Measuring the ROI of a PIM project: which KPIs to track?

In a context where the quality, consistency and rapid distribution of product data have become key issues for companies, Product Information Management software (PIM) is a strategic lever. 

This solution centralizes, enriches and distributes product information across all channels, both internally and externally. Investing in a PIM means choosing a structuring base to support your company's growth and digital transformation. But how do you actually measure the value generated by such a tool? What KPIs should be monitored to assess the return on investment (ROI) before, during and after implementation? 

This article proposes an approach to managing and objectifying the benefits of a PIM project.

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Upstream of the PIM project: laying the foundations for ROI

Before even thinking about measuring the return on investment of a PIM project, it's essential to build a solid foundation. This requires a two-pronged approach: an audit of the existing situation and the definition of measurable objectives. 

All too often, companies embark on a PIM project without having clearly identified their starting point or the levers they wish to activate. Yet it is precisely this initial snapshot that will later demonstrate the gains made.

Assess the existing situation (initial audit)

First step: take stock of your current product data management. What tools are used? How many Excel files circulate between teams? Is your DAM linked to your ERP? These questions will help you identify the complexity of your current system.

Another key indicator is the amount of time spent on manual tasks: re-keying, multiple updates, exports/re-imports, cross-checks, etc. These are all low-value-added hours that accumulate and take their toll on teams. This time can easily be quantified to reveal part of the "hidden cost".

We also need to assess the impact of poor data quality: errors in product sheets, missing visuals, inconsistent information. These dysfunctions lead to product returns, dissatisfaction on the part of customers and distributors, and even a loss of earnings in SEO or on marketplaces.

Set numerical targets

Once the existing situation has been mapped, it's time to define precise, measurable objectives. It's not just a question of "better data management", but of achieving concrete targets:

• Reduce time-to-market by 30%, for example from 6 to 4 weeks for a new product launch.
• Halve the rate of errors and duplicates in product sheets.
• Save 40% on file preparation time for a distribution channel (e-commerce site, marketplace, distributor, etc.).

These indicators will serve as benchmarks to monitor the evolution of the project over time and prove the value generated by the PIM. All these indicators are detailed in our webinar dedicated to calculating PIM ROI, with our partner A5SYS.

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During the PIM project: measure progress and make adjustments

The PIM implementation phase shouldn't be a black box: it's crucial to monitor precise indicators in order to steer the project, adjust actions, and guarantee its smooth running. Two categories of indicators are particularly useful: KPIs linked to technical implementation and those measuring operational transformation.

Implementation KPIs

The number of trained and autonomous employees is an excellent indicator of internal adoption. A good PIM is useless if it isn't mastered by business users. This rate verifies that training has been effective and that teams can operate without constant dependence on IT.

The rate of functional coverage achieved (e.g. DAM integration, activation of e-commerce connectors, ERP, marketplaces) enables us to monitor compliance with the scope initially defined. It reflects both technical progress and the ability to meet functional commitments.

Lastly, the number of products migrated compared with the total planned enables us to monitor the progress of the often complex but structuring migration project.

Process transformation indicators

The number of steps eliminated in the product management chain (e.g. manual validations, Excel round-trips) bears witness to the simplification of workflows. Fewer steps = greater agility.

The autonomy of business teams, measured by the reduction in dependence on developers or satellite tools, is a strong sign of transformation.

Finally, the number of channels activated more quickly or automatically (websites, marketplaces, B2B partners) illustrates the concrete acceleration enabled by the PIM. A good sign that the project is moving in the right direction.

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Post-deployment: measuring the real impact on business

Once the PIM has been deployed, the key challenge is to move on from perception to quantified proof. To demonstrate return on investment, it is essential to measure the concrete impact on operational efficiency, sales performance and stakeholder satisfaction.

Operational gains

The first tangible indicators concern time savings. PIM drastically reduces the time needed to update a product - sometimes halving or tripling it, depending on the initial level of complexity. 

There has also been a significant reduction in the number of errors detected after publication, thanks in particular to better-structured validation workflows and centralized data sources. This greater reliability enables teams to increase the frequency of product updates, thus supporting greater commercial responsiveness (rapid promotion of new products or packaging changes, for example).

Commercial gains

Richer, more coherent product sheets often lead to improved search engine optimization (SEO): greater visibility on search engines, more qualified organic traffic. 

On e-commerce sites and marketplaces, this translates into a better conversion rate, as buyers find complete, reassuring and well-illustrated product sheets. The cumulative effect is an increase in sales on digitalized channels, particularly in omnichannel or international contexts.

Stakeholder satisfaction

Distributors gain greater autonomy and reliability in their online offerings, thanks to data that is structured and compliant with standards (GDSN, PIES, ETIM, etc.). 

Internally, marketing, e-commerce and sales teams often report improved collaboration and increased satisfaction: less frustration with errors, more time for value-added tasks, and a greater ability to respond to business challenges.

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How do you choose your KPIs?

A PIM project is more than just a technical implementation: it's a real driver of overall business performance. Measuring ROI means securing investment, reassuring stakeholders, and demonstrating tangible benefits that go beyond mere impressions. By tracking the right KPIs before, during and after deployment, you make PIM part of a measurable, progressive and results-oriented digital transformation logic.

Our advice: don't wait until the end of the project to talk about results. Integrate a precise measurement plan right from the audit phase, so that you can capture and value each step forward along the way.