National RKM Conservation Program

Objective

After completing this guide, you’ll have the knowledge needed to:

• Complete your Pact. At the end of your period of your performance, you will use FieldDoc to report what work was completed, where it took place, and what impact it had. All of this information will be shared to RKM via a unique pact.

Key Terms

Pact

• A pact is a digital envelope for each grant award letter. At the end of your period of performance, it will contain all the activity records and metrics associated with each award letter.

• A pact will be created on your behalf for each award that you receive from The Foundation, you do not need to create one. You will find all pacts associated with your organization in your workspace, including a Pact for each award letter that you receive from The Foundation. The FieldDoc team will pre-load the award details (title, number, program, etc.) into each Pact, so users aren’t duplicating data entry. If you see any inaccuracies or have questions, email [email protected] for assistance.

• Activity records are the core element in each pact. If desired, a pact can also include documents, photos, links to outside resources, and reporting attachments that are important to share as part of the award’s record.

• Only users with access to the organization’s workspace will see the Pact. Foundation Program Managers will be able to see all information that has been shared through the pact.

• The data and metrics tracked in a Pact will be the authoritative record the Foundation will use regarding where your work took place and what was done. This data may be used in analytics, funding reports, and for other mission-driven goals as determined by The Foundation.

Data can be created directly within the Pact, or it can be linked from a workspace portfolio.

Activity Record

In FieldDoc, the activity record is the fundamental unit of work. You'll create a record for each of your implementation actions, like stream restoration, forest conservation, or trail maintenance. These records serve as the digital representation of real-world restoration and conservation practices happening on the ground.

Think of it this way: you're translating the “dirt you’re moving on the landscape” into structured data. This data becomes essential for tracking your progress toward environmental outcomes and sharing results with funders, regulators, and partners.

Activity records are the representation of one discrete restoration action (e.g., a riparian buffer, a stream restoration) with spatial location, type, and associated programmatic metrics.

• Within each activity record you will input:

  • Activity Name - A unique name that references the proposed project activity

  • Activity Type - Choose from a standard list curated by The Foundation.

  • Geometry - use a point, line, or polygon to indicate the implementation area. The geometry collects critical information for many models. A polygon is the preferred geometry type!

  • Programmatic metrics - attach any of the available programmatic metrics and assign a planned target and the implemented value.

• There are multiple ways to create activity data in FieldDoc. FieldDoc offers two main ways to enter activity data:

  • Batch file import

  • Single Activity Record creation

The information inputted within each activity type will appear in summary on the Pact overview page and via the Pact Atlas.

Step-by-step guide

For every award that you have received from The Foundation, you have a corresponding FieldDoc pact. The Pact has been created on your behalf and can be found in your organization's workspace (Step 2) after you create your account (Step 1). If you have received multiple awards from the Foundation, you will see a pact for each one.

Please report your activities within the correct pact.

Step 1. Create your account

1. Navigate to https://app.fielddoc.com/register.

2. Create an account using your real name and business email address.

3. Confirm the registration in your inbox.

4. FieldDoc will match your account to the correct organization. If FieldDoc cannot find a match, we ask that you reach out to our team to complete the set up: [email protected].

5. Once you have completed your registration, you will have access to all data in the organization account. Welcome!

Step 2. Find your pact

A Pact has been created for every award you have received from the Foundation. At the end of your period of performance, you will populate your Pact with activity records to show where your work took place and what you accomplished.

Each Pact is named after the project title listed in your grant award, and the grant award ID is included for reference.

If you have trouble locating the correct Pact, please reach out to your program officer and copy [email protected] so we can direct you to the right place.

Step 3. Create activity records

For each implementation item that you are reporting on in your narrative. The records should include:

1. Activity name

2. Activity type

3. Location

4. Extent

5. Programmatic metrics

There are two ways to add activity records to your pact: create or import.

Create records

Step 4. Click to confirm that it's complete.

FAQs

1. When should I complete my FieldDoc report?

2. What activities should I be reporting?

3. How should I represent the installation locations?

4. I don’t see an applicable activity type.

5. I already have geometries for my activity records, what should I do?