MSC - Mediterranean Shipping Company SA

The web application used to manage absence requests.

In case of problems with this user guide, please contact

MSCGVAUserGuides@mscgva.ch
For technical problems with the application, please refer to usual contact person
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DynaHR – Absence Management

Table of Contents
Introduction and access point ............................................................................................................. 3
Standard User ................................................................................................................................... 4
Home page .................................................................................................................................... 4
How to submit an absence request ................................................................................................. 7
How to submit a compensation request ....................................................................................... 11
Appendix: Absence viewer for Receptionists & Telephonists ............................................................ 15

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Introduction and access point

DynaHR is the new application used at MSC Geneva for absence management purposes.

It is accessible in the intranet (Geneva Private > Ressources Humaines > Feuille d’absence) or at
the URL http://mscabsences/DynaHR using Internet Explorer 8 or Internet Explorer 9 (no Firefox).

Every collaborator (called Standard User in this document) can enter his/her requests for
absence/compensation, visualize his/her absence history, check the absence timetable of his/her
business unit colleagues.

Based on the rights assigned, some users (called Absence Managers in this document) receive the
absence/compensation requests from their colleagues, can accept or refuse them and can visualize
the whole department absence schedule.

This document treats the two views: Standard User and Absence Manager.

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Standard User

Home page
If you have logged-in on a network workstation with your user name and password, DynaHR opens
up on your account home page as soon as you click the link in the intranet (Geneva Private >
Ressources Humaines) or you enter the URL http://mscabsences/DynaHR .

At the top of the screen on the right, your surname is displayed. Click it to access the menu. You
have the possibility to switch from English to French language and vice versa, to sign out etc.

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If you click My colleagues, you can visualize the absence schedule for all the collaborators in your
team (business unit).

xxx
yyy

In the central part of the screen, in My Absence section, a calendar shows your absences for the
current month. Different colors are used to highlight different status. Use Previous/Next arrows to
move from a month to another. Select Quarterly view option to have a three months view.
Standard view
Quarterly view
view

My Absence history section lists your absences grouped by status. You have the possibility to sort
the lines using the little arrows displayed when you click on a column heading.

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 On the left of the screen, the Personal details
section is displayed, including your Balance of
holiday available, your Holiday entitlement
+ Remaining, the name + email address of
your Absence Manager.

Then the Actions section gives you access to

the two functionalities

 Submit a request
 Submit a compensation request

and it proposes the Information request /

Hotline link.

Proceeding towards the bottom of the page,

Information and Documents sections provide
you with some hints and user guides.

In case of problems with this user guide, please contact

MSCGVAUserGuides@mscgva.ch
For technical problems with the application, please refer to usual contact person
 MSC - Mediterranean Shipping Company SA 7
DynaHR – Absence Management

How to submit an absence request

As soon as you click Submit a request in the Actions section, an Absence request form pops up.

A recap of the official holidays is provided at the top of the form and a link to the intranet is available
for additional information.

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To fill in the form:

 Choose the Application Type in the drop-down list proposed

 Click the calendar to select a Start date and choose if it is for All day long, Morning or
Afternoon

 In the same way, click the calendar to select an End date and choose the if it is for All day
long, Morning or Afternoon

Note: For a half-day absence, select the same date as Start date and End date and choose the same
(Morning or Afternoon) in both fields. For example: January, 27th Afternoon:

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 50% absence time has to be used for specific long term absences for health reasons (No is
selected by default)

 Click the icon to ask the system to calculate the days of absence involved in such a
request (it is a way you have to be sure of the number of days involved)

 Enter the Reason of your absence request (mandatory field only for some absence types)

Once you have filled in the form:

1. Click Request button to submit.

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Your request appears immediately in My absence history section. It is in pending status

(days highlighted in yellow in the calendar).

Note: as long as a request is in pending status, your Balance of holidays available remains
unchanged.

2. In parallel your Absence Manager receives a notification via email and he/she treats your
request.
3. Once your Absence Manager has treated your request, you receive an email notifying his/her
decision and an updating in your home page takes place (calendar, status and balance).

Note: If your Absence Manager refuses your request, he/she provides you with a reason for his/her
decision.

Note: the updating of the home page can take some time to take place.

Important:

Only absence requests which have not been validated yet can be cancelled. If you need to cancel an
already validated absence request, please contact the HR Department.

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How to submit a compensation request

As soon as you click Submit a compensation request in the Actions section, a compensation
request form pops up.

A link to the intranet is available.

To fill in the form:

 Choose the Application Type in the drop-down list proposed

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 Click relevant calendars to select the Start date and End date of the period you have
worked

 In the Reason field, explain the situation your compensation request refers to (number of
hours, bank holiday, etc.).

Important:

You are required to describe the situation but it’s up to the Absence Manager to evaluate how
many compensation days you have right to.

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Once you have filled in the form:

1. Click Request button to submit

Your request appears immediately in My absence history section. Its status is pending at
first, then it changes based on the decision of your Absence Manager.

2. In parallel your Absence Manager receives a notification via email and he/she treats your
compensation request.

3. Once your Absence Manager has treated your request, you receive an email notifying his/her
decision and an updating in your home page takes place (status and balance).

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Important:

When filling in a compensation request, you are not required to state when you would like to use the
additional day(s) granted. As a result of an accepted compensation request, your Balance of
holidays available is increased based on the number of days authorized by your Absence Manager.

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Appendix: Absence viewer for Receptionists & Telephonists

A specific tool within DynaHR interface is available to the collaborators working as Receptionists or
Telephonists only.

At the top of the screen, the additional link All employees is available. Click it to access the tool.

All employees requests section is visualized.

Enter Surname and/or First name (or a part of them) of the collaborator whose presence you want
to check in order to give the right information to a caller / visitor. Then click the magnifying lens
icon. A calendar showing the absences of the selected collaborator (or of the collaborators whose
name/surname contains the letters you have entered) is displayed. Current month is proposed by
default. You can move from a month to another by clicking Previous/Next arrows on the left/right
of the month or choose the Quarterly view.

By default the view Search by is applied but you can select View all absences to have a general
picture.

Note: This tool allows Receptionists and Telephonists to see if a collaborator is absent and when
he/she is expected to come back to the office. No access to sensitive information like absence
reason is provided.

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