From AM Classic to Sharepoint and back again

In the winter, Arjeplog’s population doubles. Automakers from around the world come here to test their cars in extreme cold, and behind every test lies extensive work related to safety, quality, and documentation. But when a management system becomes too complicated, people stop using it—even when clear documentation is needed. Colmis learned this firsthand when they switched from AM System to a SharePoint-based solution.

Colmis has been in operation since 1985 and is today one of Arjeplog’s established winter vehicle testing facilities. During the testing season between November and March, the area fills up with automakers from all over the world who come to test their vehicles on ice tracks in an Arctic climate

“We nearly double the population of Arjeplog during the winter. Many people rent out their homes or know someone who works in the testing industry. It’s a vital industry for the entire town,” says Per Gyllenberg, Deputy Manager at Colmis Proving Ground.

A management system for the entire operation

When Colmis obtained certification according to quality and environmental standards, AM System became the hub of the operation. Here, procedures, processes, documents, nonconformities, improvement suggestions, and maintenance were all consolidated into a single system.

“The great thing was that everything was in one place. We didn’t have to jump between different systems,” says Per.

A cheaper alternative wasn’t any simpler

After a few years, Colmis nevertheless decided to leave AM System. The cost was perceived as high, so the company instead built a solution in SharePoint along with other tools.

At first, it worked. But over time, problems began to surface.

“The documentation worked pretty well. But when we needed to build processes and link documents together, it became significantly more complicated.”

As a result, the system was used less and less.

“Few of us sit in front of a computer all day. So it has to be simple. Otherwise, it becomes a system that people avoid.”

When no one uses the system, it loses its value

For Colmis, the management system is a natural part of daily work. When information is easy to find and simple to work with, it also becomes part of the business—not just something that’s pulled out for an audit.

This is especially important during the winter season, when the pace is fast and safety is crucial. Before staff head out onto the ice, ice measurements are taken to inform risk assessments and the selection of the right protective equipment. That’s when the right documents need to be in the right place and easy to use.

– We’ve tried to make it as simple as possible. Otherwise, it won’t be used—especially not by seasonal staff. We’ve received very positive feedback on our risk assessment templates, for example.

That’s why they chose to come back

When Colmis began re-evaluating its solution, the choice fell once again on AM System.

“I was a little hesitant at first because I knew I’d have to set everything up again. But today I’m very glad we did.”

Today, they’ve set up the management system to resemble the company’s own website, which makes it easier to find what you’re looking for and creates a sense of familiarity.

They also appreciate the ability to build processes, link documents, and get support from Customer Success when questions arise.

– It’s easy to understand how to do things. And when we want to bounce ideas off someone or need help, there’s always someone to talk to.

“It’s much easier to build in AM System”

They have some advice for companies considering building their management system in SharePoint.

– Document management definitely works. But as soon as you want to build processes, link documents, and create a dynamic management system, it’s significantly easier in AM System.

The next step for Colmis is to make it even easier to report deviations directly on the front lines and follow up on them continuously during the busy winter season.

“I feel confident with AM System. It’s a system that helps us develop our operations, not just document them,” Per concludes.