Since 2006, Vandy Works has played a crucial role in managing the scheduling needs of Vanderbilt University Medical Center (VUMC). This system, originally introduced to streamline and simplify staffing procedures, has been extensively used by nursing and non-nursing departments. Over the years, it has become an integral part of operations at VUMC, offering users autonomy and flexibility in planning their work schedules. However, VandyWorks is transforming and will soon be renamed Infor Workforce Management (WFM).
This article explores its history, functionality, future (soon to be WFM), and how it supports the dynamic needs of one of the country’s most prestigious medical centers.
What is Vandy Works?
It is an advanced scheduling system that has served the Vanderbilt University Medical Center community since 2006. Initially adopted for nursing staff, the platform soon expanded to cater to non-nursing departments, becoming the go-to solution for scheduling needs across various entities at VUMC. The system has proven instrumental in enabling flexible, efficient, and transparent scheduling.
It allows employees to exercise autonomy over their shifts through several features. These include:
- Self-scheduling: Employees can select shifts that fit their availability, giving them greater control over their work-life balance.
- Time-off planning: The platform streamlines requesting time off, reducing administrative burden.
- Shift trading: This feature allows team members to swap shifts with each other seamlessly, improving workplace flexibility and ensuring optimal coverage.
These features have made it indispensable in ensuring that nursing and non-nursing departments run smoothly. By offering a transparent and accessible platform, it has empowered employees to manage their schedules without needing constant managerial intervention.
Why is Scheduling Important at VUMC?
At VUMC, ensuring that departments are appropriately staffed is essential for delivering the high-quality patient care that the medical center is known for. Scheduling is not merely an administrative task but a critical operational function. It ensures the right professionals are available at the correct times to meet the complex patient care needs. Proper scheduling helps to:
- Balance patient demand: Healthcare is unpredictable. An effective scheduling system must align staff availability with varying patient needs.
- Prevent burnout: Healthcare workers are susceptible to burnout due to long hours and high-stress environments. Proper scheduling ensures adequate time off, preventing fatigue and promoting better mental health.
- Optimize resource allocation: VUMC is a vast organization that requires a large workforce to function smoothly. Efficient scheduling helps departments allocate human resources effectively, ensuring no department is understaffed or overstaffed.
- Comply with policies and regulations: Healthcare institutions are subject to strict staffing and labor laws. A scheduling system like it helps ensure compliance with these regulations, reducing the risk of legal complications.
It has helped departments stay organized while improving employees’ work-life balance in a fast-paced and highly regulated environment.
Transition to Infor Workforce Management (WFM)
It has served the medical center well for nearly two decades, but like all technology, it must evolve. As part of a modernization effort, it will soon be rebranded as Infor Workforce Management (WFM). This transition marks an essential step toward improving the scheduling process even further.
While the core functions of self-scheduling, time-off planning, and shift trading will remain intact, the transition to Infor WFM promises several vital upgrades, such as:
- Enhanced user experience: The user interface will be updated to improve the overall experience, making it more intuitive and accessible.
- Better integration with existing systems: As part of the migration, Infor WFM will integrate more smoothly with other systems used by VUMC, such as payroll, HR systems, and patient care platforms.
- Increased security: The system will require users to log in via Vanderbilt’s Single Sign-On (SSO), with multi-factor authentication (MFA) added for those accessing the system from outside the VUMC network or without VPN access. This will enhance employee data security and ensure that only authorized personnel can access the scheduling system.
Additionally, Clinical Workstation desktop icons will be updated during the migration with new links to guide users seamlessly through the transition to Infor WFM. This means users will not have to worry about a steep learning curve; the system will remain accessible and familiar but with improved features and security.
Why the Change to Infor Workforce Management?
The decision to migrate from VandyWorks to Infor WFM is part of a broader initiative to improve technology infrastructure across VUMC. The healthcare industry constantly evolves, with new challenges and demands emerging daily. As such, the technology supporting healthcare institutions must evolve to meet these challenges head-on.
Infor Workforce Management offers more robust functionality and integration capabilities than its predecessor. By adopting this system, VUMC will be better positioned to handle the scheduling complexities of a modern healthcare facility.
Moreover, the change aligns with VUMC’s commitment to compliance with the Scheduling Process: Patient Care Services policy, ensuring that all scheduling practices align with internal guidelines and external regulations.
The Impact of VandyWorks on VUMC
Since its inception, it has positively impacted the Vanderbilt University Medical Center community. The system improved overall satisfaction and workflow efficiency by providing a platform where nurses and other employees could easily plan their schedules. Staff had more control over their schedules, allowing them to manage their personal and professional responsibilities better.
Additionally, it has significantly reduced administrative workload. Managers no longer have to spend countless hours manually juggling shift assignments, enabling them to focus on other essential aspects of patient care and team management.
Looking Ahead
As the system transitions to Infor Workforce Management (WFM), VUMC is poised to enter a new phase of scheduling efficiency. By adopting a more secure, integrated, and user-friendly system, the medical center will continue to meet the evolving needs of its diverse workforce.
Employees and managers alike will benefit from the new platform’s advanced capabilities, which will provide even greater control over scheduling while ensuring compliance with institutional policies. The transition to Infor WFM reflects VUMC’s commitment to staying at the forefront of healthcare innovation and operational efficiency.
In summary, Vandy Works has been a vital component of VUMC’s operational success since 2006, and the transition to Infor Workforce Management promises to continue this legacy, ensuring that VUMC staff are empowered with the tools they need to deliver outstanding patient care for years to come.
