U.S. DOE HYDROGEN and FUEL CELLS PROGRAM and VEHICLE TECHNOLOGIES OFFICE ANNUAL MERIT REVIEW AND PEER EVALUATION MEETING June 8-12, 2015 DOE Vehicle Technologies Office Presentation Instructions and Examples

2 Presentation Due Dates and Delivery Information Your presentation is due to Alliance Technical Services at by April 10, 2015! Please put your Project ID in the Subject Line of your If your presentation is too large to , contact Rich Bechtold ) for alternative delivery options. A PowerPoint file (saved as a 2010 file or earlier version) of your presentation is required; a PDF version in addition is helpful but not sufficient by Reviewers will be receiving your presentation prior to the meeting to supply adequate time to review your material beforehand.

3 Delivery Information (con’t) Please name your electronic PowerPoint presentation file using the file name supplied to you in your presentation request . If your presentation includes videos, please submit two versions – one with the videos embedded and one without them. The version without the videos will be used to make the pdf file. You should include images where the videos are in the non-video version. Since presentations with embedded videos are large, we will work with you to get them transmitted to us. Before sending your file, please do a “save as” – this will minimize the file size.

4 Questions? Contact: Rich Bechtold at (443) or Melissa Laffen at (301) technicalservices.com

5 General Instructions

6 VERY IMPORTANT! Your presentation is public and will be posted to the DOE Vehicle Technologies (VT) Office website. You must include the phrase “This presentation does not contain any proprietary, confidential, or otherwise restricted information” on at least the first slide (you may put on all slides if you wish). Do not include any proprietary or confidential information. It is your responsibility to ensure that any subcontractor information is not proprietary or confidential. Your presentation may not include any slide that has “Official Use Only” or “Sensitive” or any similar wording, or information that your organization might construe as being in such categories.

7 VERY IMPORTANT! Do not use any copyrighted information or graphics or intellectual property – if you use such information, it must be properly attributed. Do not assume subcontractor information may be used without their approval. Do not assume that information or images published on a website can be used without permission. If you use copyrighted graphics (including copyrighted photos), you must provide written permission along with your submitted file for it to be accepted by the DOE for the purposes of the Review. Intellectual property includes copyrighted material, including documents, logos, photos, scripts, software, and videos or animations of any type; trademarks; service marks; patents; and proprietary, or confidential information. Also see the indemnification statement on the next slide.

INDEMNIFICATION – do not include in your presentation By submitting a presentation file to Alliance Technical Services, Inc. for use at the U.S. Department of Energy’s (DOE’s) Hydrogen and Fuel Cells Program and Vehicle Technologies Office Annual Merit Review Meeting, and to be provided as hand-out materials, and posting on the DOE’s website, except for employees of the Federal Government and DOE laboratory managing and operating contractors, the presentation authors and the organizations they represent agree to defend, indemnify and hold harmless Alliance Technical Services, Inc., its officers, employees, consultants and subcontractors; the National Renewable Energy Laboratory; the Alliance for Sustainable Energy, LLC, Managing and Operating Contractor of the DOE’s National Renewable Energy Laboratory; and the DOE from and against any and all claims, losses, liabilities or expenses which may arise, in whole or in part, from the improper use, misuse, unauthorized use or disclosure, or misrepresentation of any intellectual property claimed by others. Such intellectual property includes copyrighted material, including documents, logos, photos, scripts, software, and videos or animations of any type; trademarks; service marks; patents; and proprietary, or confidential information. Employees of Federal Government agencies and DOE laboratory managing and operating contractors collectively represent and warrant that they have acquired the rights and/or permission for use of all intellectual property, as listed above and claimed by others, that is needed for developing and submitting a presentation file to Alliance Technical Services, Inc. for use at the DOE’s Hydrogen and Fuel Cells Program and Vehicle Technologies Office Annual Merit Review Meeting, and to be provided as hand-out materials, and posted on the DOE’s website. 8

9 Preparation Instructions Oral presenters will be allowed 30 minutes – 20 minutes for the prepared presentation and 10 minutes for questions – time limits will be strictly enforced. Thus, oral presentations should contain a maximum of presented slides. Except for the time and number of slides requirements, these instructions and examples apply to Poster presentations as well as Oral presentations. Evaluation and weighting criteria should be considered when planning and organizing your presentation!

10 Poster presentations should use these instructions so that the reviewers have a common basis of comparison to the oral presentations – just bring print-outs of your slides to put on poster boards (except for the Reviewer- Only slides), or you may prepare a large one-sheet poster that includes this information. Note, however, that a regular PowerPoint presentation (saved as a 2010 file or earlier version), with slides sized for viewing on a computer screen, is required to be submitted, even if you plan to present a one-sheet poster. While oral presentations are time limited, poster presentations are space limited. The poster boards are approximately 4 feet vertical by 8 feet horizontal. Push pins will be provided for you to display your poster. Preparation Instructions

Presentation Files The PowerPoint file (save as a 2010 file or earlier version) you submit will be used for presentation at the AMR through a PDF interface (minus the Reviewer-Only slides). All the PowerPoint presentations are converted to PDF files for the reviewers, for the handout DVD, and for posting to the Web. The PDF files will not include PowerPoint animations or videos. 11

Color Choice and Font Use high-contrast, dark colors for both oral and poster presentations. The oral presentation screens are generally as large as the rooms allow. For posters, the rooms used generally do not have strong lighting and light colors will be difficult to see. The following template slides are a good guide to font sizes that have good readability. Do not use proprietary fonts. The pdf conversion process will substitute a similar font, but often with unsatisfactory results. 12

DOE Logo/Seal Do not use the DOE logo/seal – it is reserved for use by the Secretary 13

14 Guidelines for Number of Slides The primary presentation should contain a maximum of presented slides. You may include up to five technical back-up slides for reference purposes and for the reviewers. They may be presented as time permits or referenced during the Q&A period. These slides must be placed after the primary presentation and separated from the primary presentation using a divider slide titled “Technical Back-Up Slides”. Except for the time and number of slides requirements, these instructions and examples apply to Poster presentations as well as Oral presentations. (See next page for further guidelines.)

Guidelines for Number of Slides (continued) 15 Additional slides for reviewers only must be provided in a separate section following back-up slides. There is no limit to the number of reviewer-only slides that may be included, but only essential information should be included so as not to overwhelm the reviewers. A divider slide titled “Reviewer-Only Slides” should be used to separate this section from the technical back-up slides. These slides will be provided to reviewers prior to the AMR but will be deleted from the PowerPoint file that is to be presented during the AMR, as well as from the PDF that will be posted on DOE’s website following the AMR.

16 Evaluation Criteria Relevance20% Approach/Strategy for Deployment20% Technical Accomplishments and Progress40% Collaborations and Coordination with Other Institutions10% Proposed Future Work/Proposed Future Activities 10% These criteria and weights should be considered when planning and putting together your presentation! When a bullet is divided by a forward slash, the left side of the slash refers to R&D projects while the right side refers to deployment projects.

17 Slide Titles Except for the mandatory Title, Overview, and Summary slides, all slide titles/headings should relate directly to the evaluation criteria! (i.e., Project Objectives - Relevance) Instruction

18 Specific Instructions The following guidelines provide specific information on mandatory slides and the type of information expected within the criteria guidelines. Your presentation should include: –the mandatory Title slide –mandatory Overview slide –one or more slides as appropriate for each review criterion –mandatory Responses to Previous Year Reviewers’ Comments slide –mandatory Summary slide –optional Technical Back-Up slides –optional Reviewer-Only slides –Illustrative example slides follow Instruction

19 Mandatory Title Slide Please format your Title slide per the following slide, appropriately inserting your project title, the name of the principal investigator, the name of the presenter if different from the principal investigator, organization, and project ID# (which will be provided to you by Alliance Technical Services). Instruction

2015 DOE Vehicle Technologies Office Review Presentation Template (replace with your title) P.I. Name (always include) Presenter Name (if not the P.I.) Organization Date Project ID # (this will be provided to you) This presentation does not contain any proprietary, confidential, or otherwise restricted information Template

Example Title Slides The following are some title slides that meet the criteria for title slides. 21

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25 Mandatory Overview Slide Please prepare an Overview slide formatted and containing the information per the following slide: –Timeline (please confirm dates with your DOE HQ/NETL manager(s)) –Budget (please confirm values with your DOE HQ/NETL manager(s)) –Barriers (please list up to 3 technical barriers and technical targets from the VT Office Multi-Year Program Plan addressed by your project to be found at mypp_ pdf) mypp_ pdf –Partners Instruction

26 Project start date Project end date Percent complete Barriers addressed –(List up to 3 technical barriers and technical targets from the VT Program Multi-Year Program Plan addressed by your project (if you do not have them, go to clesandfuels/pdfs/program/vt_my pp_ pdf to obtain them)) clesandfuels/pdfs/program/vt_my pp_ pdf Total project funding –DOE share –Contractor share Funding received in FY14 Funding for FY15 (see notes for details) Timeline Budget Barriers Interactions/ collaborations Project lead Partners (View the PowerPoint “Notes” page for additional instructions) Overview Template

Example Overview Slides The following are some overview slides that meet the criteria for overview slides. 27

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31 Relevance counts for 20% of your total project score. The title of these slides should make it clear that they count toward your project’s relevance! Information to include: –Objectives: Describe the objective of your project and what you were to achieve in the work covered by your presentation, i.e., the objective of your work over the past year (March 2014 – March 2015) –Your objectives should make it clear what the relevance of your project is to the VT Office (more information on the VT Office can be found through this Web site and its contained links: ml ml –The impact your project has on addressing the barriers identified in the Overview slide and other specific targets and milestones. (View the PowerPoint “Notes” page for additional instructions) Relevance Instruction

Example Relevance Slides The following are some relevance slides that meet the criteria for relevance slides. 32

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36 Milestones Include milestones and go/no-go’s for FY 2014 and FY The following are some example milestone slides. Instruction

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40 Approach/Strategy counts for 20% of your total project score. The title of these slides should make it clear that they count toward your project’s Approach/Strategy! Describe overall technical Approach/Strategy: –Emphasize unique aspects of your work and de-emphasize discussion of equipment used –Discuss how your work addresses the project’s technical barriers –Describe how your project is integrated with other research or deployment projects within the VT Program –Use simple statements so that scientists and engineers, not experts in your area, can readily understand the explanation of your approach. Include the planned milestones and go/no-go decisions for FY 2014 and FY 2015 and current status toward them. (View the PowerPoint “Notes” page for additional instructions) Approach/Strategy Instruction

Example Approach/Strategy Slides The following are some Approach/Strategy slides that meet the criteria for Approach/Strategy slides. 41

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45 Technical Accomplishments and Progress count for 40% of your total project score. The title of these slides should make it clear that they count toward your project’s technical accomplishments and progress! Each slide should include a summary (“Take-Home”) message, especially those that contain data. Describe the most important technical accomplishments achieved during this reporting period and their significance (from last year’s review to date for existing projects, or progress to date for new projects). Include relevant data to support your accomplishments. Relate the accomplishments to project milestones, barriers, objectives, and technical targets! Benchmark the progress versus FY 2014 results, if applicable. (View the PowerPoint “Notes” page for additional instructions) Technical Accomplishments and Progress Instruction

46 Include no more than 1 slide on previous accomplishments and CLEARLY indicate work previously presented versus new work! To assist the reviewers evaluating your work, please include bullet comments of the key points on each slide. Include sufficient slides to explain what was done leading to the technical accomplishments. However, please limit your slides to the time you have available – the 20-minute presentation time will be STRICTLY enforced! Though your presentation will be in color, it is best to choose colors and data symbols that can be easily distinguished in black and white for those reviewers using hardcopies Technical Accomplishments and Progress (cont.) Instruction

Example Technical Accomplishments Slides The following are some Technical Accomplishments slides that meet the criteria for Technical Accomplishments slides. 47

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51 If yours is an on-going project that was reviewed last year, address 1-3 significant questions/ criticisms/recommendations from the previous year’s reviewers’ comments, available at: annual-merit-review. Last year’s presentations can be found at: review-and-peer-evaluation Responses to Previous Year Reviewers’ Comments If your project was not reviewed last year, please indicate as such. Instruction

Example Response to Reviewer Comments Slides The following are some Response to Reviewer Comments slides that meet the criteria for Response to Reviewer Comments slides. 52

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57 Collaboration and Coordination with Other Institutions Collaborations and Coordination with Other Institutions count for 10% of your total project score. The title of these slides should make it clear that they count toward your Collaborations and Coordination with Other Institutions! List your project collaborators, indicating: –Relationship (i.e., prime, sub, etc.) –Industry, university, Federal laboratory –Within or outside the VT Program –Extent of the collaboration. Instruction

Example Collaboration and Coordination Slides The following are some Collaboration and Coordination slides that meet the criteria for Collaboration and Coordination slides. 58

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Remaining Challenges and Barriers Highlight the key remaining challenges and barriers to meeting the project objectives. The remaining challenges and barriers should provide justification and support for the future plans in the following slide. 62 Instruction

Example Challenges and Barriers Slides The following are some Challenges and Barriers slides that meet the criteria for Challenges and Barriers slides. 63

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67 Proposed Future Work counts for 10% of your total project score. The title of these slides should make it clear that they count toward your Proposed Future Work! Explain what it is you plan to do during the rest of this year (FY14) and next year (FY15). Provide justification for future plans. Be as specific as possible; avoid blanket statements. Highlight upcoming key milestones. Address how you will deal with any future decision points during that time and any remaining issues or barriers, including any alternative development pathways under consideration to mitigate risk of not achieving milestones. (View the PowerPoint “Notes” page for additional instructions) Proposed Future Work Instruction

Example Proposed Future Work Slides The following are some Proposed Future Work slides that meet the criteria for Proposed Future Work slides. 68

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72 Summarize the key points you wish the reviewers and the audience to take away from your presentation. For those projects that are working toward specific technical targets, include a Summary Table summarizing key FY15 technical results compared to FY14 results and the technical targets (see example slides in following section). Mandatory Summary Slide Instruction

Example Summary Slides The following are some Summary slides that meet the criteria for Summary slides. 73

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77 Technical Back-Up Slides (Note: please include this “separator” slide if you are including back-up technical slides (maximum of five technical back-up slides). These back-up technical slides will be available for your presentation and will be included in the DVD and Web PDF files released to the public.) Instruction

78 Reviewer-Only Slides Publications and Presentations Critical Assumptions and Issues (Note: please include this “separator” slide between those to be presented and the “Reviewer-Only” slides. These slides will be removed from the presentation file and the DVD and Web PDF files.) Be aware that if you do not submit Reviewer-Only slides, your Merit Review score will likely be reduced. Instruction

79 Instructions for Reviewer-Only Slides (Not a template slide – for information purposes only) The following slides are to be included in your submission for Peer Evaluation purposes, but will not be part of your Oral presentation – they will be provided to reviewers only. If you have a Poster presentation, submit the Reviewer- Only slides with your presentation to Alliance Technical Services but do not include them in your presented Poster. Instruction

80 List any publications and presentations that have resulted from work on this project. Use at least 12-point font. Note: This slide is for the use of the Peer Reviewers only – it is not to be presented as part of your Oral or Poster presentation. These Reviewer-Only slides will be included in the copy of your presentation that will be made available to the Reviewers. Publications and Presentations

Example Publications and Presentations Slides The following are some example Publications and Presentations slides. 81

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85 Address 3-5 of the critical assumptions and/or problems affecting the outcome of your project. Briefly describe the problem as well as potential solutions, both within and beyond the scope of the project. Exclude funding issues. Critical Assumptions and Issues Note: This slide is for the use of the Peer Reviewers only – it is not to be presented as part of your Oral or Poster presentation. These Reviewer-Only slides will be included in the copy of your presentation that will be made available to the Reviewers.

Example Critical Assumptions and IssuesSlides The following are some example Critical Assumptions and Issues slides. 86

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90 Questions? Contact: Rich Bechtold at (443) or Melissa Laffen at (301) technicalservices.com