AI for grant writing and outcome reports
Ultramarine Work reads the case management exports, attendance sheets and past reports in your program folder. It builds the logic model, produces the unduplicated counts, drafts the narrative and audits client files before a CARF survey.
Q1-unduplicated-counts.xlsxExample| Program | Records | Unique clients | Unmatched | Method |
|---|---|---|---|---|
| Food pantry | 4,318 | 1,184 | 0 | Each visit dedupes on client ID. |
| Street outreach | 902 | 263 | 23 | Contacts dedupe on client ID where one exists. |
| Served by both | 71 | These clients match on client ID across programs. | ||
| Unduplicated total | 5,220 | 1,376 | 23 | The total is 1,184 plus 263, less 71 shared clients. |
NoteOutreach logged 23 contacts without a client ID, so match them in HMIS before the count goes to the funder.
Ask it for
“Build the logic model and indicator table for our youth mentoring program, with outcomes and indicators worded the way the county RFP defines them.”
Mentor-logic-model.xlsx“Count unduplicated participants served Jan 1 to Mar 31 in the food pantry and street outreach, dedupe on client ID, and flag records that will not merge.”
Q1-unduplicated-counts.xlsx“Draft the Halstead Creek Foundation renewal narrative: outcomes against targets, the shortfall in job placements, and what we are changing.”
Halstead-Creek-renewal-narrative.docx“Mark up the draft proposal against the funder’s scoring rubric and show where the needs statement and evaluation plan lose points.”
Proposal-rubric-review.pdf“Audit 20 de-identified client files against the CARF Community Employment Services standards and list what is missing from each, by file and by section.”
CARF-record-audit.xlsx“Write the critical incident report from my de-identified notes about the Maple House fall that sent the resident to the emergency room, notifications included.”
Incident-report-2026-118.docx
Inside the Nonprofit & Human Services Programs mode
Program evaluation
Builds logic models whose outcomes and indicators use the contract’s or the RFP’s own wording, and deduplicates participant lists so each person counts once.
Program grant proposal
Drafts renewal narratives, LOIs and funder report responses from your own numbers, and marks what is missing instead of inventing it.
Survey readiness and plan of correction
Runs mock tracers and sampled record audits before CARF or state surveys, then drafts the CMS-2567 plan of correction with dates and owners named.
Compliance policies and procedures
Writes the procedures a county or federal reviewer asks to see, like the 2 CFR 200 allowability and procurement rules, citing the section each element answers.
Mandated report and critical incident
Documents critical incidents and writes the narrative part of mandated abuse reports from the de-identified facts you enter, ready for your review.
- Office skills
- Excel, Word, PowerPoint, PDF
- Tools
- Read, edit and write files, Search files, Run code, Search and read the web, View images
- Connectors
- SharePoint, Google Drive, Gmail, and additional custom connectors
- House style
- Your fonts, layouts and rules, on every file
How it works
- 1
Load the program folder
Save what already exists, exactly as it sits on your drive: the case management exports, attendance sheets, the contract or RFP, the funder’s reporting template, last year’s report and the pre and post tests.
- 2
Ask for the piece of work
It hands back finished files: the report narrative answering each of the funder’s questions, a workbook with the dedupe rules beside the counts, or a record audit listing what each sampled file is missing.
- 3
Trace every number, then decide
Each figure points to the export row or page it was drawn from, and anything it could not reconcile is flagged instead of guessed. You check it against the source, then you decide what the funder or the state sees and what stays internal.
Who it’s for
Program directors, managers and coordinators at nonprofits, social service agencies and government human services departments, including volunteer and religious education program leads.
Questions
Do we have to tell funders we used AI?
Some funders now require it and most have not settled on a rule, so check the application instructions before you submit. Candid’s survey of grantmakers found 10 percent accept AI-assisted applications, 23 percent would not, and 67 percent had not decided. Ask your program officer rather than guess. Ultramarine Work drafts from your folder and cites where each fact came from, but the submission and the disclosure decision are yours.
Will it invent statistics for the needs statement?
Every number it uses carries the file or page it came from, and anything it could not find is named. The gaps are visible before the application goes out. Verify every figure against its primary source, whether that is Census, County Health Rankings or your own export. Grant professionals still catch AI inventing citations, program names and funder facts, and a fabricated statistic discovered by a program officer costs you the relationship.
Can we paste case notes with client names into it?
No, do not paste named case notes into it. This mode runs on aggregate program data now, and case record audits and incident reports take de-identified samples and facts, never live case records. The decision on client information belongs to your agency, and the AI use policies human services agencies publish say the same thing: no client identifiers go in, everything is de-identified before use, and the case record system stays the source of truth.
Who decides when suspected abuse must be reported?
The duty to report sits with the mandated reporter, who decides and makes the report. California’s Penal Code 11166 makes the duty individual: no supervisor or administrator may impede or inhibit it. It documents the event from the facts you provide and drafts the written report, a California SS 8572 or a critical incident report, for you to review and file.
Where does our data go?
Ultramarine Work changes files only in the project’s folder. When a request needs it, it can read files elsewhere on your computer, never passwords, keys or app data, and you can turn that off in settings. The model runs on Paper Instruments’ servers, so the content it works on is sent there to be processed. Paper Instruments is SOC 2 Type II, and our security and compliance details are on our compliance page.