Dr. Dirk Metzger Translation Manager SAP Language Services Organizing Large Scale Localization Projects: Experiences and Challenges Dr. Dirk Metzger Translation Manager SAP Language Services

Contents Organization of the translation@SAP Text types and tools Experiences and Challenges Questions & Discussion

Organisation of translation@SAP - overview ≈ 80 people EMEA ≈ 80 people thereof 20 in APA supports >400 people coordinates Key There are different cooperation models for different regions. Terminology is either created in Walldorf (e.g. ES), by SLS staff in the subsidiaries (e.g. DA), or by Vendors (e.g. SL). There are also mixed models in place. SAP usually has long term relationships to mostly Single Language Vendors SLS Walldorf ≈15 people ≈130 people Non SAP world wide SAP Subsidiary SAP Walldorf

Organization: Project management – General Planning Preparation phase Based on the yearly budget planning Costs of translation are generally passed on to Development In special cases, passed on to subsidiaries

Organization: Project Management – Service Plan Meetings Preparation Phase Half-yearly Agreed with Development, countries and infrastructure Rough cost planning Rough deadline planning

Organization: Project Management Execution Phase Project system Controlling Controlling Projects broken down according to language and product Language: cost center Per product: internal order Time registration to internal orders Distribution of overhead costs proportional to internal orders Costs forwarded on to customers (GBU/IBU) Regular reports to management Project System Process control of translation projects Central reporting for participants Capacity planning (need vs. actual) Regular status report by those responsible for each step Only online at the moment – Enhancements for all projects planned Regular reports to management

Organization: Project Management – Detail planning Execution phase Resource Planning Executed by the Language Management Teams At translator level Confirmation in the project system

Organization: Project Management Preparation phase Execution phase General Planning Service Plan Meetings Project Management Detail Planning Based on the yearly budget planning Costs of translation is generally passed on to Development In special cases, passed on to subsidiaries Half-yearly Agreed with Development, countries and infrastructure Rough cost planning Rough deadline planning Resource Planning Executed by the Language Management Teams At translator level Confirmation in the project system Project system Controlling Controlling Projects broken down according to language and product Language: cost center Per product: internal order Time registration to internal orders Distribution of overhead costs proportional to internal orders Costs forwarded on to customers (GBU/IBU) Regular reports to management Project System Process control of translation projects Central reporting for participants Capacity planning (need vs. actual) Regular status report by those responsible for each step Only online at the moment – Enhancements for all projects planned Regular reports to management

Financial Figures

SAP Major Text Types and Tools System Short Texts / System Long Texts Short texts Mostly UI Menue paths, Error messages, etc. Approximately 3 words per line Translated into up to 30 languages Long Texts Texts not directly visible by the user F1 help, Implementation Guide, etc. Approximately 7 words per line Translated into 8 languages Proprietary translation tools Translators work online Notes Solutions to problems reported by customers Information for customers Translated into DE as system long texts Translated into EN, JA: MT/TM offline solution Documentation and Training Translated into 10 languages from source EN MT/TM offline solution for ES, FR, PT, RU Countries are classified into A,B, or C countries according to the revenue they generate. The translation level depends on this classification. Not all products are translated into all languages.

Translation Volume by Text Type

Translating Short Texts I

Translating Short texts II Automatic Distribution The Proposal Pool remembers translations and offers them to translators the next time the same source text reappears. (no fuzzy matching) Translations can be flagged for Automatic Distribution. During the next worklist run, these translations are copied automatically. Automatic distribution can save up to 30% of the translation volume. There are links to SAPterm and the glossary There is an extensive set of administration functions (statistics, authorization concept, etc) Proposal Pool

Translating Short texts III Working with Worklists

SAPterm - The Heart of All Terminology Tools Maintenance/ reference SAP System Documentation Tool (SE61) SAP System Translation Tool (SE63) Reference Download In development SKATE SAPterm Terminology Management System SAP System Translation Proposal Pool (STMP) Online Text Repository TerminologyMining TerminologyChecking Trados Translators Workbench® / MultiTerm® SAP Knowledge Warehouse (Glossary) Machine Translation Tools SAPterm on CD SAPterm in SAPNet In SAPterm there are Normal users, Super Users (within application), Terminology Standardization Group (cross application) Terms can have the status 1 (new), 2 (changed), 3 (released/approved), 4 (obsolete) Terminology statistics are published (database) on a regular basis as part of our set of KPIs. Docu CD (Glossary)

SAPterm - Term Concept Display

Translating Long Texts IMG Texts (Impl. Guide) Klick

Translating Long Texts/Notes online Vendors exclusively translate notes

NTS Client – The Translator’s Viewpoint Fully customizable list of Notes sort by any attribute filter by owner, status, application area Enables mass processing 4 basic functions: Pre-edit Start Word, prepare & open Note(s) Translate Submit Note(s) to Comprendium (including memories) Post-edit Start Word, re-open translated Note(s) Return to R/3 Create memory, return Note(s) to CS* MT servers (Comprendium) in the vendor’s office Note(s) are locked during processing by owner Various options for customizing the list view

MT & TM Working Together Translation job is submitted to MT with the name of the translation memory that matches the note number This memory does not have to exist If no memory is found, the entire job is submitted to the MT system If it does exist, 100% matches are extracted and the remaining segments are submitted to the MT system for translation Matched sentences are coloured differently in the final document

Translating SAP Documentation & Training Courses

Tools: Machine Translation Updated Translation Memory Results Import Deltas First Analysis Source Files Prerequisites Trados Translation Memory Post-Editing using Trados Tools Last Analysis Translation Workflow Translate Deltas using Logos/PROMT Extract Deltas

Human vs. Machine Translation: KW Documentation : 12,811,000 : 980,000 :310,000 :570,000 :2,460,000

Experiences with our translation world today Online solution Central terminology database No synchronization problems Always consistent terminology Central administration Tools Features of tools generally satisfy translators (some 20 man-years development time) Translators can work simultaneously with developers (sim-ship of all languages) Integration with SAPterm and glossary Deadlines are always met Translators can work directly in customer system Central administration also with respect to intellectual property issues Machine translation Translators are satisfied with output quality of MT Moderate cost savings Proprietary tools Direct influence on translation tool development Good integration

Challenges for SAP’s translation world tomorrow Online solution Less flexibility when working together with vendors Time to market Problems with subcontractors and freelancers working for SAP vendors Line connections different (prices, availability) in different countries Sometimes performance and line problems Long texts: Outdated tools (no TM, old fashioned editor) No spellchecker, no context Complicated way to ship translation corrections Proprietary tools Conflict of interests between internal and external customers Constant need to modernize Higher education efforts for (new) vendors XML for training courses and (probably) documentation Ongoing discussion about an online translation solution for all text types Partner management Partner support (terminology, product know how) in all major countries Standardized global model Big steamers don’t turn esaily

Questions, Discussion