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PIM Audit – How to Take Your Product Data Management to the Next Level

How efficiently are you using your PIM software? A PIM audit helps you identify optimization opportunities and teaches you how to manage your product data even better. Discover how our recommendations can help you get more out of your PIM solution!

Is Your PIM Still Up-to-Date? Why an Audit Makes Sense

You’re using a PIM system, and it has likely improved the efficiency of your product data management. Your colleagues may even be quite satisfied with the tool in use. Chances are, your product data quality has improved, seasonal changes are easier to manage, and handling company assets has become more efficient.

However, you might not be entirely satisfied with your PIM. Perhaps there are certain areas where the system doesn't meet your expectations, and you'd appreciate suggestions for improvement. If you've been using your PIM for several years, there are likely new functionalities that you haven’t yet explored but could offer significant benefits.

All of these are compelling reasons to take a structured look at your PIM installation through a detailed audit.

Below, we outline six key points that we believe are essential to consider during a PIM audit.

1. Defining Goals

Before starting the actual PIM audit, we work together to clarify the objectives you want to achieve. Central questions include whether the existing data structure should be maintained or if fundamental optimizations are necessary. We’ll discuss the challenges you face in your current product data management and the requirements you have for your future PIM system.

A clearly defined goal provides direction and ensures that the audit results meet your expectations. Key questions we address:

  • What role does the PIM play in your system landscape?
  • How should your product data be structured in the future?
  • Are there specific problems that need urgent resolution?

With this information, we establish the foundation for a focused and successful audit.

2. System Architecture

In the next step, we closely examine your current system architecture. This includes analyzing the systems connected to your PIM and how they interact. The focus is on understanding data flows: Are data imported into or exported from the PIM? What dependencies exist?

This analysis helps answer:

  • Which systems access your PIM or are influenced by it?
  • Are the existing interfaces efficient, stable, and future-proof?
  • Are there bottlenecks or redundancies in the system communication?

By reviewing the system architecture, we ensure your PIM is seamlessly integrated into your infrastructure and works efficiently with other systems like ERP, shop solutions, or CMS. Additionally, we evaluate whether adjustments are needed to address new requirements.

3. Data Structure

A central component of the PIM audit is the analysis and optimization of your data structure. In this step, we first review how your product data is currently organized:

  • Which attributes are available?
  • Are there product families and models?
  • Does the current structure meet your needs and daily operations, or are there areas for improvement?

If necessary, we will work together to define a new data structure that aligns with the requirements of your business and market. This is done systematically in the following steps:

  • Inventory:
    We record the existing product data and how it is organized in your PIM.

  • Requirements Analysis:
    We identify which attributes, categories, or product models you need for your daily operations and what new requirements have emerged. These could include the need for multilingual capabilities, more detailed product data, or adherence to industry-specific standards.

  • Defining the Structure:
    Based on the analysis, we create a model that logically and efficiently organizes your data. This also includes preparing for the migration of legacy data to the new structure in a seamless manner.

Our work on the data structure lays the foundation for greater clarity and easier maintenance of your product data. With a well-thought-out structure, you save time, reduce errors, and ensure your data can be seamlessly utilized in other systems, such as online stores, catalogs, or marketplaces.

4. Data Import

Once the data structure has been defined, we focus on the data import process. This is a critical step to ensure that your existing data is smoothly transferred into the PIM system and can take full advantage of the new structure.

The data import process involves the following steps:

  • Data Preparation:
    First, we prepare the legacy data to align with the new data structure. This includes analyzing existing data sources and cleaning up duplicates, incomplete entries, or inconsistent formats. This ensures that only high-quality data is migrated into the PIM system.

  • Test Import:
    Before the final data import, we conduct a test import. This allows us to check compatibility with the new structure and identify any errors early on.

  • Step-by-Step Import:
    The actual data import is carried out in multiple stages. This phased approach enables us to verify and adjust data as it is migrated, minimizing errors and ensuring quality control.

  • Post-Import Review:
    Once the data import is complete, we thoroughly review the imported data to ensure that all attributes, product families, and models are accurate, complete, and consistent.

Through this structured process, we ensure that the transition to the new PIM system is seamless. Your data will be perfectly aligned with the new structure and ready for immediate productive use.

5. Quality Assurance

After the data import, the next step is quality assurance—a crucial phase to ensure that your PIM system functions flawlessly and that the data meets your standards. In this step, we carefully review both the imported data and the system’s performance.

The quality assurance process is divided into the following stages:

Data Review:
We verify that all imported data is accurate and complete, focusing on:

  • Consistency of attributes and values
  • Completeness of product data
  • Adherence to the defined data structure
  • Accuracy in the assignment of product families and models

System Functionality Testing:
We test whether the PIM system operates as expected. This includes:

  • System speed and stability
  • User-friendliness and clarity of the interface
  • Accuracy of data presentation

Interface Testing:
The interfaces to other systems (e.g., ERP, DAM, online shops, CMS) are thoroughly tested. We ensure:

  • The import and export of data work without errors
  • All data is correctly transferred to connected systems
  • There are no issues with synchronization or data updates

Error Correction and Optimization:
If any issues are identified during quality assurance, we address them immediately. We also examine whether processes can be optimized further to minimize potential error sources in the future.

Your Approval:
At the end of the quality assurance process, you and your team conduct a final review. This provides an opportunity to give feedback and ensure that all your requirements have been met.

By performing thorough quality assurance, we guarantee that your PIM system and the data it contains function reliably and meet the highest standards. This allows you to work confidently with a powerful, error-free tool.

6. System Go-Live

The final step in the PIM audit is the system go-live—the point at which your new or optimized PIM system is put into productive use. At this stage, we ensure that all preceding steps have been successfully completed and that the system is ready to support you and your team in daily operations.

The go-live process includes the following phases:

Final Testing:
Before launching the system, we conduct final tests to ensure:

  • The data quality and completeness are perfect
  • Interfaces function correctly in a live environment
  • Workflows are simulated to ensure smooth operations

Go-Live:
Once the final tests are successful, we activate the PIM system for live use. From this moment, the system is fully operational, and all users can access the optimized data and functionalities.

Onboarding and Support:
To make the transition as smooth as possible, we assist you and your team with onboarding, including:

  • Training sessions for users to familiarize them with the system
  • Providing detailed guides and documentation
  • Offering immediate support for questions or issues during the initial days of live operation

Monitoring the Early Operation Phase:
During the first weeks after the go-live, we closely monitor the system to detect and resolve any issues early on. This includes:

  • Checking system performance under real-world conditions
  • Ensuring smooth data exchange with other systems
  • Gathering feedback from users on the new processes

Handover to Regular Operations:
Once the system runs stably and all open questions are resolved, we officially hand over the PIM system to your regular operations. You now have a highly optimized tool for managing your product data.

Conclusion

The Benefits of a PIM Audit for Your Business

A PIM audit provides a valuable opportunity to enhance the efficiency of your product data management system and uncover hidden potential. By systematically analyzing the system architecture, data structure, and quality assurance, you can tailor your PIM to meet the current and future needs of your business. Improved data quality and seamless integration into your IT landscape not only boost efficiency but also lead to cost savings and more effective use of data across various systems.

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