Frequently Asked Questions

WFM is a software solution that helps to automate scheduling and pay processes while providing employees with easy and personalized access to schedules, pay and vacation accruals any time, any where. The scheduling automation uses AI and is built based on advanced criteria such as the employee skills, employee certificates, preferences, workload and many others. This will help ensure we continue to provide exceptional care, as well as become a great place to work.

There are four key reasons driving our decision to implement WFM:

• Commitment to Employees: We are committed to being the best place to work and we heard in the 2023 employee engagement survey that work-life balance is a concern. WFM will enable easy access to schedules, pay and vacation time so employees will spend less time on paperwork and more time with families.
• Patient Care: Our patients count on us on providing the right care, at the right time, by the right healthcare provider. WFM will help us optimize our staffing levels and best manage our resources to ensure the long-term sustainability of our workforce. When we spend less time on administrative burdens, it means we can spend more time on our patients.
• Growth and Expansion:  To continue to grow and deliver on our vision of being a healthcare system leader, we must continually reach new levels of excellence. This includes remaining agile and embracing technology such as WFM to drive efficiencies and enable our future growth to be a healthcare provider for our region and beyond.
• Healthcare Leadership: As Healthcare Organization role continues to evolve and we are looked upon to be a national centre of excellence, we must adopt tools that demonstrate this vision while also fulfilling key designation programs such as Magnet. WFM is critical to enabling us to achieve peak operational performance so we have capacity to be a regional and national resource.

There are several different components of WFM, including interfaces for schedulers, timekeepers, payroll staff, and of course employees. For end-user Healthcare Organization employees, there will be an option to access the system through software on any computer or via an app on your phone. There will also be stations located across Healthcare Organization for employees to clock in/out of shifts.

 Through its flexible self-service and functionality, WFM will enable employees to:

• Review schedules anywhere, anytime.
• Offer open shifts to other employees.
• Review available shifts.
• Personally change /swap shifts.
• Request vacation/time off anywhere anytime.
• Respond to timecard notifications in real time.
• Update personal information.
• Review current and future accrual balances.
• And many more …

While we will be introducing the solution in a phased approach, eventually, all Healthcare Organization employees will be using WFM. This phased approach will keep the project better planned, minimize operational disruption, manage resources effectively, and provide opportunities for feedback.

No, while there will be a requirement to clock in/out of shifts, it does not track people on site. The clocking in/out feature is only to help ensure that workplaces are properly staffed and people are properly paid for their time, including accurately tracking so it can be paid out efficiently.

No. While shift workers will be the first group to start using the software, it will be eventually used by all Healthcare Organization employees.

People who work shift work are experiencing some of the biggest challenges in regards to accessing their schedule, switching shifts, tracking overtime, and being paid properly at the end of each month. While everyone will benefit from WFM, the biggest benefit will first be felt by shift workers, hence they have been prioritized. 

 The software will begin rolling out in (TBD)

 Yes. There will be customized in-person and online training and information sessions for different users. You can expect to hear more in the months ahead.

 WFM Solution is using a new version of Kronos and is a software solution from Ultimate Kronos Group (UKG). Through WFM Solution, employees will be able to clock in and out using digital devices, which will record their arrival and departure times automatically.

No, WFM Solution will not track employee locations. The clock-in/out feature only ensures that work hours are accurately recorded for payroll and staffing purposes.

Testing has already begun for certain user groups, with broader end-user testing planned from (TBD)

WFM Solution will roll out starting (TBD).

WFM Solution complies with Healthcare Organization existing time and attendance policies. It tracks all forms of absences, including sick leave, annual leave, and unexcused absences, providing real-time information for managers.

WFM Solution supports JHAH’s emergency management by allowing real-time schedule adjustments, including notifications for open shifts. However, it will not replace existing fan-out emergency response protocols.

WFM Solution provides a 15-minute grace period for clocking in and out of shifts.

We understand that from time to time for various reasons people may clock in or out slightly early or late, and there is a built-in grace period to account for these occasional discrepancies. Chronic time management issues however will be addressed according to Healthcare Organization policies.

Overtime is governed by Healthcare Organization time and attendance policies. Employees are encouraged not to work during breaks to ensure they have adequate rest and stay healthy on the job.

Overtime is calculated based on actual hours worked, and WFM Solution ensures overtime is accurately tracked and paid according to Healthcare Organization policies.

WFM Solution automates scheduling and pay processes, allowing employees to access schedules, pay information, and vacation accruals at any time. Its AI-driven scheduling is based on criteria such as employee skills, certifications, preferences, and workload, ensuring Healthcare Organization provides exceptional care and supports a great work environment.

WFM Solution has a 15-minute grace period for clocking in and out. Any pay adjustments will follow Healthcare Organization time and attendance policies.

Yes, timekeepers will have access to manage schedules, approve timecards, and monitor attendance for their teams.

Late punches can be reviewed and approved by managers or CPHs according to Healthcare Organization time and attendance policies.

Employees can punch in and out using mobile devices, workstations, or other authorized digital devices, depending on what is most convenient for them​​.

There is a geo-fence around Healthcare Organization that allows people to clock in and out while on Healthcare Organization property.

The location from where the employee checked-in will appear in “employee summary” menu which is designed for managers.

Employees can request and track vacation days through the WFM Solution app, which provides real-time visibility of accruals and vacation balances. The app simplifies the approval process, ensuring accuracy.

Yes, WFM Solution enables employees to request vacation days and time off in advance. Schedules can be created months ahead, and vacation requests can be seamlessly integrated into the system.

Not submitting leave on time may lead to scheduling conflicts, and unapproved leave could result in payroll inaccuracies.

Yes, managers, including chief position holders (CPHs), can manage and approve leave requests on behalf of their team members, particularly for situations like sick or bereavement leave.

Yes, WFM Solution integrates vacation data when creating schedules to prevent conflicts and ensure proper staffing levels.

The use of facial biometrics is a necessary security measure for WFM Solution. Facial recognition provides a secure and efficient way to confirm your identity, ensuring only authorized users access the system. This requirement helps prevent unauthorized access to your work-related data, protecting both the system’s integrity and your information​​.

WFM Solution collects essential data to manage scheduling and timekeeping effectively. This includes facial biometric data, which is securely stored and used solely to verify your identity. All data within WFM Solution is encrypted and managed per privacy regulations to ensure that your information remains secure​.

WFM Solution uses advanced encryption and secure servers to store facial biometric information, accessible only by WFM Solution for identity verification purposes. Healthcare Organization and its service providers follow all privacy legislation to keep your biometric data confidential and protected from unauthorized access​.

No, WFM Solution does not access any other information on your device. The application only uses facial biometric data required for identity verification, and it does not interact with other personal information, photos, or data on your device​.

No, facial biometric data is a required feature in WFM Solution to clock in and out securely and efficiently. This requirement enhances timekeeping accuracy and ensures accountability for all users​​.

Active enrollment in WFM Solution ensures that your facial biometric data is current, accurate, and securely captured specifically for the system’s requirements. ID photos used for security badges are not taken in the conditions necessary for facial recognition technology to function reliably. Enrolling directly in WFM Solution allows the system to capture the precise biometric details required for accurate identification, ensuring security and efficiency in managing work schedules and attendance​​.

The Enrollment process will start on (TBD).

All Healthcare Organization employees should complete their enrolment maximum by (TBD).

The enrolment process shouldn’t take more than 3 minutes per employee

You can visit Room # (TBD) in Building (TBD)

WFM Solution team will allocate a time frame for those employees who are on leave, and will announce this to Healthcare Organization staff to get them enrolled prior to WFM Solution launch

You would need to coordinate the enrollment process for the new employees with WFM Solution team (HR department). Please refer to the email address stated below for this purpose

For further questions, you can contact the WFM Solution support team at add@email.address.com or access resources on the Healthcare Organization intranet. The team is available to address privacy concerns and provide a detailed understanding of WFM Solution features and security protocols​.

Planners and system agents ensure schedules are accurate, manage overtime needs, and maintain compliance with staffing requirements.

While we will be introducing the solution in a phased approach, eventually, all Healthcare Organization employees will be using WFM Solution. This phased approach will keep the project better planned, minimize operational disruption, manage resources effectively, and provide opportunities for feedback.