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Submit Reports Letter from Charlie Holland Frequently Asked Questions

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The Technical Report must be succinct and technically interesting. Your audience is a technical person unfamiliar with your work. Give a clear, top-level view. Avoid jargon. Write in the THIRD PERSON. The report should be less than three pages of text. Technical Reports for new starts or small efforts should be even shorter.

The Technical Report will be reviewed by DARPA management during the FY 2006 incremental funding process to provide details about the project objectives, plans, accomplishments and technology transfer plans and goals. Your specific objectives and plans will be cited in the FY 2007 incremental funding documents, if applicable.

The specific contents of the Technical Report are listed below in this document.

Financial Report:

The Financial Report has two purposes. First, it aids in the preparation of FY 2007 incremental funding. Secondly, the report is used by IPTO management in conjunction with the Technical Report to evaluate where, how and with what result DARPA IPTO is spending funds.

The specific contents of the Financial Report are listed below in this document.

Quad Chart:

The Quad Chart is used by DARPA IPTO management during briefs. It provides a brief synopsis of the project objectives and progress as well as providing a graphical representation of the project. The quad chart should be one (1) landscape oriented page divided into four quadrants and suitable for use in briefings which help us explain your work to others. The format of the Quad Chart is defined in the following table.

Project Title
GRAPHIC: A visually appealing picture or graphic that represents the key technological idea(s) or the expected impact of the research.	OBJECTIVE, DESCRIPTION AND TECHNICAL APPROACH:
IMPACT: At least 3 quantitative statements discussing how this work will revolutionize an area of importance to DOD (e.g., military application, transition)	SCHEDULE: 3-5 significant project milestones depicted on a 3 year horizontal timeline.
Organization Name: PI Name(s)

We will accept Quad Charts in PowerPoint and Adobe PDF formats only. Try to limit the file size to 500,000 bytes and one (1) page. If you have having trouble meeting the size requirements then reduce the size of the images you include in the file.

WARNING! Your browser must support file uploading. Netscape 3.0 and later and Microsoft IE 4.0 and later do support this. Earlier versions and other browsers may not. If you have problems, please send the file to the ito-pi-help@darpa.mil mailbox along with your Username and we will load the file for you.

Project Fields Maintained by DARPA

Project Title:

The Title by which DARPA IPTO refers to your contract. This title will be published on the DARPA IPTO web site. (Contact your DARPA Program Manager's Business Financial Manager (BFM) if you wish to make changes to this.)

Organization:

The title of the organization which holds the contract with DARPA IPTO.

AO Number:

The ARPA Order Number. This is a number DARPA uses to track your project. Your DARPA Program Manager or their Business Financial Manager (BFM) use this identification to track your project and prepare funding documents.

Contract Number:

The number of the contract between DARPA and the Organization. (Contact your DARPA Program Manager's Business Financial Manager (BFM) if this number is in error.)

Start Date:

The date the contract began. (Contact your DARPA Program Manager's Business Financial Manager (BFM) if this date is in error.)

End Date:

The date the contract ended, or will end. (Contact your DARPA Program Manager's Business Financial Manager (BFM) if this date is in error.)

Financial Report Input Fields

Funding Received to Date:

Enter the dollar amount that DARPA has actually sent to you and is obligated on your contract - as of the June 30, 2006. Include in this total all funding received - base and options.

Funds Expended to Date:

Enter the TOTAL funding expected to be incurred (spent, burned, used, etc) as of the June 30, 2006. This total should be cumulative (i.e., it should include all expenditures since contract inception.)

Unexpended Funds On Hand:

The funding provided to date which will not be expended as of the June 30, 2006. This can be determined by calculating the the result of the Funding Received to Date less the Funds Expended to Date. The result is the amount of funds yet to be expended on the contract. The result can be negative if you have overexpended.

Date Unexpended Funds will be Depleted :

Enter the date on which you project your current funding to be fully expended. The date should be in the future if Unexpended Funds On Hand is not zero (0).

Funding Requirement 10/01/06 - 12/31/07:

This amount will reflect how much funding you need during the period 10/01/06 - 12/31/07, or to the end of your contract which ever is sooner.

Additional Information Required:

Provide the following information:

Please note any upcoming large expenses (i.e., staffing issues, equipment purchases, demonstrations, outstanding subcontractor invoices, etc.).
Please explain any differences between your reported expenditures and your most recent invoice.
Please explain if "Unexpended Funds On Hand" do not equal "Funding Received to Date" less "Funds Expended to Date".
Please state how often your organization invoices the government for payment.
Please indicate any current year funding that is pending.
Additional Comments.

* Please fax a copy of your most recent invoice to your DARPA Program Manager's Business Financial Manager (BFM); include AO# and DARPA PM's name in the subject line on the fax cover sheet.

Technical Report Input Fields

Principal Investigator:

Please enter only the Principal Investigators for this contract. Do not list every staff member or associate working on the contract.

Firstname:

Please use proper case. (i.e., John)

Lastname:

Please use proper case. (i.e., Doe)

Address 1:

The street address of the person named above. Please use proper case. (i.e., 12 Oak Street)

Address 2:

Typically this space is used for suite number, mail stop, department or college name.

City:

The city address of the person named above. Please use proper case. (i.e., Annandale)

State:

The state abbreviation

Zip:

The zip code of the person named above.

Phone:

The phone number of the person named above. Please use the syntax 703-555-1212.

Fax:

The fax number of the person named above. Please use the syntax 703-555-1212.

Email:

The email address of the person named above. Please enter the correct email address. Addresses will be used only for DARPA purposes.

Level Of Participation - Billed:

Enter the percent of the PIs time spent which is billed to this project.

DARPA IPTO Management expects EACH of its Principal Investigators to be substantially committed to their contracts.

Level Of Participation - Unbilled:

Enter the percent of the PIs time spent which is NOT billed to this project. (i.e., because all or part of the PIs salary is paid for by an academic department or other source.)

Project URL:

Please provide the organizational web site for this project. If you do not have a web site, enter the phrase "No URL".

Objective:

A concise statement of what you are attempting to accomplish and why. Try to use ONLY ONE PARAGRAPH, no more than a few sentences. However, if your contract has several distinct tasks that can not be summarized into one objective statement paragraph, you may have more than one paragraph.

Approach:

A high-level description of your approach, both technical and procedural. Give enough context to make sense, but be brief. Emphasis must be on what you are accomplishing. Indicate what is innovative and why it is promising. Do not use paragraph numbers or bullets.

Separate paragraphs using a <P> tag.

Recent Accomplishments:

A succinct listing of your most significant accomplishments during FY 2006. Include important new ideas and important examples of exploitation of your work by others. Emphasize technical results including externally recognizable Defense impact (military and possible commercial spin-off), phrasing your sentences like the two samples provided below. One bullet per accomplishment. Include important new ideas and important examples of exploitation of your work by others. (Presenting a paper does not constitute an accomplishment.)

EXAMPLE:

<OL>
<LI>
Developed a message understanding system (PUNDIT) to extract key data from telegraphic military messages. Results in a 100x increase in message handling capacity.
</LI>
<LI>
Ported PUNDIT to several Navy domains (CASPREPS, RAINFORMS, OPREPS), to maintenance reports, to natural language database queries, to medical abstracts, and to air traffic control transmissions.
</LI>
<LI>
...
</LI></OL>

If your award is less than one quarter old and you do not have any "Accomplishments" to report then simply enter the words "New Start".

Separate paragraphs using a <P> tag.
Enclose bullets with <LI>...</LI>.

Current Plan:

A concise listing of the most significant new items that you expect to accomplish in this project from now through December 2007. There should be three to five items.

Separate paragraphs using a <P> tag.

Technology Transition:

A brief description of specific technology transition activities (military/commercial). Specifically state how results of this research are being exploited by others, including other researchers. It is not sufficient just to say which sites have your technology. Include how the impact of this work is measured. Describe the key technologies that are exported, including to other DARPA, Service, commercial, or university efforts.

If your award is less than one quarter old and you do not have a Technology Transition Plan established you may simply enter the words "New Start".

Separate paragraphs using a <P> tag.