fseccstatewideagencycoordinator orientationtraining...• 2016 is an online payroll only campaign $1...
TRANSCRIPT
FSECC StatewideAgency Coordinator
Orientation Training2016-2017 Campaign
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AGENDA
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• Welcome & Introductions
• What’s New in 2016
• Campaign Overview
• Campaign Planning & Schedule
• Awareness Events
• Group Discussion
• GivingNexus Pledge System
• Resources
• Charity Presentations
WHAT’S NEW IN 2016
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CAMPAIGN CHANGES
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• 2016 is an Online Payroll Only Campaign
$1 Minimum for Bi-weekly Payroll
$2 Minimum for Monthly Payroll
$10 Minimum per Charity
• No Paper Payroll or One-time Contributions
Accepted (designated or undesignated)
• Events are for the Purpose of Raising
Awareness
• Much Less Paperwork Associated with Events
• Quarterly Distributions to Charities
CAMPAIGN OVERVIEW
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FSECC OVERVIEW
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Only state-sanctioned charity drive among state
employees in the workplace
Conducted by state employees
The campaign operates as ONE
statewide campaign
All employees have access to pledge to ALL
approved charities
FSECC STRUCTURE
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STATE AGENCY COORDINATORS
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Communication
Quality ControlLeadership
COMMUNICATION
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• Identify & maintain Local Agency Coordinator (LAC) Network (as needed)
• Provide communications to LACs as requested by DMS
• Consider enlisting your Communications Office to assist with additional campaign promotion.
• Share campaign plans with your Agency Head; follow agency specific guidance
• Monitor campaign progress & report periodically to Agency Head & agency employees statewide
• Encourage schedule adherence re: hard cutoff dates for the campaign
LEADERSHIP
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• Spread enthusiasm!
• Provide training as needed to ensure proper campaign administration & set expectations
• Ensure agency employees receive communication/education & support when using the online automated pledging tool
• Encourage online pledging
• Awareness events help promote the campaign
• Monitor campaign activities to ensure communication is reaching agency employees statewide & there is no coercion
LOCAL AGENCY COORDINATORS
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Communication
Employee
Assistance
Event
Planning
COMMUNICATION
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• Employees find out about the
campaign through LAC efforts
• Schedule & get the word out about kick-offs,
meetings, events, etc.
• Advertise awareness events
• Post campaign flyers
EMPLOYEE ASSISTANCE
• GivingNexus Experts
How to make online pledges, register, or access
pledge info
Charity searching
Password resets
How to get more help
• Campaign Experts
How charities are selected
FAQs
Campaign timelines
• Awareness Events
What is planned, how to participate, etc.
Plan or offer support at awareness events
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AWARENESS EVENT PLANNING
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• Idea Generation
• Planning & Scheduling
• Approvals
• Arranging for Event Volunteers
• Advertising Events
• Hosting Events
• Covering the Costs of Awareness Events
• What Happens with Funds Collected at
Awareness Events
COVERING COSTS OF AWARENESS EVENTS
• Assume the Responsibility for the Timely
Collection & Accounting of Donations
In-kind donations
$ donated to cover the costs of an
event
• Appropriately Secure Funds Collected to
cover the costs of awareness events
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PAYROLL COORDINATOR RESPONSIBILITIES
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• Serve as central point of contact for any
payroll-related FSECC issues for the agency
• Research & correct exceptions as appropriate
after the automated payroll update process is
complete
• Assist employees with deductions
after campaign cutoff
GIVING HISTORY
• 1980 to 2016, $94.8 MILLION RAISED
• $546,186 pledged in 2015
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HOW ARE PARTICIPATING CHARITIES SELECTED?
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• Any charity can apply & those that meet all identified
criteria for the campaign are accepted
• DMS reviews apps for completeness & makes
recommendations to the Statewide Steering
Committee
• Statewide Steering Committee makes initial rulings
• Charities are notified of decisions & any that are
denied can appeal the decision
• Charity brochure is finalized
2016 PARTICIPATING CHARITABLE GROUPS
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• America’s Best Charities (formerly Independent Charities of America)
• America’s Charities
• Community Health Charities of Florida
• Earth Share
• Global Impact
• Neighbor to Nation
• Partners for a Better World
• Local United Ways
• Independent Unaffiliated Agencies
Over 1,000 charities will be in the 2016 campaign
CAMPAIGN PLANNING & SCHEDULE
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CAMPAIGN SCHEDULE
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Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
2016 2016-17 FSEC
Campaign Season
2017 Payroll deductions from contributions pledged during 2016 FSECC come out of
employee paychecks
KEY CAMPAIGN DATES
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Activity Date
Statewide Agency Coordinator Training 8/4
Agency Campaign Planning & Training August
Online Pledging Opens 9/1
Payroll Coordinator Communications sent by DMS Nov-Dec
Nov-DecOnline Pledging Closes 11/10
IMPORTANT REMINDERS—DO’S
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• Ensure all employees have access to FSECC information
• Encourage all employees to use the online pledge system to make payroll donations (available 24/7)
• Ensure awareness & compliance to the campaign schedule
• Enlist agency leadership to assist in campaign promotion
IMPORTANT REMINDERS—DON’TS
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• No Coercion or Goal-Setting
• Don’t provide special access or show favoritism to any one charity at events, presentations, or kick-offs
AGENCY-SPONSORED AWARENESS EVENTS
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RULES FOR AWARENESS EVENTS
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• Agency leadership always has final say in whether an event can be held or is appropriatefor a specific agency
• No monies will be collected at awareness events except those necessary to cover the costs of the event or future events
• Charities cannot be singled out in print
• No designated speaking time for charities
• Raffles or “games of chance” not allowable
AWARENESS EVENT PLANNING
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Kick-off Event
Other Awareness Event(s)
Thank You Event
All forms & links you need are available on:
http://www.dms.myflorida.com/fsecc
IDEAS FOR AWARENESS EVENTS
Jeans/casual day Pumpkin carving contest
Themed lunch Pie throwing contest
Chili Cook-off Dunk tank
Ice cream social Baby picture contest
Potluck lunch Ugliest tie/sweater/hat/shoes contest
Hot dog day Spelling bee
Potato bar Bowl-a-thon
Root beer floats Walk-a-thon
Pet parade Trivial Pursuit/board game contest
Pep rally Golf tournament/putt putt contest
Halloween costume contest Ping pong tournament
Halloween door contest Cupcake contest
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FUNDING YOUR AWARENESS EVENT
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• Employee non-monetary donations
• Raise start-up money
• Use set event fees
• Business donations
(if authorized by your
agency)
RAISING START-UP MONEY
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• Hold a small, simple event to raise money to hold a larger event
• Employees must be made aware how this money will be used
• Agency leadership makes decisions• Money for events cannot be carried to the
following campaign year
CHARGING EVENT FEES FOR COSTS
Must be clearly communicated to employees that:
• All fees collected this campaign year go to fundthe events
• No monies collected at events will be sent to the FSECC
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BUSINESS DONATIONS
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• Depends on the agency as to whether ornot this is allowable
• FSECC not an official charity/non-profitso no tax deduction available to corporate sponsors
USE OF DMS OWNED STATE FACILITIES
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• All requests for space need to come to DMS via the SAC
• Consider nature of activity & have employees sign a waiver form whenever appropriate.
• Use of State Facilities form is submitted online at http://www.dms.myflorida.com/
• Liability Waiver form is in the Orientation Manual and available at:http://www.dms.myflorida.com/fsecc
AWARENESS EVENT SUCCESS
Group Discussion
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GIVINGNEXUS
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ONLINE PLEDGING
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• Pledging will be online using GivingNexus
• Paper pledges are no longer permitted
• You do not need to collect online payroll pledges—it’s all automated!
• Employees will use their People First Login ID whensubmitting all pledges
• One brochure for all employees regardless of location available in GivingNexus
• Any employee can pledge to any approved charity 24/7
GIVINGNEXUS DEMO
• Access & Registration for the pledge system
• How employees make pledges
• What level of detail can you see?
• What can/should you do?
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FSECC PLEDGE SYSTEM ACCESS
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There are 2 ways to access the pledge system:
• From the FSECC Website:
http://www.dms.myflorida.com/fsecc
• Direct Pledge System Access:
https://www.givingnexus.org/_fsecc/
• Select “Login” to begin
GIVINGNEXUS LOGIN
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• If a donation was made in GivingNexus last year, same credentials will work this year
• If employees haveforgotten theirpassword, it can be easily reset
REGISTERING IN GIVINGNEXUS
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• SACs should register as an employee prior to the active campaign season
• You may request a campaign coordinator role from DMS if you need access to payroll reports
• Practice navigating the system so you are more comfortable assisting LACs and employees with questions about using the pledge system
HOW EMPLOYEES USE GIVINGNEXUS
Employee Pledging Presentation
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VIEWING STATEWIDE CAMPAIGN RESULTS
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• From the MAIN menu,
select “campaign
totals”
• Contains TOTAL
pledge information for
all participating FSECC
state agencies
• Reflects point in time
totals for all online
payroll pledges (# of
Pledges, Total
Dollars & Avg.
Pledge Amount)
RESOURCES
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ORIENTATION MANUAL
• What is the FSECC?
• Contact Information
• Roles & Responsibilities
• Tools for Awareness Events
• Forms
• FAQs
• FSECC Statutes and Rules
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FSECC WEBSITE:
• http://www.dms.myflorida.com/fsecc
• Access to online Pledge System
• Resources for coordinators,volunteers, employees & charities
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DMS CONTACT INFO
Matt Gregory 850-921-4618
John Apthorp 850-922-1274
Mark Helms 850-487-1508
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CHARITY PRESENTATIONS
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Please complete the training evaluation form.
Thank you for supporting the Florida State
Employees’ Charitable Campaign!