September 12 – October 1 Lawson Freeze: Inventory Request FAQ and Process

Key Points:

From September 12 to Oct 1, 2025, the Lawson process of placing routine inventory and supply orders will be temporarily paused and then discontinued.

  • There will not be any disruptions to supplies so do not “stock up” on supplies and items you order from the Warehouse and Storerooms. There is no need.
  • You will not be able to order supplies from the Carilion inventory locations, such as the Warehouse and Community Hospital Storerooms, through your normal RQ10, Mobile Supply Chain, or RQC process. Temporary Process is outlined below.
  • This allows us to make the transition from Lawson to Workday without having to manage constant changes in inventory levels.
  • Ordering through Workday will start on Oct 1, 2025. o For detailed information on the Nexus project please go to Nexus ERP Project | Inside Carilion
  • Have your department supply team members and requisitioners get familiar with this process.

 

The Downtime Process:

How will I get/order my supplies?

  • For the CRMH, CRCH, CRBH, CFMH, CTCH, CTGH, CNRV and Carilion Mental Health to include the areas within the exterior walls of hospitals and the Tecsys system, Materials Management has taken the daily average for the past 3 months to determine the area’s average need. During this downtime period, your average daily orders will be sent on the respective day. This will begin on Saturday, Sept 13. For example, the average Monday order from our calculations will be sent on Monday. The average Tuesday order from our calculation will be sent on Tuesday.
  • For Ion, Tanglewood, and Riverside facilities and the areas within the exterior walls of those facilities, Materials Management has taken the daily average for the past 3 months to determine the area’s average need. During this downtime period, your average daily orders will be sent on the respective day, starting Monday, Sept 15. For example, the average Monday order from our calculations will be sent on Monday. The average Tuesday order from our calculation will be sent on Tuesday.

 

How do I get/order supplies if my facility is not within the listed hospitals, Ion, Tanglewood, and Riverside facilities?

  1. Go to the Materials Management Hub, select the Warehouse Downtime Supply Order form. (We have also included the link to the form.) Warehouse Downtime Supply Order Form. You may save the form on your local drive
  2. Use your inventory supply list or the inventory item list located on the Materials Management Hub to correctly fill out the Supply Order Form
  3. Utilizing JIRA, Carilion Materials Management - Service project, Select the Place an Inventory Order and complete this ticket in its entirety and accurately
  4. Attach the Downtime Supply Order Form.
  5. Select Create at the bottom of the ticket.
  6. Materials Management will review the ticket and fill the order accordingly.

 

How do I get/order an inventory item that is not in the average orders or has been depleted due to a higher-than-average use.

  1. Go to the Materials Management Hub, select the Warehouse Downtime Supply Order form. (We have also included the link to the form.) Warehouse Downtime Supply Order Form You may save the form on your local drive.
  2. Use your inventory supply list or the inventory item list located on the Materials Management Hub to correctly fill out the Supply Order Form
  3. Utilizing JIRA, Carilion Materials Management - Service project, Select the Place an Inventory Order and complete this ticket in its entirety and accurately
  4. Attach the Downtime Supply Order Form.
  5. Select Create at the bottom of the ticket.
  6. Materials Management will review the ticket and fill the order accordingly.

 

How do I submit an order for an inventory item that is an emergent need and cannot wait 12 hours for the downtime process to work?

****Emergency orders will be reviewed and scrutinized with Leadership.

  • For CRMH, CRCH, CRBH, CFMH, CTCH, CTGH, CNRV and Carilion Mental Health contact your local materials management contact for assistance.
  • For all other areas without direct contact or primary contact is not available, please call
    • 540-224-3070 (Primary)
    • 540-855-8240 (Secondary)
    • 540-855-4608 (Secondary)
    • 540-855-8715 (Secondary)

 

What if I have overstock or the wrong items and need to return?

  • Please limit the return of overstock. If you can hold on to it, please do. If you cannot, please follow the normal return process by completing the Warehouse Returns Form, Return Goods | Inside Carilion
  • For wrong items, please follow the normal return process by completing the Warehouse Returns Form, Return Goods | Inside Carilion
  • Please follow the normal Logistics process and be patient with the process and our Supply Chain Teams.

 

If you have any questions, please contact Craig Bryant, Sr Director of Supply Chain Operations, csbryant@carilionclinic.org.

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