Writing Proposals to the Department of Defense Proposal Development Workshop UT San Antonio April 13, 2015 Lucy Deckard Academic Research Funding Strategies, LLC [email protected] Copyright 2015 Academic Research Funding Strategies. All rights reserved Your CD/memory stick contains These slides Handouts (one pdf file)
Additional resources Articles These files can be downloaded from http://1drv.ms/1awRaTL Academic Research Funding Strategies, LLC Our goal: To help your institution, faculty and staff to develop the skills they need to compete successfully for research funding. http://academicresearchgrants.com
3 Lucy Deckard President, Academic Research Funding Strategies 979-693-0825 [email protected] Established 2010 Nine years in proposal development at Texas A&M University Junior Faculty Initiative, CAREER, instrumentation, research, education, Center-level proposals NSF, NIH, DOE, DoD, DoED, IMLS, Foundations
Research Engineer (16 years in applied research, with extensive proposal writing experience to NSF, DARPA, ONR, AFOSR, ARO, DoE) Overview Pursuing funding from mission agencies DoD agencies that fund research Identifying funding opportunities and getting to know your P.O. Quad charts, white papers and full proposals 5
Mission agencies are different from basic research agencies! 6 Basic vs. Mission Agencies Basic research agencies (NSF, NIH) Relatively stable research agendas Broad goals Agenda relatively unaffected by changes in political leadership Mission agencies (DOE, DoD, ED, NASA, NOAA,
EPA, HUD, NIST, etc.) Focused mission set by Congress Agendas can change quickly Strongly affected by changes in political leadership Typically strong intramural research 7 Intramural vs. Extramural Research Some agencies fund only research by outside scientists - extramural research NSF and DARPA Some agencies fund research by internal scientists intramural research
NIST and the National Labs Many fund both intramural and extramural research E.g., NIH, DOE, DoD, USDA, etc. If Intramural Research in Your Area Often a good idea to develop relationships and collaborate with internal scientists Some agencies encourage faculty to participate as visiting researchers during the summer Pursuing Funding at Mission Agencies
Step 1: Get to know your agency! Learn the language What are their current priorities? How do they announce funding opportunities? Do they fund unsolicited proposals and what proportion of funded grants are unsolicited? Are there particular organizations within the agency that fund research? Do they have a strong intramural research program in your area? Who reviews proposals? Who is the Program Officer overseeing extramural research in your area?
10 Pursuing Funding at Mission Agencies Step 2: Get to know your Program Officer Talk to her on the phone Visit him at his offices Look for her at conferences Find out what problems and issues the P.O. is tasked with addressing Talk about how your research might help the agency address those issues If your research doesnt fit, look to another program or agency
11 Pursuing Funding at Mission Agencies Step 3: Get to know intramural researchers in your area (if applicable) What do they see as important issues? Can you collaborate? Do they host academic researchers in their labs in the summer? Do they host students for internships? 12
Pursuing Funding at Mission Agencies Step 4: Understand the proposal process at the agency Do they fund unsolicited proposals? Do you need to submit a white (concept) paper or pre-proposal first? What are the proposal structure and format requirements? What are the review criteria? 13 The Department of Defense
Main DoD agencies that fund research 15 Air Force Office of Scientific Research (AFOSR) Office of Naval Research (ONR) Army Research Office (ARO) Defense Advance Research Projects Agency (DARPA) National Security Agency (NSA) US Army Medical Research & Materiel Command, which oversees the
Congressionally Directed Medical Research Prog rams (CDMRP) Missions AFOSR, ONR, ARO manage research to support the goals and operations of their respective services (Air Force, Navy and Army) DARPA oversee high risk, high pay-off research that may benefit any of the DoD branches NSA information assurance, signals intelligence, network warfare CDMRP conduct medical research as directed
by Congress (not part of DoDs core mission) 16 Other DoD and Similar Agencies United States Strategic Missile Command (USSTRATCOM) Defense Threat Reduction Agency (DTRA) & USSTRATC OM Center for Combating WMD Department of Homeland Security Army Corps of Engineers (contract work) Combating Terrorism Technical Support Office Technical Support Working Group (CTTSO) National Geospatial-Intelligence Agency Intelligence Advanced Research Projects Agency (IARPA
) under Director of National Intelligence 17 Basic vs. Applied Research 6.1 Research Most basic Usually type funded at universities 6.2 Research Applied research May be continuation of 6.1 Often defense company partners with university
6.3 Research Application research (new technology applied to a defense system and tested) Defense company in partnership with potential user 18 Intramural vs. Extramural Research ARO, AFOSR and ONR fund both Get to know your intramural researcher counterparts Conferences, workshops, publications
Visits Summer faculty position DARPA funds only extramural 19 DoD Organization - Examples 20 Air Force Research Laboratory Air Force Office of Scientific Research
Eight technical directorates Human Performance Wing 21 22 AFOSR 23 Army Research Lab Army Research Office (ARO)
Six Directorates Computational and Information Sciences Human Research and Engineering Sensors and Electron Devices Survivability/Lethality Analysis Vehicle Technology Weapons and Materials Research 24 Army Research Office Engineering Sciences Mechanical Sciences
Materials Sciences Electronics Environmental Sciences Information Sciences Computing Sciences Mathematical Sciences Network Sciences Physical Sciences Physics Chemical Sciences Life Sciences
25 Navy Research Lab Directorates Divisions Branches Sections 26
Navy Research Lab Directorates http://www.nrl.navy.mil/research/directorates-divisions/ Systems Radar, IT, Optical Sciences,Tactical Electronic Warfare Materials Science & Component Technology Chemistry, Material Sci & Tech, Lab for Computational Physics & Fluid Dynamics, Plasma Physics, Electronics Sci & Tech, Center for Biomolecular Sci & Eng Ocean & Atmospheric Sci & Tech Acoustics, Remote Sensing, Oceanography, Marine
Geosciences, Marine Meterology, Space Science Naval Center for Space Technology Space Systems Development, Spacecraft Engineering 27 Office of Naval Research Directorates Office of Innovation Office of Transition Office of Research Education and Outreach Laboratory Research
National Naval Responsibility Sponsored Research 28 DARPA All extramural research Program Officers have a lot of discretion Looking for high payoff Expect results (e.g., a feelie) Can cut your funding in the middle of a project if progress is not satisfactory
29 DARPA Technology, Adaptability & Transfer (AEO) Basic, Materials & Biological Science (DSO) Information, Innovation & Cyber (I20) Electronics, Photonics & MEMS (MTO) Sensors, Communications & Energy (STO) Weapons, Platforms & Space (TTO) See http://www.darpa.mil/our_work/ 30
Funding Opportunities Long range Broad Agency Announcement (BAA) Outlines research interests and priorities of agency over a several-year range Provides guidance for investigator-initiated proposals Targeted BAAs Specific competitions Other Targeted Solicitations (RFPs) Address specific need or priority 31
Programs for Universities Multidisciplinary University Research Initiative (MURI) Defense University Research Instrumentation Program (DURIP) Young Investigator Programs ONR Young Investigator Program (YIP) AFOSR Young Investigator Program DARPA Young Faculty Award Program (YFA) Faculty Exchanges and Summer Facility Positions in DoD Labs Summer Faculty Research Program (ONR) University Resident Research Program (AFOSR)
Defense Experimental Program to Stimulate Competitive Resear ch ( DEPSCoR) California not eligible Historically Black Colleges and Universities Program Other programs that may include industry/university partnerships: SBIR, STTR 32 Federally Funded Research & Development Centers (FFRDCs) You can find a list here FFRDCs sponsored by DoD include Centers administered by MITRE, Aerospace Corporation,
MIT (Lincoln Labs), RAND, and others Have a close relationship with their sponsoring agency Often collaborate with academia Sponsor workshops and conferences 33 Finding BAAs Air Force Office of Scientific Research (AFOSR) Office of Naval Research (ONR) Army Research Lab All BAAs Army Research Office (ARO) Core BAA Army Research Lab (ARL) Core BAA (collab. with
intramural researchers) Defense Advanced Research Projects Administration (DARPA) National Security Agency (NSA) Standard solicitation (Mathematical Sciences) Unsolicited Proposals 34 Working with DoD: General Considerations DoD funds research not just for the research,
but also to produce the next generation of DoD researchers (your students) Be sure to understand your POs expectations regarding scheduling and outcomes Check if there are any classification or ITAR restrictions DoD usually requires review before publicly presenting or publishing results 35 Unsolicited Proposals Understand the specific needs and interests of the agency/service
Get to know the program officer (PO) Get to know the intramural scientists Consider partnering with a defense company or a Federally Funded Research and Development Center (FFRDC) Discuss your idea with the PO May ask for a white paper or quad chart Will tell you whether to submit a full proposal 36 Targeted BAAs/RFPs Look for pre-release workshops or conferences Get to know the program officer and intramural
scientists in your area If BAA is out and you didnt know about it already its probably too late 37 Resources Online Defense Innovation Marketplace (portal) Air Force Office of Scientific Research (AFOSR) Homepage Organization Funding Opportunity Websites:
Broad Agency Announcement Office of Naval Research (ONR) Homepage Funding Opportunity Websites: Current BAAs Long range BAA 38 Army Research Office (ARO) Homepage Organization Funding Opportunity Website: Current BAAs
ARO Core BAA ARL Core BAA Defense Advanced Research Projects Office (DARPA) Homepage Organization Funding Opportunities NSA and CDMRP National Security Agency (NSA) Homepage Unsolicited Proposals
Congressionally Mandated Medical Research Program (CDMRP) Home page Mission Organization Awards Search 39 DoD Step by Step Read the BAAs and identify possible programs that fit your research. (Look for Technical Point of Contact, Program Officer or similar.) Use the web to investigate the programs in the labs (through the web) and identify researchers doing similar research.
Look for conference presentations, workshops, publications, roadmaps, etc. Email or meet Program Officer and/or intramural researchers in your area. Pitch your idea to the P.O. If she likes it she will ask you for a white paper or quad chart for an unsolicited proposal, or she will encourage you to submit for a particular BAA Listen closely to feedback. If they like your white paper, youll be invited to submit a full proposal 40 41
Planning Your Project Start with your great idea Translate it into a project What will your outputs be? How long will it take? What will your approach be? What have you done so far? How will the outcomes advance DoD program goals and DoD mission? 42
Define Your Project Story 43 Put Your Project in Context Preliminary Work Funded project 1 Further work Project Goals/Specific Aims Outcomes
The Big Question or The Big Need Quad Chart Example (Formatvariesbyagencyandprogram) Project Title TOP LEFT QUADRANT The Objectives TOP Right QUADRANT Illustration
WHAT you will do using bullet format. A representative illustration BOTTOM LEFT QUADRANT Approach BOTTOM RIGHT QUADRANT Key Milestones and Cost How the task will be accomplished using bullet format. This quadrant also
lists any Co-Pis/Partners 45 When the key milestones of the project will be accomplished How much it will cost So what is a white paper? Also called a concept paper Provides critical info to help P.O. determine fit for agency and program Usually very brief
P.O. provides guidance Example White Paper Format (AFOSR) White paper directions in BAA (your P.O. may ask for something different) Max. 2 pages 6 pages, depending on program Objective General approach Impact on DoD and civilian technology Unique capabilities or experience you have (e.g., collaborative research with DoD labs) Approximate yearly cost for a 3 5 year effort 47
Writing a Compelling White Paper Focus on the outcomes and benefits of your research to the funder Describe the problem clearly Place your research in context of the state of the art Explain why your approach is different Provide a concise overview of what you will do Not We will explore phenomenon x too vague Instead, In Task 1 we will measure x; in Task 2 we will develop y; in Task 3 we will evaluate z 48
AFOSR Unsolicited Full Proposal Format Margins: 1 inch Spacing: single or double spaced Font: Times New Roman, 10 or 12 pt Submit using SF424 form Abstract (300 words) Project Narrative (no page limit) Statement of Objectives Research Effort PI Time
Facilities Special Test Equipment Equipment High Performance Computing Availability Budget Form Other SF 424 forms: Key Person Profile, Project/Performance Site Locations, Human Subject, Animal Use, Environmental Compliance 49 ONR Young Investigator Proposal Elements Project Summary/Abstract
Project Narrative (25 pages) Cover Page Table of Contents Technical Approach Project Schedule, Milestones and Deliverables Management approach Bibliography and References Cited Research and Related Budget 50 Reviewers Attention Level
Cut to the Chase! Get to the exciting Concise background stuff here! Strong, that provides context 14 Unique Intro 12 10 8 Generic Intro 6 4
2 Zzzzzzz Long, scholarly background Get to the exciting stuff here! 0 First Paragraph Heilmeier Catechism
Have a clear structure For example Schedule and Milestones What do you expect to have accomplished after 6 months? After 1 year? After 18 months? Etc. Provides easy-to-find synopsis of your approach for reviewers Demonstrates that your project is properly scoped Shows that your project is well thought out
Example Flow Charts and Schedules Year 1 Objective 1: Development of the hoosits Integration and calibration Optimization of frumpits measurement methodology Objective 2: Assess XYZ XYZ spectroscopy MOA microscopy ABC testing Pandax studies Objective 3: Integrate hoosits with XYZ
Instrument integration Instrument testing Demonstration Year 2 Year 3 Year 4 Year 5 Review Criteria
Primary criteria Technical merits of the proposed research and development Potential relationship of the proposed research and development to DoD missions Other evaluation criteria Likelihood of the proposed effort to develop new research capabilities and broaden the research base in support of US national defense Proposers capabilities integral to achieving ASAF objectives (PIs and teams qualifications, facilities, etc.) Overall realism and reasonableness of the proposed costs
56 Common Mistakes to Avoid Failure to connect research to outcomes of interest to DoD Long, wordy academic introduction Vague plan Unclear outcomes and deliverables 57 Questions?
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