Be a Star in Someones Life

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Be a Star in Someones Life
2008 Loaned Executive Training Campaign Window
Sept. 15-Dec. 15
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• Frank Medeiros
• 2008 CFC Chair Combined Federal
  CampaignBay Area

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• Dianna Louie
• Executive DirectorFederal Executive Board

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• Cathy Dunlap
• 2008 ChairFederal Executive Board

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Training Week Goals

• Introduce
• Support
• Excite
• Inform

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What You Will Know . . .

• The role and major duties of the LFCC, PCFO, LE
  and Coordinator/Key-workers
• Recognize practices prohibited by the federal
  regulations and quickly research the regulations
  to locate exact citations
• Analyze computerized account data, compute common
  statistics, identify areas needing attention, and
  determine appropriate actions

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What You Will Know . . . (continued)

• Teach coordinators/key-workers correct
  preparation of pledge cards and CFC reports
  donor gift procedures and solicitation records
• Conduct fun and successful kickoffs and group
  meetings, including planning actions and giving
  CFC presentations
• Accurately answer most CFC questions

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Basic Overview
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What is the CFC?

• The Combined Federal Campaign (CFC) is the annual
  fund-raising drive conducted by Federal employees
  in their workplace each fall.
• Each year Federal employees and military
  personnel raise millions of dollars through the
  CFC that benefits thousands of non-profit
  charities.

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What is the CFC? continued

• Organized in 1961 by President John F. Kennedy,
  is the only authorized charitable fund raising
  campaign for Federal, civilian, postal, and
  military employees.
• Conducted by the federal government under the
  authority of the U.S. Office of Personnel
  Management (OPM), the CFC operates in more than
  430 localities throughout the United States,
  Puerto Rico, the U.S. Virgin Islands, and in
  overseas military bases.

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• CFC Structure

• OPM
  (Office of Personnel Management)
  Sets Policy Procedures
• FEB (Federal Executive Board)
  Enforces CFC Regulations
• LFCC
  (Local Federal Coordinating
  Committee) Conducts Local Campaign
• Cabinet
  Leadership of LFCC
• PCFO
  (Principal Combined Fund Organization)
  Manages Local Campaign

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• CFC Structure

• Manages all aspects of campaign
• Develops campaign materials
• Fiscal agent
• Collects, Processes Distributes Pledges
• Train Loaned Executives Campaign Personnel

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• CFC Bay Area Office

Although the campaign is conducted in the fall,
the campaign requires attention throughout the
year.
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• CFC
• A Year Round Operation

• to conduct an effective and efficient campaign
  in a fair and even-handed manner aimed at
  collecting the greatest amount of charitable
  contributions possible.
• The Five Phase to successfully manage the
  campaign
• Analyzing
• Planning
• Organizing
• Conducting
• Evaluating

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Regulations

• Rules that govern the conduct and solicitation of
  Federal employees for the annual Combined Federal
  Campaign.

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Regulations

• CFC is an opportunity for Federal Employees to
  give to the charity of their choice federal
  regulations prohibit coercive activities or
  pressuring employees to give.

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Regulations

• CFC allows employees to present and participate
  in fun and creative special events.

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Regulations

• The CFC is the only authorized solicitation of
  federal employees on behalf of charitable
  organizations.

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Regulations

• CFC promotes nonprofit organizations through an
  annual Charity List or brochure.

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Regulations

• The CFC program has a strict eligibility process
  for charities, ensuring accountability and a
  strong public benefit. Federal employees may
  pledge contributions to CFC charities only.

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Policies Procedures

• Mileage Reimbursement
• Weekly Conference Calls
• Update/Current Materials
• Incentive Logging
• Keep Records Current (employee directory,
  inventory worksheet, contacts, etc)
• Procedure on
• Collecting and Processing Donations
• Delivery of Incentives
• Coordinator and Key Worker Awards
• Thank Yous
• 390 main building security (badges)
• Parking
• Hours of operation

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Bay Area CFC 2008 Goal

• 4.2 Million
  Dollars

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How to Achieve Our Goal???

• 100 Ask to participate
• If only 50 of total employees give 6.00 per pay
  period or 12.00 per month, we can achieve the
  goal!

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What is a Loaned Executive?

• The LE is a highly trained federal employee, who
  compliments the professional CFC staff and
  supplements agency head leadership to produce
  optimum results.
• As an extenuation of the CFC staff, LEs are
  responsible for managing the campaigns at
  assigned agencies. LEs meet with executive and
  coordinators at each account and work with these
  key individuals to plan, organize and implement a
  successful campaign.

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Roles Responsibilities

• Achieve this years goal of 4.2 Million
• Develop a working knowledge of CFC, its
  regulations, campaign technique, agency
  information and campaign environment.
• Primary representative for CFC to assigned
  federal agencies.
• Review and becomes familiar with the background
  and giving history of assigned federal agency
  accounts.
• Uses a full range of CFC promotional materials
  (posters, agency speakers) to help plan and
  present interesting, motivating kickoffs and
  group meetings.

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Roles Responsibilities
continued

• Market and sell reasons for giving to the CFC.
• Monitors individual account progress at least
  weekly, maintaining regular contact with
  coordinators to ensure campaigns proceed on
  schedule and close in a timely manner.
• Plans, organizes, develops and implements an
  overall campaign work plan for solicitation for
  all agency employees.
• Helps devise timely, accurate internal reporting
  at assigned accounts and records interim and
  final campaign results on CFC forms.
• Quickly resolves problems that arise.

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Roles Responsibilities
continued

• Ensures donor gifts are promptly distributed.
• Deliver campaign materials and at end of campaign
  verify accuracy of Coordinator paperwork and
  delivers campaign envelopes to campaign
  headquarters.
• Maintains a written contact and activity log on
  each account, meet regularly with CFC staff to
  report progress, and close accounts in a timely
  manner before departure including account
  thank yous.
• Provides personal support to special projects and
  events and to other LEs as needed.
• Participates in post campaign evaluation and
  award ceremonies.

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Benefits to the LE

• LEs form working relationships with agency heads
  and other leaders in a variety of agencies with
  the opportunity to observe their successful
  managerial styles.
• LEs strengthen their leadership and management
  skills and gain professional level experience
• CFC training and experience broaden LE
  perspectives and increase their exposure and
  promotion potential.
• LEs develop expertise in community needs and
  socioeconomic issues through hew contacts with
  community leaders.

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Elements of Solicitation

• Peer-To-Peer Solicitation Plan
• Educate yourself. Know what CFC is and how it
  works
• Be sincere! Make your pledge and commitment to
  the CFC first
• Prepare for your contact. Choose the best time
  and place to talk with potential contributors
• Present the Reasons for Giving
• Start the discussion on a positive, friendly note
• Explain the purpose of your visit
• Make positive points about CFC
• Personalize your approach with the reasons why
  you support the CFC
• Use the Donor Resource Guide to show how CFC is
  helping people in our community
• Explain the importance of volunteers to CFC
  effectiveness
• Remain available as a resource

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Elements of Solicitation

• Answer Questions and Concerns
• If a contributor has an objection to CFC, ask
  him/her to explain it further and address that
  concern. Their concern may stem from incorrect
  information
• Her/his feedback will reveal personal attitudes
  and concerns that guide you in customizing your
  approach to different individuals
• If any questions are unanswerable, contact the
  CFC office for assistance
• Ask for the Pledge
• Ask for her/his support
• Explain to him/her the opportunity to help others
  in need is an opportunity to change their own
  lives as well
• Discuss incentive gifts
• Explain pledging options. Encourage the payroll
  deduction option as the efficient and easy way to
  give
• Ask the person to make their pledge and sign
  their card
• Say Thank You!
• Thank everyone, even those who don't give but
  take the time to listen

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CampaignQuestions
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• Responding to Questions Concerns

• LISTEN CAREFULLY - WHAT MAY HAVE BEEN EXPRESSED
  AS A CONCERN OR OBJECTION MAY ALSO BE A QUESTION.
• STATE THE FACTS IF YOU HAVE THE ANSWER TELL
  HIM/HER, IF YOU DO NOT BE HONEST AND SAY SO.
• AVOID ARGUMENTS LISTEN, GATHER INFORMATION,
  CLARIFY QUESTIONS OR CONCERNS AND GIVE CLEAR
  ANSWERS.
• GIVING IS A PERSONAL MATER GIFTS MADE THROUGH
  CFC ARE VOLUNTARY AND A VERY PERSONAL DECISION

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Handling Objections

• Objections are not personal - Normally someone is
  focused on what they perceive the CFC to be. In
  most cases, the view is based on misinformation.
• Don't Argue - Taking an opposing viewpoint
  appears argumentative. Step back (literally step
  back), listen to what the person says, then use
  the Reflect-Deflect System.
• Reflect-Deflect - This method of countering
  objections makes it unnecessary for you to argue
  because you are perceived as accepting the other
  persons position.
• Reflect You reflect an objection by accepting
  it then by asking a question. This causes the
  individual to express his or her position in
  different words, usually in more detail and from
  a different viewpoint. As a result, they will
  find themselves thinking more deeply about their
  objection and will sometimes recognize that their
  view is not logical.
• Examples of reflect statements "I can
  appreciate that... "I see your point...",
  "That's a normal reaction...", "I'm not surprised
  to hear you say that...". In each case, follow
  with a question, such as "Why do you feel...
  (repeat the objection exactly as the individual
  stated)?", "What do you think the reason is
  for...?", or "Why do you suppose it's done that
  way?"

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• What If A Donor Says . . .

I cant afford to give to the CFC Thats a
normal reaction. I felt just about the same way
when I thought about my pledge. Then I realized
that the people helped by my gift really have
some tough problems to face. If we cant give
them a hand, I dont know where they would turn.
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Elements of a Successful Campaign

• Exceed Customer Expectation
• Live the Golden Rule
• Be a Leader
• Participate and Contribute
• Work as a Team
• Share Knowledge
• Keep it Simple
• Listen and Communicate
• Have Fun

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Campaign Materials

• Brochure
• Pledge Forms
• Key Worker Envelope
• Coordinator Envelope
• Tracking Forms
• Incentives
• Account Activities Form

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Agency Speakers

• LEs obtain charity speakers for Key Workers.

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DONOR RECOGNITION
In an effort to ensure that the most amount of
your dollars goes to the charity of your choice,
Donor Recognition awards will not be cumulative
Key Chain A Total Annual Gift of 1.00 -
299.99 A Minimum Gift of 1.00
Pop Top Water Bottle18 oz. A Total Annual Gift
of 300.00 - 599.99 A Minimum Gift of 25.00 per
Month for Military Personnel 11.58per Pay Period
for Civilian Employees
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Lunch Sack With Container9 3/4" wide by 13" high
by 7" deep A Total Annual Gift of 600.00 -
899.99 A Minimum Gift of 50.00 per Month for
Military Personnel 23.07 per Pay Period for
Civilian Employees
Eagle Head
A Total Annual Gift of 900.00 - 1,499.99 A
Minimum Gift of 75.00 per Month for Military
Personnel 34.62 per Pay Period for Civilian
Employees
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U.S. Mint Proof Set
A Total Annual Gift of 1,500 A Minimum Gift
of 125.00 per Month for Military
Personnel 57.69 per Pay Period for Civilian
Employees
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Methods of Designating

• Designate to a specific organization
• Undesignated gift
• NEW--Designate to agencies in the Charity
  List/Brochure - enter 5-digit code xxxxx in the
  DESIGNATION box on the pledge card.

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Methods of Giving

• Payroll Deduction - (x12 for military / x26 for
  civilians). The minimum payroll deduction
  authorized is 1.00 per pay period.
• Cash or Check - Military Civilian Cash or
  Check line.
• Confidential Gift Employee places all copies
  except pink in a plain envelope, along with the
  cash or check donation, and seal the envelope.
  Mark the front of the envelope Confidential
  Gift and turn it into the coordinator.
• The CFC office will mail any donor recognition
  items directly to the individual at the
  organizations address provided in section 1 on
  the card.

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Copy found in the Campaign Program Guide
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Pledge Card

• 1. DONOR INFORMATION SECTION
• To be completed in full by each donor..
• 2.CONTRIBUTION METHOD SECTION
• Note Employees with upcoming planned
  retirements
• payroll deductions must continue for at least 3
  months. A donor with an employment expiration
  before 3/31/09 can make a gift by cash or check.
  
• A donor, who has an expiration of service
  between 4/1/09 and 12/31/09 and desires to use
  payroll deduction, should divide their desired
  total gift amount by the number of months/pay
  periods they will be contributing to determine
  their withholding amount.
• For cash / check contribution, donor enters the
  annual contribution amount.

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Pledge Card

• 3. DESIGNATION SECTION
• Enter the 5-digit code from the Charity
  List/Donor Resource Guide for each agency the
  donor wishes to designate.
• Enter the annual gift amount for each designation
  then total all annual designation amounts
  (including a second page if used).
• Note. If the sum total of designations is less
  than the total amount contributed, the remaining
  amount will be treated as an undesignated gift.
• 4. DONOR RELEASE INFORMATION SECTION
• Select one of the two options and complete the
  information requested. Failure to mark any box
  or marking both boxes will result in the donors
  name address NOT being released. Writing in an
  e-mail address or home address does not
  constitute marking of a box.
• 5. PAYROLL DEDUCTION AUTHORI-ZATION SECTION
• Sign and date the authorization.
• The SSN or employee ID is necessary to activate
  a payroll deduction
• 6. 2007 LEADERSHIP ACKNOWLEDGMENT FORM (OPTIONAL)
  
• Donor should complete at the giving level of
  1,000 and up.

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Pledge Card

• Front/Back Page for Door Prizes (white copy 1)
• Complete and return to CFC office by Nov 15 to
  be eligible for door prizes. Back copy is for
  Leadership Acknowledgement, 1000.
• PAYROLL OFFICE COPY (White Copy 2)
• This copy must be signed in order to activate an
  allotment. (Note cash/check gifts do not apply).
  Remember each Charity now has a new 5-digit
  code.
• AUDIT COPY (Yellow Copy 3)
• The pledge cards should be separated into two
  stacks
• 1) All cash/check contributions
• 2) All civilian payroll deductions.
• Each batch (25) of pledge cards is to be placed
  in the Campaign Report Envelope. Deliver
  envelopes to CFC Office
• CONTRIBUTORS COPY (Pink Copy 4)
• This copy is to be retained by the employee.

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Account Portfolio

• Record Keeping
• Schedules
• Analysis of Accounts

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The Key Workers
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Coordinator/Key Worker Job Description

• The Key Workers job is to
• Explain the reasons for the current Combined
  Federal Campaign, the needs of participating
  charities, and the many advantages offered by the
  campaign to Federal employees both military and
  civilian.
• Personally contact and discuss the importance of
  the Campaign with each employee you serve as a
  Key worker, planning follow up visits to
  employees on vacation or sick leave.

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Combined Federal Campaign

• The Combined Federal Campaign, or CFC, is the
  annual fund raising drive conducted by Federal
  employees in their workplace each fall.
• It is really a campaign that belongs to you the
  federal employee. You can direct your support to
  the charities that work on the issues that you
  care most deeply about.
• It is through this campaign that millions of
  dollars are raised that benefits thousands of
  non-profit charities.

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We Encourage You To

• Make Your own payroll deduction pledge first.
  Youll also learn how to fill out the form.
• Meet with each person assigned to you. Give
  everyone a chance to contribute and share in this
  community project.
• Promote Payroll Deduction as the method of
  giving.
• Suggest giving at the Patriot Level.
• Encourage giving that is truly voluntary. Respond
  to objections with information included in this
  training. Do no coerce people to give. The only
  way the CFC can maintain and grow is for us to
  create a base of well-informed, positive, and
  voluntary contributors.
• Promote the Campaign through the display of
  posters and other creative means of publicity you
  can develop.
• Say Thank You many times.

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8 Steps To A Successful Campaign
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1. Confirm Agency Head Support

• Obtain our agency heads personal commitment and
  support. For best results you will want him/her
  to
• Review past performance and endorse the goal.
• Endorse the campaign personally at employee
  rallies.
• Provide the time and resource for planning
  meeting, training, employee rallies.
• Send a letter to management explaining your role
  as Campaign Coordinator.
• Encourage contributions at the leadership level.

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2. Develop A Plan

• Review past campaigns to determine strengths,
  weaknesses, challenges and opportunities.
• Develop a campaign strategy and timetable.

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3. Recruit Your Campaign Team

• Select key people from various departments to
  assist you , making sure you have representation
  from both labor and management. Look for people
  who relate well to fellow employees, who support
  the campaign, and who will participate
  enthusiastically.
• Ideally there should be one key worker for every
  25 people.
• Recruit a co-coordinator. This person will be
  ready to provide leadership next year.

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4. Set The Campaign Goal

• Establish a goal that provides motivation and a
  sense of accomplishment.
• Set a goal based on your total employee giving
  potential. Discuss with you Loaned Executive your
  organizations potential.

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5. Promote And Educate

• Feature information about the campaign in
  newsletters, on bulletin boards, e-mails,
  websites, etc.
• Consider holding a special event such as picnic
  or ice cream social or book sale as a way to
  include fun in fund raising.
• Motivate and inform employees by showing a video
  or inviting an agency speaker to speak at your
  events. It may be helpful for employees to tour
  agencies receiving campaign funds. All of this
  can be arranged by your Loaned Executive.

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6. Ask For The Pledge

• Personally contact each employee.
• Hold brief lively informative discussions.
• Collect all pledge cards.
• Distribute donor recognition items.

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7. Report Campaign Results

• Periodically report results so that employees can
  see campaign results.
• Complete the campaign reports on a weekly basis
  and submit to Loaned Executives.
• Analyze campaign results to determine whether
  objective were met. Produce a summary report for
  next years Coordinator.

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8. Say Thanks, Again and Again

• Thank employees, committee members and volunteers
  for their participation and support.
• Display final campaign results.
• Prominently post a Thank You poster.

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MAKING THE 100 ASK

• Review the organization and determine the best
  way to ensure that 100 of the employees receive
  an ask to contribute.
• Include a strategy for distributing and
  collecting pledge forms as a part of the ask.
• Personalize the pledge forms, completing the
  space provided for the employees name and work
  address.
• Provide a clear, concise instructions for
  completing the pledge form.
• Consider using regularly scheduled employee
  meetings to make a group ask, to be followed up
  by individual asks.

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MAKING THE 100 ASKcontinued

• Make sure everyone is personally asked.
• State campaign goal of being able to reach 5
  Million by each person giving a 6.00 a pay
  period or 12.00 a month.
• Begin solicitations early while enthusiasm is
  high.
• In advance, ask employees who will be traveling
  or on vacation during the campaign.
• Track return of pledge forms and delivery of
  incentive items in a timely manner.

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ASK PHRASES

• Our goal this year is to give 6.00 per pay
  period (12.00 month) to real our goal of 5
  Million.
• I hope that you can make a contribution every
  gift helps.
• I really hope you will choose to be involved
  this year.
• Could I answer any questions about filling out
  the pledge form?
• Could you please return you pledge form to me by
  _____?
• Thank Everyone!!! A sincere ask.

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The Art of ASKING

• INTRODUCTION
• Do your easiest contacts first. It builds self
  confidence and familiarizes you with information.
• Establish a positive, friendly rapport.
• Explain your role as a Coordinator or Key worker
  when you personally contact coworkers about he
  CFC.

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The Art of ASKINGcontinued

• NEED
• Our neighbors (locally, nationally, and
  internationally) have many diverse needs.
• CFC provides each of us an opportunity to help
  people with these needs.
• Through out generosity to CFC charities we can so
  our share.
• Use the campaign brochure to show charitys
  diversity and mission.

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The Art of ASKINGcontinued

• ANSWERS
• Respond positively every comment is a chance to
  explain about the CFC.
• Educate your coworkers about CFC enlightenment
  generates involvement.
• Facts learned in training will prepare you to
  explain CFC.
• Coworkers have special interest point out
  charities that support those interests.
• Unanswerable questions Call your Loaned
  Executive of PCFO Staff.

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The Art of ASKINGcontinued

• OBJECTIONS
• You can expect objections from some of the people
  you solicit. Its natural past of the process,
  especially if you ask someone to increase their
  pledge. Consider objections as an opportunity to
  win over a new donor. The objection is not about
  you, but instead the idea you represent.
• Listen carefully and calmly while empathizing
  with your prospect. Show concern while agreeing.
  Express empathy without arguing. At group
  meetings, encourage your prospect to discuss the
  matter privately. You have important information
  to present, therefore be as straightforward as
  you can. Make this a sin/sin situation.
• The frequently asked questions can be very
  helpful in addressing concerns, objections or
  correcting misinformation. Call your Loaned
  Executive or PCFP staff for assistance.

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CFC Campaign Meeting OutlineSuggested Agenda For
Group MeetingApproximately 15 minutes

• 1. Welcome (2 Minutes) CEO, Labor rep and/or
  Manager
• Thank staff for there support convey importance
  of the campaign in helping our community
  introduce CFC representative.
• 2. Campaign Overview (3 Minutes) CFC
  representative
• 3. Video or Agency Speaker (7 Minutes) CFC
  representative
• 4. Pledge Cards (2Minutes) Key Worker
• Relate personal story, ask for support, give
  instruction and timelines for completing forms.
• 5. Close (1 Minute) Key Worker
• Collect pledge cards, answer questions, express
  thanks.

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Coordinator Planning Guide

• ACTIVITY DATE
• Attend Coordinator Training _________
• Confirm agency head support _________
• Meet with CFC Loaned Executive _________
• Recruit campaign team _________
• Set campaign goal _________
• Recruit Key workers _________
• Train Key workers _________
• Plan publicity and fun events _________
• Schedule and conduct employee meetings _________
• Collect Pledge forms _________
• Report Progress _________
• Announce final results to employees _________
• Report final results to Loaned Executive ________
  _
• Thank Employees, Key workers and
  Volunteers _________

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• Your campaign materials will arrive in late
  September

• Brochures
• Pledge forms
• Donor Recognition Incentives
• Posters Goal Thermometer
• Up to 2 Prizes for Kick-Off Door Prize
  Drawings,if available
• Giveaways
• Coordinator Handbook

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Next Week

• Ask your agency supervisor to allow a kick-off
  presentation during work time.
• Request speakers for Kick-off.
• Kick-off can be 30 min, 15 min or 10 min.
• Suggested formats
• Call a special staff meeting just to discuss CFC
  2008
• Turn a regularly scheduled staff meeting into the
  Kick-Off
• Add 10-30 min. to a staff meeting for the
  Kick-Off
• See 2008 Coordinator Handbook for Kick-Off ideas
  (in coordinator packet)
• Suggested locations conference room staff break
  room
• RSVP location

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Next Week (continued)

• Display posters
• Post the Goal Thermometer
• Enthusiastically talk up CFC 2008 send staff
  email announcing CFC now thru
• Request speakers for Kick-Off
• Try to secure 2 door prizes for Kick-Off
  (donations from local merchants mugs caps
  totes etc)

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Three to Four Days Before Scheduled Kick-Off
Presentation

• Distribute CFC 2008 Brochures
• Confirm speakers let them know where to go when
  they arrive (i.e. reception desk front counter,
  etc)
• Organize refreshments for Kick-Off coffee
  donuts cookies milk Halloween candy
  ice-cream social pizza lunch sandwiches sodas
  etc.
• Reserve VCR
• Create/buy door prize tickets
• Send reminders

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Day of Scheduled Kick-Off Presentation

• Set-up VCR refreshments table of giveaways
  donor incentives samples pens to complete pledge
  forms
• Distribute Pledge Forms and door prize tickets to
  all employees at start of presentation
• Receive the completed pledge forms issue donor
  incentives

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After the Kick-Off Presentation Day

• Thank all donors
• Update Goal Thermometer
• Follow up with people who were absent from
  Kick-Off
• Follow up with people who didnt decide during
  Kick-Off
• Continue to receive completed pledge forms
• Weekly contact with loaned executive to turn in
  completed pledge forms

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Were the CFC Team!