Alchemy Translations

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Project Manager Functions:

• Activity and resource planning
• Organizing and motivating a project team
• Controlling time management
• Cost estimating and developing the budget
• Ensuring customer satisfaction
• Analyzing and managing project risk
• Monitoring progress
• Managing reports and necessary documentation

Project Life Cycle:

1. Request - you get a request as a forward message from our marketing team of from a client directly
It should have the following information for a reply:
1.1) Languages - if it's not indicated, PM should ask about the languages the client needs
1.2) Files to be translated - the best variant is Word-file¹
1.3) Deadlines (if needed)
1.4) Other client's preferences

2. Rates - using our table with rates PM should calculate the price
2.1) Open the file and see the word count
* if the file is small or does't have repetitions, we don't use Trados or other CAT-tool while calculation
* NB: Textboxes, Footnotes and Endnotes are not counted by default
2.2) Open the table Rates and make calculations (further guides)

3. Offer - PM composes an offer considering rules for writing of business letters and some language templates
The offer should contain:
3.1) source and target language
3.2) file names and price
3.3) delivery date (if needed) and start confirmation request or other questions

4.Order
4.1) every step should be reflected in our CRM, called vTiger
4.2) PM should send a confirmation letter to the client

5.Project
5.1) create a new project in vTiger tell to the team in Rocket Chat
5.2) ask and agree with the translators and editors (HR manager can help finding new translators)
5.3) send prepared files with all information to them
* final word count
* rate
* deadline
* client's comments or other information
* source files for other files reference
5.4) monitor the translation and proofreading process, reply the questions
5.5) gather the ready translation, compare it with source files, make final corrections and prepare for delivery²
5.6) send the file to the client with a request for receipt confirmation
5.7) close the project in vTiger and tell to the team in Rocket Chat.

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1 - If the client sent the file in another format, not compatible with MS Office, ask him to send the file in source format, if he can't, then do the following:
PDF format:
- check it you can copy the whole text from in into DOC
- if not, ask the client to send the file in source format, like DOCX or PPTX, or else
- otherwise recognise the text using Adobe Acrobat Pro or Abbyy FineReader and save as Doc file (you will use it later while calculation)
- open in MS Word and see the number of words
Picture like JPEG or PNG:
- recognise the text in Abbyy FineReader and convert it to RTF or DOC
- open in MS Word and see the number of words and use it for further calculations
Other format, e.g. for InDesign or other special programme:
- check if it's compatible with Trados or other CAT-tool
- if yes, make a project and make analyze the file

2 - Prepare the files for delivery:
- delete metadata of the files and other personal data of translators
- source and translated file names should be the same. The allowed addition is language code after underscore, like “File_de.docx”