Vandyworks - A Comprehensive Guide!

Introduction to VandyWorks:

VandyWorks has been an integral part of the scheduling system at Vanderbilt University Medical Center (VUMC) since 2006. It has been widely used by nursing and many non-nursing departments across all VUMC entities.

VandyWorks provides a user-friendly platform for managing schedules, including self-scheduling, time off planning, and shift trading, giving employees autonomy and transparency over their work schedules.

What is VandyWorks?

VandyWorks is a scheduling system designed to streamline the process of managing work shifts and time off for employees. It is particularly useful in healthcare settings where efficient scheduling is crucial. The system allows staff to have greater control over their work schedules, which can lead to increased job satisfaction and better work-life balance.

Key Features of VandyWorks:

Self-Scheduling: Employees can select their own shifts based on availability.
Time Off Planning: VandyWorks plan and request time off in advance.
Shift Trading: Easily trade shifts with colleagues to accommodate personal schedules.
Transparency: Provides a clear view of scheduling, making it easier to plan ahead.

Transition to Infor Workforce Management (WFM):

VandyWorks will soon be renamed Infor Workforce Management (WFM). This change aims to enhance the functionality and user experience of the system. The transition includes updates to the Clinical Workstation desktop icons, which will be updated with the new link during the migration.

1. Accessing Infor Workforce Management:

Users will access the new system via Single Sign-On, ensuring a seamless login process. However, to enhance security, Multi-Factor Authentication (MFA) will be required if users are not connected to VUMC WiFi or the VPN. This adds an extra layer of security to protect sensitive information.

2. What to Expect During the Transition?

Icon Updates: Clinical Workstation desktop icons will be updated to reflect the new system name and link.
Single Sign-On: Users will log in using their existing VUMC credentials.
Multi-Factor Authentication: An additional step will be required for users accessing the system from outside VUMC WiFi or VPN.

Benefits of Infor Workforce Management:

The transition to Infor Workforce Management brings several benefits, building on the strengths of VandyWorks while introducing new features to improve efficiency and user experience.

1. Enhanced User Experience:

VandyWorks Management offers a more intuitive and user-friendly interface, making it easier for staff to navigate and manage their schedules. The system is designed to be more responsive and accessible, ensuring that users can easily access the information they need.

2. Improved Scheduling Capabilities:

Infor WFM includes advanced scheduling features that allow for more precise and flexible scheduling. This can help departments optimize staffing levels, reduce overtime costs, and improve overall operational efficiency.

3. Increased Security:

The introduction of Multi-Factor Authentication enhances the security of the system, protecting sensitive employee and patient information. This is particularly important in healthcare settings where data security is paramount.

How to Make the Most of Infor Workforce Management?

To get the most out of VandyWorks Management, it is important to understand its features and how to use them effectively. Here are some tips for maximizing the benefits of the new system:

1. Utilizing Self-Scheduling:

Self-scheduling is one of the key features of Infor WFM. It allows employees to choose their own shifts based on availability, giving them greater control over their work schedules. To make the most of this feature:

Plan Ahead: Look at your personal schedule and identify the shifts that work best for you.
Communicate with Colleagues: Coordinate with your team to ensure that shifts are covered and conflicts are minimized.
Be Flexible: Be willing to adjust your schedule if needed to accommodate the needs of the department.

2. Managing Time Off:

Infor WFM makes it easy to plan and request time off. To effectively manage your time off:

Submit Requests Early: The earlier you submit your request, the more likely it is to be approved.
Track Your Time Off: Keep track of your time off balance to ensure you have enough days available.
Coordinate with Your Team: Make sure your time off does not conflict with major events or staffing needs.

3. Trading Shifts:

Shift trading can be a valuable tool for managing your schedule. To effectively trade shifts:

Find a Suitable Replacement: Make sure the person you are trading with is qualified to cover your shift.
Follow Protocols: Adhere to any guidelines or protocols for shift trading in your department.
Communicate Clearly: Ensure that both parties understand and agree to the shift trade.

Common Questions and Answers About Infor Workforce Management:

As with any new system, there are likely to be questions about how to use Infor Workforce Management. Here are some common questions and answers to help you get started:

1. How do I access Infor Workforce Management?

You can access Infor Workforce Management via Single Sign-On using your existing VUMC credentials. If you are not connected to VUMC WiFi or VPN, you will need to complete Multi-Factor Authentication.

2. Will my VandyWorks schedule be transferred to Infor WFM?

Yes, your existing schedule and data will be transferred to Infor WFM during the migration.

3. How do I request time off in Infor WFM?

You can request time off through the system’s time off planning feature. Simply select the dates you wish to request off and submit your request for approval.

4. Can I trade shifts with colleagues in Infor WFM?

Yes, Infor WFM includes a shift trading feature that allows you to trade shifts with qualified colleagues.

5. What if I have trouble logging in?

If you have trouble logging in, ensure that you are using your correct VUMC credentials. If you are still having issues, contact the IT support team for assistance.

6. How does Multi-Factor Authentication work?

Multi-Factor Authentication requires you to verify your identity using a second method, such as a code sent to your phone, in addition to your password. This provides an extra layer of security.

7. Will there be training available for Infor WFM?

Yes, training sessions and resources will be available to help you learn how to use Infor Workforce Management.

8. Can I access Infor WFM from home?

Yes, you can access Infor WFM from home, but you will need to complete Multi-Factor Authentication if you are not connected to VUMC WiFi or VPN.

9. What should I do if I encounter a technical issue?

If you encounter a technical issue, contact the IT support team for assistance. They can help resolve any problems you may have with the system.

10. How do I update my contact information in Infor WFM?

You can update your contact information through the system’s user profile settings. Make sure your information is up to date to ensure you receive important notifications.

Conclusion:

The transition from VandyWorks to Infor Workforce Management represents a significant step forward in enhancing the scheduling and workforce management capabilities at VUMC. By understanding the features and benefits of the new system, employees can take full advantage of the tools available to them, leading to improved efficiency and job satisfaction.

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