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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Review Topics/SubtopicsSelect best Topic/subtopic pair









Decide SBIR/STTR or BothSBIR or STTR or Both











Contact Topic Author
Contact topic authorFollow up if necessary









Locate Service Providersvisit https://www.sbir.gov/local-assistance










Registrations
            PAMSSAM registrationGrants.govSBA


Prepare Project Narrative
Document & Finalize Outline Gather & Adjudicate Feedback on OutlineComplete First Draft of Section 1Gather & Adjudicate Feedback on Section 1Complete First Draft of Section 2Gather & Adjudicate Feedback on Section 2Review & Edit Completed Draft Gather & Adjudicate Feedback on Completed DraftAdd Proprietary  Markings


Download /review FOA


Download FOA from DOE website








Letter of Intent (LOI)


Write Draft LOIGather & Adjudicate FeedbackSubmit LOI in PAMS






Principal Investigator (PI) role

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





Employees, subs, consultants


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)



Send forms to RI/SubsRI/Subs fill out formsFollow up and Finalize





NEW ITEM: PIER PLAN







Draft PIER Plan & Contact Entities

Negotiate and Finalize Roles & TermsFinalize PIER Plan

Commercialization Plan




Review Example and Finalize OutlineCreate First DraftGather & Adjudicate Feedback (if necessary)Finalize



Letters of Support





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


Access Grants.gov workspace







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

Prepare Abstract/Summary









Author Abstract

Biosketches






Identify PersonnelRequest Biosketches from all 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 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
  • Download DOE SBIR/STTR Application checklist
  • Begin formulating/drafting Project Narrative

3 

  • Begin SAM registration
  • Continue formulating/drafting Project Narrative - request feedback for completed sections
  • Follow up with Topic Author / Manager

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

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

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

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.   

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

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

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 

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 

12 

Submit application 

13 

Full application due