How to implement a PIM solution

A Product Information Management (PIM) system is a transformative piece of kit when you realise how important it is to streamline your product data management, heighten the quality of the customer experience, and increase sales revenue. However, a PIM is a sophisticated suite of tools, and when its specifications are optimised for your business’s precise needs, it’s not exactly a ‘plug and play’ scenario!

That’s why our article outlines the essential phases of a PIM implementation project, providing a comprehensive overview so that when your PIM goes live, it’s a smooth process, rather than a series of headaches needing remedies.

So, without further ado, let’s look at each phase in turn:

1. Discovery

Workshops and Stakeholder Interviews

The initial step in implementing a PIM solution is to conduct workshops and interviews with stakeholders. These sessions help in understanding and auditing business processes and data flows, as well as setting clear objectives. Engage stakeholders from different levels, from the humble business user to the C-suite purse-strings holder, to ensure that:

There is organisational alignment and buy-in with the business strategy
There is involvement from the people at the coalface of product information management (users)
A business case can be prepared which highlights the measurable benefits of a PIM solution.

2. Planning and preparing comprehensive implementation project dependencies and timeline

Developing a thorough implementation plan is the cornerstone of success. The plan should include desired configuration, data migration planning, integration with the existing tech stack, and steps needed for data modelling. Documentation for key stakeholders about the implementation process and usage is also an absolute must, so if anything unexpected occurs, you have the information to row back and revise where needed.

3. Data modelling and environmental setup

Defining data requirements

Identify the necessary product data attributes, structure, and formats to enable you to build a fit-for-purpose data model and design specifications. Set up the environment with proper server connectivity, backups, and source control. This phase is what is building a solid foundation for the new PIM system.

Solution Design: Gathering requirements and designing the solution

Once again, it’s extremely useful to conduct interactive workshops to gather essential project requirements. There is an educational element too, as you can use product demos and discussions to understand the PIM software’s capabilities. Design the solution bearing in mind elements like digital asset data structures, system interfaces, user-friendliness, and further custom requirements.

4. Configuration and solution build

Configure the PIM system to meet your specific needs. Set up the data catalogue and PIM database, then proceed with data import, either manually or automated. This phase includes moulding the PIM solution to fit the business requirements and using reusable data migration samples for efficiency.

5. Data migration

Migrating and validating data

This is a complex and inherently risky phase, requiring expert guidance from the vendor and/or solution partner. It requires carrying out a comprehensive audit of existing data, performing any necessary data cleansing, and finally, mapping the data to the correct fields in the PIM. Data migrations vary in approach – they can be in batches or all at once, depending on the volume. Implement a final quality audit to maintain data accuracy and consistency.

End-to-end testing and data conversion

Engage both technical teams and end-users in thorough testing, which should include performance, functional, and integration testing to identify and rectify any errors. Prepare to migrate datasets, reference data, and digital assets into the PIM system, ensuring data reliability.

Educating future users

It’s highly recommended to provide extensive training, especially for non-tech-users. Workshops and user-friendly documentation will facilitate understanding and good practice in usage of the PIM system. It cannot be underestimated how important this training phase is – it ensures a smooth transition and effective deployment of the PIM tool as soon as it goes live. What’s more, users will appreciate not being thrown in at the deep end and will have a greater buy-in regarding the successful deployment of the PIM solution.

Integration with existing systems: Synchronising data across platforms

You will want to integrate the PIM system with other business applications to maintain data consistency across all functions. It’s best to start with a small group for initial testing and, monitoring for satisfactory integration, gradually expand synchronisation across all systems. Integration improves the overall data structure and ensures seamless information flow across platforms. However, it can be a problematic part of the project unless carried out by expert partners in the implementation.

Establishing Data management policies

Be sure to prepare and implement a robust data governance policy within the PIM platform. It’s crucial to put procedures and rules in place for validating and cleaning data before, during, and after migration, as well as constructing a structured taxonomy. Conduct regular testing and synchronisation across various touchpoints so that your data integrity and quality stays at the levels you want (as defined by your quality KPIs).

Dealing with perennial implementation challenges

Overcoming the usual (or likely) issues

You will most probably have to address common challenges such as data inaccuracies, the onboarding of non-technical users, and covering your bases regarding how you involve, inform, and communicate with multiple stakeholders. Always focus on desired outcomes and continue to review and monitor systems, always with the aim of maximising the potential of the PIM solution – for key stakeholders, ROI is a massive factor, so make sure you can demonstrate what you promised in your business case!

Final thoughts

Like we said – not exactly plug and play. Implementing a PIM system involves meticulous planning and execution. Aligning business objectives, thorough testing, and effective training are the key to a successful roll-out Each of the phases we’ve outlined, from discovery to data governance, plays a defining role in ensuring the system meets your needs and powers business outcomes towards your strategic objectives.

Start with Data

Several times during this overview, we’ve made mention of the need to work with expert implementation partners to make sure your PIM revolutionises rather than ruins your product information management! Contact us at Start with Data to discuss how our expert services can help you implement or upgrade your PIM solution.

We offer comprehensive support, from data migration and cleansing to content enrichment and system integration, tailored to your business needs. Enhance your customer experience, drive conversions, and boost revenue with our expert PIM solutions.

How to implement a PIM solution

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