If you are an engineer or a product manager, you have probably used Excel to store, organize, and share your product data. Excel is a powerful and versatile tool that can handle a lot of data and calculations. However, Excel has some limitations when it comes to managing engineering data – especially as projects grow in complexity and scale.
Let us unpack the challenges of using Excel for product data management (PDM) and why a PDM solution is better equipped to handle those challenges, as well as how to migrate your data from Excel to a PDM solution in a few simple steps.
What is product data management?
PDM is the process of capturing, storing, organizing, and managing all the data related to a product, such as design specifications, drawings, models, bills of materials, documents, revisions, and workflows. PDM helps engineering teams to collaborate, communicate, and coordinate their work more effectively and efficiently.
A PDM solution provides a centralized and secure repository for all your product data, allowing users to access, edit, and share it with team members and stakeholders. A PDM solution also automates and streamlines your data management processes, such as version control, change management, approval workflows, and reporting.
Why Excel is not the best tool for product data management
While Excel is a great tool for data analysis and manipulation, it is not designed for product data management. Here are some of the main reasons why Excel is not optimal for PDM:
Lack of security and control
Excel files are easy to copy, modify, and delete, which can lead to data loss, corruption, or unauthorized access. Excel does not provide any audit trail or version history of who made what changes and when, making it difficult to track and resolve issues. Excel also does not support any encryption or password protection for your files, which can compromise your data privacy and security.
Lack of collaboration and communication
Excel files are not designed for concurrent editing and sharing, making them highly susceptible to conflicts and errors when multiple users work on the same file. Excel does not support any real-time collaboration or notification features, which hampers relevant communication and coordination. Excel also does not integrate well with other tools, such as CAD (computer-aided design), ERP (enterprise resource planning), or cloud services, thus limiting data accessibility and interoperability.
Lack of scalability and performance
Excel files become large and complex as your product data grows, becoming a drain on your system and productivity. Excel does not support any data validation or quality checks, so there is nothing to catch inaccurate or inconsistent data. Additionally, there is no support for automation and optimization features (such as workflows, rules, or templates) which can save considerable time and effort.
How a PDM solution can help you overcome the challenges of Excel
A PDM solution can offer you many benefits over Excel to manage product data, such as:
Enhanced security and control
A PDM solution creates a secure and controlled environment for your product data, where you can set permissions, roles, and access levels for different users and groups. You can ensure your data privacy and security with a PDM solution, as it supports encryption and password protection. PDM solutions also maintain a complete audit trail and history of all your data changes and activities, better enabling you to manage design changes and troubleshoot issues.
Improved collaboration and communication.
Share and edit product data with your team members and stakeholders in real-time with a PDM solution. PDM solutions support collaboration and communication with notification features, such as comments, chats, alerts, and reminders. PDM solutions also increase your data accessibility and interoperability because they integrate well with other tools and platforms, such as CAD, ERP, and cloud services.
Increased scalability and performance
Large and complex product data is not an issue for PDM solutions, which handle such data without compromising speed and performance. Users can also expect consistent and accurate data from a PDM solution that supports data validation and quality checks. PDM solutions also support automation and optimization features – for example, Windchill has prebuilt templates and workflows, saving you time and effort.
PDM via software as a service
Some of the industry leading PDM solutions are delivered via software as a service (SaaS). Windchill+, the SaaS version of Windchill, incorporates and delivers new functionalities as quickly as users have come to expect them. These deployments are also known to yield the same benefits outlined above for PDM solutions and therefore amplifying their impact: accessibility and security, collaboration, and scalability,
How to migrate data from Excel to a PDM solution
There are many benefits of using a PDM solution rather than Excel for product data management. If you are already using Excel to manage product data, then how do you migrate that data to a PDM solution?
Prepare your data
Before you migrate your data, you need to prepare it for the transition. This means that you must clean, organize, and standardize your data while removing any duplicates, errors, or inconsistencies. You also need to define your data structure, (such as fields, attributes, and relationships) and map them to the corresponding elements in the PDM solution.
Choose your PDM solution
Next, choose a PDM solution that suits your needs and preferences. There are many PDM solutions available in the market, each with distinctive features, functionalities, and prices. Compare and evaluate the different options to determine which one is the best fit for your enterprise. Be sure to check the compatibility and integration of your chosen PDM solution with any existing tools and platforms, such as CAD, ERP, or cloud services.
Import your data
Once you have selected your PDM solution, you need to import your data from Excel. This can be done either manually or automatically, depending on the PDM solution and the data format. Some PDM solutions offer comprehensive overviews or built-in import tools to guide you through the process. Others may require you to use external tools or scripts. It is important to follow the instructions and specifications of the PDM solution to ensure that your data is transferred correctly and completely.
Verify your data
After you have imported your data, you should verify that your data is accurate in the PDM solution. Check for any errors, discrepancies, or missing data, and resolve them as soon as possible. You should also test and validate your data functionality and performance, (calculations, workflows, reports, etc.) to ensure that they work as expected.
Train your users
Lastly, you need to train your users on how to use the PDM solution and its features. Provide them with adequate documentation, tutorials, and support to help them get familiar and comfortable with the new system. It is also best practice to solicit their feedback and suggestions, so you can address any issues or concerns they might have.
Conclusion
Moving from Excel to a PDM solution is a smart and beneficial decision for most engineering teams. A PDM solution can help you manage product data more efficiently and securely, improve collaboration, and reliably handle any product data to support scalability and performance.
Migrating your data from Excel to a PDM solution can be made easier if you follow these steps and best practices. With Windchill+, companies can easily shake the drawbacks of their legacy systems and adopt the latest and greatest PDM solution via SaaS and set themselves up to upgrade to PLM when ready. Experience a seamless transition from Excel to PDM, speedy time-to-value, and the industry’s best practices by reaching out today.
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