The detailed PM actions while a project:\\ **1. Data Request**\\ Translation: ask the lead to send files for estimation (better in docx or source format)\\ Interpreting: dates and times, place, reference materials\\ Email client within **1-2 hours** from the request time\\ If you can't do the offer within couple hours, tell the client, that you have got the files and will send an offer asap.\\ __vTiger__ - add the person to __[[vtiger:vtiger_leads|LEADs]]__\\ **2. Analysis of files**\\ Translation: analyze the file\\ * recognize the text, it it's PDF (FineReader)\\ * do the word count estimation (in Word or using a [[tips:cat-tools|CAT-tool]], like Trados, Memoq)\\ * make [[info:offer_rates|calculation using table with RATES]]\\ Interpreting: find or ask some trs if they are free and do estimation\\ + attention to the pictures\\ + discount for fuzzies and repetitions\\ **3. Prepare a quote**\\ Write a reply using table TEMPLATES and other rules for writing business letters. Be concise but polite.\\ Reply ALL clients questions from the request.\\ We are __not used__ to tell the client the per word rates. **4. Agree on Terms**\\ Usually we do small translations (up to 1000 words) within 3 working days. Otherwise, use the following scheme:\\ 1 person can:\\ * translate 1500-2000 words a day or\\ * edit 5000 words or\\ * proofread 10000 words or\\ * do mtpe - 500-800 words per hour\\ * LQI - 1000 words per hour\\ +1-2 days for finding the translators and other organisation actions.\\ **5. Contract and Project Start**\\ If the project is more than 1000 EUR, then we ask the client to sign the translation contract.\\ You should add there:\\ * client's organisation name and address\\ * date\\ In attachment also:\\ * file names\\ * the final sum\\ * delivery and payment conditions\\ __vTiger__ - add the project to __[[vtiger:vtiger_projects|PROJECTs]]__, Status: in progress\\ **6. Prepare files**\\ * Open the files, look through them, if they:\\ - should and can be recognized\\ - contain pictures with words\\ - are written in one language or several languages\\ * Ask the DTP specialist to recognize the files, if needed (approve with the Senior PM).\\ * Delete metadata.\\ * Split the file into parts if needed.\\ * Make a project via CAT-tool, if needed.\\ * You may add the project in your Worklog, it will be helpful later while making your own invoice.\\ __vTiger__ - Project - Progress 10%\\ **7. ID translator/Agree**\\ * Look for approved TRs in vTiger\\ * Ask Senior PM or HR to send you some CVs from the database (tell to HR the language combination, area, what the files are about)\\ * Look through the CVs and decide, what translator and proofreader would be better for this project\\ * Approve them with the Senior PM\\ * Send a request and agree on rates, deadlines and other conditions\\ * Ask about CAT-tool\\ * After agreement on the conditions, send him/her the source files for reference\\ + always native speaker\\ + attention to the dialects and language variants (ask the client, e.g. UK or US English variant is needed)\\ + pay attention to the background of the TR, like school and other education, country of education and of resistance\\ __vTiger__ - if this is a new TR, add him to __[[vtiger:vtiger_vendors|VENDORs]]__ and set Project - Progress 30%\\ **8. Send file package**\\ * Send the project package or the files for translation, if you decided not to use any CAT-tool\\ * If the translator doesn't work with any CAT-tool, and you'd like to do this project via a CAT-tool, make the bilingual file "for external review" and send to the translator (agree on word count according to CAT-tool Analyze Log)\\ * Send to the translator the //Analyze Log// of the project\\ * Describe in the email body: word count, rate per [weighted, source or target] word, delivery date [and time], client's requirements and preferences\\ * Attach the glossary or other reference materials, if any\\ * Prepare a Purchase Order, approve with the Chief and send it to the translator\\ __vTiger__ - make a __[[vtiger:vtiger_po|Purchase Order]]__ and set Project - Progress 50% **9. Monitor progress**\\ * If the project is more than 4000 words, ask the translator to send you some ready files or parts every 3 days or more often\\ * Ask if the project is on track every 2 days\\ * Respond to TR queries\\ **10. ID editor/proofreader/LQI specialist**\\ It should be more competent person in the translation area with appropriate education, than just a linguist "if this is a new translator, add him to Vendors __vTiger__ - set Project - Progress 70% **11. Receive trans/send to LQI**\\ * Insert the translation and make a new package if you are doing the project via CAT-tool, otherwise delete metadata\\ * Send the LQI-form and ask the person to fill in the form\\ * If this is editing or just proofreading, ask to keep track changes on\\ * Attach the glossary or other reference materials, if any\\ * Prepare a PO\\ __vTiger__ - make a __[[vtiger:vtiger_po|Purchase Order]]__ and set Project - Progress 80%\\ **12. Receive LQI edits**\\ * Check the corrections. If they are not critical, accept them and deliver\\ * Otherwise send to the translator for corrections. Receive final package\\ * Ask the translator to send the [[tips:payment_terms|invoice]] to invoices@alchemytranslation.com and keep you in CC\\ **13.Check final package**\\ Finalize the project.\\ Open the translated files and compare them with the source files:\\ * delete double spaces if needed\\ * look though the text and pictures if everything is on place\\ * check if everything is translated and there are no omissions. additions or wrong numbers or dates\\ * delete metadata\\ __vTiger__ - set Project - Progress 90%\\ **14. Ship to client**\\ Send the files to the client and ask for a confirmation.\\ __vTiger__ - set Project - Progress 100%, Status: delivered\\ **15. Prepare Invoice**\\ Send relevant data the the accountant:\\ * project dates\\ * project name\\ * file names, if relevant\\ * sum\\ * client's information (company name, address, telephones, contact person's name and email, VAT, other relevant information) " You may find the information in Impressum / Imprint on the client's website "* make an Invoice (in development yet)\\ **16.Send Invoice**\\ Send the invoice to the client or his accountants. __vTiger__ - set Project - Status: invoiced\\ **17. Payment**\\ If the client is not paying for more than a month, ask him about the payment. __vTiger__ - set Project - Status: paid\\