When it comes to translations in international companies Translation Management Systems (TMS) are the backbone of an efficient localization strategy. But what happens when the existing system reaches its limits – and migration becomes urgently necessary?
Our customer, a leading manufacturer of valves and automation components, faced precisely this challenge. With an unwieldy legacy system, messy databases and a key person who would soon be leaving the company, the changeover had to be carried out early but with a strategy.
In this success story, we explain how we successfully implemented this challenging migration – and what we learned from it.
The initial situation: Locked system, unclean data
Our client had been working with a translation management system for years that no longer met all requirements. It was managed locally and new requirements could only be implemented with a great deal of effort.
There were also structural challenges: The translation memories and terminology inventories were overloaded, often incorrect or outdated. The advantage for us was that the new system of choice had already been selected and purchased. So instead of starting with a thorough system evaluation, we were able to sit in the system nest, so to speak, and start the migration straight away.
Our approach: Precise planning meets tool expertise
A system migration is never a pure “copy & paste”. Every company has its own history, system landscape and processes. That’s why it was important to us not only to accompany the pure data transfer, but to create a holistic solution – tailored to the needs of our customer.
Initial workshop
In preparation, we first put the existing system through its paces. Which functions and configurations are already available? What needs to be adapted or added in order to map the necessary processes?
Together with the customer, we then went into detail. What were the specific requirements, what was needed immediately and what was rather nice-to-have? A jointly agreed roadmap was also essential in order to define clearly defined roles and responsibilities in addition to the milestones.
System configuration
With all the important information in hand, we were then able to start with the individual system setup. The most important aspects that were implemented here were clear user management including a roles and rights concept, dedicated workflows and metadata concepts for clean order handling and customized project templates.
Test phase
As soon as the system was equipped with all the necessary configurations and these were approved, we were able to start with concrete system and workflow tests – in close coordination with all relevant stakeholders and, if necessary, with the system manufacturer. During this test phase, it was important to correctly map all common processes and ensure the successful transfer of data between the customer and service provider systems.
Data cleansing & migration
The system configuration was not our only major work package. It was not only processes that had to be migrated, but also data – in our case including prior data analysis and cleansing so that we could start with clean data in the new system.
And that was a real highlight! More than three quarters of the TM stocks were completely removed – mostly duplicates due to the previous data management.
The data formats were also adapted to ensure a smooth import into the new system. Terminology data was of course also included and was also transferred to the new system.
The overall result? A stable, cleanly configured system that meets all of the customer’s requirements – with significantly leaner, more efficient data structures.
Outlook: Automation and smart connections
The system is ready – and is now being taken live step by step and project by project. But the journey does not end there:
- The connection of Machine Translation (MT) is the next milestone.
- Integration with the ST4 content management system for automated translation processes is also possible.
- In parallel, the further development and expansion of the terminology database for a standardized corporate language is planned.
The basis for efficient, scalable translation management has therefore been created – including prospects for further optimization.
Conclusion: A strategy for successful migration
Migrations of translation management tools are complex – no question about it. But with the right preparation, a clean methodology, stakeholder involvement and a clear focus, the project will be a success.
Are you also planning a migration or would you like to make your translation processes more efficient? Then get in touch with us – we will share our experience and help you to create the optimum setup for your company.
