VERTIS – Translation Services Administration Information System
A national information system for centrally administering government translation services. It supports the efficient organisation and management of translation and VOIP services in 24 languages, enabling seamless collaboration between service recipients, translation agencies and translators.
The solution digitises the complete service cycle – from submitting a request through delivery and accounting.
The challenge
The task
The objective was to establish a unified and transparent way to administer translation services across multiple participant groups – service recipients, the agency, translation bureaux and translators.
Before the system was introduced, processes were fragmented, making it difficult to allocate requests efficiently, monitor delivery and maintain consistent quality control.
The solution also needed to support real-time coordination of interpreting services and accurate recording of their duration.
Main features
Translation service ordering
Ordering interpreting, written, telephone and video-conference translation services and submitting the required details.
Contract, rate and limit management
Managing contracts, service rates, financial balances, credit and service limits.
Translation workflow coordination
Translation bureaux can accept requests, allocate them to translators and monitor delivery progress.
Service delivery
Assigning translators, delivering the service, recording duration and outcomes, and closing the request.
User and account management
Managing registration, accounts, roles and access permissions for recipients, institutions, translators and administrators.
Translator and bureau management
Administering translation bureaux, translators, languages, qualifications and service availability.
Document and approval management
Managing original and translated documents, service confirmations, records and related files.
Notifications and communication
Managing automated SMS and email notifications, reminders and multilingual communication rules.
Telephone interpreting and VOIP
Organising telephone interpreting, connecting calls and recording duration and call records through VOIP integration.
Reports and statistics
Analysing and reporting on services, requests, financial data and other operational information.
Audit and data control
Recording and tracing user actions, changes, sign-ins, integrations and system events.
System administration
Administering classifications, languages, general settings, content, integrations and other system parameters.
The result
Translation services administration information system
VERTIS is a centralised information system for the Reception and Integration Agency, service recipients, institutions, translators and translation bureaux. It covers the complete translation-service lifecycle: user registration, request submission, translator assignment, service delivery, receipt confirmation, settlement data, reporting and audit. The system supports interpreting, written, telephone and video-conference translation, with role-specific workspaces and permissions for each user group. The platform manages the workflow end to end: requests are submitted in the system, service conditions and limits are checked automatically, statuses are managed, tasks are assigned to bureaux and translators, and users receive automated notifications about important events. VOIP and SMS integrations support telephone interpreting, call-duration and recording capture, and automated confirmations and reminders in the selected language. The administration environment centrally manages users, contracts, service limits, requests, classifications, notification rules, reports and system logs. VERTIS connects the entire translation-service process into one controlled and traceable digital chain rather than merely recording individual requests. It brings recipients, commissioning institutions, translation bureaux, translators and administrators into one environment, automates communication and delivery control, and supports data security, differentiated access rights and activity auditing. Its modular architecture and standardised integration interfaces allow the solution to evolve with changing operational requirements.
Project results
The project delivered the complete service cycle required to build and prepare VERTIS for operation: functional and non-functional requirements analysis, process modelling, definition of user roles, data flows and integrations, system architecture and design documentation, and user-interface models. Test and production environments were prepared, system modules configured and built, SMS and VOIP integrations implemented, and internal, functional, performance and security testing completed, followed by acceptance testing and pilot operation. System launch, recovery, user and administrator instructions were prepared, user and administrator training delivered, and warranty maintenance, defect resolution, updates and operational support provided.
Fully traceable, data-driven service management
Role-specific workspaces within one process
Request allocation and delivery-control mechanisms
Automated multilingual communication with service recipients and VOIP telephony, including call management and recording
Integrated service-limit, contract and pricing management
All translation-service types and processes managed in one system, from request to service confirmation