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 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 CAT-tool, like Trados, Memoq)
- make 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 (till 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 up 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 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 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 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
  
• Prepare a PO
  

vTiger - make a 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 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