Comprehensive Translation Services Workflow for UKHSA - October 2022
This document outlines the end-to-end workflow for providing alternative formats and translations at UKHSA, covering request processing, obtaining quotes, commissioning, QA/approvals, content review, delivery, and feedback. It includes key roles, responsibilities, and best practices, ensuring accessibility and inclusivity in various languages and formats.
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AA Global Service Request Process Health Protection Team October 2022
AA Global Language Services Interpretation Face to Face Telephone British Sign Language Conference Interpreting Translations Document Translation & Proofreading Website Translation Voiceover & Subtitles Over 500 languages & dialects Accessible Formats Easy Read, Braille, Makaton
AA Global Translation Services UKHSA Alternative Formats & Translation Proposed Workflow DRAFT Production Complete request form Obtain quote Commission QA / approvals Review impact Check timings are appropriate Receive final versions Send for publishing Delivery team / supplier creates alternative formats, working with commissioner where appropriate Coordinator gets quote of turnaround time and (if external) cost Commissioner sends content / relevant files, additional requirements, UKHSA commissioning best practice / use exemplar brief Draft Commissioner reviews drafts for example checking layout, PDF accessibility, or getting translations independently verified (eg with Welsh Gov or with charity partners) Commissioner requests and reviews analytics of created content Commissioner outlines goals, audience need, format, languages needed, size of work (word-count or attached originals), urgency/priority and any user research needed Commissioner may renegotiate Commissioner sends final content to appropriate team: Publishing team (via content designer), social media team, or direct to partner organization (RNIB) Commissioner stores new source files, print files and translation certificates (if relevant) in UKHSA Sharepoint Reviews any ad- hoc feedback Coordinator Checks budget Ensure version control / numbering Commissions user researcher to measure impact of content Conduct user research if part of commission alternatively may be done in-house (via or cc ing coordinator) Depending on content may require additional approval (eg PHCO, legal, regulatory) This is to help with the quote and prioritisation Invoice Coordinator records work on tracker Coordinator checks invoice against tracker, and with commissioner May work with delivery team / supplier on amends Approves for payment Key / role definitions Commissioner Relevant guidance owner responsible for ensuring alternative formats and translations are available Coordinator Relationship manager with delivery team / supplier Delivery team / supplier Responsible for production of alternative formats or translation coordinator User research team Internal team responsible for long-term review of alternative formats Health equity and inclusive design team Responsible for advice on requirements and best practice for alternative formats and translations
AA Global Translation Services Request Form AA Global Service Request Form 1. Requester Details 2. Request Details 1.1Name 2.1Order Date 1.2Email 2.2Priority Level [Please Select] 1.3Directorate [Please Select] 2.3Date Required by 1.4Team/Department 2.4Type of Request [Please Select] 3. Request Description 4. Additional Information / Comments Completion Date Ref. Number
AA Global Translation Request Process *Quotes will be approved by Design Ops Email translation request form to: Yulia Pavlova (AA Global Translation Services) Yulia@aaglobal.co.uk & AA Global responds with acknowledgement, quote* and delivery date. If required, an email/teams discussion can be set up to discuss finer points of the translation Complete request form outlining translation requirements Translation delivered to requester translations@aaglobal.co.uk translations@aaglobal.co.uk Copy in: eniola.Onafowokan@ukhsa. gov.uk & designops@ukhsa.gov.uk AA Global Service Request Form.xlsx AA Global Service Request Form.xlsx eniola.Onafowokan@ukhsa.gov.uk AA Global Service Request Form.xlsx eniola.Onafowokan@ukhsa.gov.uk designops@ukhsa.gov.uk
Invoice Tracking/Payment AA Global issue invoice with cost breakdown to Accounts Payable & Design Ops Eniola Onafowokan updates the Translation Spend Tracker using the information from the quote Design Ops: Raise a receipt in MaPS Design Ops: Updates the Translation Spend Tracker and reconciles the invoice breakdown against the projects Procure to pay to guidelines and processes .docx Procure to pay to guidelines and processes .docx Translation Spend Tracker - AA Global - from Sept. 21 onward.xlsx Translation Spend Tracker - AA Global - from Sept. 21 onward.xlsx Procure to pay to guidelines and processes .docx Translation Spend Tracker - AA Global - from Sept. 21 onward.xlsx Translation Spend Tracker - AA Global - from Sept. 21 onward.xlsx When the quote is entered into the Translation Tracker it automatically updates the Monthly Accruals spreadsheet for Finance Monthly accruals.xlsx
AA Global Contacts Contracts Manager: Jayne Robinson jayne@aaglobal.co.uk Accounts: Francesca Thompson francesca@aaglobal.co.uk Translations Department Manager: Yulia Pavlova yulia@aaglobal.co.uk
