The aim of this workshop is to provide tools and insights focused on Questions 9 and 10 of the application. We will explore the following: - How to break down the activities you propose to undertake over the course of the 12 months programme into costed “Work Packages” - How to prepare a Gantt Chart, what activities to include, and how to use this as an ongoing planning and reporting tool - What to consider if you are subcontracting, how to manage collaborators and suppliers

1. www.ktn-uk.org
Emma Fadlon PhD – KTM Investment
Neil Calder – CEO, Engineered Capabilities Ltd
Workshop 2
How to Package My Project
10th September 2021

2. This award is for innovators looking to scale up and grow their innovative company or
looking to carry out an innovative project.
Aim to provide you with insight and tools on how to address Question 9 & 10 of the
application. We will discuss:-
• How to break down the activities you propose to undertake in the 12m into costed “Work
Packages”
• How to prepare a Gantt Chart, what activities to include and how to use this as an
ongoing planning and reporting tool
• What to consider if you are sub-contracting, how to manage collaborators and suppliers.
Q&A
Workshop Agenda

3. 3 Sections
1. Application Questions
2. Video Pitch
3. Finances
Don’t leave it till the last minute!
Closing: 13 Oct 2021; 11am
Read the guidance and questions - make bullet points, key words, capture initial
thoughts, identify gaps
Give your self enough time to review before you submit
Application Structure

4. Like all exams, the keywords and answers
are contained in the questions.
A lot of technique for individual Qs but also
requires a compelling narrative.
Essentially:
• 5 scored questions Q6-10 (+ appendices)
• Fixed time and word count (variable)
• What impression will you make…
It’s an exam
and a story…

5. Project Summary
Please provide a short summary of
your project. We will not score this
summary. (400 words)
This is the first thing they read. They
need to read it and say: ‘wow!, I get
this and I like this’
… when you
include the
‘Economist’ editorial style.
9 word sentences, active tense.
Top tip

6. Please describe your project in a
way that is understandable to the
general public.
• This is only published if successful
• Mandatory, but the text will not be
assessed
• 400 words
Public
Description

7. How does this application align with
the specific competition scope?
• Read the scope first when looking to
apply for a competition
• Avoid being rejected before
assessment
• 400 words
Gateway
Question (Scope)

8. • What is your motivation?
• What inspires you?
• What are you passionate about?
“Your potential to be a leader and a role model to inspire other women”

9. Assumptions (see Workshop 1)
1. You have identified what your innovation is
2. Captured the tasks and activities that sit around the proposed programme of work
3. You have identified your novel high risk research aim
a. Use of a tool such as Innovation Canvas of Busines Model Canvas
b. Reviewed the non-grant support available and understand how you will benefit from this
Starting Point

10. 1. Use of Award
Tell us about how you will use the grant and support on offer
What skills and capabilities you need to develop professionally
to be a “future” leader

11. Use of funds and support
• Explain fully how you plan to use the non-grant package of support to add value to your
work and to develop yourself as a leader in innovation.
• Refer to the information on the package of support in the funding section of Eligibility.
• What expert advice you are most interested in and why.
• Say if you would like to access world-leading facilities and equipment and, if so, provide details
of what you are looking for.
Describe or explain:
• the specific activities you would undertake with £50,000 of funding
• the cost of each activity you plan to undertake and explain how this represents value for
money
Question 9: 500 words (16%) - Part 1 Grant & Non-Grant

12. With Who and What?
• who you will need to work with to successfully execute your project or carry out the
planned activity, including any important internal or external parties, such as
subcontractors
• any resources, equipment and facilities required for the project or activity and how you
will access them
Question 9: 500 words (16%) - Part 2 Collaborations & Resources

13. Planning for Success
How you will manage the project to keep it on track and maximise the likelihood of success,
including any tools and mechanisms that will be used to ensure successful delivery
• the main risks and uncertainties of your project or planned activity, for example any
technical, commercial, managerial or environmental risks, and explain how these will be
mitigated
You can also upload a project plan or Gantt chart as an appendix in PDF format no larger
than 10MB and up to 1 A4 page long. The font must be legible at 100% zoom.
• You must upload a risk register as an appendix in PDF format no larger than 10MB and
up to 1 A4 page long. (Workshop 3)
Question 9: 500 words (16%) - Part 3 Project Management

14. Introduction to you and your business needs
Specific Activities
Key Words: Cost of each activity, Value for Money
Hint: what are you doing and why? make a list, how they will be delivered
Subcontractors & Specialist Resources
Key Words: important internal or external parties, access
Hint: previous working relationships, experience in the area, letters of support
Project Management
Key words: keep on track, tools, mechanisms
Hint: project plans, meetings, digital tools, work package leads
Question 9: What to Include

15. 2. Vision
Describe your vision for your business

16. • Where is your business going?
• Why now?
• For the business and you!
“Your vision for your business and timeliness of the award”

17. Describe or explain:
• your vision for where you see your business in the future
• what success looks like and how it will be measured
• the nature of the outputs you expect from the project (for example, report, demonstrator,
know-how, new process, product or service design) and
• how these will help you to target the need, challenge or opportunity identified
• the current status with your business and progress to date including other relevant
support that you have received.
• the added value of the award to the business and why this is the right time for the
injection of support it offers
Question 10: 600 words (16%) - Part 1 Vision, Status, Metrics

18. Describe or explain:
• how you will protect and exploit the outputs of the project, for example through know-how,
patenting, designs or changes to your business model
• any output likely to be subject to regulatory requirements, certification, ethical issues and so on,
and how you will manage this.
• what you expect the next steps to be after the award
• You can submit details of any public or private support received to date and graphics to
illustrate the vision as an appendix to support your answer. It must be a PDF, up to one A4
page and no larger than 10MB in size..
Text update [17 August 2021]: we have added question 11 to clarify project start date eligibility.
Question 10: 600 words (16%) - Part 2 Your next steps

19. What does the future and success look like. Why now is the right time for you and your
business?
Outcomes and Impacts
Hint: where are you now, where will you be in 12m, 2-3-5 years?
How: metrics to measure success (funding, customer, testing MVP)
Challenging the current state of the art
Key Words: target the need, approach (outputs), exploit, next steps
Hint: How will you use the results to progress the business
Why now - you are ready
Key words: achievements to date, added value, exploit
Hint: don’t forget protection, regulation and ethical considerations
Question 10: Vision (600 words 16%)

20. “A picture“
What can you use?
• Time-line with milestones to date and milestones for the future?
• Show technical, commercial, regulatory activities
Appendix – Graphic to Illustrate your Vision

21. 3. Work Packages
How will the overall project is structured
How is the delivery broken down into tasks

22. So the assessor and see:
• if the proposal is logical, achievable,
appropriate
• the added value and benefit
• what the grant money would buy
In a grant application it is essential to structure the research proposal into
work packages

23. A planning tool, set of tasks with an output that is linked to your research aim
1. The output may be a milestone or be a key component of a milestone
2. The activities should be costed (demonstrate value add)
3. Will have a time component (interdependencies)
4. Will include technical and commercial activities
5. Include the anticipated non-grant outputs too
They will be reviewed in context of your proposal and vision. Are they:
üRealistic
üAchievable
üMeasurable
What is a Work Package?

24. AIM
Objective 1
R&D
Task 1.1 Task 1.2
Objective 2
R&D
Task 2.1 Task 2.2 Task 2.3
Objective 3
Personal Dev
Task 3.1 Task 3.2
Deliverable 2
Deliverable 1 Deliverable 3
The Hierarchy of Project Work Packages (WP)
Title: brief and informative
Objective: how it links to the
overall objectives
Tasks: a description of tasks
and how they will be done
Outcome: what will happen
when this research is
completed
Deliverable: of the specific WP
Milestones: of specific WP
Collaborations or subcontracts
Specific Resources
Risks
Milestone 1 Milestone 2 Milestone 3 Milestone 4

25. Gantt Chart
Work Package T1 T2 T3 T4
WP1 Name
T1.1 - Title
T1.2 - Title
WP2 Name
T2.1 - Title
T2.2 - Title
T2.3 - Title
WP3 Name
T3.1 - Title
T3.2 - Title
WP4 Name
T4.1 - Title
T4.2 - Title
Deliverable D1 D2 D3 D4
Milestone M1 M2 M3 M4 M5 M6
Key Activity A1 A2 A3 A4
Visualisation of WPs
Link Tasks
Time Lines to show
dependence
Use to build a Risk
Matrix

26. Provide:
• Control points
• Check points
• Way points
• Decision points
• Horizon points
• End point
What to Capture in Planning
Deliverables
Differentiate action from:
• Outcome
• Deliverable
• Milestone
• Result

27. People, equipment and money
• What you are doing, when, with who (collaborator or supplier?)
• What is the logical structure to complete the tasks?
• Highlight what is novel/high risk and the value (interdependence)
Number of WP?
• Depends on the complexity and time
• Remember you are on this programme for 12m
Allocation of Resources & Time for each WP

28. TOOLS
Resources you can use to help you scope
out your Work Packages and Gantt Chart

29. How else could
we add value?
We need to learn
more about US
safety regulations
Updating our risk
assessment is an
urgent priority
We don’t really
understand who will
pay for our our
service
More work
needed on
distribution
channels
5
3
1
2
1
4
2
4
1
2
1
1
1. The Board is split 50:50 on this project
2. Cash-flow beyond September
3. We haven’t considered the risks!
1. Away day with our top advisor by 1 April
2. CJ to report on factoring options next mtg
3. BP to start a risk register this week
5
1
3
3
2
1
5
2
4
2
4
1
Our cash-
flow
forecast
needs
updating
We need an urgent Board meeting to check
that everyone is behind this project Need to
review our
supply chain
Are we still
using non-
recyclable
packaging?
What are our
licensing
options in the
Far East?
5
2
4
2
3
1
3
3
1
5
5
1

30. Use a simple table, Excel, Specialist software packages
There are a lot of examples on the internet- find one that works for your project
You Tube have many “How to Guides” for Gantt Charts
For example:
Excel
https://support.microsoft.com/en-us/office/present-your-data-in-a-gantt-chart-in-excel-f8910ab4-ceda-4521-8207-
f0fb34d9e2b6
You Tube https://youtu.be/un8j6QqpYa0
Innovation Canvas
https://ktn-uk.org/programme/innovation-canvas/
https://www.innovationcanvas.ktn-uk.org
https://www.innovationcanvas.ktn-uk.org/resources/
Planning, software and “how to” guides

31. Top Tips
Fit Scope Agree key points with
partners
Be clear and
concise
Make a realistic
plan
Be convincing
Remember risk
and innovation
Quantify and
justify assertions
Check all
deadlines
Get advice and
feedback
Don’t leave it too
late to ask Q and
submit
1 2 3 4 5
6 7 8 9 10

32. Support for
businesses
Electronic copy
available
ktn-uk.org/news/how-to-prepare-
the-best-application-for-grant-
competitions
V I E W G U I D E

33. Sign up for
KTN
newsletters
Sign up to receive monthly KTN newsletters about funding and
other innovation news by sector/tech area ktn-uk.org/register

34. Small print …
… will kill you!
Scope. If in doubt, check with
lead technologists at Innovate
UK. Use the competition help.
They are helpful.

35. Stand
out from
the
Crowd!