PLM Vendor Demo Scenarios: Running Scripted Demos

Short answer

A scripted PLM vendor demo is a session in which each shortlisted vendor runs the same buyer-defined business scenarios on the buyer's sample data, in a fixed order, while evaluators score fit live. Six to ten end-to-end scenarios, a 0 to 5 scale and role-based evaluators turn vendor demonstrations into comparable evidence for the decision.

Key takeaways

Scripted demos put the buyer in control of scenarios, data and order, making vendor fit comparable.
Six to ten end-to-end scenarios built from the requirements catalogue cover most decisions.
Send the script and a sample data package about 3 weeks in advance.
Score live on a 0 to 5 scale with role-based evaluators, including future key users.

Why scripted demos outperform product tours

A standard vendor presentation follows the vendor's strongest path through the product. It hides configuration effort, data model limits and awkward exceptions. A scripted demonstration reverses control: the buyer defines the scenarios, supplies the data and fixes the order. Every finalist runs the same script, so differences in fit become visible and scoreable.

Scripted demos sit between the RFP and the proof of concept in a structured selection, as outlined in how to select a PLM system. The scenarios usually come directly from the strongest requirements in the PLM requirements and RFP catalogue.

Build the script from 6 to 10 scenarios

Each scenario describes a business situation, the roles involved, the input data and the expected result. Keep scenarios end to end, crossing functions where the process does. Examples for a discrete manufacturer:

New part and BOM creation. A design engineer saves a CAD assembly, the system creates parts with the company numbering scheme, and the EBOM is reviewed and released.
Engineering change with impact analysis. A supplier discontinues a component used in 40 assemblies. Show where-used, raise an ECR, route it to a change board and issue an ECO with effectivity dates.
EBOM to MBOM. Manufacturing engineering restructures a released EBOM for two plants with different routings and transfers it to ERP. Background is in EBOM, MBOM and SBOM.
Variant configuration. Create a customer-specific variant from a configurable product and generate the resulting BOM.
Compliance roll-up. Import supplier substance declarations and report REACH SVHC content for a finished product.
Supplier collaboration. Share a controlled drawing package with an external supplier, collect a quotation and revoke access.
Search and reuse. A new engineer finds an existing part by attributes and geometry before creating a duplicate.
Administration. Add a new attribute and a workflow step live, without developer support.

Process industries replace CAD-led scenarios with formula creation, specification approval and label claim checks. Fashion companies add line planning, tech pack creation and sample tracking.

Prepare sample data and logistics

Send the script and a data package 3 weeks before the session. A good package contains 50 to 200 parts, one real multi-level BOM, two CAD assemblies in the native formats used, a sample change request and a supplier declaration file. Allow each vendor 4 to 6 hours (typical range), split into scenario blocks of 30 to 45 minutes. Ask for the vendor's solution consultant and the implementation partner who would actually deliver the project.

Agree in writing that the vendor shows configured functionality, and states clearly when a step uses custom code, a partner add-on or a future release.

Score live with a shared sheet

Each evaluator scores each scenario immediately after it ends, using a 0 to 5 scale:

Score	Meaning
5	Fully met with standard configuration, intuitive for the role
4	Met with minor configuration
3	Met with workarounds or extra steps
2	Partially met, add-on or development needed
1	Shown as roadmap or slides only
0	Not shown

Weight scenarios by business importance, and give each evaluator only the scenarios relevant to their role. An engineer scores CAD and change, a compliance lead scores substance reporting. Collect free-text observations alongside the numbers, because comments explain score gaps during moderation.

Include end users and a time box

Invite 2 or 3 future key users per major role. Their usability scores often differ from management impressions and predict user adoption risk. Keep one unscripted 30-minute block at the end where evaluators ask the vendor to repeat a step with a variation, such as a different part type or an extra approval. This tests how flexible the configuration really is.

After the demo

Consolidate scores within 48 hours while memories are fresh. Compare demo scores with RFP self-assessments: a vendor that answered "standard" but needed workarounds should be revisited. The highest-scoring one or two finalists typically move to a proof of concept on a larger data slice. Examples of vendors across categories that are commonly invited include PTC Windchill, Aras Innovator and CONTACT Elements, alongside industry-specific providers.

Frequently asked questions

How long should a scripted PLM demo take?

A typical scripted demo takes 4 to 6 hours per vendor, split into scenario blocks of 30 to 45 minutes. Complex multi-plant or multi-industry scopes can require a second day. Shorter sessions rarely leave enough time for live variations, which are often the most revealing part of the evaluation.

Should vendors receive the demo script in advance?

Yes. Vendors need about 3 weeks to load sample data and configure the scenarios. Sending the script early produces a realistic demonstration of configured functionality. Add a short unscripted block at the end to test flexibility, and require vendors to declare any custom code or partner add-ons used.

What is the difference between a scripted demo and a proof of concept?

A scripted demo is a vendor-run session of a few hours using a small data set. A proof of concept usually lasts 2 to 4 weeks, uses a larger slice of real data, and is often run with buyer key users hands-on. It tests integration effort, performance and partner capability in more depth.

Sources

Reviewed 16 October 2026 by the PLM Vendors editorial team. Regulatory dates and vendor details change; check the sources for the latest position.