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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 Topics document.  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.  



Standard

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12 week
schedule - starts when Topics Document Released

12345678910111213
Review Topics/
Subtopcs
Subtopics

Select best Topic/subtopic pair












Decide SBIR/STTR or BothSBIR or STTR or BothIf STTR, reach out to Research Institution (RI)










Contact Topic Author
Send email

Contact topic authorFollow
-
up if necessary









Locate Service Providers
SBDC, PTAC, Phase 0
visit https://www.sbir.gov/local-assistance










Registrations PAMS
SAM registration
SAMSSBAGrants.gov
SBA




Prepare Project Narrative
Write partGet feedbackWrite moreGet feedbackWrite moreGet FeedbackTweakGet Feedback

Document & Finalize Outline Gather & Adjudicate Feedback on OutlineComplete Draft of First Half*Gather & Adjudicate Feedback on First HalfComplete Draft of Second Half**Gather & Adjudicate Feedback on Second HalfReview & Edit Completed Draft Gather & Adjudicate Feedback on Completed DraftAdd Proprietary  Markings
Add markings



Download /review FOA


Download FOA from DOE website








Letter of Intent (LOI)


Write Draft
Get feedbacksubmit LOI
LOIGather & Adjudicate FeedbackSubmit LOI in PAMS






Principal Investigator (PI) role
Role?Confirm whoBudget Justification Staffing $Facilities $


Determine Possible PIsDefine and document PIs role on the projectConfirm final PIAuthor PI Biosketch, and Current/Pending Support List






Budget

Determine Project ScopeCreate Budget EstimateComplete Detailed Budget AssemblyGather & Adjudicate Feedback (if necessary)Finalize
Get Feedback






Employees, subs, consultants
DiscussConfirm



Estimate Staffing Needs

Build Staff Breakdown (employee/sub/1099)

Gather & Adjudicate Feedback (if necessary)Confirm





Budget Justification 



Gather Supporting Docs & Write Staff JustificationGather Supporting Docs & Write Facilities  JustificationGather & Adjudicate Feedback (if necessary)Finalize




Required Forms (RI, subs)
Distribute




Send forms to RI/SubsRI/Subs fill out formsFollow
-
up
SecureNEW ITEM: PIER PLANThink aboutReach outPrepare
and Finalize





Commercialization Plan




Review
Ex.
Example and Finalize OutlineCreate First Draft
Get Feedback
Gather & Adjudicate Feedback (if necessary)Finalize



Letters of Support
Think aboutReach outFollow-up






Create a list of possible referencesContact References & Provide GuidanceFollow Up & Finalize Letters of SupportFinalize Letters of Support
Secure



Access Grants.gov workspace
Download formsStart completing








Log-in & Begin Completing FormsComplete Forms as Required by FOAFinalize Forms as Required by FOA
Get feedback as needed


Prepare Abstract/Summary
Prepare










Author Abstract

Biosketches
Format?







Identify PersonnelRequest Biosketches from all
Proof
Personnel Review, provide feedback, and ask for updatesFinalize all Biosketches and Current & Pending Support

Full Application due










Submit earlyApplication due
Have questions about FOA?Reach out to DOE Help Desk as needed; as well as help for Grants.gov and PAMS


Week 

Activities -

12

Standard Calendar 

1 

Topics Released 

  • Download & review topics/subtopics document
 
  • .
  • Determine potential topic/subtopic pair
 
  • .
  • Determine SBIR, STTR, or both.
  • Research issuing office - review mission, needs, research, programs
 
  • .
  • Locate service providers
- SBDC, PTAC, etc.

2 

  • Begin
PAMS registration Email Topic Author/Manager if you have questions
  • PAM registration
  • If applying for STTR or both, contact Research Institution (RI) or locate potential RI.
  • Contact Topic Author if necessary.
  • Continue contacting local service providers if necessary.
  • Download DOE SBIR/STTR Application checklist
Begin formulating/drafting
  • Document and Finalize outline of Project Narrative. 

3 

  • Begin SAM registration
  • Continue formulating/drafting Project Narrative - request feedback for completed sections
    • .
    • Follow up with Topic Author
    / Manager4
    • if necessary.
    • Gather and adjudicate feedback on Project Narrative outline.
    • Determine possible PI. 
    • Determine project scope for budgeting purposes.

     4 

    FOA Released 

    • Complete draft of first half of the 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.
    • Locate appropriate FOA in grants.gov, download, and review for application requirements
    & specifics
    • and specifics.
    • Write draft LOI. 
    Begin considering PI and the role they will take in
    • Define and document PIs role on the project
  • Continue formulating/drafting Project Narrative - request feedback for completed sections
  • Draft Letter of Intent
    • .
    • Complete draft of first half of Project Narrative.
    • Create budget estimate.
    • Estimate Staffing Needs.
    Continue drafting Project Narrative  - request feedback for completed sections

    5 

    Get
    • Gather and adjudicate feedback on
    Letter of Intent
    • first half of Project Narrative.
    • Gather and adjudicate feedback on LOI.  
    • Confirm PI
  • Consider personnel and/or partnerships required to respond
  • Continue drafting Project Narrative - request feedback from completed sections
  • Begin to formulate budget 
  • Begin to draft Budget Justification
    • .
    • Complete detailed budget assembly. 
    • Build Staff Breakdown (employee/sub/1099).
    • Gather supporting documents and write staff justification for Budget Justification.
    • Send forms to RI and any subcontractors.  

    6 

    • 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.
    6 
    • Submit LOI in PAMS
     
  • Confirm 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
  • Review and download Commercialization Plan example
  • Continue drafting Project Narrative - request feedback for completed sections
  • Begin to formulate Budget 
  • Begin to draft Budget Justification
  • Request letters of commitment/funding/support from RI, consortia, and/or any partnering organizations  
    • .
    • Author PI Biosketch, and Current/Pending Support List.
    • Gather and adjudicate feedback on Budget.
    • Gather and adjudicate feedback on personnel, if necessary.
    • Gather supporting documentation and write facilities justification if applicable for Budget Justification.
    • Ensure that RI and/or subcontractors are completing forms.  
    • Review example and finalize outline of Commercialization Plan.

    7 

    LOI due 

    • Gather and adjudicate feedback on second half of the Project Narrative.
    • Finalize Budget.
    • Confirm personnel. 
    • Create first draft of the Commercialization Plan.

    7 

    LOI due 

    Draft Commercialization Plan
    • Follow up with RI or any subcontractors regarding required forms
  • Consider/determine necessary letters of commitment/funding/support from RI, consortia, and/or any partnering organization 
  • Continue drafting Project Narrative - request feedback for completed sections
  • Continue to formulate Budget - get feedback
  • Continue to draft Budget Justification - get feedback
  • 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.   
    • .
    • Create a list of possible references for Letters of Support. 

    8 

    • Review and edit completed draft of Project Narrative.
    • Finalize Budget Justification.
    • Gather and adjudicate feedback on the Commercialization Plan. 
    • Contact references and provide guidance for Letters of Support.
    • Identify personnel for which biosketches and current and pending support lists are required. 

    9 

    • Begin Grants.gov registration.
    • Gather and adjudicate feedback on completed draft of Project Narrative.
    • Finalize Commercialization Plan.
    • Follow up with references and finalize Letters of Support.
    • Once registered with Grants.gov, create workspace and download application package and begin completing form.
    • Request Biosketches and pending and current support lists from all personnel..

    8 

    • If partnering with RI or any subcontractors, send subaward budget documents (downloaded from grants.gov application workspace) to RI or representative for completion 
    • Get feedback on Commercialization Plan
    • Continue drafting Project Narrative - request feedback for completed sections
    • Continue to formulate budget 
    • Continue to draft Budget Justification
    • Determine data management plan; if working with an RI, ensure that there is agreement on how/if data is to be shared 

    9 

  • Continue drafting Project Narrative 
  • Continue to formulate budget 
  • 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.   
  • Complete Level of Effort and Max Funding spreadsheet 
    • Review DOE application checklist to ensure all required forms have been completed 

    10 

    Non-responsive feedback, if any, issue 

    • If you receive non-responsive feedback, review, address the comments, and determine next steps 
  • Begin finalizing Project Narrative 
  • Begin finalizing Budget 
  • Review subaward budgets (if any) from RI and/or subcontractors 
  • Finalize PIER Plan 
  • Finalize Commercialization Plan 
  • Finalize Budget Justification Form 
    • Register as SBC on SBIR.gov
    • Add Proprietary  Markings to Project Narrative.
    • Finalize Letters of Support.
    • Complete forms as required by FOA.
    • Review, provide feedback, and ask for updates on Biosketches and current and pending support lists.  

    11 

    • Finalize forms as required by FOA.
    • Author Abstract / Project Summary.
    • Finalize all Biosketches and current & pending support.

    11 

  • Review Project Narrative for necessary edits and/or adjustments 
  • Review Budget for any errors or inconsistencies 
  • Review Budget Justification to ensure consistency with Budget 
    • Review DOE checklist to ensure all necessary forms completed 

    12 

    Submit application

     

    early.

    13 

    Full application due