2014 Loaned Executive Training NORCAL Region 1. Welcome 2 Francine Roby, M.A., Executive Director San Francisco Bay Area Federal Executive Board (FEB)

2014 Loaned Executive Training

NORCAL Region

1

Welcome

2

Francine Roby, M.A., Executive DirectorSan Francisco Bay Area Federal Executive Board (FEB)

The FEB Office and Gail Castaneda and Francine Roby have moved effective 8/25/14. Please use this contact information below:

Email: [email protected] [email protected]

Phones: Francine: 415-625-7723

Gail: 415-625-2461

Address: SAN FRANCISCO FEDERAL EXECUTIVE BOARD (FEB) 90 7TH STREET, SUITE 18-300 SAN FRANCISCO CA 94103

CFC Local Federal Coordinating Committee Representative

mailto:[email protected]


Who are You?

Thank you for partnering with the CFC!

Loaned Executive Team Introductions

Who you are

What agency you represent

Why you got involved

What you expect to get out of the experience

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Principal Combined Funding Organization (PCFO)Regional Fundraising Support Team

Introductions

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Angela Cleo SmithHub DirectorSan Francisco & surrounding [email protected]

Dee SuttonHub DirectorEast Bay/South Bay [email protected]

Antoinette “Toni” TaylorProject Director, Loaned Executive Program LeaderHub Director – AF BasesNorthern Calif. & surrounding [email protected]

Clarence BenjaminHub DirectorSacramento/Central [email protected]





Principal Combined Funding Organization (PCFO)Administrative Support Team

Introductions

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Doug BannickChief Financial [email protected](650) 712-1988

Irma JonesOperations [email protected]

Barbara BarfieldExecutive [email protected](719) 531-5501

Jen WeemsOnline Giving Support [email protected](720)-999-1015



CFC Overview History & Story Structure Regulations Campaign Cycle Trends & Challenges Strategic Planning Loan Executive (LE Overview)

ECQs/Stephen Covey- The Eighth Habit NorCal CFC Structure NorCal CFC Overview Campaign Leadership Preparation 2014 Campaign Theme 2014 Promotional Material/Resources

Training AgendaMorning Session


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The Combined Federal Campaign (CFC) is the annual fund-raising drive conducted by Federal employees in their workplace each fall.

Only authorized solicitation on federal premises OPM provides regulations, oversight and guidance Strict charity eligibility standards One campaign – once per year Designation campaign – feds select the charity of their choice The CFC is exclusively for: Civilian Federal Employees, Military Personnel, U.S. Postal

Employees Can give through payroll deduction, cash or check

CFC Overview

Thank you for partnering with the CFC! 7

Prior to the 1950’s, on the job fundraising in the federal workplace was an uncontrolled free-for all. Agencies, charities, and employees were ill-used and dissatisfied.

Eliminates year-round solicitation by charitable organizations of Federal employees in the Federal workplace

CFC offers a donor the convenience of using payroll deduction to make charitable contributions.

The magic of payroll deduction; it’s: Simple Easy on the pocketbook Effective

Why CFC


Complete history & campaign story: http://www.opm.gov/combined-federal-campaign/

The Early Years Overview Fundraising in the early Federal workplace can be traced back to

the late 1940’s Prior to the 1950’s, problems were:

No specific period of charitable solicitation; They were done throughout the year. Quotas for agencies and individuals were freely established Supervisors applied pressure to employees. Designations were not allowed.

CFC History Overview


The Early Years Overview Continued In 1961 - President Kennedy gave formal authority to permit

fundraising in the Federal workplace and authorized the U.S. Civil Service Commission to develop guidelines and regulate fundraising in the Federal service.

In 1964 - The first “combined” called CFC were conducted in select federal locations

In 1971 - President Nixon announced that the CFC would be the uniform fundraising method for the Federal Service.

It continues to be the largest and most successful workplace philanthropic fundraising model in the world.

CFC History Overview


Choice – Employees designate to the charity than means the most to them

Convenience – Most agencies provide electronic pledging through payroll deduction which make larger gifts possible

Confidence - OPM and LFCC oversight; annual independent audit; random OIG audits

3 Cs of CFC


CFC Structure:


Key Workers1 per every 25

Executive CommitteeFederal Agency Heads & Military Senior Commanders

LFCCRegional Federal Agency and Military Reps

Charitable Organizations

PCFORegional Director

Ms. Barbara BarfieldHub Directors

Dee SuttonClarence Benjamin Angela Cleo Smith

Antoinette “Toni” Taylor

Agency Coordinators & Installation Project Officers

Department/Unit Project Officers

OPM

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Charity Structure:


Fed Members

Local National International

Online Universal Giving

IndependentsFederations Federations FederationsIndependents Independents

Fed MembersFed Members

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Universal Giving Beginning with the 2014 Combined Federal Campaign, all

campaign regions must offer donors the opportunity to give through Universal Giving—the ability to donate to any national, international, or local charity not denied participation in the CFC.

Universal giving provides federal employees with the option to give to any participating CFC charity they choose, without regard to geographic boundaries.

Universal Giving is available in the Federal eGiving portals—Employee Express (EEX) and myPay—

It is also available in the web-based NEXUS eGiving platform. For traditional paper pledging the universal charity list is located

on the OPM website: https://apps3.opm.gov/CFC/CharitySearch/Main.jsp

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5 CFR 950 OPM Directives B-325023, Occupational Safety and Health Review

Commission--Refreshments for a Combined Federal Campaign Event, July 11, 2014

http://www.gao.gov/products/B-325023 CFC Guidance (Memoranda) DoD Directives 503501 DoD Directive 503505 Air Force Regulations (AF36-3101) Army Regulations (AR600-29) Guidance from Specific Agencies

Ethics Officer General Council

CFC Regulations


100% Awareness

100% Opportunity

100% Follow Up

No Coercion

No PII Breaches

CFC Rules

Thank you for partnering with the CFC!16

PII ComplianceOPM 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.

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.

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


PII Compliance 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. 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.

OSI whether physical or electronic

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.


Mar 2014 – June 2014: Charity applications; Strategic Planning, Campaign Theme Selection; Select Gifts;

July 2014 – Aug 2014: Approve Gifts; Installation Campaign Plans; Plan Events, Approve Campaign Materials; Agency & Installation Team Recruitment; Campaign & Solicitation training

Sept 2014 – Dec 2014: Support Campaign Team; Promotional Events; Campaign Solicitation; Collection/Reconciliation/Campaign Reports; Event Evaluations; Pledge Processing; Donor Follow–Up; Gift Track & Distribution

Jan 2015 – Mar 2015: Data Processing; Campaign Reconciliation Campaign Hot wash;

Mar 2015 – Sept 2016: Charity Reports; OPM reports; Distributions; Compliance Audit; Financial Audit

CFC Campaign Cycle


Average gift continues to increase while participation continues to decrease

Baby Boomers Retiring – transitioning demographics Decreasing Volunteer Base - Downsizing government

personnel/more contracting PII Security Issue & Processing Inefficiency – Traditional paper

pledges Inefficiency – Local campaign geographic boundaries Ineffective – Lack of immediate donor feedback

CFC Trends & Challenges


Campaign region consolidation Oversight consolidations Centralized training Website consolidation Pledge processing consolidation Young donors forum Social Media Communications Develop an electronic campaign (100% Online Giving within

5 years) Immediate Disaster Relief (2016) New hire giving within 90 days of hire

CFC Strategic Planning


Virtually Connect Personnel to CFC Charity Causes

Engage Newer Personnel & Young Federal Employees

Team Development/Training

Focus: Campaign Engagement


Loaned Executive Program: The Loaned Executive program was initiated in 1971 by Presidential Order.

A Loaned Executive is a Federal Employee that is "loaned" by their agency to work on the CFC.

The Loaned Executive is usually relieved of all work duties for the period they are working on the CFC.

The role of a Loaned Executive is to conduct all solicitations among the federal employees in a campaign area.

They are usually trained by the PCFO and work out of the PCFO during the campaign period.

OPM Loaned Executive Program


ECQ’s

ECQ 1: Leading Change

ECQ 2: Leading People

ECQ 3: Results Driven

ECQ 4: Business Acumen

ECQ 5: Building Coalitions

CFC Integration of Executive Core Qualifications (ECQ’s)


Getting out of that “Comfort Zone”


Thinking “Outside the Box”


Do you feel trapped? OR Are you thinking you

should try getting out:

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Campaign Region Identifier: 0106

40 Counties:Alameda Humboldt Placer SiskiyouAlpine Lake Plumas SolanoAmador Lassen Sacramento Sonoma Butte Marin San Benito Stanislaus Calaveras Mariposa San Francisco SutterColusa Mendocino San Joaquin TehamaContra Costa Merced San Mateo TrinityDel Norte Modoc Santa Clara TuolumneEl Dorado Napa Shasta YoloGlenn Nevada Sierra Yuba

Approximately 100,000 Federal Employees & Military Personnel

Nationally Recognized for Innovation Award

NORCAL CFC OVERVIEW:


NORCAL CFC OVERVIEW


PCFO Strategic Plan To educate donors on the impact, benefit and effectiveness of

their contribution through the CFC (increase donor awareness)

To integrate workplace and personal core values into campaign (“service before self,” “leaving a legacy”.)

To develop a working campaign theme that employees can relate to and identify with

To increase participation by attracting/cultivating new donors

Develop younger donor engagement

To increase donations

To enhance the giving experience

To link donors and human health & welfare program recipients28

Strategic Plan Implementation – Apply Covey’s 8th Habit

NORCAL CFC OVERVIEW


Stephen Covey: “When you engage in work that taps your talent and fuels your passion—that rises out of a great need in the world that you feel drawn by conscience to meet—therein lies your voice, your calling, your soul’s code.”

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“Find your Voice…”

The 8th Habit Applied


The 8th Habit Stephen R. Covey

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…“And inspire others to find theirs”




The leadership challenge

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Covey Voices

The Voice of influence and drive

The Voice of trust

The empowering Voice

The Voice of execution

Using our Voices wisely to serve others


Many Voices

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Talent Your natural gifts and strengths

Conscience That still, small voice within that assures you of what is right

and that prompts you to actually do it

Passion Those things that naturally

energize, excite, motivate and inspire you

Need Including what

the world needs to pay you for

VOICE Unique, personal

significance



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Covey: From Effectiveness to Greatness

Create Significance

Provide Fulfillment

Develop Excitement

Implement a Shared Vision




Campaign Statistics Review2013Raised $3,147,46910.7% Participation$341.34 Average GiftCulture: Sequestration, Furloughs, Government shut down

2012Raised $4,093,173.3418.6% Participation$302 Average Gift

NORCAL CFC OVERVIEW


Campaign Set-Backs2013

Administration TransitionNew Practices, Policies & Procedures Put in PlaceUnderwent a Multi-Year OIG Audit ( 2005 – 2012)Campaign Reboot following Government Shut DownFostering of Online Giving

NORCAL CFC OVERVIEW


Campaign Set-backs cont…Current Social & Economic Conditions

EconomyCampaign ImpactCharity Impact

Federal Agency/Military Installation CultureBudget reductionsHiring FreezesPay FreezesDoD Pink Slips

NORCAL CFC OVERVIEW


Next Steps!2014

Continue Administration Transition Additional Leadership Support Personnel Corrective Action OIG Report Focus Areas – Young/New Employees Social Media Universal Giving Deeper Integration of Online GivingGreen Campaign (paperless a much as possible)

NORCAL CFC OVERVIEW


Campaign Leadership Preparation



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Timeline Synopsis

Aug

PREPARE

NovOctSept Dec

RUN CAMPAIGN REPORT

LE CampaignTraining

Begin Solicitation10/01/14

Prepare Campaigns

Wrap Up Solicitation 11/26/14

Final Pledge Forms to

Payroll Offices

Official End of Campaign 12/15/14

Thank Yous!

Campaign Events

Jan Donor

Follow-Up

Campaign ECC/KWTraining

Team Recruitment


Overall Timeline

Aug - September

Team Building & Training

Materials Distribution – boxing completed ASAP

Traditional Materials

Posters & Flyers – Distributed at Coordinator/Keyworker Training

Brochures & Pledge forms boxed according to personnel strength

Also available in PDF format on website

Thank you gifts – provided at turn-ins

LE Materials Distribution


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Overall Timeline Cont…

Oct– Dec

Promote Campaign

Posters/Flyers

Email Blasts

Internal Newsletters

Ongoing Website Activities Updates

Social Media Communications

Young Forum Activities

Volunteer Opportunities

Leadership Opportunities


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Oct 1– Nov 26

Implement Solicitation

Kick Off Events

Agency Rallies

Group Presentations

Charity Speakers

Employee Testimonies

One-on-One Solicitation

One-on-One Solicitation Follow Up


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Mid Campaign Blitz: Nov 17 - 24

Get Your Give ON-Line National promotion Keeps Campaign Momentum Strong Simplest means of giving

CFC Nexus Employee Express myPay

Fun Reminder to complete pledging Second opportunity for campaign marketing: Post It Note Reminder E-blasts - Agency Head/Department Head Encouragement

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Overall Campaign Cont…

Final Campaign Blitz: Dec 1 - 15

Last call for Contributions E-blasts - Agency Head/Department Head Encouragement Website Tax Deduction Reminder Schedule Final Turn-in with Hub Director Distribute all Donor Recognition Coins

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Where do we start?Create the CultureMake the Connection

Feds and their Stories are featured

2014 Campaign Theme


My Story…My Choice…My Pledge

Where do we start?Campaign Promotional MaterialsMake the Connection

Brochure CoverPosterPledge Form Cover

2014 Campaign Promotional Materials


Where do we start?Campaign Promotional MaterialsMake the Connection

Sticky Note Reminder

2014 Campaign Promotional Materials


Where do we start?Campaign Promotional ResourcesMake the Connection

Norcal website: www.norcalcfc.orgCampaign information & updatesCampaign calendar of eventsCampaign training materialsCampaign promotional materials

CFC Foundation: www.cfctoday.org Campaign materials, videos, national best practices

OPM Website: www.opm.gov/cfcCampaign overview, history FAQs

2014 Campaign Promotional Resource


Lunch


Agenda Afternoon SessionCampaign Team Roles Overview


Charity Speakers2013 LE MentorsOPMFederal Agency HeadsLFCCPCFOLoaned ExecutivesEmployee Campaign Coordinator (ECC) or Military Installation Project Officer (IPO)Department or Mission Element Project OfficersKey-Workers (1:25)Event & Activities VolunteersFinance Officer//Payroll CoordinatorEvent ParticipantsOther VolunteersWrap-Up

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Campaign Roles


Regulates & Audits Campaign

Local Oversight of Campaign

Administers Campaign

OPM

Support Implementation of Campaign

PCFO

Charity PartnersBeneficiaries of Campaign

Agency Heads

LFCC

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Campaign Roles


OPM

OPM Publishes CFC Regulations Establishes Timelines Provides Direction and Guidance Develops & Disseminates National / International List Establishes Rules on Local Applications Final Appeal Audits

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Campaign Roles


LFCC

Agency Heads

LEsCoordinatorsKeyworkers

Support Volunteers

Agency Heads Supports Implementation of Campaign Provides LFCC Membership Reviews Giving Trends Initiates Internal Communications Recruits & Allocates Time for Agency Campaign Team

Provides Loaned Executives to PCFO Coordinator/Chair/Project Officer; Finance Officers PR Leader; Keyworkers; Event Volunteers 54

Campaign Roles


LFCC

Local Federal Coordinating Committee Hires & Oversees PCFO Determines Local Charity Eligibility Authorizes Campaign Plan Approves Campaign Materials Conducts Compliance Audit Reviews Financial Audit Reports to OPM any Significant Campaign Issues

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Campaign Roles


PCFO

Principal Combined Fund Organization Daily campaign Operations Facilitates Eligibility Process Develops Campaign Materials Train Campaign Team Maintains an Even and Level Playing Field For

All Charities Serves as Fiscal Agency Collects, Processes, Distributes Pledges Submits to Financial and Compliance Audits

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Campaign Roles


Charities Vetted Annually for Eligibility Verified Annually to be in Good Standing with

the IRS Partners in Campaign

Materials Packing Participate in Kick Off Events Speak on Behalf of the Campaign Support Campaign Celebration Substantial Regulation Training

Charity Partners

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Campaign Roles


Loaned Executive Team Leader! Confirm Recruitment of the Agency Coordinators/Chairs Create the Campaign Plan for designated Federal Agencies Inspire Team Motivate Team Materials Packing & Distribution Develop & Implement Campaign Activities Pledge Reconciliation & Reporting Campaign Reporting

Overall Campaign Activities Pledge & Giving Activities

Campaign Reporting & Follow Up

LEs

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Campaign Roles


Agency Coordinator/ChairMilitary Installation Project Officer Team Leader! Recruit the Department/Directorate/Division Chairs Create the Campaign Plan for Facility/Installation Implement Campaign Activities

Kick Off Event Rally Fundraisers

Oversee Keyworkers (solicitors) Recruit Volunteer Assistants

Finance Officer Public Relations/communications Coordinator Events Coordinator

Motivate & Inspire Team Contribution Collections, Reconciliation & Reporting Campaign Reporting

Overall Campaign Activities Pledge & Giving Activities

CoordinatorsKeyworkers

Support Volunteers

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Campaign Roles


Support VolunteersFinance Officer Collect Contribution Envelopes from Keyworkers

Verifies Content

Provides Thank You Recognition Gifts

Records Envelope Contents on Ledger

Reconciles myPay Donor Report

Processes NEXUS Payroll Contributions

Verifies EEX Contributions

Maintain PII Compliance60

Campaign Roles


Support VolunteersAdministrative Assistant Team Support

Assists Agency Coordinator/Chairs or Military Installation Project Officer

Assists with coordination of campaign Assists with delivery of materials Assists with team contact information Assists with campaign communications Supports keyworker group meetings Enlists charity speakers Tracks all assigned unit information &activity Create the Campaign Plan for designated Federal Agencies

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Campaign Roles


Keyworkers - 1:25 Ratio Solicits Personnel

Inspires & Motivates Giving

Group Presentation

Charity Speakers

Employee Testimonials

One-on-One Solicitation

One-on-One Follow up

Collect Traditional Pledge Form

Prepare Reporting Envelope

Verify Contents with Finance Officer/ECC/IPO

Distribute Thank You Gifts

Donor Follow Up 62

LE Administrative Activities/Responsibilities


2014 Campaign Activities Outline (3 Ps) Planning – Today – Early Sept (two weeks)

Campaign team recruitment Goal Setting Activities/Events

Kick-offPresentations

Preparation –Mid Sept (Two Weeks) Meet with team Coordinator & Keyworker Training Determine activities to support campaign Set internal reporting schedule

Promote & Execution – Late Sept – Dec 15 63



LE Campaign Planning: Determine the best approach & campaign plan for Achieving

Overall Regional Goals: To connect people to people

To connect people to their values

To connect people to their beliefs

To make a difference

To produce passion

To feel good about accomplishments

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LE Campaign Planning: Determine the best approach & campaign plan for Achieving

Overall Regional Goals: Integrate workplace core values into campaign

Air Force Example: “Service Before Self”; honor; valor; Integrate personal core beliefs into campaign

Covey Example: Life’s Purpose; Leaving a Legacy To increase participation To attract/cultivate new donors

Young/New Feds To enhance the giving experience To emphasize choice/directed giving To link donors to human health & welfare programs To run a quick and effective campaign 65

Campaign Activities


LE Campaign Planning: Best Practices

Plan Agency Activities/Events

Kick-off Fair

Charity Speakers at a Group Presentation

Chili Cook-offs

Bake Sales

Penny Wars

Your Ideas?


66



LE Campaign Preparation: Present Approach & Campaign Plan for Achieving Goals

Share your campaign recommendation with ECC

Use CFC presentation template for detailing how you reached the campaign parameters

Encourage ECC buy-in on campaign approach

Develop campaign strategies within the agencies to enhance the campaign achievements

Request Agency Head support

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LE Campaign Preparation: Event Kick-off/Activity

Work with PCFO Hub Administrators Confirm Logistics – set up/ break down Secure Charity Involvement – work with PCFO Hub Administrator

Charity Fair Charity Speaker

Fun Element – set up/ break down Recruit Event Volunteers

Confirm Employee Testimonial Request Agency Head/Dept Head to speak

Promote On-line Giving Materials Distribution


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Day One Wrap Up


What We Accomplished Today New LE Team Membership

CFC Overview History Structure Regulations Campaign Cycle Trends & Challenges Strategic Planning

Norcal CFC Overview Geographic Area Covey’s 8th Habit Integration Regional Assessment 3 Ps of Campaign Overview Campaign Roles LE Team Leadership

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Documents

2014 Loaned Executive Training NORCAL Region 1. Welcome 2 Francine Roby, M.A., Executive Director San Francisco Bay Area Federal Executive Board (FEB)