1. Processes in L10N Projects

This process involves analysing the client’s enquiry, scoping the project objectives, preparing a calculation that takes into account all the resources needed during the project, creating or using existing price lists and using suppliers (translators) databases. Some of the steps in a software localisation project which can be considered to belong to the initiating process of the project are:

• Defining the scope of the work: what is to be localised? Only a software user interface or a website? Or is it the complete product that has to be localised (including documentation)?
• Creation of an approximate time schedule for the project (start and end dates of the project)
• Checking the suppliers database: which translators may be available for the languages and deadline needed?
• Costs: are the prices to be calculated per translated word, line or volume? Could the translation volume increase or decrease according to the target language?
• Establishing types of formats: in which format are the resources to be localised? In which format does the client want the deliverables? Are the software applications needed to prepare the files for translation and to deliver them to the client available in-house?

The process of planning involves defining the project objectives, and planning in detail the actions and resources needed (e.g. defining communication lines, etc.). The most important steps in a software localisation project which can be considered part of the planning process are:

• Creation of a precise time schedule for each phase of the project, e.g. for translation, preparation, review, testing, etc. When doing this, it is recommended to include time buffers for each task.
• Analysis of the material to be localised
• Allocation of resources according to the volume of the project.
• Which resources are needed:
  • Technical resources: which tools are needed to localise a product - Translation Memory Systems, software localisation tools, special editors, etc. Are these tools available to translators? Are there enough software licenses or marketing material available for all translators?
  • Human resources: which of the available translators are most appropriate for the job, according to deadlines, do they have previous experience in localising software, do they work with the required tools for the project, etc.
• Planning the distribution of work across team members. Is it necessary to introduce the software to translators or to hold a training session?
• Are there any translation memories or terminology databases available? How much of the text to be translated is already held in translation memories or databases? (e.g. perform an analysis to find out how many fuzzy or 100% matches are in the TM and present a quote to the client).
• Defining communication lines: who should be contacted if technical questions or issues arise? Which method of communication to use (via telephone, email, etc.)?

For these two processes (initiating and planning), specialised tools are generally used to support translators or project managers. Translation companies and translation agencies, for example, very often carry out these steps using project management software. For tasks such as calculating volume of work, calculating matches, preparing terminology, translation memories and formats, other CAT tools such as software localisation tools, translation memory systems or terminology management systems are used.

This process consists of carrying out the plan specified during the planning process. It can involve tasks such as preparing the materials to be translated, the translation itself, revising, reviewing, proofreading and testing. Some of the steps involved in the execution process of a software localisation project are:

• Preparation of a translation brief containing information about the target audience, specifications about terminology, style and use of language, etc.
• Alignment of previous materials, e.g. source strings of the interface elements.
• Preparation of terminology and translation memories. Terminology can involve button labels, menus, functions and concepts used in the software.
• Preparation of style guidelines and reference material for translators.
• During this phase, decisions such as whether to use machine translation are taken.
• Preparation of files and texts for translation. This involves, for example, specifying if the original files are source code files or binary files (link to L10N Course III, section 2), identifying translatable strings in the files, locking strings or codes which should not be deleted or modified during translation, etc.
• Preparation and delivery of a localisation kit or localisation package containing all resources needed by translators for translating (see section 3 of this course).
• Translation and localisation of software application components. Ideally, software user interfaces should be localised first, followed by the corresponding documentation (online help, websites and written documentation), in order to avoid inconsistencies in terminology.
• A linguistic test is performed to ensure the quality of the translated product. This quality assurance phase, performed with the help of specialised tools, involves: revision (comparison of source and target texts, so that the translation is suitable for the agreed purposes); reviewing (check that the target text is suitable for its purpose and audience); proofreading (final check).
• After localisation, some software components (such as software user interface and help files) may need to be compiled. To do so, the translated/localised elements are put together to form the target product. After compilation, screen captures of the software user interface can be taken to be included in target help files and documentation.
• A technical test is generally carried out by software engineers to make sure that all localised components of the software application function correctly.

This involves checking and measuring project progress, checking costs and prices, and correcting any deviation from the project management plan.

• Checking partial delivery and translators' problem reports, as a way to ensure consistent use of terminology and spelling.
• Tracking changes: If there are unexpected changes to terminology or functionality of the application at this stage of the project, they should be incorporated into the localised versions as soon as possible. It is worth mentioning that multiple changes can slow down a project and increase costs.
• If there are changes at this stage, it might be necessary to update the resources used – e.g. translation memories, glossaries, terminology databases, etc. used during the project. The project manager is usually in charge of this task.
• Product quality control. A final linguistic and technical check of the product is performed. Usually this is done by project managers or by software specialists.

The closing process refers to the delivery of the localised product to the client, the revision and evaluation of the project activities, the preparation and sending of invoices, as well as updating of data and materials.

• Product delivery: After performing all quality tests, the localised application or components are delivered
• Preparation and sending of invoices.
• Updating resources: this task is performed by project managers or TM and terminology administrators and consists of updating terminology databases, translation memories, glossaries, etc. after the closing of the project.