CPSL Best Practices – EC Workshop “Working together for quality” 11th March 2011Finding your way with hundreds of files: MyStep
The projecto EUROPEAN PARLIAMENT – ES/2008/MAIN Contract duration: 4 years 16 EU languages > ES Over 9 million words translated since Jul/08 Documents about a variety of subjects relating to the interests and activities of the EU: parliamentary QE, agendas, minutes, letters, reports, petition summaries...
The challenges 20-100 documents received and delivered daily 115 translators/reviewers involved Compulsory use of EP’s templates (DocEP macros) Deliverables: clean + unclean files Specific file exchange platform with EP (E-Step)
The beginnings 2 project managers dedicated almost 100% + a student for downloads/uploads Excel log file with translators’ names, deadlines… Most part of the time consumed by clerical tasks and double-checks Translators and reviewers overwhelmed by emails and attachments High chances of confusion over dates, files and volumes
The beginnings TOO ERROR-PRONE AND TIME-CONSUMING! VERY LITTLE TIME FOR TRANSLATION- RELATED ISSUES!
The solutionInternal development of a file management web tool for project managers and translators/reviewers: MyStep
Advantages of MyStep (I) No installation required (web tool) Accessible through any web browser Automation: it connects to E-Step every 15 minutes to download the latest material, to upload the translated files and to retrieve additional information
Advantages of MyStep (II) Easy task definition and file assignment to translators/revisers by simply choosing them from a selected list by language
Advantages of MyStep (III) Translators/reviewers can accept/reject a job by simply clicking a button
Advantages of MyStep (IV) Automatic emails are sent both to translators/reviewers and project managers
Advantages of MyStep (V) Clear picture of the file status both for project manager and translator/reviewer by using clear status words and colours Easy tracking of executed projects and translation volumes in defined periods
Advantages of MyStep (VI) Easy data transfer to our internal database for further processes such as invoicing, PO generation Automatic organization of all files within our server
What does this add to quality? For both project managers and translators/reviewers: o clerical tasks almost disappeared o automation less chance of errors and no double-checks needed o information centralized more control o more efficiency: 2 project managers involved at 50% As a result, more time dedicated to translation tools, instructions, glossaries, memories, translation/ revision checklists, QAs
What does this add to quality? For the client: o fast response from vendor o no delays in deliveries o no more confusion with files o higher-quality translations