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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.
| 12 week schedule - starts when Topics Document Released |
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| 1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 | 10 | 11 | 12 | 13 |
| Review Topics/Subtopcs | Select best Topic/subtopic pair |
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| Decide SBIR/STTR | SBIR or STTR |
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| Contact Topic Author |
| Send email | Follow-up |
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| Locate Service Providers | SBDC, PTAC, Phase 0 |
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| Registrations |
| PAMS | SAM registration | Grants.gov | SBA |
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| Prepare Project Narrative |
| Write part | Get feedback | Write more | Get feedback | Write more | Get Feedback | Tweak | Get Feedback | Add markings |
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| Download /review FOA |
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| FOA |
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| Letter of Intent (LOI) |
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| Draft | Get feedback | Submit LOI |
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| Principal Investigator (PI) role |
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| Role? | Confirm who |
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| Budget |
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| Think about |
| Begin Preparing | Keep Working | Get Feedback | Finalize |
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| Budget Justification |
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| Staffing $ | Facilities $ | Get Feedback | Finalize |
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| Employees, subs, consultants |
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| Discuss | Confirm |
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| Required Forms (RI, subs) |
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| Distribute | Follow-up | Secure |
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| NEW ITEM: PIER PLAN |
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| Think about | Reach out | Prepare |
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| Commercialization Plan |
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| Review Ex. | Draft | Get Feedback | Finalize |
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| Letters of Support |
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| Think about | Reach out | Follow-up | Secure |
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| Access Grants.gov workspace |
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| Download forms | Start completing | Get feedback as needed |
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| Prepare Abstract/Summary |
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| Prepare |
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| Biosketches |
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| Format? | Request all | Proof |
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| Full Application due |
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| Submit early | Application 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 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.
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2 | - Begin PAMS registration
- Email Topic Author/Manager if you have questions
- Download DOE SBIR/STTR Application checklist
- Begin formulating/drafting Project Narrative
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3 | - Begin SAM registration
- Continue formulating/drafting Project Narrative - request feedback for completed sections
- Follow up with Topic Author / Manager
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4 | FOA Released - Locate appropriate FOA in grants.gov, download, and review for application requirements & specifics
- Begin considering PI and the role they will take in the project
- Continue formulating/drafting Project Narrative - request feedback for completed sections
- Draft Letter of Intent
- Continue drafting Project Narrative - request feedback for completed sections
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5 | - Get feedback on Letter of Intent
- 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
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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
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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 or supporting 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.
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8 | - If partnering with RI or any subcontractors, secure subaward budget and other required documents
- Reach out for letters of commitment/funding/support from RI, consortia, and/or any partnering or supporting organization
- Get feedback on Commercialization Plan
- Continue drafting Project Narrative - request feedback for completed sections
- Finalize Budget
- Finalize Budget Justification
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9 | - Begin Grants.gov registration
- Once registered with Grants.gov, create workspace and download application package and begin completing form
- Continue drafting Project Narrative - request feedback for completed
- Begin considering PIER Plan
- Finalize Commercialization Plan
- Follow up on Letters of Support
- Format biosketches and current & pending support
- Review DOE application checklist to ensure all required forms have been completed
- 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
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10 | Non-responsive feedback, if any, issue - If you receive non-responsive feedback, review, address the comments, and determine next steps
- Register as SBC on SBIR.gov
- Continue drafting Project Narrative - add proprietary markings
- Start completing Grants.gov forms
- Request biosketches for personnel and current/pending support lists
- Secure Letters of Support
- Reach out to appropriate partners regarding PIER Plan
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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
- Prepare PIER Plan
- Proof biosketches and Current & Pending Support
- Get feedback as necessary for Grants.gov and other required forms
- Prepare Abstract / Project Summary
- Review DOE checklist to ensure all necessary forms completed
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12 | Submit application |
13 | Full application due |
