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Ztest standard4: Implementation Guidance

National Workforce Data Set (NWD) Version 3.6 – Requirements Specification

Document Reference: DAPB1067 Amd 2/2025

Publication Date: 18 February 2025

Authors: Jill Clark, Lalita Wakde

Owner: Alyson Whitmarsh

Status: Final

Glossary of Terms

  • AHP: Allied Health Professions
  • ESR: Electronic Staff Record
  • HR: Human Resources
  • NHSE: NHS England
  • Third Sector: Charities, voluntary orgs, CICs
  • Trac: NHS recruitment platform
  • WIRG: Workforce Information Review Group
  • wMDS: Workforce Minimum Data Set

1. Overview

1.1 Background and Context

The NWD facilitates the capture of consistent NHS workforce data via structured data definitions. It supports the wMDS and is embedded in operational systems like ESR and Trac.

Key data items include:

  • Staff Group
  • Job Role
  • Area of Work
  • NHS Occupation Code
%%{ init: { 'theme': 'base' } }%% graph TD StaffGroup --> JobRole JobRole -->|Flexible relationship| AreaOfWork JobRole --> NHSOccupationCode StaffGroup -->|Constrained| JobRole

Data values must be kept current to ensure appropriate role combinations. NWD supports a wide range of use cases, including HR, training, diversity monitoring, and planning.

1.2 Supporting Documents

  • NWD3.6 Implementation Guidance
  • NWD3.6 Data Set Specification
  • NHS Occupation Code Manual v22

1.3 Scope

NWD is a reference data standard, not a data flow. It can be embedded in various HR systems across providers of NHS-funded care.

1.3.1 Users of the NWD

The following groups use NWD:

  • NHS HR and Workforce planners
  • Trusts, GPs, PCNs
  • Regulators, e.g. CQC
  • Third Sector, Social Enterprises
  • NHS England & regions
%%{ init: { 'theme': 'base' } }%% graph LR NHS_England -->|Implements| NWD HR -->|Uses| NWD Planners -->|Uses| NWD GP_Practices -->|Uses| NWD ThirdSector -->|Uses| NWD

1.3.2 Exclusions

NWD does not:

  • Act as a data collection mechanism
  • Define full HR systems
  • Replace postgraduate deanery systems
  • Define local organisation structures

1.3.3 Future Development

Ongoing developments target improved coverage for:

  • DDaT workforce (Digital, Data and Tech roles)
  • Equality monitoring fields
  • Retirement of outdated matrices

1.4 Related Standards

  • DCB0028: Treatment Function
  • DAPB0011: Mental Health Services Data Set
  • DAPB1069: Community Services Data Set
  • DAPB4034: Primary Care Network Workforce Data

2. Requirements

This section outlines the responsibilities for Health and Care organisations, IT system suppliers, and NHS England in implementing the NWD Standard.

2.1 Health and Care Organisations – Requirements

  • NWD must be used for:
    • Workforce Minimum Data Set submissions (e.g. R00433, DAPB4034)
    • Earnings surveys and sickness/absence returns
    • Workforce Planning, Equality Standards reporting
  • Compliance is required by 1 March 2026, with systems updated by 1 September 2025.
  • NWD should also be used for local, regional, and national workforce planning.
%%{ init: { 'theme': 'base' } }%% flowchart TD A[Health & Care Orgs] --> B[NWD Use in HR & Planning] B --> C[wMDS, Sickness, Earnings Surveys] B --> D[Workforce Planning Reports]

2.1.1 Conformance Criteria – Health and Care Organisations

  • Staff awareness of ISN 2/2025 by September 2025
  • Staff training completed by March 2026
  • System values updated by September 2025
  • Internal processes aligned by March 2026
  • Implementation monitored through query and complaint volumes

2.2 IT Systems – Requirements

All system suppliers (e.g. ESR, Trac, NHS Jobs) must update their systems to reflect changes described in the Information Standards Notice (ISN) within six months of its publication.

  • System owners should subscribe to standard ISN communications
  • Changes must be implemented by 1 September 2025

2.2.1 Conformance Criteria – IT Systems

  • Systems must reflect updated values within six months of ISN
  • Suppliers must work with stakeholders to ensure updates are correct
  • Guidance documentation must inform any local extensions
%%{ init: { 'theme': 'base' } }%% graph LR A[ISN Published] --> B[Suppliers Update Systems] B --> C[NWD Values Available in UI] C --> D[Data Captured at Source] D --> E[Compliance by Sept 2025]

2.3 NHS England – Requirements

  • Must provide updated guidance by August 2025
  • Must issue communications plan by August 2025
  • Must monitor uptake and report issues to stakeholders

2.3.1 Conformance Criteria – NHS England

  • Effective guidance and communication visible by drop in queries/complaints
  • Feedback from ESR HR SIG and stakeholders used to verify success
%%{ init: { 'theme': 'base' } }%% flowchart TD NHS_England -->|Publishes| Guidance NHS_England -->|Notifies| Suppliers & Users NHS_England -->|Monitors| Progress NHS_England -->|Responds to| Feedback

3. Information Governance Assessment

As NWD is a reference standard and contains no patient data, a Privacy Impact Assessment is not required.

4. Patient Safety Assessment

The NHS England Clinical Safety team confirmed that NWD changes do not impact clinical safety as they relate only to staff data.

5. Points of Contact

For queries or change requests:

6. Useful Resources

Page last updated: 18 December 2025