> 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/heart-of-maryland-program-guide.md).

# Heart of Maryland Program Guide

<table data-view="cards"><thead><tr><th align="center"></th><th align="center"></th></tr></thead><tbody><tr><td align="center">2026 Pact Code</td><td align="center"><strong>YP17</strong></td></tr><tr><td align="center">Program Information</td><td align="center"><a href="https://catoctinlandtrust.org/conservation-alliance/">Heart of Maryland</a></td></tr></tbody></table>

The Heart of Maryland Collaborative uses FieldDoc to create a consistent record of conservation and restoration projects completed by participating partners across the program’s three focus watersheds.

FieldDoc provides a shared system for collecting project information from multiple partners, documenting implementation footprints, estimating environmental outcomes, and aggregating the information necessary to meet grant and reporting requirements.

The primary objectives of the Heart of Maryland FieldDoc process are to:

* Maintain a consistent record of conservation and restoration work implemented by Heart of Maryland partners.
* Provide partners with access to sediment and nutrient load reduction models for their on-the-ground conservation and restoration work.&#x20;
* Aggregate project information across organizations and watersheds to showcase our collective impact.&#x20;
* Estimate environmental outcomes, including pollutant load reductions, using the Adapted CAST model.&#x20;
* Use FieldDoc-managed data to communicate the scope and impact of the conservation and restoration work performed by Heart of Maryland Collaborative to partners, funders, and the public.

## Getting Started with FieldDoc

These procedures apply to all Heart of Maryland Collaborative partners participating in conservation or restoration implementation within the Heart of Maryland Program Area. There are no participating organizations that are exempt from the FieldDoc requirement. Each partner will designate one or more representatives responsible for entering and maintaining its FieldDoc information.

Partners are expected to document all active and completed conservation and restoration activities implemented within the Heart of Maryland Program Area. Partners should begin documenting projects in FieldDoc during implementation and complete the required record information when implementation is finished.

As a standard practice:

* Partners should update FieldDoc within approximately one month of completing a project.
* By the annual Heart of Maryland meeting, each partner will have created its annual Heart of Maryland Pact and ensured that the appropriate completed activities are linked to it.

## What I will do as a Partner in FieldDoc

Each Heart of Maryland partner is responsible for documenting its own conservation and restoration work using the FieldDoc platform.&#x20;

Partners will:

* **Maintain a FieldDoc account.** Designate staff responsible for FieldDoc data entry.&#x20;
* **Learn how to use FieldDoc.** Complete the FieldDoc training provided for the Heart of Maryland program.&#x20;
* **Provide digital records of on the ground work.** Create and maintain the organization's FieldDoc records. The entails entering conservation and restoration activities implemented within the Heart of Maryland Program Area.
* **Be a good data steward.** Review the organization's own records for completeness and accuracy.
  * Respond to requests from Catoctin Land Trust for missing information or corrections.
  * Participate in the annual data audit and reconciliation process.
* Partners are responsible for the accuracy of their project information.

Partners are responsible for providing enough information for another user or program manager to understand regarding the conservation and restoration actions undertaken in the past calendar year. The information will be provided in the context of activity records within a pact. Each Activity represents a single conservation or restoration implementation effort. The records collect data that  answers the following questions: <br>

1. Who was the lead for the conservation or restoration action?&#x20;
2. What conservation or restoration action (aka BMP)  was implemented.
3. Where the conservation or restoration was implemented.
4. How extensive was the implementation area?&#x20;
5. When implementation was completed?
6. What program accomplishments (aka metrics)  are associated with the project.
7. What are the estimated sediment and nutrient load reductions&#x20;

## Key terms

**Activity.** The FieldDoc record representing a conservation or restoration action implemented on the ground. Each Activity should represent one distinct implementation effort, such as a forest buffer, tree planting, wetland restoration project, or other conservation practice.

**Activity Type**. Identifies the type of conservation or restoration practice represented by an Activity. Users select the appropriate Activity Type from the available FieldDoc list.

**Pact**. Represents an agreement or reporting relationship between organizations. For the Heart of Maryland program, each partner will maintain an annual Pact through which its applicable Activity records are shared with the program. Each participating organization will have one Heart of Maryland Pact per calendar year.

**Geometry**. Represents the geographic location and implementation footprint of an Activity. For Heart of Maryland projects, polygons representing the actual implementation area are preferred whenever possible.

**Extent**. The quantity of implementation represented by an Activity, generally expressed using a measurement appropriate to the Activity, such as acres. FieldDoc may calculate an extent from a mapped geometry. A user may provide a user-defined extent when appropriate. An extent must be supplied when the geometry itself does not provide an area measurement, such as when a point is used.

**Model.** A mathematical, scientific, or analytical tool used to estimate environmental outcomes associated with an Activity. Model outputs are estimates rather than verified measurements of environmental outcomes. Results depend on the Activity information entered, model assumptions, and the model version used. The Heart of Maryland program requires applicable Activities to use the Adapted CAST model.

**Programmatic Metric**. A Programmatic Metric is a measure established by the Heart of Maryland program to track project accomplishments. Programmatic Metrics may include planned and implemented values so that progress can be compared against the original project goal.

### Data in FieldDoc Records

<table><thead><tr><th valign="bottom">FieldDoc Field Name</th><th>Required?</th><th>Description</th><th>Example</th></tr></thead><tbody><tr><td valign="bottom"><code>pact name</code></td><td>Required</td><td>The name given to your pact. This is visible to the Heart of Maryland Program. </td><td><strong>2026 Catoctin Land Trust HoM</strong></td></tr><tr><td valign="bottom"><code>Activity Name</code></td><td>Required</td><td>Enter a unique, understandable name following the partner organization's naming convention.</td><td><strong>2026.CLT.Smith-Farm.Forest-Buffer</strong></td></tr><tr><td valign="bottom"><code>Activity Description</code></td><td>Recommended</td><td>Include information that helps another user understand the project when the Activity name alone is insufficient.</td><td><br></td></tr><tr><td valign="bottom"><code>Activity Type</code></td><td>Required</td><td>Select the FieldDoc Activity Type that best represents the implemented conservation or restoration practice.</td><td><strong>Forest Buffer - Ag</strong></td></tr><tr><td valign="bottom"><code>Geometry</code></td><td>Required</td><td>Map the implementation footprint. A polygon representing the actual implementation area is preferred.</td><td><br>(polygon file) <strong>2026.CLT.Smith-Farm.Forest-Buffer.geojson</strong> </td></tr><tr><td valign="bottom"><code>User-Defined Extent</code></td><td>Conditionally Required</td><td>Provide when the mapped geometry does not accurately represent the implemented extent or when using a point.</td><td><strong>3.4 acres</strong></td></tr><tr><td valign="bottom"><code>Completion Date</code></td><td>Required for completed work</td><td>Enter the estimated date on which the Activity was installed to specification.</td><td><strong>09/25/2026</strong></td></tr><tr><td valign="bottom"><code>Adapted CAST Model</code></td><td>Required</td><td>Run the model using the appropriate Activity Type, location, and extent.</td><td><br></td></tr><tr><td valign="bottom"><code>Heart of Maryland Programmatic Metrics</code></td><td>Required where applicable</td><td>Enter the metrics applicable to the Activity, including planned and implemented values where requested.</td><td><strong># of Trees - 10 of 10</strong></td></tr><tr><td valign="bottom"><code>Site Photo</code></td><td>Recommended</td><td>Upload a photograph documenting the project.</td><td><p><strong>Before.jpg</strong></p><p><strong>After.jpg</strong> </p></td></tr></tbody></table>

{% hint style="info" %}

#### Activity Naming

We highly recommend that you establish a consistent internal naming convention for your activity records.

Activity names may include elements such as:

* Year
* Landowner or site code
* Property or site name
* Practice type

For example:

:white\_check\_mark: ***2026 Smith Farm Forest Buffer***

:x: ***Forest Buffer***

Organizations may use an internal identifier or code where necessary, provided the Activity remains distinguishable from other records.
{% endhint %}

## Entering your FieldDoc Data

### Step 1. Create or Access a FieldDoc Account

Each partner must designate at least one representative who creates a FieldDoc organization and account and maintain responsibility for reporting their organization's records.

#### Procedure

1. Go to fielddoc.com/register if you do not already have a FieldDoc account.
2. Register using your professional email address.
3. Make sure your account is associated with the correct organization.
4. Log in to FieldDoc.

Tip: Users who already have an appropriate FieldDoc account do not need to create another account.

### Step 2. Create the Annual Heart of Maryland Pact

{% @arcade/embed flowId="XiACNvaSzJLvoBnR3sUo" url="<https://app.arcade.software/share/XiACNvaSzJLvoBnR3sUo>" %}

Each participating organization will manage one Heart of Maryland Pact per calendar year.

The Pact serves as the annual collection of Activities shared by that organization with the Heart of Maryland Program.

#### Procedure

1. Open the Heart of Maryland Program in FieldDoc.
2. Create the Pact using the Heart of Maryland Pact. TIP:The 2026 Pact code is : **YP17**. You will continue to add newly started implementation activities to this pact until December 31, 2026. When it is time to create a new pact, Heart of Maryland will send out a notice with the new pact code.&#x20;
3. **Name the Pact** using the partner organization's name and applicable year.

{% hint style="info" %}
Required naming convention

\[Year] – \[Organization Name]

2026 – Example Conservation Organization
{% endhint %}

4. **Save** the Pact.
5. **Confirm that the organization** listed as the Recipient corresponds to the participating Heart of Maryland partner.
6. On the pact overview page, the default `status` is **draft**. Change the status to **submitted** so that the program managers see that you have created the pact.&#x20;

### Step 3. Throughout the year, you will add activities to represent on-the-ground conservation and restoration work.

The annual Pact will include the conservation and restoration work that has been started during the 12 month period within the Heart of Maryland Program Area during the 12 month period. This means you might be returning to the pact throughout the year, and some work may not be completed before you start next year’s pact, that’s OK!&#x20;

Partners will create new Activity records or link appropriate existing Activity records from within FieldDoc.

{% hint style="info" %}
**Tip:** Capture every conservation and activity record that is in the process of being implemented (not planning or design work) in an activity record. Once an activity is installed to specification, you will mark the activity as “complete” in FieldDoc.&#x20;
{% endhint %}

#### 3.1 Procedure To create a new Activity

1. Open the annual Heart of Maryland Pact.
2. Open the Activities tab.
3. Select Create New.
4. Name the Activity using your organization's naming convention.
5. Select the appropriate Activity Type.
6. Add the Activity's Geometry. (more on this in step 3.2)
7. Confirm or enter the Activity's Extent.
8. Run the Adapted CAST model to estimate the sediment and nutrient load reductions. (more on this in step 6.6)
9. Add the appropriate Heart of Maryland Programmatic Metrics.
10. Add other required Activity information, such as a photo.
11. Save the record.

#### 3.2 Procedure to map the implementation footprint

The Activity Geometry represents where implementation occurred. Partners are expected to delineate the implementation area with a **polygon** whenever possible. Lines may be appropriate for some linear conservation practices. Points should be used only when an implementation footprint cannot reasonably be provided. When a point is used, the partner must provide a User-Defined Extent describing the quantity of implementation.

#### 3.3 Procedure to run the model

Each activity can have its own model run associated with it.&#x20;

1. Open the Models tab.
2. Click New Run.
3. Enter the activity type.
4. Enter the extent.
5. Click Run.&#x20;

### Step 4. Update the Activity When Work Is Completed

When is an activity complete? This can be up to your discretion, but a good rule of thumb is that if you’ve finished moving dirt - for example, planting the final tree in a tree planting project, finalizing a stream restoration, or installing the final post of a grass buffer with fencing, then the work is considered complete.&#x20;

#### Procedure

Once an Activity has been installed to specification, open up the digital record in FieldDoc. Perform the following review:

1. Confirm that the Activity Type is correct.
2. Confirm that the Geometry represents the actual implementation footprint.
3. Confirm the implemented Extent.
4. Enter the Completion Date.
5. Update applicable Programmatic Metrics to reflect implemented accomplishments.
6. Run or update the required Adapted CAST model.
7. Upload the required site photograph of the final implementation.&#x20;
8. Confirm that the Activity is linked to the appropriate annual Heart of Maryland Pact.

### Step 5. Complete the Annual Partner Review

Before the annual Heart of Maryland meeting and audit, each partner will review its FieldDoc information for the prior calendar year. Partners are asked to correct missing or inaccurate information before the annual program review whenever possible.&#x20;

#### Checklist for review

* The organization has an annual Pact for the applicable year.
* All applicable conservation and restoration work has been included.
* Completed projects have been updated to reflect final conditions.
* Activities are linked to the correct annual Pact.
* Required geometries are present.
* Required Activity information is complete.
* Adapted CAST models have been run.
* Programmatic Metrics are complete.
* Required photos have been uploaded.

## Frequently asked questions

* Which projects need to be reported?
* Which Pact should contain an Activity?
* Which Programmatic Metrics apply?
* What is the reporting deadline?
* Does a project fall within the Heart of Maryland Program Area?
* Does the information entered meet Heart of Maryland program standards?

## Troubleshooting

For Programmatic questions, contact Catoctin Land Trust.

For technical FieldDoc questions, contact <support@fielddoc.org>&#x20;

\ <br>


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