By Ravenel Richardson, PhD, MPAP
You might be surprised at how many investigators write a grant proposal without clearly defining the problem they are trying to solve. Instead, they skip over this opportunity to persuade their reviewers that their team is uniquely positioned to provide a solution to an established need and end up immediately in the technical weeds.
Why does this matter? The federal funding landscape has become increasingly complex and competitive. Across agencies, we are seeing a shift towards more applied research, translation, and commercialization, in addition to calls for increased accountability to taxpayers, the need for more generalists on review panels, and more. If you cannot define the problem that you are trying to solve, simply explain why the problem is important, and make a case why you and your research team are the folks to solve it, you are less likely to win support.
While all of these changes may seem overwhelming, I am here to provide a simple and effective solution that goes a long way toward addressing all of these changes and concerns: the Heilmeier Catechism.
Joseph Heilmeier, who ran the Defense Advanced Research Projects Agency (DARPA) from 1975 to 1977, developed this set of questions based on his extensive career in technology R&D. They are still used by DARPA, industry, research organizations, ARPA-H, and others to critically evaluate research proposals.
The Heilmeier Catechism
- What are you trying to do? State your objectives in straightforward language, minimizing technical jargon to ensure your message is clear and accessible to a wide audience.
- How is it done today, and what are the limits of current practice? Briefly describe the existing state of practice, identifying challenges and shortcomings of these methods.
- What is new in your approach, and why do you think it will be successful? Describe the distinctive, novel elements of your approach and explain how it addresses the shortcomings of prior methods or attempts.
- Who cares? If you are successful, what difference will it make? Identify the stakeholders or beneficiaries of your project and describe the anticipated outcomes or benefits of its success. Clearly convey the project’s value in terms that will resonate with the funder.
- What are the risks? Recognize and evaluate potential challenges or uncertainties, showing awareness of the obstacles that could impact your project’s success. Briefly outline plans to mitigate identified risks.
- How much will it cost? Offer a practical estimate of the funding needed to carry out your project, accounting for both direct and indirect costs.
- How long will it take? Outline the expected project timeline, highlighting major milestones and phases to clearly convey the overall time commitment.
- What are the mid-term and final “exams” to check for success? Define measurable metrics or criteria that will be used to evaluate the progress and success of the project at various stages, from inception to completion.
By answering these questions, you can clearly communicate the essence of your project in straightforward language that highlights its relevance to reviewers and program managers.
Using the Catechism for Developing Proposals
The Heilmeier Catechism is an effective tool for organizing your narrative and strengthening your arguments. Meet with your research team at the outset of proposal development to hammer out the answers to these questions, then apply them throughout your proposals and white papers as follows:
Problem Definition: Begin by clearly describing the issue or pressing need your project seeks to resolve.
Review of Existing Work: Summarize prior research and/or methods related to your topic, and pinpoint where they fall short.
Gap Identification: Explain the specific limitations or missing elements in existing approaches, establishing why your project is necessary.
Proposed Approach: Outline your proposed method or solution, emphasizing what makes it innovative and how it improves upon previous efforts.
Rationale: Make a strong case for your solution’s value by showing how it directly addresses the weaknesses of current practices.
By using this structured framework, you can create proposals and white papers that are coherent, persuasive, and aligned with funder expectations.
How else can you use the Heilmeier Catechism?
- To create one-pagers, white papers, and letters of intent
- To make a quad chart with the first four questions; use this quad chart to socialize your research with colleagues, at conferences, or with program officers to determine fit for funding opportunities
- To develop your “elevator pitch”; you never know when you may have one chance to make a pitch to someone who could fund your research
In today’s competitive funding landscape, clearly defining your research problem, its importance, and why your team is vital to a meaningful solution is essential. The Heilmeier Catechism provides a simple framework to articulate objectives, highlight innovation, assess impact and risks, and define success. Using it will help you craft clear, persuasive proposals and communication tools that resonate with funders.
For questions, contact sparcteam@case.edu.