ASO Policies and Procedures
Submit a Scope of Work (SOW) for Processing
- Emily Goleski
- Britt Mullennix
- Shauna Hovden
- Tracy Archuleta
These are the instructions for completing a SOW and how to submit it to Falling Colors for processing. Agency-specific SOW Templates are available below for download and quick use. The SOW Template includes Lead Agencies, Lead Agency Divisions, Fiscal Years, Fund Sources, Projects, and the Providers currently in NMSTAR for quick selection in the dropdowns.
Please note, if you don’t see your Project or Provider in the dropdown you will need to send us the new Project’s approved services and approvers when the SOW is submitted to FC Support for signature processing and/or the new Provider’s contact information.
Please review the Services Deck for all existing approved services we have available in NMSTAR.
Please note, the Workbook Upload and Provider Invoice Upload services are being retired and can no longer be utilized for new projects.
It is the Agency's responsibility to ensure the project is configured correctly and there may be processing delays if these new project details are not provided to FC Support.
Please contact us at support@fallingcolors.com if you have any questions or would like to review with our team.
Lead Agency Specific SOWs for use below:
Agency | SOW File |
|---|---|
BHSD Amended SOW Template | |
BHC Amended SOW Template |
|
CYFD Amended SOW Template | |
DDC Amended SOW Template |
|
DOH Amended SOW Template | |
ECECD
Amended SOW Templates | |
Amended SOW Policy Change
An Amended/Revised SOW is required if:
The Provider Name is incorrect
The Project Name is incorrect
There is a change to the deliverables, program requirements, federal funds, or supporting documentation requirements expected of the provider.
The BHC and Falling Colors require Amended SOWs to be submitted with an explanation or reason for the amendment. This will be relayed to the provider when the amended SOW is routed for signature.
Amended SOWs are NOT required for:
Fund Source changes.
Allocation adjustments.
When submitting your SOW, you may ONLY include one:
Provider/Vendor
Project
SOWs can span Multiple Fiscal Years and list Multiple Fund Sources.
Falling Colors will not accept/process SOWs that list Multiple Projects.
If a new Fund Source or Project is listed on the SOW, please see our guide to Add a New Fund Source or Project to NMSTAR
Falling Colors will make 4 attempts to contact and remind providers about unsigned documents. After 1 month we will then inform the member agency of the unsigned documents and cease attempts to contact.
Using the SOW Template
Select the Lead Agency you are affiliated with (BHC, BHSD, CYFD, DDC, DOH, ECECD, ALTSD, HED, etc.).
If you are affiliated with a specific Division at your Agency (such as Protective Services at CYFD, OSAH at DOH, etc.) select your corresponding Division under the Lead Agency Division field.
Select the Provider from the Dropdown. This is a list of the vendors that are registered in NMSTAR and contracted with FCC. If you do not see a provider in the dropdown, please reach out to support@fallingcolors.com and we will Onboard a New Vendor/Provider in NMSTAR
The State Fiscal Year will default to the Current Fiscal Year. *SOWs can include Multiple Fiscal Years.
Under Services, indicate if this SOW is for Client-Based Services or Non-Client Based Services. *This lets our compliance team know what FCC Contracts to send if this is a new Vendor.
Under Billing Type, choose Encounters (Unless you are creating an SOW for Claims, then indicate Claims as the Billing type).
Fund Pool(s): Select fund sources from the drop-down that the provider will be receiving allocations from.
Project: Enter the name of the Project the provider will be participating in on the SOW. If this is a new project, please notify Falling Colors Support of the new project (support@fallingcolors.com). One project per SOW.
Please include program requirements, deliverables, timelines, and budget table. Please see our Services Deck for specific NMSTAR services that align with the SOW Budget Deliverables.
The Annual Financial Reports section: this section dictates the annual financial reporting information the provider will submit to the Lead Agency with their SOW. The provider can choose between two options:
Option 1: For vendors that will expend $1 million or more during the listed Fiscal Year.
Option 2: For vendors that will expend less than $1 million during the listed Fiscal Year. The provider is then prompted to choose one of the four listed options provided.
On the Execution Page, the Signatory Authority for the provider will be required to sign, date, and include their name and title, as it relates to their role at the provider.
Submitting your SOW for Processing to Falling Colors Support
Once you have finalized your Scope of Work, please submit it to your ASO Finance Manager for their review and approval. Once approved, they will submit the SOW to Falling Colors Support for processing as an attachment to a new support ticket. Falling Colors Support will review and track the SOW internally and then route it to the provider’s Signatory Authority via SignEasy.
For ASO Finance Manger Use:
To submit your Scope of Work to Falling Colors, you can do so by one of the following options:
Email the SOW directly to Falling Colors Support with a request to route the SOW for signature. Please send no more than 1 SOW per ticket with clear SOW Name in Subject Line for tracking and processing purposes.
Upload SOWs in bulk to the FC Secure Site (SFTP) and relay notice of the file upload to FC Support.
For best clarity when processing, please include the Lead Agency, Fiscal Year, Project, and Provider name in the name of the SOW file and subject line.
Subject: LeadAgencyDIV_FY26_SOW_ProviderName_Project
Hi Support,
Please send the attached FY26 SOW LeadAgencyDIV_FY26_SOW_ProviderName_Project to the Provider for signature processing in SignEasy.
Thank you,
Lead Agency Finance Manager
FC Support will relay a confirmation on the Support Ticket to you once the SOW has been sent within 24-48 hours if the SOW is received on the correct template and includes are required and appropriate language.
FC Support will respond to the support ticket once the SOW is executed. We will attach the executed SOW and send you a reminder to submit a CRF.
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