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. Contents 1. ]project-translation[ Overview 2.Competition in the Translation Industry 3. ]project-translation[ Modules –Translation Workflow –Provider Management

3. ]project-translation[ Overview

4. Whats …? ExtranetIntranet A Web site for all in-house staff ERP Costs Invoices Customers Providers Quality Reporting, … Collaboration with customers and providers

5. Benefits ExtranetIntranet Organize globally distributed teams Improve language staff productivity using online project collaboration Improve team coherence and align culture 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.

6. Features Projects Users Clients Costs File Storage Work- flow Sales Trados Integra- tion Project Forum Freelance Database Invoicing Purchase Orders 100% pure Internet Support for Translation project cycle For Linux and Windows using the free PostgreSQL database Its based on Open-Source Software We earn our money with installation, training, customization, support and the creation of specific business modules

7. Innovative Modules Project Manager Translator Editor Customer Created for Trans Trans- ing for Edit Edit- ing for Proof Proof- ing QC- ing Delivered Status Proof Reader 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 Satisfy the Customer Understand Requirements Do it Right the First Time Every Time Continually Improve Company Main Providers Secondary Providers Internet Collaboration Allows project team to meet in virutal Project Rooms Incident resolution workflow

8. 20. The managing director evaluates the profitability of his projects and customers The Project Cycle 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 Translat. Workflow Projects Users Clients Costs Data Ware- House File Storage Project Forum Quality Sales Provider Mgmt. Invoicing 11. The project staff collaborates online and resolves issues

9. Project Team Mgmt. Staff Mgmt. Free- lance Market- place Workflow Module Incident Mgmt. & Discussions MLV Processes -Presales -Price Negotiations -Send PO -Send files select freelance candidates Project Manager Customer Customer Manager -Create project -Store files -Assign PM File Storage Module TM ProofersTranslatorsEditors Created for Trans Trans- ing for Edit Edit- ing for Proof Proof- ing QC- ing Delivered assign selected freelancers invite freelancers Apply TM receive availability confirmations Freelance Database receive confirmations -Share files -Update status Language Lead Invoicing Module import Word counts Files delivery Accountant invoicing ProofersTranslatorsEditors Invoice, payments moderate discussions Quality DB QC 1 2 3 4 5 6 7 8 9 10

10. ]project-translation[ Modules

11. Translation Workflow (Time Flow) Project Manager Proof Reader Translator Editor Customer 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[

12. 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 Project Manager Translator Editor Customer Created for Trans Trans- ing for Edit Edit- ing for Proof Proof- ing QC- ing Delivered Status Proof Reader TM

13. Translation Workflow 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 already downloaded the file The translator has not yet downloaded the file

14. Company Main Providers Secondary Providers 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

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. Confirmed Skill Unconfirmed Skill

17. Freelance Marketplace 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 Free- lance Market- place Project Manager invite freelancers receive availabilty confirmations Freelance Database receive confirmations ProofersTranslatorsEditors 4 5 Select freelance candidates Version 1.3/1.4

18. 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. Satisfy the Customer Understand Requirements Do it Right the First Time Every Time Continually Improve

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 Industrial Quality Management Quality at Source 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) tracks the performance of a process over time and allows to judge its development. SPC allows to detect tendencies that are not normally visible. Statistical Process Control (SPC) A freelancers performance. The variance of the performance decreases, as does quality

21. 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 Project Manager assign selected freelancers Freelance Database Language Lead Quality DB QC 4 6 Select freelance candidates

22. Project Collaboration ]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. General Manager Project Man. Sales Manager Operations Manager Finance Project Project Director General Manager Proj. Man. Manager Our CompanyClient Client Staff Providers Free lance

23. TM Integration 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 Staff Mgmt. Project Manager Customer Manager -Create project -Store files -Assign PM File Storage Module TM Apply TM Invoicing Module import Word counts 2 3 10

24. 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 Trans lation Post- Project Managing Director Sales Rep Project Manager Staff Trans. Staff Editor Freelance Freelance Editor Staff Editor Project Manager

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