2011
Overview:
2

CFC Overview

Metro Denver CFC

Introduction

Employee Campaign Chair Role & Responsibilities

Campaign Timeline

Break

Pledge Collection & Reporting

PII & OSI Security

Tips & Tools

Questions
Thank you for partnering with the CFC!
What is the CFC?
3

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
Thank you for partnering with the CFC!
50th Anniversary:
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
Federal Workers’ Commitment & Generosity

50 Years = More than $6 Billion

Continue Expanding Opportunities for giving

Wide Variety of Charitable Choices

New Logo:
Thank you for partnering with the CFC!
What is Metro Denver CFC?
5

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!
Thank you for partnering with the CFC!
What is Metro Denver CFC?
Executive Committee
Regional Federal Agency Directors
PCFO
LFCC
Board of Directors
Regional Military and Federal Agency Reps
Campaign Director
Employee Campaign Chairs
Key Workers
Charitable Organizations
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Other Volunteers
Thank you for partnering with the CFC!
1 per every 25
What is Metro Denver CFC?
Metro Denver Campaign Rules
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
100% Awareness

100% Opportunity

100% Follow-Up

No Coercion

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!
Who am I?
Jodi Korthuis, Campaign Director
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1

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
Thank you for partnering with the CFC!
Who are You?
Employee Campaign Chair (ECC)
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
Team Leader!

Create the Campaign Plan

Recruit the Department/Agency/Division Team

Campaign Reporting

Campaign Follow-Up

Inspire

Motivate
Thank you for partnering with the CFC!
What is the Team?
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3

Employee Campaign Chair

KeyWorkers (ideally 1:25)

Events Volunteers

Event Participants

Other Volunteers
Thank you for partnering with the CFC!
What is The Campaign?
Campaign Planning: Now until October 3

Recruit Team

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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
Thank you for partnering with the CFC!
What is The Campaign?
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
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Thank you for partnering with the CFC!
What is The Campaign?
Campaign Planning: Now until October 3

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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
Thank you for partnering with the CFC!
What is The Campaign?
Campaign Planning: Now until October 3

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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
Thank you for partnering with the CFC!
What is The Campaign?
Campaign Planning: Now until October 3

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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
Thank you for partnering with the CFC!
What is The Campaign?
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
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Materials will be available in late September (we will
email you with the details )
Thank you for partnering with the CFC!
What is The Campaign?
Campaign Planning: Now until October 3
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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
Thank you for partnering with the CFC!
What is The Campaign?
Weekly Turn-In Locations Needed!
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1

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
Thank you for partnering with the CFC!
What is The Campaign?
2011 Campaign Outline

Campaign: October 3 – November 18

Week 1 – 100% Awareness


Week 2 – 100% Opportunity

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Group Presentation
Week 3 – 100% Follow Up


Kickoff Event
Collect Pledges
Week 4 – 6 Follow Up and answer questions
Thank you for partnering with the CFC!
What is The Campaign?
2011 Campaign Outline

Campaign: October 3 – November 18

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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
Thank you for partnering with the CFC!
What is The Campaign?
2011 Campaign Outline

Campaign: October 3 – November 18

Distribute Campaign Materials


100% Awareness, Opportunity & Follow Up

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Distribute in person during a meeting or other Campaign
event to increase awareness
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
Thank you for partnering with the CFC!
What is The Campaign?
2011 Campaign Outline

Campaign: October 3 – November 18

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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
Thank you for partnering with the CFC!
What is The Campaign?
2011 Campaign Outline

Campaign: October 3 – November 18

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6
Track Donor Thank You Gifts

Have each KeyWorker keep a list of their 25 CoWorkers 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
Thank you for partnering with the CFC!
What is The Campaign?
2011 Campaign Outline

Campaign: October 3 – November 18

Prepare Ledger for Weekly Turn-In


Weekly Turn-In

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7
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-Ins are essential to our PII & OSI safety
plan
Thank you for partnering with the CFC!
What is The Campaign?
2011 Campaign Outline

Campaign: October 3 – November 18

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Ensure everyone knows Turn-In deadline

Pledges received by November 18th will 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 
Thank you for partnering with the CFC!
What is The Campaign?
2011 Campaign Outline

Campaign: October 3 – November 18

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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
Thank you for partnering with the CFC!
What is The Campaign?
2011 Campaign Outline

Campaign: October 3 – November 18

Work with CFC Staff to ensure all Donors have received
their gifts

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Keeping track throughout the Campaign will ensure no
one gets left out
Thank you for partnering with the CFC!
What is The Campaign?
2011 Campaign Outline

Campaign: October 3 – November 18

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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
Thank you for partnering with the CFC!
What is The Campaign?
2011 Campaign Outline

Campaign: October 3 – November 18

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2
Give yourself a Woo Hoo!
Thank you for partnering with the CFC!
What is The Campaign?
2011 Campaign Outline

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3
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
Thank you for partnering with the CFC!
What is The Campaign?
2011 Campaign Outline

Ensure all staff have the details regarding the Campaign
Celebration


Attend the Campaign Celebration on December 15

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The Celebration is for everyone who contributed to the
campaign including donors and volunteers
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!
What will I miss if I go to the Bathroom?!
Stretch Break
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Thank you for partnering with the CFC!
How Will People Pledge?
Ways to Contribute

One-Time Cash or Check Donation

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Less than 10% of the Metro Denver totals is given this
way
Thank you for partnering with the CFC!
How Will People Pledge?
Ways to Contribute

Payroll Deduction Online

Employee Express


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

Traditional Payroll Deduction

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Paper Pledge Form
Thank you for partnering with the CFC!
What Happens at a Turn-In?
Federal Payroll
Office
Keyworker
Donors
ECC
CFC Staff
(Regional PCFO Office)
Charitable Organizations
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Thank you for partnering with the CFC!
What Happens at a Turn-In?
Campaign Reporting
On 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.
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Thank you for partnering with the CFC!
What Happens at a Turn-In?
ECCs Check KeyWorker Envelopes
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
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).
Thank you for partnering with the CFC!
What Happens at a Turn-In?
ECCs Collection from KeyWorker
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2

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 subsections should fill out their own KeyWorker
Envelope, which would then be collected by the ECC.
Thank you for partnering with the CFC!
What Happens at a Turn-In?
Collection from ECCS

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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.
Thank you for partnering with the CFC!
What Happens at a Turn-In?
ECC Ledger
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4
Thank you for partnering with the CFC!
What Happens at a Turn-In?
Campaign Reporting
On 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.
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5
Thank you for partnering with the CFC!
What Happens at a Turn-In?
CFC Staff will Cross
Check the
Envelopes Against
the ECC Ledger
CFC o f t h e Bay A r ea (0 1 0 6 )
KEYWORKER REPORT FORM
THIS REPORT IS: FIRST
X
ADDITIONAL
VA Pal o A l t o
A dmi ni st r at i on
FINAL
AGENCY OR INSTALLATION:
UNIT NAME:
52
Total Number of Em ployees
in Your Unit:
KEYWORKER:
TELEPHONE:
E-MAIL:
B ob Smi t h
65 0-712-1988
B anni ck @aol .com
Total Number of Em ployees
Contactedto Date:
52
Keyworker Instructions
3. If Em ployee Express is available in your office,
fill in the num ber of new donations (do not
1. Fill in the sum m ary information requested
below for those c ontributions contained
in this envelope. DO NOT inc lude any
information previously subm itted.
inc lude p reviously rep orted donations).
4. With your LE, Coordinator or Chairperson,
validate the contents of this envelope,
and sign at the bottom .
5. Make a copy of the fac e of this envelope
for your records.
2. Place all completed pledge cards, cash,
and c hec ks in this envelope and deliver
to your CFC Point of Contact.
BATCH
1234567
8 9 10 11 12 13 14
CFC #
ENVELOPE
TOTALS
# of CONFIDENTIAL
DONATIONS Enclosed
(not reported above)
AMOUNT ($)
D ou gl as M. B anni ck
LE / Coordinator
PCFO
Date
Amount
Processed
Verified
Payroll Deduction
Total
Total Total
donors
$
Employee Express
Contributions
Keyworker
FOR USE BY CFC
ACCOUNTING
AGENT
Number
Cash Contributions
Total
donors
We have validated the contents of this envelope
and confirm that it contains the cash, checks
and payroll deduction amounts reported above.
Chairperson
DO NOT WRITE IN
THIS SPACE
18.00
0.00
donors $ 21
donors $ 2908.00
Total Total
136.00
donors
$3
donors $
# of gifts
delivered
PAYROLL
DEDUCTION
NUMBER OF
DONORS
4
3
19
26
0
222
111
0
111
Silver Award
1 hours pay per month
Gold Award
trophy coins
CHECKS
# of donors in
this envelope
U.S.
CURRENCY
# of gifts
requested in
this envelope
BATCH #
METHOD OF
PAYMENT
trophy coins
DATE PROCESSED
UNIT CODE:
2 hours pay per month
Eagle Club
$900-$1,499
Golden Eagle Club
4
6
$1,500+
Thank you for partnering with the CFC!
What Happens at a Turn-In?
CFC Staff Check KeyWorker Envelopes

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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).
Thank you for partnering with the CFC!
What Happens at a Turn-In?
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.
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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

Newer employees need education about what CFC is

Employees felt inundated with 4 – 6 weeks of
solicitation
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

OPM generally defines PII as information that:

5
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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

5
1
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

OPM defines OSI as any information:

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2
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

Campaign Responsibilities

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3
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

5
4
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!
Why do we have to do all that?
OPM Personal Identifying Information (PII) & Other
Sensitive Information (OSI) Memorandum

5
5
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!
Why do we have to do all that?
OPM Personal Identifying Information (PII) & Other
Sensitive Information (OSI) Memorandum

5
6
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!
Why do we have to do all that?
OPM Personal Identifying Information (PII) & Other
Sensitive Information (OSI) Memorandum

5
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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!
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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8
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

Reporting PII Breaches

5
9
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!
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!
6
1
Thank you for partnering with the CFC!
Do You Have Tips or Tools?
Tips

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2
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
Thank you for partnering with the CFC!
Do You Have Tips or Tools?
Tools
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3

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
Thank you for partnering with the CFC!
Do You Have Tips or Tools?
Tools

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4
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
Thank you for partnering with the CFC!
Do You Have Tips or Tools?
Tools

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5
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
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!
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