Data request template / Prequestionnaire for Heads of
Agencies
30 July 2008
NOTE:
1. This tool/guidance has been developed based on the experiences of the
DaO Pilot countries.
2. Capacity assessment team to send out data request to Heads of Agencies
- possibly through RCO.
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Tool description
The data request template will ideally be sent out to all agencies prior to the capacity assessment
mission(s). The agencies should be able to complete the data request within 1 to 2 weeks.
The data request includes
- The required data to carry out the job description analysis (i.e., an overall picture of current
capacities per agencies based on all job descriptions):
o All job descriptions
o Up to date staff list (including name, job title, grade)
o Agency organigram (including reporting lines to HQ and regional hubs)
- Qualitative and quantitative information on non-resident capacity
- Documentation of CER key documents
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Key Data requests for Capacity Assessment:
TYPE 1: Request to Heads of Agencies
1. What is your agency’s total financial investment for year xxxx in USD?
 How much of your agency’s financial investments / funding resides in the UNDAF
or common programming tool, and outside?
Investments (% of funding)
UNDAF or common
programming tool
Outside
Total
100%
2. Please provide us with a full breakdown of local structure for each resident agency (to
understand current capacity)
 Organigram
 Staff count (in numbers and FTEs)
 Job descriptions
 Data on individual team members’ tenure and level
 Additional contractor or volunteer resources leveraged locally that may not be
captured in official staff tables
 Total budget (Core and Non-Core)
 Funded/non funded programmes
3. Capacity Brought From Outside Utilized At The Country Level
It would be great if you had a list of all missions conducted in the last year (e.g.
Excel spreadsheet) with the following information:
- Length of mission
- Number of people on mission
- Subject matter of mission

What are the sources of capacity brought from outside that are utilized in your
agency at the country level?
1. Agency HQ? If so, please describe the reporting lines from country level to
HQ
2. Agency Regional Hubs? If so, please identify all regional hubs that exist and
from which your agency receives support at the country level
3. Agency Resource Centers? If so, please identify all resource centers that exist
and from which your agency receives support at the country level
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4. External Partnerships? If so, please identify all major partners that your
agency leverages for delivery at the country level, specifying name and type
(International NGO, local government, national NGO, etc).

How are the resources and capacity brought from outside defined and prioritized? Is
there an overlap between the various sources?

In case of resources received from Agency HQ, regional hubs or resource centers,
please provide a rough estimate of the following:
Average numerical size of the staff and resources towards the country office
HQs
In case of
missions
Agency
Regional Hubs
Agency
Resource
Centres
How many
missions
How many people
per mission
How much time
spent per person
on each mission
In case of out- How many people
of-country
involved
support
How much time
spent per person
per year
B. Nature and significance of the different types of support received
HQs
For total
support
(mission +
out-ofcountry)

Agency
Regional Hubs
Agency
Resource
Centres
Types of topics/
functions
% of total support
per function
In case of resources received from external partnerships, please provide a rough
estimate of the following:
o Average number of sub-agreements per year
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o
o
o
o
Average number of people involved per sub-agreement
Average time spent per person per sub-agreement
Which roles/functions are played by these partners? (e.g., functional experts,
administrative support, finance, HR, etc)
Average percentage of total support (missions and remote) utilized per function

How well are these various sources currently equipped with the necessary expertise
and skills?

Is out-of-country expertise available in a timely manner? How long does it typically
take (from request to deployment) to obtain support?

How important will these resources from outside be going forward for CER? Will any
changes be expected? Please provide a rough estimate of the increase/decrease
regarding out-of-country staff and human resources from implementing agencies that
would be required versus the current situation.
4. Capacity differences to deliver on plans for next 1-2 years

Do you have the right capacities to deliver on new projects and other work that your
agency will be starting as part of the UNDAF or common programming tool?
o If not, explain why not and how your capacity would need to change. Please
be specific about which projects & work need change, and then about the
changes needed in each case in the type and amount of capacity.
UNDAF or common
programming tool
UNDAF or common
Estimated additional staffing need
outcomes
programming tool outputs
(number and role/level)
E.g.1: 0.5 person for agriculture (specialized in
husbandry) and focusing on giving technical
assistance and considered a leading world class
advisor
E.g. 2: 2 people for education (specialized in
primary education) and focusing on policy advice
and considered able to advise middle level
government officials
4. Information on Programmes and on "CER" plans (to understand historic capacity
requirements and how these may be impacted by a joint programming approach) Please
submit the following documentation
 ‘CER concept paper for the country– Concept paper signed by all agencies
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UNDAF or common programming tool and any other documents giving overview
of key programme areas of focus – UNDAF or common programming tool final
document
Common Operational Document (if available)
Communication Strategy
Joint UN Resource Mobilisation Strategy and related documents
OMT action plan and updates
Individual agency Country Programme Action Plans, country strategy documents
and related operational plans (Country Programme Management Plans or similar
documentation outlining staffing and technical support structures)
Data on programme size and delivery rates in last 4 years
Any major foreseen changes in programmes
Assessments and studies on UN roles and functions undertaken in relation to
new development aid environment
Work plans for UNCT or other co-ordinating committees
Common services and harmonized business practices action plan
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