XTRF业务管理系统
分类: 翻译企业管理  发布时间: 2013-01-10 16:00 

XTRF业务管理系统
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  下表是XTRF与MEMOQ集成的系统流程图:

XTRF与MEMOQ集成的系统流程图

 

   XTRF™ Enterprise is a product that is intended for those companies that have experience in the translation market and are aware of the necessity of investing in technologies in order to increase their competitiveness. This system supports the management of the entirety of the processes taking place in a translation office: from offer placement, through project management and workflow, right up to invoicing and the preparation of sales analyses.

  The Enterprise version contains automatic project procedures that make it possible to precisely plan projects, efficiently send files between subcontractors at the various stages of project execution, and automatically notify the project participants about the work progress.

  In the event of long-term co-operation with regular customers, it is possible to create models on the basis of which successive similar orders will be executed.

  XTRF™ Enterprise comprehensively improves a company’s operations on many levels:

  managing files,

  managing processes,

  company management.

  The tangible results of the usage of the system include, among others, increased work efficiency from the automation of routine activities, the elimination of typically occurring errors, full control over files and workflow, and the availability of data in all of the company’s departments.

  The technology utilised in the system, based on work with a web browser, ensures the simple installation and updating of the system, and allows you to remotely control work from any location in the world. In addition, thanks to the built-in portal for clients and subcontractors, the system supports the rapid exchange of information between the key entities involved in a project.

  When seeking ways of improving the work of the company’s management board, it is worth answering the following questions:

  Does the management board and proprietor of the translation office have immediate access to the current basic analyses of the company’s operations (e.g. turnover, profit, project profitability and co-operation with individual clients)? How do they gain access to such analyses?

  How does the office elaborate analyses and reports for the meetings of the management board, and discussions with banks or leasing companies?

  How frequently does the management work outside the company, taking part in conferences or business trips? Does the management have access to the processes currently taking place in the company?

  How can the management obtain data regarding the efficiency of the employees’ work or the promptness of the execution of tasks (e.g. number of projects handled, profitability, profit generated, and number of complaints filed by customers)?

  How are invoices generated? How are payments and payment delays monitored? How much time does it take to send reminders concerning invoice payments? Does the company apply individual terms and conditions of settlement for different clients?

  Does the company analyse future financial flows? Is the company able to anticipate periods of decreased financial liquidity? How does the company plan investments or the taking up of credits?

  Advantages of the XTRF™ system for the management and financial department

  Remote access to the company: While away on a business trip, attending a meeting with a client or working remotely from a home or hotel, management is guaranteed easy and rapid access to practically all of the information about the company. The technology applied – enabling work through an Internet browser – ensures that the company can be managed from any location in the world, while the management board has unlimited flexibility both in terms of work time and data accessibility.

  Cash flow: The Cash Flow module is a tool that allows the management to safely and effectively plan financial flows, investments and crediting. Cash Flow always presents a current breakdown of the company’s planned expenses and revenues for successive weeks and months.

  Financial analyses: The financial analyses module is a tool that allows immediate access to information about the current situation of the company. A rapid analysis of the profits, profitability and turnover, broken down into individual clients or countries, or presented for the company as a whole, makes the appropriate assessment of the company’s condition and market trends possible. In turn, information about the efficiency of project managers’ work helps prepare for discussions with employees and take the requisite managerial decisions.

  Financial liquidity of the company: Apart from the above-mentioned Cash Flow tool, XTRF™ ensures the easy and precise control of invoices and overdue payments. A simple mechanism monitors all the overdue receivables and liabilities, and enables the automatic sending of reminders together with the full information regarding individual payments.

  When seeking ways of improving the work of the production department, it is worth answering the following questions:

  Is the company able to immediately monitor all of its current projects, the tasks due for execution on a given day, and the state of the advancement of each project, subproject, or work being performed by a translator?

  How much time does it take to find rates for clients and subcontractors for specific project-related work? What method is used to find them? Finally, how frequently are erroneous rates given?

  A confirmation of the purchase order for your subcontractor, a valuation, and the confirmation of a project sent to your client are the basic documents for each project. How much time do project managers devote to preparing and sending these documents?

  Do multilingual projects constitute a significant percentage of all orders? If so, then doesn’t the definition of such a project consist in the repeated re-entry of the same settings for each language pair? Can this copying process be automated? How are the ready files sent to clients? Are the translated documents archived (e.g. following translation, proofreading, quality control, and typesetting)? How much time does it take to transfer all the files between subcontractors and project managers?

  Does the office receive regular orders for recurring language combinations that are executed by the same team of subcontractors? If so, then is it possible to create models containing all of the usually recurring project elements?

  Selected advantages of the XTRF™ system for the production department:

  Automation of repeatable activities: The experience and skills of the production team are an invaluable asset for the company. The added value that is generated by the XTRF™ system is the automation of all recurring activities. Improvements of the production process considerably shorten the time, and increase the efficiency, of project execution, while at the same time enabling employees to concentrate on more demanding tasks of greater importance.

  Structure of catalogues: The system makes it possible to automatically create catalogue structures for the valuation and project – irrespective of the degree of complexity. The set of folders that are created by the system enables you to prepare and subsequently control the flow of files and information between the project manager, client and subcontractor.

  Rate prompting: Once introduced, the rates for the individual types of work will be automatically prompted for each successive project. This facilitates the work of project managers and increases the work efficiency of the entire department, while minimising the number of errors in settlements.

  Flow of documents: The flow of documents takes place automatically. Each confirmed order, valuation or project confirmation is archived on the server immediately upon being sent to a client or subcontractor. The entirety of the data (information about language combinations, specialisations, rates, discounts, surcharges and CAT discount tables) is entered in the document directly from the XTRF™ system.

  Automatic project procedures: Automated project workflow procedures facilitate the sending of files between project managers and translators, proofreaders, and other subcontractors. Each participant of the process is immediately informed by the system of any project changes that concern him/her.

  Project models: Repeatable projects that are executed for regular customers are created based on models containing all of the recurring elements of an order. In consequence, the establishment of a multilingual project is not rendered any more difficult and only takes a few minutes.

  When seeking ways of improving the work of sellers, it is worth answering the following questions:

  How frequently does the sales department meet with customers outside the office? What information do sellers need when conducting discussions with potential clients? How much time do they spend on preparing the materials that they want to present during a meeting?

  How frequently do sellers deal with non-standard order conditions (rates dependent on language pairs, specific customer requirements, etc.)? How can they pass these on to the production department in a simple way?

  Are clients able to check at what stage of execution their individual projects are without it being necessary to contact project managers or the sales department? Do clients expect access to such information?

  How much time does it take the seller to elaborate a project valuation or a confirmation of the terms and conditions of the execution of an order?

  How do clients place orders for new translations? What method is used to send files? Is the process automated?

  Is it possible to take notes in turn registering the entirety of discussions, e-mail correspondence and meetings that are held with clients? If so, then do sellers have access to such notes irrespective of their physical location?

  Selected advantages of the XTRF™ system for the sales department:

  Creating and managing price offers: XTRF™ makes it possible to rapidly and easily create even the most complex price offers, and then send them immediately to the client. In the event of lengthier negotiations, it allows you to keep track of the course of discussions, thanks to which the sales department can analyse its work and draw the appropriate conclusions for the future.

  Electronic mail sending module: Thanks to the CRM module, which is very easy to operate, sellers can send mass – but at the same time personalised – e-mails to clients. It is also possible to create special mailing lists, which allows you to precisely plan small marketing campaigns.

  Automatic project ordering: Clients have independent access to the orders module, which allows them to define orders for new projects and submit the original files without having to personally contact project managers.

  CRM modules: XTRF™ provides support for the sales process and managing customer relations. The system has two CRM (Customer Relations Management) modules: the built-in XTRF system module and a module for integration with the leading market software – Salesforce.com.

  When seeking ways of improving the process of obtaining quality standard certification, it is worth answering the following questions:

  How much time on average does it take to elaborate all of the documents required for an audit and to gather the necessary information? Is the audit an ordinary workday, or is it associated with stress and difficult questions posed by the auditor?

  How is the documentation required pursuant to the quality standards created and maintained? Is it available for all the employees? Can it be utilised remotely, when you are outside the company?

  How frequently does the company assess the efficiency of its processes? How time-consuming is the efficiency assessment?

  How does the company manage complaints lodged by clients? Who is responsible for corrective and preventive measures? Is the company able to analyse all the claims in a given period? How does the company keep the pertinent records in order to learn from its own mistakes?

  Does the company have a system for assessing the work of subcontractors? Are all of the projects that are executed by translators assessed?

  Selected advantages of the XTRF™ systems regarding the analyses of the company’s work and quality control:

  ISO 9001 module: Direct access to a few dozen analyses based on current company data. The module ensures the necessary comfort of work, while maintaining conformity with the ISO 9001 and EN 15038 standards. The system naturally guarantees the fulfilment of the standard requirements and, in consequence, the audit proceeds rapidly, with the majority of the auditor’s questions being met with the response: "The appropriate provision may be found in our company management system". The time required to prepare data and reports is reduced to a dozen or so minutes, while the ISO standards cease to be a bureaucratic hindrance and evolve into an actual company management system.

  Storage of documentation: Nearly all of the documentation that is connected with certification and quality standards is stored in the XTRF™ system. In consequence, it is well ordered, and can be accessed at any time by the duly authorised employees.

  Verification of the quality of work of subcontractors: XTRF™ makes it possible to assess each item of work that is supplied by a subcontractor. The system provides for two assessment methods that are dependent on user preferences: a basic assessment based on a scale of 1 to 10 and an advanced assessment that is created in accordance with the LISA QA standard.

  Claims management: Claims lodged by clients are entered directly in the project concerned, and are subsequently stored in the database for future analysis. Archived documents make it possible to efficiently assess all the processes in the company, including project managers or subcontractors’ work.

  When seeking ways of improving the HR department’s work, it is worth answering the following questions:

  How does the company manage the enormous quantity of data concerning all of its subcontractors (contact data, offers, specialisations, rates, payment conditions, etc.)?

  How does the human resources department receive information about the availability of individual subcontractors in a given period? How much time does it take to contact subcontractors by means of the traditional channels, such as e-mail, telephone, etc.

  How much time does it take to supplement the database of subcontractors (addresses, settlement data, terms and conditions of payment, etc.)?

  Can the HR department assess subcontractors for each item of work executed? If so, then do project managers have access to this information when selecting a translator for a project, i.e. when it is most needed?

  How frequently do translators send in incorrect invoices (wrong amount, amount of tax, or contact data)? How much time on average does it take to correct these errors?

  Selected advantages of the XTRF™ system for the human resources management department:

  Subcontractor availability module: Provides project managers with current information about the availability of translators and proofreaders. As a result, project managers can more effectively select subcontractors for specific projects.

  Communication with subcontractors: The portal built into the XTRF™ system makes it possible to effectively engage in day-to-day communication with subcontractors. It enables the company to automatically create and send project-specific orders, while subcontractors are able to independently prepare settlements, as well as verify or modify the contact, offer and settlement data (including the data regarding availability, language specialisations, software used, terms and conditions of settlement, bank accounts, etc.).

  Quality verification module: XTRF™ makes it possible to assess each item of work that is executed by a subcontractor. The system provides for two assessment methods: the basic method, based on a scale of 1 to 10, and an advanced method that is created in accordance with the LISA QA standard.

  Managing settlements with translators: The system improves the management of invoices and contracts with subcontractors. Thanks to the automatic sending of lists of the projects that were executed during the last settlement period, translators can approve the remuneration due. It is in this way that XTRF™ limits the number of incorrect invoices, and shortens the settlement execution process.