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Submit a Scope of Work (SOW) for Processing

Owned by Emily Goleski
Last updated: May 16, 2024 by Tracy Archuleta
5 min read

Please see the following directions on how to create an SOW and submit it to Falling Colors for processing.

The SOW Template includes Lead Agencies, Lead Agency Divisions, Fiscal Years, and the Providers that exist in NMSTAR for quick selection in the dropdowns to specify the intended Provider, Project, and Funding for the SOW. SOW Templates per Agency are available upon request and below, please contact support@fallingcolors.com for the SOW template, if needed.

Lead Agency Specific SOWs can be found here for quick use here:

Agency

SOW File

Agency

SOW File

BHSD

Amended SOW Template


BHC

Amended SOW Template

CYFD

Amended SOW Template

DDC

Amended SOW Template

DOH

Amended SOW Template


ECECD PRQI

Amended SOW Template
ECECD HV

Amended SOW Template

ALTSD

Amended SOW Template

HED

Amended SOW Template

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, or supporting documentation requirements expected of the provider.

The BHC and Falling Colors require Amended SOWs 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, please include ONLY one:

  1. Provider/Vendor

  2. 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

  1. Select the Lead Agency you are affiliated with (BHC, BHSD, CYFD, DDC, DOH, ECECD, ALTSD, HED, etc.).

  2. 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.

  3. Select the Provider from the Dropdown. This is a list of the vendors that are registered in STAR and contracted with FCC. If you do not see a provider in the dropdown, please reach out to us at support@fallingcolors.com and we will reach out to https://fallingcolors.atlassian.net/wiki/spaces/BHSD/pages/1942093895

 

image-20240328-173722.png

 

  1. The State Fiscal Year will default to the Current Fiscal Year. *you are able to list Multiple Fiscal Years.

  2. 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.

  3. Under Billing Type, choose Encounters (Unless you are creating an SOW for Claims, then indicate Claims as the Billing type).

  4. Fund Pool(s): Select fund sources from the drop down that the provider will be receiving allocations from.

  5. 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.
    *If new Fund Pool or Project, please see our How to Add a New Fund Source and/or Project in STAR for requirements.

 

 

image-20240328-173736.png

 

  1. If you choose to include an Allocation amount for the provider within the SOW, please note the following included language. This language is included to inform the Provider that Falling Colors is not to be held responsible in the case the Provider’s allocation is increased or decreased during the FY.

 

  1. Below this segment, you will see a blank space where you can post the expectations, objectives, goals, and/or deliverables the provider will provide. When drafting the deliverables for your SOW, please specify the specific encounters that each deliverable should be submitted against. Available encounters in STAR can be found on the PowerPoint.

Please contact Falling Colors Support to configure your encounters for your projects prior to allocating.

  1. 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:

    1. Option 1: For vendors that will expend $750,000 or more during the listed Fiscal Year.

    2. Option 2: For vendors that will expend less than $750,000 during the listed Fiscal Year. The provider is then prompted to choose one of the four listed options provided.

 

 

  1. 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 Falling Colors Support for processing by emailing it to us as an attachment to support@fallingcolors.com. Falling Colors Support will review and track the SOW internally and then route it to the provider’s Signatory Authority via SignEasy.

  1. To submit your Scope of Work to Falling Colors, you can do so by one of the following options:

    1. Email the SOW directly to Falling Colors Support with a request to route the SOW for signature.

    2. Upload SOWs in bulk to the FC Secure Site (SFTP) and relay notice of the file upload to FC Support.

  2. For best clarity when processing, please include the Lead Agency, Fiscal Year, Fund Source, and Provider name in the name of the SOW file and subject line.

Subject: LeadAgencyDIV_FY24_SOW_ProviderName_Project

Hi Support,

Please send the attached FY24 SOW LeadAgencyDIV_FY24_SOW_ProviderName_Project to the Provider for signature processing in SignEasy.

Thank you,

Lead Agency Finance Manager

  1. FC Support will relay a confirmation to you once the SOW has been sent in response to the SOW ticket it was submitted on.

  1. FC Support will send another follow-up email to the Lead Agency to let them know when the SOW is signed and let them know a CRF can be submitted for processing now, if needed.