FSECCStatewideAgencyCoordinator OrientationTraining...• 2016 is an Online Payroll Only Campaign $1...
Transcript of FSECCStatewideAgencyCoordinator OrientationTraining...• 2016 is an Online Payroll Only Campaign $1...
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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
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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
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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
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FSECC STRUCTURE
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STATE AGENCY COORDINATORS
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Communication
Quality ControlLeadership
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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
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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
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LOCAL AGENCY COORDINATORS
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Communication
Employee
Assistance
Event
Planning
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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)
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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
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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
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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
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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
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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
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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
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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
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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)
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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!