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DigiCap Request Form
1. Requesting entity details
Organisation name
Consortium name (if applicable)
Country / Response context
Primary focal point (name, title, email, phone)
Technical/IM focal point (name, title, email, phone)
2. Problem statement
What is the area of expertise the challenge is related to? (tick all that apply)
Identity management (IDM)
Interoperability between systems
Data protection / data governance
Biometric data collection
Referral systems / integrated assistance
Deduplication / beneficiary overlap
Digital accountability
Digital risk assessment
AI / automation / emerging technologies
Joint procurement / shared digital services
Digital strategy / transformation
Capacity building / training
Market analysis / ecosystem mapping
Other (please specify)
Please specify
Brief summary of the challenge(s)
Please describe the operational problem, affected stakeholders, current constraints, expected impact if unresolved.
What are the operational impacts of the challenge(s)? (tick all that apply)
Delivery delays
Duplication / parallel pipelines
Increased workload / manual re-entry
Reduced auditability / weak traceability
Quality or compliance gaps
Protection / safeguarding risk exposure
Increased financial risk (fraud/error)
Partner misalignment / coordination friction
None of the above / Not applicable
Other (please specify)
Please specify
Please describe the operational impacts in more detail (optional)
Urgency of the challenge
Critical: delivery blocked or material harm/loss risk
High: scale/procurement blocked or severe inefficiency/risk exposure
Medium: improvements needed for planned scale
Low: long-term strategic support
3. Interagency nature of the challenge
Why is this an INTERAGENCY challenge?
Please list the main agencies and other stakeholders affected by this challenge
Please list at least TWO agencies or coordination bodies who can confirm the challenge and endorse the need for advisory support
For each endorsing organisation please indicate the organisation name, contact person, their email and phone number, and other relevant details.
Has this request been discussed within any of the following? (tick all that apply)
Cluster/AOR
Cash Working Group
Inter-Cluster Coordination Group
HCT
UNCT
NGO forum
Government coordination structure
None of the above / Not applicable
Other (please specify)
Please specify
Please provide some details of the discussions which have taken place
Have other actors already attempted to address this issue?
Yes
No
If yes: what was attempted; what were the results; and what gaps remain?
4. Advisory request
Requested support modality (tick all that apply)
Remote advisory support
In-country deployment
Hybrid deployment
Rapid assessment mission
Embedded advisor within coordination structure
Workshop/facilitation support
Do not know, open for discussion
Other (please specify)
Please specify
Indicative deployment duration
<1 month
<3 months
<6 months
Do not know, open for discussion
Other (please specify)
Please specify
Preferred start timeline
Immediate (<7 days)
Within 2 weeks
Within 1 month
Within 2 months
Flexible, open for discussion
Other (please specify)
Please specify
4. Expected outcomes
What are the expected deliverables of the deployment (within the timeframe of the deployment)?
Assessment/report
Roadmap/strategy
SOPs/guidance
Coordination facilitation
Technical recommendations
Capacity building/training
Product/system design
Procurement support
Data governance framework
Pilot initiative support
Other (please specify)
Please specify
What measurable outcomes could indicate a successful advisory support in long term? (tick all that apply)
Time from intake to decision
Time from decision to delivery
Duplicate rate reduction
Reconciliation effort (staff days) reduced
Error / exception rate reduced
Unit cost per completed case reduced
Referral turnaround time reduced
Complaint resolution time reduced
Percentage of cases with complete audit trail
Other (please specify)
Please specify
Please explain expectations towards outputs and outcomes in more detail
5. Hosting and operational arrangements
Which organisation or coordination structure could host/support the deployment?
Would the advisor have access to relevant meetings, coordination structures, key stakeholders, and required documentation?
Yes
Partially
No
Please explain any limitations
Is travel feasible in principle?
Yes
No
Unknown
Security and access conditions
In case of in-country deployments, please specify the security level, travel restrictions, visa requirements, internet/connectivity limitations, and other possible operational constraints.
6. Risk and data sensitivity
Operating constraints (tick all that apply)
Low connectivity / intermittent internet
Power constraints
Restricted access / remote management
High mobility population
High fraud/duplication exposure
Complex partner ecosystem
None of the above / Not applicable
Other (please specify)
Please specify
Data sensitivity involved (tick all that apply)
Basic programme data
Financial/assistance data
Protection-related data
Child-related data
Health-related data
Identity documentation / biometrics
Location/movement data
None of the above / Not applicable
Other (please specify)
Please specify
Data sharing posture (if multiple actors are involved)
No sharing planned (alignment only)
Sharing occurs informally
Sharing planned; agreements in progress
Sharing governed by agreements already in place
Not sure yet
Formal assessments and agreements (tick all that apply)
DPIA / data risk assessment completed
DPIA / data risk assessment in progress
Data sharing agreement(s) in place
None of the above / Not applicable
Will access to live data be required?
No, design-only using aggregated or synthetic examples
De-identified extracts only
Controlled access required
Please justify briefly
7. Funding and resourcing
Funding and contracting status
Funded and ready to contract (budget secured; contracting route confirmed)
Funding secured, contracting in progress (approved; awaiting internal processing, donor clearance, or signature)
Funding not secured, actively seeking (request exists; fundraising in progress)
Funding not yet defined (budget and route not yet determined)
Scoping support required to cost the request for funding mobilisation (need scoped outputs and LoE to fundraise)
Is financial support required from DigiCap to deliver this assignment?
No (requesting entity will cover all costs)
Partial (requesting entity can co-fund; gap remains)
Yes (requesting entity requires DigiCap to fund delivery)
Not sure yet (requires scoping and cost estimate)
If funding is not secured or DigiCap support is required, what support do you need? (tick all that apply)
Indicative level of effort and cost estimate (range)
Scope framing for a donor submission (problem statement, objectives, outputs, assumptions)
Procurement-ready scope (deliverables, acceptance criteria, ToR language) for budgeting/tendering
Risk and compliance inputs (data sensitivity, safeguarding, duty of care considerations) for approvals
Co-funding discussion with DigiCap (eligibility, conditions, decision timeline)
Other (please specify)
Please specify
Contracting route preference
Contract directly with the requesting agency
Contract via consortium lead / coordination mechanism
Other (please specify)
Please specify
Budget range or constraints (optional but recommended)
Donor/procurement constraints to respect (rate caps, contracting route rules, reporting obligations, tool restrictions)
Confirmations and attachments
Confirmations (all required)
We confirm adherence to Estonian Refugee Council’s Code of Conduct, PSEA, and safeguarding requirements throughout any engagement.
We confirm that upon deployment the advisors will be allowed to operate neutrally and independently.
We will disclose any vendor relationships or commercial constraints that could influence impartial advisory or procurement guidance.
Attachments (tick what you will share)
SOPs / process maps
Forms/questionnaires
Requirements / ToR / procurement drafts
Data dictionary
Data sharing agreements
DPIA / risk assessment
Other supporting documents
Please specify
Attach files
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