Grant Final Report
End-of-grant impact and financial report
The Prompt
The Prompt
Draft a funder-ready grant final report for [FUNDER NAME] about [GRANT TITLE] by [ORGANIZATION NAME], covering [GRANT PERIOD] and [AMOUNT].
The grant final report should:
- Follow this section order: 1) Thank you/Context; 2) Executive Summary; 3) Objectives & Results; 4) Implementation & Partnerships; 5) Challenges & Lessons Learned; 6) Beneficiary Voice & Equity; 7) Financial Summary; 8) Compliance with [FUNDER NAME] questions; 9) Next Steps/Renewal; 10) Sign-off/Contact.
- Objectives & Results: include an ASCII table (Objective | Target | Actual | Variance %) plus a text alternative for portals; add 1–2 sentences explaining any variance >10% and why it occurred.
- Beneficiary Voice & Equity: provide one concise story (80–120 words) with a direct quote [BENEFICIARY QUOTE], and note who benefited ([GEOGRAPHY/POPULATION], key demographics), including unexpected outcomes (positive or mixed).
- Implementation & Partnerships: 3–5 bullets on what was delivered, when, by whom, and notable collaborators.
- Challenges & Lessons Learned: be candid yet constructive—what changed mid-course, mitigations taken, and how learning will inform future work.
- Financial Summary: align to approved budget categories [BUDGET CATEGORIES]; show Grant Funds Spent, Other Funds/In-kind, Total; explain any category variance >10% and any cost savings or leverage.
- Compliance: directly answer [FUNDER QUESTIONS/PORTAL LIMITS]; mirror funder terminology; provide plain-text versions if tables aren’t allowed.
- Next Steps/Renewal: what continues, remaining need [$], and a respectful invitation for renewed/continued partnership.
- Data integrity: use only provided data; if missing, insert [DATA NEEDED: source] and a suggested retrieval note; list data sources.
- Clarity: write at an 8th–10th grade level; define acronyms on first use; avoid clichés and over-claims.
- Length: [WORD COUNT RANGE: e.g., 700–1,000 words] total narrative.
- Tone: [FORMAL = precise/compliance-first], [WARM = professional, relational, grateful], or [CASUAL = plainspoken/community].
- Sign-off: [SIGNATORY NAME, TITLE, EMAIL, PHONE].
Quality matters: be specific, consistent, and transparent. Match numbers in narrative and financials; keep names/totals consistent with the original grant. Avoid jargon (“impactful,” “leverage” without specifics), hype, or crisis language. Balance honesty about challenges with clear corrective actions and gratitude to [FUNDER NAME].How to Customize
- Replace all [BRACKETED] fields with your specific information
- Adjust tone and length as needed for your audience
- Review and personalize before using
Pro Tips
- Test this prompt with your preferred AI tool before using in production
- Always review AI output for accuracy and appropriateness
- Customize outputs to match your organization’s voice and brand
Related Prompts
(See other prompts in the fundraising category)
Example Outputs
Compare scenarios: We tested this prompt with 3 different nonprofit contexts. Each scenario shows outputs from GPT-5, Claude, and Gemini. Select a model above each scenario to compare.
Small Community Org
Neighborhood-based youth tech nonprofit in an urban corridor; first-year pilot funded by a community foundation.
View scenario details
Southside Neighborhood Tech Hub Grant Final Report to Riverton Community Foundation Project: Southside Girls Who Code Club Pilot Grant period: July 1, 2024 – June 30, 2025 Grant amount: $25,000
1) Thank you and Context Thank you, Riverton Community Foundation, for investing $25,000 in the Southside Girls Who Code Club Pilot. Your support made it possible for girls in the Southside neighborhoods of Riverton (ZIPs 60612 and 60624) to access beginner-friendly computer science (CS), caring mentors, and a safe space to create. The club focused on girls ages 12–18, with priority for families with limited access to tech. Our participants were approximately 85% Black, 12% Latine, and 3% other; 78% qualify for free/reduced lunch.
2) Executive Summary With your support, Southside Neighborhood Tech Hub launched a pilot coding club to build confidence, basic coding skills, and real projects that solve problems participants care about. Activities included weekly hands-on sessions, project sprints, near-peer mentorship, and a year-end showcase. We centered equity by lowering barriers to participation (devices, snacks, transit support) and by using culturally relevant examples. This report summarizes our objectives, what we delivered, early outcomes, lessons learned, and how we plan to strengthen and sustain the club next year.
3) Objectives and Results ASCII table Objective | Target | Actual | Variance % Recruit girls ages 12–18 from 60612/60624 | [TARGET FROM ORIGINAL GRANT: ____ participants enrolled] | [DATA NEEDED: final unduplicated enrollment] | [AUTO: %] Regular participation and retention | [TARGET: ____% avg. attendance; ____% retained to end] | [DATA NEEDED: monthly attendance and retention] | [AUTO: %] Skill gains in intro CS | [TARGET: ____ point increase on pre/post survey] | [DATA NEEDED: pre/post survey scores] | [AUTO: %] Project completion and showcase | [TARGET: ____ projects completed; ____ showcased] | [DATA NEEDED: final project count] | [AUTO: %] Family engagement | [TARGET: ____ caregivers engaged at at least one event] | [DATA NEEDED: sign-in data] | [AUTO: %]
Plain-text alternative for portals without tables: - Objective: Recruit girls ages 12–18 from 60612/60624. Target: [TARGET — insert]. Actual: [DATA NEEDED]. Variance: [AUTO]. - Objective: Regular participation and retention. Target: [TARGET — insert]. Actual: [DATA NEEDED]. Variance: [AUTO]. - Objective: Skill gains in intro CS. Target: [TARGET — insert]. Actual: [DATA NEEDED]. Variance: [AUTO]. - Objective: Project completion and showcase. Target: [TARGET — insert]. Actual: [DATA NEEDED]. Variance: [AUTO]. - Objective: Family engagement. Target: [TARGET — insert]. Actual: [DATA NEEDED]. Variance: [AUTO].
Variance explanations (enter only if variance >10%): - [DATA NEEDED: brief reason, e.g., schedule conflicts during exams reduced attendance in March; supply chain delays shifted device delivery by two weeks.]
Data sources and retrieval notes: - Final attendance by month — [DATA NEEDED: export from Airtable “Girls Who Code 24–25” base]. - Pre/post survey scores — [DATA NEEDED: download from Google Forms summary]. - Project and showcase counts — [DATA NEEDED: review session logs and showcase sign-in]. - Caregiver engagement — [DATA NEEDED: event sign-in sheets in shared drive].
4) Implementation and Partnerships - What we delivered: Weekly, in-person coding sessions (intro Scratch/Python/web fundamentals), project labs, and a culminating showcase within the July 2024–June 2025 grant period. [DATA NEEDED: cohort calendar and exact session count]. - Who led: Program Coordinator (stipend-supported) managed recruitment, scheduling, and safety; Teaching Artists (stipends) delivered curriculum and coached projects; volunteers supported debug sessions. - When: Academic-year sessions with a shorter spring sprint; make-up/office hours added during peak school commitments. [DATA NEEDED: dates]. - Notable collaborators: Parent/caregiver champions for outreach; industry and college near-peers for mentoring. [DATA NEEDED: confirm named collaborators if any]. - Evaluation: Simple pre/post surveys, attendance tracking in Airtable, and project rubrics. [DATA NEEDED: compiled results].
5) Challenges and Lessons Learned - Data completeness: We improved sign-in and survey collection mid-year but still need consistent processes. Action: Standardize digital sign-in and auto-reminders; assign data entry to one owner. - Scheduling: School testing, sports, and weather likely affected attendance. Action: Offer hybrid office hours and a post-testing “catch-up” week; publish a calendar aligned to school events. - Devices and setup: Onboarding took longer for laptops and accounts. Action: Pre-provision devices and single sign-on before the first session; add a tech check the week prior. - Scope pacing: Some learners advanced quickly while others needed longer on basics. Action: Use small groups with leveled challenges and more peer-led stations.
[DATA NEEDED: confirm any mid-course changes specific to this pilot; add brief note on outcomes of those changes.]
6) Beneficiary Voice and Equity Participant story (composite; shared with permission): “At first, I went because my friend said there were snacks,” one 9th grader said. “I thought coding was just for ‘genius’ kids. My Teaching Artist showed me how to make a simple app to track chores and quizzes for my brother. It felt like magic when it worked.” She added, “I used to think coding wasn't for me, but now I built an app my little brother uses for homework—I'm proud of that.” She now plans to join the summer team to add new features and help younger girls get started.
Who benefited: Girls ages 12–18 from Southside neighborhoods of Riverton (ZIPs 60612, 60624); approximately 85% Black, 12% Latine, 3% other; 78% qualify for free/reduced lunch.
Unexpected outcomes: - Positive: Peer mentorship emerged naturally; older participants led mini-demos. - Mixed: Interest in advanced topics rose faster than planned; we will add an “intermediate track” next year. [DATA NEEDED: photo consent confirmations — check shared drive folder “Consents FY25”.]
7) Financial Summary Budget categories (aligned to approved budget)
Category | Grant Funds Spent | Other Funds/In-kind | Total Program Coordinator Stipend | [DATA NEEDED] | [DATA NEEDED] | [AUTO] Teaching Artist Stipends | [DATA NEEDED] | [DATA NEEDED] | [AUTO] Laptops & Software Licenses | [DATA NEEDED] | [DATA NEEDED] | [AUTO] Space Rental & Wi‑Fi | [DATA NEEDED] | [DATA NEEDED] | [AUTO] Snacks & Transportation | [DATA NEEDED] | [DATA NEEDED] | [AUTO] Evaluation & Data Management | [DATA NEEDED] | [DATA NEEDED] | [AUTO] Totals | [DATA NEEDED — confirm equals up to $25,000 grant] | [DATA NEEDED] | [AUTO]
Plain-text notes: - Source documents: General ledger and receipts [DATA NEEDED: pull from accounting system]. - Variance explanations (>10%): [DATA NEEDED: e.g., refurbished laptops reduced costs by __%; additional volunteer time decreased teaching artist hours by __%.] - Cost savings or match: [DATA NEEDED: list any donated snacks, volunteer hours, or discounted space.]
8) Compliance with Riverton Community Foundation questions a) Summarize goals vs. outcomes (max 300 words). Our goals were to: recruit girls ages 12–18 from ZIPs 60612/60624; support regular participation; increase core CS skills; complete and showcase projects; and engage caregivers. We delivered weekly instruction, project coaching, and a showcase, while reducing barriers through devices, Wi‑Fi, snacks, and transit support. Preliminary indicators show progress toward skill gains and project completion; final numbers will be confirmed after data exports. Variance drivers, if any, likely relate to school schedules and onboarding time. See Objectives & Results for targets and actuals. Data sources include Airtable attendance, Google Forms pre/post surveys, and project logs. [Insert final metrics once [DATA NEEDED] items are retrieved.]
b) Provide one participant story and a direct quote (max 150 words). See Beneficiary Voice; quote included: “I used to think coding wasn't for me, but now I built an app my little brother uses for homework—I'm proud of that.”
c) Demographic breakdown by age and race (plain text only). Ages: 12–18 (middle and high school). Race/ethnicity: ~85% Black, 12% Latine, 3% other. Economic: 78% qualify for free/reduced lunch. Geography: Southside neighborhoods of Riverton, ZIPs 60612 and 60624.
d) Budget-to-actual variance explanation (max 200 words). We aligned spending to six approved categories. Any category variance over 10% will be explained as follows once final actuals are confirmed: [DATA NEEDED: narrative for each category with >10% variance, e.g., device costs under plan due to refurbished purchases; higher snacks/transportation due to added office hours; lower space costs due to in-kind access.] Source: accounting ledger and receipts.
e) Attachments: up to 2 PDFs (5 MB each); tables not supported in the portal. We will attach: (1) Final Budget-to-Actual Summary (PDF); (2) Program Summary with Objectives & Results (PDF). Plain-text versions are provided in this report for portal fields that do not support tables.
9) Next Steps and Renewal Request We plan to: - Run the club for a full school year with two skill tracks (beginner and intermediate). - Formalize data practices (automated attendance, consistent pre/post surveys). - Expand family engagement and add a summer “build week” for advanced projects.
Remaining need for FY26: $18,500 to support Teaching Artist time, devices for the intermediate track, and transportation stipends. We respectfully invite Riverton Community Foundation to renew/continue partnership to close this gap and sustain momentum for Southside girls.
10) Sign-off and Contact With gratitude, Alejandra Cruz Executive Director, Southside Neighborhood Tech Hub alejandra.cruz@southsidetech.org (312) 555-0142
Appendix: Data integrity and retrieval plan - Attendance by month and retention: [DATA NEEDED: export from Airtable “Girls Who Code 24–25” base; verify deduplication]. - Pre/post survey summary: [DATA NEEDED: download from Google Forms; export CSV for analysis]. - Project counts and showcase list: [DATA NEEDED: compile from session logs and showcase sign-in]. - Budget actuals and receipts: [DATA NEEDED: pull from accounting system; reconcile to six categories]. - Consents: [DATA NEEDED: confirm photo consent files in “Consents FY25” folder].
AI Evaluation Details (Score: 8.8/10)
This is an exceptionally well-structured grant report that meticulously follows the complex template while maintaining a casual, accessible tone. It demonstrates strong understanding of nonprofit reporting requirements and transparently flags missing data with clear retrieval instructions. The output balances professionalism with the requested plainspoken approach, though some sections could feel slightly more human.
- • Outstanding data integrity practices—every missing data point is clearly flagged with [DATA NEEDED: specific source], making it immediately actionable for staff
- • Perfect compliance with funder portal constraints—provides both ASCII tables AND plain-text alternatives, respects word limits, and directly answers each portal question
- • Excellent tone calibration—achieves 'casual' without being unprofessional (e.g., 'At first, I went because my friend said there were snacks' feels authentic)
- • Strong structural adherence—all 10 sections present in correct order, with appropriate cross-references and consistent terminology
- • Transparent about challenges without being defensive—the Challenges section is candid, specific, and action-oriented (e.g., 'assign data entry to one owner')
- • Beneficiary story is well-crafted—composite approach is ethical, quote is natural, length is exactly within 80-120 word range, and it avoids saviorism
- • Financial section properly structured with variance thresholds and clear source documentation
- • Renewal ask is specific ($18,500), justified, and respectful rather than presumptive
- • Minor authenticity gap—phrases like 'preliminary indicators show progress' and 'variance drivers' occasionally drift toward grant-speak despite casual tone request
- • The appendix, while helpful, slightly duplicates the data-needed flags already embedded throughout; could be streamlined
- • Executive Summary could be more compelling—it's accurate but reads a bit formulaic compared to the livelier beneficiary voice section
Mid-size Professional Org
Regional hunger relief nonprofit serving rural counties; corporate foundation grant for mobile pantry operations.
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1) Thank you/Context HarvestRight Corporate Foundation, thank you for your $150,000 investment in the Tri-County Mobile Pantry Expansion. From January 1–December 31, 2024, High Plains Food Access Collaborative expanded low-barrier food access across the Rural Western Slope of Colorado—Garfield, Mesa, and Rio Blanco counties—focusing on communities without a full-service grocery. Your support helped sustain regular routes, add evening hours, and pilot client feedback tools in areas with long drives and limited public transit.
2) Executive Summary With HarvestRight’s funding, we operated a tri-county mobile pantry network that brought fresh produce, proteins, and shelf-stable foods closer to households in food deserts. We added seasonal stops aligned with farm and construction schedules, increased cold-chain reliability, and integrated simple texting for route reminders. Preliminary data indicate strong distribution volume and steady participation among older adults, Hispanic/Latino households, and seasonal workers. Final counts for unduplicated clients, total visits, pounds distributed, and volunteer hours are pending reconciliation across our databases and logs; retrieval steps are underway (see “Compliance” and “Data sources”).
3) Objectives & Results ASCII table (also see text alternative below): Objective | Target | Actual | Variance % Expand monthly mobile distributions across three counties | [DATA NEEDED: targets from approved workplan] | [DATA NEEDED: final counts] | [TBD]% Increase pounds of fresh produce delivered | [DATA NEEDED] | [DATA NEEDED] | [TBD]% Reduce average client travel distance to food access by 20% | 20% | [DATA NEEDED] | [TBD]% Implement text-alert reminder system and enroll clients | [DATA NEEDED] | [DATA NEEDED] | [TBD]% Host employee volunteer engagement events | [DATA NEEDED] | [DATA NEEDED] | [TBD]%
Plain-text alternative for portals: We tracked five objectives (routes, produce pounds, travel distance reduction, text alerts, and volunteer events). Targets and actuals are pending final exports; variance percentages will be calculated once April–December deduplication is complete.
Variance notes (>10%): Pending finalization. Known drivers of variance include winter storms (service cancellations and reschedules), summer produce donations (higher produce pounds), and a short vendor delay for the text platform rollout. Final notes will be inserted upon data lock.
4) Implementation & Partnerships - What: 12 months of mobile pantry operations with added evening/seasonal stops; distribution of fresh, frozen, and shelf-stable foods; nutrition and resource referrals. When: Jan–Dec 2024. - By whom: HPFAC mobile operations staff, warehouse/cold chain team, and trained volunteers; supported by county emergency managers during winter events. - Collaborators: County public health departments; regional food bank partners; community clinics and promotoras for outreach; school districts and churches for host sites. - Notable: Piloted SMS reminders; integrated on-site blood pressure checks at select stops through local clinics.
5) Challenges & Lessons Learned - Weather and road closures required route changes; we built “backup Fridays” and pre-positioned pallets to maintain continuity. - A mid-year refrigeration compressor failure shortened one distribution; we added preventive maintenance and a spare condenser in inventory. - Fuel price spikes stressed route budgets; we adjusted routing (fewer deadhead miles) and co-loaded with partner deliveries. - Text-alert enrollment lagged early due to vendor onboarding; we switched to QR codes and bilingual sign-up cards, which improved uptake.
6) Beneficiary Voice & Equity Story: Maria, a 67-year-old in Parachute, cares for two grandkids while managing a chronic condition. “When the truck comes, I don't have to choose between gas for my clinic visit and groceries. It keeps me going.” The mobile pantry’s evening stop fits her schedule and the bilingual volunteers help her pick diabetes-friendly options. Who benefited: Rural Western Slope households in food deserts across Garfield, Mesa, and Rio Blanco; key demographics include 22% Hispanic/Latino, 16% age 65+, and 9% seasonal workers. Unexpected outcomes: Higher demand for culturally preferred staples (masa, pinto beans) and steady attendance at health screening tables led us to expand those offerings.
7) Financial Summary Approved categories; amounts to be finalized with accounting close.
Category | Grant Funds Spent | Other Funds/In-kind | Total - Mobile Pantry Truck Lease & Maintenance | [DATA NEEDED: GL export FY2024] | [DATA NEEDED] | [DATA NEEDED] - Fuel & Route Costs | [DATA NEEDED: route-level fuel logs — pull from Fleetio export Q4 2024] | [DATA NEEDED] | [DATA NEEDED] - Food Purchase & Sourcing Fees | [DATA NEEDED: warehouse purchasing ledger] | [DATA NEEDED: donated food valuation] | [DATA NEEDED] - Warehouse Operations (cold storage, pallets) | [DATA NEEDED] | [DATA NEEDED] | [DATA NEEDED] - Staff Wages & Benefits | [DATA NEEDED: payroll allocation] | [DATA NEEDED] | [DATA NEEDED] - Data & Evaluation | [DATA NEEDED] | [DATA NEEDED] | [DATA NEEDED] - Volunteer Training & Safety | [DATA NEEDED] | [DATA NEEDED] | [DATA NEEDED] - Indirect/Admin (10%) | [DATA NEEDED: calculated at 10% of direct costs] | n/a | [DATA NEEDED]
Total Grant Funds Spent: $150,000 (to be distributed across categories above upon reconciliation). Variances >10% likely in Fuel & Route Costs (price volatility) and Food Purchase (offset by donated produce); explanations will be appended after final ledger review. Cost savings: route optimization reduced empty miles; additional in-kind cold storage time donated by a partner warehouse.
8) Compliance with HarvestRight Corporate Foundation questions - Total people served (unique) and total visits; provide both. Unique individuals: [DATA NEEDED: unduplicated client counts — dedupe Apr–Dec in Apricot database]. Total visits: [DATA NEEDED: service episode counts from Apricot; remove test records].
- Total pounds distributed; cost per pound; methodology note (max 750 characters). Total pounds: [DATA NEEDED: warehouse scale logs + distribution summaries]. Cost per pound: [DATA NEEDED = total eligible costs ÷ eligible pounds]. Method: We sum net food distributed (in/out logs, excluding spoilage) and divide total food access program costs (Food Purchase & Sourcing, proportional Warehouse Ops, Fuel, and direct Staff) by total pounds. Donated food is valued at Feeding America guidance for in-kind reporting but excluded from “cost” in cost-per-pound unless handling fees apply.
- Employee volunteer engagement: number of events and hours. Events: [DATA NEEDED: corporate volunteer events tagged “HarvestRight”]. Hours: [DATA NEEDED: volunteer hours — compile from SignUpGenius reports].
- Outcome narrative (max 1,000 words); tables allowed; attach .xlsx budget only. Outcome summary: The mobile pantry expansion sustained consistent access points across three rural counties and reduced travel barriers through added evening stops and SMS reminders. Clients reported shorter wait times and better produce availability. We strengthened cold-chain reliability, improved routing, and integrated basic health navigation. Early indicators point to increased produce distribution during summer months and stable attendance among older adults and Hispanic/Latino households. Final quantitative outcomes (unique clients, visits, pounds, cost metrics) will be delivered with the attached .xlsx budget and data appendix after database reconciliation. Qualitatively, the program improved dignity, choice, and predictability of access.
- DEI practices in service delivery (max 1,000 characters). We centered equity by: offering bilingual (English/Spanish) signage and intake; recruiting bilingual volunteers; choosing host sites near farmworker housing and senior housing; providing culturally preferred foods (masa, beans, chili, rice); setting evening/weekend hours; ADA-accessible drive-through lanes; trauma-informed service (no ID/means test at distribution); and client feedback via anonymous QR and paper forms. Route decisions used a food-access map (distance, transit gaps, SNAP presence) to prioritize communities with the highest barriers.
Plain-text tables: If portals cannot accept tables, we will paste the “Objectives & Results” and Financial Summary as labeled lists upon request.
Data sources: Apricot client database; Fleetio fuel logs; Warehouse scale logs and purchasing ledger; Payroll allocations; SignUpGenius volunteer reports; Partner site sign-in sheets.
9) Next Steps/Renewal We will maintain core routes, keep evening/seasonal stops, deepen texting and multilingual outreach, and formalize health navigation at high-traffic sites. Remaining need for 2025: $200,000 to cover fuel volatility, cold-chain redundancy, culturally preferred foods, and data system upgrades. We respectfully invite HarvestRight Corporate Foundation to renew support to stabilize and grow this vital rural access model.
10) Sign-off/Contact With appreciation, Marcus Leung Director of Programs, High Plains Food Access Collaborative marcus.leung@hpfoodaccess.org | (970) 555-3372
Placeholders and retrieval notes - [DATA NEEDED: unduplicated client counts — dedupe Apr–Dec in Apricot database] - [DATA NEEDED: route-level fuel logs — pull from Fleetio export Q4 2024] - [DATA NEEDED: volunteer hours — compile from SignUpGenius reports]
AI Evaluation Details (Score: 8.8/10)
This is an exceptionally well-structured grant report that demonstrates professional competence and transparency. It perfectly balances formal compliance requirements with honest acknowledgment of missing data, providing clear retrieval paths. The tone is appropriately formal yet warm, and the structure follows best practices for corporate foundation reporting.
- • Exemplary data integrity practices—clearly flags missing data with specific retrieval instructions rather than fabricating numbers, which is critical for nonprofit credibility
- • Perfect adherence to the formal tone requested while maintaining warmth and gratitude; uses precise, compliance-first language without jargon or hype
- • Comprehensive compliance section that directly mirrors funder portal questions with character limits and methodology notes, showing deep understanding of corporate foundation requirements
- • Strong beneficiary story (Maria) that hits the 80-120 word target, includes direct quote, demographic context, and unexpected outcomes exactly as specified
- • Transparent challenges section that is candid yet constructive, showing specific mitigations (backup Fridays, spare condenser, QR codes) rather than vague promises
- • Excellent DEI practices narrative that is concrete and actionable (bilingual volunteers, culturally preferred foods, trauma-informed service) within the 1,000-character limit
- • Smart financial summary structure that acknowledges pending reconciliation while explaining likely variances and cost savings
- • Professional sign-off with complete contact information and clear data source documentation
- • Follows all 10 section requirements in exact order with appropriate depth for 800-1,000 word target
- • The ASCII table formatting could be cleaner with better column alignment (minor technical issue that doesn't affect content quality)
- • Some repetition of data-needed tags across sections could be consolidated into a single appendix reference to improve readability
- • The executive summary, while accurate, reads slightly more cautiously than typical due to pending data—a real-world constraint but could acknowledge this limitation more explicitly upfront
- • Minor authenticity concern: the phrase 'dignity, choice, and predictability of access' in the outcome narrative, while appropriate, has a slightly templated quality that could be more specific to this program's unique value
Large Established Org
Large, established health nonprofit affiliated with a hospital network; multi-city initiative funded by a family foundation.
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1) Thank you/Context Oak & River Foundation’s partnership enabled Pacific Health Partners to deliver the Healthy Homes Asthma Initiative – Phase II from April 1, 2023 to March 31, 2025. With your $750,000 grant, we expanded community-based asthma care, reduced home triggers, and advanced clinical-community integration in the Bay Metro Area (Oakland, San Leandro, Richmond). We are grateful for your trust, flexibility, and focus on results.
2) Executive Summary Phase II strengthened a coordinated model: Community Health Workers (CHWs) conducted home assessments and education; supplies and minor remediation reduced triggers; and primary care teams implemented shared Asthma Action Plans. Core outputs met or exceeded plan, with two outcome measures still pending due to data-sharing steps in progress. We closed program gaps for low-income families, especially in public housing, and built durable partnerships with clinics, housing authorities, and schools.
3) Objectives & Results ASCII table (Objective | Target | Actual | Variance %) - Families enrolled | 500 | 512 | +2.4% - Initial home assessments completed | 500 | 512 | +2.4% - Follow-up CHW visits completed | 1,200 | 1,108 | -7.7% - Remediation kits (HEPA filters/pest) delivered | 500 | 582 | +16.4% - Asthma Action Plans filed in EHR | 450 | 438 | -2.7% - Landlord-mediated repairs completed | 150 | 128 | -14.7% - ED (emergency department) visits: percent reduction | 20% | [DATA NEEDED: ER visit and hospitalization rates — finalize EHR data use agreement and pull de-identified aggregate from Epic] | [DATA NEEDED] - School absenteeism: percent reduction | 15% | [DATA NEEDED: school absenteeism days — execute MOU with district and receive anonymized monthly report] | [DATA NEEDED]
Portal-friendly text alternative - Families enrolled: Target 500; Actual 512; Variance +2.4%. - Initial home assessments: Target 500; Actual 512; Variance +2.4%. - Follow-up visits: Target 1,200; Actual 1,108; Variance -7.7%. - Remediation kits: Target 500; Actual 582; Variance +16.4%. - Asthma Action Plans in EHR (electronic health record): Target 450; Actual 438; Variance -2.7%. - Landlord repairs: Target 150; Actual 128; Variance -14.7%. - ED visit reduction: Target 20%; Actual [DATA NEEDED]. - School absenteeism reduction: Target 15%; Actual [DATA NEEDED].
Variance explanations (>10%) - Remediation kits +16.4%: Wildfire smoke and damp/mold in older buildings increased demand for HEPA filters and dehumidifiers; we shifted modest funds from Training and IT to supplies to meet need. - Landlord repairs -14.7%: Access delays and permitting slowed repairs in several public housing units; we prioritized interim mitigation (sealed cracks, portable air cleaners) and scheduled remaining work in early FY25 pending invoices.
4) Implementation & Partnerships - What/when: CHW-led home assessments, education, and follow-ups (May 2023–March 2025); delivered 1–3 visits per family with trigger checklists and supplies. - By whom: 12 certified CHWs supervised by a nurse asthma educator; integration with clinic teams for Asthma Action Plans. - Collaborators: Alameda County Public Health Department (referrals/training), Federally Qualified Health Centers (primary care integration, EHR alerts), Housing Authorities/Property Partners (unit repairs), and the Bay Metro Unified School District (attendance data MOU in progress). - Technical partners: Health system IT for EHR (Epic) interfaces and data extracts; community-based organizations for pest management and translation. - Notable: Joint case conferences piloted in two clinics improved action plan uptake.
5) Challenges & Lessons Learned - Data-sharing delays: Finalizing the Epic data use agreement and a school district MOU took longer than expected. Mitigation: engaged legal early, standardized data requests, and built a de-identified extract spec. - Landlord access and permitting: Repairs in pre-1978 buildings required lead-safe protocols and scheduling around tenant availability. Mitigation: expanded temporary measures, created tenant prep guides, and sequenced work by building. - Staff turnover: Two CHW departures briefly reduced visit capacity. Mitigation: cross-trained float CHWs and hosted quarterly trainings to maintain quality. - Lesson: Secure data agreements and vendor timelines in the first quarter; hold monthly repair huddles with property managers; maintain a trained CHW reserve.
6) Beneficiary Voice & Equity Story (Oakland, public housing; child age 6): “Since the home visit, my son sleeps through the night without the wheeze. We finally feel like we can breathe again.” The CHW identified mold near a window, provided a HEPA filter, and helped the family request a repair. The clinic updated the child’s Asthma Action Plan and spacer technique. After two follow-ups, nighttime symptoms decreased and the family reported less rescue inhaler use.
Who benefited: Bay Metro Area (Oakland, San Leandro, Richmond); low-income families in public housing; focus on children ages 0–12; 48% Black/African American, 32% Latinx, 12% Asian/Pacific Islander; 68% Medi-Cal insured; 40% Spanish-speaking caregivers. Unexpected outcomes: High demand for air purifiers during wildfire weeks (positive reach, mixed cost impact); greater caregiver interest in smoking cessation referrals.
7) Financial Summary Approved categories and grant funds spent (April 1, 2023–March 31, 2025) - Community Health Worker Salaries & Benefits: $385,000 - Home Remediation Supplies (HEPA filters, pest management): $145,000 - Clinical Integration & IT (EHR interfaces): $62,000 - Training & Certification (asthma educator, lead-safe): $28,000 - Evaluation & External Audit: $40,000 - Indirect (12%): $90,000 Grant Funds Spent total: $750,000 Other Funds/In-kind: [DATA NEEDED: confirm external match and in-kind valuation — pull from grants ledger and partner MOUs] Total (Grant + Other): [DATA NEEDED]
Category variance notes (>10% vs. plan) - Home Remediation Supplies ran higher due to wildfire smoke and damp mitigation needs; offset by underspend in Clinical Integration & IT after a vendor delay. Reallocation approved by Oak & River program staff via email. Evaluation costs remained on target; Training slightly under (fewer paid external courses due to expanded in-house refreshers).
8) Compliance with Oak & River Foundation questions a) Outcomes achieved vs. proposal targets (max 500 words). We enrolled 512 families (target 500), completed 512 initial assessments and 1,108 follow-up visits (target 1,200), delivered 582 remediation kits (target 500), and filed 438 Asthma Action Plans in the EHR (target 450). Landlord-mediated repairs were completed in 128 homes (target 150), with remaining units scheduled early next period pending invoices. Outcome measures dependent on external data are in process: ED visit and hospitalization rates will be pulled via a de-identified Epic extract once the data use agreement is finalized; school absenteeism will be reported after the district executes the MOU and sends anonymized monthly files. Based on caregiver reports and clinic notes, we anticipate reduced nighttime symptoms and rescue inhaler use, consistent with prior-year trends. Final outcomes will be provided in an addendum within 60 days of data receipt.
b) Lessons learned and adaptations (max 300 words). We learned to lock in data agreements and vendor timelines early; to stage landlord work with clear tenant prep and lead-safe protocols; and to maintain a cross-trained CHW reserve to buffer turnover. We adapted by increasing supply inventory ahead of wildfire season, shifting modest funds from Training/IT to supplies, and piloting joint clinic-CHW case conferences to improve adherence to Asthma Action Plans. These changes will carry forward into Phase III.
c) Demographic breakdown by race/ethnicity and age in percentages (plain text). Race/ethnicity: 48% Black/African American; 32% Latinx; 12% Asian/Pacific Islander; 8% Other/Multiracial. Age: Children 0–5 years 44%; Children 6–12 years 56%.
d) Updated logic model (plain text only; no tables). Inputs: Oak & River funding; CHWs and nurse educator; supplies; clinic/EHR access; housing partners; evaluation. Activities: Home assessments, education, and follow-ups; distribution of HEPA/pest supplies; landlord repair coordination; clinic Asthma Action Plans; data sharing and evaluation. Outputs: Families enrolled; visits completed; kits delivered; repairs executed; action plans filed. Short-term outcomes: Fewer home triggers; improved caregiver skills; better medication technique; care coordination. Intermediate outcomes: Reduced ED visits and hospitalizations; fewer school absence days; improved symptom-free nights. Long-term impact: Healthier children; safer homes; reduced disparities in asthma burden.
e) Attachments: single PDF up to 10 MB; tables not supported in portal. We will upload one PDF with the narrative; plain-text versions of all tables are included above.
9) Next Steps/Renewal We will sustain CHW home visiting, complete pending unit repairs, finalize EHR and school data feeds, and expand to two additional housing sites. Remaining need for the next 24 months: $1,200,000 to maintain staffing, replenish supplies, and scale clinical integration. We respectfully invite renewed partnership from Oak & River Foundation to deepen this work and close remaining gaps for families.
Data integrity and sources - CHW visit logs and enrollments: Salesforce registry and supervisor reports. - ED/hospital outcomes: [DATA NEEDED: ER visit and hospitalization rates — finalize EHR data use agreement and pull de-identified aggregate from Epic]. - Landlord repairs: [DATA NEEDED: landlord remediation invoices — collect from Property Partners via DocuSign workflow]. - School absenteeism: [DATA NEEDED: school absenteeism days — execute MOU with district and receive anonymized monthly report].
10) Sign-off/Contact Respectfully submitted, Dr. Simone Patel Vice President, Community Health spatel@pacifichealthpartners.org (510) 555-8290
AI Evaluation Details (Score: 9/10)
This is an exceptionally strong grant report that demonstrates professional-level quality. It balances transparency about data gaps with clear accountability, uses warm yet precise language appropriate for foundation reporting, and provides both table and plain-text formats as required. The candid handling of challenges and the systematic [DATA NEEDED] flags show maturity and integrity.
- • Excellent compliance architecture: directly answers all five portal questions with word-count awareness, provides both ASCII and plain-text table versions, and explicitly notes attachment format constraints
- • Transparent data integrity: systematically flags three missing data points with specific retrieval actions (Epic DUA, DocuSign workflow, district MOU) rather than fabricating numbers—builds funder trust
- • Strong variance explanations: the +16.4% remediation kits and -14.7% landlord repairs narratives are specific, credible, and show adaptive management (wildfire response, interim mitigation)
- • Warm, professional tone throughout: grateful opening, candid challenges section ('access delays,' 'staff turnover'), and respectful renewal invitation—avoids both crisis language and hype
- • Beneficiary story is vivid and concise (95 words): includes direct quote, specific trigger (mold), intervention (HEPA + repair), and outcome (nighttime symptoms, less rescue inhaler)—meets 80-120 word target
- • Implementation section is concrete: names 12 CHWs, nurse supervisor, specific partners (Alameda County, FQHCs, Housing Authorities), and a notable practice innovation (joint case conferences)
- • Lessons learned are actionable: 'lock in data agreements early,' 'monthly repair huddles,' 'trained CHW reserve'—not generic platitudes
- • Financial summary aligns categories to approved budget, notes reallocation with funder approval, and flags missing match data rather than guessing
- • Plain-text logic model is clear and linear, suitable for portal upload
- • Demographic breakdown matches scenario data exactly and uses accessible percentages
- • Minor: The financial summary could specify the original approved budget per category to make variance calculation transparent (e.g., 'Supplies: budgeted $125K, spent $145K, +16%')—currently only shows actuals
- • The 'Other Funds/In-kind' line shows [DATA NEEDED] but the narrative doesn't explain why this is missing or when it will be available—a one-sentence note would strengthen accountability
- • The word count is approximately 1,050 words (within range) but the Compliance section alone is ~450 words; a nonprofit might want slightly more narrative weight in sections 3-6 and less repetition between section 8a and earlier sections
Test Summary: Generated Nov 2, 2025 • 3 scenarios • 9 total outputs • Average quality score: 8.56/10 • Total validation cost: $0.5068