Online Training - Vendors Translation Management System - Background Before Getting Started Login Information User Interface Basics Getting Started.

Online Training - Vendors

Translation Management System - Background Before Getting Started Login Information User Interface Basics Getting Started Working Online Working Offline Working with Original (Non-leveraged)

Source Files Terminology Support Contacts

Background: Translation Framework (1)

The World Bank Executive Directors in August 2001 asked Management to develop a framework for translation of Bank documents in the context of the Disclosure Policy. In response, “A Document Translation Framework” was submitted to the Board in January 2003 (initially focusing on IBRD and IDA but later expanded to cover the entire World Bank Group). The Board approved the Framework in July 2003. A kick-off meeting to launch the three-year implementation took place in September 2003.

Background: Framework Stated Goals (2)

To meet demand for translated content in an efficient and cost-effective way To enhance/ensure the quality of translations

To achieve those goals, provide: guidelines on what to translate and into which languages a database of approved vendors workflow tools to support translation translation tools to improve re-use online reference and terminology material for translators a centralized store for translated content integration of translation processes into authoring and archiving processes connection to internal financial systems (SAP) security and confidentiality

Background: Framework Core Facility (3)

Translation Services Anchor Vendor management

Glossary management Quality assurance

Project coordination Knowledge

Translations

MIGA ICSID

Regions/units

Regions/units

Doc/pub/Web translators and writers

Local Publishers

INSPECTION PANEL

Organizations Governments

EXT IBRD - IDA IFC

CAO

Regions/units

CO CO

CO CO CO

CO

CO CO

CO

Translation Services Core Facility Vendor management

Glossary management Quality assurance

Project coordination Knowledge

Translations

MIGA ICSID MIGA ICSID

Regions/units

Regions/units

Doc/pub/Web translators and writers

Local Publishers

INSPECTION PANEL

Organizations Governments

EXT IBRD - IDA IFC IBRD - IDA IFC

CAO

Regions/units

CO CO

CO CO CO

CO

CO CO

CO

Note. The Translation Services Core Facility and the in-house translators group are shown together to reflect a common management structure and quality of service. CO denotes country office.

Core Technology System: GlobalSight Ambassador

Selected in a large scale and year long RFP process that included all leading localization software vendors with a selection committee involved (GSDTR, ISG, Procurement)

Contract signed July 2002 Implementation process started September 2002: Hardware, Business Rules, Rollout-Plan, Pilot Groups, Integration Development Go-Live July 2003 Consolidation and enhancement ongoing Major additional modules rolled out in fall 2004

Technology Infrastructure

The Translation Management System (GlobalSight Ambassador) is to serve as technology core to achieve these organizational goals

Integrated Workflow

Technology Infrastructure (2)Integrated Translation tools

System: Expected User Groups/NumbersUser Y1 Y2 plus

Clients submitting documents for translation (Clients = Bank staff)

GSDTR receives approx. 2,500 requests/year. Comment: GSDTR serves 1/3 of all translation demand within Bank

Estimated 7,500 translation requests submissions/year bank-wide.

Registered System internal Project Management Users

Currently 15 Expected 15 (FT) + 58 (PT) + 50 (PT)

Registered Vendor Coordination Users

Currently 1 Expected 1 + 12

Registered System internal Translator, Revisor, Proofreader Users

Currently 16. Expected 16 (FT) + 13 (FT) + 58 (PT)

Registered external Translation Vendor users

Currently expected 60 (out of 160 GSDTR registered external vendors) for FY04

Estimated 125 + 200 + 100 + 200

Non-registered internal Bank Writers for terminology browsing.

Approx. 5 Estimated 200

Non-registered external users browsing terminology

N/A ??

Registered internal Bank Writers for terminology production/validation

N/A TBD (estimated 30)

Concurrent Users: No more than 300 anticipated.

Before Getting Started: Requirements Internet Access Internet Browser: Microsoft Internet Explorer 5.5, or higher (preferred: IE 6.0) Java PlugIn 2 v1.3.1._04 (Internet Options setting, see screenshot at right) Operating System: Windows (preferred 98 or higher), Windows NT     WinXP is not yet officially supported For Mac OS clients: Offline mode only – Microsoft Internet Explorer 5.1 WinZip Word 95, 97, 2000 Registered vendor, login information

Interface Basics:

My AccountAccount Information: maintain your User information, including password

• Password: enter a new password to change• Email Address: make sure to keep it up to date for notification purposes• Address/Phone Number should be kept up to date as well

Online Help

Online Help: topic-sensitive Show Table of Contents: click to display entire system Help reference.

Getting Started

Quick Steps1. Receive e-mail2. Log into Ambassador system3. Click on the Activity to view Details4. Click “Accept”

OR

4. Select the Activity and click “Download” (for one-click offline localization)

Users and RolesActivities are sent to single users

or to all qualified usersQualification = Locale Pair + ActivityExample: a user can be qualified to perform the “translation”

activity for content being localized from en_US to ja_JP.

Activities sent to all qualified users are performed by the first user to accept

Email Job: unique identifier

for the job in the system Locale Pair: the source/target language combinationActivity: the activity the job is currently in Priority: the urgency of the job on a 1-5 scale (default value = 3) Accept By: date/time by which the activity must be accepted Estimated Completion Date: date/time by which the activity should be completed

Notification for Activity

• URL: click on the URL to log into the system

My Activities

Available: all activities the user can accept or reject In Progress: all activities the user has accepted and can perform (online or offline) and Finish Finished: all activities the user has finished Rejected: all activities the user has rejected (or un-accepted)

Click on a tab to view its contents:

Click on the Job Name to view the activity details

Viewing Activities Click on Accept or Reject (note: a user who rejects a job is prompted to enter a comment)

Click on the Comments tab to view all comments about the job, and to add a new comment

Click on the URL under Primary Target Files to view the job contents to be translated

(Note the Word Count and Time to Complete before accepting the activity)

Demonstration

View email

Go to the URL to access the System

Login to the System

Click the Available Tab

Select an activity

View the job contents/file

Click on Accept

Working Online

Quick Steps1. After accepting an activity, click on the link to the job’s

Primary Target File(s) to edit/translate its contents.2. Click on hyperlinked segments to edit/translate.3. Select a fuzzy match and/or enter translation or revision.

(Note: In addition to TM matches, the System provides localization resources by way of Terminology matches and Support Files).

4. Click on Save and then on the right arrow to move to the next segment.

5. Once all segments are translated, use the Page Navigation arrows to move to next page/file (if any).

6. When done, click on Close to return to the Activity Details.

7. Click on Finish to send the job to its next stage.

Translation Memory, Leveraging

Content is “leveraged” against previous translations: i.e., previously translated content that matches current content is translated automatically.

Highlighted in green Exact matchCheck for accuracy in context

Highlighted in yellow Fuzzy matchClick to view matches and localize

Hyperlinked (not highlighted)No matchLocalize these items

Online Editor Source and Target pages side-by-side- Change Layout Mode as necessary:

= horizontal split

= vertical split

= full screen

Source/Target in List view- Change Page view as necessary (i.e., Preview, Text, List)

Page Navigation - Previous/Next Page

Unlock - Allows edit of locked segments

Segment Editor Enter changes in Target text box Refer to Terminology Matches (if some have been generated through the leveraging process), and/or open the Termbase using the active link Click on a TM Match Result or Segment Version to copy its contents into the Target text box Use Revert to reinstate the original contents of the segment Save the segment Click on Next/Previous Segment to go from segment to segmentNote: Leave a space at the end of each segment/sentence

Concordance feature will be fully utilized and fully fledged from Fall 2004 onwards when Corpus Builder is available too.

Click a segment to open the Segment Editor

Placeholder Tags

Placeholder Tags

The following tag is missing: [/l2] => Compare Source and Target; add missing tags from Source => Check for brackets ([ and ])

The following tag cannot be added: [l1]=> Compare Source and Target; remove extra tags from Target

General Rules

Every tag that appears in the Source must also appear in the Target

Examples of errors

Format Tags

The following tags can be added to or deleted from any HTML segment:[b][/b][i] [/i][u] [/u][nbsp]

The following tags are unbalanced: [b]=> These tags must always be in pairs, e.g. [b]This is bold[/b]

Add/Remove Formatting

Example of errors

Demonstration – OnlineAccess an activity in Ambassador

Go to URLType username and password

Edit online and demonstrate:HelpAccepting an activityRejectOnline EditorSupport FilesEditing a segmentTerminology lookupFuzzy matchesSaving and Next SegmentPlaceholder tags and format tagsRefreshing the pageEditing an ImageList and Preview layoutLeveraged Text and Select All

Complete the ActivityLogout

Segmentation and Translation

Practice

“Merging” Segments

Source text contains two segments that are customarily translated as one sentence in the Target language.=> End first segment without punctuation (or substituting, e.g., a comma for the period) and with a blank space; => Begin second segment in lowercase.

(On export, the two target segments are reformatted as one single sentence. This can be checked in the Main Editor in Preview mode – set inset below.)

Example:

“Splitting” Segments

Source text contains one segment that is customarily translated as two sentences in the Target language.=> Enter the two sentences in the Target window as they would appear in the final text.

(Note in the TM Match Results at left: the two sentences had previously been stored as one segment in memory, generating a 94% match. One may conclude from this that the translator’s syntactical choices remain the controlling factor for TM, not the other way around.)

Example:

Working Offline

Quick Steps1. From Activity Details, select “Download” tab

and follow Ambassador prompts 2. Logout of Ambassador; disconnect from the

Web (optional)3. Extract all files to your desktop (requires

WinZip)4. Edit content and save as a unicode-

encoded .txt file5. Connect to the Web, access Ambassador6. Upload file (one at a time)7. Review work in the Main Editor (online mode)

Downloading FilesFrom Activity Details, click on Download tab 1. Specify Download

Options Format (RTF, bilingual RTF or Text) Editor (Word for Windows, Mac) Character Encoding (default or other) Placeholder Format (compact or verbose, as

in Online Editor) Resources (annotations, links or none) Edit of Locked Segments (yes or no)2. Select Support Files (if any)3. Click Download Specify a directory in which to save the .zip file

One-Click Downloading Files

Optionally, from the Available tab, select the Activity (radio button), and click Download

Allows you to both accept the Activity and download the entire contents of the Job in one step. Uses the options you specified at the time of your most recent Download. To change your Download options, click on the Job and reset them in the Job Download screen (see previous slide).

Unzipping Files

2. Use folder names (checked by default)

Note: Files to localize are in the inbox folder.

1. Extract the .zip file (double-click on file name, click on Extract in WinZip window)

3. Contents of folder should appear as shown below:

MS WordOpen the .rtf files from the “inbox” in MS Word: Items to translate are in black Placeholders are the same as in the Online Editor Do not modify any items in gray!Annotation Resources: mouse-over annotations for more information Source shows source text TM shows fuzzy matches Terms show Terminology matches

Saving FilesSave As…

Word 2000: >select Encoded Text (*.txt)>then select Unicode

Other Word versions:>select Unicode Encoded Text

Other editors: >select the same encoding as that used in initial download

Uploading FilesUpload the file(s) from the Upload tab

1. Browse to the directory where Unicode encoded .txt files were saved

2. Click Upload

Note: Files need to be uploaded one at a time.

Demonstration – OfflineAccess a Job in AmbassadorDownload the files for the activityUnzip (select “Use folder names” option)Copy files to outbox Open in WordEditShow features of index.htm

Source SegmentsTerminologyFuzzy Matches

Save as Unicode-encoded TextUploadResolve Errors

Hands-onLogin and view Available activitiesAccept the activitySelect file to editTranslate some segmentsEdit a segment with tags and attempt to delete or insert tagsSelect a Fuzzy Match for a segmentExit the Online Editor and download the jobUnzip, copy files and edit offline in WordTry removing some tagsUse the index.html file for referenceSave the file as Unicode Text and UploadResolve any errors and re-uploadReview uploaded file in the Online EditorFinish the activityLogout

Working with Original (Non-leveraged) Source File

Quick Steps

1. From Activity Details, click on “Comments” tab 2. Right-click on link to source file and use the “save

as” function to download it to the desktop3. Translate the file offline like any regular

document, and save it in its original format4. Once the translation is done, log back into the

system5. Attach the translated file(s) to the Activity

comment6. Finish the Activity

Downloading the Source File

From Activity Details, click on Comments tab1. The Job Comments contain a link to the source file (under Original File Name).2. Right-click on source; this opens a list of options; click on Save Target As… 3. The Save As dialog box appears; you can then specify where to save the source file (to your Desktop or in a folder of your choice).

4. When the download is complete, close the dialog box.

You may then log out of Ambassador and do your translation as you’re used to, using the downloaded file the way you would normally do.

Attaching a Translated File (1)

When the translation is done, log back into Ambassador.

1. Open your Activity In Progress, and click on the Comments tab and then on Add Comment.2. In the Add Comment text box, enter your comment (e.g., “Translation completed; translated file attached”), then click on Attach Files.

/…

Attaching a Translated File (2)

3. To attach your translated file, first click on Browse… 4. The Choose file dialog box will appear; browse to the location of your saved translation and double-click on the filename; this will make it appear in the Choose file box.5. Click on Upload. 6. It is possible to attach multiple

files to a Job Comment. To do so, just click on Browse… again and repeat the process.

/…

Attaching a Translated File (3)

7. The name(s) of the file(s) will be listed under Filename. (If you have attached a file in error, just check the box next to the name and click on Remove.) 8. Once finished, just click on Done. (You may also use Cancel at this stage if you made a mistake in the comment or in the attachment.)

Note: When you are totally done translating and you have completed the comment and file attachment process, don’t forget to click on Finish (under the Activity Details tab).

Terminology in Translation Module

Terminology Overview

Terminology Matches – Online

Browsing Terminology Database (through Main Editor and/or anonymous access)

Terminology Matches – OnlineTerminology Matches appear

in the Segment Editor when available for reference (see at left). Right-click on the term to view the entire entry (see below)

Browsing Terminology DatabaseClick Termbases from Main Editor.

Click Termbase name to view contents.

Browsing Terminology DatabaseTermbases are also available through anonymous access (http://translate.worldbank.org/tb)

Terminology SubmissionBasic submission data:

Term (source, target) Context (normally, a sentence showing the term used

in context) Source of context — as complete as possible a

bibliographical record (title of document or publication, author, year and place of publication, page number)

Sample: Term: capacity buildingContext: The Bank continues to focus on some important regional priorities, including post conflict support, capacity building, assistance in dealing with communicable diseases, further debt relief, market access for African products, and regional integration.Source of Context: The World Bank Annual Report 2002

[email protected]

Future term entries though the Terminology Management Module (login, direct entry of terms by “authorized” users)

Support Contacts

Your contact remains your Team Leader or Project Coordinator.

He/she will escalate any system-related questions to the appropriate level of support.

Have Fun!