This is my presentation on MyStep, CPSL's file management tool, at the European Commision during the seminar 'Best Practices on translation' (March 2011).

1. CPSL Best Practices – EC Workshop
“Working together for quality”
11th March 2011
Finding your way with hundreds of files:
MyStep

2. The 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...

3. The challenges
 20-100 documents received and delivered daily
 115 translators/reviewers involved
 Compulsory use of EP’s templates
(DocEP macros)
 Deliverables: clean + unclean files
 Specific file exchange platform with EP (E-Step)

4. The beginnings
 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

5. The beginnings
TOO ERROR-PRONE
AND TIME-CONSUMING!
VERY LITTLE TIME FOR
TRANSLATION-
RELATED ISSUES!

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

7. Advantages of MyStep (I)
 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

8. Advantages of MyStep (II)
 Easy task definition and file assignment to
translators/revisers by simply choosing them
from a selected list by language

9. Advantages of MyStep (III)
 Translators/reviewers can accept/reject a job by
simply clicking a button

10. Advantages of MyStep (IV)
 Automatic emails are sent both to translators/reviewers
and project managers

11. Advantages of MyStep (V)
 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

12. Advantages of MyStep (VI)
 Easy data transfer to our internal database for further
processes such as invoicing, PO generation
 Automatic organization of all files within our server

13. What does this add to quality?
 For both project managers and
translators/reviewers:
o clerical tasks almost disappeared
o automation  less chance of errors
and no double-checks needed
o information centralized  more control
o more efficiency: 2 project managers
involved at 50%
 As a result, more time dedicated to
translation tools, instructions,
glossaries, memories, translation/
revision checklists, QAs

14. What does this add to quality?
 For the client:
o fast response from vendor
o no delays in deliveries
o no more confusion with files
o higher-quality translations

15. Questions?

16. Thank you!