Introduction of a PIM system for product data management for an international company

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In this case study, out of respect for our customers, we do not mention specific names. If you are seriously interested in further information, please contact us. We will then be happy to put you in touch with the respective customers.

Introduction of a PIM system for product data management for an international company

Problem:

The company was faced with the challenge of improving the efficiency and flexibility of its product data management. Originally, only an ERP system was used, in which the product data for about 50,000 articles was maintained. However, this system offered only rudimentary functions for managing product attributes and properties, which made it difficult to export and create print and online catalogs.

Planning and definition

As the responsible project manager, I defined a precise project time window of one year after determining the appropriate provider and system. The project team consisted of eight people and was intensively prepared for the tight schedule. The targets included: Automation of twelve languages for print catalogs within one year. Creation and adaptation of templates for Adobe InDesign with X-Actuell. Integration of a DAM system including press portal for worldwide access.

Objective

  • Integration of a Product Information Management (PIM) system to complement the existing ERP system.
  • Recategorization of attributes: Addition and detailed categorization of all product attributes.
  • Omni-channel strategy: Flexible access to product data for print and online catalogs in 15 different languages.
  • Publishing automation: Automated generation of product catalogs at the touch of a button with Adobe InDesign and Xactuell.
  • DAM System Integration: Integrate a digital asset management (DAM) system to manage media assets.

Project Outcome

The successful introduction of the PIM system and the integration of a DAM system have revolutionized product data management and given the company a significant competitive advantage. The efficient implementation and the fast launch underline the achievements of the project team and the advantages of a well thought-out and well-planned system integration.

Project completion on time
Increased employee satisfaction
Productivity
Increase in master data maintenance
Benefits of Digital Asset Management

Project phase 1:

Initialization
  • Implementation Initialization Selection of the PIM system: analysis of market offers, selection of the most suitable system for the needs of the company.
  • Team building: Assemble a specialized team with clear roles and responsibilities.
  • Roadmap creation: Detailed planning of all project phases and milestones.

Project phase 2:

Implementation
  • Data migration and maintenance: Transfer of existing product data from the ERP system to the PIM system and addition of missing attributes.
  • Template creation: Development of dynamic templates for Adobe InDesign with the X-Actuell extension to ensure a consistent product presentation.
  • Development of product presentation templates: Design and structure of templates for product presentation in various formats and languages.

Project phase 3:

Testing and Customization
  • Creation of sample catalogs: Generation of test catalogs in different languages to verify the functionality and correctness of the data integration.
  • Troubleshooting and optimization: Fixing issues and fine-tuning processes to ensure automation standards.

Project phase 4:

DAM System Integration
  • Media management: Integration of all image, video and audio files into the DAM system and link to the PIM system.
  • Press Portal: Creation of a portal that provides worldwide access for customers, dealers and journalists.

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Result and launch

After exactly one year of intensive work, the project was successfully completed. At the push of a button, twelve different print catalogs in twelve languages could be generated automatically (three languages were narrowly missed, but the implementation will take place promptly). This included the full integration of product photos, datasheets and other relevant media. The launch took place quickly and smoothly. Within a few hours of the final assessment, the first automated catalog printing could take place.

Result

The customer was extremely satisfied with the results. Automated catalog creation saves significant amounts of time and resources and makes it possible to publish regularly updated catalogs every year and a half. Future plans include expanding towards digital publishing platforms such as online shops and product apps to further strengthen the omni-channel strategy.

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