F T PROPOSALS TO IMPLEMENT TEMPLATE WORKFLOW FOR TRANSLATED DOCUMENTS For graphic designs currently produced by General Services Graphics Unit for numerous internal clients, most notably the NYCHA Department of Communication (DOC). AThe New York City Housing Authority (NYCHA) has an ongoing requirement to provide foreignlanguage translations of agency publications to meet Department of Equal Opportunity (DEO)guidelines. Typically, NYCHA provides Spanish, Russian and Chinese translations of many English Rdocuments for a diverse population of residents. Due to an increasing demand for such translations,this relatively complex process requires an efficient workflow to best assure accurately translateddocuments and designs quickly. D Once a formal job request has been submitted via Movaris, the translations proceeds manually accomplished through a back and forth email based workflow that goes something like this: 1. the initial English version of design is completed by graphic artist 2. artwork returned to client for approval of content (in English) via email 3. English version is revised as needed 4. content and layout of a “final’ English version is approved 5. a PDF of approved document is email forwarded to DEO for translation as: • approved PDF with all content along with • blank template (text removed) in PDF and JPG form (to import to Word) 6. the DEO translators produce translation of Spanish/Russian/Chinese 7. translated text returned via email to graphic artist as Microsoft Word document 8. graphic artist imports translated text into “native” In Design layout program as • PDF export of Word to preserve character outlines • copy and paste (can produce unpredictable results) 9. translated layouts are returned via email to DEO for approval 10. comments revisions corrections submitted to graphic artist via: • body of email • PDF with comments 11. corrections made to translated documents as needed 12. translated documents returned to DEO for final approval 13. final approved translations sent for productionAbove is a general look at the current “linear” workflow that consists of sharing the progress of adocument-in-progress via email. A project is sent back and forth between client, graphics unit andtranslators. To start the process, the client emails the content to the graphics unit, the layout iscreated and emailed back to client, the client reviews content/text and emails back to graphics withrevisions. Once finalized in English, it is emailed to the translators, translator makes adjustmentsand emails back to graphics unit. The graphic unit makes changes and emails back to translator forapproval, often producing another back and forth revision/correction loop, and eventually returnedback to client, etc. Overall the process can be convoluted, and inefficient, and fraught with errors,especially when revisions are requested midway through the process. In addition, font differencesfrom system to system can result in unpredictable errors when importing foreign language type.
Graphic: Logo New York City Housing Authority Heading: Agency Name Notice to Residents Heading: Call Out Customer Improvements Coming Commencing April 6, 2009 residents can call the Centralized Call Center (CCC) Body: Variable Data at (718) 707-7771 between 6 AM and midnight Monday through Friday to schedule apartment repair appointments. T • Additional call takers will be available during F these peak hours to answer calls more expeditiously and reduce wait time. • Residents can continue to call the CCC Body: Variable Data A twenty-four hours a day, seven days a week for emergencies and all other matters such as, vandalism, elevator outages, broken entrance doors and any R other public space repairs. A translation of this flyer is available in Spanish, Chinese and Russian at your management office and on NYCHA’s website at www.nyc.gov/nycha. Field colors: Hex Values Photo: Template Background DA sample creative analysis of a graphic designs that can be templated for translations. To assuregraphic consistency across the translations, a template system with variable data inputs can beimplemented. This can be accomplished through a number of approaches: shared documentcollaboration software, customized scripting, online applications, etc. Business Card StylesCurrently there is not infrastructure support for such an approach to translated and/or NYCHA (See Request for Business Cards form #022.002)versioned documents, but could provide an effective solution to commonly requested documents,such as business cards and memo pads. Style 1 LOGO GeneraL services Name/Title: Viarable Data Jane smith assistant Director Department/Address: Variable Data Graphics Unit teL: (212) 306-0000 90 chUrch street FaX: (212) 306-0000 new York, nY 10007 firstname.lastname@example.org Telephone: Variable Data Style 2
MICROSOFT WORD WORKFLOW IN TO EFFICIENTLY & ACCURATELY PRODUCE FOREIGN LANGUAGE TRANSLATIONS WITH CONSISTENT GRAPHICSDue to an increased demand to translate documents into New York City Housing AuthoritySpanish, Chinese and Russian from Autoridad de la Vivienda de la CiudadinNueva York English originals de Notice to Residents Aviso a los residentesresponse to Department of Equal Customer Improvements Coming Opportunity en el servicio al cliente we Mejoras mandates,are faced with a pressing need to create a partir del 6 de abril de 2009 A workflow specific Commencing April 6, 2009 los residentes podrán llamar ato the unique issues that document residents can call the translations require.(CCC) la Central del llamadas Centralized Call Center (CCC) al (718) 707-7771Different languages require uique at (718) 707-7771 fonts and6AM y las doce de la sets entre las character medianoche de lunes a viernesand translated documents are not between 6 AM and midnight Monday through Friday alwaysconcertar una cita between su para portable de reparación en apartamento.different systems and applications. to schedule apartment repair appointments. What may appear fineon one machine may contain • Additional call takers errors when opened • La asignación de operadoras adicionales en CCC durante lason another machine, especially in will be available during these peak hours to answer going between different horas de mayor demanda permitirá que se contesten las llamadas con prontitud y reduciráapplications, i.e. between the native translation software, calls more expeditiously el tiempo de espera. and reduce wait time.Microsoft Word and Adobe In • Residents can continue to call the CCC Design. Therefore, we • Los residentes podrán seguir llamando a CCC durante las 24 horas del día los siete días de laneed to consider procedures to twenty-four hours a day, seven days a week for make this process more semana en casos de emergencia y por otras razones tales como el vandalismo, la interrupción delaccurate and efficient. emergencies and all other matters such as, vandalism, servicio de ascensores, las puertas de entrada estropeadas y cualquier otro tipo de reparación elevator outages, broken de las áreas públicas. entrance doors and any T other public space repairs.Using Microsoft Word, it is possible to use produce translated A translation of this flyer is available in Spanish, Chinese and Russian at your management office and on NYCHA’s website at www.nyc.gov/nycha. LSU 80 (Spanish)documents using a pre-approved (english original) (spanish translationdesign template based on the from template)English version of a document. This Fprocess is based on using a “template” design which is a document with all the graphical element ofthe design in place, and the English text removed. This template process starts with a “background”image (based on the original), supplied as a JPG file or already embedded into a Microsoft Word file.The foreign language translation can be created using this template layer to produce a translated Adocument that approximates the style and design of the English original.Steps in the Process:1) Job request submitted.2) English version approved.* Final approval must be obtained before starting translated versions.3) Graphics provides a copy of the approved English version along with a blank TEMPLATE inthe form of a JPG file to be inserted as background image, or as a Microsoft Word document withbackground already in place, depending on the complexity of the document.4) Translator reviews the original English version for content and design layout.5) Translator creates translated text and places into the template file matching the style and designas closely as possible using the text formatting tools in Microsoft Word.6) Once translation is complete and approved, the Word file is saved as a PDF file to thespecifications for the intended use, i.e. print or web.
F T R AThe creation of a template in Microsoft word can be achieved using the following steps. D 1) Open a new document to match the format of the document being produced, setting values such as document size, margins, columns (if needed), etc. 2) Insert > Picture> From File> browse to select JPG to create a template background. Picture will appear in Word document. (illustration 1) 3) Double click on picture to bring up Format Picture window or use top menu. (illustration 2) and set size height and width to match original, 100%, lock aspect ratio. (illustration 3) 4) Within Format Picture window, click on Layout tab and select “Behind text” (illustration 4). Click on Advanced to set alignment to left and top of page and check “Lock anchor” and “Allow overlap” (illustration 5). 5) Within Format Picture window, click on Picture to make sure crop is set to 0” (illustration 5) and click on “Compress” button to make sure compression is NOT checked. No compression at this phase (illustration 6).Once the template is set up with the background image in place, the translator may use the varioustext formatting tools in Microsoft Word to do their translation and result in a final document that is veryclose to the English original.Save Word file in case changes are needed.Convert to PDF and save.