XTRF™, the key supplier of server-based management systems for translation offices, has completed the implementation of its XTRF™ Enterprise solution in the Translation Management Systems (TMS) range at Ukraine’s Technolex Translation Studio (Kyiv). We are pleased to share hereunder the interviews conducted with the company representatives: Vladimir Kukharenko, Andriy Butko, Thomas Vysokos.

XTRF™: Vladimir, how did you find out about our systems?

Vladimir Kukharenko: I have known about XTRF™ for quite some time - I used to work at a Ukrainian company that was developing one of the translation management systems. Of course, due to the nature of our business, I have been familiar with such systems, including XTRF™...

In addition to that, I met an XTRF™ representative back in 2008 at an expo in Wiesbaden (Germany).

As for the requirements of our prospective system, we were expecting, at the very least, to have the following functionalities:

• maintaining a database of clients and translators;
• keeping records of client-related jobs and tasks performed by translators;
• managing workflow (assignment of tasks for translators, editors, etc.);
• generating financial documents (invoices, orders, etc.) and reports;
• managing files;
• flexibility and adaptability to specific workflows.

There are many other system specifications that compliment these key requirements.

During the five years of my managing operations at a translation bureau, I used a project management system, but a different one. Naturally, when the new company was launched, the integration of a project management system has become of primary concern.

It is difficult to imagine what managing a translation office without such an instrument entails!

What is important here is that by ensuring team efficiency, we increase the volume of the useful work that can be performed by each project manager.

Work that would previously require four managers can now be performed by only three, thereby increasing the volume of work without hiring additional managers, whose monthly salary is significantly higher than the XTRF™ licensing fee.

The noteworthy advantages of the system include:

а) complete module interoperability;

b) electronic data processing;

c) integrated FTP and e-mail clients;

d) full localization: any client can place an order remotely. Even better, all of the values, letter templates, and dashboard interface are displayed in their native language!

e) integrated LISA QA module;

f) the system leads to the gradual adoption of ISO9001 and EN15038 standards. This gives us an unparalleled opportunity to join a group containing the few translation companies in Ukraine that really work in accordance with these standards, and not just claim their compliance..

XTRF™: What were the deciding qualities of the XTRF™ system in the decision-making?

Vladimir Kukharenko: Its independence from local networks. In practice, the system can be implemented without an actual office. I can be in another city or a different country, and still know precisely what's happening within the company nonetheless.

XTRF™: Does the Technolex Translation Studio position itself as a customer-driven company? How will the system make it easier for your local clients to collaborate with you?

Vladimir Kukharenko: Yes, our focus is on the most demanding customers. As for the simplicity gained by the clients, it is noteworthy that XTRF™ helps us streamline and systemise information about the jobs, monitor workflows, and keep accurate records. This greatly reduces the risk of us losing sight of a deadline, misplacing a file, or forgetting to issue an invoice. The non-occurrence of such problems speaks for our reliability as a translation bureau.

Moreover, by automatically generating all the documents, the system eliminates all the errors associated with their manual creation and saves time.

XTRF™: What new management opportunities did you gain with XTRF™ Enterprise?

Vladimir Kukharenko: Comparing the situation before and after the integration of XTRF™ Enterprise, we have gained the following opportunities:

• the consolidated database on the server, which allows me to access the system at any time and at any location that has an Internet connection;
• the accuracy of the project records and the transparency of all the processes. I can access the system and obtain an overview of what my managers are working on;
• the simplicity in generating documents;
• the variety of the reports generated by the system based on the input data. They allow me to come to an informed decision.
• the effective tools for interacting with subcontractors and clients.

Andriy Butko: An accelerating effect for me comes from the automation of the uniform routine operations that we encounter during a project.

I believe that a person should only do the work that is beyond the capabilities of a machine or programme. Furthermore, the bureaucracy should be brought to a minimum, and every action should carry some meaning, other than just to observe formalities.

The XTRF™ system assists in achieving these goals.

XTRF™: What was the reason for choosing the Enterprise version and why was it a SaaS option?

Vladimir Kukharenko: We chose SaaS because, currently, it's easier for us to not deal with an in-house installation and its details (at this stage, we have a number of other objectives that take precedence). The SaaS model allows us to cut costs, as we do not need to worry about renting a virtual private server (VPS) or hiring a system administrator: all of the technical aspects are handled by XTRF™. We chose the Enterprise version because the price difference with a less functional version was insignificant.

XTRF™: What makes Technolex Translation Studio different from other translation companies in Ukraine?

Thomas Vysokos: We focus on servicing technology intensive industries. These include demanding customers with tight deadlines that do not only expect a quality product on the dot, but also require compliance with corporate content management procedures.

Individual approach to services. When starting a partnership with a new customer, whether a direct client or a large translation bureau, our primary objective is to analyse the key directions for the translation and form a team that is able to handle the customer’s projects while complying with all the technical, linguistic, and stylistic requirements.

Standardised procedures. We stay organized by means of standardising routine internal procedures, and managing subcontractors, files, and finances. This ensures that we place a greater emphasis on implementing the first point.

Efficiency. Anything that can be automated is never performed manually. This refers to every aspect of our translation business, and not only the project management. Innovations often help us to complete tasks in just hours that would have taken other companies a day to complete. Ultimately, this benefits the customer.

These principles are the roadmap to ISO - our long-term goal in supplying services to technology intensive industries. With XTRF™, we've gained tools that are instrumental in achieving these goals.

XTRF™: Tomas, currently our systems are used by companies across the globe. It is as if XTRF™ makes them comparable to each other: quality policies, service time, customer driven approach, preventive and corrective measures as regards customer complaints, informed investment decisions (quick analysis in ISO module), and fundamental improvements in subcontractor management.

Thomas Vysokos: We very much hope for that (smiling)!

XTRF™: Why ‘Technolex’?

Tomas Vysokos: The first part of the name reflects our focus on technical translations and the use of state-of-the-art tools. The second part, on the one hand, points to our belonging in the field of linguistic services and, on the other hand, denotes our second specialty – legal translations.

About the company:

The Technolex Translation Studio team consists of young and dynamic entrepreneurs, who place an emphasis on the quality performance of localization and translation projects.

With this in mind, the company portfolio is limited to only three languages. This company places emphasis on optimising business processes and offering commercial users complete projects of excellent quality within the tightest deadlines.

Technolex Translation Studio’s rich localisation experiences, alongside its innovative approaches to project management, make this translation bureau one of a kind.

http://www.technolex-translations.com