Instructions for Program and Pilot Grant Proposals

Instructions for Program and Pilot Grant Proposals

Florida Fictitious Foundation

of South Florida

Instructions for Program and Pilot Grant Proposals

Grant Proposal Criteria

develop a social or health services program or pilot program.

operate in Broward, Miami-Dade and/or Monroe County.

project period of no more than three years.

closely aligned to FFF grantmaking mission and goals.

outcomes are clearly stated and measurable.

evaluation of project process and outcome-related objectives.


aligned with best practices and principles

leverage private, public and/or community resources.


Full Grant Proposal Instructions

Proposals should be typed on standard 81/2 x 11 paper and include page numbers. Font size should be 12 point with one-inch margins. Please use landscape format for work plan matrix. The proposal packet should include one copy, unbound and fastened with a staple. Please make sure that you include the attachments with the hard copy. Proposals must include the following components:

A.Cover Letter

B.Coversheet (up to 1 page)

  1. Name of organization (To which the check would be made)
  2. Number of years in continuous operation
  3. Total revenues from annual operating budget for most recently completed fiscal year
  4. Organization mission statement (one sentence)
  5. Mailing Address (include county)
  6. Name/title of CEO
  7. Name/title of primary contact person (person(s) writing the proposal)
  8. Project Name
  9. Grant Proposal Type (program or pilot program)
  10. Purpose of grant request (one sentence)
  11. Total grant amount requested from FFF (include over how many years, maximum of 3 years)
  12. Proposed as match funds  Yes  No (Amount and source of matching fund)
  13. Total cost of project (include over how many years)
  14. Total amount (s) and source (s) of other committed funding for the proposed project
  15. Total amount (s) and source (s) of other pending funding for the proposed project
  16. Description of target population (demographics, geographic area, social or health focal point)

C. Proposal Abstract (up to 1/2 page)

Please incorporate the following items in short paragraph form:

  1. The purpose of your organization
  2. Need or problem to be addressed
  3. Target population or eventual beneficiaries
  4. Approach
  5. Outcomes you hope to achieve
  6. Major budget items of the grant

D. Organization (up to 1 page)

1a. A brief summary of organization’s history, current mission, programs and services.

1b. Description of population served, including total number, geographic, demographic, and socio-economic characteristics.

2. Current qualifications and assets that make your organization appropriate for the proposed project.

3. Please include the name of other grantmaking foundations currently supporting your organization and the amount of their

present support.

E.Statement of Need (up to 1 page)

  1. Describe the need to be addressed by the proposed project (include county and/or neighborhood baseline information if available).
  2. Clearly define the target population and geographic area.
  3. To better understand the need, estimate the following and include how the estimates were calculated:
  1. Total number of residents in the targeted geographic area (e.g., 125,000 residents in Homestead),
  2. Total number of people to be targeted within the specified geographic area (e.g., 2,500 asthmatic African American children between ages 8 and 12 within Homestead),
  3. Total number of individuals currently being served within the target population by your organization and all other organizations (e.g., Three organizations currently serve 500 asthmatic African American children ages 8-12 in Homestead),
  4. Total number of individuals needing to be served within the target population (e.g., 2,000 children remain unserved).

F.Work Plan Matrix (up to 4 pages)

Please fill out the “Work Plan Matrix” provided to describe your project’s goals/objectives, outcome measurements, and activities along with responsible parties and timeline. An example to use as a reference is provided.

Work Plan Matrix Example

Goal 1: Reduce behavioral risk factors among students 13-18 years of age that are conducive to HIV.

Outcome Objectives
(Why) / Outcome Measurement
Include responsible party and timeframe / Process Objectives
(What) / Activities
Include responsible party and due date
  1. Increase knowledge of HIV prevention by 15% among students.
Baseline: __54%_
(from Pre-test) / Change in Knowledge/Pre and Post tests
Classroom Teachers; 4-week timeframe /
  1. Implement a 4-week curriculum on HIV prevention to 1200 students ages 13-18
/ 1a. Purchase curriculum (Project Coordinator; Jan 15, 2004)
1b. Train teachers (Health specialist; Feb 15, 2004)
1c. Implement program (Teachers; Mar 1-May 1, 2004)

1st Row: Goal #1

State the overall goal that you will set out to accomplish. You may have several goals with corresponding outcome objectives, outcome measurements, process objectives and activities.

Column #1: Outcome Objectives

List each outcome objective individually. Outcome objectives describe a change in individual/community social or health status. Make objectives quantifiable whenever possible. Reference baseline data if available; if not available specify how you plan to establish baseline information.

Examples of outcome related objectives:

  • To improve the level of functioning of x number of project recipients by y%
  • To reduce emergency room episodes of project participants by x%
  • To improve school attendance of project participants among asthmatic children by an average of x%
  • To decrease the number of “low-birth-weight” babies born within a specific community for a given time period by x%

Column #2: Outcome Measurement

In order to measure progress, specify the indicator you will track for each outcome objective. Make sure you include the data source for each indicator.


  • Quality of life (validated quality of life questionnaire)
  • Number of emergency room episodes of project participants (hospital records, self report)
  • Number of days missed from school (school records)
  • Number of “low-birth-weight” babies (Health Department vital statistics records)

Column #3: Process Objectives

Process objectives are those that refer to what you plan to do in order to reach the proposed outcome objectives. These are output- related.

Examples of process related objectives:

  • To screen x number of children
  • To convene x number of meetings
  • To offer x number of training hours for x number of health care providers
  • Educate X number of people

Column #4: Activities

  1. How are you going to accomplish each process objective? Who is going to do it and by when?

G. Approach (up to 2 pages)

There are many different ways or approaches to obtain desired outcome objectives, i.e., to get things done. Selecting the best approach is a critical step. FFF strongly encourages all applicants to review relevant literature (i.e., journal articles, scientific books and publications) as it relates to the specified health or social need you plan to address and available approaches.

  1. Describe your proposed approach including any specific strategies.
  2. Explain why you believe the particular approach or model you have chosen will be the most effective and efficient (rationale).
  3. Describe how “target population” input was incorporated into how the project will be implemented. If target population input has not been collected, how do you plan on collecting and incorporating their input into the project? [HFSF recommends that applicants collect input from the target population and incorporate this information into the proposed approach or model. This will assist in tailoring the intervention to the target population thus making the project culturally sensitive and increasing its potential for success.]

H. Collaboration (up to 1 page)

  1. Identify different players inside or outside your agency and/or organizations that you will need to collaborate with during the proposed project (e.g., referral agencies, consultants).
  2. Describe the roles and responsibilities of each major player and/or organization regarding the proposed project.
  3. Outline channels of communication among the collaborators.


  1. Using the standardized HFSF form provided, specify project-related costs by funding source, first HFSF, then others by funder name. Identify for each of the other funding sources if funds are pending or committed.
  2. Include administrative and other organizational operating costs (i.e., indirect costs) as separate items in the amounts that they are being increased to operate the proposed project.
  3. Be careful to include all project-related expenses, including those paid by other sources, by in-kind and/or volunteer resources.

Definition of In-Kind: In-kind contributions are gifts of goods or services instead of cash. They can include donated space, materials, or time.

J. Budget Narrative (up to 2 pages)

  1. Describe how and when grant funds would be spent.
  2. Please include major responsibilities for each staff person to be funded with FFF funds.

K. Evaluation (up to 1 page)

FFF does not have specific requirements as to the evaluation method to be used. The question

to ponder is, “How will we know if we succeeded or not in accomplishing what we set out to accomplish?

  1. Describe the overall plan for evaluating the project.
  2. Explain how and when the specific evaluative information will be collected and analyzed.
  3. Justify the appropriateness of selected outcome indicators and measurement tools.
  4. Identify who will be responsible for carrying out the evaluation e.g., staff member or a hired consultant. An “outside” evaluator is required for projects with budgets larger than $100,000 per year.

L. Sustainability/Long-term Impact (up to 1 page)

  1. Briefly describe your vision of the project or its progression beyond FFF grant support (include, if applicable, obtaining other funding sources, replication, and/or institutionalization).

M. Attachments

  • List of Organization’s Board of Directors, business affiliation and telephone numbers
  • Organizational chart including but not limited to staff supported by the project
  • Letters of support from other organizations identifying their specific role and responsibilities in relation to the proposed project
  • Two-page resume (s) for the outside project evaluator(s) and/or consultant(s) (if applicable) DO NOT USE OUTSIDE EVALUATOR
  • 501 (c) 3 IRS determination letter
  • IRS tax form 990 for last two fiscal years
  • Audited or reviewed financial statements for the most recent two years
  • Waiver of indirect expenses for all college and universities (if applicable)
  • Occupational license (if applicable)
  • Logic Model (Optional)

One-page logic model [helpful logical model information found within the following electronic handbook