The Successful PIM Project: What Companies Must Know

This is How Your Project for Efficient Product Data Management Will Succeed

The implementation of a Product Information Management system (PIM) is one of the decisive measures for companies that want to manage their product data efficiently and be successful in e-commerce. A PIM system centralizes all relevant product information, improves the quality and consistency of data, and accelerates the time-to-market. In this article, you learn which steps are required to successfully realize your PIM project and which pitfalls you must avoid.

 

Choosing the Right PIM System

The PIM selection is the first step in a successful PIM project. There is a large number of providers on the market offering diverse solutions. In principle, a PIM should not only fulfill your company’s current requirements but also be well-prepared to face future developments. It should grow together with you and be flexible when it comes to adapting to market conditions. In the light of this, the following factors are important when choosing your PIM system:

• Scalability: Make sure that your system can grow with your company. It should be able to handle even larger product catalogs and user groups.
• Integration: The PIM software must be integrated smoothly into your existing IT infrastructure, e.g. ERP or CRM systems.
• User-Friendliness: An intuitive user interface guarantees that your team is quick to accept the tool and use it efficiently.
• Functionality: The PIM should offer all required functions such as multi-channel publishing, data validation, and multi-linguality.

The choice of the right system requires thorough analysis of your requirements and existing functions of the system. A premature decision may lead to later discovering that the system is missing key functionality you need or that it is not scalable with your needs of tomorrow.

 

Choosing the Implementation Partner

Besides deciding on a suitable PIM system, choosing the right implementation partner is also decisive for the success of your PIM project. The partner should not only be a technology expert but should, ideally, also have experience in the specific industry sector of your company and its requirements. Accordingly, look out for the following criteria when selecting the implementation partner:

• Experience with PIM Implementations: The partner should already have carried out successful implementations, ideally in your industry branch.
• Competence in Process Optimization: The partner should not only support you on the technical side of things but also when it comes to optimizing your processes.
• Customer Support and Trainings: Post-implementation, it is important that your partner also offers software trainings for your employees and guarantees reliable support.

Make sure that the partner defines clear milestones and communicates project objectives in a transparent manner. A realistic time schedule and a detailed plan for resource allocation are also crucial. The PIM agency NETFORMIC, for example, boasts years’ worth of expertise in PIM implementations and has extensive experience in PIM projects for a variety of industries.

 

PIM Implementation Steps

The PIM implementation encompasses a number of central steps that are connected with one another. Each step should be planned with utmost care and executed accordingly in order to avoid problems later on. The following provides you with an overview of the essential steps of a PIM implementation.

 

1. Setting Up the Data Model

The first step of implementation is creating a solid data model. This is about how to structure and categorize product information. This is one of the most important phases since a good data model is the basis for effective management and use of data. Import considerations include:

• Categorization of Products: Determine how to divide your products into categories and sub-categories.
• Attribute Definitions: Define which data attributes are required for each product (e.g., price, color, size, material).
• Inheriting Attributes: When specific product attributes apply to multiple products at the same time, you can set up your data model accordingly to avoid redundancy.

A well-structured data model guarantees that product information is consistent and easy to manage.

 

2. Importing Data

After the data model is created, the data imports are next. To this end, existing product data is transferred from various sources such as Excel, ERP systems, or databases into the PIM system. This step requires:

• Data Cleansing: Make sure that all data is correct and complete before importing it into your PIM system.
• Automation: Wherever possible, use automated import processes to maximize efficiency and avoid errors caused by repetitive manual steps.

 

3. Connecting Systems

A PIM system only functions effectively when it is connected to other systems in your IT environment. Of particular importance are:

• ERP Systems: They deliver information such as prices, stock counts, and order statuses.
• E-Commerce Platforms: Here, the product data is provided for sales to end consumers.
• Marketing and Sales Systems: Even CRM systems and marketing tools should be connected to the PIM system.

The interfaces between systems must be efficient and stable in order to secure a continuous and error-free flow of data.

 

4. Exporting Data

An important step in the PIM implementation is data exports. This is all about distributing the product information into the various sales channels, including online shops, marketplaces, catalogs, or apps. This should happen automatically and at regular intervals so that up-to-date and consistent data is always available everywhere.

 

5. Testing

Prior to the definite launch, the PIM system should be thoroughly tested. This entails:

• Functionality Test: Checking whether all functions of the system work as intended.
• Data Integrity Test: Assuring that all data is correctly exported and displayed in the systems.
• User Acceptance Test (UAT): Your employees should test the system first-hand to guarantee that it is user-friendly and matches their own requirements.

 

6. Roll-Out and Go-Live

After the system is tested and all adjustments are implemented, it can go live. The transition from the old processes to the new PIM system should be smooth without any gaps. Factor in sufficient time and resources to be able respond to any unforeseen variables quickly.

 

What Happens After the Completion of the PIM Project?

After the PIM implementation, the project is not yet completed. There are some important tasks that must be carried out continuously:

• Data Maintenance: Even after the go-live, product data must be updated and managed constantly.
• Training and Support: Make sure that your employees are trained regularly to optimally use the PIM software.
• Optimization: After the first live operation, further adjustments may be necessary to make the system run even more efficiently.

 

Pitfalls of PIM Implementations

Carrying out a PIM project is a complex affair with some potential pitfalls you need to watch out for:

• Missing Integration: Make sure that the PIM system is smoothly integrated in other essential systems (e.g., ERP, e-commerce).
• Insufficient Data Quality: When your product data foundation is not clean and complete after the initial phases, the PIM implementation will become a problem.
• Unrealistic Time Plans: A PIM project requires time. Do not narrow down your time frame too much.
• Lacking Employee Acceptance: When the employees do not accept the system or are not familiar enough with its functions, this can significantly interfere with productivity. Because of this, it is important to offer software trainings and get your colleague on board as early as possible in the implementation process.

 

Conclusion

A PIM project is a complex long-term process requiring careful planning and execution. When you choose the right systems, find the suitable implementation partner, and diligently carry out all phases of the project, you will come to profit from the benefits of a PIM system: improved data quality, faster time-to-market, and even higher efficiency for your company.