University of Colorado - Boulder V. M. Bright, Jan Slide 1 Preparing Successful Proposals Guidelines on proposal writing, best practices and general advise. Victor M. Bright, PhD College of Engineering and Applied Science University of Colorado at Boulder

University of Colorado - Boulder V. M. Bright, Jan Slide 2 Proposal Preparation Sources for information:  Associate Dean for Research (CEAS)  Office of Contracts and Grants (OCG) Visit websites: x/html Actual Funded Program Announcements: Commerce Business Daily (

University of Colorado - Boulder V. M. Bright, Jan Slide 3 Key Remarks Study current needs and issues Get to know your colleagues from other disciplines Inter- (Multi-) disciplinary teaming arrangement is often a key to success Attend sponsor agency supported workshops Get to know the program managers Serve as proposal reviewer

University of Colorado - Boulder V. M. Bright, Jan Slide 4 Before you begin, put your idea in perspective. (the following set of slides, 5-12, are adapted from DARPA/MTO, they are useful for preparing a power-point presentation of your idea to program managers and may serve as a tool to organize your proposal in a concise and clear way)

University of Colorado - Boulder V. M. Bright, Jan Slide 5 Your Resume (1 chart) Who are you? What is your technical background? What key work have you done in the field? Recognition within the technical community Key awards

University of Colorado - Boulder V. M. Bright, Jan Slide 6 Your Idea (1 chart) What are you trying to accomplish? A visual perspective of what you plan on doing Develop a performance trade space (e.g. power versus speed, etc.) and show current state-of-the- art and where your idea will take it

University of Colorado - Boulder V. M. Bright, Jan Slide 7 Technical Approach How do you plan to accomplish the new capability What new results suggest this is possible Analysis of required performance

University of Colorado - Boulder V. M. Bright, Jan Slide 8 Technical Challenges Breakdown the end product into key technical challenges that need to be overcome Quantify current performance and the final performance required to meet the complete project goals Include visuals or graphics where possible

University of Colorado - Boulder V. M. Bright, Jan Slide 9 Impact If this is successful, what difference will it make How will this new technology impact system performance, technical area (quantify this) How good is it? Who will care? Are there applications? In what field(s)? (Note: NSF Merit Criterion 1, Intellectual Merit)

University of Colorado - Boulder V. M. Bright, Jan Slide 10 Project Plan and Metrics Estimate how long it will take Break the overall program into phases with key performance metrics at the end of each phase (i.e. milestones)

University of Colorado - Boulder V. M. Bright, Jan Slide 11 A good project plan should answer the questions below: PRIMARY What are you trying to accomplish? How is it done now, and with what limitations? What is truly new in your approach, which will remove current limitations and improve performance? How much will performance improve? If successful, what difference will it make? What are the mid-term, final exams or full scale applications required to prove your hypothesis? When will they be done? SECONDARY How could this transition to the end user? How much will it cost?

University of Colorado - Boulder V. M. Bright, Jan Slide 12 Your Vision Overall Objectives: xxx yyy Key Scientific and/or Technical Challenges: xxx yyy Team/Performers : xxx yyy (include a mix of faculty, industry, research institute, and/or govt./national lab performers as appropriate) Milestones: (expected achievements and dates to advance the proposed project) xx yy zz Scientific/Engineering Impact (Intellectual Merit): (How will this work impact the continuing development of the proposed technology/studies into useful engineering systems?) How good is it? Broader Impact: Why is this of importance? So what? Why should the targeted agency invest in your idea? Insert interesting graphic or visual here (preferably w/short caption) An efficient way to sell your idea is to organize it in a quad-chart -- Specific project title --

University of Colorado - Boulder V. M. Bright, Jan Slide 13 Proposal Organization a)Cover page (CU cover page, funding agency cover page if required, DARPA likes quad-charts) b)Abstract/Summary/Executive Summary (typically less than 200 words) a)Project description (Clearly describe problem, hypothesis, etc. Show knowledge of field, subject. Describe proposed experiment, theory, technique, facilities, personnel, etc.) b)Project Schedule (Statement of Work, Milestones) c)References/bibliography d)Biographical sketch/resume e)Current and pending support f)Budget (budget justification) g)Appendices/attachments

University of Colorado - Boulder V. M. Bright, Jan Slide 14 Project description (and subheadings) Typical for NSF, NIH, NASA, DOE, DOD, DOI, etc. i.Specific goals or aims, hypothesis, etc. ii.Background, significance, relevance, etc. iii.Summary of previous work or progress report iv.Data or findings from preliminary investigations v.Experimental approach/methodology/technique vi.Information on collaborators vii.Consortia, multi-disciplinary efforts, etc. viii.“Broader Impacts” in addition to intellectual merits

University of Colorado - Boulder V. M. Bright, Jan Slide 15 Best Practices & Guiding Principles Be/become familiar with funding agencies in your field - Become familiar with program solicitations-announcements, program managers, visit often! Dean’s office provides travel support for faculty under the College’s Faculty Excellence Program. Be familiar with OCG and its resources, web-site, etc. Subscribe to NSF’s “Custom News” Serve as proposal reviewer and panel member. Collaborate with colleagues in your field and across disciplines (centers, multi-disciplinary teams, etc.) Review and keep examples of successful proposals. Prepare your proposal early. Follow prescribed proposal outlines, rules and deadlines. Address “Broader Impacts” in as much detail as possible. Be careful to ask for sufficient funds in your budget. Write with conviction and be a good ‘sales person’! Don’t be shy. Do not excessively cite your own work. Ask colleagues, mentors, postdocs, senior grad students, etc. to critique your proposal.

University of Colorado - Boulder V. M. Bright, Jan Slide 16 NSF Merit Criterion 2: Broader Impacts What are the broader impacts of the proposed research activity? NSF summary of ideas ( Promote Teaching, Training, and Learning (ITLL, etc.) Broaden Participation of Underrepresented Groups (WIEP, MEP, etc.) Enhanced Infrastructure (data bases, digital libraries, etc.) Broad Dissemination (websites, workshops, short courses, etc.) Benefits to Society (research to products transition, public policy, etc.)

University of Colorado - Boulder V. M. Bright, Jan Slide 17 Extent of “Broader Impacts” Depends on Grant Broader Impacts (BI: NSF, Criterion 2) may count up to 50% of the overall proposal evaluation. 3 to 5 pages of the 15-page (NSF) proposal narrative should be devoted to BI, not 1/2 to 1 page as one may think. 1/4 of proposal summary/abstract should be devoted to BI (3/4 to Intellectual Merit, Criterion 1) BI should not be an “afterthought” or taken lightly - the success of your proposal depends on it! For NSF centers (ERC’s etc.): 5-10% of budget should be devoted to BI For individual investigator, group, etc. proposals, approx. 3-7% should be related to BI