1. 1 2016 U.S. DOE HYDROGEN and FUEL CELLS PROGRAM and VEHICLE TECHNOLOGIES OFFICE ANNUAL MERIT REVIEW AND PEER EVALUATION MEETING June 6–10, 2016 DOE Vehicle Technologies Office Presentation Instructions and Examples

2. Changes at a Glance for 2016 Submit video files separately in addition to embedding in PowerPoint when submitting; use.wmv,.avi, or.mpg formats (see slide 13) Format slides with 4:3 aspect ratio (see slide 11) No changes to presentations will be accepted onsite at the AMR A Speaker Ready Room will be available for presentation testing onsite during the meeting (see slide 8) Presentations are due April 8, 2016, to vtamr@alliance-technicalservices.com (see slides 6 and 7) vtamr@alliance-technicalservices.com 2 Presentations Due April 8, 2016

3. 3 VERY IMPORTANT! Your presentation is public and will be posted to the DOE Vehicle Technologies (VT) Office website. You must include the phrase “This presentation does not contain any proprietary, confidential, or otherwise restricted information” on at least the first slide (you may put on all slides if you wish). Do not include any proprietary or confidential information. It is your responsibility to ensure that any subcontractor information is not proprietary or confidential. Your presentation may not include any slide that has “Official Use Only” or “Sensitive” or any similar wording, or information that your organization might construe as being in such categories.

4. 4 VERY IMPORTANT! Do not use any copyrighted information, graphics or other intellectual property. If you use such information, you are responsible for securing copyright permission. Do not assume subcontractor information may be used without approval. Do not assume that information or images published on a website can be used without permission. If you use copyrighted graphics (including copyrighted photos), you must provide written permission along with your submitted file for it to be accepted by DOE for the purposes of the AMR. Intellectual property includes documents, logos, photos, scripts, software, and videos or animations of any type; trademarks; service marks; patents; and proprietary, or confidential information. Also see the indemnification statement on the next slide.

5. INDEMNIFICATION – do not include in your presentation By submitting a presentation file to Alliance Technical Services, Inc. for use at the U.S. Department of Energy’s (DOE’s) Hydrogen and Fuel Cells Program and Vehicle Technologies Office Annual Merit Review Meeting, and to be provided as hand-out materials, and posting on the DOE’s website, except for employees of the Federal Government and DOE laboratory managing and operating contractors, the presentation authors and the organizations they represent agree to defend, indemnify and hold harmless Alliance Technical Services, Inc., its officers, employees, consultants and subcontractors; the National Renewable Energy Laboratory; the Alliance for Sustainable Energy, LLC, Managing and Operating Contractor of the DOE’s National Renewable Energy Laboratory; and the DOE from and against any and all claims, losses, liabilities or expenses which may arise, in whole or in part, from the improper use, misuse, unauthorized use or disclosure, or misrepresentation of any intellectual property claimed by others. Such intellectual property includes copyrighted material, including documents, logos, photos, scripts, software, and videos or animations of any type; trademarks; service marks; patents; and proprietary, or confidential information. Employees of Federal Government agencies and DOE laboratory managing and operating contractors collectively represent and warrant that they have acquired the rights and/or permission for use of all intellectual property, as listed above and claimed by others, that is needed for developing and submitting a presentation file to Alliance Technical Services, Inc. for use at the DOE’s Hydrogen and Fuel Cells Program and Vehicle Technologies Office Annual Merit Review Meeting, and to be provided as hand-out materials, and posted on the DOE’s website. 5

6. 6 Presentation Due Dates and Submission Guidelines Your presentation is due to Alliance Technical Services at vtamr@alliance-technicalservices.com by April 8, 2016! Please put your Project ID in the Subject Line of your email. vtamr@alliance-technicalservices.com A PowerPoint file (saved as.ppt or.pptx) of your presentation is required; a PDF version in addition is helpful but not sufficient by itself. If your presentation includes videos, please submit two versions – one with the videos embedded and one without them. Please submit videos separately as well. To maximize the functionality of your videos, please use.wmv,.avi, or.mpg. The PowerPoint file without the videos will be used to make the pdf file and should include images in place of the videos. Please name your electronic PowerPoint presentation file using the file name supplied to you in your presentation request email, e.g., fc002_smith_2016_o. Presentations Due April 8, 2016

7. 7 Submission Guidelines (cont.) Any changes to your presentation must be submitted electronically prior to the start of the Annual Merit Review. No edits or updates will be accepted once the Annual Merit Review has begun. Before sending your file, please do a “save as” to minimize file size. If your presentation is too large to email, please contact us for alternative delivery options at vtamr@alliance-technicalservices.com. vtamr@alliance-technicalservices.com Presentations Due April 8, 2016

8. 8 Oral Presentations Oral presenters will be allowed 30 minutes – 20 minutes for the prepared presentation and 10 minutes for questions – time limits will be strictly enforced. Your PowerPoint presentation file will be pre-loaded onto the laptop PC in your session room (minus the Reviewer-Only slides). A laser pointer will be included in each room. Audio/visual technicians will be located in all session rooms and will be available to provide assistance if necessary. A Speaker Ready Room will be available during the AMR for testing and presentation review. The location and hours for the Speaker Ready Room will be provided to you as the meeting approaches. Presentations Due April 8, 2016

9. 9 Poster presentations should be prepared as slides for reviewers. Presentation at the AMR should be print-outs of your slides to put on poster boards (except for the Reviewer-Only slides), or you may prepare a large one-sheet poster that includes this information. Poster presentation boards are approximately 4 feet vertical by 8 feet horizontal. Push pins will be provided for hanging posters on the boards. Poster Presentations Presentations Due April 8, 2016

10. 10 Additional Information Reviewers will receive your presentation prior to the meeting to supply adequate time to review your material. A PDF version of the presentation slides will be available for attendees on the USB drives at the meeting and for download after the meeting on the DOE website. The PDF files will not include PowerPoint animations, videos, or reviewer-only slides. Presentations Due April 8, 2016

11. Presentation Formatting Design your slides on either a PC or Mac. All presentations must be created in, or converted to, Microsoft PowerPoint. Acceptable formats for presentations are either PPT or PPTX. Slides must be sized for a 4:3 format, which is the default for all versions of PowerPoint prior to 2013. If you are using PowerPoint 2013 or later, you must change the slide format BEFORE you make any slides (Design/Slide Size/Standard 4:3). All presentations will be pre-loaded on laptop computers (PCs only) provided in each session room in advance of the Annual Merit Review. The laptops will be equipped with the following software: – Windows 7 – PowerPoint 2013 – Adobe Reader – Windows Media Player Personal laptops may not be used for presentations in the session rooms and Apple computers will not be available. Each session room will be equipped with an LCD projector and screen. Please make sure your presentation functions with this equipment. 11

12. Text and Font Use fonts that can be found standard on Windows and Mac (Arial, Times New Roman, Courier New, Verdana, Trebuchet MS, etc.). High contrast between text and background is necessary for best visibility of slides; white background is recommended. The following template slides are a good guide to font sizes that have good readability. Do not use proprietary fonts. The pdf conversion process will substitute a similar font, but often with unsatisfactory results. 12

13. Images and Videos Images: Crop images in an image processing package, not PowerPoint. Save the image as an external file (.jpg and.png file formats work well), then insert the image into your presentation (Insert/Picture/from File) rather than (Copy/Paste). Images pasted from the clipboard will not be compressed and cause the PowerPoint file to become very large. Videos: Embed videos in your PowerPoint presentation whenever possible. Recommended formats are.mpg,.avi, and.wmv. Include a separate copy of your videos with your presentation submission as well as a separate PowerPoint presentation with images substituted for the videos. Videos do not translate to PDF reliably and will not be included on the website or USB drives for attendees. Animations: Use animated text and/or figures only if absolutely necessary. Unnecessary animations can distract the audience from your message. When designing animations, be aware that animations do not convert to PDF and animated information may not be visible in the final PDF posted to the web after the meeting. 13

14. DOE Logo/Seal Do not use the DOE logo/seal 14

15. 15 Guidelines for Number of Slides Oral presentations should contain a maximum of 15-20 presented slides. The presentation template will give instructions on specific sections. You may include up to five technical back-up slides for reference purposes and for the reviewers. They may be presented as time permits or referenced during the Q&A period. These slides must be placed after the primary presentation and separated from the primary presentation using a divider slide titled “Technical Back-Up Slides.” Evaluation and weighting criteria should be considered when planning and organizing your presentation! Except for the time and number of slides requirements, these instructions and examples apply to Poster presentations as well as Oral presentations.

16. Guidelines for Number of Slides- Reviewer Only 16 Slides for reviewers only must be provided in a separate section following back-up slides. A divider slide titled “Reviewer-Only Slides” should be used to separate this section from the technical back-up slides. There is no limit to the number of reviewer-only slides that may be included, but only essential information should be included so as not to overwhelm the reviewers. These slides will be provided to reviewers prior to the AMR but will be deleted from the PowerPoint file that is to be presented during the AMR, as well as from the PDF that will be posted on DOE’s website following the AMR.

17. 17 Evaluation Criteria Relevance20% Approach/Strategy20% Technical Accomplishments and Progress40% Collaborations and Coordination with Other Institutions10% Proposed Future Work10% These criteria and weights should be considered when planning and putting together your presentation!

18. 18 Instructions for Specific Slides The following guidelines provide specific information on mandatory slides and the type of information expected within the criteria guidelines. Your presentation should include: Title Slide (mandatory) Overview Slide (mandatory) Review Criterion Slides (mandatory, one or more slides as appropriate for each review criterion) Summary Slide (mandatory) Technical Back-Up slides (optional) Reviewer-Only slides (not mandatory but recommended) Except for the mandatory Title, Overview, and Summary slides, all slide titles/headings should relate directly to the evaluation criteria! Instruction The following template includes: (Guidance for constructing the specific slides and sections) (Template is only provided for the Title and Overview slides) (Examples are from high-scoring previous AMR presentations) Template Example Slides

19. 19 Mandatory Slide Instructions The following guidelines provide specific information on mandatory slides and the type of information expected within the criteria guidelines. –mandatory Title slide –mandatory Overview slide –one or more slides as appropriate for each review criterion –mandatory Responses to Previous Year Reviewers’ Comments slide –mandatory Summary slide –optional Technical Back-Up slides –optional Reviewer-Only slides Illustrative example slides follow. Instruction

20. 20 Mandatory Title Slide Please format your Title slide per the following slide, appropriately inserting your project title, the name of the principal investigator, the name of the presenter if different from the principal investigator, organization, and project ID# (which will be provided to you by Alliance Technical Services). Instruction

21. 2016 DOE Vehicle Technologies Office Review Presentation Template (replace with your title) P.I. Name (always include) Presenter Name (if not the P.I.) Organization Date Project ID # (this will be provided to you) This presentation does not contain any proprietary, confidential, or otherwise restricted information Template

22. Title 22 ExampleExample Slides

23. 23 Mandatory Overview Slide Please prepare an Overview slide formatted and containing the information per the following slide: –Timeline (please confirm dates with your DOE HQ/NETL manager(s)) –Budget (please confirm values with your DOE HQ/NETL manager(s)) –Barriers (please list up to 3 technical barriers and technical targets from prior years’ VT Office Multi-Year Program Plans addressed by your project to be found at http://www1.eere.energy.gov/vehiclesandfuels/pdfs/program/vt_ mypp_2011-2015.pdf) http://www1.eere.energy.gov/vehiclesandfuels/pdfs/program/vt_ mypp_2011-2015.pdf –Partners Instruction

24. 24 Project start date Project end date Percent complete Barriers addressed –(List up to 3 technical barriers and technical targets from the VT Program Multi-Year Program Plan addressed by your project (if you do not have them, go to http://www1.eere.energy.gov/vehi clesandfuels/pdfs/program/vt_my pp_2011-2015.pdf to obtain them)) http://www1.eere.energy.gov/vehi clesandfuels/pdfs/program/vt_my pp_2011-2015.pdf Total project funding –DOE share –Contractor share Funding received in FY 2015 Funding for FY 2016 Timeline Budget Barriers Interactions/ collaborations Project lead Partners Overview Template

25. Overview 25 ExampleExample Slides

26. 26 Relevance counts for 20% of your total project score. The title of these slides should make it clear that they count toward your project’s relevance! Information to include: –Objectives: Describe the objective of your project and what you were to achieve in the work covered by your presentation, i.e., the objective of your work over the past year (March 2015–March 2016) –Your objectives should make it clear what the relevance of your project is to the VT Office (more information on the VT Office can be found through this Web site and its contained links: http://energy.gov/eere/vehicles/vehicle-technologies-office http://energy.gov/eere/vehicles/vehicle-technologies-office –The impact your project has on addressing the barriers identified in the Overview slide and other specific targets and milestones. Relevance Instruction

27. Relevance 27 ExampleExample Slides

28. 28 Milestones Include milestones and go/no-gos for FY 2015 and FY 2016. Instruction

29. Milestones 29 ExampleExample Slides

30. 30 Approach/Strategy counts for 20% of your total project score. The title of your slides should make it clear that they count toward your project’s Approach/Strategy! Describe overall technical Approach/Strategy: –Emphasize unique aspects of your work and de-emphasize discussion of equipment used –Discuss how your work addresses the project’s technical barriers –Describe how your project is integrated with other research or deployment projects within the VT Program –Use simple statements so that scientists and engineers, not experts in your area, can readily understand the explanation of your approach. Include the planned milestones and go/no-go decisions for FY 2015 and FY 2016 and current status toward them. Approach/Strategy Instruction

31. Approach/Strategy 31 ExampleExample Slides

32. 32 Technical Accomplishments and Progress count for 40% of your total project score. The title of these slides should make it clear that they count toward your project’s technical accomplishments and progress! Each slide should include a summary “Take-Home” message, especially those that contain data. Describe the most important technical accomplishments achieved during the reporting period and their significance. Specifically, address last year’s reviewer comments regarding technical accomplishments and progress as well as progress to date for new projects. Include relevant data to support your accomplishments. Relate the accomplishments to project milestones, barriers, objectives, and technical targets! Benchmark the progress versus FY 2015 results, if applicable. Technical Accomplishments and Progress Instruction

33. 33 Include no more than one slide on previous accomplishments and CLEARLY indicate work previously presented versus new work! To assist the reviewers evaluating your work, please include bullet comments of the key points on each slide. Include sufficient slides to explain what was done leading to the technical accomplishments. However, please limit your slides to the time you have available – the 20-minute presentation time will be STRICTLY enforced! Though your presentation will be in color, it is best to choose colors and data symbols that can be easily distinguished in black and white for those reviewers using hardcopies. Technical Accomplishments and Progress (cont.) Instruction

34. Accomplishments 34 ExampleExample Slides

35. 35 If yours is an on-going project that was reviewed last year, address 1-3 significant questions/criticisms/ recommendations from the previous year’s reviewers’ comments, available at: http://energy.gov/eere/vehicles/downloads/vehicle-technologies-office- 2015-annual-merit-review-report Last year’s presentations can be found at: http://energy.gov/eere/vehicles/vehicle-technologies-office-annual-merit- review-presentations Responses to Previous Year Reviewers’ Comments If your project was not reviewed last year, please indicate as such on the slide. Instruction

36. Response to Reviewer Comments 36 Example Example Slides

37. 37 Collaboration and Coordination with Other Institutions Collaborations and Coordination with Other Institutions count for 10% of your total project score. The title of these slides should make it clear that they count toward your Collaborations and Coordination with Other Institutions! List your project collaborators, indicating: –Relationship (i.e., prime, sub, etc.) –Industry, university, national laboratory –Within or outside the VT Program –Extent of the collaboration. Instruction

38. Collaboration and Coordination 38 Example Example Slides

39. Remaining Challenges and Barriers Highlight the key remaining challenges and barriers to meeting the project objectives. The remaining challenges and barriers should provide justification and support for the future plans in the following slide. 39 Instruction

40. Challenges and Barriers 40 Example Slides

41. 41 Proposed Future Work counts for 10% of your total project score. The title of these slides should make it clear that they count toward your Proposed Future Work! Explain what it is you plan to do during the rest of this year (FY 2015) and next year (FY 2016). Provide justification for future plans. Be as specific as possible; avoid blanket statements. Highlight upcoming key milestones. Address how you will deal with any future decision points during that time and any remaining issues or barriers, including any alternative development pathways under consideration to mitigate risk of not achieving milestones. Proposed Future Work Instruction

42. Proposed Future Work 42 ExampleExample Slides

43. 43 Summarize the key points you wish the reviewers and the audience to take away from your presentation. For those projects that are working toward specific technical targets, include a Summary Table summarizing key FY 2016 technical results compared to FY 2015 results and the technical targets. Mandatory Summary Slide Instruction

44. Summary 44 Example Slides

45. 45 Technical Back-Up Slides (Note: please include this “separator” slide if you are including back-up technical slides (maximum of five technical back-up slides). These back-up technical slides will be available for your presentation and will be included in the USB drives and web PDF files released to the public.) Instruction

46. 46 Reviewer-Only Slides Publications and Presentations Critical Assumptions and Issues (Note: please include this “separator” slide between those to be presented and the “Reviewer-Only” slides. These slides will be removed from the presentation file and the USB drives and web PDF files.) Be aware that if you do not submit Reviewer-Only slides, your Merit Review score may be reduced. Instruction

47. 47 Instructions for Reviewer-Only Slides (Not a template slide – for information purposes only) The following slides are to be included in your submission for Peer Evaluation purposes, but will not be part of your Oral presentation – they will be provided to reviewers only. If you have a Poster presentation, submit the Reviewer- Only slides with your presentation to Alliance Technical Services but do not include them in your printed Poster. Instruction

48. 48 List any publications and presentations that have resulted from work on this project. Use at least 12-point font. Please verify that the links in your slides are active. Note: This slide is for the use of the Peer Reviewers only – it is not to be presented as part of your Oral or Poster presentation. These Reviewer-Only slides will be included in the copy of your presentation that will be made available to the Reviewers. Publications and Presentations Instruction

49. Publications and Presentations 49 Example Slides

50. 50 Address 3-5 of the critical assumptions and/or problems affecting the outcome of your project. Briefly describe the problem as well as potential solutions, both within and beyond the scope of the project. Exclude funding issues. Critical Assumptions and Issues Note: This slide is for the use of the Peer Reviewers only – it is not to be presented as part of your Oral or Poster presentation. These Reviewer-Only slides will be included in the copy of your presentation that will be made available to the Reviewers. Instruction

51. Critical Assumptions and Issues 51 Example Slides

52. 52 Questions? Tom Timbario at (410) 626-7499 Melissa Laffen at (301) 252-3809 vtamr@alliance-technicalservices.com