Meet and Greet - Paris...

... or should I say: Meet and Greet in Paris - so don't you look for Paris Hilton photos here;-)

But up to the point.

As you all well know, the translation world is looking these days to EUATC 2008 International Conference in Paris.

So if you are a participant, or are in Paris on some other business, and would like to learn something more about our system - or if you are one of our partners or clients and would like just to pop in and say "Cheers" - just make sure you meet our boss, Andrzej Nedoma, who's taking part in it.

And by the way, enjoy your stay in Hilton...er... Paris;-)

Wojtek, XTRF

A Webinar on the way

We are pleased to inform you, that on Tuesday, October 28, at 1 pm GMT we will have a free Webinar, for our clients, devoted to Customer and Provider Relations Management Module of XTRF.

We will show you what use you can put our system to, when it comes to comunicating with your partners, taking business decisions and planning business strategy.

The presentation will take about an hour and it will be held by Tomek sales@xtrf.eu (in English), Staszek sales2@xtrf.eu (in Russian) and Wojtek wojtek@xtrf.eu (in Polish).

So if you feel like taking part in it and would like to learn how to get most out of XTRF and make your Partners Relations even more efficient, please feel free to contact the respective person.

Wojtek, XTRF

International Translation Day

On September 30 the world celebrates International Translation Day launched in the early nineties of the 20th Cetury.

The celebrations are held on the feast of Εὐσέβιος Σωφρόνιος Ἱερώνυμος (Latin: Eusebius Sophronius Hieronymus), the patron sait of translators, widely known for his translation of the Bible into Latin, the Vulgate, which it took him over 20 years to complete.

On this day we wish all translation companies lots of interesting papers to translate and important meetings to interpret, and at least as much time as St. Jerome had;-)

XTRF team

Need For Speed

When it comes to translation business, speed is one of the key factors. If you were to ask your customers when they want to receive translated files, they would probably answer: "The sooner the better".

However speed alone won't do, and your customers will keep a close eye on the quality of your services.

Now, say what you will, to ensure high quality you cannot keep speeding up your translators too much. Therefore if you want to work really fast, if you want to be Speed King, you have to accelerate project management.

With the latest XTRF upgrade XTRF 1.6, you have even more ways to do it. One of them is Schemata module, which comes in handy, when you have customers who commision you with projects closely resembling each other.

Imagine you have a customer, who every now and then sends you documents to be translated into the same set of languages. It may be that they even want you to use the same translators.

This being the case it hardly makes any sense to go through all the project management procedure every time. Instead, you can define one of the past projects done for them as a template for the projects to come, and then - while being commisioned with translation again - create a new project based on the aforementioned template.

This is what we call Project Schema. With it you can create a huge project with multiple language combinations with just a few clicks, as the only things that really differ are the deadline and the number of words, pages, hours or other calculation units. So the only things you really have to do, to start a project, is to:

1. Define what schema you are going to use
   
2. Define the deadline
3. Define number of calculation units.

Nevertheless, it doesn't mean you can't do anything more. The points mentioned above are the obligatory ones, allowing you to create a project within extremely shore period of time, still you have freedom to do much more if you wish. So lets have a look at it from the very begining.

On loging into XTRF you can see the following screen. If you want to start a project, just click "Create" in project module.

Fig 1: Creating a project

Then, when you are already in project creation part of the system, you can decide whether you want to create a project based on a schema or no,

Fig 2: Deciding wheter to use schema or not

and - if yes - what schema you want to have it based on.

Fig 3: Choosing a schema (1st obligatory step)

After choosing a schema, which in case of typical projects is the first obligatory step, you can see such a screen.

Fig 4: Defining deadline (2nd obligatory step)

As you can see, customer name and price profile, as well as workflow which is to be used, have been automatically filed into the project, on basis of the template project you had defined as a schema. What's more project manager has been suggested by the system, based on the data from schema project - still you can decide to choose different manger if you wish. Furthermore customer contact person, and person to which the project should be send back, have been suggested.

Of course you can change these, and you can add new people here. When necessary, you can also name a project, and enter customer project number, so if at some point in the future the customer enquires about this project you can look for it based on the number they provide.

Nevertheless, all of these aren't mandatory and the only thing that you really need to define here is the deadline for the project - as the start date is by default the date at which you create it - and then you can go to the last phase of project creation.

However, if a customer has sent you some special instructions for the project or if you have any general instructions for the providers or for people dealing with the project internally you can decide to enter them in "Instructions" tab beforehand.

Fig 5: General Customer, Provider and Internal Instructions

You can also decide to attach some notes to the project - in "Notes" tab, and if you wish to quick note it, so while looking for the projects you can read the reminders already at the browsing level.

Fig 6: Quick noting a project

Still let me remind you that none of these are obligatory, and if you just want to start a typical project as fast as possible, the only steps you have to take are: the decision on schema you want to base it on, defining the deadline for the project and entering the number of calculations units. This last step takes place in the next screen.

Fig 7: Entering number of calculation units (last obligatory step)

As you can see, the language combinations and specialization, as well as type of translation services you have been comissioned with by your customer, and you are to send orders for to your providers, have been filled automatically by the system. The same has been done with type of calculation units, so the only thing that remains to be done is decide on their number.

You can also decide whether you want to change deadlines for particular tasks and translators' activities or to keep the suggested ones - which have been calculated on the basis of their respective length in the project defined as schema.

When you make up your mind, and introduce or not aformentioned changes, you can click 'save'. These done you have virtually finished your project management work.

How come?

The system simply does most of remaining procedures for you.

It assigns number to the whole project, as well as to every language combination, and to all translation services you send orders for.

Fig 8: General overview of particular language combination

It creates directories for input, output, reference and dictionary files within each language combination. It can also create directories for different types of files that you may receive from or send to you customer and translators - for it to be possible, you just need to define their types while configuring your system.

Fig 9: Input files directories created for one of language combinations

It calculates money that you should get from your customer for every service you have been commisioned with within every language combination.

Fig 10: Receivables calculated within each language combination

It chooses the translators for particular activities within every language combination, based on who did these jobs in project defined as schema. As you can see, this feature allows you to delegate your best providers to work on projects you do for your key clients. This way you may use schemata to ensure both speed (project management) and quality of work (translators chosen).

Furthermore it calculates how much money each provider should get - based on their rates, which the system automatically takes from their profile, and number of calculation units.

Fig 11: Translators chosen and payables calculated for every language combination

Another thing the system does for you is automatic calculation of profitability for the whole project and all language combinations. The possible discrepancies between currencies used by your customer and providers, should not bother you, as everything is calculated into default project currency.

Fig 12: Profitability caluclated for all language combinations

Still another way in which the system saves your employees time is calculating payment terms, such as invoice issuance and payment dates and prompting VAT rates.

Fig 13: Calculating payment terms

Should I add that everything you can do while managing a project created without a schema applies here as well? So if you wish, you can enter names and customer numbers for every single task and you can manage and calculate discounts and surcharges both for client and translators automatically.

Furthermore all the entries suggested and caluclated by the system: e.g. translators, receivables and payables, dates, values and rates can be edited and changed anytime and the new values will be caluclated automatically for particular language combination, as well as for the whole project.

All these said and done, let me add that you can send orders to all providers with one click. The system will automatically generate e-mails, fill data into PO documents sent with them, and inform you that they have been sent.

Fig 14: E-mails with Project Orders and Specification are sent directly from the system

The same is of course true with Project Specification sent to the customer. All the data is filled into it automatically, and it is send directly from the system with a click.

To summarize, lets just have a look at the screens attached in this post. We had here a project with 22 language combinations (a translation from English into all EU languages), with 3 services commisioned by the client and consequently three providers chosen for each language combination.

The creation of this project, during which I took my time and tried to fill most of the available fields and not only obligatory ones, took me just a couple of minutes. During that time about:

• 89 numbers have been assigned: for the whole project, for 22 tasks and for all translation jobs withing every task (language combination)
• 88 directories have been created for input files
• directories have been created for output files within every language combination
  
• 66 providers have been chosen
• 132 totals have been calculated - 6 for each language combination
• 67 documents have been created
  

Not to mention the creation of rule for sending the files between successive providers (workflow), generating and sending of e-mails, calculation of profitability for all language combinations and whole project, and lots of other things that I didn't even have to bother about, while sipping my cup of tea.

So if you'd like to send send your PMs on holiday, have a time of your own and do more projects at the same time, in other words if you are in for the speed, just contact our consultants to learn more about Schemata module and our latest upgrade.

Wojtek, XTRF

I Can Get No(w) Satifsfaction!!!

Running a translation business, you are sure constantly looking for ways to gain advantage over your competition. The best way to do it is to keep your Customers satisfied.

However, satisfaction is a strange thing, and it is not enough to offer the highest quality translation - there are many others who do that as well. You need to make your clients believe that they not only are well cared for, but also have a say in their matters.

That's why the upcoming upgrade of our system, XTRF 1.6, features what we call CQ. Believe or not it's not Cronartium Quercuum.

C is for Customer and Q is for Quote. In other words, from now on, your customers can come out with their own quote for you translation services. If it isn't advantage over your competitors I wonder what is.

How does it work?

On logging into their account in the Partner Zone of your system, your customers can choose to create a Quote. If they do, the only things that remain to be done are to:

1. define language combinations and specialization and what exactly (what type of translation service) they are interested in
   
2. enter the number of calculation units e.g. words or pages

All the calculations are done automatically by the system, which means your clients can create, and send you a quote in about one minute. However, if that was all that they could do, it would be a nice feature, still it wouldn't make them really satisfied - maybe a little aroused ;-) - as they would be able to create a quote, but wouldn't have much to say anyway.

How to change it? How to make them feel really cared for and adhered to? Allow them as much freedom of choice as possible.

How is it done?

To see it exactly, we have to go back to the very beginning, to the moment just after they click create a quote. What they can see then is this:

Here they can first of all decide which of their price lists the quote will be based on.

Secondly they can define who's going to be the contact person at their office, and who they want the quote to be send back to. They can also add new people here and define them for these functions with that particular project.

Furthermore they can decide which project manager they want to deal with their quote and later on project.

And last, but not least, in a separate tab, they can let you know any special instructions they have for you, and decide if these are to be also displayed in quote browse, as a quick note, so the PM immediately on seeing the quote notices there is something special about it or not.

You can find a sample of such an instruction below.

Having done that, they see such a window:

where they can define if the translation will be done from one to many languages of from many languages into one.

After defining that they need to define language combinations and specialization and type of activity they are interested in.


Note well that if they are interested just in creating a quote and nothing more, that is the first obligatory place that has to be filled for the quote to be created.

On defining the above info - which is done by choosing from scroll lists - they can see this window, where they need to name calculation units (again by choosing from scroll list) and enter number of units. This is the second and the last one obligatory place.

If they want to pay you in accordance with the CAT analysis of a file, they can choose "CAT calculation" instead of "Basic cost calculation", just they way you can see below,

choose a CAT log and load it into the system.

Regardless of the calculation type, basic or CAT, they choose, all calcs are conducted automatically.

And the next thing your customers can see is this window.

Here they can see how much they are to pay you and place the quote. They can also upload the files beforehand unless they decide to send them by e-mail.

They can upload them in such a pop-up window.

Having uploaded them, they can place the quote. When they do that, they can see the general structure of the quote.

They can also have a look at the details. For example, activity and money to be paid within particular language combination.

At the same time, just as the customer clicks "Place a quote", an e-mail is automatically generated by the system and sent to the right project manager informing him that a quote has been placed by this customer. In the attachment the PM can find the quote document.

On receiving the e-mail, the PM can review the quote, he can also have a look at it in the system, define the deadline in working days and when the client accepts it convert the quote into new project.

This being the case only sir Mick Jagger can get no satisfaction as both your customers and PMs are pleased. PMs as now they have even less to do.

And customers since they can have a say when it comes to quoting, and they feel well taken care of. This is what we call "Sympathy for the Client".

So if it sounds interesting please feel free to contact us for more info about the new upgrade.

Wojtek, XTRF

Sweet 1.6 - new Upgrade on the way

The release of the latest XTRF upgrade - XTRF 1.6 - is now a matter of just a few days.

Our whole team has set to the final tests, lending IT developers and testers a helping hand, to enssure nothing slips their notice, and you get not only the most advanced, but also most reliable management software up to date.

We are especially enthusiastic about it, as it is going to feature loads of new features, some of which will make a huge difference to the way you perceive project, company and relations management.

In the next few days we will disclose some of the details regarding these features, as well as the release date. So stayed tuned, and visit our blog for more info.

And if you would like to see what you can get with XTRF 1.6, please feel free to contact our consultants.

Wojtek, XTRF

Metallica vs. XTRF

September 12 is the day that millions of people all around the globe are waiting for. This Friday new Metalllica LP "Death Magnetic" is to be released worldwide. (You may hear some of the new songs on Metallica site).

However, there is one place where latest Metallica release may be outdone. Western Ukraine, will witness XTRF Magnetic that day, as International XTRF Conference on "Cutting-Edge Translation Agencies Development Paths", will be held in Lviv.

The conference, which will take place in Hetman Hotel at High Noon, consists of:

1. A lecture on "EURO 2012, as a chance for translation agencies" by Stanisław Zalewski
2. A presentation of the latest XTRF versions, including upcoming XTRF 1.6 upgrade

Participants will also have a chance to purchase special XTRF packages - at promotional price - available only during the conference. What's more, everyone present will get a special 'gift'.

The conference is a part of XTRF's visit to Ukraine and Moldova. Similar conferences will take place on September 15 in Kiev (Lybid Hotel, 11 a.m.), and three days later, on September 18 in Chişinău (Vila Verde Hotel, at noon). The last one may be especially interesting as Stansław, was born and spent most of his life in Moldova.

After each conference, there will be a chance to meet our consultant, as well as representatives of other translation agencies, in an informal atmosphere, and get to know each other a bit closer.

Most of Lviv, Kiev and Chişinău, as well as a number of foreign translation agencies have already confirmed their participation. So the conferences will be not only a great chance to learn about the latest developments in translation management, but also to meet new business partners.

So if you don't feel like missing your chance to show up at the most important business event - in that region - this year, contact Stanisław by phone +48 517 194 956 or e-mai office@xtrf.eu.

Wojtek, XTRF