Stimulus Australasia

Why Building PIM Functionalities
into ERPs Could Backfire

Have you ever wondered, "Why do we need a PIM if we have an ERP to store our product data?"

This is a valid question, as ERP systems do share some functionalities with PIM systems. However, they are fundamentally different and serve distinct purposes within a business.

Enterprise Resource Planning (ERP) encompasses software used to manage day-to-day business activities such as accounting, procurement, project management, risk management, compliance, and supply chain operations. In contrast, Product Information Management (PIM) software is designed exclusively for storing a company's product data, along with all the associated details, and distributing this information wherever it's needed.


In essence, the key difference between PIM and ERP lies in their focus. A PIM system specializes in product information management, digital asset management, and technical specifications, while an ERP system concentrates on handling transactional data that drives a company's workflows and business processes.

While ERPs are powerful tools for businesses, they should not be used as PIM systems. Just as storing product data in Excel isn't advisable, trying to merge the functions of an ERP and a dedicated PIM system can lead to complications.

Now, let's dive into the specifics of why integrating PIM functionalities into an ERP might not be the ideal solution.

Here are some potential drawbacks:

Complexity and Scope

ERPs are designed to manage a wide range of business processes, from finance and human resources to inventory and supply chain. Adding PIM functionality could increase the complexity and scope of the ERP system significantly, potentially leading to performance issues, system bloat, and difficulties in maintenance and future development costs.

Different Focus and Expertise 

ERPs and PIMs serve distinct purposes. ERPs are more focused on internal business processes, while PIMs are designed to manage product information and digital assets for marketing and sales. Trying to merge these functionalities could result in a system that isn't optimally suited for either purpose.

Usability and User Experience 

ERPs are often used by various departments within an organisation, each with its own requirements. Adding PIM features might lead to a cluttered user interface, making it harder for users to find the functionalities they need. This can lead to a poor user experience and hinder productivity.

Performance and Scalability 

ERPs need to handle large volumes of data related to various business functions. Incorporating PIM functions, which involve managing extensive product data and media assets, might strain the system's performance and scalability, leading to slower response times and potential disruptions.

Customisation Challenges 

Integrating PIM functionalities into an existing ERP could require extensive customisation and development work. This not only adds costs but also increases the risk of bugs, compatibility issues, and difficulties in adapting to future changes.

Integration Complexity 

PIM systems often need to integrate with various other tools, such as e-commerce platforms, content management systems, and digital asset management solutions. Integrating these seamlessly into an ERP might be more challenging than integrating them into a dedicated PIM system.

Updates and Upgrades 

ERPs and PIMs are both subject to updates and upgrades to address security, functionality, and performance improvements. Merging the two functionalities could complicate the update process, making it harder to stay up-to-date with the latest features and security patches.

Vendor Expertise 

Companies that specialise in PIM solutions typically have a deep understanding of the specific challenges and requirements associated with managing product information. Opting for a dedicated PIM vendor might provide better expertise and support.

Flexibility and Innovation 

Using a standalone PIM solution could provide more flexibility in choosing the best-of-breed software for your needs. It allows you to adapt to changes in technology and business practices without being tied to the limitations of an ERP's PIM module.

User Training and Adoption 

Introducing PIM features into an ERP could require additional training for users who are accustomed to the ERP's existing functions. This could slow down adoption and lead to resistance to change.

UI (User Interface) Limits 

Many ERP systems have limits on the data they are able to manage. It can be challenging in terms of user experience.

In many cases, it might be more advisable to integrate a specialised PIM system with your existing ERP, rather than trying to build PIM functionalities directly into the ERP. This approach allows each system to focus on its core strengths and provides a more streamlined and efficient solution for managing both internal business processes and product information. 

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