Data Onboarding: How to get started
Product Information Management
57% of global consumer spending now takes place online – a sign of how strongly e-commerce is integrated into consumers’ everyday lives. However, this development also increases the demands on companies that need to provide their product data accurately, up-to-date and consistently across different channels. This is where a Product Information Management (PIM) system comes into play, facilitating the management and distribution of this data. A central element of the successful use of a PIM system is data onboarding, i.e. the import of product data from other systems that is later used throughout e-commerce. In this blog article, you will find out what data onboarding means and how it can help you to optimise the management of your product data.
Translated with DeepL.com (free version)
What is Data Onboarding?
What do a good cocktail and data onboarding have in common? Both require the right ingredients and a precise combination to work perfectly. While a bartender selects the best ingredients and skilfully combines them to achieve the perfect taste, data onboarding brings together all relevant product data from different sources, cleanses and structures it for smooth use. Just as only a perfectly mixed cocktail can unfold its full effect, successful data onboarding ensures that all information is consistent and ready for use – for an optimal result in e-commerce as a whole.
Data onboarding is therefore more than just importing data. It comprises several phases that help to ensure that the product data meets quality standards and is optimised for all necessary channels. An onboarding process in a PIM system typically consists of:
- Data import: The first step in which data from various sources is transferred to the PIM system (master data, documents, images, etc.).
- Data validation: A check for completeness and consistency to ensure that all data is error-free.
- Categorisation and structuring: The data is arranged in a logical order that makes it easy to find and manage.
Only after these onboarding steps have been completed can the actual work – data enrichment – begin.
Why is a PIM system so important for Data Onboarding?
Data onboarding focuses on the data recipient. The data received can come from your own systems – e.g. from an ERP system – but also from external sources such as suppliers or manufacturers if you act as a retailer and do not produce your own products.
Without a centralised system, data maintenance is not only time-consuming, but often also prone to errors (e.g. with data from Excel spreadsheets). This is exactly where a PIM system comes in. It forms the centrepiece of data management by first bundling all relevant product information centrally, automatically checking the data quality, flagging irregularities and making it clearly accessible for the subsequent steps (preparation and syndication).
The Advantages of structured Data Onboarding in the PIM system
System-supported data onboarding in a PIM system has many advantages:
- Time savings and efficiency: Data onboarding often brings together a large amount of product data from different sources and systems. The manual consolidation and organisation of this data is usually extremely time-consuming and error-prone. A PIM system provides a remedy here: thanks to automation, large volumes of data can be processed and structured quickly. Standardisation also ensures that data errors (incompatible formats, incomplete data, etc.) are minimised, which increases the efficiency of the entire process and saves resources.
- Improved data quality and consistency: Different data sources often lead to inconsistencies and varying data standards. A PIM system ensures a standardised structure and quality by bringing all data to the same standard and continuously checking it. This improves data quality and creates a consistent basis that strengthens confidence in the product information – both internally and with customers.
- Scalability and flexibility: With a growing product portfolio and increasing data sources, the challenge of data management also increases. A PIM system offers the necessary flexibility to easily integrate additional data sources and products without losing efficiency. This means that the PIM system remains scalable and adaptable even if the product range expands considerably.
- Faster time to market: Maintaining and updating extensive product data is a time-consuming task, especially when data from different sources needs to be merged. Without efficient processes, this can significantly delay the market launch process. A PIM system enables product data to be enriched or updated quickly thanks to efficient import. This allows them to be published more quickly and brought to market faster – a clear advantage for competitiveness.
- Improved collaboration and transparency: Isolated data sources and a lack of coordination between departments such as marketing, purchasing and product management make collaboration in data onboarding difficult. A PIM system remedies this by giving different teams access to a central data source, which improves collaboration and reduces errors caused by duplicate or contradictory data entries. The transparent overview of current product data facilitates coordination and speeds up decision-making processes.
- Fulfilment of regulatory requirements: In many industries, companies are required to provide specific information such as safety data, origin information or sustainability labelling. A PIM system makes it easier to obtain, manage and update such information so that legal requirements are met and penalties or loss of trust can be avoided.
Consumable Product Data for the Retailer
The topic of data onboarding is essential for retailers – regardless of the size of the company. In contrast to manufacturers who only offer their own products, retailers usually sell a wide range of products from several manufacturers and suppliers. As the number of partners and articles increases, so does the volume of product data to be processed. As this data is often supplied in different formats and quality levels, retailers are faced with the challenge of mastering a balancing act between quantity, quality and speed. Without a PIM system that supports data onboarding, losses are usually unavoidable.
- Quantity: A PIM system can be used to define a target data structure that precisely defines categories, attributes and attribute values. This allows large quantities of product data to be imported in an automated and structured manner without compromising the quantity.
- Quality: A PIM system makes it possible to ensure data quality right from the start. The information is validated and continuously checked during data import. In addition, clear data requirements help to communicate to manufacturers and suppliers exactly what information the retailer needs.
- Speed: Automation and transparency significantly accelerate the processing and exchange of data. Manual processes are eliminated and collaboration between all parties involved becomes smoother. This allows the retailer to quickly convert product data into consistent and consumable information for the online store.
With a PIM system, a retailer can successfully master the balancing act between quantity, quality and speed without making any compromises.
Summary: Data Onboarding with a PIM
Effective data onboarding is the cornerstone for high-quality, consistent and up-to-date product information that is presented uniformly across all e-commerce channels. This consistent data is critical to meeting customer expectations and building trust – because incomplete or inaccurate product information has a negative impact on customer experience and brand image. In an increasingly digitalised world where the speed and accuracy of data provision is critical to success, structured and automated onboarding is essential.
The future of e-commerce lies in the seamless integration and management of data, which enables companies to react quickly to market changes and customer needs. Optimised systems such as PIM solutions create the prerequisites for standardising data processes, reducing the workload and ensuring the quality of product information. A PIM system provides the foundation for sustainable growth and competitive advantages in digital commerce, as it is a flexible, scalable and future-proof solution that can evolve with the company’s requirements.
And if you have recognised the need for a PIM system and are looking for a PIM, then you’ve come to the right place. Our OMN PIM is your PIM system for automated data onboarding. Get to know OMN PIM without obligation: Contact us >>
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