1crest r&d grant briefing cycle 2/2013. overview of crest r&d grant

1CREST R&D Grant Briefing Cycle 2/2013

Overview ofCREST R&D Grant

About CREST R&D Grant

• Philosophy– Higher value Electrical & Electronics (E&E) economic sector can be

achieved when R&D thrives in the ecosystem– This can be accelerated by promoting collaborative research between

industry and academia

• Objectives– To accelerate university’s ability to produce industry-ready researchers– To increase competitiveness of E&E industry

• Key features– Focused on E&E industry, but not limited to E&E discipline– Research results prepositioned for industrial application– Accommodating intellectual property arrangement – Plausible augmentation to in-company R&D initiative


Basic Terms and Conditions (Cycle 2/2013)

Partnership1. Research project involves at least one company pairing with at least one

university. 2. At least one of the universities involved must be located in Malaysia.3. Companies involved must be registered in Malaysia. 4. Companies involved must not be owned by the university.

Personnel5. Either project lead or principal investigator must be Malaysian citizen. In the

event the project lead and principal investigator is the same person, he/she must be Malaysian citizen.

6. Full-time post-graduate student researchers and full-time post-doctorate researchers whose tuition fees and/or allowance are paid by CREST R&D Grant must be Malaysian citizen.

7. Students involved in the research project (regardless of whether allowance/tuition fee is paid by CREST Grant) shall not be the project lead.


Basic Terms and Conditions (Cycle 2/2013)

Limitation8. Approved funded research duration corresponds to research scope. Maximum

approved duration is not more than 3 years. Financial

9. Company contribution is at least 50% of total research project budget. 10. Any equipment and software purchased under CREST R&D Grant is owned by

CREST.Obligation

11. Each approved research project is obligated to meet stated deliverable (output) obligation.

12. Project funded by CREST R&D Grant must not share any of its deliverables to meet other grant obligation (except for university’s contribution for student allowance).


Allowable Budget Request *

Eligible spending items• Tuition fee, examination, thesis for full-time post-graduate student (non company employee)

MSc: up to RM10k/year for up to 2 years PhD: up to RM10k/year for up to 3 years

• Post graduate student allowance for full-time post graduate student (non company employee) MSc: RM1800/month for up to 2 years PhD: RM2500/month for up to 3 years

• Full-time post-doctorate allowance up to RM6.5k/month for up to 2 years• Software, non-customized equipment and material consumables to support research• Software or equipment rental not exceed RM50k/project• Reasonable travel from university to company and vice versa

Non-eligible spending items• Consultation fee• Conference travel and fee• Publication fee• Training fee• Intellectual property filing• Maintenance and repair• Legal fee

* non-exhaustive list


GRASP

Graduate Research Assistance Scholarship Program• Supplementary to existing CREST R&D Grant terms & conditions• Full-time post graduate student allowance

MSc: RM2500/month for up to 2 years PhD: RM3500/month for up to 3 years

Eligibility• Master candidates with BSc in field related to E&E sector

– with CGPA of ≥ 3.67, or– Working experience in E&E sector of > 3 years with CGPA > 3.3

• PhD candidates– Without Master’s degree, but with BSc in field related to E&E sector with CGPA

of ≥ 3.67, or– With Master’s degree in field related to E&E sector with 3 journal papers, or– Working experience in E&E sector of >3 years after graduation of Master degree


Examples of Industry Contribution

* non-exhaustive list

8

Company employees’ time working on the research

Use of lab or factory equipment or machine

Software license

Training to research team members

Intellectual property filing

Conference travel and fee

Additional allowance or scholarship for students (non company employee)

Necessary

Optional

Encouraged

Total industry contribution > 50% of research cost

CREST R&D Grant Briefing Cycle 2/2013

Deliverable Obligations

• Report and review– Quarterly progress report submission– Quarterly financial report submission – Periodic face to face project review and audit– Final report submission and review

• Two outputs1. Graduation of post-graduate student(s)2. Either

a) Publication in journal or refereed conference 2 publications per funded MSc student researcher, and 3 publications per funded PhD student researcher, and 3 publications per year per funded post-doctorate researcher

b) Filing of intellectual property Prove of filing for patent or prove of filing for other unprotected IP


Q1

Jan

Q3

Jul Application opensRoadshow/briefing

Feb Aug Roadshow/briefingApplication closes

Mar Sep Application reviewEvaluation complete

Q2

Apr

Q4

Oct BoD endorsementApplication result letter sent

May

Nov MOA template sentBriefing for approved research teams

Jun Dec MOA preparation

CREST R&D Grant Yearly Calendar


Q3

Jul

Q1

Jan MOA finalization

Aug Feb MOA signed & stamped

Sep Mar

Q4

Oct

Q2

Apr Disbursement

Nov May

Dec Jun Report submissionFace to face project review

CREST R&D Grant Yearly Calendar (cont.)


EvaluationProcess & Criteria

Evaluation Process

• Individual assessment process– In depth evaluation of each individual proposal– Would the proposed research produce the desired outcome?– Assessment is done based on predefined criteria– Evaluation conducted by panel member

• Portfolio assessment review– Balancing different buckets of funded researches– How grant money should be distributed in a way that maximize the

overall outcome?– Assessment is done in relation to other proposals and ongoing funded

researches– Review conducted by R&D Grant Secretariat


Individual Assessment Process

Submission forms

Meet T&C requirement?

Very Good& Excellent

rating?

Individual Assessment

Strategic FitAnd Importance

Technicalmerit

Operationalmerit



Technicalmerit

Operationalmerit



Technicalmerit

Operationalmerit



Technicalmerit

Operationalmerit

Shortlisted proposals

yes

no

yes

no

Rejectedproposals

15

Strategic Fit And Importance

• Alignment of research project to priority areas• Value to E&E eco-system• Impact to industry-industry relationship• Alignment to cluster collaboration goal

Technical Merit

• Innovation, contribution to knowledge• Viability of research objectives• Appropriateness of research methodology• Technical complexity• Publishable research outcome

Operational Merit

• Thoroughness of research execution plan• Appropriateness of milestones• Soundness of human resource plan• Project execution risks and ability to address

them


Proposed research portfolio

Portfolio Assessment Process

All shortlisted proposals

Any more option to get portfolio

optimized?

Different approval/disapproval

combination of shortlisted proposals

yes,maybe

no

Proposed research portfolio

Existing funded researches

BoDratification

16

Perform Assessment

Count Amount


Distribution of Past Approved Research

Semi-conductor

Industrial Electronics

OthersOpto-electronics

Solar

Cycle 1/2012 (total 10)Cycle 2/2012 (total 16)Cycle 1/2013 (total 9)Combined (total 35)


Highlights from Past Cycles

• 35 applications worth RM24.1m approved– CREST contributes RM8.3m, industry contributes RM15.8m– 27 companies (12 local, 15 MNCs), and 16 univs (15 local, 1 foreign)– 22 IPs, 100 publications, 58 graduates (38 MSc, 20 PhD students)

• Observations– R&D collaboration can happen between strangers– R&D collaboration discussion brings business partnership– Business partnership brings R&D collaboration

• Lessons– Not all explorations result to partnership. Keep trying. – Relationship takes time to develop. Increase touch points. – Execution issues happen, but solvable. Confront issues.


Collaborative R&DInitiation & Planning

Getting Started

21

Rough research area

Industry problem

Refine research topic

Research proposal

Industry challenge

Rough research area

Refine research topic

Research proposal

Research proposal

Find partner

Find partner

Find partner


Collaboration Assistance

22

Collaboration

potential

MNCs

Foreign Univ

Local Co

Local Univ

Contact CREST for referral assistanceCREST R&D Grant Briefing Cycle 2/2013

various topics must be discussed among

research partners prior to submitting

application

Exploring R&D Collaboration

23

Research Topic

• Purpose

• Diff from past attempt

• Objectives and expected

outcome

• Competencies to leverage

and to build

Collaboration

• Goal• Best partner to work with• Best participants to

participate• Benefits to company,

university and industry

Funding• Company contribution• University contribution

• Sources of funding: available, best suited, best chance• Funding mechanism

Legal Matters

• Confidentiality, NDA• Back and foreground IP• IP ownership, filing, cost• Permission for publication• Corp policy, review,

exception

Roles and Responsibilities• Project lead, grant applicant• Principal investigator• Research team members• Students, academic advisor• Management champion

Research Project Plan

• Scope plan, schedule plan, cost plan, quality plan, human resource plan, communication plan, risk plan, procurement plan

Grant Application• Answers to questions• Content• Documentation• Formalities• Communication


Guideline onApplication Form

26

Project leader should be the applicant.Student should not be the project leader.


27

Describe company’s business.

Be consistent with industry contribution section.


28

Describe the university.

High level description of role -researchers, supervisor, student, lab, etc.


29

Include to-be-hired student placeholder to show completeness.

Okay not to have CV for to-be-hired students.


30

For guidance only, will not affect evaluation.

Avoid using names that indicate identity of parties involved.

Duration: from start of MOA, until final report submission, student graduation.


31

Keep it short and simple. Be concise !

May use abstract format.

Include both business and technological issues as background.


32

Avoid using names that indicate identity of parties involved.

Problem statement: research gap, technology challenge, design trade-off, etc.

Avoid using business issue as problem statement.

Objectives must be attainable.

Should not be affected by the result of the experiment, validation, etc.

Methodology used must be justifiable. Correspond to each objective.

THIS SECTION AFFECTS EVALUATION ON WORTHINESS OF THIS PROPOSAL.


33

Cover project scope and research scope.


34

Show subcomponents, tasks, milestones, owner, duration.


35

Show team composition, roles and responsibilities. Same person may have multiple roles and responsibilities.

Roles: project leader, principal investigator, researchers, advisors, stakeholders.

Critical responsibility not covered by anyone indicates incomplete team composition.


36

State identified risks and response plan.

Not stating risks that exist indicates weak proposal.

Declaring risk with good response plan indicates strong proposal.

Risk should be ranked and categorized according to probability and impact.


37



Example of Inadequate Schedule

task names arenot meaningful

important milestone not

indicated

inappropriate timeline resolution

start date, dependency andtask owner are missing


Example of Better Schedule

meaningful task namescalendar with appropriate resolution

bars showduration of tasks

milestone isdifferentiated

properdecomposition

of researchcomponent


Risk Plan

• Example of risk plan that should be included in the application

• Should include both technical and operational

Rank Risk StatementRisk code

Risk response

1 Stability of software ABC for simulation work

1 Avoid: Pull in development of software ABC 4 weeks earlier and include software regression test

2 Inbility to hire PhD student researcher before Q4'13

2 Mitigate: Hire MSc student currently studying in school

3 Fluctuation in currency exchange causing RM10k above budget

3 Accept: justify need for additional fund from school


Risk Statement

• Decent risk statement– If the team does not have stable software code, then the experiment

work slips

• Clearer risk statement– If the team does not have stable XYZ software code at ABC lab 4 weeks

before experiment work starts, then the experiment work slips

• Better risk statement– If the Unit 1 research team does not have stable XYZ software code at

ABC lab 4 weeks before DEF experiment work starts, then the completion of the DEF experiment work slips 5 weeks impacting Unit 2 of the research.


42

State deliverable commitment.

Articulate the benefit of the result of your research and the benefit of your collaboration.

Make your point why it should be funded.



43

Include those from company and university.

Have you done your exercise to be prudent in coming up with your requested budget?

Spreadsheet that summarizes cost plan.


Budget

44

Project Title/Code :

Name of Project Leader :

2014 2015 2016Grand Total 2014 2015 2016

Grand Total

1) Allowances and Study Fees-$ -$ -$ -$ -$ -$ -$ -$ -$ -$

Total: Allowances and Study Fees -$ -$ -$ -$ -$ -$ -$ -$

2) Other Personnel Cost (travel, transport, accommodation, etc.)-$ -$ -$ -$ -$ -$ -$ -$ -$ -$

Total: Other Personnel Cost -$ -$ -$ -$ -$ -$ -$ -$

3) Rental (space, equipment, software, etc.)-$ -$ -$ -$ -$ -$ -$ -$ -$ -$

Total: Rental -$ -$ -$ -$ -$ -$ -$ -$

4) Procurement of Equipment (Refer Definition Tab)

-$ -$ -$ -$ -$ -$ -$ -$ -$ -$

Total: Procurement of Equipment -$ -$ -$ -$ -$ -$ -$ -$

5) Procurement of Software-$ -$ -$ -$ -$ -$ -$ -$ -$ -$

Total: Procurement of Software -$ -$ -$ -$ -$ -$ -$ -$

6) Procurement of Research Materials etc.-$ -$ -$ -$ -$ -$ -$ -$ -$ -$

Total: Procurement of Research Materials etc. -$ -$ -$ -$ -$ -$ -$ -$

7) Maintenance and Repairs-$ -$ -$ -$ -$ -$ -$ -$ -$ -$

Total: Maintenance and Repairs -$ -$ -$ -$ -$ -$ -$ -$

8) Miscellaneous -$ -$ -$ -$ -$ -$ -$ -$ -$ -$

Total: Miscellaneous -$ -$ -$ -$ -$ -$ -$ -$

Grant Total -$ -$ -$ -$ -$ -$ -$ -$

BUDGET

Description

Amount requested by applicant Industry contribution

Project Title/Code :

Name of Project Leader :

2014 2015 2016Grand Total 2014 2015 2016

Grand Total

BUDGET

Description

Amount requested by applicant Industry contribution

Itemize cost elements by category and by year.

Observe terms and conditions (e.g. allowable budget request, category limit, industry contribution).

Add more columns for company or university contribution if needed.

Include all supporting documents (e.g. quotation, salary/burden rate, etc.)

Approved project may not have all requested budget approved.


45

Non-disclosure will effect evaluation and approval.

Project leader to sign.


Application Submission

• Softcopy to [email protected]• Hardcopy to:

Collaborative Research in Engineering, Science & Technology (CREST) Centersains@usm,Block C, Ground Floor, No. 10 Persiaran Bukit Jambul,11900 Bayan Lepas, Penang.

• Dateline: 31-JULY-2013• Inquiry: 04-652 0088• Website: www.crest.my


1crest r&d grant briefing cycle 2/2013. overview of crest r&d grant

Documents

crest grant

grant obligation

research software

approved research project

company rd initiative

collaborative research

research scope

ee sector