A concise starting point for small and medium-sized enterprises: the key questions to ask vendors, with weighting and automated scoring.
The requirements matrix from our PIM and DAM selection projects for mid-sized and larger companies, aligned with your own requirements.
Many selection projects compare features alone. Equally important are the vendor's long-term viability, how the system can be operated and extended, and how well it can handle your data. The list therefore covers four areas:
Vendor capabilities, risk mitigation, software strategy and development strategy.
Software design, support and deployment model, whether in the cloud or in your own data centre.
Import, export, interfaces, validation and data quality.
Data model flexibility, inheritance and translations.
This sample shows how specific the questions are. You can send them directly to vendors or ask them during a demo.
| Criteria group | Example question |
|---|---|
| Vendor capabilities | How many customers use the software, and how many developers work on the standard product? |
| Risk mitigation | What safeguards ensure that you can continue using the software if developers at the vendor or partner become unavailable? |
| Software strategy | Is there a development roadmap, and how are updates made available to all customers? |
| Development strategy | Is the software developed in Switzerland, Germany or the EU? |
| Software design | Are adaptations made through configuration or coding? |
| Operations | Is a cloud option available, and can the software also run in your own data centre? |
| Support | What support and further development are included in the maintenance agreement? |
| Import | Can fields from supplier files be freely mapped to attributes in the PIM system? |
| Export | Which formats are supported, such as XML, XLS, CSV or JSON? |
| Interfaces | Which e-commerce platforms and ERP systems can be integrated, and how? |
| Data model | Can users create new attributes, categories and rules without database knowledge? |
| Translations | Can translation memory systems and translation tools be integrated? |
Plus 34 more questions, covering topics such as data quality and validation rules, multi-level inheritance, export configuration, the process engine and the approach to releases. Download the free SME version.
Suppose data quality is critical to you (priority 5), while the deployment model is less important (priority 2). A vendor with an average data quality rating of 4 out of 5 receives a weighted score of 20 in that area, while a vendor scoring 5 for operations receives only 10. This ensures that your priorities directly shape the comparison, rather than giving every feature equal weight.
Set the weightings before the first vendor responses arrive. Otherwise, you may unconsciously adjust them to favour your preferred vendor.
Download the SME version for free
46 assessment questions, weighting and scoring in one Excel file, ideal for getting started. Enter your name and email address. After a brief review, we will email you the download link.
For larger selection projects, a questionnaire is not enough. We use a requirements matrix with a baseline of around 400 criteria, matched against the requirements of your departments. Each criterion has a source (the standard catalogue or your own requirement), a rating scale from 5, “fully met”, to 1, “not met”, and belongs to a weighted criteria group.
Vendor profile, interpersonal skills and the integrator’s project delivery capabilities.
Software and development strategy, software design, support, SaaS or cloud deployment.
Usability and performance, search, import, export, supplier onboarding, data transformation and golden record, interfaces, bulk data maintenance, workflows and rules, data quality, reporting, access rights management.
Data model, classifications, inheritance, versions and variants, relationships, text management, languages, translation management, output structures and templates.
There are also criteria groups for DAM or MAM: maintenance structure, data handling, derivatives and distribution. Examples of individual criteria include the bidirectional ERP interface and security management across interfaces: how are a user’s access rights transferred from system A to system B?
The complete list is not a box-ticking exercise. It is a tool used throughout the selection project:
At the end, the core team scores the shortlisted vendors in each criteria group on a scale from 1 to 5. The most revealing groups are those where vendors differ. Where all perform equally well, the group does not influence the decision.
| Criteria group | Priority | PIM A | PIM B | PIM C | Interpretation |
|---|---|---|---|---|---|
| Integrator’s project delivery capabilities | 5 | 3 | 5 | 4 | Focus: project delivery |
| Import | 5 | 3 | 5 | 4 | Focus: import |
| Data transformation and golden record | 5 | 4 | 5 | 3 | Focus: golden record |
| Classifications | 5 | 3 | 5 | 4 | Focus: classification |
| Software strategy | 4 | 4 | 4 | 4 | all equal |
| Languages | 2 | 4 | 5 | 4 | not decisive |
Excerpt with illustrative values. In addition to the requirements-based assessment, each team member records their own assessment of the vendors individually.
Request the complete criteria list for your project
We walk you through the complete list of around 400 criteria and match it against your requirements. If needed, it can serve as the basis for longlisting, vendor workshops and assessment.
A criteria list is only as good as the answers you receive. In our experience, these points make the difference:
Almost every vendor answers “Can you do this?” with a yes. So ask how: through configuration or coding, as standard functionality or a custom project, and with how much effort. Ask them to demonstrate the answer in the demo.
Give shortlisted vendors a sample of your actual product data and two to three typical workflows, such as creating a new item with translation and approval. This lets you see how the system handles your structures, rather than just a prepared sample database.
A good system is of little use if the implementation partner lacks experience in your industry or the vendor stops developing it. The list therefore also asks about customer numbers, development capacity, the roadmap and safeguards. Reference calls with comparable customers round out the picture.
The score shows how well the solution meets your requirements. Alongside it, consider total costs over five years: licensing, implementation, interfaces, operation and internal effort. You will find an overview under PIM Implementation & Costs.
The list is deliberately industry-neutral. Add what matters most to you, such as industry standards like ETIM, ECLASS or BMEcat, AI features for text and translation, data for the digital product passport, print output or your marketplaces’ requirements.
The right tool depends on where you are in the selection process:
| PIM checklist | SME version | Full list with our support | |
|---|---|---|---|
| Purpose | Initial guidance: Is a PIM worthwhile, and which systems are suitable? | Detailed comparison of multiple vendors | Around 400 criteria, matched to your requirements, to guide your decision |
| Time and effort | 3 minutes online | A few days with your project team | Tailored to your project |
| Outcome | Initial shortlist by email | Weighted score for each vendor | An informed system decision, demos using your data |
| Next step | Go to the PIM checklist | Download the SME version | Request the list · PIM selection |
Explore more than 180 systems in our PIM vendor overview.
The SME version is free. Enter your name and email address, and after a brief review we will email you the download link for the Excel file. We use the full list in selection projects. Contact us to find out more.
The SME version contains 46 assessment questions in 14 groups for a focused vendor comparison. The full list provides a foundation of around 400 criteria in around 30 groups for PIM and DAM, with a scoring scale of 1 to 5, a source for each criterion and weighting. It is matched to your specific requirements.
An Excel file (.xlsx). You can adapt and extend the criteria, weighting and vendor columns as needed.
A longlist of five to ten vendors has proven effective. The top two or three make the shortlist and take part in workshops using your own data.
It structures the comparison and helps you ask the right questions. Evaluation, workshops and negotiations remain the project team's responsibility. If you would like support, we offer vendor-neutral guidance throughout the selection process.
Ready for a structured vendor comparison?
Start with the free SME version or contact us about the full criteria list for your selection project.
Download the SME version · More about PIM selection
Find out in 3 minutes whether a PIM system could benefit your business and which PIM systems could be right for you!
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