RespondingRAPIDly andremainingNIIMBLintheManufacturingUSAproposaldevelopment

phase: Adaptingresourcesinachangingresearchlandscape

May9,2018

UniversityofDelawarePresenters

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• LeighBotner,ResearchDevelopmentDirector

• DawnJory,AssociateOperationsDirector,NIIMBL

• KathleenSanford,OperationsDirector,NIIMBL

OverviewofDiscussion• UDsubmittedthreeNNMIproposals

– Twofullproposals(AccelerateAmericaandNIIMBL)– Onesubaward proposal(RAPID)

• UDreceivedawardsforNIIMBL($70M)andRAPID($7.1M)

• QuicklyreviewresourcesutilizedwithAccelerateAmericaandRAPID

• Focustimeoninfrastructure/resourcesassociatedwithNIIMBL2

UDOverview

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• State-assisted,privatelygovernedinstitution• LandGrant,SeaGrantandSpaceGrantinstitution• Researchuniversitywithveryhighresearchactivity

• FY17sponsoredprogramexpenses:$213.5M• Proposalssubmitted:1,696• Proposalawarded:697

• Studentbodyencompasses:• >17Kundergraduatestudents• >3Kgraduatestudents• 841associateinarts

• Facultybody:~1K

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CurrentResearchOffice

RegulatoryAffairs

ResearchDevelopment

ResearchAdministration

FederalRelations

ResearchCommunications

ROInstitutes OEIP

Colleges

Institutes

Typical administrative structures for UDsingle investigator proposals

Faculty Dept. Admin C & G Proposal out the door!

CollegeandInstituteLevelSupport• Admin support varies depending upon the college and/or institute• Experience level of admins varies as well

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Typical administrative structures for UD collaborative proposals

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Faculty C & GProposal out

the door!

Dept. Admin

Moving towards transdisciplinary structures- 2010

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Faculty Dept. Admin

C & GProposal out

the door!

NationalNetworkofManufacturingInnovation• In2012,PresidentObamaannouncedplantoinvest$1Btocatalyzeanational

networkofupto15manufacturinginnovationinstitutesandcalledonCongresstoactonthisproposalandcreatetheNNMI

• NISTreleasefirstopensolicitationin2016• FirstFivefederalagencies:

– DepartmentofDefense– DepartmentofEnergy– DepartmentofCommerce– NSF– NASA 9

2014DOENNMISolicitationReleased

• IssueDate: 02/25/2014• InformationalWebinar: 03/06/20143:00PMET• SubmissionDeadlineforConceptPapers: 04/22/20145:00PMET• SubmissionDeadlineforFullApplications: 06/19/20145:00PMET• SubmissionDeadlineforRepliestoReviewerComments: 07/24/20145:00PMET• ExpectedDateforEERESelectionNotifications: September2014• ExpectedTimeframeforAwardNegotiations: 90days

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CleanEnergyManufacturingInnovationInstituteforCompositesMaterialsandStructures

• TotalAmounttobeawardedwas$70Mforoneaward

• Periodofperformanceupto60months

• Typeoffundingagreementwascooperativeagreement

• Requiredminimumof50%ofthetotalallowablecosts

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SolicitationRequirements

• Managementbya501(c)organization• Spaceforinstitute• Partnershipswithcompanies,researchuniversities,communitycolleges,non-

profits• Nondisclosureagreements,conflictsofinterest,bios,budget,budgetjustifications

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AccelerateAmericaTenWeeksandCounting!

• 4/14/14- VPRaskedRDOtoreachouttoacollegelevelinstitutethatwasworkingwithanexternalconsultanttoprepareaDOEconceptpaperforanNNMI

• 4/22/14- Conceptpapersubmitted

• 4/28/14- RDOinitiatedweekly“allhandsondeck”conferencecalls

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Crossing Boundaries- 2014

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Faculty 8 Non Traditional Admin Teams

C & G

Proposal out the door!

AdminTeams1. Dept.Admins(Totalof4:3dept.admins&1C&G)2. C&Gs (Totalof2plussupervisor)3. Costshare(PI,VPR,Assoc.Dean,VPRofResearchAdmin,OEIP)4. Operations/Mgt Plan(Assoc.VPRofResearchAdmin,Univ.BudgetOfficer,

GeneralCounsel,PostAwardDirector,ManagerofCostAccounting)5. IPMgt Plan(OEIP,ROCounsel)6. ManufacturingPlan(PI,coPIs,OEIP)7. Compliance(Assoc.VPRofRegulatoryAffairs,DirectorofRes.Compliance)8. NonNNMI(LeadershipfromCOE,supervisorsfromRO,staffreassignedto

assistwithnonNNMIrelatedresponsibilities(thosewhopickeduptheslack!))15

CollaborationResources

• Weeklyconferencecallwithallparticipants(facultyandadminteams)• Formalagenda,minutes,timeline• Googledocsforsharingofdocuments• UtilizedtwoTeamworkaccounts(oneforfaculty,oneforadminteam)• UDadminexpertwithDOEbudgets• Utilizedanexternalconsultingfirmtohelpwithgrantwritingandbringing

companiesonboard

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Outcome

• $70MDOErequest,$80Mmatch,150collaboratingpartners• Oneoftwoinvitedtoareversesitevisit• Ultimatelydidnotreceiveanaward• LearnedagreatdealwhichprovidedafoundationforourfutureNNMIefforts

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2016DOENNMISolicitationReleased

• IssueDate: 05/05/16• InformationalWebinar: 05/11/163:00PMET• SubmissionDeadlineforConceptPapers: 06/15/165:00PMET• SubmissionDeadlineforFullApplications: 08/17/165:00PMET• SubmissionDeadlineforRepliestoReviewerComments: 9/15/165:00PMET• ExpectedDateforEERESelectionNotifications: Fall2016• ExpectedTimeframeforAwardNegotiations: 120days

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RAPID

• NIIMBLproposaldevelopmenteffortshadbeenongoingforalittleovertwomonths

• LeadershipdecidedthatUDdidnothavethescientificoradministrativecapacitytoleadasecondNNMI

• ActivelysearchedforaleadorganizationthatalignedwellwithUD’sstrengths– PartneredwiththeAmericanInstituteofChemicalEngineers

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Fell back on typical RDO structure- 2016

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Faculty Dept. Admin

C & GProposal out

the door!

NISTNNMIOpen-TopicCompetition

• TotalAmounttobeawarded$70Mtooneawardee

• Periodofperformanceupto60months

• Typeoffundingagreementwascooperativeagreement

• Requiredminimumof1:1costshare,withadditionalcostsharebeingreviewedfavorably

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NISTNNMISolicitationReleased

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• IssueDate: 02/19/2016• NNMIproposersdaywebinar 03/08/2016• WebinarResourcesandFAQ 03/28/2018• SubmissionDeadlineforConceptPapers: 04/20/2014• ExpectedDatefornotificationtosubmitFullApplication: 05/23/2016• InformationalWebinar: 06/16/2016• SubmissionDeadlineforFullApplications: 07/22/2016• PostApplicationQuestions August– November• ReverseSiteVisitPracticeinBoston,MA 09/18/2016• ReverseSiteVisitatNIST 09/30/2018• ExpectedDateforNISTSelectionNotifications: November2016• ExpectedTimeframeforAwardNegotiations: 90days

SolicitationRequirements• SpacefortheInstitute• Partnershipswithcompanies,researchuniversities,communitycolleges,non-

profits,small-to-mediumenterprises(SMEs)• Sustainabilityplan• Governancestructure,includingconflictofinterestpolicyandIntellectualProperty

paradigm• SampleAnnualInstitutePlan,including5sampleprojects

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ProposalFormatInadditiontotheTechnicalVolume,theproposalincludedthefollowingappendices:

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GanttChart/Timeline Resumes

TableofAbbreviationsandAcronyms LettersofCommitment

Bibliography LettersofInterest

TableofFundedParticipantsandUnfundedCollaborators

EstimatedFundingbyWorkBreakdownStructure(WBS)

TableofCostShareComponentsandContributors

IndirectCostRateAgreement

ComplianceMatrix DataManagementPlan

BudgetTableandBudgetNarrative

EnhancingFlexibilityandCollaboration:2016Changesto

Structure

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Proposaloutthedoor

UDPI

CollaboratingInstitutions

SponsoredPrograms

Coordinators

UDLeadership

ResearchDevelopmentCoreTeam

ResearchDevelopmentCoreTeam

• Included2ContractandGrantsSpecialistsfromcentralresearchofficeand1SponsoredProgramsCoordinatorinthecollege.

• Workloadslightenedforthese3staffmemberstoenablemoretimededicatedtotheproject

• Interfacedcloselywithallfacetsofthestructure

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ProposalTeam• GovernanceandMembershipTierStrategy

1. UDPI2. Add.UDfaculty/researchscientistsand

collaboratingpartnerinstitutions3. Consultingfirm4. UDleadership5. ResearchDevelopmentCoreTeam

• BudgetPlanning1. UDPI2. ResearchDevelopmentCoreTeam

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• ProposalWriting/Refining/Layout1. UDPI2. Add.UDfaculty/researchscientists

andcollaboratingpartnerinstitutions3. ResearchDevelopmentCoreTeam4. UDCommunicationsSpecialist5. Consultingfirm

• SubcontractingCoordination1. ResearchDevelopmentCoreTeam2. SponsoredProgramsCoordinators

ProposalTeam,cont.• IntellectualPropertyplanning

1. UDPI2. OfficeofEconomicInnovationand

Partnerships3. ResearchOfficeCounsel

• Statecostsharestrategyandrecruitment1. UDPI2. Add.UDfaculty/researchscientists

andcollaboratingpartnerinstitutions3. VPResearch4. DeanofEngineering5. DirectorofFed.Gov.Relations 28

• WBSandoperationalplanning1. UDPI2. ResearchDevelopmentCoreteam

• 501(c)3development1. UDPI2. VPResearch3. ResearchDevelopment CoreTeam4. AssociateVPRforResearchAdmin.5. GeneralCounsel'sOffice6. VPFinance7. ManagerofFederalCostAccounting

CollaborationResources• Weeklyconferencecallwithallparticipants(facultyandadminteams)• Formalagenda,minutes,timeline• UtilizedtwoTeamworkaccounts(oneforfaculty,oneforadminteam)• DeployedresourcesdevelopedinpreviousNNMIeffortsfromUD(fromAccelerate

America)andpartnerorganizations(fromotherNNMIproposals)– Subrecipientinformationpackets– Budgettemplate

• Utilizedanexternalconsultingfirmtohelpwithproposallayoutandgraphicsaswellaspartnerrecruitment

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UsingtheStructuretoAddressChallenges:501(c)3

• Theneedtoproposethattheawardbemadetoa501(c)3presentedseveralchallenges.

• FlexiblestructureenabledteamtopullexpertisefromdifferentelementswithinandoutsideofUDtoplan.

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Challenge CollaborativeSolutioning

Creationofthe501(c)3andcorporatestructure

UDPI,UDleadership,PartnerOrganizations,RDCore

Budgetgeneration UDPI,RDCore,AVPResearchAdmin,VPFinance

UsingtheStructuretoAddressChallenges:Partnering

• Gettingindustrybuy-inandsupportwithoutcommittingtothemembershipfees– Workshopsheldacrossthecountry

• Gettingacademicinstitutions’buy-inandsupportwithoutguaranteeoffunding– Usingpartnerstoexpandthenetwork

• Gettingstategovernments’buy-inforsignificantcostshare– Usingpartnersandorganizationalleadership

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UsingtheStructuretoAddressChallenges:DocumentGenerationandRefinement

• ProposalWriting/Refining/LayoutwasaccomplishedbyutilizingacoloredreviewprocesscomprisedofPI,ResearchDevelopmentCoreteam,additional

UD faculty/researchscientistsandcollaboratingpartnerinstitutions.• Asubsetofthemembersfromthefivecoreteamsperformedtheearlyreviews

• Asthereviewsprogressedthereviewteamsgrewsmaller• Finalreviewwasconductedbyreviewerswhowerenotpartoftheteam

• ResearchDevelopmentCoreteamcontributedsignificantlytoseveralsupplementaldocuments.

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ProposalFormatInadditiontotheTechnicalVolume,theproposalincludedthefollowingappendices:

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GanttChart/Timeline Resumes

TableofAbbreviationsandAcronyms LettersofCommitment

Bibliography LettersofInterest

TableofFundedParticipantsandUnfundedCollaborators

EstimatedFundingbyWorkBreakdownStructure(WBS)

TableofCostShareComponentsandContributors

IndirectCostRateAgreement

ComplianceMatrix DataManagementPlan

BudgetTableandBudgetNarrative

UsingtheStructuretoAddressChallenges:Post-SubmissionQ&AandReview

• ResearchDevelopmentCoreteamcontinuedtosupporttheproposalinthepost-submissionstage.– Respondingtosponsorquestionsandrequestsforclarification

• Pre-selectionInterviewpreparationanddelivery– PI,UDLeadership, additionalUD faculty/researchscientistsandcollaborating

partnerinstitutions,andtheResearchDevelopmentCoreteamrehearsedandcompletedamockpre-selectioninterviewpaneltoprepare.

• SupportedthetransitionfortheInstitutefromconcepttoreality

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Outcome

• FirstopentopicNISTsupportManufacturingUSAInstitutetobefunded.• 90memberorganizationsjoined(includingcoremembersoftheproposalteam)

– LargeBioPharmaceuticalcompanies– AcademicInstitutions– Start-ups,SME,NFP,States– Federalstakeholders

• Executed2callsforproposalinthefirstyearoftheInstitute

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OutcomeResearchDevelopment

• NewSeniorAssociateVicePresidentforResearch– Proactive/strategicplanningaroundfederalpriorities

• Crossingboundariesonmoreandmoreproposals– Relyingonexpertisenotrole– WillmodelfuturelargeproposalsubmissionsonNIIMBLresourcestructure

• Utilizingexternalconsultantsmoreandmore– Initiatingnewgrantwriter/editingandgraphicassistanceprogram

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