Starting a new job at Vanderbilt University Medical Center (VUMC) is exciting. You are learning new faces, new places, and a whole list of new computer programs. If you are a nurse, a technician, or work in many other departments, you will quickly hear one word over and over again: Vandyworks.
At first, it might sound like another internal tool. But if you ask a coworker about it, they will likely tell you it is the heartbeat of how they manage their work life. It is how they know when to show up, how they request a day off for a child’s school play, and how they swap a shift when something comes up.
This guide is your friendly, jargon-free introduction to Vandyworks. We will walk through exactly what it is, how it works, and how it makes life just a little bit easier for thousands of VUMC employees.
So, What Exactly Is Vandyworks?
In the simplest terms, Vandyworks is a digital scheduling system. Think of it as a super-powered, interactive calendar for your job.
Before tools like this, scheduling was often done on paper or with static spreadsheets. Managers spent hours figuring out who worked when, and employees had to call around to find someone to cover a shift. It was slow and confusing.
VUMC introduced Vandyworks back in 2006 to fix that. Instead of a paper chart stuck on a bulletin board, your schedule lives online. You can see it from any computer, and soon, it adapts to your needs. It gives you a say in when you work.
Currently, about 19,000 employees across the medical center rely on this system. It is the central hub for:
- Viewing your weekly or monthly schedule.
- Seeing your daily patient assignments.
- Requesting time off.
- Trading shifts with coworkers.
The Big Change: Vandyworks is Becoming Infor
If you have been at VUMC for a while or have already heard rumors about changes, here is the most important update you need to know. Vandyworks is getting a new name and a new home.
The system is now officially being renamed Infor Workforce Management (WFM). This started in April 2024. Don’t let the new name confuse you. It is like when your favorite grocery store repaints the sign outside and rearranges the aisles a bit. It is still the same store, just updated.
The move to “Infor Workforce Management” is about upgrading the technology behind the scenes. VUMC is moving the system to the “cloud”. You have probably heard that word before—it just means the software is running on more modern, secure servers. For you, the employee, this means:
- Better Performance: The system should feel faster and more reliable.
- Easier Access: You will log in using the same VUMC Single Sign-On you use for email and other tools.
- Same Features: The buttons you click to request a day off or swap a shift are staying the same.
If you see a new icon labeled “Infor” or “WFM” pop up on your Clinical Workstation desktop, do not panic. That is just your old friend Vandyworks in a brand-new outfit.
How to Access the System (The Vandyworks Login)
Getting into your schedule is easy, but because it contains your personal information, VUMC takes security seriously. Here is how the vandyworks login process works, depending on where you are.
If You Are at Work (Inside the VUMC Network)
If you are using a computer in your department or on any device connected to the VUMC secure WiFi, accessing the system is straightforward. You will likely click an icon on the desktop. This will take you directly to the VUMC VandyWorks login page. You will use your standard VUNet ID and password, and you are in.
If You Are at Home (Outside the Network)
VUMC wants to ensure that patient data and employee information remain safe, even when you check your schedule from home. When you log in from outside the network, you will go through a couple of extra security steps:
- Single Sign-On: Enter your VUNet ID and E-Password.
- Multi-Factor Authentication (MFA): An extra layer of security. You will likely receive a prompt on your phone or a code via text message to verify that it’s really you trying to log in.
A Quick Tip: The web address for the new system is https://WFM.app.vumc.org. Bookmark this on your personal computer to make the vandyworks login process faster next time.
What Can You Actually Do in Vandyworks?
This is the fun part. Vandyworks is designed to give you control. It turns “managing me” into “managing my own time.” Here are the main things you can do.
1. Self-Scheduling: Pick Your Shifts
Gone are the days of just being handed a schedule. With self-scheduling, your manager will post a blank calendar for a future pay period. You can then go in and claim the shifts you want to work.
- Real-World Example: Imagine you have a doctor’s appointment on a Tuesday morning. You can log into vandywork (a common typo for the tool) and choose to work Monday, Wednesday, and Thursday instead, ensuring you get your hours while keeping your appointment.
2. Requesting Time Off
Planning a vacation or need a mental health day? You can submit time-off requests directly through the system. It sends the request to your manager for approval, so everything is tracked and nothing gets lost on a sticky note.
3. Shift Trading
Life happens. Maybe your child gets sick, or a family event pops up. In the past, finding someone to cover your shift meant a lot of phone calls and texts. Now, you can use the system to see who is eligible to work and offer your shift to them. It makes swapping schedules smooth and professional.
4. Checking Your Daily Assignments
Nurses and clinical staff can log in to see exactly where they are assigned for the day. This helps you prepare before you even walk onto the unit.
Why This Matters for You
You might be thinking, “Okay, it’s a schedule. What’s the big deal?” The big deal is transparency and autonomy.
When you can see your schedule weeks in advance, you can actually plan your life. You can schedule that dentist appointment, plan a weekend trip, or arrange childcare with confidence. It gives you the power to balance the demanding work at VUMC with your personal life.
For managers, it ensures the medical center is always staffed correctly. It helps them identify potential coverage gaps early and find solutions, ensuring patient care never suffers.
A Real-World Scenario: Putting It All Together
Let’s follow a nurse named Sarah. She is new to VUMC and just learned about Vandyworks.
- Week 1: Sarah logs in from home (using her VUMC VandyWorks credentials and multi-factor authentication) to view the self-scheduling grid for next month. She sees that her daughter has a school concert on a Friday night, so she makes sure not to pick up an evening shift that day.
- Week 2: Sarah wakes up with a bad cold. She knows she can’t work. She logs into the system, sees her upcoming shift, and uses the tool to offer it to her colleague, Mike, who she knows is looking for extra hours.
- Week 3: Mike accepts the shift. Sarah receives a notification that the swap has been approved. She can go back to bed, rest up, and not worry about work, knowing her patients are in good hands with Mike.
All of this happens without a single phone call or text message. That is the power of the system.
Conclusion
Starting a new job comes with a learning curve, but Vandyworks (now Infor Workforce Management) is one tool designed to make your work life easier, not harder. It gives you a clear window into your schedule and the flexibility to manage your time.
Whether you call it vandywork, VandyWorks, or Infor, remember it is your hub for managing shifts, requesting time off, and balancing your career at VUMC with your life at home. So log in, explore the menus, and start taking control of your calendar today.
Frequently Asked Questions About Vandyworks
Q: I keep hearing “Vandyworks” and “Infor.” Which one is correct?
A: Both are correct for now! Vandyworks is the original name everyone knows. Infor Workforce Management (WFM) is the new official name for the upgraded system. Think of it as a nickname versus a full name.
Q: I’m having trouble with my VandyWorks login. What should I do?
A: First, make sure you are using your correct VUNet ID and password. If you are off-campus, ensure you are completing the multi-factor authentication step. If you are still stuck, you can email the help desk at Helpdesk@vumc.org or call 34-3HELP.
Q: Is this the same as Kronos or Workday?
A: Great question. They are all related to work, but they do different things.
- Vandyworks/Infor WFM: Handles your schedule (when you work).
- Kronos: Handles your time (clocking in and out to record the hours you actually worked).
- Workday is often used for benefits, pay stubs, and personal data updates.
Q: What happens if the system goes down for maintenance?
A: VUMC plans for this. During a recent upgrade, departments were given printed schedules and instructions on how to manually track changes (e.g., call-outs) so they could be entered into the system once it came back online. Your manager will always let you know the plan if there is ever scheduled downtime.
