DynamicWeb

PIM-Guide
What is a PIM system, why do you
need one and how can DynamicWeb
PIM fit into your business.

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DynamicWeb PIM-Guide
Content

1 What is a PIM System? 3

1.1 What type of data can I store in a PIM system?
1.2 What is ‘single-source-of-truth’?

2 Understand the PIM process 6

2.1 The PIM Process
2.2 From Supplier Selection to Market Success

3 Why do you need a PIM system? 9

3.1 The PIM business case
3.2 The financial and organizational benefits

4 Before getting started 12

4 Considerations to take before starting a PIM project

5 How can DynamicWeb help you with PIM? 15

5.1 What is DynamicWeb PIM?
5.2 Key capabilities in DynamicWeb PIM to manage your products
more efficiently

6 Next step: Get a demo 18

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 What is a PIM
system?

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1 What is a PIM
System?

A Product Information Management system or PIM system, is a software

solution that helps organizations to better manage complex product
information, which is crucial for companies with a global presence and a
complex product range.

PIM is also known as a Single Source of Truth or SSoT for short, and serves
as a centralized repository for product data, allowing businesses to collect,
enrich, organize, and distribute information about their products across
various channels and platforms.

ERP system Marketplaces

CRM Social Media

DAM POS

Data pools Websites

Databases Campaigns

WMS E-mail
PIM
BI Apps

Excel Print

Text & Images Loyalty

Illustration: How the PIM system works - collecting data from various data sources (internal and external) and centralizing it within the
PIM system for distribution to various channels marketplaces, websites, SoMe, print etc.)

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The PIM system essentially acts as a bridge between the various internal and external
data sources (ERP, CRM, data pools, excel, media assets etc.) to owned or third-party
distribution channels (eCommerce sites, marketplaces, portals, print etc.)

1.1 What Type of Data Can I Store in the PIM system?

There is almost no limit to the data you can store in the PIM system. Typically it is:

• Product Descriptions
• Images, Media, and other Digital Assets
• Pricing Information
• Inventory and Stock Levels
• Attributes and Variants
• Supplier Information
• Compliance and Certification
• Marketing and Promotional Data
• Sales and Order History

In summary, a PIM system plays a pivotal role in managing the entire lifecycle of
product information, from creation and enrichment to publication and analysis.
By centralizing and standardizing product data, organizations can enhance their
operational efficiency, reduce errors, and deliver a consistent and compelling customer
experience across all touchpoints.

1.2 What is ‘single-source-of-truth’?

“Single Source of Truth” or SSoT refers to a concept where an organization stores
all of its information in one place that all users and systems can refer to and rely
upon as the definitive reference point, ensuring data consistency and avoiding
discrepancies.

This approach is particularly valuable in organizations where data is used

and shared across multiple departments or systems. By establishing a single
source of truth, the organization not only saves time but also minimize the
risk of conflicting or outdated information, enhance data accuracy, and
improve overall decision-making processes.

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 Understand the
PIM Process

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2 Understand the PIM process - the key steps

Understanding the Product Information Management (PIM) process may seem daunting at first, but breaking
it down into simple steps reveals its practicality and importance. The PIM process is a systematic journey that
transforms scattered product data into a valuable asset for businesses. From data collection to performance
monitoring, each step contributes to centralizing, enriching, and distributing product information efficiently.

2.1 The PIM Process

Onboard & Centralize

The PIM process begins with the gathering of product data from various sources. This
includes information about products, such as descriptions, specifications, images, and
pricing. Collecting all relevant data is the foundation for creating a comprehensive and
centralized product repository or single-source-of-truth.

Enrich & Validate

To enhance the quality of product information, enrichment involves adding additional details,
translations, attributes, and media assets. Before distributing information across various
channels, the PIM system validates the data for accuracy and completeness. Enriched
product information provide customers with a more detailed, tailored and engaging
understanding of the products, thereby improving the overall customer experience.

Distribute & Sell

With validated and enriched data, the PIM system facilitates a streamlined distribution of
product information to different channels. This includes websites, eCommerce platforms,
marketplaces, data pools, suppliers, dealers and other points of sale.

Track & Evaluate

The PIM process doesn’t end with data distribution. It includes monitoring the performance
of product information across channels. This involves tracking how customers interact with
product content, analyzing sales data, and gathering insights to continually optimize the PIM
strategy.

Embracing the PIM process ensures that organizations can maintain consistency, adapt to market changes, and
deliver a seamless customer experience across diverse sales channels.

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2.2 From Supplier Selection to Market Success
With a PIM system, a company can begin to enrich product data as early
as in the supplier selection process and maintain the data right up until
the moment the first prototype is ready.

This approach provides an excellent go-to-market launch pad, as all the

information that marketing and sales need is now already integrated into
the PIM system and readily available.

This way, the company can quickly and effectively market and distribute
the product. This proactive approach to data management ensures that
all departments, from development to sales, have access to accurate and
updated information.

This emphasizes the importance of viewing data as a resource that all

employees in the company can benefit from, ultimately being able to
sell and work with the products in a thorough manner. By ensuring that
data are accessible and usable for all, both day-to-day tasks and larger
initiatives such as campaigns and media releases are supported, which is
crucial for maintaining competitiveness and adapting to rapidly changing
market needs.

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 Why do you
need a PIM
system?

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3 The PIM Business Case

3.1 Challenges vs. Solutions

A Product Information Management (PIM) system is a valuable tool for businesses, especially those dealing with a
large number of products and complex product information and who sell through many channels. Implementing
a PIM system addresses various challenges related to product information management, leading to increased
efficiency, improved data quality, and a better overall customer experience.

Challenge Solution

Centralized Product Managing product information across various A PIM system provides a centralized repository
Information channels and platforms can be chaotic and for all product information, ensuring consistency
error-prone when information is scattered in and accuracy across the organization.
different systems or departments.

Efficient Product Maintaining and updating product data manually PIM systems automate the process of updating
Data Management is time-consuming and can lead to errors. and managing product data, reducing the time
and effort required for these tasks.

Improved Data Inconsistencies and inaccuracies in product PIM systems enforce data quality standards,
Quality information can lead to customer dissatisfaction reducing errors, and ensuring that accurate and
and loss of trust. consistent information is presented across all
channels.

Multi-channel Inconsistent product information across various PIM systems enable businesses to maintain
Consistency sales channels can confuse customers and harm consistency in product information across
the brand image. multiple channels, including websites, catalogs,
marketplaces, and more.

Faster time-to- Manual processes can slow down the time it PIM systems streamline product information
market takes to bring new products to market. workflows, accelerating the time-to-market for
new products and updates.

Scalability As a business grows, managing an increasing PIM systems are scalable, allowing businesses
number of products and their information to handle a growing product catalog without a
becomes challenging. proportional increase in complexity.

Compliance Failure to comply with industry regulations and PIM systems help businesses adhere to
and Regulatory standards can lead to legal issues and fines. compliance requirements by ensuring that
Requirements product information meets industry standards
and regulations.

Enhanced Customer Poor product information can lead to a PIM systems contribute to a positive customer
Experience frustrating customer experience. experience by providing accurate, detailed,
and consistent product information, leading to
increased customer satisfaction and loyalty.

Analytics and Without a centralized system, it’s PIM systems provide analytics and reporting
Insights challenging to gather insights and analytics capabilities, offering valuable insights into
on product performance. product performance, customer behavior, and
market trends.

Integration with Siloed systems can hinder the flow of PIM systems can integrate with other business
Other Systems information across the organization. systems, such as ERP and CRM, ensuring
seamless data flow and collaboration across
departments.

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3.2 Financial and Organizational Benefits
Addressing the organizational challenges, the PIM system can positively
effect the overall business success and growth by generating financial
savings and operational efficiency.

Cost savings Increased Operational Efficiency

Reduced operational costs Faster time-to-market

Automation of data entry, updates, and maintenance A streamlined product information workflow accelerates
reduces the need for manual labor, saving time and the time it takes to bring new products to market,
costs associated with human resources. potentially leading to increased sales and revenue.

Avoiding costly errors More agile and responsive

Automated processes minimize the risk of errors in With accurate and consistent data, employees spend
product information, which can lead to cost savings by less time fixing errors and discrepancies, allowing them
preventing costly mistakes and customer returns. to focus on more strategic tasks.

Improved Marketing ROI Better inventory management

Consistent brand messaging Optimized stock levels

A PIM system ensures consistent product information
across various marketing channels, enhancing brand
messaging and potentially increasing the effectiveness
of marketing campaigns.
Targeted Marketing
Access to accurate product data enables more targeted
and personalized marketing efforts, increasing the
likelihood of conversions.
Accurate and real-time product information helps in
optimizing inventory levels, preventing overstock or
stockouts, and reducing holding costs.
Minimized costs of returns
Accurate product information reduces the likelihood
of customers receiving incorrect products, minimizing
returns and associated costs.

In conclusion, implementing a PIM system brings financial savings through

increased efficiency and reduced errors but also enhances organizational
collaboration, customer satisfaction, and the ability to make informed
decisions, contributing to the overall success and growth of the business.

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 Before getting
started.

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4 Considerations to take before starting a PIM project
Embarking on a Product Information Management
(PIM) project requires careful consideration to ensure
its success. Here are some key considerations, we
recommend you take before venturing into a PIM
project.
Define Objectives and Goals: Clearly articulate why
you need a PIM system. Identify specific goals such
as improving data accuracy, streamlining workflows,
or enhancing the customer experience. Having clear
objectives will guide the implementation process.
Understand Current Processes: Conduct a thorough
analysis of your current product information
management processes. Identify pain points,
inefficiencies, and areas where data quality can be
improved. This understanding will inform the design of
the PIM system.
Involve Key Stakeholders: Engage representatives
from relevant departments (e.g., marketing, sales, IT,
product management) early in the project. Understand
their requirements and expectations to ensure the PIM
system aligns with the needs of different teams.
Assess Data Quality: Evaluate the quality of your
existing product data. Identify data inconsistencies,
inaccuracies, and gaps. Cleaning and standardizing
data before implementing the PIM system can save
time and prevent issues down the line.
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Scalability Requirements: Consider the scalability of
the PIM solution. Assess whether it can accommodate
the growth of your product catalog and changes in
data volume. Ensure that the chosen system can scale
alongside the business.
Integration with Existing Systems: Evaluate the
compatibility of the PIM system with your existing
IT infrastructure. Determine how well it integrates
with other systems such as ERP, CRM, e-commerce
platforms, and any other relevant software.
User Training and Adoption: Plan for user training
and change management. Ensure that employees
who will be using the PIM system are adequately
trained to maximize its benefits. Consider how you will
encourage adoption throughout the organization.
Budget Considerations: Develop a realistic budget for
the entire PIM project, including software licensing,
implementation, training, and ongoing maintenance
costs. Consider potential return on investment (ROI) in
terms of efficiency gains and other benefits.
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Data Governance and Security: Establish robust data governance policies.
Define roles and responsibilities for data management, access controls,
and data ownership. Ensure that the PIM system complies with data
security and privacy regulations.

Customization vs. Out-of-the-Box: Determine the level of customization

required for the PIM system. Balance the benefits of a system tailored to
your specific needs with the potential drawbacks of increased complexity
and longer implementation timelines.

Pilot Implementation: Consider implementing the PIM system in a pilot

phase for a smaller subset of products or a specific business unit. This
allows you to test the system, gather feedback, and make adjustments
before full-scale deployment.

Long-Term Maintenance and Support: Plan for ongoing maintenance

and support of the PIM system. Ensure that there is a strategy in place for
updates, troubleshooting, and addressing evolving business needs over
time.

Measure Success Metrics: Define key performance indicators (KPIs)

to measure the success of the PIM implementation. These may include
data accuracy, time-to-market, user satisfaction, and overall efficiency
improvements.

By carefully considering these factors, businesses can increase the

likelihood of a successful PIM implementation that meets their specific
needs and contributes to improved data management and operational
efficiency.

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 How can
DynamicWeb
help you with
PIM?

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5 How can DynamicWeb help you with PIM

DynamicWeb has 20+ years of experience in
eCommerce and PIM and has helped thousands of
customers digitalize their businesses. We have the
resources and the experience necessary to implement
a successful PIM project.
5.1 What is DynamicWeb PIM?
DynamicWeb PIM is a comprehensive, scalable and
flexible Product Information Management system that
gives you full control and overview of your product
enrichment flow and the necessary tools to effectively
maintain your product information, enabling:
Streamlined Product Management
Manage all of your product information in one place
and publish everywhere. Ensure quality with built-in
rules, workflows and dashboards for every role in the
product enrichment process.
Scale and Optimize
Automate product updates in bulk and across entire
categories based on your definitions. Easily manage
hundreds of thousands of products across multiple
languages, pulling master data and pricing from your
ERP.
Omnichannel Selling
Connect your product feeds to online marketplaces
like Amazon, Walmart, eBay, share data with your
partners and automate production of PDFs and
catalogs.

Image: DynamicWeb PIM User Interface in DynamicWeb 10. One of the benefits of
DynamicWeb PIM is that it is integrated in the DynamicWeb platform, which enable
you to operate all your Commerce tools in one interface.

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 5.2 Key capabilities in DynamicWeb PIM to Integrate with Marketplaces: DynamicWeb PIM
manage your products more efficiently integrates with marketplaces via Channable or
ChannelAdvisor to unify orders across all your
online channels.
Edit products in bulk: Quickly handle descriptions,
digital assets, translations and product
relationships on multiple products at once. Integrate to online data pools: Automate
enrichment processes by subscribing to online
data pools such as Icecat, GS1 or other to get
Product asset management: Enrich products with
supplier validated product information.
images, videos, and PDFs to enhance the product
experience and maintain brand consistency across
channels. Product insights: Get actionable insights to
evaluate the quality of your product information.
Identify areas of concern and monitor product
Quick import/export: Easily export your products
performance across all categories, brands and
to Excel, edit in bulk, and re-import or share
companies.
with partners and distributors. Bulk import new
products instantly.
Fast to implement: Because DynamicWeb PIM is
included in the DynamicWeb platform, it’s pre-
Workflows with completeness rules: Ensure
integrated with your eCommerce module, making
product data quality and consistency with role-
setup very simple.
based workflows and dashboards with effective
completeness rules.

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Want more information?

If you are interested in a learning more about whether a PIM system

is the right solution for you and your business, please reach out to us
for a meeting or a demo of the DynamicWeb PIM.

Click the link below and fill out the contact form - and we will
contact you for a meeting.

Contact us for more info

White paper

Choosing the Right PIM System

Want more information?
Then we suggest you download the free white paper: ‘Choosing the
Right PIM System - Three Factors to Consider Before Investing in a
Product Information Management System for Your Business’

Download white paper

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DynamicWeb

A global company with

local presence
Having a local presence in our main markets is a top priority
to us as it gives us a deeper understanding and closer
connection to our customers and partners, enabling us to
deliver the best possible solutions and support.

Local DynamicWeb Office

Customer Success Stories

Looking for more inspiration? Go visit us online and check out

our many exciting PIM projects.

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