CBSF Grant Reporting Guide

Follow these steps for guidance on how to complete a final report for a NFWF CBSF grant

You've reached the end of your grant’s period of performance! Now it’s time to submit your final report. We’re here to help you prepare your FieldDoc pact to meet your reporting requirements.

This guide will walk you through how to prepare your FieldDoc pact so it meet's NFWF’s final reporting requirements. By the end of this guide, your pact will have digital representations of what work was implemented, where the restoration work occurred, how much impact it had on meeting target goals. NFWF Program staff will be reviewing your FieldDoc pact, which contains all of the activities records that you implemented, to make sure that it aligns with the information reported in Easygrants.

Your final updates in FieldDoc will involve a combination of the following steps: remove demonstration entries, create new activities, adjust activity extent, adding metrics, reporting implementation progress, or re-running models of sediment and nutrient loads.

Whatever your final report requires, this guide is designed to walk you through it—clearly and completely—so you can feel confident that your FieldDoc data meets the expectations for final submission.

This guide assumes that you have a basic understanding of how data is managed and shared in FieldDoc. If you are new to the system, we recommend looking at the documentation to orient yourself to how the system works.

Final Report Optional Tasks List

These are optional tasks you may need to perform to complete your final report:

• Remove demonstration or placeholder activities. →

• Create new activities that were not included in earlier reporting. →

• Edit existing activities, such as changing the extent or geometry, if needed. →

• Review and update metric implementation progress to reflect actual outcomes. →

• Add the installation completion date. →

• Ensure all required fields and documentation are complete →

• Confirm that your Pact is ready for submission to NFWF →

Get Started. Find your Pact

Every grant award should have a single pact in FieldDoc. This pact will have all of the work that you proposed in your original application. When you open the Pact, you will arrive on the Pact Overview Page. Activity records can be added or removed from this pact.

What is a Pact?

Pacts were introduced in FieldDoc in November 2024 as a new way to organize and share data with funders. A Pact is the mechanism through which an organization shares a group of activity records from your organization's portfolio funders like NFWF. This change marked a major update to how FieldDoc structures and tracks implementation data.

If your FieldDoc records were created before November 2024, you used a Project to organize and share your work. It was automatically shared with NFWF. Projects still exist as folders that contain your activity records, but they are no longer visible to NFWF. Funders now view data exclusively through Pacts.

To support your final reporting, The Commons created a Pact for your grant and linked all associated activity records from the original Project. This ensures that the information you update will be correctly shared with NFWF as part of your final report.

Any new activity records that you create in a Project are not visible to NFWF until you add them to the Pact.

Tips on finding your Pact.

• The Pact name matches the name of your project in your grant award and includes the easygrant ID.

• If you cannot find your pact in your workspace, there is a good chance someone outside of your organization created it, such as a consultant; and when they created it they did so in their organization instead of yours. You want to be the owner of all of your records and have access to everything. Please reach out to [email protected] so that you can re-gain access to your Pact and associated activity records.

Step 1. Check the activity records in your pact

A pact collects activity records from your organization's portfolio and shares them with a funder. The records that are linked to a pact remain in your organization's portfolio.

Activity records from one organization's workspace portfolio can be shared to multiple pacts. Activity records can only belong to a single organization workspace - you cannot add records from different organizations to the same Pact.

Do you need to make changes to the activity records linked to the pact? You can create or edit activity records within the existing pact.

Remove demonstration activities from your pact

When you submit your final report, all activity records should be verifiable sites. If you used demonstration data in your application, you'll want to de-link these activity records from the pact.

If you delete an activity record in your pact, it will be deleted from your portfolio. If you de-link the activity record, it will be removed from the pact but will remain in your workspace portfolio.

Create new activity records with verifiable implementation data

Need to add new activity records to your pact? You can either create new records in your pact or link existing records from your portfolio.

Each activity record may include the following information:

• Activity Name gives the record a unique, searchable name

• Activity Type designating a standard practice and, if relevant, connecting the activity to the associated model

• Geometry indicating implementation location

• Modeled sediment and nutrient estimates

• Programmatic metrics track the goals and progress toward the outcome.

Edit existing activity records

All activity records should represent verifiable work that was implemented. You may want to review the activity record information for all activities in your pact.

• Activity Name gives the record a unique, searchable name

• Activity Type designating a standard practice and, if relevant, connecting the activity to the associated model

• Geometry indicating implementation location

• Modeled sediment and nutrient estimates

• Programmatic metrics track the goals and progress toward the outcome.

Step 2. Update your Programmatic Metrics Implementation

Metrics are tracked within individual activity records. When you created your records in FieldDoc, you selected metrics from NFWF's programmatic metric list and set planned_values for each metric. Now that you've arrived at the end of your period of performance, it's time to enter in your implemented_values. From the Pact Metrics Tab, you can quickly enter in the implemented_value.

Step 3. Add Completed_on dates to all activities

Within each activity record there is a field where you can enter the completed_on date. This date should represent when the activity was installed to specification. This date is important because it is used by NFWF to complete NEIEN reporting requirements relevant to this implementation work.

Step 4. Review your data

Let's take a look at your Pact overview page and make sure that everything meets the requirements for NFWF.

1. Recipient organization is the same as the grant award recipient.

2. All "demonstration" data has been removed and replaced with verifiable representations of on the ground, implemented activities.

3. Models have been run with the latest extent data.

4. All Metrics listed on the Pact match what is listed in your Easygrants account.

5. All metric planned_values and implemented_values match what is listed in your Easygrants account.