Netapp Multiterm Term Base: Maintenance Model

NetApp MultiTerm term base: Maintenance Model

Version 1.3 – February 2016

Contents

1. About this document 3

2. Process objectives 3

3. MultiTerm governance 3

3.1 Roles and permissions 3

3.1.1 Admins 3

3.1.2 Roles 4

3.2 Communication 4

4. Sources of new and updated terminology 5

5. Process flows 6

5.1 Terminology extracts 6

5.1.1 Alternative 1: Before the start of a localization project 6

5.1.2 Alternative 2: At the beginning of a localization project 7

5.2 Offline term lists compiled by LPMs 8

5.2.1 Process for adding new terms 8

5.2.2 Process for updating existing terms 9

Appendix I: Appropriate vs. inappropriate terms 10

Appendix II: Fields in the NetApp termbase 11

Appendix III: Metrics 12

Appendix IV: Revision History 13

Appendix V: List of users 13

1.  About this document

This document describes the agreed workflow to keep the NetApp MultiTerm term base up to date.

2.  Process objectives

Maintaining and updating the NetApp terminological entries will be a centrally-driven, standardized process, managed by the MultiTerm core team. The individual Localization Project Managers (LPMs) in country do not update the term base directly, but work on terminology offline. In regular intervals, new or updated terminology will be imported into the term base.

This centrally-driven process has the following objectives:

·  Fast: make new terminology available as quickly as possible.

·  Efficient: reduce overhead and make terminology maintenance fast and efficient.

·  Reliable: make sure that new terminology is approved and reliable.

·  Consistent: ensure that the term base stays clean and consistent, and that all entries are complete and follow the same format.

3.  MultiTerm governance

3.1  Roles and permissions http://live.netapp.com/docs/DOC-33526

3.1.1  Admins

Administrators:

·  Barbara Burbach –

·  Globalization Systems Team and SDL users (see Appendix IV)

→ Administrators have permissions to:

o  create/edit/remove term bases

o  create/edit/remove users

o  create/edit/remove language pairs from a particular termbase

o  create/edit/remove descriptive fields in a particular termbase

o  create/edit/remove entry structures in a particular termbase

Non-administrators:

All other users are non-administrators. They lack the administrator permissions listed above. Non-administrators are divided into the roles listed below under 3.1.2.

3.1.2  Roles

Expert Users:

·  Mark Haasen –

·  Globalization Systems Team

→ Expert users have permission to:

o  Create entries

o  Delete entries

o  Change entry class value

o  Import terms

o  Export terms

o  Edit all terms for all languages

Semi-Expert Users:

·  Belén Martínez Martínez –

·  Yukako Ueda –

·  Alessandra Gobbi –

·  Kelly Park –

·  Edith Bendermacher –

→ Semi-Expert users have permission to:

o  Create entries

o  Delete entries

o  Change entry class value

o  Export terms

o  Edit all terms for all languages

NetApp Vendors:

·  Welocalize team

·  Pactera team

·  The vendors use a shared vendor account:

·  User name:NetAppVendors

·  Password:NetApp01

→ Vendor users have permission to:

o  View terms for all languages

o  Export terms

NetApp GCM Users:

·  NetApp Primary GCMs

·  Edith Bendermacher –

→ NetApp users have permission to:

oView terms for all languages

oExport terms

Public Users:

Default role for anyone not listed under any of the roles above

→ Public users have permission to:

·  View terms for all languages

To see a full list of currently existing users, please contact Globalization Systems Team <

3.2  Communication

All the communication regarding regular term base management will be directed to the following DL:

This DL includes all the Globalization Systems Team expert users only.

4.  Sources of new and updated terminology

·  Terminology extracts of new NetApp documentation and localization projects

·  Term lists compiled by NetApp Localization Projects Managers (LPMs)

5.  Process flows

5.1  Terminology extracts

For every major project (launch, campaign, product localization, legal or support localization, etc.), the Expert user team will create terminology extracts of the core materials, which will then be imported into the term base in all 15 languages.

This will not have any impact on the schedule of any localization project. All the terminology work will happen in parallel to the usual project process.

5.1.1  Alternative 1: Before the start of a localization project

Ideally, new terminology should be available before the start of major localization projects.

For this purpose, the Expert user team exports the key terminology from assets that are available ahead of the start of the projects.

Assets (examples):

·  Launch / Campaign message board

·  Draft core assets such as data sheets or solution briefs

·  Slogans that become available during launch / campaign planning

·  Draft files in case non-marketing projects

Process:

Step / Owner / Time
1 / Obtain assets
Obtain assets from project team team (launch/campaign/product, etc.), and send to Expert user team / NetApp Ops PM responsible for the L10N project / 1 working day
2 / Extract terms
Term extraction with MultiTerm Extract / Vendor (or, in future, Expert user with MultiTerm Extract license) / 1 working day
3 / Clean up extract
Clean-up of term extract – removal of inappropriate terms[1] / Expert user[2] / 1 working day
4 / Prepare templates for term translation
Paste term extract into the Excel term base template – 1 per language / Expert user / 1 working day
Lock the 15 Excel sheets for editing, so that only the language-specific columns can be edited
Send sheets out to the LPMs
5 / Term translation
Translate the terms and obtain FMM / SE approval / GCM team / 3 working days
6 / Term base import
Merge reviewed lists and import into term base / Expert user / 1 working day
Total time needed: / 7 working days

5.1.2  Alternative 2: At the beginning of a localization project

To make additional project-related terminology available to the teams, a similar process is followed right after the start of the localization projects.

This is particularly important in those cases where no material is available before the start of the localization projects, i.e. where the process under 5.1.1 cannot be followed.

Process:

Step / Owner / Time
1 / Obtain assets
Obtain core assets from NetApp Ops PM / Expert user / 1 working day
2 / Extract terms
Term extraction with MultiTerm Extract / Vendor (or, in future, Expert user with MultiTerm Extract license) / 1 working day
3 / Clean up extract
Clean-up: removal of inappropriate terms[3] / Expert user[4] / 1 working day
4 / Prepare templates for term translation/review
Put the context phrases contained in the term extract into TMS (Staging) to get matching segments for each language / Expert user / 2 working days
Paste term extract & translated segments into the Excel term base template – 1 per language
Lock the 15 Excel sheets for editing, so that only the language-specific columns can be edited
Send sheets out for review by the LPMs
5 / Term translation/review
Review sheets and populate the term fields, based on the translated context segments.
Obtain FMM / SE approval as needed. / GCM team / 2 working days
6 / Term base import
Merge reviewed lists and import into term base / Expert user / 1 working day
Total time needed: / 8 working days

5.2  Offline term lists compiled by LPMs

For those terms that are not covered by the term extracts outlined above, the following process provides an alternative for LPMs to add additional terminology to the term base.

Whenever required, any LPM can submit a list with new or updated terms to the Expert user team. The LPMs will have to make it clear whether they want to add new terms or update existing ones.

5.2..1  Process for adding new terms

Step / Owner / Time
1 / Term list creation
Compile Excel lists of terms that will have to be added to Multiterm, using template provided by Expert user team / LPMs / Ongoing
Important requirements:
·  Include a context for every new enUS term.
·  Before submitting the list to the Expert user team, perform a fuzzy search in the term base to see if any of the terms already exist.
→ If any of them are found in the termbase and have to be updated, proceed to 5.2.2.
Send new term list to Expert user team / LPM / First Monday of every month
2 / Terminology approval
Review of term candidates in Expert user meeting, every 2nd Thursday of each month.
The team will approve or dismiss proposed new terminology based on the guidelines in Appendix I. / Expert user team / First Thursday of every month
3 / Prepare templates for translation/review
If several lists are submitted to Expert user team: consolidate all lists / Expert user[5] / 2 working days
Paste terms into the Excel term base template – 1 per language
Lock the 15 Excel sheets for editing, so that only the language-specific columns can be edited
Send sheets out to LPMs
4 / Term translation/review
Review sheets and populate the term fields for all the languages.
Obtain FMM / SE approval as needed. / GCM team / 3 working days
5 / Term base import
Merge reviewed lists and import into term base / Expert user / 2 working days
Total time needed: / 7 working days

5.2..2  Process for updating existing terms

When an LPM wants to make changes to existing terminology, they will be required to fill in a different template and follow the process below.

These updates are:

·  Changes to existing terms

·  Removal of obsolete terms

Step / Owner / Time
1 / Term list creation
Compile Excel lists of terms that will have to be changed or removed in Multiterm, using the change log template provided by Expert user team / LPMs / As needed
Send change log to Expert user team
2 / Change log approval
Review of change log in Expert user meeting, every 2nd Thursday of each month.
The team will approve or dismiss the proposed changes based on the guidelines in Appendix I. / Expert user team / First Thursday of every month
2 / Term base import
If several lists are submitted to the Expert user team: consolidate local change logs / Expert user team / 2-3 working days
Import list to term base, choosing setting that will overwrite existing terms in the specific languages, instead of creating duplicate entries
Total time needed: / 2-3 working days

Appendix I: Appropriate vs. inappropriate terms

To keep the NetApp term base clean and not flooded with unnecessary or misleading terminology, the following guidelines apply. These have to be followed both by MultiTerm Expert user when cleaning up a terminology extract, and by every LPM when compiling a list of terms that will be imported to the term base.

The terminology in the NetApp term base must be:

·  NetApp specific: relating to NetApp technology, NetApp marketing communications or other NetApp operations. Rule of thumb: if the term can be found in a generic dictionary, we don’t need it in the term base.

·  Global: ideally, every term should exist in all of our languages

The terminology in the NetApp term base must NOT include:

·  Generic terms that do not relate specifically to NetApp (example: “Phillips screwdriver”, “to improve”)

·  Local style choices: for this purpose, use the language-specific style guides.

Appendix II: Fields in the NetApp termbase

Level / Field name / Field type / Picklist / Text field guidelines
Entry level / Subject / Picklist with
option to select
multiple ones / HR
Legal
Marketing
NetAppU
Product
Sales&Finance
Services
Technical
UI element
Other
Definition / Text / n/a
Status / Picklist / Approved
New
Obsolete
Context / Text / n/a
Context source / Text / n/a
Part of speech / Picklist / Adjective
Adverb
Noun
Other
Verb
Index level / Comment / Text / n/a
Term / Text / n/a
Term level / Context / Text / Choose a meaningful context that aids the understanding of the term and its usage
Context source / Text / Appropriate context sources are:
·  TMS job ID
·  AMS activity ID
·  URL (only NetApp or trusted storage-related sites)
Gender / Picklist / Feminine
Masculine
Neuter
Singular/Plural / Picklist / Singular
Plural

Appendix III: Metrics

The following quantitative and qualitative metrics will be collected on an ongoing basis, to measure the success and impact of the terminology maintenance performed by NetApp.

Monthly quantitative metrics

Number of new entries and terms

·  Granularity:

o  Number of entries per subject

o  Number of new terms per language

·  Goal: show an increasing trend over time.

·  What this means: maintenance model is working, term base is growing.

Number of terminology errors in TMS grading[6]

·  Granularity:

o  Number of terminology errors per language, per 1000 words

·  Goal: show a decreasing trend over time.

·  What this means: term base contains the right terms, it is up-to-date, the translation terms do not have to deviate from the translations provided in the term base.

Number of term base occurrences in source files [TBD – depends on availability of custom TMS report]

·  Granularity:

o  Number of occurrences per language, per 1000 words

·  Goal: show and increasing trend over time

·  What this means: term base is growing, it contains the right terms that actually occur in the source files, it is up-to-date.

Quarterly qualitative metrics

GCM and translation teams’ feedback

·  Approach:

o  Ask GCM team and translation teams to grade the efficiency and speed gains produced by the regular termbase maintenance

·  Goal: show an increase in efficiency an translation speed

·  What this means: the termbase is up-to-date and contains the terms needed to save time both during translation and during review.

Appendix IV: Revision History

Version / Date / Author / Notes
1.0 / December 2013 / Silvia Di Siena / Original ITB version
1.1 / 4/16/14 / Andrea Jimenez
Barbara Burbach / Feedback on maintenance model
1.2 / 4/29/14 / Barbara / Updated to include changes in Alessandro’s role
1.3 / 02/08/16 / Sebastián Urresti / Updated Roles section
mapped to Version 15
http://live.netapp.com/docs/DOC-33526

Appendix V: List of users

NAME / USERNAME / E-MAIL ADDRESS / ROLE
Adrian Boloveschi / aboloveschi / / Expert User, NetApp LQP Users, NetApp Vendors, Public, Semi-Expert User
Alessandra Gobbi / agobbi / / NetApp LQP user
Andrea Jimenez / ajimenez / / Expert User, Public
Akiko Noda / anoda / / NetApp LQP Users
Aaron Zhang / azhang / / NetApp LQP Users
Barbara Burbach / bburbach / / Public
Beate Petersen / beap / / Public
Beatriz Lopez / blopez / / NetApp LQP Users
Belén Martínez / bmartínez / / NetApp LQP Users
Cecilia Chen / cchen / / NetApp LQP Users
Chiara Di Bisceglie / cdibisceglie / / NetApp LQP Users
Claudia Digel / cdigel / / NetApp LQP Users
Corina Ess / cess / / NetApp LQP Users, Public
David Boyle / dboyle / / Expert User, Public
Edith Bendermacher / ebendermacher / / NetApp LQP Users
Eoin Murphy / emurphy / / Expert User, Public
Gabriela Abraham / gabraham / / NetApp LQP Users, Public
Grace Gao / ggao / / She has been removed from all groups (ZD# 2360)
Gema Guijo / gguijo / / NetApp Vendors
Gloria Lee / glee / / NetApp LQP Users, Public
Gabriela Torres / gtorres / / NetApp LQP Users
MultiTerm Guest User / guest / N/A - System User / Public
Helen Zhang / hzhang / / NetApp LQP Users
Ingrid Fitzgerald / ifitzgerald / / NetApp LQP Users
Ian Mulvaney / imulvaney / / Expert User, Public
Julio Solano / jsolano / / NetApp LQP Users
Kevin Rayner / krayner / / Public
Luciana Capisani / lcapisani / / NetApp LQP Users
Monica Canilang / mcanilang / / Expert User
Marion Cot-Nicolas / mcotnicolas / / NetApp LQP Users
Mark Haasen / mhaasen / / NetApp LQP Users
Mark Haasen / mhaseen / / NetApp LQP Users
Managed Services Monitoring / monitoring / / Public
Sonia Martin / msonia / / Semi-Expert User, Public
Masahito Sugahara / msugahara / / NetApp LQP Users
myallin / myallin / / NetApp LQP Users, Public
NetApp Vendors / netappvendors / / NetApp Vendors
Natsuko Kamioka / nkamioka / / NetApp LQP Users
Olga Razinkova / orazinkova / / NetApp LQP Users
Pactera User / pacterauser / / NetApp Vendors
Peter Fischer / pfischer / / NetApp LQP Users
Reorg Tool user / reorg_tool / N/A - System User / Expert User
Rie Ono / rono / / NetApp LQP Users
System Administrator / sa / N/A - System User / No group assigned
Sara Castiglioni / scastiglioni / / NetApp LQP Users
sgoldin / sgoldin / / NetApp LQP Users, Public
MultiTerm Super User / super / N/A - System User / Expert User
Sebastian Urresti / surresti / / Expert User
TMS User / tms-user / / System/ Expert User
TMS Administrator / tmsadministrator / / System
Youngmin Jeong / youngmin / / NetApp LQP Users
Kelly Park / ypark / / NetApp LQP Users
Yukako Ueda / yueda / / NetApp LQP Users

15