In a busy hospital, planning who works when can be tricky. Doctors, nurses, and support staff must work around the clock. That means hospitals need tools that help them stay organized and efficient. At Vanderbilt University Medical Center (VUMC), that tool is called VandyWorks.
It is a web-based system that helps manage work schedules. It’s used by thousands of employees to plan shifts, request time off, and stay updated. Since 2006, it has played a big part in helping Vanderbilt deliver great healthcare.
Let’s explore what It is, how it works, and why it matters.
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What Is VandyWorks?
VandyWorks is a digital workforce management system built for the clinical and administrative staff at Vanderbilt University Medical Center. It allows employees to handle tasks like scheduling, shift changes, and vacation requests—all in one place.
The system was launched in 2006 and has grown to support over 19,000 employees. It covers nurses, tech staff, admin workers, and more. In 2024, the platform moved to a cloud-based system called Infor Workforce Management (WFM) for better speed and safety.
Anyone working at VUMC can access It through a secure online portal. It helps keep staffing smooth and helps avoid overworked employees.
Why Vanderbilt Created It
Vanderbilt needed a better way to manage thousands of shifts each week. Paper schedules and spreadsheets were slow and confusing. People often missed updates or had trouble swapping shifts.
To solve this, Vanderbilt built It. It gave staff the power to manage their own schedules. It also gave managers better tools to see who’s working and where help is needed.
Since its launch, the system has improved work-life balance for employees and helped the hospital run more smoothly.
Features of VandyWorks
It comes with powerful tools that make staffing easier. Each feature helps save time and reduce errors.
| Feature | Purpose |
|---|---|
| Shift Scheduling | Staff choose or view their upcoming shifts. |
| Self-Scheduling | Pick preferred shifts within an open window. |
| Time-Off Requests | Ask for leave and track approvals. |
| Shift Swapping | Trade shifts with co-workers with manager approval. |
| Daily Assignments | See where and what tasks you have for the day. |
| Secure Login | Use Single Sign-On (SSO) and Multi-Factor Authentication (MFA). |
These features are available from any device. That means employees can check their schedules even when they’re not at work.
How Does It Work?
Employees log in using their VUMC credentials. If they are not using the hospital’s Wi-Fi, they must use Multi-Factor Authentication (MFA). This keeps information safe. Once inside the system, workers can see all shift details and make changes if allowed.
Each department may have different rules for scheduling. Some use self-scheduling, where staff choose their shifts. Others assign shifts based on seniority or department needs.
Managers also use It to monitor team coverage. They can approve time-off requests, fill open shifts, and handle staffing issues quickly.
The Shift to Cloud-Based Infor WFM
In 2024, It moved to the cloud by adopting Infor Workforce Management. This brought faster speed, better access, and stronger security.
Before the switch, the system had some slowdowns and glitches. The upgrade fixed many of those problems. Now, it works smoothly on both desktop and mobile.
Employees use Single Sign-On to access the system. If they are not on the hospital’s Wi-Fi, they must use Multi-Factor Authentication. This makes sure all data stays safe.
This cloud setup also makes updates faster. New features and improvements can roll out more quickly than before.
How to Access VandyWorks
Employees can use It by visiting the online portal. They enter their VUMC username and password.
If they’re outside the VUMC network, they’ll receive a second code by email or phone. This step keeps everything secure.
If someone forgets their password or has trouble logging in, they can call the IT Help Desk at (615) 343-HELP or email wfm@vumc.org.
After logging in, users can:
- View their full schedule
- Submit time-off requests
- Swap shifts with coworkers
- Check real-time updates
Everything is in one dashboard that’s easy to use and mobile-friendly.
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Why It Is So Important
Hospitals never sleep. Doctors, nurses, and support staff work 24/7. So, planning who works when is critical. That’s where It plays a big role. It removes the guesswork from shift planning and gives everyone clear access to their work schedules.
It helps staff:
- See their schedules from any device
- Request days off in advance
- Swap shifts with others
- Track hours and time worked
This keeps everything fair and organized. Managers don’t have to worry about schedule conflicts or last-minute changes. It all happens in one place.
Benefits for Employees
Before It, employees had to wait for printed schedules or word-of-mouth updates. That system caused problems and confusion.
Now, with It, things are much better. Schedules are posted online, so everyone can see them clearly. People can also request time off without filling out paper forms.
Another major benefit is shift swapping. If someone has a family emergency, they can ask a coworker to take their shift. Once a manager approves, the change is confirmed in the system.
This makes life easier for everyone.
Benefits for Managers
Managers also benefit from It. They no longer have to build schedules by hand or answer endless emails about time-off.
They can quickly see where there are staffing gaps. If someone calls in sick, they can fill the spot fast. They also get alerts if someone works too many hours or doesn’t get enough rest between shifts.
This helps them follow labor laws and hospital policies without extra work.
Training and Support for It
Some staff may feel nervous using new software. That’s why Vanderbilt offers training options to help everyone get comfortable.
Staff can attend classes, watch how-to videos, or complete online modules. These cover everything from logging in to swapping shifts. Even first-time users can learn fast.
Managers also get training so they can help their teams and fix any small issues quickly.
The Move to Infor WFM
In 2024, Vanderbilt upgraded the system by moving it to Infor Workforce Management (WFM). The cloud-based solution provides better speed, security, and system health.
Before, slow internet or internal bugs made it hard to use it smoothly. The new version fixes those problems. Users noticed faster logins, better mobile support, and less downtime.
Another big update is the use of Single Sign-On (SSO). Now, employees don’t need to remember another username or password. They can use their existing VUMC credentials with added MFA for safety.
Real-Life Example
Let’s say a nurse named Sara works in the emergency department. She wants to take off next weekend to attend a family event.
Using it, she logs in, goes to the calendar, and submits a time-off request. Her manager sees the request and approves it. The schedule updates in real-time.
Sara then sees her updated schedule on her phone and can plan her weekend. It’s that easy.
Compliance and Reporting
Hospitals must follow many rules about staffing. Employees need rest between shifts, and some roles require special training or licenses.
It helps track all of this. It flags problems like back-to-back shifts or too much overtime. VandyWorks also lets managers run reports to see who worked when and how many hours they logged.
This keeps both the hospital and employees protected. It also helps during audits or safety checks.
The Long Term Plans
Technology never stands still. It will keep improving. Vanderbilt is exploring AI-powered scheduling tools that could suggest better shift patterns. They may also add messaging tools so teams can talk right inside the system.
Another goal is to help part-time and remote workers. As telehealth grows, staffing needs will change. It will adjust to meet those changes.
All updates will aim to make life easier for workers and better for patients.
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Final Thoughts
VandyWorks is more than just a schedule tool. It’s a vital system that helps keep Vanderbilt’s hospital running 24/7. Staff can plan their time, swap shifts, and get support—all from their phones or computers.
It reduces stress, saves time, and improves teamwork. Whether you’re a nurse, doctor, or part of the support staff, it gives you more control over your workday.
As Vanderbilt continues to grow, it will grow too. It’s already helped thousands, and it will continue to support the future of healthcare staffing.