Transcript How to Write a Successful RTAR or Work Statement

How to Write a Successful
RTAR or Work Statement
Winter Meeting 2007 – Dallas, TX
Monday – January 29, 2007
Research
How to write
a successful RTAR
(Research Topic Acceptance Request)
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Identify valuable research
Make your case
Provide all required information
Work closely with your research liaison
Research
How to write a successful RTAR or WS
Identify valuable research
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To win, compete:
FY 06-07 Research budget $2,528,200
 FY 07-08 Draft research budget $2,194,300
 Average project ~ $100,000
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~ 20-25 projects/yr ↔
99 TCs & TGs
2006 Annual Meeting RTARs
Accept
 Return
 Reject
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13
7
1
62%
33%
5%
~60% of 1st submissions
Research
How to write a successful RTAR or WS
Identify valuable research
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Focus on the Strategic Plan for Research
http://www.ashrae.org/technology/page/39
RTARs that identify the
specific Strategic Plan
goals served get accepted
Research
How to write a successful RTAR or WS
Identify valuable research
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Do your homework (1)
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Review the key literature
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Clearly define the State-of-the-Art and info gaps
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RTARs that demonstrate a firm grasp of relevant prior
work get accepted.
RTARs that do not leave RAC wondering if it’s been
done get accepted.
Define a valuable and doable objective
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RTARs that will make a significant contribution and
RTARs where the work is well conceived get accepted.
Research
How to write a successful RTAR or WS
Identify valuable research
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Do your homework (2)
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Coordinate with other relevant TCs
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RTARs where relevant TCs have been consulted and
RTARs that do not overlap with others get accepted.
Actively solicit co-funding
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RTARs that have been reviewed by another funding
organization that expressed support get extra
consideration.
Research
How to write a successful RTAR or WS
Make your case
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Identify the Research Strategic Plan goals
served
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RTARs that identify the specific goals served, to what
degree, and why get accepted.
Clearly define the Advancement to the
State-of-the-Art
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RTARs that provide quantitative estimates of the
improvement expected get accepted.
Research
How to write a successful RTAR or WS
Make your case
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Clearly define the Justification and Value to
ASHRAE
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RTARs that get accepted:
 Identify by number, profession or industry the
ASHRAE members impacted.
 State the likelihood that the improvement developed
through the research would be adopted.
 Quantify the anticipated time period over which
widespread adoption would take place.
 Indicate likelihood of ASHRAE intellectual
property.
Research
How to write a successful RTAR or WS
Make your case
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Address negative votes
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RTARs having negative votes are at a disadvantage, but
those that provide the reasons for the negative vote and a
solid response can get accepted.
Provide realistic estimated costs/duration
Respond to prior RAC comments
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RTARs with well-reasoned, complete, point-by-point
responses get accepted.
Research
How to write a successful RTAR or WS
Provide all required info
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Use the current RTAR form!!
http://www.ashrae.org/technology/page/39
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RTARs that use the
current form get
accepted.
Do not use the form
in the Research
Manual – it’s out of
date.
Research
How to write a successful RTAR or WS
Provide all required info
Research
How to write a successful RTAR or WS
Work with your liaison
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Have your liaison review the RTAR before the TC
vote! Liaisons can identify reasons the RTAR might
be returned before you vote it and submit it to
MORTS/RAC, saving you at least 6 months!
Make sure your liaison is informed! Liaisons present
arguments for your RTAR to the entire RAC. A
liaison knowledgeable about your project is better
able to persuade RAC to approve it.
If your project is unusual, controversial, or urgent (or
if you just have too much free time) attend the RAC
meeting to speak for it and answer questions.
Research
How to write a successful RTAR or WS
Examples of actual past
reasons for returns
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Linkage to ASHRAE Strategic Research plan not explicit.
No connection to ASHRAE Strategic Research Plan.
No TC vote.
Large number of absences in TC vote.
I would like to hear a rebuttal of the “Against” vote.
Is the estimated cost for the duration of this project enough? 50K seems low.
Time frame is missing.
Should not TCs in section 5 be partners in this endeavor?
Co-funding should be available from the medical fields.
No reason for ASHRAE to obtain this information because it is available.
Aren't there more references on this?
How does the proposed work relate to work by ____?
Disappointing discussion of state of the art. Hard to believe that we don't
already know this!
No real indication of how the research will add to current understanding.
Research
How to write a successful RTAR or WS
Examples of actual past
reasons for returns
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Is there evidence that the current methods are causing problems? Can you
quantify the impact of any problems? How will this work solve these pbs?
The TC should do some of this literature search and develop a more focused
RTAR and research approach.
Weak justification and value to ASHRAE.
Justification section should avoid some of the broad numbers and focus on
expected savings from reduced fouling.
I think this is a good project, but see it as being of interest to a relatively small
audience.
Objectives for research are much too vague. Specific details are needed.
Important project, but I'd like to see more detail on scope and methodology
of research.
More detail needed in research approach and intermediate steps, probable
models to be used.
What specific steps are to be taken to get useful tools or information to the
ASHRAE membership and the building community?
Research
How to write a successful RTAR or WS
Work Statement cover sheet
Research
How to write a successful RTAR or WS
Work Statement items
Title:
Executive Summary:
Applicability to ASHRAE Research Strategic Plan:
Application of Results:
State-of-the-Art (Background):
Advancement to the State-of-the-Art:
Justification and Value to ASHRAE:
Objective:
Scope:
Deliverables/Where Results Will Be Published:
Level of Effort:
Other Information to Bidders (Optional):
Proposal Evaluation Criteria & Weighting Factors:
References:
Research
How to write a successful RTAR or WS
RTAR and Work Statement items
Title:
100 words
Executive Summary:
Applicability to ASHRAE Research Strategic Plan:
Application of Results:
State-of-the-Art (Background):
Advancement to the State-of-the-Art:
Justification and Value to ASHRAE:
Objective:
Scope:
Deliverables/Where Results Will Be Published:
Level of Effort:
Other Information to Bidders (Optional):
Proposal Evaluation Criteria & Weighting Factors:
References:
GREEN =
RTAR items
RED = New
WS items
Research
How to write a successful RTAR or WS
Work Statement items in RFP
Items not
included in
RFP
Title:
Executive Summary:
GREEN =
Applicability to ASHRAE Research Strategic Plan:
RTAR items
Application of Results:
State-of-the-Art (Background):
Advancement to the State-of-the-Art:
Justification and Value to ASHRAE:
Insert generic ASHRAE requirements
Objective:
plus any project specific deliverables
Scope:
Deliverables/Where Results Will Be Published:
RED = New
Level of Effort:
WS items
Other Information to Bidders (Optional):
Proposal Evaluation Criteria & Weighting Factors:
References:
Research Manual
provides examples
Research
How to write a successful RTAR or WS
Work Statement items in RFP
Title:
Executive Summary:
GREEN =
Applicability to ASHRAE Research Strategic Plan:
RTAR items
Application of Results:
State-of-the-Art (Background):
Advancement to the State-of-the-Art:
Justification and Value to ASHRAE:
Man-months, calendarmonths, and total dollars
Objective:
Scope:
Deliverables/Where Results Will Be Published:
RED = New
Level of Effort:
WS items
Other Information to Bidders (Optional):
Proposal Evaluation Criteria & Weighting Factors:
Additional information not
References:
included elsewhere
Research
How to write a successful RTAR or WS
Work Statement items in RFP
Title:
Executive Summary:
Applicability to ASHRAE Research Strategic Plan:
Application of Results:
State-of-the-Art (Background):
Advancement to the State-of-the-Art:
Justification and Value to ASHRAE:
Objective:
Scope: Technical Approach and Task Statement
Deliverables/Where Results Will Be Published:
Level of Effort:
Other Information to Bidders (Optional):
Proposal Evaluation Criteria & Weighting Factors:
References:
GREEN =
RTAR items
RED = New
WS items
Research
How to write a successful RTAR or WS
SCOPE =
of Work Statement
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The subject matter to be explored
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Materials, equipment, literature or other variables to be researched
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Outline of the research methods to be used
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Description of the standards to be followed
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Consideration on how the data might be reduced, analyzed and presented
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Description of the form in which the results will be reported
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Description of each task and distinct phase of the project (if appropriate)
Objectives
Tasks
Deliverables
Level of effort
Identify significant task results as task
deliverables to facilitate project monitoring
Research
How to write a successful RTAR or WS
Work Statement goes to RAC
Have the WS reviewed by your research liaison
before submitting to the MORTS.
Possible outcomes of RAC review
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WS approved
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WS conditionally approved
Research liaison approves the modified WS and
decides whether a TC vote is required.
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WS returned
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WS rejected
Research
How to write a successful RTAR or WS
Common Work Statement problems
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Incomplete information on the Cover Sheet
(TC vote, recommended bidders)
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Improper WS format
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WS writing lacks clarity
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WS is unclear or inconsistent technically (not biddable)
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A non-uniform playing field
(Information available to TC members/possible
bidders is not available to the general public)
Research
How to write a successful RTAR or WS
If RAC returns your Work
Statement
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Modify the WS per RAC’s comments
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In the transmittal letter explain how you addressed
each comment
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If you disagree with any RAC’s comment, explain why
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Have the WS reviewed by your research liaison
Research
How to write a successful RTAR or WS
TC voting
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Work Statement
- At a meeting: Quorum =>50 % of voting members
WS is approved by a majority of the present voting members
- Via e-mail: WS is approved by a majority of all voting members
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Contractor selection
- At a meeting: Quorum =>50 % of voting members
Proposal is approved by 2/3 of the present voting members
which must constitute a majority of all voting members
- Via e-mail: Proposal is approved by 2/3 of all voting members
Meeting requirements executive session (committee voting and non-voting
members, excluding those with conflict of interest; ASHRAE Staff)
Identification of the recommended contractor shall be kept confidential until
approved by the RAC, Tech. Council, and Board of Directors
Research
How to write a successful RTAR or WS
Final comments
 Think about the researcher who will bid on the project
 Use common sense and Research Manual
http://www.ashrae.org/technology/page/39
 Objectives
Tasks
Deliverables
Level of effort
 Remember RTAR and WS deadlines: August 15 (for Fall Meeting),
December 15 (for winter Meeting), May 15 (for Summer Meeting)
 Work with your research liaison
Research
How to write a successful RTAR or WS