]project-translation[ Innovation in Translation Processes 20.8.2005

1. DataWare-House Sales FileStorage Projects Invoicing Clients Users ProviderMgmt. Costs Quality Translat.Workflow ProjectForum ]project-translation[Innovation in Translation Processes20.8.2005

2. Contents • ]project-translation[ Overview • Competition in the Translation Industry • ]project-translation[ Modules • Translation Workflow • Provider Management

3. ]project-translation[Overview

4. What’s …? “ERP” Intranet Extranet • Costs • Invoices • Customers • Providers • Quality • Reporting, … • A Web site for all in-house staff • Collaboration with customers and providers

5. Benefits ERP Intranet Extranet • 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

6. Invoicing Work-flow Sales Projects ProjectForum Clients FileStorage Users Costs PurchaseOrders TradosIntegra-tion FreelanceDatabase Features • 100% pure Internet • Support for Translationproject cycle • For Linux and Windowsusing the free PostgreSQLdatabase • It’s based onOpen-Source Software • We earn our money with installation, training, customization, support and the creation of specific business modules

7. Secondary Providers Main Providers forTrans Trans-ing forEdit Edit-ing forProof Proof-ing QC-ing Created Delivered Status Customer Company ProjectManager Satisfy theCustomer Translator ContinuallyImprove UnderstandRequirements Editor Do it Rightthe First TimeEvery Time ProofReader 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

8. DataWare-House Sales FileStorage Projects Invoicing Clients Users ProviderMgmt. Costs Quality Translat.Workflow ProjectForum 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

9. Filesdelivery Customer Accountant LanguageLead ProjectManager • Share files • Update status • Create project • Store files • Assign PM Editors Editors Proofers Proofers Translators Translators forTrans Trans-ing forEdit Edit-ing forProof Proof-ing QC-ing Created Delivered MLV Processes 9 Invoice,payments 10 1 InvoicingModule IncidentMgmt. & Discussions • Presales • Price Negotiations • Send PO • Send files importWord counts moderate discussions invoicing 8 StaffMgmt. QualityDB QC ProjectTeamMgmt. CustomerManager 6 assignselectedfreelancers selectfreelancecandidates 4 2 7 Apply TM FreelanceDatabase 5 WorkflowModule receiveavailabilityconfirmations File StorageModule 3 TM Free-lanceMarket-place receive confirmations invite freelancers

10. ]project-translation[Modules

11. Customer ProjectManager Translator Editor ProofReader 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)

12. forTrans Trans-ing forEdit Edit-ing forProof Proof-ing QC-ing Created Delivered Status Customer ProjectManager Translator Editor ProofReader 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

13. 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

14. 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

15. 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.

16. 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

17. ProjectManager Editors Proofers Translators 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 4 FreelanceDatabase 5 receiveavailabiltyconfirmations Free-lanceMarket-place receive confirmations invite freelancers

18. Satisfy theCustomer UnderstandRequirements ContinuallyImprove Do it Rightthe First TimeEvery Time Quality Management • 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… • 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.

19. Quality Management • 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 „atSource“ IndustrialQuality Management • 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

20. 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

21. LanguageLead ProjectManager 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 6 assignselectedfreelancers Select freelancecandidates 4 FreelanceDatabase

22. OperationsManager GeneralManager GeneralManager SalesManager ProjectDirector Client Staff Proj.Man. Manager Finance ProjectMan. Freelance Freelance Project Collaboration Providers Our Company Client • ]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

23. ProjectManager • Create project • Store files • Assign PM 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 10 2 Apply TM InvoicingModule importWord counts File StorageModule 3 TM

24. ManagingDirector FreelanceEditor Freelance Freelance ProjectManager ProjectManager StaffTrans. StaffEditor StaffEditor SalesRep 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 Translation Editing QC/Proofing Post-Project

25. End Frank Bergmann fraber@project-open.com www.project-open.com