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Proposal Preparation and Submission Information for SBIR/STTR Phase I
Please reference the solicitation for all the requirements This page provides help with entering your proposal within FastLane

All Proposals MUST be Electronically Signed!

In order to prepare a proposal in FastLane you first must be a registered user.  Complete registration instructions can be obtained on the FastLane home page from the `Registration Information´link.

To ensure that your SBIR/STTR proposal uses the correct FastLane forms please reference: Phase I Submission Requirements

For HELP Please Call the FastLane Help Desk
1-800-673-6188

1. Go to the FastLane home page http://www.fastlane.nsf.gov

    - If you are not a registered user or organization, please select the ‘Registration information' link to obtain the needed access.

2. Select the `Proposal, Awards & Status´ link

3.  It is recommended that you read the `Instructions for Preparing and Submitting a Standard Proposal´ link on FastLane. 

4. When you are ready to begin entering proposal information, return to the `Proposal, Awards & Status´ screen of FastLane.  Log-in --Note:  The person who starts the proposal is listed as the PI!  BE WARNED:  If someone other than the PI starts the proposal, the PI cannot be changed.  The proposer will have to start the proposal process over.

    - Last Name
    - Social Security Number
    - Password
    -
    Click  on "Log-in"

5. The next screen will be the `Principal Investigator (PI)/Co-Prinicipal Investigator (CO-PI) Management´

    -Select the `Proposal Functions´ link

6.  The Proposal Functions screen will give you several options.

    -  Select the `Proposal Preparation´link

7.  The `Principal Investigator (PI) Information´screen will appear.

    7a.  You may choose to update or edit PI information by selecting the

      "Edit PI information" button

    7b.  You may choose to prepare your proposal by selecting the

      "Prepare Proposal" button.

8.  Once you select to prepare your proposal the `Proposal Actions´ screen will appear.

    -  Select the "SBIR/STTR Phase I" button.

9. The `Form Preparation´ screen appears.  

    -  You will see a "Forms for Temp Proposal #".  This number allows you to  work on your proposal. When your Authorized Organizational Representative finally submits your proposal, your proposal will be assigned an official NSF proposal number. 

10.There are specific forms that must be prepared for SBIR/STTR proposals.  Click the "GO" buttons beside each form to prepare the various forms.

    10. A.  The Cover Sheet has been divided into 4 sections.  To complete the cover   you must complete the 4 sections.

      1.  Awardee/Performing/Research Organization Selection.

        * Awardee Organization Info is pre-filled from the PI information.
        * STTR proposers must add Research Organization information.  Click on the "GO" for Awardee/Performing/Research Organization Selection. Then click on the "Change Performer/Researcher" button.  {Type as much of the Institution name as possible; click on "Locate Performer/Researcher" button; select Research Institution by highlighting - click on Select Performer/Researcher; a message will appear "Performing Institution Changed" - click "OK"

      Once all information is provided for this section, click on "GO BACK" to return to the `Cover Sheet Components Form´

      2. Program Announcement / Solicitation / Program Description (all information is pre-populated)

        * The Program Announcement/ Solicitation Number will automatically appear if you selected the SBIR/STTR Phase I button (the solicitation number is found on the cover of the solicitation document).

      3. NSF Unit Consideration

      All the information is pre-populated.  If more than one NSF Unit appears on the Current List of related NSF Units.

      * Click the "GO" NSF Unit Consideration and scroll down to the Current List of selected NSF Units.  Highlight the correct one and click on "Move to Top".  Highlight incorrect one and click on "Remove".  Click on "GO BACK" to return to the `Cover Sheet Components Form´.

      4.  Click "GO" Remainder of the Cover Sheet
      Provide the required information to complete the cover sheet. For example, the following information is required:

      *  Closing Date should be:  December 8, 2004 for the topic of Manufacturing Innovation.

      *  Employer Identification Number (EIN) Taxpayer Identification Number (TIN) must be provided.

      * If proposal is being submitted to another Federal Agency you MUST provide the information!

      *Awardee Organization & Performing/Research Organization (for STTR) should already be filled in.

      *Make sure you check the information in the section labeled: Is Awardee Organization:

        For Profit
        Small Business
        Minority Business
        Women-owned Business

      *Title of Proposed Project - A title MUST be begin with following the SBIR or STTR Phase I.

      *  Requested Amount can be left blank. Once the budget is completed, the cover sheet will upload the bottom line from the budget to the cover sheet.

      * Proposal Duration should be filled-in (typically 6 months for SBIR and 12 months for STTR)

      * Check the Appropriate boxes as they apply.

      * SBIR/STTR Phase I Topic:  Select the Topic from the drop-down menu.
       *SBIR/STTR Phase I Subtopic Letter(s), required.
       Please fill in the subtopic. NOTE: The subtopic letter codes are found in the Research topic.  Please reference the appropriate topic.
      Manufacturing Innovation (MI) http://www.eng.nsf.gov/sbir/MI.htm

* The Small Business Concern Certifies that:  A listing of "Yes or No" questions are provided. YOU MUST ANSWER THESE QUESTIONS!!!!

      * Company Officer (for Business and Financial Matters) provide name, title and telephone number

      *  Other Information: Provide the President's Name, Year Firm was Founded; Number of Employees (including parent, subsidiary, or predecessor), and the average number of employees of the past 12 months and the number of employees currently.

      *  For STTR proposers, information is required on the Research Institution Investigator.  The name of the Research Institution is pre-populated, the name of the Research Investigator, and the telephone number of the Research Investigator should be entered.

      *  If the proposal has proprietary information make sure you check the box provided.

      *  Scroll down and answer the Debt and Debarment Certifications

      *  Provide information on the Authorized Organizational Representative.  Name/Title, Phone, Email #, and Fax.

    Click on "OK".  A message will appear, "Your Cover Sheet has been saved"

    Click on "OK" to return to the Form Preparation Screen.

    10. B. Click on GO "Project Summary"

      - The Project Summary screen appears.  The Project Summary has four sections:  FastLane Lane Project Summary Page is basically a blank sheet of paper. The Project Summary MUST begin with, "This Small Business Innovation Research Phase I project" or "This Small Business Technology Transfer Phase I project".  You must provide a Topic Name and Subtopic Letter.  *You have three options to prepare the Project Summary (Use Text Box or Upload PDF, but not both):

      1.  You can prepare your Project Summary by using your own word processing package and then cut & paste your information directly into the text box.

      2.  You can type directly into the text box (spell check is not available).

      3.  You may prepare your Project Summary by attaching a PDF file. (For more detailed information on how to convert a file to PDF and important tips please go to: FastLane PDF Creation Hints and Pointers.), or you can upload the Project Summary as a file. Click on the following for more details about Uploading Files

    Click on "OK" to save the Project Summary form.  A message will return, "Data for Project Summary form saved".

    Click on "OK" to return to the Form Preparation Screen.

10. C. Click "GO" Project Description (Parts 1-7 are in this section) Prepare your SBIR/STTR Phase II Proposal Contents with the specific Parts as outlined on the SBIR/STTR Solicitation. This section cannot exceed 15 pages!

    Part 1: Identification and Significance of the Innovation
    Part 2: Phase I Technical Objectives
    Part 3: Phase I Research Plan
    Part 4: Company Information
    Part 5: Commercial Potential
    Part 6: Consultants and Subawards
    Part 7: Equivalent or Overlapping Proposals to other Federal Agencies

    You must have software installed on your computer in order to create PDF files. To upload your PDF file press the browse button and select the PDF file from your computer (directions on how to Create PDF Files). Once you have selected the file, press the transfer button  to start the transfer. This operation can take several minutes once you have pressed the transfer button, so please be patient. You must Embed Your Fonts to be certain your project description can be viewed properly at NSF and by reviewers.

    When PDF file is uploaded, then Click on "GO BACK" to return to the Form Preparation Screen.

10. D. Click "GO" Reference Cited.   Provide a comprehensive listing of relevant sources to support your proposal.

10. E Click "GO" Biographical Sketches. Provide relevant biographical information for the PI and key personnel.  Include information on present and past employment, education (highest degree and year) and professional experience.  You must also include subawardee and consultants relevant information.                 

Before proceeding to the Budget Form Make sure the necessary personnel for the budget and/or subawardee budget have been added to the system.

Click "GO" Add/Delete Non Co-PI Senior Personnel

    -  "Edit List of Senior Persons on Proposal" screen will appear.

    * Click on "Add/Modify Non Co-PI Senior Personnel to Proposal" button.  The individuals you add will be available for inclusion on  the budget for the company, subaward, or STTR Research Institution budgets.

10. F. Click "GO" Budgets.

- The Project Budget Screen will appear

    - The company name should be highlighted

      - Click on "Add Year" <Year 1 should be highlighted>

      - Click "Add" The system will return to the Project Budget Screen.

      - Click on the hyperlink (under the Year heading) 1 Funds - Personnel

      Provide information for all sections:

      A. Senior Personnel (add key/senior personnel) and provide the number of calendar months and proposed cost.

      B. Other Personnel (provide information on personnel in the categories listed) provide the number of calendar months and proposed cost.

      C. Fringe Benefits (provide a description of the fringe benefits for Senior Personnel and Other Personnel.)

      D. Equipment (not an allowable expenditure in Phase I.)

      E. Travel (one trip to the Phase I Grantees Conference must be budgetted.)

      F. Participating Support Costs (SBIR/STTR does not use this budget line item.)

      G. Other Direct Costs (this includes the following:

      1. Materials and Supplies

      2. Publication Costs/Documentation/distrib

      3. Consultant Services

      4. Computer (ADPE) Services

      5. Subcontracts

      6.Other

    NOTE -- All budget line items MUST be explained

    H. Total Direct Costs (this is the total of items
    A - G)

    I. Indirect Costs

    J. Total Direct And Indirect Costs

    K. Fee (If requested; maximum equals 7% of line item J.)

    L. Total Cost and Fee (this is the total cost of the proposal).

    Click on "Calculate & Save"

FOR SUBCONTRACTS OR STTR RESEARCH INSTITUTIONS BUDGETS (otherwise skip this section, go to -- 10.G Budget Justification)

-  Click "Add Another Organization" button from the Project Budget screen

    *  Type a few characters of the Institution´s Name.  Click the radio button "Contains" and then click on "Locate" (If you cannot find this institution, please contact the Fastlane Help Desk at 1-800-673-6188).

    * Highlight the desired institution from the list by clicking on it, then click on the "Select" button. 

    * A screen appears with a box entitled Currently PI is set to either select someone in the box or add an individual by selecting the "Senior Per" link on the right hand side.

10.G.  Budget Justification.  Complete detailed justificationis required.

    To complete the budget justification page:

      -  Click on "Budget Justification"

    Prepare a detailed Budget Justification for both the Company and if applicable, the Research Institution and/or Subawardee.

      -  Cut and Paste the budget justification into the text box
      -  Type directly into the text box
      -  Upload a PDF file

    The following items are required to be addressed in the budget justification:

    1.  Direct Labor
    2.  Permanent Equipment
    3.  Travel
    4.  Materials and Supplies
    (all materials & supplies must be broken out.)
    5.  Publication Costs
    6.  Consultant Services
    7.  Computer Services
    8.  Subawards
    9.  Other
    10. Fee

    Click on "GO BACK" once all data is supplied.  You will return to the Project Budget Screen; select "GO BACK" once again to return to the Form Preparation Screen in order to select the next form.

10.H. Click "GO" Current & Pending Support.  Provide information about all projects and/or research to which the PI and other senior personnel either have committed time or have planned to commit time.  There are two ways to prepare current and pending support.

    1.  You can fill out current and pending support items by clicking on the correct PO/CO-PI or senior person and clicking on the "New Form" button.  Then type in the data and save it by clicking on the "OK" button.  Each entry can be edited by selecting it and clicking on the "Edit" button and deleted by selecting it and clicking on the "Delete" button.   All entries for an investigator will be printed out together.

    2.  The user can also upload each current and pending support form as a file.  To upload a file, click on the correct PI/CO-PI or senior person and click on the "New Form" button and then click on the "Transfer File" buttonThe user can also upload all of the current and pending support forms for the proposal as on file by clicking on the PI´s Name, choosing the file, and clicking on the "Transfer File" button.

10.I.  Click "GO" Facilities, Equipment and other Resources.  Provide a description that specifies significant equipment, instrumentation, computers, and physical facilities necessary to complete the portion of the research proposed.  There are two ways to prepare the facilities form.

    1.  After clicking on the "GO" button to the left of "Facilities, Equipment and other Resources", you can fill out the text fields and save the form by clicking on the "OK" button.  You can delete the form by selecting the "Delete" button.

    2.  You can also upload the Facilities form as a file.

10.J. Click "GO" Supplementary Docs. 

1. Letters of Technology Support (this is required for all proposals). Proposals must be market-driven and identify the end users of the proposed technology and its potential for commercialization. The proposed technology must target the private sector (Government and non-profits do not qualify) and one or more letters os support is manadory.

2. The Company Commercialization History (this is a requirement for all proposals in which the company has received Phase II awards; failure to provide this information will render your proposal as "inappropriate" and the proposal will be returned without review).

3. The Cooperative Research Agreement (this only required for STTR proposals).

There are several ways to prepare Supplementary Documentation information.

    1.  You can cut and paste text from a word processed document.  However, doing so will only transfer text.  Special formatting such as bold-facing, italicizing, and underlining will be lost in the cut-and-paste process.  You will experience best results if you format with spaces, not tabs.

    2.  You can type text directly into the form using the interface provided.  Special formatting such as bold-facing, italicizing, and underlining cannot be included in a web text block.  When the Supplementary Documentation is complete, choose "OK" to save the data.

    3.  You can upload the Supplementary Documentation as multiple files. follow the Uploading

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Last updated:
23-Jul-2004

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