FAQs - Call for submission form

The innovation proposal response form is divided into 6 sections:

  1. Proposal summary
  2. Who is the Respondent?
  3. Who is in the Respondent’s team?
  4. What is the proposal?
  5. Image or photo of the technology
  6. Statement

Section A - Proposal Summary

If the proposal involves multiple entities, the form should be completed by the lead (the respondent). The Australian, or New Zealand, Business Number required in this section must belong to the respondent.

The questions in this section are:

  • Proposal short title (max 100 characters)
  • Country where the Respondent is registered
  • Australian Business Number (ABN)
  • New Zealand Business Number (NZBN)

Section B - Who is the Respondent?

The questions in this section are:

  • Name and business number of the respondent
  • Business/ trading name
  • Type of respondent
  • For entities listed as type “Sole Trader”
    • Are you in the process of incorporating a company that will be the lead entity for the proposal?
    • What is the proposed name of the company?
  • For entities listed as type “Partnership”
    • What is the name of the incorporated partnership?
    • Is the partnership registered as a ‘limited partnership’?
    • Where is the partnership registered?
    • Is the partnership incorporated?
    • How many partners are in the partnership?
    • Was the partnership formed specifically for this proposal?
    • Details of the Partners
    • Provide details of each partner in the partnership
  • What is the registered office address of the respondent?
  • Main place of business
  • Postal address
  • How many employees did the respondent have as at the last pay period ending in the last financial year (that is, how many employees were entitled to pay for any part of that pay period)?
  • What is the respondent’s main revenue earning activity under the Australian and New Zealand Standard Industrial Classification (ANZSIC)?
  • Is the respondent registered for Research & Development tax incentives?
  • What is the website address of the respondent?
  • Respondent email address

Section C - Who is in the Respondent’s team?

The Department of Defence encourages collaborative arrangements and multiple project partners. Respondents should, however, note that it is not necessary to enter into collaborative arrangements in order for a proposal to be considered.

The questions in this section are:

  • Does the respondent have any project partners?
  • What is the arrangement between each of the project partners and the respondent?
  • How do the project partners propose to engage with the Defence Innovation Hub?
  • provide details of each project partner.
  • Provide details of the entity type of the project partner

Section D - What is the Proposal?

The questions in this section are:

  • Provide a short title for your proposal. (max 100 characters)
  • Provide an executive summary of the proposal.
  • This is to be a summary of the overall proposal.
    • For the overall proposal you should describe what has been achieved by the technology to date, the overall objectives including the intended end state of the innovation, and what benefits will be delivered to Defence as a result.
    • You should also describe the key activities, and provide an indication of how long you expect it will take to complete the entire project and an estimate of costs involved for the entire project (GST exclusive).
    • In describing the benefits to Defence, you should articulate how your innovation project contributes to the improvement of Defence capability to generate a value add, contributes to an increased capability advantage or resolves an identified weakness or deficiency. If your idea is aligned to an identified capability stream, you should ensure you articulate how it contributes to that capability stream.
  • Describe the background and current status of the technology underpinning this proposal. (max 5,000 characters) *See Note 1
  • Select the most appropriate innovation category for this proposal.
    • Goods and Services - Any good or service or combination of these which is new to a business (or significantly improved). Its characteristics or intended uses differ significantly from those previously produced/offered.
    • Marketing - New or significantly improved design, packaging or sales methods aimed to increase the appeal of goods or services of a business or to enter new markets.
    • Operating Processes - New or significantly improved methods of producing or delivering goods or services of a business (including significant change in techniques, equipment and/or software).
    • Organisational/Management Processes - New or significantly improved strategies, structures or routines of a business which aim to improve performance.
  • Select the most applicable Defence capability stream that your proposed innovation would improve when mature.
  • When mature, which (if any) Defence platforms, capabilities, networks or processes will the proposed innovation need to be integrated to or interface with? (max 2,000 characters)
  • Where applicable, describe specific Defence platforms/systems the innovation this proposal relates to will be integrated to or interface with.
    • For example, the innovation may be a new sensor to be integrated to the Anzac Class Frigate Helicopter combat system, new lightweight long lasting battery to interface with Land 125 soldier modernisation program, Simulation Software module to be integrated to the Defence Simulation Environment, welding process for new armour alloy in M1 Abrahams Tank.
  • Explain why the proposed innovation is unique, and how it would provide a new or enhanced capability or improve Defence’s effectiveness and efficiency. (max 2,000 characters)
    • Describe how the proposed idea, technology or innovation in this proposal addresses a relevant problem in a unique way, and how that is relevant to the capability stream. What special aspects of your idea make it valuable to Defence? In providing a response you should describe why Defence would want to pursue your proposal and the contribution it delivers to the identified capability stream.
  • How will the proposal contribute to Australia's Defence industry capability and/or capacity? (max 2,000 characters)
  • Describe what activities in this proposal will be performed in Australia and will contribute to the ongoing development of Australia's Defence industry.
  • You may wish to consider, where relevant, impacts to employment, supply chains, and regional development; up-skilling; increased collaboration between businesses and/or businesses and research institutions. 
  • What is the current Technology Readiness Level (TRL) of the technology underpinning this proposal? *See section on Technology Readiness Levels
    • In selecting your Technology Readiness Level (TRL) you should be realistic about your current level. Your selection of TRL should be supported by other responses provided in this proposal.
  • Given the current TRL of the innovation this proposal relates to, what innovation phase do you believe the innovation is currently most appropriate for? *See section on Innovation Phases
  • What are the intended objectives, outcomes, activities and schedule to be undertaken as part of the phase as identified above. (max 2,000 characters)
    • Detail and describe the high level objectives and outcomes to be accomplished within the phase and how this will contribute to the overall development of the innovation as it matures. Describe the key activities you will undertake as part of the phase and the anticipated schedule for this phase. Your response should be specific to the phase you have selected above, rather than the overall proposed project.
  • What is the anticipated TRL of the technology underpinning this proposal at the completion of your nominated project phase?
    • In selecting your TRL you should be realistic about the proposed level at the completion of the activities you are proposing to undertake in the phase. Your selection of TRL should be supported by other responses provided in this proposal.
  • Will the majority of project work be done in Australia?
  • Where will the project work be done?
  • What is the estimated budget range (GST exclusive) that is being sought from the Department of Defence for the activities included in the project phase
    • The amount should be relative to the identified project phase and the activities outlined in the phase summary rather than this proposal as a whole.
    • You should consider all the costs likely to be associated with the nominated phase, including staffing costs, engineering and testing costs, contract and intellectual property costs, travel and transport.
    • Please respond on a GST exclusive basis.
  • Have you previously received, or are you currently receiving, funding from the Commonwealth of Australia, Government of New Zealand, Australian State or Territory governments, or third party funding or contributions in relation to the technology underpinning this proposal?
  • What amount was or is being provided (GST exclusive), what was the purpose of the funding and who received the funding? (max 500 characters)
  • Provide the name of the funding program or initiative, and the Department, Agency or other organisation supporting the investment. Explain what the funding was provided for, what outcomes were or have been achieved with it.
  • Have you discussed this proposal with Department of Defence staff (excluding staff of the Centre for Defence Industry Capability)?
  • Add details of Department of Defence staff you have discussed this proposal with
    • For each person, summarise the discussions with them including their involvement in the development of the innovation; and the preparation of this submission. What feedback was provided? Have you acted on this feedback? Please outline how you have revised or modified your proposal or innovation following discussions with the person.
  • Is there an actual, potential or perceived conflict between Defence’s interests and your interests in relation to the Call for Submissions process?
  • Provide details of the actual, potential or perceived conflict. (max 1000 characters).
  • If we want to speak to someone about your proposal, are you that person?
  • Provide details of the Nominated contact.

Section E - Image or photo of the technology

You can attach a single file (which could be an image, photograph, table, graph or process flow) illustrating the technology underpinning the proposal. This attachment is an opportunity to provide context to the technology and the benefits to Defence. You are able to reference this attachment in describing your technology in previous sections of your submission. You should ensure that your attachment is clear and understandable.

The file size of the attachment cannot exceed 2MB.

The attachment can only be a .PNG, .JPG or .BMP file type.

When you upload the file you will be asked to provide a short description of the image or photo.

Section F - Statement

Section F has three parts to it:

  • Privacy and your personal information
  • Proposal information
  • Declaration by an Authorised Person

You will need to agree to the first and third part to submit your innovation proposal. The second part of the Section is the Terms which you will have to agreed to when first creating your proposal.

Note 1

Explain the capability of the innovation this proposal relates to in its current state, as it could be delivered by you today. Explain the activities that have been conducted that support the claimed delivery of benefits, including research (from theoretical, to testing, integration etc) and engagement with relevant entities (including research institutions, industry and prime contractors or prime system integrators).

You should also describe the maturity of your innovation or highlight current progress towards reaching a milestone that reinforces the strength of the innovation at the current time, or potential strength into the future. This may be supported by any relevant testing outcomes or strategic engagement with collaborative partners to progress the technology.

Consider the following in formulating a response:

For early Technology Readiness Levels (TRL) (around 1-4), where the focus is exploring scientific principles and proof of concept:

  • Have the basic scientific principles underpinning the innovation been proven?
  • Have any analytical or laboratory studies been undertaken to validate analytical predictions?

If yes, briefly state any recorded evidence of experimental outcomes, peer-reviewed literature in which the relevant research and observations have been reported, and patents approved or pending relevant to the innovation.

For more mature TRLs (around 4-6), briefly describe activities such as design and prototyping, from breadboards (a low fidelity unit that demonstrates function only, without respect to form or fit in the case of hardware, or platform in the case of software); to brassboards (a medium fidelity functional unit that typically tries to make use of as much operational hardware/software as possible and begins to address scaling issues associated with the operational system); to system level prototypes.

Consider elements such as:

  • Where proof of concept has been completed, has the Defence capability application of the innovation been formulated?
  • Has the proposed application or system concept been validated and how?
  • Have the critical functions or characteristics underpinning the innovation been developed and tested?
  • Have initial or final prototypes been produced? If yes, have these prototypes been integrated to a higher assembly/system?

Describe any validation testing that the components or subsystems have been subjected to, including the nature of the test environment (e.g. laboratory, simulation, representative, or operational environment) and the function and performance requirements they have been tested against. Describe any objective evidence of the test outcomes that exists. For instance, has the conduct of relevant tests been recorded in any medium? Have the tests been observed by an independent party?

For a high maturity system, around TRL 6-7, has the innovation been tested and certified as an integrated system, including integration with external systems, in an operational environment?

Describe the environment, test objectives and any external integrated systems. Describe who conducted the test and which certification regime was used, and whether there is objective evidence available of the test outcomes.

Technology Readiness Levels

TRL Definition Description Supporting Information
1. Basic principles observed and reported. Lowest level of technology readiness. Scientific research begins to be translated into applied research and development (R&D). Examples might include paper studies of a technology’s basic properties. Published research that identifies the principles that underlie this technology. References to who, where, when.
2. Technology concept and/or application formulated. Invention begins. Once basic principles are observed, practical applications can be invented. Applications are speculative, and there may be no proof or detailed analysis to support the assumptions. Examples are limited to analytic studies. Publications or other references that outline the application being considered and that provide analysis to support the concept.
3. Analytical and experimental critical function and/or characteristic proof of concept. Active R&D is initiated. This includes analytical studies and laboratory studies to physically validate the analytical predictions of separate elements of the technology. Examples include components that are not yet integrated or representative. Results of laboratory tests performed to measure parameters of interest and comparison to analytical predictions for critical subsystems. References to who, where, and when these tests and com-parisons were performed.
4. Component and/or bread-board validation in a laboratory environment. Basic technological components are integrated to establish that they will work together. This is relatively “low fidelity” compared with the eventual system. Examples include integration of “ad hoc” hardware in the laboratory. System concepts that have been considered and results from testing laboratory-scale breadboard(s). References to who did this work and when. Provide an estimate of how breadboard hardware and test results differ from the expected system goals.
5. Component and/ or breadboard validation in a relevant environment. Fidelity of breadboard technology increases significantly. The basic technological components are integrated with reasonably realistic supporting elements so they can be tested in a simulated environment. Examples include “high-fidelity” laboratory integration of components. Results from testing a laboratory breadboard system are integrated with other supporting elements in a simulated operational environment. How does the “relevant environment” differ from the expected operational environment? How do the test results compare with expectations? What problems, if any, were encountered? Was the breadboard system refined to more nearly match the expected sys-tem goals?
6. System/subsystem model or prototype demonstration in a relevant environment. Representative model or prototype system, which is well beyond that of TRL 5, is tested in a relevant environment. Represents a major step up in a technology’s demonstrated readiness. Examples include testing a prototype in a high-fidelity laboratory environment or in a simulated operational environment. Results from laboratory testing of a prototype system that is near the desired configuration in terms of performance, weight, and volume. How did the test environment differ from the operational environment? Who performed the tests? How did the test compare with expectations? What problems, if any, were encountered? What are/were the plans, options, or actions to resolve problems before moving to the next level?
7. System prototype demonstration in an operational environment. Prototype near or at planned operational system. Represents a major step up from TRL 6 by requiring demonstration of an actual system prototype in an operational environment (e.g., in an aircraft, in a vehicle, or in space). Results from testing a prototype system in an operational environment. Who performed the tests? How did the test compare with expectations? What problems, if any, were encountered? What are/were the plans, options, or actions to resolve problems before moving to the next level?
8. Actual system completed and qualified through test and demonstration. Technology has been proven to work in its final form and under expected conditions. In almost all cases, this TRL represents the end of true system development. Examples include developmental test and evaluation (DT&E) of the system in its intended weapon system to determine if it meets design specifications. Results of testing the system in its final configuration under the expected range of environmental conditions in which it will be expected to operate. Assessment of whether it will meet its operational requirements. What problems, if any, were encountered? What are/were the plans, options, or actions to resolve problems before finalizing the design?
9. Actual system proven through successful mission operations. Actual application of the technology in its final form and under mission conditions, such as those encountered in operational test and evaluation (OT&E). Examples include using the system under operational mission conditions. OT&E reports.

Innovation Phases

All proposals that enter the Hub will be brought in under one of four phases, depending upon their TRL. The phases are described below.

Phase Name Phase Description
Phase 1: Concept Exploration The focus of this phase is on exploring potential technologies and technical solutions in response to a stated Defence capability priority.
  • Phase 1 may include the exploration and proof of underlying scientific principles and the explanation of how the technology will improve Defence capability.
  • There is a low focus on engineering management methodologies and systems development. Phase 1 is more about demonstrating how the technology will be matured.
  • Phase 1 innovations are expected to be around TRL 1-2 or early TRL 3.
Phase 2: Technology / Capability Demonstration
  • The focus of this phase is on demonstrating the concept proposed.
  • The concept demonstration may initially be analytical or laboratory studies-based and then moving to testing with breadboards (A low fidelity unit that demonstrates function only, without respect to form or fit in the case of hardware, or platform in the case of software); and potentially up to brassboards (A medium fidelity functional unit that typically tries to make use of as much operational hardware/software as possible and begins to address scaling issues associated with the operational system).
  • The documentation should detail how the technology may be used, how it has been tested and any supporting results.
  • Phase 2 innovations are expected to be around TRL 3-4.
Phase 3: Prototype System
  • The focus of this phase is on prototyping the technical solution in a system context, potentially still using breadboards and brassboards for component level and system/subsystem level prototyping.
  • The need for engineering planning and design documentation starts to increase as does the project governance and oversight requirements.
  • Under Phase 3, system safety programs are starting to be implemented with activities such as preliminary hazard analysis conducted.
  • Phase 3 innovations are expected to be TRL5 or early TRL6.
Phase 4: Integrated Capability Development
  • The focus of this phase is on demonstrating the system prototype in an integrated, relevant capability environment (e.g. in an aircraft, ship, network, etc.).
  • Under Phase 4, engineering management requirements will continue to increase with expectation of final configuration managed design packages to be developed as outputs.
  • Under Phase 4, a mature system safety program should also be developed.
  • Phase 4 innovations are expected to be around TRL 6-7.

Thanks for your feedback. If you have any ideas on how we can improve, we'd love to hear them.

Please provide your comments in the feedback form.

You might also be interested in