CPSL Best Practices – CPSL Best Practices – EC WorkshopEC Workshop“Working together for quality”“Working together for quality”

1111thth March 2011 March 2011

Finding your way with hundreds of files: Finding your way with hundreds of files:

MyStepMyStep

The projectThe project

o EUROPEAN PARLIAMENT – ES/2008/MAIN

Contract duration: 4 years

16 EU languages > ES

Over 9 million words translated since Jul/08

Documents about a variety of subjects relating to the interests and activities of the EU: parliamentary QE, agendas, minutes, letters, reports, petition summaries...

The challengesThe challenges

20-100 documents received and delivered daily115 translators/reviewers involvedCompulsory use of EP’s templates

(DocEP macros)Deliverables: clean + unclean filesSpecific file exchange platform with EP (E-Step)

2 project managers dedicated almost 100% + a student for downloads/uploads

Excel log file with translators’ names, deadlines… Most part of the time consumed by clerical tasks

and double-checks Translators and reviewers overwhelmed by emails

and attachments High chances of confusion over dates, files

and volumes

The beginningsThe beginnings

The beginningsThe beginnings

TOO ERROR-PRONE TOO ERROR-PRONE AND TIME-CONSUMING!AND TIME-CONSUMING!

VERY LITTLE TIME FOR VERY LITTLE TIME FOR TRANSLATION-TRANSLATION-

RELATED ISSUES!RELATED ISSUES!

Internal development of a file management web tool for project managers and translators/reviewers: MyStep

The solutionThe solution

No installation required (web tool)

Accessible through any web browser

Automation: it connects to E-Step every 15 minutes to download the latest material, to upload the translated files and to retrieve additional information

Advantages of MyStep (I)Advantages of MyStep (I)

Easy task definition and file assignment to translators/revisers by simply choosing them from a selected list by language

Advantages of MyStep (II)Advantages of MyStep (II)

Translators/reviewers can accept/reject a job by simply clicking a button

Advantages of MyStep (III)Advantages of MyStep (III)

Automatic emails are sent both to translators/reviewers and project managers

Advantages of MyStep (IV)Advantages of MyStep (IV)

Clear picture of the file status both for project manager and translator/reviewer by using clear status words and colours

Easy tracking of executed projects and translation volumes in defined periods

Advantages of MyStep (V)Advantages of MyStep (V)

Easy data transfer to our internal database for further processes such as invoicing, PO generation

Automatic organization of all files within our server

Advantages of MyStep (VI)Advantages of MyStep (VI)

For both project managers and translators/reviewers:o clerical tasks almost disappearedo automation less chance of errors

and no double-checks neededo information centralized more controlo more efficiency: 2 project managers

involved at 50% As a result, more time dedicated to

translation tools, instructions, glossaries, memories, translation/ revision checklists, QAs

What does this add to quality?What does this add to quality?

For the client:o fast response from vendoro no delays in deliverieso no more confusion with fileso higher-quality translations

What does this add to quality?What does this add to quality?

Questions?Questions?

Thank you!Thank you!