Training Brief Agency Project Officers

1. Training Brief Agency Project Officers One Team: Making a Difference https://community.apan.org/2012_hawaii-pacific_area_cfc/default.aspxwww.cfc-hawaii.org

2. Training Agenda • Welcome • Charity Speakers • CFC history and information • 2012 Goals • Regulations • Introduce the Team • Agency Project Officer Responsibilities • Campaign Focus (FEAT) • Campaign Recognition • Campaign Roles (UPOs & Keypersons) • Campaign Materials Overview • Charities • Campaign Impact • Websites • Questions

3. General Information • CFC history • Established in 1961 by John F. Kennedy • Campaign occurs once a year • September 1 – December 31 • 2012 Hawaii CFC • 1 October – 16 November • Over 200 Combined Federal Campaigns • Hawaii-Pacific Area CFC is 4th in most contribution raised • Over $272 million dollars raised nationally in 2011

4. Organizational Chart U.S. Congress U.S. Office of Personnel Management Honolulu Federal Executive Board CFC Chair Organization United States Army Pacific (USARPAC) Agency Project Officers Unit Project Officers Key People Individual Donors

5. Local Information • History of Giving in Hawaii • Number of federal employees – 2006 deployments, 2007 - addition of Guam, Northern Marianas, American Samoa • Average gift has generally increased (except 2011) • Participation is a concern • Use of payroll deduction or on-line pledging is the preferred method of giving

6. 2012 Goals • Make 100% Face-to Face contact with every Federal Employee. • Promote E-Pledging (on-line). www.cfc-hawaii.org (e-pledging website)

7. Regulations § 950.102 • The CFC is the only authorized solicitation of employees in the Federal workplace on behalf of charitable organizations. The campaign is intended to reduce disruptions in the workplace by consolidating all approved solicitations into a single, annual, officially supported campaign. • Contractor personnel, credit union employees and other persons present on Federal premises, as well as retired Federal employees, may make single contributions to the CFC through checks, money orders, or cash. These non-Federal personnel may not be solicited, but donations offered by such persons may be accepted by the local campaigns. Code of Federal Regulations • http://ecfr.gpoaccess.gov/cgi/t/text/text-idx?c=ecfr&tpl=/ecfrbrowse/Title05/5cfr950_main_02.tpl DoD Inst NUMBER 5035.01 January 31, 2008 • http://www.opm.gov/cfc/pdf/503501p.pdf

8. Regulations (cont’d) § 950.602   Solicitation methods. (a) Employee solicitations shall be conducted during duty hours using methods that permit true voluntary giving and shall reserve to the individual the option of disclosing any gift or keeping it confidential. Campaign kick-offs, victory events, awards, and other non-solicitation events to build support for the CFC are encouraged. (b) Special CFC fundraising events, such as raffles, lotteries, auctions, bake sales, carnivals, athletic events, or other activities not specifically provided for in these regulations are permitted during the campaign period if approved by the appropriate agency head or government official, consistent with agency ethics regulations. Chances to win must be disassociated from amount of contributions, if any. Raffle prizes should be modest in nature and value. (Note: Raffles and lotteries are illegal in Hawaii) (c) In all approved special fundraising events the donor must have the option of designating to a specific participating organization or federation or be advised that the donation will be counted as an undesignated contribution and distributed according to these regulations.

9. Regulations (cont’d) 950.108   Preventing coercive activity. (a) Solicitation of employees by their supervisor or by any individual in their supervisory chain of command. This does not prohibit the head of an agency to perform the usual activities associated with the campaign kick-off and to demonstrate his or her support of the CFC in employee newsletters or other routine communications with the Federal employees. (b) Supervisory inquiries about whether an employee chose to participate or not to participate or the amount of an employee's donation. Supervisors may be given nothing more than summary information about the major units that they supervise. (c) Setting of 100 percent participation goals. (d) Establishing personal dollar goals and quotas. (e) Developing and using lists of non-contributors. (g) Using as a factor in a supervisor's performance appraisal the results of the solicitation in the supervisor's unit or organization.

10. Chair • Lieutenant General Francis J. Wiercinski; Commander, U.S. Army Pacific (USARPAC) • Executive Agent • Major General Roger F. Mathews; Deputy Commanding General, U.S. Army Pacific (USARPAC) • Pacific Area Program Officer • LTC Darren Holbrook, U.S. Army Pacific (USARPAC)(darren.holbrook@us.army.mil; hawaii_cfc@apan-info.net; C:(808) 224-0344 • FEB: Local Federal Coordinating Committee CFC Advisor • Yolande ‘Yogi’ Fong (yolande.fong@disa.mil) 472-0773 • Principle Combined Fund Organization (PCFO) • Nita Yates - PCFO Director (nita@auw.org) 543-2233 • Melanie Kaaihue - PCFO Asst. Director (melanie@auw.org) 543-2232 2012 CFC Team Mailing Address LTC Darren S. Holbrook U.S. Army Pacific (USARPAC) 476 Palm Circle Drive, Building T117, Fort Shafter, HI 96858-5100 Fax: (808) 438-2482

11. Operations Cell Information Cell 2012 CFC Team Mr. Russell Dodson - Public Affairs russell.k.dodson.civ@mail.mil (808) 438-2662 Major Hal Brown - Special Events & Charity Coordinator halbert.brown.mil@mail.mil (808) 438-2740 MAJ Steven Stock - Materials steven.d.stock.mil@mail.mil (808) 438-5681 SSG Justess Robinson - Data/Progress Reports justess.p.robinson.mil@mail.mil (808) 655-6888 MAJ Kurt Muniz Assistant CFC Project Officer kurt.w.muniz.mil@mail.mil (808) 438-2853 SFC Gerald Mark gerald.g.mark.mil@mail.mil (808) 438-2890 MAJ John Hunziker - Training john.c.hunziker.mil@mail.mil (808) 655-1981 *Cell phones will be issued to: Materials, Special Events/Charity Coordinator & Training

12. CFC Pacific Area Program Officer APO / UPO / Keyperson USARPAC (APO) 25th ID (APO) APO = Agency Project Officer UPO = Unit Project Officer 2nd Brigade (APO) Company Keyperson Battalion (UPO) Company Keyperson Company Keyperson Company Keyperson Company Keyperson *Example

13. APO’s • Coordinate your units • ID your Units/Offices/agencies/etc • ID Unit Project Officers (UPO’s) • UPO’s will need to ID Keypersons • For every 25 people, 1 Keyperson is required • Find Form due on every Unit under APOs • Pick up all materials for CFC HQ’s (ARMY) at Fort Shafter. • Envelopes and Campaign Recognition Items

14. APO’s • Coordinate your units • Schedule training for your UPOs/Keypersons • Weekly Reports; 9, 16, 23, 30 Oct, 6, 13, & 20 Nov (Every Tuesday No Later Than 1200 Hours) • Audit all your UPO’s paperwork • Turn into CFC HQ’s (Army) • Attend Final CFC Recognition Ceremony • Provide After Action Review Comments throughout the campaign

15. APO’s • Coordinate your units • Publicize the Campaign • Get Leaders involved • Kick off event for agency • Get Charities involved

16. Reporting Requirements • Agency Project Officers must Submit Weekly Status Reports online at: https://community.apan.org/hawaii_cfc/ • Reports due starting October 6th and every Tuesday until your campaign is finished (Oct 9, 16, 23, 30, Nov 6, 13, 20) • On Tuesdays, provide all the information that you have from your keypersons • Do not hold reports waiting on data • Unit Project Officers and Keypersons must report their progress to Agency Project Officer. • Each week's totals are a running (cumulative) sum. • Use your Agency Code and Agency Title off the list that will be provided. Do not use old Agency Code numbers. • Once your campaign is complete, audit all of your Keyperson’s Envelopes, submit a Final Report and contact HQ to return your materials.

17. Weekly Status Report Worksheet for APO Use the Weekly Status Report Worksheet to collect inputs for your Weekly Status Reports. Download the excel file from the web.

18. Agency Project Officer Final Steps • Audit all Keyperson Envelopes from UPO’s • Inventory Recognition Item requirements • Contact HQ for appointment • Bring the following to the turnover appointment: • Envelopes … Used and Unused envelopes (to maintain accountability) • Completed Audit Checklist • Unused Recognition Items • List of Needed Recognition Items

19. Campaign Focus • FEAT • Find (The Find Form) • Educate • Ask • Thank

20. Campaign Focus • FIND UNIT PROJECT OFFICERS • Locate all offices/departments in your unit. • Create a contact list for each office/department. • Make sure list is complete so that all donors may be contacted • Divide list for Keyperson • Keyperson should be responsible for 100% contact of 25 people (max 50). KEYPERSON • Using a roster, ensure 100% face-to-face contact. • If someone is out during your initial “ask”, follow up with that person when he/she returns to the office.

21. Campaign Focus • EDUCATE • Educate employees about the Combined Federal Campaign. • Learn facts about CFC and charities. • Use Campaign Guide. • Download and print CFC Awareness Items. Visit www.cfc-hawaii.org for useful information. • Hold a Donor Education Brief: • Introduction of Agency Project Officer, Unit Project Officers and Keypersons • Leadership remarks • Invite a Charity Speaker or charities to display and speak. • Answer questions

22. Campaign Focus • ASK (Keyperson’s responsibility) • Visit each federal employee – face to face. 100% contact is the goal! • Provide a pledge card to each person and access to a Charity List. • Ask for contribution • Answer questions • Thank everyone!

23. Campaign Focus • THANK • Give Appreciation Gift to Eagle and Super Eagle givers upon receipt of their contribution (or keep a roster of those who qualify. Request gifts through UPO or APO) • Verbally recognize and thank everyone • Other “Thank You” Ideas: • Leadership thank you note or letter • Print out CFC Thank you cards • Send Memos and e-mails to employees

24. Campaign Recognition • Individual Recognition • Eagle Recognition = Annual base pay x one percent (.01) • Super Eagle Recognition = Annual base pay x two percent (.02) (Individual suggested giving guide is located in the Charity List and on the website: www.cfc-hawaii.org) Appreciation Gifts For APOs, UPOs and Keypersons who attend September training. Super Eagle Giver Donor giving 2% of base pay. Eagle Giver Donor giving 1% of base pay. CFC Badge Holder Jotter Notepad with Pen Insulated Grocery Tote

25. Campaign Recognition • Agency, Unit, Department Recognition • Award Certificates presented to units/departments that achieve: • 60% participation and $95 per capita = PLATINUM Award • 55% participation and $90 per capita = GOLD Award • 50% participation and $85 per capita = SILVER Award • 45% participation and $80 per capita = BRONZE Award • “Eco-Friendly” Recognition “eco-friendly” recognition awards to encourage on-line giving. The top 3 agencies (by percent participation and per capita giving) in each of 3 categories will be recognized for earning the 2012 GREEN Award. Categories are: • Large Organizations: over 1,000 personnel • Medium Organizations: 100-1,000 personnel • Small Organizations: fewer than 100 personnel • Keep track of all units below your APO level. *Per capita is computed by dividing the total amount raised by the total number of employees

26. Campaign FUNdraisers • Special FUNdraising Events • Use to wrap up campaign • Bake sales and car washes • Increases unit per capita achieved • Raises morale • Have fun! “FUN”draising booklet available online.

27. Unit Project Officer Responsibilities • LEADERSHIP • Ensures CFC campaign gets visibility • Encourages use of Charity Participation (speaker/display) • Discourages prohibited practices • Supports Keypersons • Briefs and reports to the Agency Project Officer the status of the campaign. Submits a Weekly Progress Report to APO. • ACCOUNTABILITY • Materials • Distribution and collection of Keyperson Envelopes to Keypersons. • Contents of each Keyperson Envelope is submitted. • Orders Appreciation Gifts from APO and distributes to Keypersons. • Review completed audit of envelopes and their contents with Keypersons.

28. Unit Project Officer Responsibilities • ACCOUNTABILITY (cont’d) • Pledge Cards • Ensures all payroll deduction #1 copies of the pledge card is submitted to the payroll office. • E-Pledging Donors submitted a Confirmation Copy of their pledge and Keyperson completed the E-Pledge (Online) form. • Deposit slips • Ensure cash/check donations get deposited, validated by a Bank of Hawaii Teller, and returned to corresponding envelope. • Establish and track the Recognition awards within your unit. Report awards to APO. • Submits all completed and audited envelopes to APO.

29. Keyperson Responsibilities • Leadership • Ensure campaign gets visibility • Report to the Unit Project Officer the status of the campaign via the weekly status reports • Encourage participation of charities. • Education • Attend Keyperson Training • Learn about CFC so you can answer questions. • Ask • Prepares and holds a donor education brief. • Ask each person (100% Face-to-Face contact) to give by providing a pledge cards. Allow accessibility to a Charity List.

30. Keyperson Responsibilities(cont’d) • Ask (Continued) • Encourage payroll deduction. A little each pay period makes a big difference! • Be prepared to answer donor’s questions. • Retrieve all pledge cards – used and unused. • Ensure accuracy of pledge card (legible, math correct, etc). • Thank everyone! • Distribute Appreciation Gift to Eagle and Super Eagle givers • Print CFC Thank you Cards. Send memos or emails. • Manages the Keyperson Envelope(s). • Completes the Keyperson Envelope and sign Keyperson’s Final Report. • Return all envelopes to Unit Project Officer or Agency Project Officer (if UPO is unavailable).

31. Keyperson Envelope Contents • All envelopes should contain the following: • One (1) Keyperson Final Report • 25 Numbered Pledge Cards • One (1) Bank of Hawaii Deposit Slip • One (1) Small Point of Contact Poster • One (1) Lost Pledge Card Form • One (1) Keyperson Guide • Two (2) Charity Lists

32. Keyperson’s Envelope

33. Charity List

34. Charity List • Sections • Table of Contents • CFC Information • Alpha Index of Charities • International Charities • Local Charities (~200) • National Charities

35. Charity List • How did the charities get in there? • Criteria in the federal register (regulations) • IRS determination of non-profit status (501C3) • Tax Form 990 • Financial Audit (revenues greater than $100,000) • Local charities must be local • All applications are screened by federal employees • OPM - Office of Personnel Management • National and International charities • FEB – Federal Executive Board • Local charities

36. Must Visit Websites • Hawaii-Pacific Area CFC official website: • www.cfc-hawaii.org • U.S. Army Pacific (USARPAC) 2012 CFC website: • https://community.apan.org/2012_hawaii-pacific_area_cfc/default.aspx • Hawaii-Pacific Area CFC Facebook Page: Search for: Hawaii-Pacific Combined Federal Campaign.

37. 2012 CFC Warehouse Vet Clinic CFC - Hawaii-Pacific Area BLDG: 443 Warner Rd Fort Shafter, HI 96858-5100 Thrift Shop

39. Discussion • Questions • If you have one, someone else may have the same one. This is the time to ask! • Quiz

40. Thank You! You are the CFC lifeline between the people who need your help and the people who can help.