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AI agent for civil servants

Public Health Program Grant Report Agent

An accurate funder report where every number traces to program records

ReportingQuality controlGovernmentHealthcare
See how it worksGet access
Public Health Program Grant Report Agent: what goes in, what the agent does and what you get

What it does

Public health programs funded by grants must report outputs, outcomes and spending on fixed deadlines, and the numbers sit in program logs, registries and finance systems. This agent starts 30 days before the deadline. It collects the data, fills each funder measure, and checks every figure against its source and the previous report. Changes over 25% need an explanation, so it asks the program lead or finance to confirm and then refills the measure. It also compares spending with the budget, and any line more than 10% over plan gets a variance note request to finance. It drafts the narrative only from approved program updates, then assembles the full report for review. The health officer approves and submits. Edge case: a sudden enrollment jump is never smoothed over; it waits for the lead's explanation.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueYes, continueApprovedNoNo 1 STARTS WHEN Reporting deadline in 30 days 2 USES A TOOL Collect program, registry and finance data 3 DOES Fill each funder measure 4 CHECKS THE RESULT Does every figure match its source with nounexplained jumps? If not: ask the program lead or finance to confirm orexplain and refill. Back to step 3. 5 USES A TOOL Compare spending by budget line with the approvedbudget 6 CHECKS THE RESULT Is every budget line within 10% of plan orexplained? If not: request a variance note from finance and add it.Back to step 5. 7 USES A TOOL Draft the narrative from approved program updates 8 YOU APPROVE Officer approves and submits 9 RESULT Report submitted and archived
Read the steps as a list
  1. Reporting deadline in 30 days
  2. Collect program, registry and finance data
  3. Fill each funder measure
  4. Does every figure match its source with no unexplained jumps?If not: ask the program lead or finance to confirm or explain and refill. Back to step 3.
  5. Compare spending by budget line with the approved budget
  6. Is every budget line within 10% of plan or explained?If not: request a variance note from finance and add it. Back to step 5.
  7. Draft the narrative from approved program updates
  8. Officer approves and submitsThe agent waits here for your OK.
  9. Report submitted and archived

How it decides

Each figure must match its source. Changes over 25% from last period or budget lines over 10% off plan need an explanation.

  • Changes over 25% need an explanation
  • Budget lines over 10% of plan need a variance note
  • Narrative uses only approved updates

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Days before deadline to start (default 30)
  • Jump threshold (default 25%)
  • Budget variance threshold (default 10%)
  • Funder template

What keeps you in control

It always asks you first

  • Officer approves and submits the report

Hard limits

  • Never submits to the funder
  • No individual client data in reports

It stops when

  • Done: report ready
  • Stop: finance data not closed for the period

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensA tobacco cessation grant reported 410 enrollments, up 60% from the last period. The figure check failed, so the agent asked the program lead, who confirmed a new clinic partner, and it refilled the measure. Travel spending was 18% over plan, so it requested a note; finance explained a required training. The health officer approved the report and submitted it on Sep 25, five days early.

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