Development and design of Translation Management System

1. Development and design of Translation Management System

This is a description with images of functions we require in our new TMS.

2. Introduction to BeConnected’s workflow

BeConnected have 6 different teams with different roles in our TMS. To give you a better understanding of what they need in our new TMS – I’m going to explain the different teams and what they need.
Project Coordinators:
Who they are and what they do:
Our Project Coordinators are the companies “firstpoint-of-contact” – they are responsible for accepting
new projects from our clients and respond to all email
notifications.
When we receive a new project from a client, they
accept it and after that they have to enter it in the
TMS – then assign it to the appropriate Project
Manager.
Each Project Coordinator is responsible for a certain
set of clients.
What they do in our TMS:
Our Project Coordinators are the people responsible
for adding all new projects requests in our TMS.
They are also responsible for sending queries (if
raised by Project Manager or freelancer) to the clients,
and when the project is completed, deliver it.
Resource Coordinators:
Project Managers:
Who they are and what they do:
Our Project Managers are responsible for managing
the projects – preparing files, find freelancers to
translate, create instructions, assign the projects for
QA (Quality Assurance), issue PO (Purchase Orders) to
freelancers, manage budget (keep within allowed 50
% margin) and prepare the project for delivery.
What they do in our TMS:
Our Project Managers receive an email from the
Project Coordinators (system generated from the
TMS) and will then see the project on their dashboard.
They will then download all project files from the TMS
and get familiar with the project. They will use the
TMS to search for suitable linguists, add receivable
from the client (including PO from client) and assign
different jobs (steps) of the project in the TMS. When
the project has been through all steps, they upload
the final deliverables and inform the Project
Coordinators that the project is ready for delivery to
the client.
Who they are and what they do:
Our Resource Coordinators are responsible for
recruiting new linguists and maintain the database of
linguists in our TMS. They also test new freelancers.
What they do in our TMS:
They approve and check registration forms filled in by
new linguists which is connected to the TMS. They
keep the information up to date.
The also assign Test Translations in the TMS – the
same procedure as a Project Manager.
Accounting Department:
Who they are and what they do:
Our Accounting department are responsible for all
incoming and outgoing invoices – including checking
PO’s issued to freelancers and received from clients.
What they do in our TMS:
Our Accounting Department approve linguists
invoices and create invoices to our clients.
QA Specialists:
Who they are and what they do:
Our QA Specialist are doing quality assurance for all
our projects – after all linguistic steps have been
completed. They use automated software's to find
errors (spelling, glossary etc.) and make sure all
instructions from the client is followed. They also
contact the linguists to get them to correct their
mistakes – if they find any.
What they do in our TMS:
Our QA Specialists receive a notification from our
Translation Software when the linguists have
completed their part. They log into the TMS where
they have been assigned a QA job – and they can see
all instructions for the project – and also the names
and contact info of linguists. When they have
completed the QA – they upload reports and files in
the TMS – so we have records of this.
Business Developers:
Who they are and what they do:
Our Business Developers are part of our Sales team.
They are responsible for finding new clients and
afterwards add them in our TMS.
What they do in our TMS:
Our Business Developers create the Client profiles in
our TMS and also make sure their records are up to
date. They TMS system also work as Sales CRM.

3. Log in page – for internal and external resources

We need a log in page where internal and external resources can log in to our TMS.
The system will only be in English – so we don’t need to be able to select language.
All users will need to log in with a username and password.
We will also require a link to restore password and link to contact support (a BeConnected email).
It would also be nice to have some welcome and informational text on the log in page – like
shown on the picture.
We would also like to have our logo present on the page.
If needed, we can also have separate log in pages for internal and external resources – but this
doesn’t matter to us.
Colorwise – we would like to use colors in our logo:
But also natural colors like black, white and gray.

4. Landing page after log in – Dashboard – Internal resources

When internal resources log in they are redirected to their dashboard.
Here they can see all projects that are assigned to them.
Project Managers see all the projects that are assigned to them – and in which status they are;
assigned to them, in progress, ongoing, when they are due and so on.
Project Coordinators see all projects the are responsible for – and which projects that are ready to
be delivered.
QA Specialists see all the jobs assigned to them – and which they need to work on.
Resource Coordinators see the test projects they currently have ongoing.
Business Developers have no use of the dashboard.
Accounting Department see all projects that has been delivered and are ready to be invoices,
which jobs are ready to be invoiced by freelancers, all invoices we have sent to clients and
received from freelancers.
The dashboard should also have the option to see other colleagues dashboards. This is very
important if someone is covering for someone who is sick or on vacation.
The view of the dashboard in the new TMS doesn’t have to look like this at all – but it’s very
important that it’s easy to get an overview of all ongoing projects – and see if any projects are
overdue.
We also need to be able to see dashboard only for certain Business Unites, as we have
BeConnected Norway, BeConnected Bulgaria and BeConnected Oslo – which are all different
companies.
We mostly use a List view of the dashboard – which you can see on the next page.

5. Continue – Dashboard – Internal resources – List view

This is how our current mostly used dashboard looks like. We are very open to a completely
different layout.
This view is visible, once we choose one of the categories in the previous slide. In this case
Order – In Progress are chosen – and this is the most commonly used category – as these
are the projects we are currently working on.
In this Project Overview we need to be able to see the system generated project number,
our client (usually other translation agencies), the indirect client (the client who we are
translating for, like Google, Apple etc.), Email subject (the subject of the email from the
client), due date (turning red if overdue), work volume (how many words, hours etc.),
comment (internal project comment), project manager (the name of the project manager),
PO number (the PO number we have received from our client), progress (based on what
jobs are delivered in the system).
We would also like to see the following: the name of the freelancer, the freelancers deadline
and type of service (translation, proofreading, updating).
All this information have to been easy to see and get an overview of.

6. Client Database – Client Search

We need to have a place where we can search for our customers and then find them in the results,
click on them and then be redirected to their client profile.
When we search for a client we need to be able to search for them based on name, what status
they have and also some advanced properties like:
Responsible Project Coordinator, Company Code (Invoice), Company Code (rights), Country,
Customer Type, Project Manager, etc.
When we see the results, we need to see at least this information about the client (as shown in the
screenshot): client number, name of client, country, Project Coordinator (Account Manager),
Project Manager.

7. Client Database – Client Profile – Basic Information

The basic information about a client need include at least the following:
Client number, creation date, status, time zone, customer type, company code (rights), company code (invoice), name of client, phone, email, website, skype, File Manager (place to upload client
files – contracts, signed NDA’s and so on), templates (which template set for emails and files that should be used) and a memo.
In addition, we would like to have the address information available here. That includes: address 1, address 2, street 1, street 2, ZIP code, State, Country, Sales ID (VAT number) and Taxation type.
It is also important that we in this part, can see which Business Developer that has found this client.
PO information field: We need a text box where we can write information about the clients PO requirements and also what kind of numbering and format they use for their PO’s.
We also need to be able to choose Project Coordinator, Project Manager and QA Specialist for the client.
Last, but not least, we should be able to see the logo of the client.

8. Client Database – Client Profile – Contact Persons

The contact person part needs to include at least the following:
Active, last name and first name, phone, email, Skype, department, job title and memo.
Usually we have many contact persons for each client.

9. Client Database – Client Profile – Price Lists

We have agreed on price lists with all clients before we start working with them. Therefore we also need price lists connected to the client profiles – which are used to calculate the expected
payments from clients for different projects.
In the price lists we need to be able to choose currency, if we have agreed on a minimum charge and add different properties (services, content etc.). In many cases we have multiple price lists for
a client – as prices are usually different for medical content and general content, or technical content and marketing content. Also there can be different price lists for different languages.
In the translation business we use the term CAT (computer assisted translation tool) – which means that we breakdown the payment – based on hits in translation memory. This you can see from
the picture on the right. Further information can be given on this matter later on.

10. Client Database – Client Profile – Payment information

All clients also need to have payment information. The fields we need here are: Sales TAX ID (VAT number), taxation type, address for invoicing, payment target days, currency.
We also need a memo filed where we can add information about the client’s invoicing procedure.
In addition, we would like some fields where we can fill in bank information (payment information sent to the client), like bank name, address, account holder, IBAN, SWIFT/BIC, PayPal address,
and so on.

11. Client Database – Client Profile – Tasks

We also need some kind of “task” part, where we can add things that needs to be done in regards to a certain client.
This might also be a part of the Sales CRM – to track status of certain clients – and what the next step is.
The Task Types should be customizable from the Admin site.

12. Resource Database – Resource Search

We need to have a place where we can search for our resources and then find them in the results – and be able to compare them (price, availability etc.) If we click on their name we will be redirected to
their profile.
When we search for a resource we need to be able to search for them based on name, what status they have and also some advanced properties like: feedback, jobs done for a certain customer/account,
language combinations, status, country, CAT tools, cheap status, country of residence, nationality, hardware, native language, operating system, software, specialization,
When we see the results, we need to see at least this information about the resource (as shown in the screenshot): resource number, name of resource, email, mobile phone, price, status, nationality.

13. Resource Database – Resource Profile – Basic Information

The basic information about a resource need include at least the following:
Resource number, creation date, status, time zone, customer type, company code (rights), company code (invoice), first and last name of resource, date of birth, phone, email, website, skype, File
Manager (place to upload resource files – CV, signed NDA’s and so on), templates (which template set for emails and files that should be used), and holiday calendar (add absence time) and a
memo.
In addition, we would like to have the address information (including GPS coordinates) available here. That includes: address 1, address 2, street 1, street 2, ZIP code, State, Country, Sales ID (VAT
number) and Taxation type.
From here, we should also be able to set up the resource log in details (username + system generated password – so they can access the resource dashboard).
We would also like to upload a picture of our resources within their profile.
We also need to take into consideration that the resource might be another translation agency – so then we need to be able to set the resource up as a “company” – with contact persons (see
slide 8).

14. Resource Database – Resource Profile – Calendar

We need to see the resource’s availability.
From their resource dashboard the resource can add holidays and “off work” days – so that we know they are not available on certain days. The same applies for our Resource Team – they need
to be able to add resource’s absent time.
In the overview of their free/busy time – we should also be able to see the current/planned projects they are/going to work on.

15. Resource Database – Resource Profile – Properties – Advanced information

In addition to the basic information we need some more advanced information about the resources.
This includes, but is not limited to: Additional source languages, approved services, cheap category,
country of residence, hardware, language (native), Nationality, Software, Additional target languages,
Not approved services, Operating System, Payment Exception and so on.
In the TMS we use to day – these are Text Modules we can create – and add properties to:

16. Resource Database – Resource Profile – Additional information

We also need a place where we can add additional information about the resource – as seen above.

17. Resource Database – Resource Profile – Price Lists

We have agreed on price lists with all resources before we start working with them. Therefore we also need price lists connected to the resource profiles – which are used to calculate the
expected payable for different projects.
In the price lists we need to be able to choose currency, if we have agreed on a minimum charge and add different properties (services, content, specific clients etc.). In many cases we have
multiple price lists for a resource – as prices are usually different for medical content and general content, or technical content and marketing content. Also there can be different price lists for
different languages or services.
In the translation business we use the term CAT (computer assisted translation tool) – which means that we breakdown the payment – based on hits in translation memory. This you can see from
the picture on the right. Further information can be given on this matter later on.

18. Resource Database – Resource Profile – Payment information

All resources also need to have payment information. The fields we need here are: Sales TAX ID (VAT number), preselected tax, taxation type, payment target days, currency.
We also need a memo field where we can add information about the resource and payment procedure.
In addition, we would like some fields where we can fill in bank information (where invoices should be paid), like payment method, bank name, bank code, accounting number, address, account
holder, IBAN, SWIFT/BIC, Sort Code, PayPal address, and so on.

19. Resource Database – Resource Profile – Feedback

In all projects, we should be able to rate the freelancer based on certain criteria's (language quality, technical skills, deadline, flexibility, client complaint and so on.)
This feedback should be shown in their profile and also be calculated as a score.

20. Resource Database – Resource Profile – Tasks

We also need some kind of “task” part, where we can add things that needs to be done in regards to a certain freelancer.
This might be: following up with their address change and many other things.
The Task Types should be customizable from the Admin site.

21. Quotes – possible projects – Quote window – project team + client

Quite often our clients would like a quote for a project, before assigning it.
Because of this, we need a place where we can create quotes.
The Quote window need to have some specific values/functions:
Project Team:
The system will fetch the information about Project Manager, Account Manager and QA member from the client profile, once the client is chosen (see screenshot on the right).
There is also a File Manager here, were all files related to the Quote can be uploaded. We also need a Memo field where we can add info about the quote.
Customers:
This is where we choose the client and the contact person of the client.
We don’t need the address field.
Indirect customer (end client/account) is very important and it’s a mandatory field.
Reference number should also be a mandatory field.

22. Quotes – possible projects – Quote window – General

This is where we fill in the general information about the project/quote.
We need to have the following fields: status, time zone, company code (rights), project name, description, project type, due date, expiry date, due date (quote), quoting date.
Also we have the properties again (which we should be able to customize under Admin tab).
Change log is also important – this is like a history log of what has been done with the quote (in this case).
We also need to be able to choose languages and appropriate price lists.

23. Quotes – possible projects – Quote window – Item

A project can have multiple items (an item for each language, a project with multiple parts, etc.) and each language combination has one item.
The description is the name of the project, including language combinations. Below we can choose how we are going to get paid.
We can also add comments, due date and upload files related to the item in the File Manager.
Some important functions we need here is: prices, comment field, due date, item file manager and reference number.
We also make sure the currency is correctly fetched from the client profile.

24. Quotes – possible projects – Quote window – Output

This is where we create the quote. The quote will be generated in RTF in the system, but the system can also convert it to a PDF and attach it to an email.
When the quote is sent, there is a button to convert the Quote to an Order (Project).
See examples of email sent to client (system generated) and the actual quote (system generated) here:

25. Orders/Projects – Select source for Project

When creating new projects we need to be able to create them from scratch, based on previous project, template or a quote.

26. Orders/Projects – Project window – project team + client

When our Project Coordinators has accepted a project, they add it to our TMS.
The Project window need to have some specific values/functions:
Project Team:
The system will fetch the information about Project Manager, Account Manager and QA member from the client profile, once the client is chosen (see screenshot on the right).
We also need a Memo field where we can add project instructions, which can be populated to jobs (steps within a project).
Customers:
This is where we choose the client and the contact person of the client.
We don’t need the address field.
Indirect customer (end client/account) is very important and it’s a mandatory field.
PO number should also be a mandatory field.

27. Orders/Projects – Project window – General

This is where we fill in the general information about the project.
We need to have the following fields: order number, order date (filled in automatically), time zone, company code (rights), project name, description, project type, start date, due date.
Also we have the properties again (which we should be able to customize under Admin tab).
We also need the email subject field – as this is how we know which email belongs to the project.
We also need to be able to track feedback from client, including information from the client, and also
if the project has been delivered late to the client.
Change log is also important – this is like a history log of what has been done with the quote (in this case).
We also need to be able to choose languages and appropriate price lists – as seen on the second screenshot.

28. Orders/Projects– Project window – Item

All projects have Item status:
In preparation
In progress
Deliverable
Delivered
Approved
Invoiced
Paid
Without invoice
Cancelled
A project can have multiple items (an item for each language, a project with multiple parts, etc.) and each language combination has one item.
The description is the name of the project, including language combinations. Below we can choose how we are going to get paid.
We can also add comments, due date, PO number and see the list jobs (steps) in the project.
Some important functions we need here is: prices, comment field, due date, item file manager, PO number, overview of jobs + freelancer, .
We also make sure the currency is correctly fetched from the client profile.
In addition we have File Managers here, where we can upload all project related files, including PO from client, email from client and so on. The folder structure inside, looks like the screenshot in the top right
corner.

29. Orders/Projects– Project window – Item – File Manager

The File Manager is a place we can upload log files, information about negative feedback, original files from client and PO.
We need to have some place in the new TMS where we can upload files (File Manager) for each Item and project.

30. Orders/Projects – Project window – Output

This is where we can send the order to the client (we hardly ever do this, at the moment). The order will be generated in RTF in the system, but the system can also convert it to a PDF and attach it to an email.
Delivery dialog is rather important.
Here we can predefine how projects are delivered.
We would like to automate the process where the project is automatically delivered to the client (via email) when the last step in the project is completed.

31. Orders/Projects – Project window – Invoices

Usually we create collective invoices (multiple projects on one invoice – usually sent at the end of the month), but for some clients we are required to invoice projects separately. Then this Invoice window is
very helpful.
We need to have this option in on the Project page, and be able to choose Company code (invoice).

32. Orders/Projects – Project window – Tasks

We need to have tasks related to each project – as this is a way for our team members to communicate if they need something from someone else, related to the project.
Above you can see an example of how this works.

33. Orders/Projects – Jobs window – Summary view

Each Item in a project has different jobs (steps) – as you can see in the screenshot above – this is the common workflow. PRM – Project manager prepare the files for the translator, then we have TRA – the
translator does the translation, then we have QA – which is where our QA team do quality assurance, and then last we have FPM – finalizing project management, which means that the Project Manager
prepare the files for delivery back to the client.
We can either apply single jobs or a workflow (a workflow consist of multiple steps, so we have workflows called TRA, PRF, TEP and so on). There is also a resource applied for each job (step) and they have
been given a deadline to complete their job. There is also a File Manager – Source and Target – where what is delivered in Target is moved to the next jobs Source.
We can also see the status of each job (step) – in this workflow and view – everything is delivered.

34. Orders/Projects – Jobs window – Job details

Each job has a separate part where we can calculate payment to the resource, upload files, create check lists, set deadline and assign the job (including sending handoff email and PO).
Here you can see how the handoff email and PO looks (which is sent to the resource, also system generated):

35. Orders/Projects – Jobs window – Job request

This is where we would like to be able to assign the job to a resource. We would like too see all resources who fit the project criteria's (languages, specialization etc.) Preferably with calendar view.
We would like to be able to assign jobs in a few different ways:
Direct assignment – usually used when the assignment has been agreed with the resource via email
First come, first serve – used when we want to make the assignment available for multiple resources (on their dashboard) and they will reject or accept it – first come – first serve.
Automatic assignment – the project is assigned to one resource and he/she accepts and start the project via their dashboard.

36. Orders/Projects – Jobs window – Source data

This is where we can give the resource access to additional folders with information.
Normally this will not be required, but in some cases, we would like to give them access to the folder of the Indirect customer – as this can contain style guides, glossaries and so on.

37. Orders/Projects – Status report - Orders

Status report – projects, is a place we can search for projects based on the above criteria.
We use this function a lot, and often we use the Additional Filter: PO number to search for a specific project with a specific PO number.
So the options we definitely need here, are the following: period (time frame), company code (rights), customer, indirect customer, account manager (Project Coordinator), contact person (customer), item
status, project status, team member, project manager, project types, account manager, source language, target language, PO number, project name, email subject, negative feedback and late delivery.
We also need to be able to choose which currency we would like to see the results in.

38. Orders/Projects – Status report – Orders - Result

This is how the result looks like when we do a search with Status report – Orders.
As you can see, this view is very messy and difficult to work with – so we would like to change the way this looks completely.
But there are a few things that is very important that we see in this result view: order number, order date, customer, customer contact person, project name, status, prices, due date and PO number.
As you can see, there are checkboxes next to each order (item), from the dropdown list Option, we can choose between the following: change project status, change item status, remove selection, select all,
sort by start date, sort by delivery date, export to Excel, Column settings.

39. Continue - Orders/Projects – Status report – Orders - Result

After all the items are shown in the result view, we have all this information as shown in the screenshots above:
Total prices – the total price for all orders in the search
Project types – number of project types in the search
Month – sales numbers from different months
Customers – and overview of how much each customer has bought services for and what share they have.

40. Orders/Projects – Status report - Jobs

Status report – jobs, is a place we can search for jobs (all steps in a project) based on the above criteria.
The options we definitely need here, are the following: period (time frame), company code (rights), resource, customer, indirect customer, account manager (Project Coordinator), contact person (customer),
service, project types, job status, item status, working status, source language, target language, project name, email subject, negative feedback and late delivery.
We also need to be able to choose which currency we would like to see the results in.

41. Orders/Projects – Status report – Jobs- Result

This is how the result looks like when we do a search with Status report – Jobs.
This view is quite ok, or at least not as messy as the previous one (orders). But we are still up for a completely different view.
But there are a few things that is very important that we see in this result view: order number, job number, status, contact person (Project Manager), name of resource, customer, indirect customer, target
language, price, and any information about the project (negative feedback).
As you can see, there are checkboxes next to each job, from the dropdown list Option, we can choose between the following: select all, remove selection, change status to, Invoicing – Invoice in preparation,
Invoicing – Clear invoice for payment, export to Excel, column settings (what options we want to show in the view).

42. Continue - Orders/Projects – Status report – Jobs- Result

After all the jobs are shown in the result view, we have all this information as shown in the screenshots above:
Total prices – the total price for all jobs in the search
Total jobs/resources– number of jobs, payable and share for each resource + graph
Total jobs/job types – and overview of which job types that has been completed + graph

43. Orders/Projects – Jobs chains

We need to be able to create job chains – this is called a work flow.
From this tab we can give the workflow a name (in this case Complete workflow TRA). We have then chosen all jobs which are part of this workflow: PRM, TRA, QA and FMP. And these workflows can be
chosen under Jobs – Summary view – see slide 32.
There is also an option here to only make this workflow available for a particular client/customer.

44. Orders/Projects – Templates – Order Template

We need to be able to create order templates, this means that we create templates for an indirect client which always use the same information (instructions, languages, contact person, project name,
specialization, price list category and so on).
So under Orders – Templates – Order Templates, we can create project templates which we can use when i.e. a new Apple project is received.
And within the Order Template, we can create a Job Template:

45. Invoices – via Dashboard – Billable items

The common way for us to create invoices is to first set an order/project as approved. Then we can see it under Approved in Orders. When the project get the status Approved it’s also moved to the Billable
item(s) and installments – where we also see the list Approved. When we click on this, it will show us a view below (which is the picture on the right side).
From here we can create invoices. Normally we sort the view after clients (as you can currently see) and we will see the total below all orders for each client. These orders do also have check boxes and from
the dropdown menu Options we can choose the following: create collective invoice (multiple projects on one invoice), select all, remove selection, do not group, group by orders, group by customer, export to
Excel and column settings.
Normally we mark all orders for one client and choose Create collative invoice. Then there is a new drop down list appearing, where we can choose for which client we can to invoice.
Then after that, we are taken to the Invoice view.

46. Invoices – via Dashboard – Invoice view – General + customers

This is the first part of the invoice view: Customers. Here we make sure the correct customer is chosen and contact person is referring to accounting email. We also make sure the address of the client it
correct - and in the Communication part, data is fetched from the client profile.
General – this is the general information for the invoice. Here we need to have the following fields: invoice number (system generated), status, company code (invoice), Invoice name, description, invoicing
date (automatically filled out), payment due (automatically calculated), date paid (invoice set as paid from other view).
Financial accounting – here we only need invoice created by, Sales Tax ID (Vat number) and taxation type.

47. Invoices – via Dashboard – Invoice view – Items

This is where all items (projects) are added to the invoice.
Here we will see the name, price, PO number, language and orders.
This list is usually very long for collective invoices.
And at the bottom, we have the total amount + tax amount.

48. Invoices – via Dashboard – Tasks and Output

Again, we have the tasks. This is important to have the task function under the invoices as well – as sometimes we need to create memos related to the invoice.
Output – this is where the invoice is generated and sent via email to the client. We always make sure the correct template is chosen, and also correct output format.
Here you can see how the email with the invoice looks, and also the system generated PDF invoice:

49. Invoices – Receivables

In this tab Receivables under Invoices we can choose company code (invoice), choose to create a new invoice from a client (the client it chosen from the dropdown menu), edit an invoice where we know the
invoice number, edit an already created invoice (outstanding), create an invoice from and order (chose the order from the dropdown list) or copy a previous invoice.
Below, we can also see the last selected invoices.
We usually don't create invoices here from, but from the Dashboard as seen on slide 44-47. But sometimes we need to correct invoices which has already been created, and then we go here.

50. Invoices – Credits

On the Credits tab we can create Credit notes.
This is an important part of the accounting – and we need to be able to issue Credit notes.
A credit note page has 3 parts:
General – credit note number, related invoice, status, company code (Invoice), credit created on, taxation type, project type, change log, include in gross profit
Customers – customer, contact person, address, PO number, template, the cred note which is sent with an email to the client(system generated – see copy here:
Item – Items on invoice, total price and tax.

51. Invoices – Payables

In this tab Payables we can create invoices on behalf of resources or edit an invoice already created for a resource. Below, we can also see the last selected invoices.

52. Invoices – Payables – Resource invoice – General invoice data

As seen on the screenshot above, we need at least these fields as part of the resource invoice:
Internal invoice number, resource, external invoice number, template, system generated invoice (PDF+RTF), File Manager (where we can upload the invoice received from the resource), status, invoicing date,
value date, checked on date, payment due date (automatically calculated), payment method, taxation type, invoice created by and memo.

53. Invoices – Payables – Resource invoice – Item – Edit invoice

We need to be able to see all jobs and their
calculations in addition we also need to see job
number, job status, job date, descriptions, prices,
quantity, prices (Invoices) and tax.
At the bottom, we also need to see the total payable,
including taxes.
We also need to be able to add single jobs – as seen in
the New part – where a number can be added,
including description, price and tax.

54. Queries – Receivable

We need to be able to have a report/query tab where we can generate reports for different aspects of the business.
In this tab Queries – Receivable we need to have the following fields: invoicing date, payment due, date paid, company code (Invoice), customers, indirect customer, account manager, project manager,
project types, status of outgoing invoice, credit note status, description, project name, PO number and currency.

55. Queries – Receivable - Results

In the results we need to see all outgoing invoices that matches the search criteria's.
We also need to be able to see the following in the results: customer, invoices, invoicing date, invoice amount, net, tax, gross, paid, outstanding, payment due, date paid.
We also need to see the total amounts at the bottom.

56. Continue - Queries – Receivable - Results

Below the results we can also see these summarizations, including graphs.

57. Queries – Payable

In this tab Queries – Payable we need to have the following fields: invoicing date, payment due, date paid, company code (Invoice), resource, status and invoice number,

58. Queries – Payable- Results

In the results we need to see all incoming invoices that matches the search criteria's.
We also need to be able to see the following in the results: creditors, invoicing date, invoices, invoice amount, net, tax, gross, paid, outstanding, external invoice number, payment due.
We also need to see the total amounts at the bottom.
We also need to be able to mark the invoices as paid from this view.

59. Continue - Queries – Payable - Results

Below the results we can also see these summarizations, including graphs.

60. Queries – Gross Profit

This tab, Gross Profit, is a very important tab that we use.
We need the following fields: order date, order due date, item creation date, item delivered on, item due date, invoicing date, company code (rights), customers, indirect customer, project types, account
manager, description, PO number, project name, email subject, negative feedback, late delivery and specialization

61. Queries – Gross Profit - Results

In the results we need to see all orders/items that matches the search criteria's.
We also need to be able to see the following in the results: order number, order date, customer, project manager, indirect customer, account manager, project name, sales, expenses, gross profit and profit
margin (negative profit margin should be red).
We also need to see the total amounts at the bottom – including average numbers.
This view should also be exportable to Excel.

62. Continue - Queries – Gross Profit – Results – Monthly view + month

Below the results we can also see these summarizations, including graphs.

63. Continue - Queries – Gross Profit – Results – Project type + customers

Below the results we can also see these summarizations, including graphs.

64. Continue - Queries – Gross Profit – Results – Language combinations + target language

Below the results we can also see these summarizations, including graphs.

65. Queries – Gross Profit Summary

This tab, Gross Profit, is a very important tab that we use.
We need the following fields: order date, order due date, item creation date, item delivered on, item due date, invoicing date, company code (rights), project types, description, PO number, project name,
email subject, negative feedback, late delivery and specialization

66. Queries – Gross Profit Summary - Results

In the results we need to see all clients that matches the search criteria's.
We also need to be able to see the following in the results: customer, number of orders, sales, % share, expenses, gross profit, profit margin,% share.
We also need to see the total amounts at the bottom – including average numbers.
This view should also be exportable to Excel.

67. Queries – New customers

We need to use this tab New customers as part of our Sales CRM system – as we need a place where we can generate reports on how many new clients a business
developer has found during a month – and also see the sales number of those client – to determinate their bonuses.
So the search criteria’s needs to include: period, company code (rights), project types, creator, Sales person, account manager, project manager and client origin.

68. Queries – New customers - Results

The results needs to contain, first order date, customer creation date, customer, sales person/business developer, source of contact, number of orders, sales, % share,
expenses, gross profit, profit margin.

69. Queries – Change log

We need to have a Change log search where we can see who has done what in the system.
We need to be able to set a period for the search, in addition we need to choose between different types: login list (customers), log in list (resources), change log –
customers, change log – resources, change log – quotes, change log – orders, change log – receivables, change log – payables, change log – credits, change log –
admin.

70. Queries – Change log - Results

Here we can see everything that has been done for i.e. an order.
We need to see: date, user, project name, type, action, before, after and description.

71. Queries – Tasks

We need to have a tab for Tasks as well where we can see all tasks and search for them.
We need to be able to set a period for the search, in addition we need to choose between different areas, tasks types, status, commissioned by, responsible person,
priority.

72. Queries – Tasks - Results

The results needs to contain, name, memo, commissioned by, task types, person responsible and status.

73. Queries – Cash flow

We need to have a tab for Cash flow to see how current payables and receivables looks.
We need to be able to see the period, receivable, items, installment, payables, jobs, additional cots, cash-in/cash-out, cash flow.

74. Admin – Settings - Email

As earlier mentioned, we need to be able to send emails from our TMS. As seen above, we have integrated Exchange emails in Plunet, and we would also like this in our
new TMS. Of course, if they emails could open in Outlook instead of inside the TMS, that would be even more perfect – but I don’t know if this is possible.

75. Admin – Settings – System values

Here are different system values that are set in Plunet. I don’t know how many of these would be needed for the new TMS. But it would be good to set disconnection
time for users, have different color styles, password policies, choose date format, time zone, decimal separator, preselected tax and so on.

76. Admin – Settings – System paths

I don’t know if these system paths are of any use, but I just added them, just in case.

77. Admin – Settings – Imprint

We should have imprint information somewhere.

78. Admin – Settings – Contacts - Customers

This is were we set some of the settings for customers. We have found these very useful in Plunet: status names, set customer status to “old”, set resource status to
“old”, folder format, show names, first day of the week, create “image” folder, resource coordinator, username format, default value for payment method.

79. Admin – Settings – Quotes

This is were we set some of the settings for quotes.
We have found these very useful in Plunet: quote number (+ prefix), quote format, minimum number,
create automatic item, expiry, preselected project manager, output format, attach quote to emails as PDF,
Additional fields: start date, due date.

80. Admin – Settings – Orders

This is were we set some of the settings for order, as we have used this a lot.
We have found these mandatory to have: order number (+ prefix), order format, minimum number,
Preselected project manager, output format, order date, display time zone, set status “completed” automatically,
default description of new items, initial status of new items, PO number, unique PO number, do not allow manual status change
to “invoiced” rounding procedure.
Additional fields: start date, due date.

81. Admin – Settings – Jobs

This is were we set some of the settings for jobs, as we have used this a lot.
We have found these mandatory to have: default description of new jobs, default contact person for new jobs, enter current time when a job is created, job delivery
available with this project roles, rounding in jobs, show job comment for external resources, find resources, job delivery only possible after completion of the check list,
save job communication at job level, attach job assignment to email as PDF, set internal jobs from “Approved to “Without invoice” automatically,
Show number of files, output format, rounding procedure and color settings for job status.
Additional fields: start date, due date.

82. Admin – Settings – Company code

This is were we set up different company codes (companies).
As you can see here, we have three different companies, but BeConnected Oslo is a part of BeConnected Norway, so they have same Company code invoice).
We need a section like this.
See next slide for more detailed information.

83. Admin – Settings – Company codes – Receivables Settings

This is where we set up the receivable settings for a company code.
We need to have at least the following: invoice number (+ prefix), invoice number format, minimum invoice number, calculation period for payment target, payment
target for invoices, value date, item status required for billing, preselected project manager, output format, attach invoice to email as PDF, accounting assignment, unique
Sales TAX ID.

84. Admin – Settings – Company codes – Payables + Credits

This is where we set up the payable and credit settings for a company code.
We need to have at least the following for Payables: only transfer jobs with the same company code (invoice), external resources sees invoice as PDF, external invoice
number is mandatory, attach invoice to email as PDF, show company code (invoice) in vendor portal, calculation method for payment target, payment target for invoices,
status of payable after checking, automatic collective invoice for jobs
We need to have at least the following for Credits: credit number (+prefix), credit number format, minimum number.

85. Admin – Settings – Company codes – Reminders + Other

This is where we set up the reminders and other information for a company code.
We need to have at least the following for Reminders: 1st, 2nd and 3rd reminder including reminding days.
We need to have at least the following for Others: tax rates, and calculations, template sets.

86. Admin – Users – Internal and External resources

A place where we can see all external and internal user accounts – including username and password (if users have created their own password, we can’t see it (xxx), if we
have created the password, we should be able to see it).
We can also reset the passwords from here and send the details via email, as seen here:
We should also be able to see Client accounts (when we get a client portal).

87. Admin – Users – Internal and External resources – disable log in

In this part, we can set rules for when logins should be disabled.

88. Admin – Rights – Resources Internal

Here we have created different right groups, based on the different departments.
On the next page, you can see what settings we can choose between – and how we set up rights groups.

89. Admin – Rights – Resources Internal - Rights

This is where we can choose what rights we want each profile or resource group to have.

90. Admin – Rights – Resources External - Rights

This is where we set rights for external resource groups and resources.

91. Admin – Rights – Dashboards

This is where we choose what dashboards (of other internal users) internal users can
see.

92. Admin – Properties

This is where we set up different properties of our own choice.
See next page for how the properties window looks like.
We would like this function as well in the new TMS.

93. Admin – Properties – creation window.

Here we add all the subcategories of the property and also set some settings.

94. Admin – Jobs

We can also create jobs (like properties).
See next page for how the job window looks like.
We would like this function as well in the new TMS.

95. Admin – Jobs – window – work instructions

Here we can set up work instructions for the different jobs and also create check lists.

96. Admin – Jobs – window – properties and CAT interface

Here we can set up properties for the job and also what CAT interfaces that are allowed, in addition to folder access.

97. Admin – Jobs – Service groups

Here we can set up different service groups.

98. Admin – Prices

Here we can set up different price groups and assign unites and services.
We can also administrate general customer and resource price lists.

99. Admin – Licenses

Here we can see an overview of which users that are logged in – and we can also throw them out if needed.

100. Admin – CAT interface

The TMS system needs to be able to read logs generated from different CAT tools (translation programs).
We can provide logs from all software’s so you can see how you need to integrate them into the TMS.
Also, for each project (item + job) we need to be able to upload logs (as above) and the TMS will read it and we can calculate
receivable and payable based on the imported log.

101. Admin – Miscellaneous

Here we can create project types, taxation types, project roles and define payment methods

102. Admin – Miscellaneous - Currencies

Here the system set default currency, in addition it fetches currency exchange rates for other used currencies.

103. Admin – Miscellaneous – User Info

Here we can set up the text to be shown on the log in page.

104. Admin – Miscellaneous – Task types + Rejection of quotes

Here we can set up task types and also create reasons for quote rejection.

105. Admin – Templates – Template sets

We have different template sets in the system – since we have two company codes – Norway and Bulgaria.
I have created a folder with examples of templates in the system – so you can have a look. You can download them from here: https://www.hightail.com/download/bXBiZGVhUENIcWV5VmNUQw
And the list of flag which are used to create templates, can be downloaded from here: https://www.hightail.com/download/bXBiZGVVNkd0TW5tcXRVag

106. Admin – Templates – Default expressions

Here we can set default expressions which are used in the different templates.
This can be system set – we don’t really need to be able to set default expression ourselves.

107. Admin – Templates – Email

Here we can customize emails that are sent from the system.
We can use HTML editing.
See next slide for editing window of email.
The email is chosen from the email dropdown and then we choose the template from template dropdown.
This is a function we need in the new TMS.

108. Continue - Admin – Templates – Email

On the right side we can edit the email and use flags.
You can see examples of all these templates when you download the templates from the link on slide 105.

109. Admin – Folder sets

Here we can create customized folder sets.
This is a function we use, and that we also need in the new TMS.
See the next slides for more details.

110. Continue - Admin – Folder sets - Areas

This is where we can create folder sets for customers, resources, quotes, orders, jobs and items.

111. Continue - Admin – Folder sets - for templates

This is where we can create folder sets for templates – in this case – this is related to customized properties – jobs.

112. Admin – Text modules

The text modules are used a lot.
This are modules of text that we can customize and then place different places in the TMS.
See next slide for details.

113. Continue - Admin – Edit text modules

When we have created a new text module, we can then choose where it can be visible, read only and so on.

114. User profile – dashboard - Email

In the Email tab on the dashboard the user can set up personal email preferences.
They can also open an empty email.

115. User profile – Settings - Miscellaneous

Here the users can choose their own style of the TMS and other personal settings.

116. User profile – Settings - Email

Set up of the users email.

117. User profile – Settings – Email signature

This is where we create the email signatures for the emails sent from the system.
The footer is already created for the whole system, so only the personal part is added via HTML.

118. Resource Registration form – part 1

We want our resources to be able to register with us we our website.
This is an example of the current registration form we are using.
They also receive this email, after filling out a short form: http://beconnected.plunet.net/pagesUTF8/templatenewresource.html - but we don’t like this layout at all.

119. Resource Registration form – part 2

120. Resource Registration form – part 3

121. Resource Registration form – part 4

122. Resource Registration form – part 5

123. Resource Registration form – part 6

124. Resource Registration form – part 7

125. Resource Registration form – part 8

This page is a summary of all details
provided.

126. Resource Portal - Dashboard

This is how the dashboard on the resource portal
looks.
Here the resource can see all jobs assigned to them,
they are currently working on, delivered, approved
and requested.

127. Resource Portal – Dashboard – List view

In the List view – the freelancer can see all jobs
currently assigned to them and by clicking on the
job number, they are taken to the job.

128. Resource Portal – Dashboard – List view

In the List view – the freelancer can see all jobs
currently assigned to them and by clicking on the
job number, they are taken to the job.

129. Resource Portal – Orders – Job details

In the job details, the resource can see all the information they need about the project.
Including what they get paid.
We would like for them to also be able to download a PO from here.

130. Resource Portal – Orders – Source and Target data

This is where the resource can download source files and references (Source data) and deliver files (Target data).
When all boxes are checked, it looks like this:

131. Resource Portal – Orders – Status report - jobs

Here the resources can search/create a list of all jobs they have done in the system – and also see the amounts.

132. Resource Portal – Dashboard – Settings

Here the resources can add if they are going on vacation or is “off work”.
They can also choose style and some other settings.

133. Functions we would like later on + last info

Functions we would also like to integrate in the long run:
Request Management | Time tracking (internal staff - hours worked)
Adding of internal holidays and leaves | Customer Portal
Marketing options
This presentation with screenshots became very long – and for that I’m sorry.
I just wanted to give you a clear picture of all the functions that we need and how we work.
We are open to questions if you have any.
You can also log in again, in the test system if needed:
Test system: http://demo63.plunet.com/
Project manager: Paul Leiter
Password: b€c0n
Please also note that this presentation has not been yet seen by my business partner, so there might be some additions or deletions of functions – but this presentation should give
you a clear view of what we are looking for.
We are looking forward to get some kind of time estimate and quote – and maybe some example pages with designs.
Thanks!