projecttranslation Innovation in Translation Processes 20'8'2005

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project-translationInnovation in Translation
Processes20.8.2005
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Contents

• project-translation Overview
• Competition in the Translation Industry
• project-translation Modules
• Translation Workflow
• Provider Management

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project-translation Overview
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Whats ?
Extranet
Intranet
ERP

• A Web site for all in-house staff

• Costs
• Invoices
• Customers
• Providers
• Quality
• Reporting,

• Collaboration with customers and providers

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Benefits
Extranet
Intranet
ERP

• Improves the productivity of your PMs and
  administrative staff by 50-100.
• Simplifies the management of complex projects
• Allows cost control on the project level

• Allow selected customers to view the status of
  their projects online
• Allow providers to participate in projects as if
  they were working on-site.

• Organize globally distributed teams
• Improve language staff productivity using online
  project collaboration
• Improve team coherence and align culture

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Features

• 100 pure Internet
• Support for Translationproject cycle
• For Linux and Windowsusing the free
  PostgreSQLdatabase
• Its based onOpen-Source Software
• We earn our money with installation, training,
  customization, support and the creation of
  specific business modules

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Innovative Modules

• Translation Workflow
• Automatic management of the translation workflow
• Integration with TMs (Trados, ...)
• Access permission based on project roles

• Provider Management
• Maintains the collaboration history and quality
  evaluations
• Digital Purchase Orders and Invoices

• Quality Management
• Using modified LISA templates
• Provides graphics and statistics to track
  provider quality over time

• Internet Collaboration
• Allows project team to meet in virutal Project
  Rooms
• Incident resolution workflow

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The Project Cycle
21. The operations director evaluates the
efficiency of his language staff
20. The managing director evaluates the
profitability of his projects and customers
1. The customer shows interest in a project
2. The key account creates a new (potential)
project
19. Providers confirma payment reception
3. The key account logscustomer interaction
18. Providers tracktheir invoices
4. The project manager receives files from the
customer
17. Providers post theirinvoices into the system
5. The project manager imports the Trados
wordcounts
16. The accountant logsa customer paymentand
retires the invoice
6. The project managerassigns translators and
editors to the project
15. The accountant tracks the invoice
14. The accountantcreates an invoice
The project manager creates a purchase order
7. The project manager assigns individual files
(tasks) to translators
13. The key account evaluates the quality
delivered to his customers
8. The workflow process starts
12. The language leads evaluate the
participating language staff
9. The key account andthe project manager track
the project progress
11. The project staff collaborates onlineand
resolves issues
10. The translated files are being delivered to
the customer
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MLV Processes
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Invoice,payments
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InvoicingModule
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IncidentMgmt. Discussions

• Presales
• Price Negotiations
• Send PO
• Send files

importWord counts
moderate discussions
invoicing
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StaffMgmt.
QualityDB
QC
ProjectTeamMgmt.
CustomerManager
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assignselectedfreelancers
selectfreelancecandidates
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2
7
Apply TM
WorkflowModule
FreelanceDatabase
5
receiveavailabilityconfirmations
File StorageModule
3
TM
Free-lanceMarket-place
receive confirmations
invite freelancers
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project-translation Modules
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Translation Workflow
forTrans
Trans-ing
forEdit
Edit-ing
forProof
Proof-ing
QC-ing
Created
Delivered
Status
po
A translator downloads a file from po
The same translator uploads the file back to po
(Time Flow)
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Translation Workflow

• The Translation Workflow is a kind of
  FTP-Server.
• It allows translators, editors and proof readers
  to upload and download their files.
• The list of files for each project is imported
  from a Trados word count or similar translation
  memories.
• The workflow allows to assign translators and
  editors to specific tasks.
• The upload and download actions of the assigned
  translators and editors are tracked, and allow to
  follow-up on the project status

TM
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Translation Workflow
The translator has already downloaded the file

• Tracking the translator and editor actions
  eliminates the PM task of sending files back- and
  forth
• Your PMs gain 50-100 productivity.
• Large projects can be managed more easily if you
  can see if the translators/editors have uploaded
  and downloaded their files (see below).

The translator has not yet downloaded the file
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Provider Management

• Provider Management serves to maintain the
  history of collaboration with each of your
  providers.
• It serves to store details about
• Address and contact details
• The project history
• The quality evaluations for each project and
• Provider service notes
• The invoicing history

Secondary Providers
Main Providers
Company
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Provider Management

• Integrated Provider Database
• Providers and freelancers are a
• Skill Management
• Skills represent capacities such as source- and
  target languages
• The provider is allowed to maintain his own
  skills. However, all changes can be confirmation
  by in-house staff.

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Provider Management

• Provider management works like a CRM
• Provides the interaction history
• Provides the financial history
• Provider Self Service
• The provider is allowed to maintain his/her data
  himself, saving valuable time for in-house staff.
• Skill Management
• Skills represent capacities such as source- and
  target languages
• Self Service The providers are allowed to
  maintain his own skills. However, all changes
  require confirmation by in-house staff.

UnconfirmedSkill
ConfirmedSkill
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Freelance Marketplace
Version 1.3/1.4

• Normally, a PM needs to confirm the availability
  of every project member by email/phone during the
  staffing phase of the project.
• The Freelance Marketplaces automates this
  function, allowing freelancers/ provider to fill
  a form with their availability and capacity.
• Freelance Self Service

Select freelancecandidates
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FreelanceDatabase
5
receiveavailabiltyconfirmations
Free-lanceMarket-place
receive confirmations
invite freelancers
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Quality Management

• There is no best quality, just right quality.
  Its just that the right quality may be higher
  than what a specific agency can deliver
• The QM modules allows to talk objectively about
  quality and to evaluate quality enhancing
  measures.
• The QM module may also identify areas of
  excessive quality and help to reduce costs.

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Quality Management
IndustrialQuality Management
Quality atSource

• Recruitment process for freelancers and in-house
  staff
• Rational selection of providers/ freelancers for
  each project
• Corporate culture focused on quality
• Right quality depending on the customer
  sophistication and needs

• Quality specifications for
• Customer
• Projects
• Language staff
• Statistical Process Control
• Final delivery control using modified LISA
  templates
• Continuous evaluation of translators by editors
  and proofreaders

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Quality Management
Statistical Process Control (SPC)

• Statistical Process Control (SPC) tracks the
  performance of a process over time and allows
  to judge its development.
• SPC allows to detect tendencies that are not
  normally visible.

A freelancers performance. The variance of the
performance decreases, as does quality
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Quality at Source

• Access to quality evaluation history when
  selecting a resource for a project
• Project quality evaluations are added to the
  history of the respective translators and editors

QualityDB
QC
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assignselectedfreelancers
Select freelancecandidates
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FreelanceDatabase
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Project Collaboration
Our Company
Client
Providers

• project-open emphasizes the possibility to
  integrate clients and providers into the
  planning and execution of projects.
• However, communication across organizational
  boundaries requires special communication means
  (and skills!), because of the diverging
  interests, cultures etc. of the participating
  partners.
• The Discussions Incident Management module
  formalizes the communication related to the
  distribute of work amongst project members.

Project
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TM Integration
StaffMgmt.

• The translation memory is integrated into the
  system
• This allows to
• Distribute the right amount of work (weighted
  word counts) to freelancers/ subcontractors
• Create invoices automatically
• Create purchase orders automatically
• Supported TMs
• Trados 3.x
• Trados 5.x
• Trados 6.x
• Logoport

CustomerManager
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2
Apply TM
InvoicingModule
importWord counts
File StorageModule
3
TM
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Filestorage

• All project documentation is collected in a
  folder on the local server.
• In-house staff can work with local files
• The contents of the folder are available over the
  Internet.

Sales
QC/Proofing
Editing
Translation
Post-Project
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End
Frank Bergmann fraber_at_project-open.com www.project
-open.com