The chart below is meant to provide a guideline for the completion of the many steps involved in an SBIR/STTR grant application. This planner begins with the release of the FOA. Certain steps will take much longer than others, while others will require more leg work to complete such as gathering required documentation from collaborating partners and securing biosketches from key personnel who may not be employed by the applicant organization. Further, it is essential that applicants allow themselves as much time as possible to work on the Project Narrative and provide an application that is responsive to the FOA.
This schedule was developed with small business organizations in mind that have limited staff and are relatively new to the SBIR/STTR grant application process. We recognized that experienced grant writers or companies with larger staffs, and personnel dedicated to specific areas, may approach this process differently. In addition to the actions listed below, applicants should also review the DOE Funding Opportunities website and plan to attend upcoming webinars associated with the FOA.
| Accelerated schedule - starts when Funding Opportunity Released |
| 1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 | |
| Download / review FOA | Download FOA |
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| Decide SBIR/STTR/Both | SBIR, STTR, or Both | If STTR, reach out to Research Institution (RI) |
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| Contact Topic Author | Contact Topic Author | Follow up (if necessary) |
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| Locate Service Providers | Visit https://www.sbir.gov/local-assistance |
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| Registrations | PAMS |
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| SBA | Grants.gov |
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| SAM |
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| Prepare Project Narrative |
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| Gather & Adjudicate Feedback on Outline | Complete Draft of First Half* | Gather & Adjudicate Feedback on First Half | Complete Draft of Second Half** | Gather & Adjudicate Feedback on Second Half | Add Proprietary Markings | Finalize |
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| Letter of Intent (LOI) |
| Write Draft LOI | Gather & Adjudicate Feedback | Submit LOI |
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| Principal Investigator (PI) role |
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| Determine Possible PI's | Define and document PI's role on the project | Confirm final PI | Author PI Biosketch, and Current/Pending Support List (C/PSL) |
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| Budget |
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| Determine Project Scope | Create Budget Estimate | Detailed Budget Assembly | Gather & Adjudicate Feedback (if necessary) | Finalize |
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| Employees, subs, consultants |
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| Estimate Staffing Needs | Build Staff Breakdown (Employee/Sub/1099) | Gather & Adjudicate Feedback (if necessary) | Confirm |
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| Commercialization Plan |
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| Review Examples and Create outline | Create First Draft | Gather & Adjudicate Feedback (if necessary) | Finalize |
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| Letters of Support |
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| Create a list of possible references | Contact References & Provide Guidance | Follow Up & Finalize Letters of Support | Finalize Letters of Support |
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| Access Grants.gov workspace |
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| Log-In & Begin Completing Forms | Complete Forms as Required by your FOA | Finalize Forms as Required by your FOA |
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| Prepare Abstract/Summary |
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| Author Abstract |
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| Biosketches & Current / Pending Support List (C/PSL) |
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| Identify Personnel | Request Biosketches from all Personnel | Review, provide feedback, and ask for updates | Finalize all Biosketches and (C/PSL) |
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| Full Application due |
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| Submit early? | Application due - Monday |
| Have questions about FOA? | Reach out to DOE Help Desk as needed; as well as help for Grants.gov and PAMS |
Week | Activities - Accelerated Calendar |
1 | FOA Released - Locate appropriate FOA in grants.gov, download, and review for application requirements & specifics
- Determine type of application: SBIR, STTR, or Both.
- Research issuing office - review mission, needs, research, programs.
- Assess ability to successfully respond to FOA.
- Begin PAMS registration.
- Visit the Find Local Assistance page at SBIR.gov to locate service providers, such as Small Business Development Centers (SBDC), Procurement Technical Assistance Centers (PTACs), many others.
- Contact Topic Author/Manager if you have questions.
- Download DOE SBIR/STTTR application checklist.
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2 | - If STTR application, or working with RI, consortia, or any partnering organizations, begin contacting those organization if known. If you do not have established contacts, review partnering resources.
- Continue contacts with service providers if necessary.
- Draft LOI
- Begin SAM registration
- Document and finalize Project Narrative outline.
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3 | - Continue working on SAM registration
- If working with an external reviewer, gather and adjudicate feedback on Project Narrative outline.
- If working with an external reviewer, gather and adjudicate feedback on LOI.
- Determine possible PIs.
- Determine project scope for budgeting purposes.
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4 | LOI due - Submit LOI in PAMS
- Complete draft of first half of Project Narrative. *Please note, "first half" equates to the following Narrative elements: Identification of the Problem & Technical Approach, Anticipated Public Benefits, Technical Objectives & Work Plan, and the Performance Schedule.
- Define and document PI's role on the project.
- Create budget estimate.
- Estimate staffing needs.
- Review example Commercialization Plan and create outline.
- Create list of potential references to supply Letters of Support.
- Identify personnel for which biosketches and/or current & pending support information is required.
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5 | - Begin Grants.gov registration.
- Gather & Adjudicate Feedback on first half of Project Narrative.
- Confirm PI.
- Complete detailed budget assembly.
- Build staff breakdown (employees, subcontractors, 1099.
- Gather supporting documentation and prepare staff section of Budget Justification.
- Send required forms to RI and/or subcontractors.
- Create first draft of the Commercialization Plan.
- Contact references and provide guidance for Letters of Support.
- Log-in to Grants.gov, create application workspace, and being completing forms.
- Request biosketches and current and pending support lists from key / senior personnel.
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6 | - Register as SBC on SBIR.gov
- Complete draft of second half of Project Narrative. **Please note, "second half" equates to the following Project Narrative elements: Partners: Research Institutions (if applicable), Other Consultants & Subcontractors, Facilities, Other Resources, & Equipment, and Bibliography & References Cited.
- Complete Biosketch and current and pending support list for PI.
- Gather and adjudicate feedback on budget if necessary.
- Gather and adjudicate feedback on staffing breakdown if necessary.
- Gather supporting documents and write Facilities section of Budget Justification if applicable.
- Ensure that RI and any subcontractors have correct forms and necessary information to complete.
- Gather and adjudicate feedback on Commercialization Plan if necessary.
- Follow up and finalize Letters of Support.
- Complete forms as required by the FOA.
- Author Abstract / Project Summary.
- Review, provide feedback, and ask for updates on biosketches and current and pending support lists.
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7 | Non-responsive feedback, if any, issue - If you receive non-responsive feedback, review, address the comments, and determine next steps
- Gather and adjudicate feedback on second half of Project Narrative.
- Finalize budget.
- Confirm employees, subcontractors, and consultants.
- Follow up with RI and/or subcontractors and consultants and finalize required forms.
- Finalize Commercialization Plan.
- Finalize Letters of Support.
- Finalize all forms required by the FOA.
- Finalize biosketches and current and pending support lists.
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8 | - Add proprietary markings to Project Narrative.
- Finalize Budget Justification.
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9 | Final review of application package and submit application. |
