> For the complete documentation index, see [llms.txt](https://help.fielddoc.org/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.fielddoc.org/guides-1/program-guides/chesapeake-bay-stewardship-fund/cbsf-grant-reporting-guide.md).

# CBSF Grant Reporting Guide

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.

{% hint style="warning" %}
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.
{% endhint %}

## **Final Report Optional Tasks List**

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

* [ ] Remove demonstration or placeholder activities. [→](#remove-demonstration-activities-from-your-pact)
* [ ] Create new activities that were not included in earlier reporting. [→](#create-new-activity-records-with-verifiable-implementation-data)
* [ ] Edit existing activities, such as changing the extent or geometry, if needed. [→](#edit-existing-activity-records)
* [ ] Review and update metric implementation progress to reflect actual outcomes. [→](#step-2.-update-your-programmatic-metrics-implementation)
* [ ] Add the installation completion date. [→](#step-3.-add-completed_on-dates-to-all-activities)
* [ ] Ensure all required fields and documentation are complete [→](#step-4.-review-your-data)
* [ ] Confirm that your Pact is ready for submission to NFWF [→](#step-4.-review-your-data)

## 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.

{% @arcade/embed flowId="un0j2rZnjFzV68w6rBb1" url="<https://app.arcade.software/share/un0j2rZnjFzV68w6rBb1>" %}

<details>

<summary>What is a Pact?</summary>

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.&#x20;

{% hint style="warning" %}
Any new activity records that you create in a Project are not visible to NFWF until you add them to the Pact.
{% endhint %}

</details>

<details>

<summary>Tips on finding your Pact.</summary>

* The Pact name matches the name of your project in your grant award and includes the easygrant ID.&#x20;
* 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 <support@fielddoc.org> so that you can re-gain access to your Pact and associated activity records.

</details>

## Step 1. Update your records to represent your own-the-ground implementation activities

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.&#x20;

{% hint style="info" %}
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.
{% endhint %}

You can create or edit activity records within the existing pact. The goal is for the activity records in your pact to represent the on-the-ground activities accomplished as a result of this award. Spend some time cleaning up your records until they meet this requirement.

### 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.&#x20;

{% @arcade/embed flowId="dtzYIMrqcy9cvSnaHHJE" url="<https://app.arcade.software/share/dtzYIMrqcy9cvSnaHHJE>" %}

{% hint style="danger" %}
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.&#x20;
{% endhint %}

### 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.&#x20;

Each activity record may include the following information:

* [ ] **Activity Name.** give the record a unique, searchable name
* [ ] **Activity Type.** designate a standard practice and, if relevant, connects the activity to the associated model
* [ ] **Geometry.** indicate implementation location
* [ ] **Model.** estimate sediment and nutrient reductions
* [ ] **Programmatic metrics** set a target for non-modeled outcomes.

{% @arcade/embed flowId="ja352H6CRZnBW2gGTX3s" url="<https://app.arcade.software/share/ja352H6CRZnBW2gGTX3s>" %}

### 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.

Each activity record may include the following information:

* [ ] **Activity Name** Revise the common name - make sure it's unique!&#x20;
* [ ] **Activity Type** re-assign a standard practice - this will force you to re-run the model
* [ ] **Geometry** change an implementation footprint
* [ ] **Model** estimates sediment and nutrient reductions
* [ ] **Programmatic metrics** set a target for non-modeled outcomes.

{% @arcade/embed flowId="44PlDnwN70JFa8C50vFS" url="<https://app.arcade.software/share/44PlDnwN70JFa8C50vFS>" %}

## Step 2. Update your Programmatic Metrics Implementation

{% hint style="info" %}
This step applies to **programmatic metrics**, which are manually tracked and updated in FieldDoc. It does not apply to estimated sediment, nutrient, or load reductions generated by FieldDoc models.

FieldDoc **model** results are based on the activity inputs provided when the model is run. The model outputs provide calculations for what the reduction will be when the activity is implemented. Therefore, the calculation you created during your record creation is still the calculation that is included in your summary when your record is complete. No action changes the model result other than changing the input value. For example, marking an activity as complete does not automatically change the model results, and you do not need to rerun a model unless the underlying input values have changed.
{% endhint %}

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`.&#x20;

{% @arcade/embed flowId="J0RH2qBOse9WRv2YcY3k" url="<https://app.arcade.software/share/J0RH2qBOse9WRv2YcY3k>" %}

## 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.&#x20;

{% @arcade/embed flowId="5QgpBryRfcVtamsZWsQX" url="<https://app.arcade.software/share/5QgpBryRfcVtamsZWsQX>" %}

## 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.&#x20;

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.&#x20;
4. All **Programmatic Metrics** listed on the Pact match what is listed in your Easygrants account.
5. All programmatic metrics have both `planned_values` and `implemented_values` and they match.
6. Each activity record has a `completed_on` date.

{% @arcade/embed flowId="jgKuI4aKAf9Rsk0XEb4N" url="<https://app.arcade.software/share/jgKuI4aKAf9Rsk0XEb4N>" %}

## Step 5. Upload a screenshot of your overview page to your Easygrant report

NFWF asks that you upload a file with the FieldDoc pact overview page to your final report. We recommend take a screenshot of the overview page and uploading that. Alternatively, you can print this page to pdf and import that view.&#x20;


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