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 schedule - starts when Topics Document Released

12345678910111213
Review Topics/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
Contact topic authorFollow up if necessary









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










Registrations PAMSSAMSSBAGrants.gov



Prepare Project Narrative
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


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





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 - 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 through the SBIR.gov Local Resources page to find SBDCs, PTACs, and others.  

2 

  • Begin 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
  • Document and Finalize outline of Project Narrative. 

3 

  • Begin SAM registration.
  • Follow up with Topic Author 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 and specifics.
  • Write draft LOI. 
  • Define and document PIs role on the project.
  • Complete draft of first half of Project Narrative.
  • Create budget estimate.
  • Estimate Staffing Needs.

5 

  • Gather and adjudicate feedback on first half of Project Narrative.
  • Gather and adjudicate feedback on LOI.  
  • Confirm PI.
  • 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.
  • Submit LOI in PAMS.
  • 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.
  • Follow up with RI or any subcontractors regarding required forms.
  • 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..

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
  • 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.

12 

Submit application early.

13 

Full application due 



  • No labels

Privacy Notice - Vulnerability Disclosure Program