Guidance for Managing Contractor/Collaborator Access in AKN Projects
As a Natural Resource Manager (NRM), you have three options for managing a contractor or external collaborator’s access to your AKN Project. The best choice depends on how involved you want to be and your contractor’s training and access needs.
This guide outlines the decision points and level of effort required for each of the three project management options. This guidance specifies roles for contractors, but can be applied to any decision regarding role
Option 1: No Contractor Access
In this model, the NRM manages all aspects of the AKN Project. This is the best option if contractors cannot recieve AKN training or if providing them with Project access is a concern.
Most Effort for NRM
Option 2: “Biologist” Access for Contractors
This option requires the NRM to handle the initial Project set-up, but allows the contractor limited, direct access to enter data using the Biologist tool.
Moderate Effort for NRM
Option 3: “Project Leader” Access for Contractors
This option delegates most of the data management responsibilities to the contractor, with the NRM providing oversight and approval. This is the ideal model for multi-year contracts where the contractor is fully trained.
Least Effort for NRM*
*Please note – giving Project Leader access grants the contractor the ability to modify (including delete) project metadata and observation data, which is why it is crucial for contractors to have training prior to being granted this role.
For a more detailed description of the Biologist and Project Leader AKN User Roles, see the AKN User Guide.
These options are fully described in the table below:
| Feature | Option 1: No Contractor Access | Option 2: “Biologist” Access | Option 3: “Project Leader” Access |
|---|---|---|---|
| NRM Effort | Most Effort | Moderate Effort | Least Effort |
| User Roles | NRM = Project Leader Contractor = None | NRM = Project Leader Contractor = Biologist | NRM = Project Leader Contractor = Project Leader |
| Required Training | NRM Only | NRM Required. Contractor training is recommended. | Both NRM and Contractor must be trained. |
| Project Setup | NRM handles all setup (uploads Sampling Units, Protocols, and troubleshoots errors). Contractor may provide metadata templates. | NRM handles all setup (uploads Sampling Units, Protocols, and troubleshoots errors). Contractor may provide metadata templates. | Contractor manages setup (adds researchers, creates sampling units directly). |
| Data Entry | Contractor could provide data in a bulk upload template. NRM performs all data entry or bulk uploads. | Contractor can enter data by hand via Biologist. NRM must perform bulk uploads. | Contractor can enter data directly via Biologist and perform bulk uploads. |
| Data Analysis | Contractor has no access to the AKN Analyst tool. | Contractor has no access to the AKN Analyst tool. | Contractor has full access to the AKN Analyst tool for summaries and reports. |
| Data Sharing | NRM sets all data sharing levels. | NRM sets all data sharing levels. | Contractor can set sharing levels as directed by the NRM. |
| Support | NRM is primary contact, but both can attend Office Hours to recieve coordinated data support. | NRM is primary contact, but both can attend Office Hours to recieve coordinated data support. | NRM is primary contact, but both can attend Office Hours to recieve coordinated data support. |
| Account Management | N/A (Contractor does not need an AKN account). | NRM approves and manages Contractor‘s account and sets contractor role to Biologist. | NRM approves and manages Contractor‘s account and sets contractor role to Project Leader. |
Further Guidance and Resources
If you have any questions or want further guidance about these roles, contact the DoW AKN Program team at dodakn@erdc.dren.mil or sign up for Office Hours to meet with our team.
We also recommend you check out the SOW/Contract Language resource for guidance on including language in upcoming scopes and contracts about the AKN, expectations for data delivery and ownership, and more.