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Western New York Wellness Works

Western New York Wellness Works

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Western New York Wellness Works

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  1. Western New York Wellness Works Request for Proposals

  2. Project Personnel • PI – Joan Dorn, Ph.D. • Project Director - Cassie Hoebbel, Ed.M. • Graduate Assistant - Gabrielle Foley, M.P.H., C.H.E.S. • Preventive Medicine Residents • Gabriela Neagoe, M.D. • Ranjan Chanda, M.D. • M.P.H. Candidate • Federica Fucci, M.D. • Administrative Staff • Kristen Pfaff, M.A. • Michelle Tipps-Ankrah, A.A.S.

  3. Basic Information Abstract Specific Aims Background and Significance Program Description & Methods Evaluation Collaborative Program Option Budget Proposal Contents

  4. Basic InformationCover Sheet • Organization Name: ________________________________________________ • Title of proposed program: ___________________________________________ • Tax exempt status: __________________________ • Year organization was founded: ____________Date of application: ____________ • Director:_________________________________________________________ • Contact person and title (if not director): _________________________________ • Address: _____________________________________________________ • Tel: _______________ Fax: ________________Email: ____________________ • Total project budget _________________________ • Total organizational budget (current year, if available):_______________________________ • Starting date of fiscal year:____________________ • Total number of employees : ___________________ • Number of locations, types of jobs: _________________________ • Summary (two to three sentences) of health and wellness topics to be addressed by the business and the proposed intervention (i.e., smoking cessation, stress reduction and management, weight reduction, diet and exercise improvement, blood pressure management, cholesterol management, etc.). • Signatures

  5. Abstract • Clear and concise summary of proposal (one page) • Include the focus of the wellness program and the specific anticipated benefits to the worksite community and the greater Western New York community. • Abstract should be written after proposal is complete

  6. Specific Aims(½ Page, 10 Points) • Describe specifically what the program aims to accomplish • Focus on the needs • Establish benchmarks/measurable objectives • Include words such as “establish”, “improve”, “increase”, “decrease”, “provide”, “create”, etc. • Include 3-4 realistic goals • Don’t be too ambitious

  7. Specific Aims Examples of Aims/Goals that are Vague and Not Specific • “Our workforce will improve its overall health and productivity.” • “Employees will participate in wellness program that we design.” • “Employees will become more aware of how diet and exercise impact health.”

  8. Specific Aims • “To conduct a comprehensive 24 week weight loss program in which 50% of employees will enroll, 95% of whom will complete the program & 80% will reach their goal weight.” • “To reduce the overall weight of the company by 1 ton.”

  9. Background & Significance(2 pages, 30 points) • What is the need? • How was the need determined? • Why is the need critical? • Is there data to support the need? • Is there a genuine level of commitment from the workforce? • Is there corporate commitment?

  10. Background & Significance SubstantiatingNeed • “Conducted focus groups with key people from each department to determine top three health concerns among their respective departments.” • “Placed surveys in paycheck envelopes asking employees what their 3 main health concerns were and whether they would be willing to address these concerns through a worksite wellness program.”

  11. Background & Significance EvidenceofNeed (cont.) • “Examined previously administered Health Risk Assessments (HRA’s) and determined…” • “Conducted on-site Health Fair and discovered a high rate (%) of diabetes among our workforce.”

  12. Background & Significance WorkforceCommitment • “25% of our workforce is currently enrolled in and regularly participating in existing worksite wellness programs.” • “Employees responded to brief questionnaire to ascertain their level of interest in participating in a wellness program: E.g., Would you participate in a Worksite Wellness program? • 2 3 4 5 Definitely Probably Maybe Probably Not Definitely Not Responses: 65% responded with 1’s & 2’s 15% responded with 3’s 5% responded with 4’s 15% responded with 5’s

  13. Background & Significance Be sure to include response rates and levels of commitment… (e.g., “300 out of 320 employees responded, 255 expressed interest in weight reduction, and 200 stated they would ‘probably’ or ‘definitely’ participate.”

  14. Background & Significance CorporateCommitment • Provide letters of support from key officials indicating their support for worksite wellness. • Is there a commitment to complete the required evaluation tools? • Identify contact person. • Agree to attend May 6th Kickoff and 2 subsequent training sessions.

  15. Program Description & Methods(7-8 pages, 45 points) • Fully describe proposed program. • Is the plan appropriate for the specific aims of the program? • How, when, where, why and who? • Clearly state willingness to complete: the HRA, Heart Check Plus, and to provide cost data at baseline and at the end of project. • Is there a plan to include participation incentives? What are they? • How will program be sustained beyond grant period? • Is the plan flexible? • Timeline (including evaluation materials) • Impact: Desired effect/outcomes

  16. Nutrition Education Weight Reduction Stress Management Physical Activity Diabetes Mgmt/Prevention Smoking Cessation Physical Therapy Description and MethodsExamples: Proposed Program Topics (General)

  17. Description & Methods • Purpose: “to help employees learn to eat healthy meals, reduce calories & fat to lose weight.” • Goal: “to enroll 50% of employees, 95% of whom will complete the program and 80% of whom will achieve weight loss goal.”

  18. Description & Methods WeightManagementPlan • 24 weeks • Trained dietician will conduct program • Employees will attend 1 weekly session for 8 weeks, bi-weekly for the following 8 weeks and 1X per month for the following 8 weeks. • Sessions will include: • Confidential weigh-in • Informational sessions on the following topics… • Discussion/support groups

  19. Description & Methods PhysicalActivityPlan • Pedometer will be given to each participating employee. • Participants will be encouraged to increase the number of steps taken per day. • The goal will be for employees to take 10,000 steps a day, every day.

  20. Description & Methods Location • “On-site in Conference Room A.” • “On-site in company gym.” • “Off-site at local YMCA.” Format • “2 sessions will run; one from 6/1/05 – 12/31/2005, the second from 1/9/06 – 06/30/06.”

  21. Description & Methods Promotion • “Will place informational flyers in paycheck envelopes.” • “Will hang posters & signs in common areas, such as…” • “Will dedicate bulletin board to program.” Potential Barriers • “Session 1 will run right into the Holiday Season of 2005. Will offer special topics & presentations on making healthy choices during the holiday season.”

  22. Description & Methods Incentives • Clearly describe participation incentives (if any) and anticipated cost. • Be sure incentives are not overly coercive. Examples of incentives might include: • Flextime • Gift Certificates • Movie Passes

  23. Description & Methods InformedConsent • Participation is voluntary! • Each participant will read & sign the UB Informed Consent for Research. • Clearly state individual company policies regarding employee involvement in such programs & intent to comply with any such policies.

  24. Description & Methods • Flexibility: If the HRA uncovers a health issue not previously considered, can/will the business adjust their plan? • Sustainability: How will the program be sustained after the grant period? (e.g., “Employees will continue to have access to confidential weigh-ins and monthly support groups.”, “Cafeteria will offer healthier dining choices & greater variety, for example…”).

  25. Description & Methods ExampleofTime Line • 5/6/2005: Attend WNYWW kickoff • May-June/2005: Complete Heart Check Plus and administer HRA to all employees who volunteer. Also finalize details about when trained dietician (specific provider) will be coming to the office for weekly meetings. • June 30, 2005: First weight control meeting held in cafeteria. • Jan 9, 2006: 2nd 24 week session begins. • Jan 9, 2006: Satisfaction surveys are completed by 1st session participants, total employee weight loss is assessed.

  26. Description & Methods TimeLine • Time lines can be approximate • Demonstrate that the program has been well thought out and planned • Include specific dates when possible, such as the WNYWW Kick-Off. • Take time to think through the business’ schedule to approximate realistic time line.

  27. Program Evaluation • How will success of program be measured (e.g., surveys, questionnaires, etc.? • Who will be involved in evaluation (e.g., staff, board, constituents, community, consultants, etc.)? • Identify benchmarks (e.g., participation rates, return on investment, etc.).

  28. Program Evaluation Benchmarks Vague: • “The Anchor Bar called to express concern about the dramatic drop-off in take-out orders placed by our business.” Measurable: • “Cafeteria reports (%) increase in purchase of salads, green leafy vegetables, and baked potatoes, with a (%) decrease in purchases of french fries and chicken nuggets.” • 82% of employees met weight loss goal. • Company is more than 1 ton lighter than when program began (actual total loss: 2050 lbs.).

  29. Collaborative Program Option • Collaboration with other businesses is encouraged but not required. • Explicitly state the role, contribution and collective goal of the business(es) involved in the collaborative effort. • Provide any evidence of prior successful partnerships and letters of support from collaborating businesses.

  30. Budget(Worksheet, 15 points) • Determine what needs to be paid with the grant funds (direct costs only). • Personnel (time commitment/% effort) • Material/Supplies • Direct intervention costs • Participation incentives • Other (describe)

  31. Adhere to the RFP rules & sequence Make sure to complete all sections Submit original + 3 copies Sections 3-5 must not exceed 10 pages Single sided Standard typeface no smaller than 10 points and no less than .25 margins 8 ½ x 11 inches white/very light colored paper Folders/binders/ faxed proposals not accepted Meet the deadline (3/25/05) Formatting Requirements

  32. Formatting • Proposals that do not follow the formatting requirements (e.g., exceed the page limit, etc.) may be administratively withdrawn. • Relevant supplemental materials may be submitted in an appendix (one copy only), which will be made available to reviewers. • Appendices will not satisfy or replace any requirements of proposal.

  33. Helpful Resources • National Network of Grantmakers ( • Guide for Writing a Funding Proposal ( • Browning, B. A. (2001). GrantWritingforDummies. Indianapolis, IN: Wiley Publishing. • Robert Wood Johnson Foundation ( • Grant Writing 101 ( grantwriting101.html)

  34. Good Luck! For further assistance please contact Cassandra Hoebbel ( or Gabrielle Foley ( Or call (716)829-2975 ext. 671