Closed: Regional Artificial Intelligence Initiative – Productization and Commercialization Pillar 1: Application guide for organizations

8. Application guide for organizations

On this page

• Purpose of this guide
• Applicant Information
• Authorized Project and Financial Contacts
• Project Information
• Project Results
• Project Budget
• Financial Information
• Certification
• Confidentiality, Reporting and Visibility Requirements
• Other
• Annex A – Project Indicator Definitions
• Annex B – Cost Categories

Purpose of this guide

This guide helps your not-for-profit organization complete its Application for Funding (Not-for-Profit Applicants). The guide explains how to complete each section of the form and how to tailor your responses for the Regional Artificial Intelligence Initiative (RAII)'s Productization and Commercialization pillar.

Your application must be received within the intake period or your application cannot be considered.

Blank spaces count against character limits in the application form.

Applicant Information (Q1-18)

This section of the Application for Funding requires all applicants to provide details on their organization, including name, sector and other descriptive information.

When completing this section, please note the following:

• In question 1, provide your organization's legal name as it appears on your articles of incorporation document(s). Do not include your own name. If your organization conducts business publicly by another operating name, please state this in question 2.
• In question 5, if you are an Indigenous applicant, a CRA business number is not mandatory to apply and you may, instead, include your 3-digit band number in question 6. If you are an Indigenous applicant with a CRA business number, please enter it into the field provided.
• In question 8, we want a full picture of your organization, founders and operations. Answer all parts of the question.
  • Sector of the economy: describe the sector your organization serves and the role it plays within it.
  • Describe how your organization serves the AI ecosystem and the role it plays within this ecosystem.
  • Organization history: share details on your organization's history, highlighting key milestones.
  • Management and governance: detail how your organization is currently managed and governed, as well as any future plans in this regard.
  • Key personnel: introduce the individuals who drive your organization's success, including members of the board of directors and key management personnel. Provide their names, titles and brief biographical information.
  • Growth opportunities: explain how the proposed project aligns with your organization's growth strategy and goals.
  • To complement this information, include the following mandatory documents to your application using the "Add Attachments" button on the Application for Funding:
    • a copy of the organization's incorporation document(s)
    • biographies of key management team and project team members
    • a copy of your organization's intellectual property (IP) strategy or policy
• In questions 11-13, indicate the current number of employees for each category. Do not include people employed by suppliers or contracted services.
  • Full-time equivalent employees (FTEs) working in Canada are those who work a minimum of a 35-hour work week.
  • Part-time equivalent employees (PTEs) in Canada are those employees who work less than a 35-hour work week.
  • Number of employees outside of Canada is the total number of employees (full-time and part-time) working for the organization outside of Canada, if applicable.

Authorized Project and Financial Contacts (Q19-20)

We are looking for the names and contact information for the primary contacts for communicating with FedDev Ontario on matters involving the application and project financials (if they are different). Ideally, the authorized contact person is a signing officer for the organization who has full authority to bind the organization through funding agreements. If the person is not a signing officer of the organization, confirmation of that person's right to represent the organization may be required. Neither the Authorized Project Contact or Financial Contact can be a consultant or third party.

The applicant and/or any parties authorized by the applicant to speak to FedDev Ontario on their behalf must comply with the Lobbying Act throughout the application process and the life of any funded project. Prior to communicating with FedDev Ontario about an application, please review the provisions of the Act. For more information on lobbying and the Lobbying Act, consult the Office of the Commissioner of Lobbying of Canada.

Back to top

Project Information (Q21-36)

This section provides a detailed account of the proposed project, including duration, location of activities and overall plan. When completing this section, please note the following:

• In question 22, please enter "Regional Artificial Intelligence Initiative – Productization and Commercialization" or "RAII Pillar 1" in this field.
• In questions 23-24, the start date cannot be before the date the application intake closes. Projects are normally a maximum of 4 years for not-for-profit applicants.
• In question 26, indicate whether any of the proposed project's activities are expected to occur on federal lands as defined in the Impact Assessment Act, 2019. Activities on federal lands could be subject to additional requirements.

  Note: depending on the nature of your project activities, you may be expected to complete all federal requirements related to the Impact Assessment Act 2019, and the duty to consult with Indigenous Groups as set out in Section 35 of the Constitution Act, 1982. To find out more, visit the Government of Canada and the duty to consult.

• In question 28, please describe your project plan by focusing on how you will grow and sustain AI clusters and ecosystems in southern Ontario and support small- and medium-sized businesses with product development demonstration, commercialization, and/or market expansion of their AI or AI-driven solutions. Referencing the eligible activities listed under Section 2: Who can apply, include detailed project activities that you are seeking funding for and that are required to successfully achieve your expected outcomes. In your response:
  • be clear on how your projects focuses on supporting businesses to refine, demonstrate, or commercialize AI or AI-driven solutions.
  • if applicable, describe the sector(s) that your project will support.
  • To supplement this information, you must submit the following attachments to your Application for Funding:
    • the Supplemental Form which asks further questions related to your project's commercialization focus.
    • a copy of your organization's IP Strategy. As applicable, your Intellectual Property (IP) Strategy will need to address:
      • the steps you, your collaborators, and/or clients will take to own and protect rights to IP that will be created, developed, refined, or demonstrated in carrying out project activities (e.g., the project IP).
      • who will be able to access the project IP.
      • the steps you and any collaborators will take to obtain rights to third party IP required to carry out the project.
      • any steps you will take to support businesses to manage, protect, and commercialize IP developed, demonstrated, and/or refined while carrying out their projects.
  • Important note:
    • Having, implementing, and maintaining an IP strategy is a condition of receiving funding under this initiative, should your project be approved.
    • You will be required to protect any IP created or modified in carrying out the project including not agreeing to exclusive or irrevocable licenses of project IP, and/or sublicensing agreements unless your organization will benefit from such an agreement

Definition: Artificial intelligence

Artificial Intelligence (AI) relies on and learns from vast data sets and algorithms to perform tasks that would typically require human intelligence, including visual perception, speech recognition, and autonomous decision-making and improvisation.

• In question 29, describe the objectives and expected outcomes of your project. This section should serve as a rationale for why this project should receive funding. In providing your response:
  • list the expected outcomes and how the project will benefit AI ecosystems or businesses within southern Ontario that are developing AI or AI-driven solutions (e.g., increase in number of firms with market-ready AI or AI-driven solutions, increase in number of firms reporting commercialization of their AI or AI-driven solution, increase in number of AI-powered firms that are scaling, number of new products created).
  • describe how and the extent to which the proposed project supports the commercialization of AI products, applications, and solutions in a way that brings social benefits to Canadians. Be as specific as possible.
• In question 30, indicate whether you plan to further distribute funds to businesses within southern Ontario. If yes, please attach a detailed project plan that includes information on the type (size, sector, etc.) of Ultimate Recipients, how they will be selected (e.g., assessment criteria), the details of the funding that would be provided (amounts, matching requirements, etc.) and what expertise your organization and partners/collaborators possess that positions you to deliver this funding. Please be sure to list any similar or competing initiatives that currently exist, and how your project is different or builds on a unique advantage (your project should not duplicate projects or services that currently exist).
• In question 31, indicate and provide details on the clean growth benefits of your project, including environmental benefits that will be realized and/or information on clean technologies being developed, commercialized or adopted. If applicable, indicate how you will mitigate the environmental impacts (e.g., energy or water use) of the AI solution(s). Where possible, provide metrics to quantify the impact (e.g., percentage of energy or water saved, amount of greenhouse gas emissions reduced, amount of waste diverted from landfill, amounts of air pollutants reduced, etc.). Include a timeframe over which these benefits will be realized.

Definition: Clean growth

Clean growth is about fostering economic growth that reduces environmental impacts and strengthens resilience to a changing climate.

This is done through initiatives that promote and support clean growth outcomes (e.g., emissions reductions, waste reduction, sustainable jobs, etc.). This can include the introduction of practices to reduce carbon footprint or waste, the adoption or commercialization of clean technologies, circular economy initiatives, greening communities, and supply chain localization.

• In question 32, provide information about diversity, equity and inclusion at your organization.
  The Government of Canada is committed to diversity, equity, and inclusion so that all Canadians have the opportunity to participate in and contribute to the growth of the economy. Gender, equity, and diversity data collected may be used for research, statistics, program and policy evaluation, risk management, strategy development, reporting, and gender-based analysis (including GBA+). This information can help the Government of Canada monitor progress on inclusive access to federal support programs and services, identify and remove barriers, and make changes to improve inclusive access. Aggregate and anonymous data may be shared with other federal organizations and published for reporting and monitoring purposes.
• Question 32 has 3 components:
  1. The first column of the table is a voluntary self-declaration to indicate if your organization is led or majority-led by 1 (or more than 1) underrepresented group. This data is used for statistical purposes only. Note: selecting all options is not necessary and may skew the data. Choose the group or groups that most closely align with your organization's leadership composition. If none apply, or you wish not to self-declare, this section can be left blank.
     
     Note: "led or majority-led " describes organizations where members of underrepresented groups are involved in long-term control and management of the organization and play an active role in both strategic and day-to-day decision-making.
      
  2. The second column seeks to understand whether the project will benefit or encourage the inclusion of 1 or more underrepresented group. Select all that apply but note the responses to this column are linked to the third section of this question, where applicants must explain how their organization will influence federal inclusive growth priorities for each group selected.
  3. In completing the third section, describe in detail how your organization and project promotes diversity, equity and inclusion, and include any supporting documentation as attachments, if applicable. Please explain both ongoing and planned methods in which your organization is addressing the representation of underrepresented groups. Examples of initiatives could include an organizational diversity plan or policies and participation in the 50-30 Challenge. Describe relevant results and the timeframe in which they will be achieved (for example: 75% of businesses supported by the end of the project are to be led or majority led by members of underrepresented groups). Refer to the guidance in question 37 when describing results. As relevant, in this section or in the Supplemental Form under question 1a, describe measures to support fairness and equity in the development and deployment of AI solutions.

The 50-30 Challenge

FedDev Ontario continues to champion the 50-30 Challenge, where applicants are encouraged to take voluntary actions to achieve gender parity (50%) and significant representation (at least 30%) of underrepresented groups on their boards and in senior management. If you are already a participant, please include this on your application. If you are not yet a participant but wish to join, please note this on your application. Refer to the 50-30 Challenge.

• In question 33, list any key project partners and their role(s) in the project. These may include other not-for-profit organizations, industry or financial partners, post-secondary institutions, business accelerators and incubators or other levels of government or departments invested in the completion and the success of the project. Describe in detail the nature of these partnerships. Is there an economic link between smaller communities and globally competitive economies? If your project is serving as a consortia, what is the nature of the partnerships, what is the established governance structure, and what role does each partner serve? Are they inclusive and reflective of the communities the project is impacting?
  
  Note: You will also be asked to describe the financial contributions to be made and the status of each contribution (e.g., confirmed, pending confirmation, to be requested) for each identified key project partner in the Project Budget section. Any letters of intent/support from partners should be attached to the application and describe the amount and nature of both cash and in-kind contributions secured. If your project is approved, you will need to confirm all sources of the matching funding within 30 days of being notified.
   
• In question 34, describe the clientele and value proposition for your project. Describe in detail, with metrics, the impact the project will have in supporting business growth and entrepreneurship within AI ecosystems in southern Ontario. Refer to Section 1: What this program offers and Section 2: Who can apply for the intake priorities and eligible project activities, respectively.
• In question 35, indicate key risks associated with the project (e.g., financial, trade, regulatory, implementation, and any risks that may impact a successful project outcome, including those related to responsible AI) and potential risk to the broader economy (e.g., cybersecurity, privacy, workforce impact). Also, please identify risk mitigation measures for the project.
  • Specifically related to responsible AI:
    • The Supplemental Form includes a dedicated question on your organization's strategy and alignment with responsible AI and applicable legislation. Use that form to answer whether or not your organization has a strategy in place to ensure that it develops and deploys AI technologies ethically and responsibly. Describe your plan, including roles and measures, that your organization and your potential collaborators will undertake to address these risks over the lifecycle of the project. In your response, outline how your organization will support clients to align their projects and AI solutions with the principles for the responsible development and use of AI. At a minimum, your plan must describe measures to implement human oversight and accountability frameworks and measures to address cybersecurity risks at your organization and as applicable, describe how you will support your clients to align with these principles. Where relevant, identify other measures to support responsible development and use of AI, including data privacy and governance, fairness, equity and safety. To support your response, you may submit your organization's cybersecurity strategy and other relevant documentation.
    • As relevant, demonstrate how you will support your clients to comply with current and anticipated applicable legislation and/or regulatory requirements in Canada and target markets, such as the Personal Information Protection and Electronic Documents Act.
  • Please note:
    • FedDev Ontario may support costs related to the responsible development and use of AI (e.g. costs related to cybersecurity). See cost categories for details.
    • If your project is approved for funding, you must attest to your organization's commitment to responsible development and use of AI
• In question 36, illustrate why financial assistance is required for this project and explain what the impact would be if the requested funding was not received. This section could include the broader impact(s) on your organization, sector or region if funding is not received. Be sure to include how your organization remains sustainable both for the duration of the project and after project completion, and how the project improves the future outlook of your organization.

Back to top

Project Results (Q37)

All values provided under this section must be measurable and verifiable. Recognizing that not all indicators apply to every project proposal, applicants can select "No" for any of the options and will not need to complete the corresponding "Amount" column.

All amounts reported in this section must be measured from the estimated Start Date of the project to the End Date of the project. Any details provided in this section should be as realistic and achievable as possible, as you will be asked to report on these results throughout the project's duration. Any benefits that fall outside of this timeframe, but the applicant wishes to highlight, should be included in question 29.

Please refer to Annex A for definitions of each indicator.

Project Budget (Q38-39)

By completing this section, you are providing FedDev Ontario with the key project financing information needed to assess whether the resources requested are both incremental and appropriate for further review, including:

• estimated total project costs, how much funding you are requesting, and a breakdown of this funding by fiscal year and cost category
• whether you have secured your portion of the financing, and the source(s) and status of any other funding

Information provided in this section may be supported with a more detailed project budget and breakdown of costs submitted as an attachment. If your project is approved, you will need to confirm all sources of the matching funding within 30 days of being notified.

Important notes:

• All eligible costs must be incremental, reasonable and directly related to eligible project activities. Please see Annex B for more details on eligible and ineligible costs.
• State costs in Canadian dollars (CAD) over the span of the project duration (Note: fiscal year is defined as April 1 to March 31).
• Costs incurred before the application intake deadline cannot be considered eligible costs.
• If there are no costs associated for a cost category, enter "0" in the amount column for that cost category.
• All projects and associated costs must be completed by the estimated End Date of the project.
• If the project is in receipt of either financial or in-kind contributions, please note whether they are:
  • Cash contributions: Cash asset transactions which are provided by interested parties in support of a federally approved transfer payment project or initiative.
  • In-kind contributions: Non-cash asset transactions valued at fair market value (e.g., securities, equipment, use of facilities, labour, goods) that are provided by interested parties in support of a federally approved transfer payment project or initiative.

Financial Information (Q40)

This section will allow FedDev Ontario to assess your organization's capacity to undertake the proposed project, including:

• If you have received government funding from any level (federal, provincial, municipal) in the last 5 years (question 40) and, if applicable, use some of the space provided in question 41 to explain the status and outcomes of this funding.
• Include an explanation of the status of any funding related to this project (e.g., confirmed, pending confirmation, to be requested). Explain if funding from any sources is contingent on receiving FedDev Ontario funding or any other requirements.
• Your organization's financial performance (e.g., assets, liabilities, cost structure, revenue streams). Note: forecasted revenue cannot be leveraged as a source of project financing.
• Include any information regarding the project budget that was not reflected in the application form. Include sales growth and financial projections as applicable to the project activities.
• How your organization will sustain operations, programming, if applicable, and direct jobs created and/or maintained post-project.

Certification

Please ensure the certification section is completed by the authorized contact, who is also the member of your organization with signing power/authority to enter into a legally binding agreement with FedDev Ontario. Please note:

• Certification is the act of signing a formal document to confirm that you are bound by its contents.
• Making a false statement or providing misleading information may result in the Minister exercising any remedy available to him/her at law.
• You must review each statement and sign the Certification, this includes certifying that the applicant is not engaged in any illegal or criminal activity, and does not promote violence, incite hatred or discriminate on the basis of sex, gender, identity or expression, sexual orientation, colour, race, ethnic or national origin, religion, age, or mental or physical disability, contrary to applicable laws.
• Checking 'I Agree' provides an authorized signature of your organization certifying both the information provided on the application and that you are duly authorized to submit the application on the organization's behalf.
• Funding for the purposes of the Project should not be knowingly used, either directly or indirectly, in a manner that breaches economic sanctions imposed by Canada as described under the Special Economic Measures Act. Information on Canadian sanctions and export and import controls can be found at the following:
  • Canadian sanctions (international.gc.ca)
  • Types of sanctions
  • Export and import controls

Confidentiality, Reporting and Visibility Requirements

FedDev Ontario may consult external experts as part of the application assessment process (for example other government departments and agencies) and share applicant information with such experts. Any confidential or proprietary information should be marked as such. In addition, all information provided by the applicant is subject to the Access to Information Act and Privacy Act. If approved for funding, the names of recipients, amounts awarded, and project descriptions will be disclosed publicly. Recipients will also be required to submit reports and other statements that provide details on project performance and comply with official languages and visibility and funding acknowledgement requirements in the contribution agreement.

Back to top

Other

FedDev Ontario reserves the right to modify these guidelines at any time without notice and may waive certain requirements on an exceptional basis.

Annex A – Project Indicator Definitions

Back to top

Annex B – Cost Categories

Eligible project costs must be reasonable, verifiable, and directly support project activities. Eligible project costs do not include ongoing costs of production or operations. Generally, the following are eligible cost categories:

Back to top

• Previous
• Next