A sound PIM selection runs in eight steps: define scope and outcomes, map current product data, write weighted requirements, build a longlist, issue an RFP, run scripted demos with your own data, test the finalist in a proof of concept, then negotiate on five-year total cost of ownership. Most mid-market selections take 12 to 20 weeks.
A PIM (product information management) system is selected most reliably through eight sequential steps that move from business outcomes to contract. Each step narrows the field with evidence: documented requirements, written RFP answers, scripted demos with your own data and a proof of concept.
What are the eight steps of a PIM selection?
The table below sets out each step with its output and a typical duration for a mid-market organisation with 10,000 to 200,000 SKUs.
| Step | Activity | Output | Typical duration |
|---|---|---|---|
| 1 | Define scope and outcomes | Signed-off goals, KPIs, budget range | 1 to 2 weeks |
| 2 | Map current product data and systems | Data inventory, integration map, pain points | 2 to 3 weeks |
| 3 | Write weighted requirements | Requirements catalogue with MoSCoW priority and weights | 2 weeks |
| 4 | Build a longlist | 8 to 12 vendors screened on fit criteria | 1 week |
| 5 | Issue an RFP | 4 to 6 scored written responses | 3 to 4 weeks |
| 6 | Run scripted demos | 3 vendors scored on your scenarios | 2 to 3 weeks |
| 7 | Proof of concept | 1 or 2 finalists tested on real data | 2 to 4 weeks |
| 8 | Negotiate on total cost of ownership | Contract, SLA, exit terms, implementation plan | 2 to 4 weeks |
Steps 2 and 3 can overlap, and step 4 can start once the scope is stable. Teams that skip step 2 usually discover integration and data quality problems during implementation, when changes cost the most.
How do you define scope and requirements?
Start with outcomes before features. Agree three to five measurable goals, such as time to market for new products, completeness scores per channel, or the number of marketplaces served. Tie each goal to the PIM business case so the budget conversation rests on expected benefits.
Then document the current state: where product data originates (ERP, PLM, supplier files, spreadsheets), how many attributes and locales exist, which channels consume the data, and who edits what. This inventory feeds the requirements catalogue. Write requirements as testable statements and weight them. A buyer who writes "supports variants" learns little; "manages three-level variants (model, colour, size) with attribute inheritance" separates vendors. The PIM RFP requirements guide covers the categories that matter most.
How do you build a longlist and shortlist?
Screen the market on hard constraints first. These knock-out criteria remove vendors quickly and fairly:
- Deployment model: SaaS only, private cloud or on-premise, and data residency in the EU if required.
- Scale: SKU count, attribute count, locales and expected growth over five years.
- Industry fit: references in your sector, support for ETIM, GS1 GDSN or other standards you must publish.
- Integration: native or proven connectors for your ERP, commerce platform and DAM.
- Budget band: published or indicative pricing within your approved range.
- Partner ecosystem: certified implementation partners in your country and language.
Use the vendor directory and compare tool to filter on these criteria, then send the RFP to the four to six vendors that pass.
How should demos and a proof of concept be run?
Scripted demos are the step where most selections are won or lost. Give each vendor the same scenarios and a sample of your own product data two weeks in advance, then score every vendor against the same rubric. Unscripted demos favour the vendor with the best presenter. The guide to scripted PIM vendor demos sets out a full day structure and scoring model.
A proof of concept follows for the finalist or the final two. Limit it to two to four weeks and three to five critical scenarios, such as importing a real supplier file, modelling your most complex product family and publishing to one channel. Agree in writing who pays for it. Some vendors fund a short proof of concept; others charge a fixed fee that is credited against the first year's licence.
How do you make the final decision?
Score the finalists on a weighted model that combines functional fit, technical fit, vendor viability, implementation approach and five-year cost. A common split is 40% functional, 20% technical, 15% vendor and partner, 25% commercial. Quality frameworks such as ISO/IEC 25010:2023, which defines nine product quality characteristics, help structure the non-functional criteria such as performance, security and maintainability.
Compare cost over five years, including implementation, integrations and internal staff, using a total cost of ownership model. Public-sector buyers in the EU must also state the relative weighting of award criteria in the procurement documents under Article 67(5) of Directive 2014/24/EU, so fix the weights before the RFP is issued. Private buyers gain from the same discipline.
Key takeaways
- Run eight steps in order: scope, data mapping, requirements, longlist, RFP, scripted demos, proof of concept, negotiation.
- Write testable, weighted requirements and fix the scoring weights before any vendor contact.
- Use knock-out criteria (deployment, scale, standards, integrations, budget) to cut the longlist quickly.
- Score scripted demos with your own data and prove the riskiest scenarios in a short proof of concept.
- Decide on five-year total cost of ownership and contract terms, including exit and data portability.
Frequently asked questions
How long does a PIM selection take?
A structured PIM selection for a mid-market organisation typically takes 12 to 20 weeks from kick-off to signed contract. Smaller teams with a simple catalogue can finish in 8 weeks, while enterprises with formal procurement, multiple business units and a proof of concept often need six months. The longest delays usually come from unclear scope and slow internal sign-off, so fix both early.
How many PIM vendors should be on a shortlist?
Keep the longlist to 8 to 12 vendors and the RFP shortlist to 4 to 6. Invite 3 vendors to scripted demos and take 1 or 2 into a proof of concept. Larger shortlists dilute evaluator attention and slow scoring, while fewer than three demos leaves no meaningful comparison and weakens your position in commercial negotiation.
Who should be on a PIM selection team?
A typical selection team includes an executive sponsor, a product data or e-commerce lead as owner, an IT or enterprise architect, two or three daily users from category management or marketing, and a procurement representative. Add legal and information security for contract and hosting review. Every scorer should attend every demo so scores are comparable across vendors.
For guidance on structuring a PIM selection, see the independent resource PIMselection.com.