"Swift" projects are defined as same-day job(s) from SyncWords (SW) that include an "EXPEDITED" tag in the file name. These generally arrive as PaTTAN jobs by default and are not sent thru the QA process. They are instantly sent back to SW upon their completion. Therefore some consideration should be taken as far as who is part of your Swift team. Experienced QAs are recommended as they can "QA" their own work. Try to have your group together at least a week ahead of time if not more.

1. Prep work before the project 

Keeping in touch with SW: Ash or other SW representative generally confirms when they hear an update from the customer when the jobs will be incoming. They will also send an update when they know for certain that the jobs have been uploaded. There's generally a small delay before the files hit our FTP and then hit our queue (which we receive email notification of both when the job arrives and separately when dockable), so this is a good time to get situated and ensure the scribes are ready to accept a Swift job. (Making sure they don't have anything else docked, forfeiting if necessary, making sure they are responding on PSI or in Swift Chat, addressing any VFMZ problems that may come up).

Materials:

If there are any supplemental materials, try to upload them ahead of time into Custom Processing Resources folder of OneDrive:
https://onedrive.live.com/?id=32991CD04F2D688E%21109&cid=32991CD04F2D688E&authkey=%21ACtUU7cprbxuv0o

Password: custom4Custom

Note that to properly share these, you'll have to click on the file itself and use the "Share" function provided — NOT copy/pasting the actual weblink of the file. The supplemental materials may include some type of script, lyrical sheet, timeline of the evening, etc. Sometimes they are helpful, sometimes they are not. Sometimes there aren't any. Following up with SW ahead of time is recommended to make sure we get whatever is available ahead of schedule.
Reach out to the team: It's always a good idea to reach out to your Swift team a day or two before the event just to make sure everyone is freshly reminded and that they all are still onboard. I also try to be on PSI at least 1 hour before the expected time of delivery.

2. The jobs have arrived! Now what?

If you've made it to step two, that means you've got your team assembled and ready to dock a job. And you've also received the notification that the job is now dockable. You'll navigate to CTScribes for the given day's date. Since the jobs are same-day, the due date will be whatever "today" is. As mentioned earlier, the tag "EXPEDITED" is supposed to be included in the file name, so use the CTS "entries Search" function to narrow down the queue to only those "EXPEDITED" files. Feel free to ask the chat who would like to take on the first available jobs, or assign at your discretion. Always verify with scribe that they can successfully dock and work on the job and be ready to forfeit/reassign if need be.

So far in our experience, the jobs can arrive in two different ways:

A. All at once as a batch of files. They can instantly be assigned to all members of the Swift project with little to no gap in between jobs. A good trick is to assign ALL members of the Swift project to each job (so four or five of the same scribes all assigned to each job). This way, whomever finishes their respective job first, they will just dock any available Swift file for their next job instead of waiting for an assignment.

B. The "Trickle" version is when the files arrives one at a time with gaps of time in between. This version obviously takes significantly longer and scribes will sometimes have to wait for a new job to come in. If this is the case, the scribes should get offline for any gaps in between Swift jobs. This version also requires more attention to email to be able to assign the incoming work as soon as it arrives. Just like in situation A listed above, as soon as s job is available to be docked, assign ALL members of the Swift team to the job to allow any one of them to effortlessly pick it up without further intervention.

C. There has been a situation in the past where all the jobs arrived all at once but also late, and the content was difficult and taking a long time to process, and we were nearly understaffed to handle them in the TAT window. If this is the case, it may make sense to reach out to any other scribes who happen to be logged in, forfeit their current job, assign a Swift with the instructions to please finish as expeditiously as possible. If the Swift team seems to be caught up in the jobs, it may also make sense to unassign some of the Swift jobs from the Swift team and allow them to enter the queue normally or under your discretion, the goal still being to get the jobs turned around as fast as humanly possible.

3. Homestretch

Step two should go on as long as needed 'til all jobs are assigned. Once they are all confirmed to be docked and in production, continue to be available in the chat to answer questions. I like to refresh CTS just to check on the progress of each scribe and have a ballpark estimate of where we are in regards to the finish line. As mentioned above, the jobs will automatically send as soon as they are completed. Once all jobs are done, just reach back out to SW saying that the project has come to a close.

4. Offline and synopsis

Offline should be given for any downtime in between jobs. Please make an email record and note of all the offline given for each scribe as well as the offline for the host. Send email to CustomOM at copytalk.com.

• It should also be noted the "magic trick" has worked in the past for specific offices: That is, pasting a file or files directly into that office's Custom shared drive. Any scribe from that office will now be able to dock that job before the automated process kicks in. This will be office specific though and will not make a difference for untethered stations.