Developing Your Project Narrative

Section A: Project Narrative

Doug Novins/Candace Fleming

Mary Phillips

Section A: Statement of Need(Overview)

• This section is important because it introduces your Indian community and its unique mix of needs and resources to the reviewer.

• This is the ‘handshake’ introduction that should demonstrate confidence in mobilizing existing human and other resources toward new partnerships. It is worth 10 points.

Section A: Statement of Need(Overview)

• As with all the sections, the standard infrastructure program announcement (INF 05 PA) and the special Circles of Care NOFA (SM 05-008) have specific items that you MUST address in order to earn all the points possible.

Section A: Statement of Need(Overview)

• We recommend you take each of these four bulleted points (1. Target Population, 2. Documentation of Need, 3. Service Gaps, Barriers, Stakeholders, and Resources, and 4. Documentation of State, County, and/or Tribal Priorities) and use them as a section heading. Respond to each of them with 1-3 paragraphs, succinctly stating how you will address each issue. A small table or figure may also be used to illustrate key points.

Section A: Statement of Need

• Describe the target population:– The population is the group of people who are to be

served by the Circles of Care planning program, specifically, tribal and urban Indian children and adolescents under the age of 22 years and their families, who are at risk of or are experiencing severe emotional or behavioral disturbance

Section A: Statement of Need

• Document the need for an enhanced infrastructure to increase the capacity to implement, sustain, and improve effective substance abuse prevention and/or treatment and/or mental health services for the proposed target population in the proposed catchment area

Section A: Statement of Need

• Describe the service gaps, barriers, and other problems related to the need for infrastructure development.

• Describe the stakeholders and resources in the target area that can help implement the needed infrastructure development.

Section A: Statement of Need

• Non-tribal applicants (Urban programs and Tribal Colleges/Universities) must show that identified needs are consistent with priorities of the State or county that has primary responsibility for the service delivery system. – Include, in Appendix 5, a copy of the State or County

Strategic Plan, a State or county needs assessment, or a letter from the State or county indicating that the proposed project addresses a State- or county-identified priority.

• Tribal applicants must provide similar documentation relating to tribal priorities.

Developing Your Project NarrativeSection B: Proposed Approach

 

Andy HuntMary Phillips

Section B: Proposed Approach(Overview)

• Should constitute the majority of your proposal narrative, ideally 8-10 pages. Count words after revisions if sending electronically. It is worth 35 points.

• Includes discussion of how you will comply with each of the Program Compliance Requirements listed on pp. 22-23 of the Standard Grant Announcement and CoC III NOFA.

• Be as direct and thorough as possible. If it is does not appear in the text it does not exist.

Section B: Proposed Approach

• Clearly state the purpose of the proposed project, with goals and objectives.

• Describe how achievement of goals will address the overall program purpose specified in the NOFA and increase system capacity to support effective substance abuse and/or mental health services.

• Start writing with heading “Section B: Proposed approach,” then begin the next line with, “The purpose of this project is to…”, usually 2-3 sentences.

Section B: Proposed Approach(Goals and Objectives)

• The Goals and Objectives section tells the reviewer about the benchmarks of your program.

• This allows you to determine whether or not you are aligning the project with the goals and objectives of the CoC funding.

• Succinct description of what you hope to accomplish. • Some proposals list the crosswalk between the goals

that have already been set by the Tribe/community to that of SAMHSA’s infrastructure and CoC grants.

Section B: Proposed Approach(Goals and Objectives)

• GOALS should be SMART:– Specific, Measurable, Achievable, Realistic, Time-Limited

• GOALS: the extent to which goals to be achieved by the proposed project are clearly specified and measurable. – Example 1: “Develop a system of care infrastructure for

Native children and youth, 0-21, with substance abuse and/or mental health illness.”

– Example 2: “To support the delivery of excellent mental health care to AI/AN children and adolescents with SED and co-occurring disorders and their families.

More on Goals

• You can state a set of primary goals first. – Example: “The project’s goals are the following:”

• Then list the objectives for each goal. – Example: “Objectives directly supporting Goal 1

are:”

• OR List the goals directly followed by the intended objectives.

Objectives

• OBJECTIVES: the intellectual heart of your proposal.• Indicate precisely what you intend to change through

your project and what you would accept as proof of the project’s success.

• State who will experience what change or benefit in health status by how much and when. – Example 1: Increase understanding and support by Tribal

decision makers for a system of care model of integration. – Example 2: Develop and strengthen interagency policies and

financing to support evidence-based practices within systems of care.

Describe the Proposed Project

• Address any and all expectations/required activities specified in the NOFA.

• Provide evidence that the proposed activities meet the infrastructure needs and and how it will meet the goals and objectives.

• Describe the strategies and methods that will be used to address the identified need in a connected and succinct way. Provide rationale for your project.

Describe the Proposed Project

• Activities should specifically address the issues outlined in the needs statement.

• Explain what your Tribe/organization is going to do to design a system of care to support mental health for children, youth, and families.

• Example topics to discuss: expanding wraparound, traditional or clinical approaches, pilot efforts, services for tribal youth/early childhood/behavioral health/telehealth, training (i.e. professional, staff skills), councils/commissions and TA.

To help make your proposal more concise, answer and discuss:

• How will it be done?

• Who will do it?

• When will it be done?

• Keep asking yourself: what’s next?

• Make a diagram to help you visualize the steps.

• Clearly state your reasons for selecting the methods.

To help make your proposal more concise, answer and discuss:

• Who will provide feedback in your Tribe/community on methods and at what point?

• Address steps to ensure cultural competency. This is not assumed in the review and just using the word “culturally competent” as a description does not infer the project will be practicing the appropriate culture sensitivity.

• Address how participants will be recruited and retained. (Specific to the Tribe/community)

Logic Model as part of the Description

• Add the model to the Program Approach section (2-3 sentences) prefaced with a description of how it relates to other components of the proposal.

• Everything named in the logic model should be mentioned or identified somewhere else in the proposal.

• Although space in the model is limited, over use of acronyms or abbreviations can be confusing.– Example: the NAQBHA’s GSPs will subcontract with the

STAs and TALs to TA the CSPs year one.

Logic Model as part of the Description

• Placement of the logic model should flow with the rest of the section.

• Try not to have the object appear between lines to avoid information getting lost or make end pages exceed the page limit.

• See hand out examples in the working sessions for further information on the preparation of the logic model.

Advisory body

• If you plan to include an advisory body in your project, describe its membership, roles and functions, and frequency of meetings. (Standard Infrastructure Program Announcement, INF 05 PA, pp. 22-23).

• The above information is often left out but MUST be stated. Provide names of the advisory board if possible and their affiliations or areas of work.

• Partner organizations, such as community school system, community tribal colleges (Circles of Care III NOFA, pp.2-3)– School or school system: identify the title or person providing the

link (answer this inquiry and use as subtitle) – In-kind contributions in terms of facility usage– Work carried out by partner organizations not on the circles of care

staff– Tribal/community members that volunteer their services on a

regular basis. • Letter of support addressed in “Nuts and Bolts” session on Day1 • Your project’s history or past successful partnerships with them• Letter of commitment in Appendix 1

Description of Partner Organizations (“Section B: Proposed Approach”: 5th bullet)

Key Stakeholders Tabletype of organization, role each agency plays, system of care services

(Graphic 1 PA)

Name Type Role Services AI/AN agency/organization Non-Profit Service

Provider Prevention

Cultural Activity AI/AN agency/organization Non-profit Lead Agency Family Counseling

Family Skills Training AI/AN agency/organization Non-profit Children

Services Counseling Clinic

NO

N-P

RO

FIT

AI/AN agency/organization Non-profit Service Provider

Computer Training Vocational Counseling

AI/AN agency/organization County/City/ District Public System Life Skills Training Parents Group

AI/AN Child Development Center County/ Department/ District/Program

Pre School 0-5 year olds

After-school Program

PU

BLI

C

AI/AN Public/Charter School Unified School District

School Site Academic Education Parent’s Group

AI/AN Youth Center Non-profit/Tribal Youth Services

Youth Drop-in Center After School Program

Tribal Youth Program Community Group Recreation Program

Organized Sports Leadership Trainings

AI/AN Program Non-profit/Tribal Evaluator Evaluation

CO

MM

UN

ITY

B

AS

ED

AI/AN Program Collaborative Coordinating Strategic Planning

Target Population: diversity (Standard Infrastructure Program Announcement, INF 05 PA, pp. 22-23)

Addressing age, race/ethnicity, culture, language, sexual orientation, disability, literacy, & gender Cultural competency

Operational or assessment-related efforts Track record working with the target population

Example: Client assessment tool adopted by the Tribe/community organization Tribe/community organization specifically requires respect Requires initial exploration of cultural considerations Addresses age race/ethnicity, culture, language, sexual orientation, disability,

literacy and gender issues. National Standards on Culturally and Linguistically Appropriate Services (CLSA)

in health care standards

Target population: involvement (Standard Infrastructure Program Announcement, INF 05 PA, pp. 22-23)

Involvement in preparation of application, planning, implementation, and evaluation of the projectExample areas that this statement can address:

Make-up or recruitment process of advisory board members and their work on Tribal organization policy development

Youth participation survey and invited attendance to community activities Partnership with grassroots organizations made up of, or work directly with, the

target population Interagency team that serves the target population Goal or objective to increase target population involvement Other studies or efforts from your community that may have resulted in

materials from strategic planning, advisory groups, planning committees, and community adopted resource documents.

cont. Target population: involvement

Example of involvement: Multi-Native and non-Native Community Mobilization Project

plan, develop and implement culturally relevant strategies to improve socio economic health and well-being of Native peoples and to enhance their capacity to address critical community issues. Result=Community-wide mission

to set in motion a process of change that would facilitate the efforts of urban American Indians to create the structure

and means necessary to reach their social, cultural, economic, and political goals

Other bidders conf. workshop sessions: examples of how past grantees involved the Tribal/community

Potential Barriers

(Standard Infrastructure Program Announcement, INF 05 PA, pp. 22-23)

Barriers in program implementationsystem changeefforts that reach outside the Tribe/community environmental barriers in rural or urban

settings.

Avoid detailing past problems or anticipated conflicts with organizations or individuals.

Activities & Improvement (Standard Infrastructure Program Announcement, INF

05 PA, pp. 22-23)

Describe how your activities will improve substance abuse prevention and/or treatment and/or mental health services.

Includes description of how your approach and plan will enable services to structure a system of care.

Possible ways are how the plan intends to strengthen, leverage, increase, provide, facilitate, assist, prevent, support, mandate, and establish the core components of the Tribe/community mental health system.

Resources to Sustain Infrastructure

(Standard Infrastructure Program Announcement, INF 05 PA, pp. 22-23)

How will the project support all or any part of the system of care after three years and beyond?

Identify known resources for funding at the federal, state, and local levels as well as foundations related to all components of the program.

Not limited to child mental health services: collaborations that may be a result of Circles of Care funding leading

to subcontracting opportunitiesservice expansions that would be eligible to apply for funding under

Indian Health Servicescreative use of Title or proposition funding from state initiativesconsiderations to add development program staff to pursue funding

and philanthropic avenuesCheck the NOFA for any additional requirements.

Developing Your Project NarrativeSection C: Staff Management and

Relevant Experience

 

Andy HuntMary Phillips

Staff, Management, and Relevant Experience

Experience in providing services to children, youth and their families, 5-7 pages. (25 points)

Coincide with the biographical sketches, letter of commitment, job descriptions, etc. submitted (Section G)

Compliance with each of the Program Compliance Requirements listed on p. 23 of the Standard Grant Announcement and p. 12 of the Circles of Care III NOFA.

Evaluation and Data(CoC III NOFA, Section D, p. 12).

How will project staff work with evaluation staff to support the evaluation effort?

Program planning activities and the evaluation activities inform each other in a constant cycle, locally and collectively

Which staff members will participate in the various evaluation activities (clearer picture that acknowledges the participation methodology from the start of the project)

Realistic timeline for the project (chart or graph) showing key activities, milestones, and responsible staff. Precise in tasks assigned to the staff position for every year of the funding. Activities listed on the chart not exhaustive but show milestones to

accomplish each objective.

Evaluation and its involvement with the project staff is key to the Circles of Care structure. .

Example 1 (Graphic 1 SA): Timeline Project Activities and Goals

Activities Milestones Time Responsibility

Goal 1: Expand evidence-based interventions Objective 1.1: Expand the wraparound approach to services delivery 1. Develop standard assessment Collect up-dated forms Set up review committee

Collection Complete Analysis Complete

6 mo. 1 yr.

Training Coord. Proj. Dir.

Objective 1.2: Develop service delivery model for children 0-5 and their families Goal 2: Ensure family centered approach for Native American children

Example 2: Timeline--Year One ActivityGoal Objective Responsible

Party Participants Target

Date Develop Interagency Team

Assemble group from existing committee on children care

PD, Family Care Spec.

Agencies Month 6

Capability and Experience with Similar Projects and Populations

• Discuss the capability and experience of the applicant organization and other participating organizations with similar projects and populations, including experience in providing culturally appropriate/competent services.

• Brief organizational history: responsibilities of the mental health or youth related services (child welfare, juvenile justice, Indian Health Services, training, education, rehabilitation, and child care programs.)

• Other organizations that will be providing services for the project

• Organizational chart: appropriate programs playing a part of the service system or area in children’s mental health.

Example (Graphic 2 SA) :

Organizational/Staffing Chart-Optional

List of Participating Staff

Provide a list of staff who will participate in the project, showing the role of each and their level of effort and qualifications. Include the Project Director and other key personnel, such as the evaluator and treatment/prevention personnel.

Demonstrate that staff are qualified with skill and knowledge for positions funded under award and program has the capacity for the services to be provided. Qualifications and relevant experience working with Tribe/community.

No professional goals, interests, volunteer work, etc. (in resumes) Confirm staff and their ready commitment.

Staff chart helpful: clear steps of the process. Up-to-date information. All other participating persons and their connection with the program.

Key staff positions: Project Director, Evaluator, Program Coordinator, Family Care Specialist and Key Consultants.

cont. List of Participating Staff

Example 1: Family Care Specialist, Marge Smith, LCSW (Navajo) has seven years experience operating children’s and family services for Native Americans and planning for mental health and substance abuse services. She is bilingual in the Dinè Navajo and English languages. She will report to the Project Director.

Example 2: Project DirectorJohn Jones, Ph.D., Director, Native Health Cultural Center (.5FTE)Responsibilities include meeting regularly with systems tribal staff, attend all advisory and administration meetings, report to Circles of Care project officer, and monitor care plans for Native American children referred to the program. As well as oversee care management and comprehensive strategic planning for the system of care development.

• Racial/ethnic characteristics of key staff -- members of the target population/community and bilingual and bicultural individuals.

• Staff or key consultants with experience with target population and their role in the Tribe/community.

• Resources for the proposed project (e.g., facilities, equipment). If proposing an implementation pilot that includes direct services: location that is adequate, accessible, compliant with the Americans with Disabilities Act (ADA), and amenable to the target population.

• Specialty services that will be offered to support cross disciplines and agencies. Indicate very clearly if there will be a pilot project.

cont. List of Participating Staffcheck the NOFA for any additional requirements

Developing Your Project NarrativeSection D: Evaluation and Data

 

Doug Novins and Brenda Freeman

Candace Fleming and Ken Coll

Evaluation and Data

• Describe the process and outcome evaluation. Include specific performance measures and target outcomes related to the goals and objectives identified for the project in Section B of your Project Narrative.

Data and Evaluation

• Document your ability to collect and report on the required performance measures as specified in the NOFA, including data required by SAMHSA to meet GPRA requirements. Specify and justify any additional measures you plan to use for your grant project.

Data and Evaluation

• Describe plans for data collection, management, analysis, interpretation and reporting. Describe the existing approach to the collection of data, along with any necessary modifications. Be sure to include data collection instruments/interview protocols in Appendix 2.

Data and Evaluation

• Discuss the reliability and validity of evaluation methods and instruments(s) in terms of the gender/age/culture of the target population.

Data and Evaluation

• Describe how collection, analysis and reporting of performance data will be integrated into the evaluation activities.