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Department of Conferences and Meetings Management
November 30, 2010/AGC
Report on Language Services and Measures to Achieve Savings in the Provision of
Conference Services for OAS Meetings
AG/RES. 1 (XL-E/10) III.A.12.a
12. Conference and meeting services
a) To reiterate to the General Secretariat the need to expand its review of the Organization’s interpretation and translation services to include the whole area of conferences and meetings services, and to present for consideration of the CAAP, progress reports on the current services and needs of the Department of Conferences and Meetings Management, including information on the most efficient and cost-effective means of delivering these services, at headquarters and away from headquarters, taking into consideration member states’ requirements and overall needs and limitations of the Organization in fulfilling its mandates .
Mandate
Language Services SectionDCMM
• Provides in-house translations of 45% of the documents requested by all the areas of the GS/OAS, giving priority to the PC and GA
• Coordinates outside translations of the remaining 55% • Identifies the best translator for each document, based on his or her
experience and specialty• Reviews translations and/or original documents at the request of the
areas• Exercises quality control of all translations• Tests translators before adding them to the roster of freelance translators• Advises the delegations of the member states at Style Committee
meetings• Compiles and updates glossaries and style manuals in order to unify and
preserve OAS vocabulary and style
Language Services SectionDCMM
• Coordinates interpretation services for all GS/OAS meetings at and away from Headquarters
• Advices the areas on the most appropriate and efficient ways of hiring interpreters
• Identifies interpreters certified by professional associations in the member states
• Provides in-house interpretation services for: – Meetings of the Chair of the PC and regional coordinators– Meetings of a highly confidential nature– Missions of ministers and/or ambassadors– Ambassadors’ private and negotiation meetings– Private meetings of the SG and ASG
TRANSLATION
Translation flow chartPermanent Council, General Secretariat and
Technical Areas
Coordination
Freelance translatorsIn-house
translator/reviewers
Proof reading
Printshop
Distribution
Archive
Translation statisticsJanuary – October 2010
*Equivalent to 25,320 source pages requested. The number of words delivered was higher (10,884,499) because the same source document is sometimes translated into more than one target language.
MONTHSPANISH ENGLISH FRENCH PORTUGUESE
IN-HOUSE FREELANCERS IN-HOUSE FREELANCERS IN-HOUSE FREELANCERS IN-HOUSE FREELANCERS
JANUARY 20,774 34,532 95,422 212,460 62,849 58,194 37,861 82,335
FEBRUARY 36,077 53,717 158,284 142,164 86,276 104,620 20,863 174,253
MARCH 52,233 160,153 133,535 528,616 154,134 131,519 112,334 169,270
APRIL 60,817 51,561 186,962 192,689 259,864 151,556 157,756 258,585
MAY 97,289 51,923 579,901 369,600 832,795 150,457 473,984 510,934
JUNE 33,495 4,561 133,371 366,861 123,249 11,045 88,535 44,698
JULY 12,755 17,101 29,560 85,485 27,753 17,848 26,498 12,125
AUGUST 39,623 56,281 67,980 311,300 59,343 98,609 65,514 98,925
SEPTEMBER 44,082 72,787 92,814 276,735 110,515 19,029 100,143 29,072
OCTOBER 44,566 63,077 83,831 645,137 74,653 54,833 58,528 73,034
TOTAL 441,711 565,693 1,561,660 3,131,047 1,791,431 797,710 1,142,016 1,453,231
Requests for translationMONTH REQUESTS
JANUARY 194
FEBRUARY 230
MARCH 416
APRIL 423
MAY 694
JUNE 184
JULY 133
AUGUST 196
SEPTEMBER 231
OCTOBER 280
TOTAL 2,981
CHANGES FROM ONE MONTH TO ANOTHER
0
100
200
300
400
500
600
700
800
JANUARY
FEBRUARY
MARCHAPR
ILMAY
JUNE
JULY
AUGUST
SEPTE
MBER
OCTOBER
REQUESTS
In-house vs. freelancers’ translations
TRANSLATION SPANISH %S ENGLISH %E FRENCH %F PORTUGUESE %PIN-HOUSE 441,711 44% 1,561,660 33% 1,791,431 69% 1,142,016 44%
FREELANCERS 565,693 56% 3,131,047 67% 797,710 31% 1,453,231 56% 1,007,404 4,692,707 2,589,141 2,595,247
0
500000
1000000
1500000
2000000
2500000
3000000
3500000
4000000
4500000
5000000
SPANISH ENGLISH FRENCH PORTUGUESE
IN-HOUSEOUT-OF-HOUSE
In-house translators by language
English: 1 translator/reviewer Spanish: 1 translator/reviewer1 translator
Portuguese: 1 in-house translator/reviewer French: 3 translator/reviewers1 translator/reviewer (CPR)
1
2
3
2
Spanish
English
French
Portuguese
Translation requests by language
Language of the source document
80%
18%
1%
1%
Spanish
English
French
Portuguese
Target language
9%
35%
28%
28%
Spanish
English
French
Spanish
Translation requests by GS/OAS area
1429
334
218
210
164
130
96
59
59
58
50
33
30
28
15
15
12
10
10
10
5
4
2
0 200 400 600 800 1000 1200 1400 1600
Permanent Council
General Assembly
CEPCIDI
CIDH
CITEL
Legal Affairs
CIM
CICAD
CIDI
Secretary General
SEDI
CICTE
CIP
UPD
Administrative Tribunal
Assistant Secretary General
Summits
External Relations
Human Resources
Staff Association
Public Security
Inspector General
Financial Services
In-house translations = Savings for the area
485383.83
164447.12
66075.09
41234.52
38108.39
15093.96
13371.01
10503.45
10157.16
9699.35
6126.8
5182.96
2977.72
2801.94
1714.79
1542.58
1324.81
1109.25
989.23
956.76
493
0 100000 200000 300000 400000 500000 600000
Permanent Council
General Assembly
CEPCIDI
Administrative Tribunal
CIDI
CITEL
Legal Affairs
CIM
SEDI
CICTE
CIP
CIDH
Assistant Secretary General
Secretary General
CICAD
Staff Association
Human Resources
UPD
Public Security
External Relations
Financial Services
Total savings $879,293.72
INTERPRETATION
Interpretation flow chart
Areas/secretariats schedule the meeting
through OASCAL
Languages Section is notified of the day, time,
and interpretation services requested
After consulting the availability calendar , the
best interpreters are selected, based on
language combination and specialty
The team is re-evaluated and altered
to match confirmation of availability
At 3:00 p.m. of the day prior to the meeting, the
Languages Section requests confirmation of
the meeting
At 5:00 p.m. of the day prior to the meeting, interpreters
receive a contractually binding confirmation,
together with reference material sent by the area/
secretariatConsultation with area/secretariat regarding
possibility of combining meetings and the scope of the interpretation needed
with a view to saving resources
Meetings with interpretation (month)
MONTH MEETINGS
JANUARY 25
FEBRUARY 36
MARCH 79
APRIL 65
MAY 78
JUNE 16
JULY 21
AUGUST 11
SEPTEMBER 60
OCTOBER 45
TOTAL 436
NUMBER OF EVENTS STAFFED BY MONTH
25
36
79
65
78
11
60
45
16
21
0
10
20
30
40
50
60
70
80
90
JANUARY
FEBRUARY
MARCH
APRILM
AYJU
NEJU
LY
AUGUST
SEPTEMBER
OCTOBER
Meetings with interpretation (area)
218
52
32
23
23
22
18
18
10
5
4
3
3
3
1
1
0 50 100 150 200 250
Consejo Permanente
CEPCIDI
CIDH
Secretario General
Relaciones Externas
SEDI
MESICIC
EXTRA
CIM
CICTE
CIDI
REMJA
CITEL
SAP
IICA
CICAD
Types of service used in CP/CEPCIDIEvents Staffed by Language Combination
58
11
130
7
23
149
0
20
40
60
80
100
120
140
2 LANGUAGES 3 LANGUAGES 4 LANGUAGES BIDIRECTIONAL
CP
CEPCIDI
Types of interpretation servicesLanguages spoken at the meeting (SOURCE)
Number of interpreters TARGET languages
English, Spanish, French, Portuguese(Full team)
8 English, Spanish, French, Portuguese
English, Spanish, French, Portuguese 4 English, Spanish
English, Spanish, French, Portuguese 6 English, Spanish, French/ Portuguese
English, Spanish(Two-way)
2 English, Spanish
English, Spanish(Two-way)
3 English, Spanish
Regional Program to Expand the Number of Interpreters and Translators
• Objective:• To identify qualified translators and
interpreters in the member states in order to reduce the cost of providing translation and interpretation services at meetings away from headquarters and to comply with requests by governments to hire local professionals.
Regional Program to Expand the Number of Interpreters and Translators
• Results:• PeruPeru Interpreters, June 2009: 10• BrazilBrazil Interpreters, December 2009: 12• ColombiaColombia Interpreters, July 2010: 7• ColombiaColombia Translators CITEL, November 2010: 5• MexicoMexico Translators and interpreters, November
2010: currently being evaluated• EcuadorEcuador Translators and interpreters, February
2011: currently being organized
Conference Services
983
13
1034
5
1022
1907
0
200
400
600
800
1000
1200
1400
2008 2009 2010 (Jan-Oct)
Department of Conferences and MeetingsNumber of Meetings from 2008-2010
Meetings at Headquarters Projected Nov-Dec 2010 Meetings in Member States
996 meetings 1,039 meetings
1,219 meetings
3,600,000.0
1,400,000
165,500
-
500,000.0
1,000,000.0
1,500,000.0
2,000,000.0
2,500,000.0
3,000,000.0
3,500,000.0
4,000,000.0
2008 2009 2010 (Jan-Oct)
Paper Used at Headquarters Processed by the Document's SectionNumber of Pages Used 2008 - 2010
0
800
1,695
0
200
400
600
800
1000
1200
1400
1600
1800
2008 2009 2010 (Jan-Oct)
Documents Distributed through CDsNumber of CDs from 2008-2010
9,747 9,924
5,397
-
2,000
4,000
6,000
8,000
10,000
2008 2009 2010 (Jan-Oct)
Documents Distributed via Email by the Document SectionNumber of Documents from 2008-2010
Measures to enhance efficiency in the provision of conference services
Green meetings
• Promotion of a “Paper Light Policy,” to reduce the use of paper by distributing documents electronically.
• Promotion of a “Printing on Demand" policy and printing on both sides of the paper.
• Minimizing the quantity of participants’ supplies (notebooks, print-outs, pencils, folders, etc.)
• Use of biodegradable or Forest Stewardship Council (FSC)-approved materials.
Measures to enhance efficiency in the provision of conference services
Green meetings
• Implementation of separate waste collection, recycling or re-use practices wherever meetings are held.
• Setting the air conditioning systems in meeting rooms at levels at which they consume as little energy as possible.
• Promoting the use of tools, such as social media (Twitter, Facebook, Youtube or RSS) to access meetings.
• Greater use of technology as a support tool (document links, websites for each meeting, laptops for each participant).
• Involve participants directly and promote their role as multipliers of this effort to generate greater environmental awareness.
Measures to enhance efficiency in the provision of conference services
Videoconferences 2009 – 2010Sir Arthur Lewis Multimedia Room
Number of videoconferences
Attendance at headquarters
Estimated airfare savings
Per diem savings Total savings(ROI)
2009 40 * 319 $ 90,700.00 $ 114,624.00 $ 205,324.00
2010 50 ** 415 $ 161,870.00 $ 140,909.00 $ 302,779.00
* Since April 2009, when the Sir Arthur Lewis Room was inaugurated.** Until October 15, 2010.
Note:The savings calculation is based on a conservative estimate of four airfares per videoconference and an estimated maximum of a three day stay per videoconference.When more than one country is involved, the calculation has been based on the country with the lowest costs.
DCMM budget allocationsin 2008, 2009, 2010, and 2011
$5,947.2 $5,999.9$5,654.2 $5,363.6
$0.0
$1,000.0
$2,000.0
$3,000.0
$4,000.0
$5,000.0
$6,000.0
Thousands
2008 2009 2010 2011 Propuesto
Comparison of allocations: approved for 2008-2010 / 2011 proposedPersonnel and Non-personnel
DCMM personnelin 2008, 2009, 2010, and 2011
Professional staff General Services staff
Year D2 D1 P5 P4 P3 P2 P1 Sub-Total
G7 G6 G5 G4 G3 G2 G1 Sub-Total
Total
2008 1 15 4 2 22 3 8 10 1 22 44
2009 1 15 4 2 22 3 8 9 1 21 43
2010 1 13 2 3 1 20 3 6 6 15 35
2011 1 13 2 2 1 19 3 6 6 15 34
Measures to enhance efficiency in the provision of conference services
New videoconferencing capacity in the Simón Bolívar Room
Joint effort by DOITS and DCMMNew capabilities include:
Video / Teleconference (VTC) with capacity for up to 5 simultaneous connections• Six cameras in the room• Each delegate can speak from his/her own microphone• Visualization of the other parties on all screens and monitors in the room• IP (via Internet) and ISDN (via telephone line) connections
Audio Teleconferencing (ATC) Control panels for video – teleconferences and local presentations Recording Local presentation capabilities
Proposals• Update Resolution 872: “Update of the Costs of Conferences and Meetings”
• Limit the number of pages per report: 15 -20 pages: A common practice in international organizationsTranslation costs: 10 pp. = 2,500 words = US$425
15 pp. = 3,750 words = US$637.50