VandyWorks, a workforce management platform, has been an integral part of Vanderbilt University Medical Center (VUMC) since its introduction. Developed to streamline employee scheduling, optimize staffing, and improve shift management, the system has evolved into an indispensable tool for both nursing and non-nursing departments at VUMC. This platform enables employees to self-manage their schedules, enhancing work-life balance and organizational efficiency.
In 2024, VandyWorks underwent a significant transition, rebranding as Infor Workforce Management (WFM) and moving to a cloud-based system. This article provides a detailed overview of VandyWorks (now Infor WFM), highlighting its key features, the impact on VUMC operations, and what the future holds for this system.
The Role of VandyWorks at VUMC
VandyWorks was launched to address the complexities of managing staffing levels in a large medical facility like VUMC. Scheduling shifts, ensuring sufficient staff availability, and maintaining flexibility for employees are crucial to the daily operations of healthcare institutions. VandyWorks plays an essential role in achieving these goals, providing a user-friendly platform for scheduling and staffing management.
At its core, the platform offers features like self-scheduling, time-off requests, and shift trading. These features ensure that employees have more control over their schedules while also giving department managers better visibility into staffing levels. VandyWorks enhances employee satisfaction by providing more autonomy over work shifts, leading to improved morale and reduced turnover rates.
Transition to Infor Workforce Management (WFM)
In April 2024, VandyWorks transitioned to a cloud-based platform and was rebranded as Infor Workforce Management (WFM). This change was aimed at improving system accessibility, reliability, and security. By adopting cloud technology, VUMC enhanced the system’s ability to handle large volumes of data, maintain high levels of security, and offer remote access to employees.
One of the primary reasons behind the shift to a cloud-based system was the need for greater flexibility. As the healthcare industry continues to evolve, institutions like VUMC must adopt technologies that allow them to respond to changing demands in staffing and operations. Cloud systems provide the scalability needed to accommodate future growth and changes, ensuring the system remains efficient and functional as VUMC expands its operations.
Key Features of VandyWorks / Infor WFM
- Self-Scheduling: One of the standout features of VandyWorks is the self-scheduling option. Employees can access the platform to view available shifts and choose those that suit their personal and professional needs. This feature empowers employees to have more control over their schedules, improving job satisfaction and reducing scheduling conflicts. Infor WFM’s self-scheduling functionality is accessible both on desktop and mobile platforms, allowing staff to manage their shifts from anywhere.
- Shift Trading: Shift trading allows employees to exchange shifts with their colleagues without going through the traditional, time-consuming approval processes. With automated features to ensure compliance with staffing levels, VandyWorks’ shift trading functionality improves flexibility while maintaining department coverage. This feature is especially beneficial in the fast-paced healthcare environment, where staff may need to make adjustments to their schedules on short notice.
- Time-Off Requests: Infor WFM streamlines the process of requesting and approving time off. Employees can submit time-off requests directly through the platform, and managers can approve or deny these requests with just a few clicks. The system ensures that staffing needs are met by providing a comprehensive view of department schedules before any requests are approved. This function improves transparency and reduces the administrative burden on managers.
- Mobile Accessibility: Recognizing the need for mobility in today’s workforce, Infor WFM offers a mobile app that allows employees to access their schedules, request time off, and manage shift trades from their smartphones or tablets. This feature provides convenience for employees who may not always be near a computer and need to adjust their schedules on the go.
- Single Sign-On (SSO) and Multi-Factor Authentication (MFA): Security is a priority for VUMC, and Infor WFM incorporates Single Sign-On (SSO) and Multi-Factor Authentication (MFA) to enhance the security of user accounts. SSO simplifies the login process by allowing employees to use their VUMC credentials to access the system, while MFA adds an extra layer of protection, particularly when accessing the platform remotely.
- Cloud-Based System and Improved Reliability: Moving VandyWorks to the cloud has brought several advantages, including improved system reliability, scalability, and performance. Cloud-based systems are less prone to downtime and are better equipped to handle the large volume of data processed at a facility as large as VUMC. This transition has also improved accessibility, as employees can log in to the system from any location with an internet connection.
- Data-Driven Insights: Infor WFM provides robust reporting and analytics capabilities, enabling VUMC managers and executives to make informed decisions regarding staffing, scheduling, and resource allocation. By analyzing trends in staffing and workload, leaders can identify areas for improvement and make proactive adjustments to ensure optimal care delivery.
Benefits for Employees and VUMC
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The adoption of VandyWorks/Informed WFM has had a far-reaching impact on both the employees of VUMC and the institution as a whole. Some of the key benefits include:
- Enhanced Work-Life Balance: By allowing employees to self-schedule and manage their shifts, Infor WFM empowers staff to achieve a better work-life balance. Employees can select shifts that fit their personal schedules, reducing the likelihood of burnout and increasing job satisfaction.
- Increased Operational Efficiency: For managers, Infor WFM provides a real-time view of staffing levels across departments. This visibility allows them to make more informed decisions about shift allocation, ensuring that each department has adequate coverage at all times. The automation of scheduling tasks reduces the administrative burden on managers and frees up time to focus on patient care.
- Improved Staff Retention: By giving employees more autonomy and flexibility, VandyWorks has contributed to improved staff retention rates. When employees feel they have control over their schedules and work-life balance, they are more likely to remain satisfied in their roles and stay with the organization.
- Seamless Communication: The platform serves as a communication tool between employees and managers, allowing both parties to stay informed about scheduling changes, time-off requests, and important updates. This real-time communication ensures that any adjustments are made swiftly, minimizing disruptions in the workflow.
The Future of Infor Workforce Management at VUMC
As VUMC continues to grow and adapt to the evolving healthcare landscape, the need for a robust and flexible workforce management system will become even more critical. Infor WFM is poised to evolve alongside VUMC, with future updates and enhancements designed to meet the ever-changing needs of the institution.
Integration with Additional Systems: Future plans for Infor WFM include deeper integration with other systems at VUMC, such as HR and payroll systems. This will further streamline operations and reduce the need for manual data entry, ensuring greater accuracy in payroll processing and staffing management.
Advanced Customization: Infor WFM is expected to offer even more customization options for departments, allowing managers to set specific rules and preferences for scheduling and staffing. This level of customization will enable each department to optimize its operations and improve efficiency.
Continued Support and Training: VUMC remains committed to providing comprehensive training and support to all employees using Infor WFM. The Learning Exchange will continue to offer courses, tutorials, and resources to ensure that staff can make the most of the platform’s capabilities.
Conclusion
VandyWorks, now known as Infor Workforce Management, has transformed workforce management at Vanderbilt University Medical Center. By offering features such as self-scheduling, shift trading, time-off requests, mobile accessibility, and robust security measures, the platform has improved both employee satisfaction and operational efficiency. The transition to a cloud-based system has further enhanced accessibility and performance, ensuring that VUMC can meet the growing demands of the healthcare industry.
As Infor WFM continues to evolve, it will play an even more significant role in shaping the future of workforce management at VUMC. With ongoing updates, integrations, and support, the platform will continue to empower employees and enable VUMC to deliver exceptional patient care through efficient staffing and scheduling practices.
