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What is the Lab Planning Process

and Why Does It Matter to You?

Lab Planning is an annual Annual process where EERE CMEI Technology Offices and Laboratories plan collaborate to define the scope and schedule for our your projects. Once all project details have been are finalized, the details they are compiled into a document called the an Annual Operating Plan (AOP). Each office has one maintains a dedicated AOP for each every Laboratory they you work with.

This process ensures that your projects are clearly defined, properly budgeted, and aligned with strategic goals.

When and How You'll Use Lab Planning

The planning of lab projects occurs takes place annually in Lab Planning within PM Bridge's Lab Planning module. This is where you will actively engage in defining and tracking your project's trajectory.

New Lab Planning in PM Bridge

Key Changes

: What's Different and How It Benefits You

We've introduced key changes to streamline your experience and enhance project management:

Key Changes You'll Notice:

• Simplified Project Creation: You now only need to

Offices only

• create a Lab Project once, documenting

the

• its full multi-year period of performance. This reduces repetitive annual tasks.

• Flexible Project Modifications: Projects can be modified at any time through an approval workflow process, eliminating the rigid annual change control process

Required data is

• . This means greater agility for your projects.

• Focused Data Entry: The required data has been reduced to focus only on

key

• essential project details needed for budget planning and execution, saving you time and effort.

Benefits for You:

• Centralized System: Multiple

Consolidates multiple

• , disparate systems have been consolidated into a single, data-centric project management system

Restructures lab data

• , making it easier for you to manage your projects.

• Improved Data Alignment: Lab data is now restructured to align with financial assistance data

to enhance EERE

• , enhancing CMEI's overall portfolio data and budget analysis

Reduces

• , which ultimately supports your project's success.

• Reduced Administrative Burden: We have reduced the manual burden of redundant data entry

caused by current

• , which was common in the old process of copying projects every year

& reducing

• . The reduction in required fields

for

• also speeds up project approval.

How Your Lab Projects Get Started: Pathways to

Success

You have three distinct ways to

There are three different ways that EERE can initiate a project to with a National Lab.
•    Labs :

• Notice of Funding Opportunity (NOFO): Labs can apply as a prime recipient or a subrecipient

• in response to a NOFO.

• Lab Call: Labs can apply directly to a specific Lab Call.

• Direct Funding: Labs can receive direct funding for specific research initiatives or lab projects

• that align with CMEI's strategic priorities.

Your Lab Planning Process: A Step-by-Step Guide

NOFOs and Lab Calls are published and selected in EPIC and projects are manually entered into PM Bridge, including Directly funded Lab Projects,which will continue to require manual entry. Data from the within the CMEI Program Information Center. Soon, data from selected lab calls and NOFOs will soon automatically update to the lab planning module in PM Bridge. From here the , your lab project is created, and the your office or lab updates the project details.

The Once in the Lab Planning Module, your technology office and the lab will work together, maintaining a open communication loop until the your project details are finalized.
Once the project has been finalizedAfter finalization, the project is routed through an approval workflow to gain final official approval. Remember

Once approved, you can modify projects can be modified at any time.All changes to your project are visible in the change control log, providing transparency and accountability.

Project data is automatically synced nightly in CPS to support Budget Execution and once activities. Once approved, your lab projects will be readily available in PM Bridge. You can view the full R&D portfolio in PM Bridge to see how your project fits into the larger picture.

Lab Planning Process Flow

Lab Planning Workflow

Ensuring Your Project's Approval: The Workflow

Once your project planning is complete, you will submit the project for approval. By default, all projects will require approval from the EERE your CMEI Project Lead, Office Administrator, and Office Director.

However, there is an option to add additional approvers to the workflow (including Lab staff such as Principal Investigator,

Lab Relationship Manager, and Lab Operations POC), if desired.

Image RemovedApproval Workflow & Roles

the lab will be notified once the project is approved.

Lab Planning Modifications

After a project has been approved, modifications can be made at any time. Identify the modification type.

Enter the modification details. Changes are tracked in Change History. Submit the modified project for approval.

This multi-level approval ensures thorough review and endorsement of your work.

For more details on this step, please refer to: How to Submit a Project for Approval

Modifying Your Approved Project

If your project needs adjustments after approval, you can make modifications at any time. Here's how you'll do it:

1. Identify the modification type: Clearly define what changes you need to make.

2. Enter the modification details: All changes are tracked in the Change History, providing a clear audit trail for you.

3. Submit the modified project for approval: The updated project will then go through a revised approval process.

The project is routed through the approval process and approved, ensuring all stakeholders are aware of and agree to the changes. For more detailed instructions, see: How to Modify a Project

Frequently Asked Questions

What are the key deadlines I need to be aware of for Lab Planning? 

Lab Planning is an annual process. Specific deadlines are communicated by your project lead or office administrator. Full AOPs are typically required to be approved approximately one month after all projects are approved; however, offices are encouraged to approve projects and the full AOP as early as possible. Specific approval dates are communicated via email each fiscal year.

What happens if my project's scope changes significantly after initial approval?  Projects can be modified at any time after initial approval. You will need to identify the modification type, enter the details (which will be tracked in the Change History), and submit the modified project for a revised approval process. This ensures all stakeholders are aware of and agree to the changes.

Can I track the progress of my project's approval workflow? Yes, the approval workflow can be tracked through 'Manage Workflow'. The default approval sequence is Office Administrator, Lab Relationship Manager, Associate Lab Director, Office Director. The Office Director will always be the final approver. You can add additional approval steps, order, and sequence and initiate the workflow. For more details, refer to the relevant article linked in the "Ensuring Your Project's Approval: The Workflow" sectionThe project is routed through the approval process and approved.

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