Development and design of Translation Management System презентация

Project Coordinators:

Who they are and what they do:
Our Project Coordinators are the companies “first-point-of-contact” – they are responsible for accepting new projects from our clients and respond to all email notifications.
When we receive a new project from a client, they accept it and after that they have to enter it in the TMS – then assign it to the appropriate Project Manager.
Each Project Coordinator is responsible for a certain set of clients.

What they do in our TMS:
Our Project Coordinators are the people responsible for adding all new projects requests in our TMS.
They are also responsible for sending queries (if raised by Project Manager or freelancer) to the clients, and when the project is completed, deliver it.

Project Managers:

Who they are and what they do:
Our Project Managers are responsible for managing the projects – preparing files, find freelancers to translate, create instructions, assign the projects for QA (Quality Assurance), issue PO (Purchase Orders) to freelancers, manage budget (keep within allowed 50 % margin) and prepare the project for delivery.

What they do in our TMS:
Our Project Managers receive an email from the Project Coordinators (system generated from the TMS) and will then see the project on their dashboard. They will then download all project files from the TMS and get familiar with the project. They will use the TMS to search for suitable linguists, add receivable from the client (including PO from client) and assign different jobs (steps) of the project in the TMS. When the project has been through all steps, they upload the final deliverables and inform the Project Coordinators that the project is ready for delivery to the client.

QA Specialists:

Who they are and what they do:
Our QA Specialist are doing quality assurance for all our projects – after all linguistic steps have been completed. They use automated software's to find errors (spelling, glossary etc.) and make sure all instructions from the client is followed. They also contact the linguists to get them to correct their mistakes – if they find any.

What they do in our TMS:
Our QA Specialists receive a notification from our Translation Software when the linguists have completed their part. They log into the TMS where they have been assigned a QA job – and they can see all instructions for the project – and also the names and contact info of linguists. When they have completed the QA – they upload reports and files in the TMS – so we have records of this.

Resource Coordinators:

Who they are and what they do:
Our Resource Coordinators are responsible for recruiting new linguists and maintain the database of linguists in our TMS. They also test new freelancers.

What they do in our TMS:
They approve and check registration forms filled in by new linguists which is connected to the TMS. They keep the information up to date.
The also assign Test Translations in the TMS – the same procedure as a Project Manager.

Accounting Department:

Who they are and what they do:
Our Accounting department are responsible for all incoming and outgoing invoices – including checking PO’s issued to freelancers and received from clients.

What they do in our TMS:
Our Accounting Department approve linguists invoices and create invoices to our clients.

Business Developers:

Who they are and what they do:
Our Business Developers are part of our Sales team. They are responsible for finding new clients and afterwards add them in our TMS.

What they do in our TMS:
Our Business Developers create the Client profiles in our TMS and also make sure their records are up to date. They TMS system also work as Sales CRM.

Quite often our clients would like a quote for a project, before assigning it.
Because of this, we need a place where we can create quotes.
The Quote window need to have some specific values/functions:

Project Team:
The system will fetch the information about Project Manager, Account Manager and QA member from the client profile, once the client is chosen (see screenshot on the right).
There is also a File Manager here, were all files related to the Quote can be uploaded. We also need a Memo field where we can add info about the quote.

Customers:
This is where we choose the client and the contact person of the client.
We don’t need the address field.
Indirect customer (end client/account) is very important and it’s a mandatory field.
Reference number should also be a mandatory field.

A project can have multiple items (an item for each language, a project with multiple parts, etc.) and each language combination has one item.
The description is the name of the project, including language combinations. Below we can choose how we are going to get paid.
We can also add comments, due date, PO number and see the list jobs (steps) in the project.
Some important functions we need here is: prices, comment field, due date, item file manager, PO number, overview of jobs + freelancer, .
We also make sure the currency is correctly fetched from the client profile.
In addition we have File Managers here, where we can upload all project related files, including PO from client, email from client and so on. The folder structure inside, looks like the screenshot in the top right corner.

Below the results we can also see these summarizations, including graphs.

Below the results we can also see these summarizations, including graphs.

Below the results we can also see these summarizations, including graphs.

In this part, we can set rules for when logins should be disabled.