Since 2006, VandyWorks has been an essential scheduling system utilized by nursing and many non-nursing departments across all entities at Vanderbilt University Medical Center (VUMC). VandyWorks offers autonomy and transparency over scheduling, including self-scheduling, time off planning, and shift trading.

Transition to Infor Workforce Management (WFM):

VandyWorks is set to be renamed Infor Workforce Management (WFM). The new web address will be https://WFM.app.vumc.org, and Clinical Workstation desktop icons will be updated with this new link during the migration. 

Users will access the system via Single Sign-On, which will require Multi-Factor Authentication if not connected to VUMC WiFi or the VPN.

Functional Changes and Training:

Although there are few functional changes in the cloud environment, VandyWorks users have been enrolled in the training curriculum titled “VandyWorks Workforce Management Cloud Migration 2024” in the Learning Exchange. 

This training is designed to ensure a smooth transition and familiarize users with any new features or procedures in the updated system.

Scheduled Downtime for Migration:

The migration to the cloud will require a downtime of the VandyWorks system. Employee schedules will be provided to each department for reference during this downtime. 

The planned downtime has been extended to ensure all technical migration tasks are completed successfully and accurately. VandyWorks will be in downtime from 8 a.m. on Friday, April 12, to approximately 12:30 a.m. on Sunday, April 14.

Preparation for Downtime:

In preparation for the downtime, employees should plan ahead to ensure they know their schedules for the weekend of Friday, April 12. Leaders are advised to take several steps to prepare for this downtime:

1. Leader Preparation Steps:

• Set up the June 2-July 13 self-scheduling process ahead of the migration.
• Pre-populate July 4 holiday shifts.
• Print Assignment Sheets for each shift from April 12-15 for downtime reference.
• Print a Team Contact List report (My Reports > Schedule and Staffing Reports > Team Contact List).
• Print DRAFT Printed Coverage Schedule for the 3/10-4/20/24 and 4/21-6/1/24 scheduling periods.

2. During the Downtime:

Leaders should keep track of changes to the schedule (e.g., call outs, bringing in the on-call, floating) and update them in the system after the downtime is complete. 

It is crucial to follow downtime procedures for communicating with your entity’s Clinical Staffing Schedulers, Administrative Coordinator, or House Supervisor regarding float pool needs.

Enhanced Features with Infor Workforce Management:

The transition from VandyWorks to Infor Workforce Management (WFM) brings several enhanced features and functionalities to Vanderbilt University Medical Center (VUMC). 

WFM is designed to improve user experience and operational efficiency by offering advanced capabilities such as real-time scheduling adjustments, integrated reporting tools, and enhanced mobile accessibility. 

These features empower staff members to manage their schedules more effectively and ensure optimal staffing levels across all departments.

Impact on Employee Engagement and Satisfaction:

The migration to Infor WFM underscores VUMC’s commitment to enhancing employee engagement and satisfaction. 

By streamlining scheduling processes and providing greater flexibility through self-scheduling and shift trading options, WFM empowers employees to have more control over their work-life balance. 

This proactive approach not only improves morale but also reduces scheduling conflicts and enhances overall job satisfaction among staff members.

Training and Support for Seamless Integration:

To facilitate a seamless transition, VandyWorks users have undergone comprehensive training through the VandyWorks Workforce Management Cloud Migration 2024 program. 

This training initiative ensures that all users are well-equipped to navigate the new system, understand its features, and leverage its capabilities to their fullest extent. 

Additionally, ongoing technical support and resources are available to assist users during and after the migration, ensuring minimal disruption to daily operations.

Strategic Benefits for VUMC’s Future:

The adoption of Infor WFM represents a strategic investment in VUMC’s future operational excellence. By leveraging advanced cloud-based technologies, VUMC gains scalability and flexibility to adapt to future healthcare demands effectively. 

The enhanced data analytics capabilities of WFM also enable proactive decision-making regarding staffing needs, resource allocation, and operational planning, ultimately supporting VUMC’s mission to deliver high-quality patient care.

The transition from VandyWorks to Infor Workforce Management (WFM) marks a significant milestone for Vanderbilt University Medical Center (VUMC). 

With improved features, enhanced employee engagement, comprehensive training, and strategic benefits, WFM promises to elevate scheduling efficiency and operational effectiveness across all departments. 

By embracing these changes and preparing diligently for the migration, VUMC ensures a smooth transition and reinforces its commitment to excellence in healthcare delivery.

Data Security and Compliance Considerations:

With the migration to Infor Workforce Management (WFM), Vanderbilt University Medical Center (VUMC) prioritizes data security and compliance with healthcare regulations. 

WFM’s cloud infrastructure offers robust security measures, including encryption protocols, secure access controls, and regular audits to ensure data integrity and protection against cyber threats. 

Compliance with HIPAA regulations and other industry standards is integral to safeguarding patient information and maintaining trust with stakeholders. VUMC’s commitment to data security underscores its dedication to patient confidentiality and operational excellence in healthcare delivery.

Operational Efficiency and Cost Savings:

The adoption of Infor WFM brings significant operational efficiencies and cost savings to VUMC. By automating scheduling processes, reducing manual interventions, and optimizing resource utilization, WFM minimizes administrative burdens and enhances productivity across departments. 

The streamlined workflow and real-time data insights enable proactive management of staffing needs, minimizing overtime costs and maximizing workforce efficiency. 

These operational improvements not only contribute to financial savings but also enhance organizational agility and responsiveness to evolving healthcare demands.

Continuous Improvement and User Feedback:

Post-migration, VUMC prioritizes continuous improvement and user feedback to optimize the functionality and usability of Infor WFM. Regular feedback loops and user surveys solicit input from frontline staff and administrative users, ensuring that the system meets their evolving needs and expectations. 

This iterative approach to enhancement fosters a culture of continuous improvement, where user insights drive updates, feature enhancements, and usability refinements. 

By actively engaging stakeholders in the evolution of WFM, VUMC cultivates a collaborative environment that supports innovation and operational excellence in healthcare management.

Conclusion:

In summary, the migration to Infor Workforce Management (WFM) represents a transformative step forward for Vanderbilt University Medical Center (VUMC) in enhancing data security, achieving operational efficiencies, and fostering a culture of continuous improvement. With a focus on compliance, cost savings, and user-centric design, WFM positions VUMC to adapt proactively to healthcare challenges while delivering high-quality patient care. By embracing these strategic advantages and leveraging advanced technology solutions, VUMC reaffirms its commitment to excellence in healthcare administration and service delivery.