How to Write a Successful RTAR or Work Statement

Research

How to Write a How to Write a Successful RTAR or Successful RTAR or

Work StatementWork StatementWinter Meeting 2007 – Dallas, Winter Meeting 2007 – Dallas,

TXTXMonday Monday –– January 29, 2007 January 29, 2007

How to write a successful RTAR or WS

Research

How to write a successful RTAR

1.1. Identify valuable researchIdentify valuable research

2.2. Make your caseMake your case

3.3. Provide all required informationProvide all required information

4.4. Work closely with your research Work closely with your research liaisonliaison

(Research Topic Acceptance Request)


Research

Identify valuable research

To win, compete:To win, compete: FY 06-07 Research budget $2,528,200FY 06-07 Research budget $2,528,200 FY 07-08 Draft research budget FY 07-08 Draft research budget

$2,194,300$2,194,300 Average project ~ $100,000 Average project ~ $100,000

~ 20-25 projects/yr ~ 20-25 projects/yr ↔↔ 99 TCs & TGs 99 TCs & TGs 2006 Annual Meeting RTARs2006 Annual Meeting RTARs

AcceptAccept 1313 62%62% ReturnReturn 77 33%33% ~60% of 1~60% of 1stst

submissionssubmissions RejectReject 11 5%5%


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Focus on theFocus on the Strategic Plan for Strategic Plan for ResearchResearch http://www.ashrae.org/http://www.ashrae.org/

technology/page/39technology/page/39RTARs that identify RTARs that identify

the specific the specific Strategic Plan Strategic Plan

goals served get goals served get acceptedaccepted


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Do your homework (1)Do your homework (1) Review the key literatureReview the key literature

RTARs that demonstrate a firm grasp of RTARs that demonstrate a firm grasp of relevant prior work get accepted.relevant prior work get accepted.

Clearly define the State-of-the-Art and info Clearly define the State-of-the-Art and info gapsgaps RTARs that do not leave RAC wondering if it’s RTARs that do not leave RAC wondering if it’s

been done get accepted. been done get accepted. Define a valuable and doable objectiveDefine a valuable and doable objective

RTARs that will make a significant contribution RTARs that will make a significant contribution and RTARs where the work is well conceived and RTARs where the work is well conceived get accepted.get accepted.


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Do your homework (2)Do your homework (2) Coordinate with other relevant TCsCoordinate with other relevant TCs

RTARs where relevant TCs have been RTARs where relevant TCs have been consulted and RTARs that do not overlap consulted and RTARs that do not overlap with others get accepted.with others get accepted.

Actively solicit co-fundingActively solicit co-funding RTARs that have been reviewed by another RTARs that have been reviewed by another

funding organization that expressed funding organization that expressed support get extra consideration. support get extra consideration.


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Make your case Identify the Research Strategic Identify the Research Strategic

Plan goals servedPlan goals served RTARs that identify the specific goals RTARs that identify the specific goals

served, to what degree, and why get served, to what degree, and why get accepted.accepted.

Clearly define the Clearly define the Advancement to the State-of-Advancement to the State-of-the-Art the-Art RTARs that provide quantitative estimates RTARs that provide quantitative estimates

of the improvement expected get accepted.of the improvement expected get accepted.


Research

Make your case Clearly define the Justification and Clearly define the Justification and

Value to ASHRAEValue to ASHRAE RTARs that get accepted:RTARs that get accepted:

Identify by number, profession or industry Identify by number, profession or industry the ASHRAE members impacted. the ASHRAE members impacted.

State the likelihood that the improvement State the likelihood that the improvement developed through the research would be developed through the research would be adopted.adopted.

Quantify the anticipated time period over Quantify the anticipated time period over which widespread adoption would take place.which widespread adoption would take place.

Indicate likelihood of ASHRAE intellectual Indicate likelihood of ASHRAE intellectual property.property.


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Make your case

Address negative votesAddress negative votes RTARs having negative votes are at a RTARs having negative votes are at a

disadvantage, but those that provide the disadvantage, but those that provide the reasons for the negative vote and a solid reasons for the negative vote and a solid response can get accepted.response can get accepted.

Provide realistic estimated Provide realistic estimated costs/durationcosts/duration

Respond to prior RAC commentsRespond to prior RAC comments RTARs with well-reasoned, complete, point-RTARs with well-reasoned, complete, point-

by-point responses get accepted.by-point responses get accepted.


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Provide all required info

Use the current RTAR form!!Use the current RTAR form!!http://www.ashrae.org/http://www.ashrae.org/technology/page/39technology/page/39 RTARs that use RTARs that use

the current the current form get form get accepted.accepted.

Do not use the Do not use the form in the form in the Research Research Manual – it’s Manual – it’s out of date.out of date.


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Provide all required info


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Work with your liaison

Have your liaison review the RTAR before the TC vote! Liaisons 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 If your project is unusual, controversial, or urgent (or if you just have too much free time) urgent (or if you just have too much free time) attend the RAC meeting to speak for it and attend the RAC meeting to speak for it and answer questions.answer questions.


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Examples of actual Examples of actual past reasons for past reasons for returnsreturns Linkage to ASHRAE Strategic Research plan not explicit.Linkage to ASHRAE Strategic Research plan not explicit.

No connection to ASHRAE Strategic Research Plan. No connection to ASHRAE Strategic Research Plan. No TC vote. No TC vote. Large number of absences in TC vote.Large number of absences in TC vote. I would like to hear a rebuttal of the “Against” vote.I would like to hear a rebuttal of the “Against” vote. Is the estimated cost for the duration of this project enough? Is the estimated cost for the duration of this project enough?

50K seems low.50K seems low. Time frame is missing.Time frame is missing. Should not TCs in section 5 be partners in this endeavor?Should not TCs in section 5 be partners in this endeavor? Co-funding should be available from the medical fields.Co-funding should be available from the medical fields. No reason for ASHRAE to obtain this information because it No reason for ASHRAE to obtain this information because it

is available. is available. Aren't there more references on this?Aren't there more references on this? How does the proposed work relate to work by ____?How does the proposed work relate to work by ____? Disappointing discussion of state of the art. Hard to believe Disappointing discussion of state of the art. Hard to believe

that we don't already know this!that we don't already know this! No real indication of how the research will add to current No real indication of how the research will add to current

understanding. understanding.


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Examples of actual Examples of actual past reasons for past reasons for returnsreturns

Is there evidence that the current methods are causing Is there evidence that the current methods are causing problems? Can you quantify the impact of any problems? How problems? Can you quantify the impact of any problems? How will this work solve these pbs?will this work solve these pbs?

The TC should do some of this literature search and develop a The TC should do some of this literature search and develop a more focused RTAR and research approach.more focused RTAR and research approach.

Weak justification and value to ASHRAE.Weak justification and value to ASHRAE. Justification section should avoid some of the broad numbers Justification section should avoid some of the broad numbers

and focus on expected savings from reduced fouling.and focus on expected savings from reduced fouling. I think this is a good project, but see it as being of interest to a I think this is a good project, but see it as being of interest to a

relatively small audience. relatively small audience. Objectives for research are much too vague. Specific details are Objectives for research are much too vague. Specific details are

needed.needed. Important project, but I'd like to see more detail on scope and Important project, but I'd like to see more detail on scope and

methodology of research. methodology of research. More detail needed in research approach and intermediate More detail needed in research approach and intermediate

steps, probable models to be used. steps, probable models to be used. What specific steps are to be taken to get useful tools or What specific steps are to be taken to get useful tools or

information to the ASHRAE membership and the building information to the ASHRAE membership and the building community?community?


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Work Statement cover sheetWork Statement cover sheet


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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:

Work Statement items


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GREEN = RTAR items

100 words

RED = New WS items

RTAR and Work Statement items


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GREEN = RTAR items

RED = New WS items

Work Statement items in RFP

Insert generic ASHRAE requirements plus any project specific deliverables

Research Manual provides examples

Items not included in RFP


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GREEN = RTAR items

RED = New WS items


Man-months, calendar-months, and total dollars

Additional information not included elsewhere


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GREEN = RTAR items

RED = New WS items


Technical Approach and Task Statement


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SCOPE =SCOPE = of Work of Work StatementStatement

The subject matter to be exploredThe subject matter to be explored

Materials, equipment, literature or other variables to be researchedMaterials, equipment, literature or other variables to be researched

Outline of the research methods to be usedOutline of the research methods to be used

Description of the standards to be followedDescription of the standards to be followed

Consideration on how the data might be reduced, analyzed and presentedConsideration on how the data might be reduced, analyzed and presented

Description of the form in which the results will be reportedDescription of the form in which the results will be reported

Description of each task and distinct phase of the project (if appropriate)Description of each task and distinct phase of the project (if appropriate)

Objectives Tasks Level of effort Deliverables

Identify significant task results as task deliverables to facilitate project monitoring


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Work Statement goes to RAC

Have the WS reviewed by your research liaison

before submitting to the MORTS.

WS approvedWS approved WS conditionally approved WS conditionally approved

Research liaison approves the modified WS andResearch liaison approves the modified WS and

decides whether a TC vote is required.decides whether a TC vote is required. WS returnedWS returned WS rejected WS rejected

Possible outcomes of RAC reviewPossible outcomes of RAC review


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Incomplete information on the Cover SheetIncomplete information on the Cover Sheet (TC vote, recommended bidders)(TC vote, recommended bidders)

Improper WS formatImproper WS format

WS writing lacks clarityWS writing lacks clarity

WS is unclear or inconsistent technically (not biddable)WS is unclear or inconsistent technically (not biddable)

A non-uniform playing field A non-uniform playing field (Information(Information available to TC members/possibleavailable to TC members/possible bidders is not available to the general public)bidders is not available to the general public)

Common Work Statement Common Work Statement problemsproblems


Research

If RAC returns your Work

Statement

Modify the WS per RAC’s comments

In the transmittal letter explain how you addressed

each comment

If you disagree with any RAC’s comment, explain why

Have the WS reviewed by your research liaison


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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

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

TC votingTC voting


Research

Think about the researcher who will bid on the project

Use common sense and Research Manual

http://www.ashrae.org/technology/page/39

Remember RTAR and WS deadlines: August 15 (for Fall Meeting),August 15 (for Fall Meeting),

December 15 (for winter Meeting), May 15 (for Summer Meeting)December 15 (for winter Meeting), May 15 (for Summer Meeting)

Work with your research liaison

Final comments

Objectives Tasks Level of effort Deliverables

How to Write a Successful RTAR or Work Statement

Documents

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