]project-translation[ Innovation in Translation Processes 20.8.2005 Translat. Workflow Projects Users Clients Costs Data W...
Contents  <ul><li>] project-translation [  Overview </li></ul><ul><li>Competition in the Translation Industry </li></ul><u...
] project-translation [   Overview
What’s …? Extranet Intranet <ul><li>A Web site for all in-house staff </li></ul>“ ERP” <ul><li>Costs </li></ul><ul><li>Inv...
Benefits Extranet Intranet <ul><li>Organize globally distributed teams </li></ul><ul><li>Improve language staff productivi...
Features <ul><li>100% pure Internet </li></ul><ul><li>Support for Translation project cycle </li></ul><ul><li>For Linux an...
Innovative Modules <ul><li>Translation Workflow </li></ul><ul><li>Automatic management of the translation workflow </li></...
The Project Cycle 20. The managing director  evaluates the profitability of  his projects and customers 1. The customer sh...
MLV Processes Project Team Mgmt. Staff Mgmt. Free- lance Market- place Workflow Module Incident Mgmt. &  Discussions <ul><...
] project-translation [   Modules
Translation Workflow (Time Flow) Created for Trans Trans- ing for Edit Edit- ing for Proof Proof- ing QC- ing Delivered St...
Translation Workflow  <ul><li>The Translation Workflow is a kind of “FTP-Server”. </li></ul><ul><li>It allows translators,...
Translation Workflow  <ul><li>Tracking the translator and editor actions eliminates the PM task of sending files back- and...
Provider Management  <ul><li>Provider Management serves to maintain the history of collaboration with each of your provide...
Provider Management  <ul><li>Integrated Provider Database </li></ul><ul><ul><li>Providers and freelancers are a </li></ul>...
Provider Management  <ul><li>Provider management works like a “CRM”  </li></ul><ul><ul><li>Provides the interaction histor...
Freelance Marketplace <ul><li>Normally, a PM needs to confirm the availability of every project member by email/phone duri...
Quality Management  <ul><li>There is no “best quality”, just “right quality”. It’s just that the “right quality” may be hi...
Quality Management <ul><li>Recruitment process for freelancers and in-house staff </li></ul><ul><li>Rational selection of ...
Quality Management  <ul><li>Statistical Process Control  (SPC) tracks the  performance of a “process” over time and allows...
Quality “at Source” <ul><li>Access to quality evaluation history when selecting a resource for a project </li></ul><ul><li...
Project Collaboration  <ul><li>] project-open [  emphasizes  the possibility to integrate  clients and providers into  the...
TM Integration <ul><li>The translation memory is integrated into the system </li></ul><ul><li>This allows to: </li></ul><u...
Filestorage <ul><li>All project documentation is collected in a folder on the local server. </li></ul><ul><li>In-house sta...
End Frank Bergmann [email_address] www.project-open.com
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]project-translation[ Innovation in Translation Processes

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]project-translation[ Innovation in Translation Processes

  1. 1. ]project-translation[ Innovation in Translation Processes 20.8.2005 Translat. Workflow Projects Users Clients Costs Data Ware- House File Storage Project Forum Quality Sales Provider Mgmt. Invoicing
  2. 2. Contents <ul><li>] project-translation [ Overview </li></ul><ul><li>Competition in the Translation Industry </li></ul><ul><li>] project-translation [ Modules </li></ul><ul><ul><li>Translation Workflow </li></ul></ul><ul><ul><li>Provider Management </li></ul></ul>
  3. 3. ] project-translation [ Overview
  4. 4. What’s …? Extranet Intranet <ul><li>A Web site for all in-house staff </li></ul>“ ERP” <ul><li>Costs </li></ul><ul><li>Invoices </li></ul><ul><li>Customers </li></ul><ul><li>Providers </li></ul><ul><li>Quality </li></ul><ul><li>Reporting, … </li></ul><ul><li>Collaboration with customers and providers </li></ul>
  5. 5. Benefits Extranet Intranet <ul><li>Organize globally distributed teams </li></ul><ul><li>Improve language staff productivity using online project collaboration </li></ul><ul><li>Improve team coherence and align culture </li></ul>ERP <ul><li>Improves the productivity of your PMs and administrative staff by 50-100%. </li></ul><ul><li>Simplifies the management of complex projects </li></ul><ul><li>Allows cost control on the project level </li></ul><ul><li>Allow selected customers to view the status of their projects online </li></ul><ul><li>Allow providers to participate in projects as if they were working on-site. </li></ul>
  6. 6. Features <ul><li>100% pure Internet </li></ul><ul><li>Support for Translation project cycle </li></ul><ul><li>For Linux and Windows using the free PostgreSQL database </li></ul><ul><li>It’s based on Open-Source Software </li></ul><ul><li>We earn our money with installation, training, customization, support and the creation of specific business modules </li></ul>Projects Users Clients Costs File Storage Work- flow Sales Trados Integra- tion Project Forum Freelance Database Invoicing Purchase Orders
  7. 7. Innovative Modules <ul><li>Translation Workflow </li></ul><ul><li>Automatic management of the translation workflow </li></ul><ul><li>Integration with TMs (Trados, ...) </li></ul><ul><li>Access permission based on project roles </li></ul><ul><li>Provider Management </li></ul><ul><li>Maintains the collaboration history and quality evaluations </li></ul><ul><li>Digital Purchase Orders and Invoices </li></ul><ul><li>Quality Management </li></ul><ul><li>Using modified LISA templates </li></ul><ul><li>Provides graphics and statistics to track provider quality over time </li></ul><ul><li>Internet Collaboration </li></ul><ul><li>Allows project team to meet in virutal Project Rooms </li></ul><ul><li>Incident resolution workflow </li></ul>Project Manager Translator Editor Customer Created for Trans Trans- ing for Edit Edit- ing for Proof Proof- ing QC- ing Delivered Status Proof Reader Satisfy the Customer Understand Requirements Do it Right the First Time Every Time Continually Improve Company Main Providers Secondary Providers
  8. 8. The Project Cycle 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 3. The key account logs customer interaction 6. The project manager assigns translators and editors to the project 5. The project manager imports the Trados wordcounts 7. The project manager assigns individual files (tasks) to translators 4. The project manager receives files from the customer 8. The workflow process starts 9. The key account and the project manager track the project progress 10. The translated files are being delivered to the customer 12. The language leads evaluate the participating language staff 14. The accountant creates an invoice 15. The accountant tracks the invoice 16. The accountant logs a customer payment and retires the invoice 21. The operations director evaluates the efficiency of his language staff 13. The key account evaluates the quality delivered to his customers 17. Providers post their invoices into the system 18. Providers track their invoices 19. Providers confirm a payment reception The project manager creates a purchase order 11. The project staff collaborates online and resolves issues Translat. Workflow Projects Users Clients Costs Data Ware- House File Storage Project Forum Quality Sales Provider Mgmt. Invoicing
  9. 9. MLV Processes Project Team Mgmt. Staff Mgmt. Free- lance Market- place Workflow Module Incident Mgmt. & Discussions <ul><li>Presales </li></ul><ul><li>Price Negotiations </li></ul><ul><li>Send PO </li></ul><ul><li>Send files </li></ul>select freelance candidates Customer Manager File Storage Module TM assign selected freelancers invite freelancers Apply TM receive availability confirmations Freelance Database receive confirmations Invoicing Module import Word counts invoicing Invoice, payments moderate discussions Quality DB QC 1 2 3 4 5 6 7 8 9 10 Project Manager Customer <ul><li>Create project </li></ul><ul><li>Store files </li></ul><ul><li>Assign PM </li></ul>Proofers Translators Editors Created for Trans Trans- ing for Edit Edit- ing for Proof Proof- ing QC- ing Delivered <ul><li>Share files </li></ul><ul><li>Update status </li></ul>Language Lead Files delivery Accountant Proofers Translators Editors
  10. 10. ] project-translation [ Modules
  11. 11. Translation Workflow (Time Flow) Created for Trans Trans- ing for Edit Edit- ing for Proof Proof- ing QC- ing Delivered Status ] po [ A translator downloads a file from ] po [ The same translator uploads the file back to ] po [ Project Manager Proof Reader Translator Editor Customer
  12. 12. Translation Workflow <ul><li>The Translation Workflow is a kind of “FTP-Server”. </li></ul><ul><li>It allows translators, editors and proof readers to upload and download their files. </li></ul><ul><li>The list of files for each project is imported from a Trados word count or similar translation memories. </li></ul><ul><li>The workflow allows to assign translators and editors to specific tasks. </li></ul><ul><li>The upload and download actions of the assigned translators and editors are tracked, and allow to follow-up on the project status </li></ul>TM Project Manager Translator Editor Customer Created for Trans Trans- ing for Edit Edit- ing for Proof Proof- ing QC- ing Delivered Status Proof Reader
  13. 13. Translation Workflow <ul><li>Tracking the translator and editor actions eliminates the PM task of sending files back- and forth </li></ul><ul><li>Your PMs gain 50-100% productivity. </li></ul><ul><li>Large projects can be managed more easily if you can see if the translators/editors have uploaded and downloaded their files (see below). </li></ul>The translator has already downloaded the file The translator has not yet downloaded the file
  14. 14. Provider Management <ul><li>Provider Management serves to maintain the history of collaboration with each of your providers. </li></ul><ul><li>It serves to store details about: </li></ul><ul><ul><li>Address and contact details </li></ul></ul><ul><ul><li>The project history </li></ul></ul><ul><ul><li>The quality evaluations for each project and </li></ul></ul><ul><ul><li>Provider service notes </li></ul></ul><ul><ul><li>The invoicing history </li></ul></ul>Company Main Providers Secondary Providers
  15. 15. Provider Management <ul><li>Integrated Provider Database </li></ul><ul><ul><li>Providers and freelancers are a </li></ul></ul><ul><li>Skill Management </li></ul><ul><ul><li>Skills represent capacities such as source- and target languages </li></ul></ul><ul><ul><li>The provider is allowed to maintain his own skills. However, all changes can be confirmation by in-house staff. </li></ul></ul>
  16. 16. Provider Management <ul><li>Provider management works like a “CRM” </li></ul><ul><ul><li>Provides the interaction history </li></ul></ul><ul><ul><li>Provides the financial history </li></ul></ul><ul><li>Provider Self Service </li></ul><ul><ul><li>The provider is allowed to maintain his/her data himself, saving valuable time for in-house staff. </li></ul></ul><ul><li>Skill Management </li></ul><ul><ul><li>Skills represent capacities such as source- and target languages </li></ul></ul><ul><ul><li>“ Self Service”: The providers are allowed to maintain his own skills. However, all changes require confirmation by in-house staff. </li></ul></ul>Confirmed Skill Unconfirmed Skill
  17. 17. Freelance Marketplace <ul><li>Normally, a PM needs to confirm the availability of every project member by email/phone during the staffing phase of the project. </li></ul><ul><li>The “Freelance Marketplaces” automates this function, allowing freelancers/ provider to fill a form with their availability and capacity. </li></ul><ul><li>“ Freelance Self Service” </li></ul>Free- lance Market- place invite freelancers receive availabilty confirmations Freelance Database receive confirmations 4 5 Select freelance candidates Version 1.3/1.4 Project Manager Proofers Translators Editors
  18. 18. Quality Management <ul><li>There is no “best quality”, just “right quality”. It’s just that the “right quality” may be higher than what a specific agency can deliver… </li></ul><ul><li>The QM modules allows to talk objectively about quality and to evaluate quality enhancing measures. </li></ul><ul><li>The QM module may also identify areas of excessive quality and help to reduce costs. </li></ul>Satisfy the Customer Understand Requirements Do it Right the First Time Every Time Continually Improve
  19. 19. Quality Management <ul><li>Recruitment process for freelancers and in-house staff </li></ul><ul><li>Rational selection of providers/ freelancers for each project </li></ul><ul><li>Corporate culture focused on quality </li></ul><ul><li>“ Right quality” depending on the customer sophistication and needs </li></ul>Industrial Quality Management Quality „at Source“ <ul><li>Quality specifications for: </li></ul><ul><ul><li>Customer </li></ul></ul><ul><ul><li>Projects </li></ul></ul><ul><ul><li>Language staff </li></ul></ul><ul><li>Statistical Process Control </li></ul><ul><ul><li>Final delivery control using modified LISA templates </li></ul></ul><ul><ul><li>Continuous evaluation of translators by editors and proofreaders </li></ul></ul>
  20. 20. Quality Management <ul><li>Statistical Process Control (SPC) tracks the performance of a “process” over time and allows to judge its development. </li></ul><ul><li>SPC allows to detect tendencies that are not normally visible. </li></ul>Statistical Process Control (SPC) A freelancers performance. The variance of the performance decreases, as does quality
  21. 21. Quality “at Source” <ul><li>Access to quality evaluation history when selecting a resource for a project </li></ul><ul><li>Project quality evaluations are added to the history of the respective translators and editors </li></ul>assign selected freelancers Freelance Database Quality DB QC 4 6 Select freelance candidates Project Manager Language Lead
  22. 22. Project Collaboration <ul><li>] project-open [ emphasizes the possibility to integrate clients and providers into the planning and execution of projects. </li></ul><ul><li>However, communication across organizational boundaries requires special communication means (and skills!), because of the diverging interests, cultures etc. of the participating partners. </li></ul><ul><li>The Discussions & Incident Management module formalizes the communication related to the distribute of work amongst project members. </li></ul>Project Our Company Client Providers General Manager Project Man. Sales Manager Operations Manager Finance Project Director General Manager Proj. Man. Manager Client Staff Free lance Free lance
  23. 23. TM Integration <ul><li>The translation memory is integrated into the system </li></ul><ul><li>This allows to: </li></ul><ul><ul><li>Distribute the right amount of work (weighted word counts) to freelancers/ subcontractors </li></ul></ul><ul><ul><li>Create invoices automatically </li></ul></ul><ul><ul><li>Create purchase orders automatically </li></ul></ul><ul><li>Supported TMs: </li></ul><ul><ul><li>Trados 3.x </li></ul></ul><ul><ul><li>Trados 5.x </li></ul></ul><ul><ul><li>Trados 6.x </li></ul></ul><ul><ul><li>Logoport </li></ul></ul>Staff Mgmt. Customer Manager File Storage Module TM Apply TM Invoicing Module import Word counts 2 3 10 Project Manager <ul><li>Create project </li></ul><ul><li>Store files </li></ul><ul><li>Assign PM </li></ul>
  24. 24. Filestorage <ul><li>All project documentation is collected in a folder on the local server. </li></ul><ul><li>In-house staff can work with local files </li></ul><ul><li>The contents of the folder are available over the Internet. </li></ul>Sales QC/ Proofing Editing Trans lation Post- Project Managing Director Sales Rep Project Manager Staff Trans. Staff Editor Freelance Freelance Freelance Editor Staff Editor Project Manager
  25. 25. End Frank Bergmann [email_address] www.project-open.com

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