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Since 2006, VandyWorks has served as a critical scheduling system for nursing and non-nursing departments at Vanderbilt University Medical Center (VUMC). This versatile system has been instrumental in providing autonomy and transparency in scheduling.
Whether it’s self-scheduling, planning time off, or trading shifts, VandyWorks has made these processes streamlined and accessible.
Key Features of VandyWorks:
1. Self-Scheduling:
One of the standout features of VandyWorks is its self-scheduling capability. This function allows users to manage their own schedules, providing greater flexibility and control.
This feature is particularly beneficial in dynamic environments like healthcare, where shifts and schedules can frequently change.
2. Time Off Planning:
Planning time off can be complex, but VandyWorks simplifies this process. Users can easily request and manage their time off, ensuring that their schedules remain well-organized and that staffing needs are met without unnecessary complications.
3. Shift Trading:
VandyWorks also facilitates shift trading among employees. This function supports flexibility and helps accommodate personal needs or emergencies without disrupting the overall schedule. Shift trading through VandyWorks is straightforward, making it easier for employees to adjust their schedules as needed.
Transition to Infor Workforce Management:
1. Renaming and Rebranding:
In 2024, VandyWorks will undergo a significant transformation. It will be renamed Infor Workforce Management (WFM). This change marks a new chapter for the scheduling system and reflects its evolution to meet modern needs and standards.
2. New Web Address:
With the rebranding, VandyWorks will also receive a new web address. The system will be accessible at https://WFM.app.vumc.org. This new URL will replace the old one, and users will need to update their bookmarks and shortcuts accordingly.
3. Updated Clinical Workstation Icons:
As part of the transition, Clinical Workstation desktop icons will be updated to link to the new Infor Workforce Management site. This update ensures that users can seamlessly access the system with minimal disruption during the migration period.
Accessing Infor Workforce Management:
1. Single Sign-On and Multi-Factor Authentication:
Users will access Infor Workforce Management via Single Sign-On (SSO). This method simplifies login processes while enhancing security.
If users are not connected to VUMC WiFi or VPN, they will need to complete Multi-Factor Authentication to ensure secure access to the system.
2. Training and Migration:
To assist users with the transition, VandyWorks users have been enrolled in a training curriculum titled “VandyWorks Workforce Management Cloud Migration 2024.”
This training is available in the Learning Exchange and will help users familiarize themselves with the new system features and interface.
Minimal Functional Changes:
While the rebranding of VandyWorks to Infor Workforce Management involves several updates, the core functionality of the system remains largely unchanged.
Users can expect a similar experience with enhanced features and improved performance. The transition focuses on maintaining existing capabilities while introducing new, modern elements to the system.
Enhanced User Experience with Infor Workforce Management:
The rebranding of VandyWorks to Infor Workforce Management (WFM) is not just a cosmetic change but also an opportunity to enhance the overall user experience. Infor WFM introduces a more intuitive and user-friendly interface compared to its predecessor.
The updated design aims to streamline navigation and improve accessibility, making it easier for users to perform tasks such as scheduling, time off requests, and shift trading.
Enhanced reporting features in the new system will provide more detailed and actionable insights, helping managers make informed decisions and optimize workforce planning. Users can expect a smoother and more efficient experience, reflecting advancements in technology and design.
1. Integration with Other Systems:
Another significant aspect of the transition to Infor Workforce Management is its improved integration capabilities with other systems within VUMC.
The new platform is designed to work seamlessly with existing HR and payroll systems, ensuring that data flows smoothly between different departments and systems. This integration minimizes the risk of errors and reduces the need for manual data entry, which can be both time-consuming and prone to mistakes.
By synchronizing data across platforms, Infor WFM helps ensure consistency and accuracy in workforce management, ultimately leading to better operational efficiency.
2. Data Security and Compliance:
With the shift to Infor Workforce Management, data security and compliance are top priorities. The new system incorporates advanced security measures to protect sensitive information and comply with regulatory requirements.
Multi-Factor Authentication (MFA) is one such measure that adds an extra layer of security, particularly for users accessing the system from outside VUMC’s network.
Infor WFM also adheres to industry standards and best practices for data protection, ensuring that user information is safeguarded against potential breaches or unauthorized access.
This focus on security helps maintain the integrity of the scheduling system and builds trust among users.
3. Future Enhancements and Support:
Looking ahead, Infor Workforce Management is positioned to support future enhancements and innovations in workforce management technology. The system is designed with scalability in mind, allowing it to adapt to evolving needs and incorporate new features as they become available.
VandyWorks users can anticipate ongoing updates and improvements that will further enhance the functionality and performance of the system. Additionally, comprehensive support resources will be available to assist users during the transition and beyond.
This includes access to help desks, online resources, and user communities where individuals can share experiences and seek advice on optimizing their use of the new system.
4. Customization and Flexibility in Scheduling:
Infor Workforce Management (WFM) offers advanced customization options that enhance scheduling flexibility. While VandyWorks already provided essential scheduling functionalities, Infor WFM takes this further by allowing users to tailor the system to better meet specific departmental needs.
For instance, managers can set up custom scheduling rules, such as different shift patterns or unique approval workflows, to align with the operational demands of their teams.
This level of customization ensures that the system supports a wide range of scheduling scenarios, accommodating the diverse needs of various departments across VUMC.
5. Enhanced Mobile Access and Usability:
Another significant improvement with Infor Workforce Management is its enhanced mobile access. The new system provides a more robust mobile platform, enabling users to manage their schedules and perform tasks from their smartphones or tablets. This mobile functionality is crucial for staff who are frequently on the move or do not have regular access to a desktop computer.
With a mobile-optimized interface, users can easily request time off, trade shifts, and view their schedules on the go, thus improving their ability to stay connected and manage their work-life balance effectively.
6. Reporting and Analytics Capabilities:
Infor Workforce Management comes with advanced reporting and analytics features that offer deeper insights into workforce trends and performance.
While VandyWorks provided basic reporting tools, Infor WFM introduces enhanced analytics capabilities that allow users to generate more detailed and comprehensive reports. These reports can cover various aspects such as labor costs, staffing levels, and employee attendance patterns.
By leveraging these analytics, managers can make data-driven decisions that improve operational efficiency, optimize staff allocation, and ultimately contribute to better overall performance.
Training and Support for the Transition:
To ensure a smooth transition from VandyWorks to Infor Workforce Management, a robust training and support framework has been established.
The training program, “VandyWorks Workforce Management Cloud Migration 2024,” includes a variety of resources such as online courses, tutorials, and user guides.
These materials are designed to help users become familiar with the new system’s features and functionalities. Additionally, dedicated support teams will be available to address any issues or questions that arise during the migration process.
This comprehensive approach to training and support aims to minimize disruptions and ensure that all users are well-equipped to navigate and utilize Infor WFM effectively.
Conclusion:
VandyWorks has been a vital tool for VUMC for nearly two decades, providing essential scheduling solutions for both nursing and non-nursing departments. With the upcoming rebranding to Infor Workforce Management, users can look forward to a refreshed system with a new web address and enhanced security features. The transition aims to build on the strengths of VandyWorks while integrating new technologies to support the future needs of VUMC.
