VanDijk
Navigating new horizons with a strategic PIM Overhaul
Implementation fo a new PIM system to support future growth
The company
Founded in 1949, VanDijk has established itself as a pivotal provider of educational services in the Netherlands, specializing in secondary education. Continuously adapting to the digital transformation of the educational landscape, the organization recognized the need to update its increasingly outdated and manually dependent Product Information Management (PIM) system to maintain its industry leadership and expand its e-commerce capabilities.
To address these challenges, VanDijk partnered with SQLI for a strategic overhaul using the modern Stibo Systems STEP, enhancing operations, data accuracy, and scalability.
The challenge
Navigating complexity: Overcoming legacy limitations and preparing for future growth
VanDijk’s expanding operations highlighted the urgent need for a more robust and scalable technology system to support growth. Initially implemented in 2009, the outdated PIM system was no longer supported and heavily relied on manual interventions by dedicated staff members to remain functional. The existing PIM system’s limitations became increasingly apparent as VanDijk aimed to handle an expanding database of product data, which was expected to grow from 300,000 to 4,000,000 SKUs.
The challenge was replacing this legacy system with a new, modern one that could transfer all existing functionalities while enhancing capabilities, particularly scalability and cloud-first applications. The transition needed to be executed without disrupting ongoing operations, as the old system remained in use while a new middleware system and an online shop were concurrently being developed.
The solution
Tailoring a robust PIM solution with SQLI
Trusting SQLI’s proven expertise from previous collaborations, VanDijk upgraded to a modern, scalable PIM system to meet growing demands. Throughout the years SQLI demonstrated a deep understanding of VanDijk’s operational needs and strategic objectives.
SQLI’s long-standing partnership with Stibo Systems was instrumental in selecting a new PIM solution. STEP's robust cloud-based capabilities influenced the choice of the new PIM software, which aligned perfectly with VanDijk’s strategic shift towards cloud-first applications.
Mathijs de Boer, Manager of Data Management at VanDijk, highlighted the importance of SQLI’s expertise during implementation: It was the knowledge of SQLI that helped us, in combination with the experience we had with the prior data models and also the involvement of stakeholders in the organization, who are the users of the data we keep in STEP. Together this ensured we created a good definition of the new data model.”
Executing a seamless integration with a phased PIM System Rollout
SQLI’s implementation of STEP began with a discovery phase to define the system’s scope and technical requirements, following best practices.
The identified requirements were then broken down into specific work items and included in the sprint planning. This meticulous, Agile, approach ensured that each implementation phase was manageable and focused. The new functionalities were developed, tested, and gradually introduced to VanDijk staff through structured training sessions as the sprints progressed. This not only facilitated a smooth adoption of the new system but also allowed for immediate testing and feedback, which was crucial for refining the new system.
This strategy allowed for the gradual introduction of the STEP system while simultaneously phasing out the old PIM system. This careful management ensured the transition was seamless, minimizing disruptions to daily operations.
The original project was completed on time and below budget. The further phase-out of the old system was also conducted in good cooperation between the VanDijk and SQLI teams, which was made even more effective with their joint efforts.
SQLI also helped VanDijk handle the technical challenges associated with integrating STEP with their existing ERP systems and other applications. “Last January, we used STEP as our main application for product data… It’s really become a single source of truth,” Mathijs de Boer noted about the transition, emphasizing the enhanced data management and reliability.
Realizing potential: Enhanced efficiency and scalability through innovation
VanDijk’s transition to the new STEP system, implemented by SQLI, significantly enhanced its operational capabilities and strategic goals.
VanDijk benefited from an updated, SaaS-based system that reduced IT overhead and enhanced data reliability and security. The new system allowed for more precise control and data quality monitoring, notably through improved handling of mandatory fields and media content like images, ensuring that all product information was accurate and reliable.
The new PIM system allowed consolidation of all supplier data within a single system with a well-thought-out golden record logic. This integration has been pivotal in creating a single source of truth for product data, simplifying management, and improving consistency across all platforms. The system’s flexibility was significantly enhanced, allowing different departments within VanDijk to contribute to data handling. For example, warehouse staff can now directly enter logistical data such as dimensions and weight, enhancing the accuracy and timeliness of data updates.
The onboarding of VanDijk staff and extending specific STEP capabilities, such as exports and workflows, have significantly increased operational efficiency. The system’s new capabilities have allowed VanDijk to automate many previously manually intensive processes, reducing the workforce needed for data management. As de Boer noted, “We do the work with fewer people… because things are automated and less controlled by hands.”
"With the help of SQLI, we are able to create different screens with different attributes, and other departments can also help to fill in data. It’s so much more flexible.”
Supportive Partnership
SQLI’s involvement went beyond just implementing a new software solution; it was critical in strategic planning and ongoing support post-implementation. The SQLI team’s critical insights into data modeling and proactive approach in script development and problem-solving have helped VanDijk maximize the new system's benefits. Henk Storteboom, Senior Data Engineer at VanDijk, praised the cooperative nature of the relationship, saying, “It was a ‘GO’ operation with SQLI… They advised us at times, and it wasn’t just about telling us what to do; they were also very critical and helped us a lot with advice and experience.”
The transition to STEP has modernized VanDijk’s technological infrastructure and enhanced its ability to manage product data more effectively, improve inter-departmental collaboration, and reduce operational costs through automation. This has positioned the company for continued growth and adaptation in the fast-evolving educational sector.
Looking towards the future with SQLI and Stibo Systems
As VanDijk looks ahead, leadership is excited to maximize their utilization of STEP. Their primary goal for the near future is to solidify the system as a single source of truth and a single point of entry for all product data. Stability is crucial as they transition into a new school year, and the immediate future will involve consolidating and enhancing the existing setup rather than expanding it.
The focus on internal IT challenges suggests that VanDijk and SQLI will continue collaborating closely to ensure the system remains responsive to the organization’s needs. The partnership with SQLI will continue playing a pivotal role in supporting these objectives, providing the necessary expertise and assistance to maintain and enhance the system as needed.
