How to migrate your product data to a new PIM solution

In a fast-paced eCommerce environment, you need as little downtime as possible in your operations. Having said that, migrating data to a new Product Information Management (PIM) system is a complex and inherently risky endeavour. Of course you need to do it, to leverage the new technology by ensuring high-quality product data and a seamless end user experience. That’s why we’ve produced this guide to migrating product data – to ensure you suffer as little downtime as possible, we cover the crucial steps and best practices for a successful PIM migration, from preparation to execution.

Understanding data migration and Its challenges

Data migration basically involves transferring data from one system to another, which can be complex and challenging. Migration projects frequently encounter issues with the following:

Incompatibilities: Differences in software or hardware environments.
Resource unavailability: Ensuring the availability of necessary resources.
Interoperability gaps: Ensuring new systems can communicate effectively.
Data integrity: Maintaining accurate and consistent data throughout the migration.

Forewarned is forearmed – if you recognise these potential obstacles early on it helps no end when your aim is to plan and execute a smooth and minimally problematic migration process.

Best practices for implementing a migration project

Adopt a highly structured approach to your migration project to help you anticipate avoidable problems. Detailed best practices include:

Develop a comprehensive plan

Action plan: Outline a detailed action plan with clear stages, deliverables, and responsibilities. Divide the migration process into manageable steps, identifying the tasks required for each phase.

Timeline: Establish a realistic timeline that accounts for all phases of the project, from preparation and data cleansing to testing and final migration. Include buffer periods to accommodate unexpected delays.

Resource allocation: Assign roles and responsibilities to team members, ensuring that each task has a dedicated owner. Include internal stakeholders and external consultants as needed.

Choose the right method

Big bang approach: This method involves migrating all data in a single, large-scale operation. It is faster and simpler but requires downtime and is riskier for larger data volumes.

Phased migration: Migrating data in chunks allows for continuous operation and reduces risk. It is ideal for larger data sets and complex systems, enabling gradual testing and adjustments.

Create backups

Data backup: Before starting the migration, ensure all data is backed up securely. This protects against data loss in case of migration errors.

Redundancy: Create multiple backups in different locations to prevent data loss from hardware failures or other unforeseen issues

Engage key stakeholders

Communication: Keep all relevant teams informed throughout the migration process. Regular updates and clear communication help you to manage expectations and address any stakeholder concerns.

Training: build training and resources into the project planning to familiarise user-stakeholders with the functionalities and user experience for the new PIM system. This way, a smooth transition is more likely, users buy into the change, and you minimise disruptions to ongoing operations.

Test, test, and test again...thoroughly

Testing phases: Conduct multiple tests at different stages of the migration. These include unit testing, system testing, and User Acceptance Testing (UAT).

Test environment: Use a test database to simulate the migration process to identify and fix issues before the final migration.

Continuous improvement: Use test results to make incremental improvements. Address issues in a timely way as they arise to ensure you minimise the chances of problems in the final migration.

The data itself: what to prepare for

Meticulous preparation is the key to a successful migration. Here are the essential steps to prepare your data:

Identify necessary information: Determine which product attributes and assets are needed to populate your new PIM.
Locate data sources: Gather all product data from various sources such as ERP systems, DAMs, and eCommerce platforms.
Normalise data: Ensure consistency in data attributes by standardising formats and naming conventions.
Organise data: Classify data into appropriate categories and attributes to fit the new PIM’s structure.
Validate data: Check for and correct errors, duplicates, and outdated information to ensure data quality.

Migration pitfalls to avoid at all costs

Skipping or hurrying the planning phase will most likely lead to unanticipated issues and project delays – watch out for:

Insufficient data cleansing: Migrating unclean or inaccurate data results in poor data quality in the new system.
Ignoring stakeholders: Failing to engage with stakeholders or providing them with substandard information can lead to misaligned goals and pushback to the changes which a PIM represents.
Underestimating complexity: Overlooking the complexity of data relationships and integrations can cause migration failures.
Lack of testing: Insufficient testing may result in undetected issues which will lead to post-migration operational disruptions.
Data loss: Failing to create fit-for-purpose backups may result in irreversible loss of critical data.
Poor communication: Bad, insufficient, or misleading communication can lead to confusion, errors and mismanagement during the migration process.
Insufficiently factoring in security: Neglecting security protocols can expose

Helicopter view of the migration process

Take a step-by-step approach and you’ll ensure no detail is overlooked:

Initiation: Perform inventory on current systems and define the project scope.
Analysis: Assess data quality and conduct optional profiling to understand the complexity of data cleansing.
Planning and Design: Define high-level and detailed migration methodologies, including data cleansing and transformation rules.
Build: Extract, transform, and load data, followed by thorough validation.
Cutover: Transition to the new system, making sure you inform and involve (and engage with) all stakeholders.

Final thoughts

Migrating to a new PIM solution can be a period fraught with stress and problems, but with proper planning, preparation, and execution, it doesn’t have to be. Key takeaways?

Understand the intricacies of the migration process
Prepare your data thoroughly
Follow a structured project approach

At Start with Data, we specialise in PIM solutions for retailers, distributors, brands, and manufacturers. Our comprehensive services include data migration from legacy systems, data cleansing, data modelling, product taxonomy design, and more. Our expertise ensures your migration project is smooth and successful, helping you not to miss a heartbeat once your PIM solution goes live. We are there for you before, during and after! Get in touch with us today to have an in-depth conversation about your needs, and to learn how we can help you achieve your aims.