L1 - Proposal Writing

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Georgia Institute Of Technology *

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Nov 24, 2024

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2 Vikram lander Chandrayaan-3
3 https://www.thespacereview.com/article/ 4620/1
4
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Álvaro Romero Calvo, PhD Assistant Professor Georgia Institute of Technology lowgravitylab.ae.gatech.edu alvaro.romerocalvo@gatech.edu Proposal Writing Lecture 1 AE 4321 – Space Systems Capstone Design
6 Announcements ▪ All labs have been posted (preliminary versions) ▪ 3 project teams will need to have 9 students ▪ Please, be generous with your classmates! ▪ About the lab…
7
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Writing Your Proposal 8 Read this very carefully at home!
9 Know Your Audience Who is the customer? ▪ Broadly speaking, this is the company or agency ▪ To be truly competitive, however, you should consider the individual people on the review or selection committee What are the needs of the customer? What are the customer’s preferences and biases (everyone has them)?
10 Study the RFP, AO, BAA, or other request The AO is the vehicle by which the customer communicates what they want and how your response will be evaluated. Read it carefully! Read it VERY carefully!!! I recommend the following tips to help you ensure you are responsive to what is requested in the AO: ▪ Go through and highlight or underline key parts that require you to do something. ▪ As you go through, make a list of each item that requires action or that must be included in your proposal. Then assign a team member to be responsible for ensuring that this item is addressed.
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11 Draft an Outline Writing an outline will help you: ▪ Organize your thoughts ▪ Consider how you want to communicate your ideas to the review committee ▪ Assign sections for each team member to write The AO is an excellent place to get a rough idea of how your proposal should be structured ▪ Frequently the AO will allocate a certain number of pages for various topics – this provides some guidance on the high-level organization of your proposal. ▪ Also, look at how the AO is laid out. The reviewers will be going through your proposal to ensure that it addresses all the requirements listed in the AO. Make their job easy by making your proposal structure mirror the AO (to the extent that makes sense).
12 Identify Win Themes You should identify a few win themes and use these as a common thread throughout the proposal Ask yourself what attributes of your design and/or team are unique and how do these separate you from the competition Use these ideas as to help you formulate strong win themes
13 Create a Storyboard for Each Section A storyboard is a commonly used tool that: ▪ Helps you structure your argument and lead the reader to the desired conclusion ▪ Helps you make sure nothing is left out of each section ▪ Allows the entire team to participate in the content of each section A storyboard should include the following: ▪ Section title ▪ Lead sentence/paragraph (customer-focused) ▪ Important points and content ▪ Figures/Tables (sketches if necessary) and their corresponding “action captions” ▪ Closing sentence/paragraph
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14 Tips for Writing ▪ PROOFREAD!!!!!!! ▪ Follow the instructions in the AO ▪ Keep your prose reader/customer-focused ▪ Use positive (not negative) wording ▪ Avoid unsubstantiated and ambiguous terms ▪ Be specific and direct (don’t beat around the bush – the reviewers will know when you’re avoiding an issue) ▪ Use your storyboard as a guide ▪ Don’t worry about the page limit on your first pass at writing a section. First, get all your ideas down on paper, then go through to tighten up phrasing and remove extraneous content ▪ Your lead sentence should state the conclusion(s) of that section up front. Bold or italicize your lead sentence to help draw attention to this
Formatting Equations 15 Careful here
16 Equations ▪ You should not include too many in a proposal ▪ If you do, follow these rules: ▪ Equations appear as part of the text . Give them their own line if they are critical, write them inline if they are not ▪ Don’t use “:” or “.” to introduce an equation: treat them as part of the text ▪ Punctuate an equation: if it is at the end of the sentence, finish with “.”. If a comma follows, use an “,”. ▪ Define all terms, use very specific wording: ▪ Equation X, where X, Y, Z are X, Y, and Z, respectively. ▪ Equation X, where X is X, Y is Y, and Z is Z. ▪ Equation X, with X, Y, Z being X, Y, and Z, respectively. ▪ Equation X, with X being X, Y being Y, and Z being Z. ▪ Vectors in bold, scalars in normal fonts ▪ Italics should not be used for words in subindices, e.g. 𝑅 external ▪ Much easier in LaTex! Check this: https://www.overleaf.com/learn/latex/Mathematical_expressions
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17 Example 1 \begin{equation} \chi_{\text{salt}}^{\text{mass}} = \frac{\chi_{\text{cation}}^{\text{mol}}+\chi_{\text{anion}}^{\text{mol}}}{\mathcal{M}_{\text{salt}}}, \end{equation} WRONG RIGHT LaTex Include ref here!! Pause in sentence, so “,” Super- and sub-words in normal fonts Proper variable definition
18 Example 2 \begin{equation} \label{eq:F0resnv} \vec{F}_m^\text{eff}=\mu_0\int_V\!\mathrm{d}V\!\ \left[(\chi_b^\text{vol}\vec{H}- \chi_{\text{me}}^\text{vol}\vec{H}^*)\cdot\nabla \right] \vec{H}_0. \end{equation} WRONG RIGHT LaTex Include ref here!! Vectors in bold Super- and sub-words in normal fonts End of sentence, so “.”
19 Example 3 We just enumerate with commas Partial derivatives use specific delta symbol Vectors in bold (always!) Check this complex variable disclosure. If a variable has been defined before in the text, you must not disclose it again! Inline equations
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20 LaTex code for Example 3 The stress tensor $\mathrm{T}$ is defined in terms of the magnetic and electric fields acting on the system. Those are computed from Maxwell equations \begin{subequations}\label{eq:mageqs} \begin{equation} \nabla\cdot\vec{D}=\rho_v, \end{equation} \begin{equation} \nabla\cdot\vec{B}=0, \end{equation} \begin{equation} \nabla\times\vec{E}=-\frac{\partial\vec{B}}{\partial t}, \end{equation} \begin{equation} \nabla\times\vec{H}=\vec{J}_e+\frac{\partial\vec{D}}{\partial t}, \end{equation} \end{subequations} where $\vec{E}$, $\vec{D}=\epsilon_0\vec{E}+\vec{P}$, and $\vec{P}$ are the electric, electric displacement, and polarization fields, and $\vec{B}$, $\vec{H}=\left(\vec{B}/\mu_0\right)-\vec{M}$, and $\vec{M}$ are the flux density, magnetic, and magnetization fields, respectively; $\epsilon_0$ and $\mu_0$ are the permittivity and permeability of vacuum, $\rho_v$ is the free charge density, and $\vec{J}_e$ is the electric current density. For soft magnetic materials, the magnetization field is aligned with the magnetic field and follows the relation $\vec{M}=\chi^{\text{vol}}(H)\vec{H}$, with $\chi^{\text{vol}}(H)$ being the volume magnetic susceptibility. Dia/paramagnetic materials exhibit a constant and small $\chi^{\text{vol}}$.
Formatting Figures 21 The core of your proposal
22 Figures ▪ Figures are some of your most powerful tools for communicating with your reader. ▪ Be wary of complicated graphics that try to explain too much in a single image. If it takes a new reader longer than 5-10 seconds to understand what is going on in the image, it is probably too complicated. ▪ Use “action captions” to explain the relevance of the information and to help lead your audience to the desired conclusion. ▪ Concept figures are key to attract the reader’s attention ▪ Again, in LaTex: https ://www.overleaf.com/learn/latex/I nserting_Images
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23 Example Action Captions Original: Conceptual representation of the photoelectron generation process Revised: By irradiating a target spacecraft with an UV laser, photoelectrons are generated and sensed from a servicing spacecraft, hence determining the electrostatic potential of the target Original: Graph of time intervals when science measurements are taken during an average day Revised: By taking measurements three times a day, OurAwesomeSpacecraft will collect the data required to meet the science objectives outlined in Section X Original: Plot of transfer from Earth to Mars Revised: By using a Type II transfer from Earth to Mars during the 2018 opportunity, OurAwesomeSpacecraft is able to deliver the largest possible science payload
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24 Creating a Nice Figure! ▪ Remove noise : make sure the reader focuses on what is important ▪ Every element must have a function: remove unnecessary items from your plot! ▪ Try to condense as much information as possible using a minimum number of elements ▪ Always use sans-serif fonts like arial for your figures and plots . Use serif fonts for the text of your proposal (e.g. Times New Roman) ▪ If you create a graphic or line plot, always go for high-resolution vectorial images (Inkscape is a great software for this). Paint is forbidden! ▪ Use jpg format for pictures (higher speed), pdf for graphics
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25 Example 1 ▪ Background noise removed by deleting unnecessary elements ▪ The difference is significant! BEFORE AFTER
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26 Example 2 ▪ Tons of information with a single figure
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27 Example 3 ▪ Simple figure, explains the setup, no unnecessary elements ▪ Line drawing in Inkscape, infinite resolution, all variables are defined ▪ Arial fonts
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28 Example 4 ▪ More examples of data condensation (top) and line drawing (right) ▪ Geometry is key!
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29 Example 5 (Fall 2022 LOTUS team) ▪ Keep a consistent style throughout your proposal: colors, fonts, lines ▪ Beauty is subjective, but a nice drawing will be critical to get your proposal funded!
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Plots 30 No, Matlab is not a plotting software!
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31 Rules for Plotting Style: ▪ Use the elements you need, nothing else. Keep it simple! ▪ Avoid boxes around your plot, double axes, weird colors, etc. ▪ Avoid grid lines unless strictly necessary (e.g. loglog plot) ▪ If experimental, use error bars: provide statistics! ▪ Save plots in PDF format, don’t screenshot! ▪ Add axes labels with units . Avoid figure titles ▪ Be consistent throughout your document (e.g. x(m) vs x[m]) Fonts: ▪ Use sans-serif fonts (e.g. Arial) ▪ The font size in every text box must be the same as for the document Colors: ▪ Make a smart use of colors (e.g. sequential vs graded) ▪ Use colorblind-safe, grayscale-safe colors ▪ Choose colors here: https://colorbrewer2.org/ ▪ Colorblind test: https://colororacle.org/
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32 Example 1 (not ok) Not a valid technical plot ▪ Screenshot from program ▪ Low resolution ▪ Has unnecessary grid lines ▪ A box surrounds the plot (why?) ▪ Has titles (unnecessary in general) ▪ Poor choice of colors ▪ Times New Roman font (not sans serif!)
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33 Example 2 (better, still not ok) Good: ▪ High-resolution ▪ Proper labels with units ▪ Appropriate font size (matches the text, more or less) Not so good: ▪ Multiple lines without a legend (what does the 2 nd line mean?). This must be obvious from the plot itself ▪ Unnecessary blank space around the plot ▪ A box surrounds the plot (why?) ▪ Unnecessary title
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34 Example 3 (ok) ▪ Doesn’t use colors, it doesn’t need to! It’s print -friendly ▪ Proper font size for all text boxes ▪ The plots can be understood without additional text support
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35 Example 4 (ok) ▪ Take a look at the color scale: because data is gradually increasing, the colormap does it too! ▪ Minimum number of elements: the legend is shown only in one plot (it’s the same for all) ▪ Sans-serif fonts that more or less match text size
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36 Example 5 (ok) ▪ Appropriate use of color map and contour lines. ▪ Notice how the color bar is only shown once! No need to repeat it ▪ Font size matches all elements
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37 Example 6 (ok) ▪ This is how a qualitative color map looks like (different categories of data) ▪ Every data series has its own marker and color ▪ No unnecessary grid lines: nobody is going to use them nowadays!!
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References 38 Giving recognition to others
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39 Basics A reference is a specific mention to other people’s work. It must be meaningful and relevant to your proposal. Appropriate references reflect an appropriate literature research effort. We work with ▪ Journal articles . Include authors, title, journal name, volume and number, page number, year, and doi ( not url ) ▪ Conference papers . Include authors, title, conference name, page number, year, paper ID, and doi (if available, if not, use url ) ▪ Technical reports . Include authors, title, institution (e.g. NASA), technical report number, year, and url (if available) ▪ Books . Include authors, title, publisher, chapter, page number, year, and ISBN Other types of references are not desired in a technical document unless strictly necessary. If you need to refer to a website, use footnotes.
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40 Example 1 Journal article Journal article Conference paper Conference paper Journal article Journal article
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41 Example 2 (AIAA conference paper)
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42 Automating Citations ▪ Every journal article (and many conference articles) offer you the possibility of downloading the bibliographic info. This saves a lot of time ▪ BibTex is the standard for LaTex documents
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43 Inserting References in LaTex If you use the online tool, you will get something like this: ▪ The type of article may be inappropriate ▪ Important missing info ▪ Unnecessary info (URLs should not be included when the DOI is available) @inbook{doi:10.2514/6.2001-930, author = {Jeff Marchetta and John Hochstein}, title = {Simulation and dimensionless modeling of magnetically induced reorientation}, booktitle = {38th Aerospace Sciences Meeting and Exhibit}, chapter = {}, pages = {}, doi = {10.2514/6.2001-930}, URL = {https://arc.aiaa.org/doi/abs/10.2514/6.2001-930}, eprint = {https://arc.aiaa.org/doi/pdf/10.2514/6.2001-930} } Unnecessary Type Handle Missing info
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44 This is how it looks like…
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45 Tricks ▪ Including Matlab code in LaTex: https://www.mathworks.com/matlabcentral/fileexchange/8015-m-code-latex-package 1. Download style file mcode.sty and copy it into your LaTex document main folder 2. Include \usepackage{mcode} in your preamble 3. Use the command \lstinputlisting{yourfile.m} in your document to include the code as ▪ Numbering paragraphs https://stackoverflow.com/questions/543208/how-can-one-number-paragraphs-in-latex Google is your friend (allegedly)
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Álvaro Romero Calvo, PhD Assistant Professor Georgia Institute of Technology lowgravitylab.ae.gatech.edu alvaro.romerocalvo@gatech.edu Questions?
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