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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.
| 8 week schedule - starts when Funding Opportunity Released |
| 1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 | 10 |
| Download / review FOA |
Select | Download FOA |
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| Decide SBIR/STTR | SBIR or STTR | If STTR, reach out to Research Institution (RI) |
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| Contact Topic Author |
Send email| Contact Topic Author | Follow |
-| up (if necessary) |
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| Locate Service Providers |
SBDC, PTAC, Phase 0Get feedback | | Gather & Adjudicate Feedback on Outline | Complete First Draft |
Get feedback | Second Draft | Get Feedback | Remediate & add markings| of Section 1 | Gather & Adjudicate Section 1 Feedback | Complete First Draft of Section 2 | Gather & Adjudicate Section 2 Feedback | Add Proprietary Markings | Finalize |
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| Letter of Intent (LOI) |
| Write Draft LOI |
Get | Gather & Adjudicate Feedback | Submit LOI |
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| Principal Investigator (PI) role |
List of Candidates | Define Role | Confirm who | Biosketch, current & pending funding | Budget | Think about | Start preparing | Keep working | Get Feedback | Finalize |
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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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| Budget Justification |
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| Gather Supporting Docs & Write Staff Justification | Gather Supporting Docs & Write Facility Justification | Gather & Adjudicate Feedback (if necessary) | Finalize |
Budget Justification | Staffing $ | Facilities $ | Get Feedback | Finalize | Employees, subs, consultants | Discuss | Discuss | Discuss | Confirm |
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| Required Forms (RI, subs) |
Distribute
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| Send Forms to RI/Subs | RI/Subs Fill Out Forms | Follow |
-Secure | Think about | Reach out |
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| Draft PIER Plan & Contact Entities | Negotiate and Finalize Roles & Terms | Finalize PIER Plan |
Prepare |
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| Commercialization Plan |
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| Review |
Example| Examples and Create outline | Create First Draft |
Get Feedback| Gather & Adjudicate Feedback (if necessary) | Finalize |
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| Letters of Support |
Think about | Reach out | Follow up |
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| Create a list of possible references | Contact References & Provide Guidance | Follow Up & Finalize Letters of Support | Finalize Letters of Support |
SecureDownload forms & start completing | Get feedback as needed |
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| Log-In & Begin Completing Forms | Complete Forms as Required by your FOA | Finalize Forms as Required by your FOA |
FinalizePrepare
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| Author Abstract |
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| Biosketches & Current / Pending Support |
Format| List (C/PSL) |
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| Identify Personnel | Request Biosketches from all |
Proof | Proof| 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 - 8 Week 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
- Locate service providers - SBDC, PTAC, etc.
- 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
- Begin drafting Project Narrative
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3 | - Continue working on SAM registration
- If working with an external reviewer, submit narrative elements completed thus far and seek feedback
- If working with an external reviewer, submit LOI draft and seek feedback
- Begin thinking about, and formulating, the budget if possible
- Request letters of commitment/funding/support from RI, consortia, and/or any partnering organization
- Consider personnel and/or partnerships required to respond
- Begin considering PI and the role they will take in the project
- Continue drafting Project Narrative
- Continue to formulate budget
- If working with a service provider or reviewer, begin providing Project Narrative sections for review as they are completed for comments
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4 | LOI due - Submit LOI in PAMS
- Continue considering personnel and/or partnerships required to respond
- Review and download commercialization plan
- Continue drafting Project Narrative
- Continue to formulate budget
- Begin to format biosketches & current / pending support
- Divide time between creative aspects of writing Project Narrative and completing required forms - R & R Senior/Key Person Form, R&R Other Project Information Form, SBIR/STTR Information Form.
- Consider/determine necessary letters of commitment/funding/support from RI, consortia, and/or any partnering organization
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5 | - Begin Grants.gov registration
- Confirm PI
- Once registered with Grants.gov, create workspace and download application package and begin completing forms
- Continue considering personnel and/or partnerships required to respond
- If partnering with RI or any subcontractors, send subaward budget documents (downloaded from grants.gov application workspace) to RI or representative for completion
- Requests letter of support
- Draft Commercialization Plan
- Review PIER Plan requirements and begin to formulate plan
- Continue drafting Project Narrative - get feedback on completed sections
- Begin to formulate budget
- Begin Budget Justification Form
- Request biosketches for personnel and current/pending support lists
- Determine data management plan; if working with an RI, ensure that there is agreement on how/if data is to be shared
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6 | - Register as SBC on SBIR.gov
- Follow up with RI or any subcontractors regarding required forms
- Follow up on requested Letters of Support
- Reach out to appropriate partners regarding PIER Plan
- Draft PI Biosketch and Current & Pending funding
- Finalize key personnel
- Continue drafting Project Narrative - get feedback on completed sections
- Continue to formulate Budget
- Continue to draft Budget Justification
- Draft Project Abstract / Summary
- Proof biosketches received so far
- Get feedback as necessary for Grants.gov and other required forms
- Divide time between creative aspects of writing Project Narrative and completing required form
- Review DOE application checklist to verify all required forms
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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
- Finalize Grants.gov forms
- Get feedback on Budget
- Get feedback on Budget Justification
- Secure required forms from RI and any partnering organizations or subcontractors
- Secure Letters of Support
- Get feedback on Project Narrative
- Draft PIER Plan
- Finalize Commercialization Plan
- Continue to proof biosketches
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8 | - Review Project Narrative for necessary edits and/or adjustments
- Review & finalize Budget
- Review & finalize Budget Justification
- Review DOE checklist to ensure all necessary forms completed
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9 | Finalize & Submit application |
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