Skip to playerSkip to main contentSkip to footer
Welsh Rugby Union
  • yesterday
Transcript
00:00Hi, everyone. Thanks for joining our information session today regarding the new MyWRU system.
00:07So I'm really pleased today that we're joined by Danielle and Steve from the Data and Digital Team.
00:15So hiya both.
00:17Hello.
00:19So I guess, firstly, it's really great that we've seen over 10,000 players who have already actively registered on the system.
00:30When we've looked back at the data and everything, this is actually the highest number of registrations that we've received at this time of year.
00:35So, like, it's a massive thank you before we start the call today and address, like, some of the queries that have come through from the community clubs.
00:44So we've received numerous comments as well from club secretaries regarding the use of the new system and also how the function of the new system, they found it a lot easier to cope with.
00:55Which is a testament to the hard work that you've put in behind the scenes and everything.
01:01So another thank you for all your hard work.
01:05And we appreciate as well that a number of user guides and everything have already been provided.
01:10But we thought it'd be really great to get together because despite that, there's still a number of questions that are coming through from the community club.
01:17So it's a really good opportunity to just have a chat to you both and see if we can address some of those queries as they've come in.
01:24Yeah.
01:25So I guess the first big query that we get from the community clubs is why have we done a new system and why have we done it now?
01:34OK, so the position that we're in is that during recent years, the software that the existing WREU applications were hosted on was through a third party supplier and they were out of date and at risk of security issues and data breaches.
01:52Alongside that, we were unable to reach a satisfactory agreement with the supplier to continue hosting the applications until we were ready to launch our new suite of apps.
02:05Normally, we would run both systems in parallel until we had full functionality in the new one.
02:11But in this case, it wasn't possible.
02:12Our new system is built on modern infrastructure with in-house developers designed to protect the high-value data and allow for faster feature release in the future.
02:25Yeah.
02:26It's a massive piece of work for the WREU to make sure that we have digital capabilities in the future that are going to enable us to excel.
02:35And, you know, we sit and we watch you in the office of the team and everything and the amount of work that's gone on in the background.
02:43You know, we can't underestimate the amount of work that is taken to actually get us to this position.
02:48So and it'll future proof us, I guess, for the future.
02:52So we'll make sure that we're safe as an organisation, you know, moving forward into into into the future.
02:57So one of the other comments that we've had from community clubs is why on earth haven't we brought across all the old existing data from the old MyWREU to the new MyWREU?
03:10So not to worry, all data from the old system was brought across in the new secure environment.
03:17However, on transferring the data, we found various problems with data integrity and accuracy, and we were required to run various processes in order to cleanse the data and prepare it for the new applications.
03:31We are also moving all data within GDPR guidelines, which can dictate the removal of certain fields, e.g. certain contact details and also parent details because of how the old system was set.
03:42And I guess next year, if I put forward focus into, you know, 12 months time of registration stage, I guess, and cleanse data and everybody will be able to post you in the office that you've had a lot of inquiries from community clubs, and they can be varying inquiries.
04:05But can you share with us, you know, from the team, you know, what's the main bulk of the inquiries that you're receiving from, you know, the team?
04:14Okay, yeah, no problem. So the common themes that we're seeing are people are unable to log in due to an unrecognised email address, and also parents who are not unable to log in to register their children.
04:26Now, looking at the first one with unrecognised email addresses, we're having a lot of reports that they're not being recognised, and they can't get logged in, or people are being blocked from logging in because they're not being recognised.
04:39There were instances in the old system where users had multiple email addresses attached to their account, and GDPR rules dictate that these needed to be removed, as we couldn't accurately attribute these to live records because we didn't know which one was valid.
04:59Yeah. So Dan, sorry, just to go back, what's the process? If somebody's got an email address that isn't recognised, what do they do? Do they email through to the team? And I guess it's a matching exercise then, is there to look at how that's linked to their account?
05:20Yeah. So if you've previously held a personal account with the WRU for a registered role, whether that's player, volunteer, coach, manager, referee, contact digitalanddata.wru.wales, and we'll update your email address on your account.
05:38Yeah. Now, that account, that inbox at the moment is quite busy, isn't it?
05:43Yeah. So the response times at the moment, and I appreciate how much you work in, and I know we've got some of our community team that are supporting in that inbox as well, but on average, are we saying that the average response time is between sort of like four and five days or?
06:01Yeah. So the average initial response time, so the time that your first response is around four to five days.
06:07Yeah. And beyond that, it can take up to two weeks, depending on what the inquiry is and how urgent it may be.
06:16Yeah. Okay. So some of the feedback from the community clubs is, I think everybody is so keen to make sure that they're registering and everything, but I guess all we're asking for at the moment is some patience as we work through those inquiries
06:30as quickly as we possibly can.
06:32Exactly. And if you can refrain from emailing in multiple times, that helps both your tickets and the tickets that other people are sending in, so we can get through the volumes as quickly as possible.
06:44Yeah. Okay. That makes sense. So what would I need to do then if I was a club secretary? So I'm, you know, a club secretary of a community club, and it's the start of the season. It's a brand new system.
07:00You know, and now we're at the start of the season. What's the action that I need to be taking if I was a club secretary to make sure everything is going to run smoothly for my team?
07:09Okay. So if you are an existing club secretary, as in you were as club secretary for season 24-25, your club secretary role will have been moved across into the new season so that you could straight away update map registrations and manage transfers when that becomes available.
07:30And what we've done is you will be using the email address against your account, as long as you reset your password, I can go through some steps to reset your password now, if that would help.
07:44So are you going to share your screen, Dan, just to show us how to, how to do that?
07:51Yeah.
07:54There we go.
07:55Okay, so when you access my.wru.wales, you'll be taken to this screen initially.
08:07Now, if you've already got an account, you go to Forgot Password in order to reset, you enter your email address, which may be club secretary test, so that's our test account.
08:21And then you click continue. When you click continue, you'll get a notification to say, please go to your email and you'll find an email that'll say with instructions on how to reset your password.
08:34Follow the link in the email, reset your password and using that reset password, go back to the initial login screen and enter your email address and your password and then click login.
08:47Yeah. So some of the clubs have come back to say that, for example, they have gone to click on Forgot Password, but their email address isn't recognised.
09:00So that will have been one of the accounts that will have been cleansed.
09:03Yeah.
09:04Because they were multiple maybe email accounts attached to one individual.
09:08Well, yeah, exactly. In some cases, though, with parents emailing in who aren't able to receive the reset password, we have a different scenario for that.
09:19OK.
09:20So in the old system, parents weren't correctly attached to their children's WRE account.
09:26OK.
09:26Once again, we needed to fix this in the new system so that we could accurately attribute each parent to a child's, each parent's details to a child's WRE account.
09:37Now, if you are a parent who has only ever registered your child to play and has never had a role for yourself with the WRU, you will need to set up a new personal account with the WRU.
09:50From there, you can attach your child's details to that account.
09:55And how do parents do that?
09:57So they can do that by going to the main screen again, my.wru.wales.
10:03Yeah.
10:03Clicking sign up.
10:05Yeah.
10:06Entering their email address and the password and then clicking continue.
10:12And that will take you straight into my WRU.
10:15Yeah.
10:15And we're doing that to make sure that players are safe.
10:19We've got a guardian attached to the child.
10:21And because the safe guardian, we know how important it is to make sure that, you know, we've got that coverage now in this new system.
10:28Exactly.
10:29Okay.
10:30And not to worry, when you log in, you'll have a box in the corner saying register to play.
10:36If you click on that and you can't see your child's details, that's fine.
10:40You can go ahead and register them.
10:42And what we'll do internally is match the registration to the child's existing WRU account.
10:48Okay.
10:49Yeah.
10:49And going back to the club secretaries, Dan, if the club secretary's email address isn't known to the system, is that an email then into data and digital to ask for the email address to be changed?
11:03Exactly.
11:04Okay.
11:04Yeah.
11:04And we can't expedite that process at all, can we?
11:07Because that will join the list of queries that we're currently working through.
11:11Exactly.
11:11So that's where we need that little bit of patience and be able to work through those queries.
11:15Okay.
11:15Yeah.
11:16Yeah.
11:16That makes sense.
11:18So we've heard a lot from clubs as well about being a club secretary and they log into the system and they've logged in fine on the system, but then they've come to us and said, but I can't see any of my team.
11:31Yeah.
11:31So there's something about activating their team.
11:35Yeah.
11:35Can you talk to us a little bit around that?
11:37Yeah.
11:38So when you initially log in as a club secretary, you'll have the option to manage organizations, which I can show you.
11:45Yeah.
11:46Can you talk to us a little bit about on the screen?
11:48I love the show and tell, Dan.
11:50I learn much easier than watching it.
11:53I learn much easier.
12:07It's the curse of a live dinner.
12:08Yeah.
12:09It's the curse of a live dinner.
12:10Yeah.
12:11Yeah.
12:12Okay.
12:13This has locked me in properly.
12:18Okay.
12:19Okay.
12:20So you can see on the screen manage organizations.
12:23Yeah.
12:24So if you click that as an active club secretary, you'll have a list of different organizations that you are the club secretary for.
12:33Yeah.
12:34Here.
12:34If I was to click Blackwood, for example.
12:39Yeah.
12:39Yeah.
12:39And then click Manage.
12:41Yeah.
12:41I can go in and my options are registrations, people and teams.
12:46Okay.
12:46If I want to activate my teams.
12:49Yeah.
12:49For players to register against.
12:52I click View Teams.
12:54Yeah.
12:54And I've got a toggle button.
12:57Okay.
12:57Along here.
12:58And you just press that to enable a registration.
13:02So these teams are activated now.
13:04If I was to do that, they're inactive.
13:07Yeah.
13:07And then I can reactivate.
13:08So when a club secretary logs in initially, all those toggles will just be white.
13:13So you.
13:14Yeah.
13:14Okay.
13:14Exactly.
13:15Dan, would you do me a favor?
13:16Can you just go back through that process again, just so that we can know exactly.
13:22So let me see if I heard it right.
13:23You go to Manage Organizations.
13:25Yeah.
13:26And then you select the organization that you're secretary for.
13:30Yeah.
13:31And then you go to Teams, View Teams.
13:35Yeah.
13:36And then you click the toggles to enable registration.
13:41Yeah.
13:41And then that will open up all of the teams that are registered.
13:45And that will enable them players to register to that team.
13:48But the club secretary has to do that part first.
13:52Yeah.
13:52Before the registration.
13:53Exactly.
13:54Okay.
13:54So with that correlation in mind, there's obviously a lot of club secretaries have already
13:59done this because we've got over 10,000 players right to start.
14:02Of course.
14:03So, yeah.
14:04Okay.
14:05Yeah.
14:05That makes sense.
14:06Thanks, Dan.
14:08So we've done the walkthrough of the team.
14:11And so the other query that came back is that previously, when we were in the old MyWRU system, there was a role called player secretary support.
14:23And some of the queries we've had back is that the only registration now that can be done is done by club secretaries.
14:29Yeah.
14:29So can you explain why we've reached the decision to ensure there's just the club secretaries that can undertake that role?
14:37Yeah, of course.
14:37So we have removed the secretary support role from the system due to unregulated use of the platform where personal details were at risk.
14:47And we weren't able to manage and oversee who had those roles.
14:52And that became very difficult from a GDPR perspective and also from a compliance perspective within the club.
15:00So in order to support club secretaries moving forward, team managers and coaches will have the ability to process registrations and transfers when they become available, when they are able to register.
15:14Yeah.
15:15Which is coming hopefully very soon.
15:17Yeah.
15:17But as an exception for now, if a club secretary needs extra support with registrations and or transfers, they can contact us with the details of a trusted individual that we can set up on the system as a club secretary for their club.
15:35Okay.
15:36So if there is, say, for example, a club secretary that's not used to in the past doing the registrations and they task that to another trusted individual or another trusted committee member, they can come into that data and digital inbox to be set up.
15:53Yeah, exactly.
15:54Great.
15:55Okay, fab.
15:57And you mentioned about transfers?
15:59Yes.
15:59So obviously some of the timelines associated with some of the changes that we've made, you know, there's an extensive amount of work that's gone on behind the scenes.
16:09Yeah.
16:10But the other query that we've had from community clubs is, is there a timeline regarding player transfers?
16:15Because the initial update advised that we were looking at early July and appreciate that workloads have, you know, dictated that date.
16:25But have you got any update for the community clubs as of today?
16:30So I'm very pleased to announce that all transfers, including minis and juniors, will be available to all clubs from next week.
16:38We'll be sending out comms in the coming days to all club secretaries with instructions on how to use the new transfer process and some guides as well with videos.
16:49Okay, brilliant.
16:50So there's a couple of queries coming regarding DBS checks and some concerns around how people would be able to apply for DBS checks whilst they remained unregistered.
17:03But obviously Clive Chard is part of our safeguarding team and he's provided a little bit of an update there to say that the DBS portals haven't been affected at all throughout, you know, and the process can continue with the DBS checks as normal.
17:21So we don't believe there's any issue ongoing with that and you are working at the moment on linking the API from the DBS portal.
17:29So matching the two systems together so that that information comes across the both.
17:34Yeah, exactly.
17:37And so if I'm a parent or guardian.
17:42Yeah.
17:42We spoke a little bit about how do I register my son or daughter.
17:47Yeah.
17:48So if I need to set up a new account.
17:50Yeah.
17:51But then once I've set up the new account, how do I go through the registration process to register my son or daughter?
17:58Yeah, no problem.
17:59I can show you that.
17:59I'll just go and tell again.
18:00Yeah.
18:01Another one.
18:03Okay.
18:03So when you go into my.wru and you're logged in, you'll see the option to register to play in the top right hand corner.
18:11So if you click register, you'll then see, are you registering on behalf of someone under 18?
18:17If you are registering a child, click yes, someone under 18.
18:22You'll then get some options.
18:25Obviously it appears here that I've got quite a lot of children.
18:28But under here, you'll either see no children or you may see children if you've previously been able to log in.
18:37If you don't see any child, you click add child and you're given the option to add your child's details.
18:45So if I just put in Danielle and test, put in my date of birth, which I'll put 4th of March 2015, email.
19:03And then put in my nationality, which is Irish, controversially.
19:08And then click continue.
19:10I'll then be asked to answer a question around international playing status.
19:16So you just understand and continue with this one.
19:19It'll ask you, are you registered to play for another rugby union?
19:23If I'm not, then I click no.
19:24If you have came from another rugby union, then you click yes.
19:28And it'll tell you to contact the WRU to help you proceed.
19:32So I'll click no.
19:34And then in this section, I then need to confirm the parent, my parent details.
19:40So I'll say there's some here already.
19:44So club sec is my first name.
19:46Test is last name.
19:48I'm male.
19:49I've got my nationalities entered.
19:51I've got my email address and verified and my date of birth added here.
19:56Now, once I've done this, I click save and continue.
20:00And then I get taken to an option where I can then register my child.
20:05So if your child is a boy, you're going to register them to a club or a boy or a girl under the age of 12.
20:14And if you're a girl over the age of 12 and you've got a hub available to you, then you'll select your hub.
20:21I can click view team.
20:24I can select any team.
20:25So I can search in here.
20:27If I search Blackwood again.
20:32Papa today, Blackwood.
20:33I get the option to register for Blackwood as an under-11s player.
20:38So I can select that.
20:40And then I'm taken to where the T's and C's are.
20:42Now, as a parent, you are agreeing to the terms and conditions of the WRU on behalf of your child.
20:49So please ensure that you read them and you understand them fully before proceeding.
20:55If I click all of these.
20:59And then click submit application.
21:03I'll get a notification that my registration has been sent.
21:06And then that registration then goes straight to Blackwood?
21:13On occasion, it will.
21:14So if your child has been registered before and this isn't a new registration that's been set up through a new account,
21:22then your child will go straight through to the club secretary for approval.
21:26Now, if we have to match the registration to the existing account internally,
21:34or if we find multiple accounts under the same name on our internal system,
21:40we need to go through a process of ensuring that your child only has one account.
21:46So the checks by the WRU, we will manage those manually.
21:50They may take longer than usual, depending on investigation required.
21:54But we aim to get those done as quickly as possible and well in advance of the upcoming season.
22:00Once the checks have been done by the WRU,
22:03your Blackwood Club secretary will then approve or reject the registration.
22:09And once that's done, you're ready to play.
22:12And does the parent get a notification back that the registration process is complete?
22:16So the parent will be able to view that the registration has been complete
22:20when you go to track registrations.
22:23So in here, you might see that I've got a few applications submitted for various reasons.
22:31But you've definitely tested the system well, Dan.
22:34Yes, it's been tested a lot.
22:37So yes, there are various different options.
22:40I'll see if there's one.
22:41So once everything, all the decisions have been made, your screen will look like this.
22:45Yeah.
22:45And then with a senior player, they will go through exactly the same process.
22:52Exactly.
22:52Yeah.
22:53Yeah.
22:53So if they don't have an account, they would register.
22:57And if they have an account and they need to reset their password,
23:00they would come to Data and Digital.
23:02And then they would follow the same process as you've just done for a mini junior,
23:06mini junior.
23:08Yes.
23:09Youth.
23:09Yeah.
23:10Application and registration.
23:13Yeah, exactly.
23:15Thanks, Dan.
23:16That's great.
23:17I like the show and tell because I think I understand better how to use the system.
23:23So I'm hoping that, you know, showing how to navigate the system is really helpful.
23:30Yeah.
23:31We've had that feedback before from the community clubs that they found useful in the past.
23:36So there's a really big one.
23:38So I talk about this, like the London Marathon.
23:40We've opened up registrations for the mini juniors, youth, women's and senior men's.
23:48Yeah.
23:48We've said that transfers are coming on Monday.
23:53And then there's a lot of people who are waiting to register in our wider volunteer base,
23:58like our club operations manager, club safeguarding officer, governance roles, coaches, team managers, et cetera, et cetera.
24:05So I don't want to ask you for sure to confirm a date.
24:11Were you able to give us a little bit of an update on when that's being launched for all of our wider volunteers across the community?
24:19Of course.
24:19So we're working extremely hard to make sure that the delivery of volunteer registrations, including DBS checks, are ready for the new season.
24:29We are looking at additional resources and options to mitigate the risks involved with unregistered volunteers.
24:37So we are trying to make sure that no matter what happens, everyone is safe and ready to go ahead with the new season.
24:45So we can expect some further updates on that one in the next couple of weeks.
24:50Exactly.
24:50Okay, great.
24:52And I guess in closing, Dan, there are some really good existing guides and things like that out there.
24:59So what more existing help and support is available to volunteers at the moment?
25:05Yeah.
25:06So we currently have an online web page where you can view frequently asked questions.
25:11There's also some small video walkthrough guides on the wru.wales site under Community Rugby.
25:19We'll be issuing this webinar later today.
25:24Yeah.
25:24And we'll also be providing a digital guide, which was used for some of the concerts in recent weeks for all clubs.
25:33Yeah.
25:34Great.
25:34Yeah.
25:34Okay.
25:35Thanks, Dan.
25:36And Steve for your time today.
25:37Really, really appreciate it.
25:39Obviously, we appreciate the pressure, you know, on the volunteers and the community clubs and everything.
25:45But the system is absolutely brilliant.
25:50So the navigation, the system, and we have had some really positive feedback from a lot of our club secretaries who've navigated it so far.
25:59So I am absolutely sure that once we get over this period now that we'll be playing sailing and everybody will find it significantly easier.
26:07But we appreciate how busy you are.
26:08And we just wanted to thank you both for joining us today to explain in a little bit more detail about the world of data and digital.
26:16Thank you, Anne-Marie.
26:17Thank you, everyone.
26:19And we'll be sending some information out today for you all.
26:23And please, don't hesitate to get in touch if you have any further questions.
26:27Take care.
26:28Bye.
26:29Bye-bye.
26:29Bye-bye.