This item is the measuring of the real size of a job and the working out of the quote items. It is done before a quote is given and forms the basis of the decision.
Scope
Counting the file, working out the match tiers, identifying the format and preparation requirements and writing out the item structure fall within this item.
Out of scope
Setting the fee is a commercial decision; the analysis produces the items and the quantities.
The count is taken from the file
An assessment made by eye is wrong more often than not. Scanned pages and text inside images are assessed separately.
Match tiers
Exact matches, fuzzy matches and new words are counted separately. A figure given without this breakdown makes the gain from repetition invisible.
Internal repetition
Sentences that occur again and again within the document itself are shown as a separate item.
Preparation requirement
Extracting text from a closed format, or scans that cannot be read, require extra preparation. This need is visible in the analysis.
Sections not to be translated
Annexes to be left out of scope are marked. When they are not marked, they all enter the count and the volume looks larger than it is.
Review layer recommendation
The analysis states which layers are appropriate for the document type and its risk; the decision belongs to the organisation.
Turnaround estimate
A turnaround is derived from the volume, the capacity and the allowance for review, and the calculation is shared. Making the calculation visible means the date stops being a mere claim.
Assumptions are written down
The analysis states clearly which file, which scope and which turnaround assumption it was based on. If an assumption changes, the result changes too.
In jobs with many files
Each file is measured separately and the one that takes longest is decisive. A calculation based on the total volume is misleading.
A record is kept
When the analysis results are recorded, the time needed to estimate similar jobs gets shorter and the accuracy of the forecast improves.
Unit of measurement
The analysis is assessed according to the number of files examined and the preparation requirement. In regular work this step becomes part of the normal flow and may not be run as a separate item.
It is not done without seeing the file
A figure given without opening the file inevitably rests on an assumption. Closed formats, scanned pages and embedded text only come to light when the file is seen, and they change the quote directly.
Confidentiality applies at the analysis stage too
Files shared for a quote are also processed under the confidentiality regime. Where necessary, the confidentiality undertaking is signed before the analysis starts.
The result is given in writing
The output of the analysis is written out item by item; a verbal summary cannot be compared afterwards. A written output allows two quotes to be assessed on the same footing.
Takeaway
Analysis turns the quote from an estimate into something based on measurement. Counting from the file, separating the match tiers, marking the out-of-scope sections and writing down the assumptions: a figure given without these four is nothing more than a number that will have to be corrected later.