2012 Combined Federal Campaign Training Conference2012 Combined Federal Campaign Training Conference

Achieving Continuity in a Changing Environment

Panelists: Barbara Barfield, Lonna Moaratty,

Demetrius Stevenson and Laura Walker

2012 Combined Federal Campaign Training Conference

2012 Combined Federal Campaign Training Conference

Achieving Continuity in a Changing Environment

• Regulatory/OPM Requirements for PCFO’s– Maintain records for 3 complete campaign periods

(pledge & financial) This would be 2008 forward at this time

– Annual Audits – this helps when there is change in financial staff

– CFC Memorandums & Regulations– Annual CFC Calendar– Regulations allow new PCFO’s to access CFC

information from previous PCFO

2012 Combined Federal Campaign Training Conference

2012 Combined Federal Campaign Training Conference

Achieving Continuity in a Changing Environment

• Regulatory/OPM Requirements for LFCC/FEB’s– LFCC-PCFO Agreement (multi-year)– Budget approvals and reviews– Materials and programs review and approval– LFCC Compliance Audits– Maintaining LFCC Minutes– CFC Memorandums & Regulations

2012 Combined Federal Campaign Training Conference

2012 Combined Federal Campaign Training Conference

Achieving Continuity in a Changing Environment

• Internal Operations and Strategic Planning – Policies, procedures or systems in place• Policy Books• PCFO Operations Manual, LFCC Manual, Volunteer

Training Manual• Task/Timeline Check List• Detailed Campaign Plans & Procedures• Corporate Knowledge

2012 Combined Federal Campaign Training Conference

Achieving Continuity in a Changing Environment

• Internal Operations and Strategic Planning – Cross-training for key responsibilities:• Applications Process• Volunteer Training• Solicitation• Accounting, Receipts, Reconciliation• Data Processing

2012 Combined Federal Campaign Training Conference

Achieving Continuity in a Changing Environment

• Internal Operations and Strategic Planning – Year-to-year planning• Campaign evaluations & surveys (online, at events,

email surveys)• Strategic planning – with your LFCC, your agency teams• Goal setting• Campaign analysis – versus budgets, goals, objectives• Resource analysis

2012 Combined Federal Campaign Training Conference

Achieving Continuity in a Changing Environment

• Volunteer/Federal Agency Management– Ensuring LFCC’s keep well-documented minutes– Keeping LFCC volunteers to strict regulatory

conformity during application review process– Job descriptions for key volunteers– Succession plans for leadership transitions

2012 Combined Federal Campaign Training Conference

2012 Combined Federal Campaign Training Conference

Achieving Continuity in a Changing Environment

• Volunteer/Federal Agency Management– Best practices• Formalized training and materials for volunteers• Debriefing volunteers each year and incorporating

them into volunteer trainings• Keeping detailed records of communications, meetings

etc with agency leaders (particularly important in military agencies with frequent changes)

2012 Combined Federal Campaign Training Conference

2012 Combined Federal Campaign Training Conference

Achieving Continuity in a Changing Environment

• Data Management– Different systems:• CFC Assistant, Andar, Enterprise, other• OPM Data Registry• NEXUS, EEX• Word, Excel, Access, Outlook• Websites, Facebook, YouTube

2012 Combined Federal Campaign Training Conference

2012 Combined Federal Campaign Training Conference

Achieving Continuity in a Changing Environment

• Campaign & Performance Systems– Most campaign systems allow for multi-year data

storage and reporting– Many allow for award levels, contact information– Additionally creating databases in Excel or Access

will allow you to track and analyze data for 3, 5 even 10 years

– $ results, participation levels, avg. gift– Prepare detailed reports for agency meetings– Prepare reports for Loaned Executives

2012 Combined Federal Campaign Training Conference

2012 Combined Federal Campaign Training Conference

Achieving Continuity in a Changing Environment

• OPM Data Registry– Allows you to view charities by year– Keeping each year’s final spreadsheet– EEX, NEXUS and CFC Assistant all now upload data

from the registry spreadsheets to help accuracy and consistency

2012 Combined Federal Campaign Training Conference

2012 Combined Federal Campaign Training Conference

Achieving Continuity in a Changing Environment

• Online Giving Programs– EEX, NEXUS download directly into campaign

Management systems• Would like to improve data download options to allow

better analysis of online giving data• Need for multi-campaign download option in EEX• More user-friendly process for EEX needed• Allow electronic data transfer to payroll offices

2012 Combined Federal Campaign Training Conference

2012 Combined Federal Campaign Training Conference

Achieving Continuity in a Changing Environment

• Office programs– Using downloaded data in excel or access allows you

to create reports, correspondence, maintain records annually of volunteers and contacts

– Organize your Outlook folders to manage different areas of your campaign and by year

• Websites, Facebook, YouTube– Allows you to control the information that is being

put out• Some record of visitors, activities

2012 Combined Federal Campaign Training Conference

2012 Combined Federal Campaign Training Conference

Achieving Continuity in a Changing Environment

Closing Comments & Questions?

THANK YOU!