Project Management Tools

To make translation projects transparent for ITI’s customers, we have prepared a short description of a typical project’s life cycle within our company. Generally, such a cycle is divided into 5 stages:

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Preparation stage

Registration stage

Workflow organization

QA stage

Conclusions

The Preparation stage begins once the customer has informed us about an upcoming project. Having analyzed the information that we have been provided with, a PM uses the ITI Composer tool to engage the relevant linguists (as well as DTP specialists, voice actors, or any other professionals that may suit the task). The filters in Composer help the PM to quickly find and bring on board all specialists that fit the project profile, and notify them via an automatically generated e-mail or text message.

Once we receive the project, it gets registered in both the Project Tracking System (PTS) and in a specified folder (with a preset folder structure and the Project Tracking File (PTF), where most of the work is tracked). A confirmation e-mail is automatically generated that contains the main details about the project, and is then sent to the customer.

When PMs begin organizing the workflow in the PTF, they specify general information aobut the project, which will also be automatically included into e-mails with tasks sent out to the assigned team (e.g., critical instructions that are never to be overlooked, even when more complete instructions are provided to the team as separate reference materials, required credentials, and glossaries).

After calculating the external budget (and having it approved by the customer), the PM generates an Executive sheet for the PTF, with all the work files linked and their scope indicated. There, the manager both thoroughly plans all the work on the project and assigns tasks to people who are responsible for their execution. The e-mail and text message notification with the scope, preset instructions, and the budget is generated according to the data in the PTF. The status of any work being performed (which includes the status as planned, sent, confirmed or already handed back) is automatically set in the PTF. The status is also displayed as a schedule in the table of the Composer tool, which allows all the Managers to plan their projects accordingly.

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When a project gets translated and/or edited, transcreated, and proofread, the automated QA process begins.

To exclude human error-related impact on the final quality of the project, the PM or QA specialists check:

  • The general consistency of the translation: that the same source sentences are translated identically, unless their difference is inevitable due to context, and that different sentences are not translated in the same way
  • Terminology consistency (adherence to the existing glossary, as well as to terms that are “mined” during the project)
  • The correctness of any numbers or other indicators
  • Any translator doubt marks that might still be present (if the PM’s fail to determine the meaning of the marked text on their own, they send a query to the customer via a query sheet, or any other means preferred by the client)
  • Adherence to any spelling and general localization rules (that the translation isn’t longer/shorter than the source text, the end punctuation is the same, there are no double/bounding spaces, etc.)
  • Special QA-checks, commonly performed by applying customized regular expressions to the translated text, or looking for any specific text.

Before the project is delivered back to the customer, there is an additional step – an internal quality check, during which selected files undergo close examination by our Quality Control Department. Once all the quality checks are finalized, the PM delivers the project files back to the client.

If any positive/negative feedback is received from the customer, its causes are thoroughly investigated to reach the approrpiate conclusions – the translation ratings of any specialists involved are updated, and the changes to the project glossaries and/or instructions are put in place. Internal documentation may also be updated based on the feedback received.

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When the project is ready, it gets signed off, its costs are recalculated, and the project becomes protected from any further changes.

Seal of Approval