VandyWorks workforce management systems are crucial in ensuring efficiency, productivity, and streamlined operations in any organization. Vanderbilt University Medical Center (VUMC) has been utilizing VandyWorks to manage its workforce scheduling and timekeeping. However, with evolving technological advancements, the institution is migrating from VandyWorks to Infor Workforce Management (Infor WFM). This migration aims to enhance efficiency, improve user experience, and integrate advanced features that better align with modern workforce needs.
This article provides a comprehensive overview of the migration process, benefits, challenges, and essential details for employees and administrators transitioning to WFM. Additionally, we will discuss how this change impacts VandyWorks login, VandyWorks Kronos, and VandyWorks appointment processes.
Table of Contents:
Understanding VandyWorks and Its Role
It has been a fundamental part of Vanderbilt University Medical Center’s workforce management. Users primarily use it for scheduling, payroll integration, and real-time workforce tracking. The system ensures that hospital staff and medical personnel adhere to optimized schedules, balancing efficiency and compliance.
However, as workforce management needs expand, Vanderbilt has chosen to transition to Infor Workforce Management, which offers enhanced features and greater scalability.
Why Migrate to Infor Workforce Management?
Multiple factors drive the decision to migrate from VandyWorks to Infor WFM, including:
1. Enhanced User Experience for VandyWorks
Infor Workforce Management offers a more intuitive interface, making it easier for employees and administrators to navigate the system. The migration ensures a seamless transition with minimal disruptions to daily operations.
2. Advanced Scheduling Capabilities of VandyWorks
Unlike VandyWorks, Infor WFM provides AI driven scheduling, helping optimize work shifts based on real-time demand, employee preferences, and institutional needs.
3. Better Integration with Payroll and HR Systems
Infor WFM offers improved integration with payroll, timekeeping, and HR systems. This reduces errors and enhances data accuracy for compensation and benefits calculations.
4. Scalability and Future-Proofing of VandyWorks
As Vanderbilt continues to grow, Infor WFM allows for scalability, ensuring the system can support increasing workforce demands without requiring frequent overhauls.
Migration Process: Steps and Implementation of VandyWorks
The migration from VandyWorks to Infor management involves a structured transition plan, ensuring minimal disruption for employees and administrators.
Step 1: Assessment and Planning in VandyWorks System
Before transitioning, a thorough assessment of the existing VandyWorks system was conducted to identify gaps and challenges. The IT and HR teams collaborated to determine the best approach for migration.
Step 2: Data Migration and Integration
Employee schedules, payroll records, and historical data were transferred to Infor WFM. Ensuring data accuracy and integrity was a top priority to avoid errors in scheduling and payroll processing.
Step 3: System Configuration and Customization
WFM was configured to align with Vanderbilt’s operational needs. This included defining user roles, scheduling policies, compliance requirements, and access controls.
Step 4: Employee Training and Onboarding
A series of training sessions and workshops were conducted to familiarize employees with the new system. Tutorials, user guides, and help desk support were provided to assist with its login and Kronos.
Step 5: Testing and Pilot Run
A pilot run was initiated with selected departments to test the system’s functionality. Feedback from users was collected and necessary adjustments were made before full deployment.
Step 6: Full Deployment and Support
The final phase involved deploying Infor WFM across all departments. A dedicated support team was available to address any technical issues and ensure a smooth transition.
Impact on Employees and Workflow
The migration to Infor WFM has brought significant changes to how employees access and use workforce management features.
Changes to VandyWorks Login
Employees now access workforce scheduling through Infor WFM instead of its login. The transition requires users to create new credentials or reset passwords to align with the updated security framework.
Transition from VandyWorks Kronos
It was previously used for timekeeping and payroll management. With the migration, employees now log their work hours through Infor WFM, which integrates more efficiently with payroll systems and HR tools.
Scheduling and VandyWorks Appointment System
The appointment system, which was used to manage employee shift schedules, has been replaced with Infor WFM’s automated scheduling module. The new system enhances transparency and reduces conflicts in shift management.
Technical Skills Required for the Migration
Migrating from VandyWorks to Infor Workforce Management requires a diverse set of technical skills to ensure a seamless transition. IT professionals and administrators need expertise in data migration, system integration, and security protocols. Proficiency in SQL databases, API connectivity, and cloud-based platforms is crucial for ensuring smooth interoperability between Infor WFM and existing HR and payroll systems. Additionally, familiarity with workforce analytics and AI-driven scheduling tools enhances efficiency in workforce management. Continuous learning and technical training sessions are essential to equip employees with the necessary skills to navigate the new system effectively.
Benefits of Infor Workforce Management
Migrating to Infor WFM brings multiple advantages for both employees and management.
1. Improved Workforce Scheduling
Its leverages AI-driven analytics to optimize shift schedules based on workload demands, employee availability, and compliance rules.
2. Real-Time Data Access
Employees and managers can access real-time scheduling, payroll, and attendance data, allowing for better decision-making and workforce planning.
3. Mobile Accessibility
With mobile-friendly features, employees can manage schedules, swap shifts, and request time off through their smartphones.
4. Compliance and Regulatory Adherence
Infor WFM ensures compliance with labor laws, overtime regulations, and institutional policies, minimizing legal risks.
5. Streamlined Payroll Processing
The system reduces payroll discrepancies by integrating timekeeping data directly into Vanderbilt’s payroll processing system.
Challenges and Solutions in Migration of VandyWorks
1. Employee Resistance to Change
Some employees faced difficulties adapting to the new system. To counter this, Vanderbilt provided extensive training and support.
2. Technical Issues and Downtime in VandyWorks
The team identified initial bugs and technical issues during the pilot phase. A dedicated IT support team worked on resolving these efficiently.
3. Data Transfer Errors
Ensuring seamless data migration was a priority. Cross-checking and data validation processes were implemented to maintain accuracy.
Future Enhancements and Continuous Improvement
The transition to Infor WFM marks the beginning of a new phase in Vanderbilt’s workforce management. Future improvements include:
- AI-powered workforce predictions to anticipate staffing needs.
- Enhanced mobile app features for better accessibility.
- Additional training modules to ensure continuous learning and adaptation.
Conclusion
The migration from VandyWorks to Infor Workforce Management is a strategic move aimed at enhancing workforce efficiency, improving user experience, and integrating advanced scheduling features. While the transition has come with challenges, the long-term benefits outweigh the initial hurdles.
With ongoing support and enhancements, Vanderbilt University Medical Center will develop a more efficient workforce management system in the years to come.
