CFC Assistant Changes to Income Tracking Methodology

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3CFC Assistant 101Introduction to CFC Assistant

Kingsley Klosson, Developer

AgendaIm shooting for one hourConcept of OperationUser Interface DesignPreparing Your CampaignBatches and PledgesReceipts and IncomeDisbursementsReports and ExportsAudits

5Concept of OperationCFC Assistant is your Pledge Card Management System for the CFCCFC Assistant is designed to comply with all aspects of 5 CFR 950 and all other Office of CFC Operations directivesCFC Assistant is NOT a financial management system but it supports financial activitiesGiven your campaign pledges, receipts, and expenses, CFC Assistant calculates payments to be made to each CFC recipientCFC Assistant will generate all required reports to manage, report, and audit your campaign although most financial information is audited through your financial management system66What CFC Assistant IsCFC Assistant is your pledge management systemPledge designation information is used to:Calculate paymentsProvide various reportsProvide accountability of your campaign results and activities

7What CFC Assistant IsntCFC Assistant is NOT a financial management systemInformation within CFC Assistant should mirror certain information in your Financial Management System such as:Dollars receivedDollars paidExpenses incurredExpenses Assessed8What is an Employer?Other systems probably refer to these as AccountsEmployers can be categorized into user defined Employer CategoriesAny unique operating activity that you want to manage is an Employer. For example, each individual Postal Office may be an Employer in a Category called PostalYou can reorganize employers at any time9What is a Federation?A group of Agencies offering similar charitable servicesA all Agencies belong to one FederationIndependent Organizations belong to a federation called Independent OrganizationUndesignated Pledge is agency 99999 which belongs to a federation called Undesignated PledgesA Federation can be a characterized as a Federation of Agencies or not10Federation Example11

Example: Local Independent Organizations IS NOT a federation of agenciesBut it is listed in the Federation list in order to group the AgenciesAgencies within such a group are deemed to by independentAn Agency is Not a FederationFor example:Community Health Charities, Agency 12196 is not the same as Community Health Charities the FederationEarthShare, Agency 10252 is not the same as EarthShare the FederationAlthough they are the same office and organization, they have different purposes relative to the CFC12What is an Agency?Agencies are the targets of pledge designationsAll agencies belong to a Federation (though not all federations are actual federations of agencies)Agencies are either Federation members or they are independentThe PCFO has no direct interaction with federation member agenciesA few Agencies are virtual such as 99999 and 11111

13What is a Batch?Each Batch is attributed to a single EmployerBatches are a metaphor for a Key Worker envelopeBatches contain any number of pledge cardsBatches have no relation to dates, you dont batch cards by date received

14Anatomy of a Pledge Card15Employer CategoriesEmployersBatchesPledge CardsDesignationsHave manyHave manyHave manyHave manyWhere Are The Donors?Most other campaign software is donor centricThere is a database of donors that are central its purposeCFC Assistant has no database of donors or peopleThe donor is just an attribute of the pledge card16User Interface DesignAll activities begin with a basic CFC concept:Batches, Pledges, Employers, Disbursements, etc. represented by a button on the main screenEach concept presents a list of items that can be added to, edited, or deletedMost lists can be sorted and filtered and exported to Excel as desiredThere is a menu system for Reports and Tools and other items for data and system management17CFC Assistant Main Screen18

A Typical ListIn this case, Employers19

Filter list and see talliesSort on headersManipulate recordsExport and reportGlobal ActionsList talliesPreparing Your Campaign20Setup EmployersSome refer to these as AccountsCreate Employer GroupsAt a minimum, enter name and contact name/email, and number of employeesUse Update Information Request function to automatically gather updated Employer informationAssign to a Payroll Group (more on that later)21Setup CharitiesAdd local Federations and AgenciesAssign all local independent organizations to the Local IndependentEnsure charities are configured exactly as presented in your campaign brochure22Batches and PledgesCreate BatchesCreate a Batch for each Key Worker envelope you receiveAdd Pledge Cards24

Add Pledge Cards25

Pledge Card BehaviorsNo mouse required; use Tab and cursor keys to navigate for faster inputForm is smart; Value of pledge is determined by the allotment * pay periods. Pay periods are determined by MIL or CIV source attributeSum of designations must equal value of pledge card26Pledge Card Demo27Receipts and Income28Receipts and IncomeCFC Assistant simply needs to know how much total income your campaign has receivedThis is complicated by the requirement for income tracking, which is a whole other webinar29A Typical Receipt30Enter Receipts

Information about the ReceiptHow the Receipt breaks down to Payroll GroupsThe total of the Receipt should equal the sum of all Payroll Group itemsThe Pay Period is the next sequential number received from this Payroll OfficeDisbursementsDisbursement OverviewA Disbursement takes all available Income and generates Payments to each recipient (federation or independent agency)All income is disbursed in proportion to each recipients percentage of designationsAfter a Disbursement, your available Income is effectively zeroRounding errors may be encountered in the amount of a few cents cant be helped32One-Time DisbursementYour first disbursement of each campaign can be a one-time disbursementYou set a threshold (approved by your LFCC) and all recipients with designations under the threshold will be paid once, in full.Normally followed immediately by a normal disbursement to pay out remaining Income33Receive/Pay LifecycleFor the remainder of the campaign:Receive IncomeMake DisbursementRepeatCFC Assistant can print the checks, or You can print a check writing report, orYou can export payment information for import into your financial management system34Reports and ExportsTwo Types of ReportsReports for Printing/PreviewCannot be manipulatedSpreadsheetsCreate simple and complex spreadsheets based on selectionsBoth types are selectable from the Reports menuSpreadsheets can be generated from just about every list displayed in CFC Assistant using the Excel button36AuditsSpecial ReportsReports that support audit requirementsReceipts and DisbursementsDistribution ScheduleInternational Distribution ScheduleGet Random Pledge Cards38Q & AQuestions?Use chat window to post questions.39Thank You!I hope you enjoy using CFC Assistant Good luck on your campaign!