@ my fingertips – FAST Leave Management System guide

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Welcome to the FAST Leave Management System! The new leave management system is here

The Human Resources Service is committed to providing support staff with top-of-the-line services and tools. With the FAST Leave Management System (LMS), you have an up-to-date, efficient way to:

• submit and record a leave request – before, during or after the leave occurs,

• confirm that your request has been approved by your supervisor,

• change or cancel a leave request,• get information on your personal leave entitlements,

and• review personal leave data, including your leave

summary and a colour-coded calendar that shows the leave you have taken or are set to take throughout the year.

The Web advantage Key steps in requesting and reporting leave electronically – at a glance

• Enter and record your leaves before, during or after they occur.• Log in to FAST LMS through the University’s main Human Resources Service Web site

at www hr.uottawa.ca to submit a leave form. Use a new form for each type of leave.• With the click of a button, send your form to your supervisor who will review the

submission, approve or deny the request and submit it for the second approval.• At any time, go back to FAST LMS to see the status of your leave submission.

You can only access FAST LMS through a University computer unless you have a Virtual Private Network (VPN), which allows you to log in to the University’s server off campus. For more information about accessing FAST LMS with a VPN, go to the Computing and Communications Services main Web site at www.ccs.uottawa.ca or call the Computing Help Centre at extension 6555.

Your FAST LMS guide 2

How to log in … Use Internet Explorer to log on to the University’s Human Resources main Web page at: www.hr.uottawa.ca.

Click on FAST Portal (Leave Management System and FAST HR Reporting) and log in.

Your UserID starts with a capital ‘E’ followed by your new employee number without the lead 1 and zeros. Here’s an example: Alex’s employee number is 100012345. Alex’s UserID for FAST LMS is:

Capital ‘E’ + employee ID (no lead 1 and zeros)

Alex’s UserID is E12345

Your password is your InfoWeb password in capitals.*

You can change your password at any time. In fact, it’s a good idea to switch the initial password assigned to you with something personal that only you would know – and that you are less likely to forget.

To change your InfoWeb password, log on to InfoWeb and select the Password Management option.

If you already use other FAST applications, such as FAST HR, FAST Finance or FAST Budget, you can log in to FAST LMS:

• using the same user ID and password as for the other FAST applications, or

• using the log-in instructions above.

Both log-ins will allow you access to the FAST portal.

* If you have never logged in to InfoWeb or never changed your InfoWeb password ... Your password is your date of birth – in the format YYMMDD – followed by the last two digits of your employee number.

You can create a short-cut to this screen by ...

• clicking on File (top left-hand corner of the screen),

• choosing Send from the options listed, and then

• choosing Shortcut to Desktop.

Or you can save this page in your Favorites.

Click here to access the FAST LMS log-in page

Your FAST LMS guide 3

How to complete an Employee Leave Form

1 Select Leave Management under the Applications tab.

2 When you are in the FAST Leave Management System screen, go to Personal Leave on the top left-hand menu and click the Request Leave option. A form will appear with information specific to your employee profile. Make sure your first and last name are correct.**

3 Complete the top part of the form: • enter your actual job standard hours per day, only if you work a

modified work schedule. When you submit your request, your supervisor will be automatically advised that you have changed your hours of work,

• select your job from the drop-down menu. This is the job you will be working in when the leave is taken. In most cases, only one choice will be presented, but if you work in more than one department, you’ll have to click on the right one,

• select the leave type you are requesting or reporting, and • add any comments you want or are required to provide

regarding your absence.

** Something’s not quite right … If all or some of the profile information shown on the form is incorrect, advise your supervisor immediately. He or she will let the Human Resources Service know about the error. The Human Resources Service will then fix your profile as soon as possible. If you are having difficulty accessing FAST LMS or having any other technical problem, you should call the Computing Help Centre at extension 6555.

If you use other FAST applications, they will show here

Access the different menu items under the Personal Leave tab

Number of hours you work in a day

Check this box if you usually work weekends or holidays

Use these buttons for half days or full days

Your FAST LMS guide 4

4 Go to the calendar on the lower part of the form: • specify the days of leave. Highlight the leave by clicking on a day

or days, and • click the Submit Leave Request button.

5 Review the Submit Leave Request screen and select your supervisor’s name from the list provided under Send To.

Leave is shown in hoursFAST LMS shows all leave in hours. Divide the hours by your job standard hours per day to convert your leave into days.

6 Submit your request. You cannot save it and come back to it later. Once you submit, it’s automatic – your form is sent right to your supervisor’s electronic Inbox. He or she then approves or denies the request, and submits your request for the necessary second approval. If your leave request is denied, you will be notified by e-mail.

7 Close your Internet browser to end your session.

Use these buttons to change your leave from full to half days or vice versa. The form is automatically updated

Submit your request

Tips

• To clear or change your leave, click the highlighted leave on the calendar.

• You must clear your leave in the calendar before making a change to the upper section of the form.

• If you are a regular employee, report your leave in full or half days.

• If you are a contract employee, report your leave according to the terms of your employment contract.

Click here to see the legend

The colour-coded calendar shows the leave you’ve taken or are set to take

Shortcut To highlight a full week, click the week number at the beginning of the week, or to select a full month, click the X at the top left-hand corner of the month

Click the arrows to move to another calendar year

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How to confirm the results of your leave request

You must verify that your requests for annual leave or planned special leaves are approved before you take time off from work.

To verify that your leave request has been approved:

1 Access FAST LMS as shown on the previous pages, and select View/Cancel Leave under Personal Leave.

2 Select your leave request by clicking on the Request ID of the leave form that you wish to view. Now, you can check the stage of approval for your leave request.

If your supervisor and the second approver have approved your leave request, you can take your leave. If your request has been denied, your supervisor will let you know why on the form itself.

Don’t hesitate to call or e-mail your supervisor directly if the date of your requested leave is near and there’s been no progress on the approval process.

How to cancel an annual leave request1 Check the status of your request, as shown above.

2 Go to the lower right-hand corner of the screen and click Proceed to Cancel. Follow the instructions on the screen to advise your supervisor that you want your request cancelled. Provide any necessary information about the cancellation.

How to check your leave summary1 Select View Summary under Personal Leave on the toolbar.

Remember, your leave is displayed in hours, not days.

You may only cancel a request in FAST LMS if it has been approved by both approvers. Otherwise, e-mail your supervisor to cancel your request.

Leave is credited after every pay period

Your leave is displayed in hours

Your Adjusted Service Date is your seniority date

Click the Request ID of the leave you wish to view/cancel

Find the entry you are looking for by searching the First Leave Date

Your FAST LMS guide 6

How to change your language in FAST LMS

1 Click the icon in the top right-hand corner of the screen.

2 On the Profile Info screen that appears, click Edit Profile.

3 Select English or French from the drop-down menu.

4 Click Save Profile.

Click here to change your language in FAST LMS

Use these buttons to save or cancel your change

Your FAST LMS guide 7

Psst!

If you don’t have access to the Internet at work or at home, consider using a computer at:

• one of the kiosks that have been strategically located in various areas on campus,

• the desk of a colleague or your supervisor, or• one of the University’s libraries.

If you wish to access FAST LMS through your home computer, you must have a VPN. To download the program, go to the Computing and Communications Services main Web site at www.ccs.uottawa.ca.

To ensure that no one gets access to your personal information:

• be sure to close your browser after each session, and• do not leave personal information on your screen or at the printer.

Need help?

Helpline

Call the Computing Help Centre at extension 6555, if you are having any problems logging on or off the site, or with any other technical aspects of the site.

Your supervisorIf you have any questions about leave requests and reporting, your leave entitlements, or the turnaround time on your submission, call or e-mail your supervisor directly. In some cases, he or she will need to consult with the Administrative Officer in your department or service, and/or the Human Resources Service.

To end your FAST LMS session, close your Internet browser – click the X in the top right-hand corner