Wales National Workforce and Reporting System (WNWRS)

A primary care workforce tool providing necessary identification of all GPs and health professionals employed in GP practices to be covered by General Medical Practice Indemnity and enabling greater workforce planning.

The WNWRS is made up of two modules:

The data entry module is where general practices complete their workforce information, to fulfil their requirements for the Scheme for General Medical Practice Indemnity (GMPI)
The reporting module is a suite of reports containing published, non-identifiable information, based on the workforce data supplied by GP Practices.

Guidance to support the use of the WNWRS is available using the following links:

Extraction Timetable

Information is extracted from the NWRS on a quarterly basis, as set out in the following timetable:

Q1 March
Data extracted shortly after 31 March
Range of data 1 January to 31 March

Q2 June
Data extracted shortly after 30 June
Range of data 1 April to 30 June

Q3 September
Data extracted shortly after 30 September
Range of data 1 July to 30 September

Q4 December
Data extracted shortly after 31 December
Range of data 1 October to 31 December

A reminder email will be sent to Practices a month before each extraction date, and a further reminder 1 week before extraction to check their workforce data and resolve any Data Quality issues.

Practices log into the WNWRS to update their workforce records.

A quarterly collection cycle enables Health Boards, Heads of Primary Care and Cluster Leads to have more frequent, accurate, complete and timely information to aid in their decision-making and workforce planning processes, without increasing the burden to practices.

Once information has been entered, it remains on the system; data only requires amending if staff details change, or when absences / vacancies have occurred.

Any new requests for access to the WNWRS reporting module should be addressed to nwssp.primarycarewnwrs@wales.nhs.uk, quoting 'WNWRS Access Request' in the subject field of the email. Please also include information regarding the organisation(s) that you work for, so that the correct permissions can be granted.

NHS Wales Shared Services Partnership (NWSSP) have welcomed the opportunity to work in partnership with GPC Wales and Welsh Government to deliver these new services to GP Practices.

FAQs

I can't log into the WNWRS

Have you registered?

If you haven’t logged on before you will need to register on the WNWRS.

Have you logged on with your personal @wales.nhs.uk email?

Access to the WNWRS has been set up for the email address given on the Practice Returns Spreadsheet filled in by practices last year. In most cases, this is your personal @wales.nhs.uk email, not your practice manager one.

Have you spelt your email address and password correctly?

Check you haven’t added commas instead of full stops in your email address. Check your caps lock isn’t on.

Are you a new practice manager?

If you joined your practice after August 2019, the WNWRS may still be set up for your previous practice manager. Please email NWSSP.PrimaryCare.WNWRS@wales.nhs.uk with updated details for your practice, including details of the outgoing manager (with dates if possible) and your current position.

What do I do with alerts?

Clear all alerts (both critical and non-critical) by entering the missing information in the individual staff record. Alerts highlight missing mandatory information which the system needs to accurately process staff data.
Click on Staff Record, then click on the staff member with the alert. Details on the missing information will be shown in the yellow box on the right hand side.
Double click on the staff member with the alert. Enter the missing information, then click ‘back’ to check the alert has cleared.

How do I enter hours and roles?

For more details on Staff Roles, please read the Data Entry Module User Guide available here: Primary Care Sustainability
For Locums covering a contractual or long term vacancy, they should be added to your staff table.
For Locums working occasional hours, enter them in the ‘Infrequent Locums’ in the ‘Locum Usage’ and add hours as they are worked. Hours are not added up automatically here, so cumulatively add the hours together to reflect a total for the quarter.
For Health Care Assistants, please select Direct Patient Care in the ‘Staff Group’ and then HCA in ‘Staff Role’
For Cleaners, please select Admin/Non Clinical in ‘Staff Group’ and then Estates and Ancillary in ‘Staff Role’
For Zero Hours Contracts, please add an average of their working week in working hours.
For GP Partners, please enter an average of their working week in working hours.
For F2 and GP Trainees, following feedback from Practice Managers, we have removed the requirement to enter these on the WNWRS, as they are hosted by Velindre NHS Trust and are indemnified under The Welsh Risk Pool. This data will be fed into the reporting system from a separate source.
For Physician Associates, please select Direct Patient Care in ‘Staff Group’ and then Physician Associate in ‘Staff Role’
Please add all staff that work in your practice in all capacities to show an accurate reflection of your workforce.

Get in Touch

If you have any questions or feedback on the Wales National Workforce Reporting System, please contact:

NWSSP.PrimarycareWNWRS@wales.nhs.uk