Vandy Works is the go-to scheduling and staffing system for Vanderbilt University Medical Center (VUMC), revolutionizing how healthcare professionals manage their shifts. Launched in 2006, Vandy Works has continuously evolved to ensure smooth scheduling operations, addressing key challenges like employee fatigue and improving overall efficiency. With recent updates, Vandy Works is transitioning to a cloud-based system, Infor Workforce Management, to enhance accessibility and user experience.
Vandy Works system empowers VUMC staff with features such as self-scheduling, shift trading, and time-off requests, giving employees autonomy over their work schedules. The platform supports over 19,000 employees, ensuring the hospital operates efficiently with minimal disruptions. This latest transition to the cloud further enhances its capabilities, offering more security, flexibility, and mobile-friendly access, making it easier for employees to manage their shifts anytime, anywhere.
What is Vandy Works? An Overview of VUMC’s Scheduling System
Vandy Works is the scheduling system Vanderbilt University Medical Center (VUMC) uses to help manage staff work shifts, including healthcare professionals and other employees. The system was introduced in 2006 to make scheduling smoother and reduce problems like worker fatigue. By allowing employees more control over their work schedules, Vandy Works has improved how shifts are organized across the hospital.
Recently, Vandy Works has begun transitioning to a cloud-based system called Infor Workforce Management (WFM), which will bring more flexibility and features for users. This update is part of an effort to keep up with modern needs in healthcare scheduling, providing easier access to the system from mobile devices and improving the user experience. The system is designed to be secure and accessible anywhere, making it an excellent tool for staff at VUMC.
How Vandy Works Has Transformed Employee Scheduling at VUMC
Before Vandy Works was introduced, many Vanderbilt University Medical Center employees faced challenges with managing their shifts. The process could have been faster and more efficient, leading to confusion and errors. Vandy Works changed this by allowing workers to manage their schedules more efficiently. With features like self-scheduling, staff can now pick their own shifts, request time off, and even trade shifts with other employees when needed.
This level of control helps reduce scheduling conflicts and allows for better work-life balance for employees. The system also helps managers oversee the entire workforce efficiently, ensuring no gaps in the schedule. This has been especially helpful in departments like nursing, where proper staffing is crucial.
Vandy Works Cloud Transition
The shift to a cloud-based system Workforce Management (WFM) is a significant upgrade for VUMC staff who use Vandy Works. Moving to the cloud means that employees can access the system from anywhere, not just at work, making it more convenient to check schedules and adjust. This change is set to take place in April 2024. It will include a more user-friendly interface, better security, and faster performance.
For employees, this transition means fewer technical problems and more flexibility. Whether on a break or at home, they can easily access their work schedule, making planning easier. This upgrade also enhances data security with features like multi-factor authentication, ensuring that employee information stays protected.
Top Features of Vandy Works
- Self-Scheduling
One of Vandy Works’ primary features is the self-scheduling tool. This feature allows healthcare professionals to choose their shifts based on available time slots. Employees can pick shifts that fit their personal schedules, reducing the need for constant managerial oversight. This improves work-life balance and helps ensure the hospital runs smoothly with minimal scheduling conflicts. - Shift Trading
Another essential feature is the shift trading option. Employees who cannot work a scheduled shift can easily trade with another available staff member. This feature significantly reduces last-minute staffing issues and helps maintain proper staffing levels in critical areas like nursing. It also provides an easy solution to unexpected employee availability changes. - Time-Off Requests
The time-off request tool within Vandy Works streamlines planning personal time away from work. Employees can quickly submit a time-off request for a vacation, medical reasons, or individual events. Once approved, the system updates automatically, ensuring managers are always aware of staff availability. - Mobile Access
The Vandy Works platform is accessible on mobile devices, making it easier for employees to manage their schedules anytime, anywhere. This feature is handy for those with busy schedules, allowing them to check shifts, trade shifts, and submit time-off requests without being physically present.
These features create a flexible and efficient scheduling system, ensuring employees and managers can operate more effectively in a fast-paced healthcare environment.
Benefits for Vanderbilt Medical Center Staff
- Greater Control Over Schedules
One of Vandy Works’ biggest advantages is that it gives employees more control over their work schedules. Healthcare professionals can use self-scheduling to pick shifts that work for them, helping them maintain a healthier work-life balance. This flexibility is crucial in a high-pressure field like healthcare, where managing personal and professional time can be challenging. - Reduced Stress for Staff
With Vandy Works, employees don’t have to rely on supervisors to manage their shifts. They can request time off, trade shifts, or adjust their schedules quickly, reducing the stress that comes with manual scheduling. The system makes it easier to adapt to personal needs, whether for emergencies or planned vacations, contributing to overall job satisfaction. - Real-Time Staffing Management for Supervisors
Managers and supervisors benefit from real-time visibility into staffing levels. Vandy Works shows up-to-date schedules, helping managers quickly spot and fill any staffing gaps. This ensures departments are always correctly staffed, which is crucial for maintaining quality patient care. The system also helps track leave requests and shift trades, making scheduling smoother for employees and managers. - Secure Cloud Access
The recent shift to a cloud-based system improves both accessibility and security. VUMC staff can now access Vandy Works from anywhere, whether at work, at home or on the go. This flexibility is beneficial for employees managing last-minute changes to their schedules. The cloud transition also brings enhanced security features, such as multi-factor authentication, which helps protect sensitive employee data and keeps operations running smoothly.
Vandy Works vs. Traditional Scheduling
Compared to traditional scheduling methods, Vandy Works offers many advantages. In the past, scheduling shifts involved manual processes that were often slow and prone to errors. Managers had to manually assign shifts, and employees had to rely on printed schedules that could easily change. This made planning difficult, and last-minute changes took time to manage.
With Vandy Works, all of these issues have been simplified. Employees can log in to see their schedules, make changes, and trade shifts without contacting a manager. The system also provides real-time updates so everyone is informed of schedule changes. This makes the process faster and more efficient, allowing staff to focus on their work rather than worrying about scheduling problems.
The cloud-based transition also sets Vandy Works apart from older methods. Accessing the system from anywhere, anytime, gives employees more flexibility and control over their work-life balance.
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How Vandy Works Improves Efficiency and Reduces Fatigue in Healthcare
One of Vandy Works’ key goals is to reduce employee fatigue, especially in nursing, where long shifts are standard. By giving staff more control over their schedules, Vandy Works helps employees avoid burnout. They can choose shifts that fit their needs, allowing for more rest between demanding work periods.
The system also improves efficiency by reducing the time spent on scheduling. Managers no longer have to spend hours organizing shifts, as employees can handle many of these tasks themselves. This allows management to focus on more important responsibilities, such as improving patient care and overseeing operations.
In addition, the system’s real-time updates and mobile accessibility ensure seamless communication. Everyone knows their shift times, and any changes can be quickly addressed. This level of efficiency benefits both the staff and the patients they care for.
The Future of Scheduling at VUMC
The future of scheduling at Vanderbilt University Medical Center is looking bright with the upcoming updates to Vandy Works. The transition to a cloud-based system called Infor Workforce Management will introduce new features that make the system more user-friendly and secure. Employees can access their schedules from any device, whether at work or home, making it easier than ever to manage shifts.
The update will also bring faster performance, reducing lag times or delays in accessing the system. This will ensure staff can quickly check their schedules or make changes without waiting. The improved security features, such as multi-factor authentication, will protect sensitive data, keeping employee information and the hospital’s operations safe.
These updates will make Vandy Works an even more valuable tool for VUMC staff, improving both the scheduling process and the employee experience.
How to Use Vandy Works
Using Vandy Works is easy; this step-by-step guide will help employees get started. First, employees must log in to the system using their VUMC credentials. Once logged in, they will be taken to the dashboard to view their upcoming shifts. The self-scheduling option allows employees to select their preferred shifts from the available options.
If an employee needs to request time off, they can simply click the time-off request option and choose the dates they need. The system will notify their manager, and once approved, the time off will be reflected in their schedule. If someone needs to trade a shift, they can use the shift trade tool to find an available coworker.
The system is designed to be user-friendly, and the mobile app makes it even easier to manage your schedule on the go.
What’s New in the Cloud-Based Vandy Works System?
The most significant change coming to Vandy Works is the move to the cloud. This transition will bring new features that make the system faster, more secure, and easier to use. Employees can access their schedules from any device, whether a computer, tablet, or smartphone, giving them more flexibility and control over their work-life balance.
One of the standout features of the cloud-based system is its improved security. With multi-factor authentication, employees can feel confident that their personal information is protected. The cloud also ensures the system runs smoothly, with fewer technical issues and faster response times.
The move to the cloud will make Vandy Works more efficient and user-friendly, providing employees with a better scheduling experience.
