Alchemy Translations

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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\\
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