Developing the Project Initiation Document (PID) for the Primary Care Utilisation and Modernisation Fund (UMF) 2025/26

The Primary Care Utilisation and Modernisation Fund was announced by the Government in the spending review in October 2024. The £102million fund is aimed at modernising facilities and improving the premises of GP practices across England.

The types of schemes may include (but are not limited to):

  • Refurbishment of under-utilised rooms to increase clinical capacity.
  • Repurposing of underused rooms into clinical accommodation.
  • Reconfiguration of existing space to create additional clinical rooms.

There are four key stages in the process:

  • Stage 1 – ICB submits initial recommendations to the national team, linked to areas for investment prioritised within the PCN Estates Needs Toolkit and ICB Infrastructure Strategies. This stage is complete.
  • Stage 2 – Initial review of recommendations against set criteria. Regions complete an audit to ensure recommendations meet the core criteria and directly or indirectly support the creation of additional appointment capacity. This stage is complete.
  • Stage 3 – Due Diligence. Detailed process of developing the project initiation document (PID), including plans, funding options, permissions and agreements to be led by ICBs. No funding is committed until the business case is approved. This stage is in progress.
  • Stage 4 – Delivery. Tracking progress and benefits of each scheme, at ICB an regional level and in doing so, identifying risks and mitigating actions. To be delivered.

Stage 3 of the process is in progress. Practices are required to produce a PID to support their application. This is a really important step for practices. In this
article we explore the importance of the PID document.

What is a PID?

A PID is a structured document that outlines the key details of a project before it formally begins, setting out the project’s purpose, scope, objectives, and expected outcomes. It will include justification as to why the funding is required and provides details on the benefits that the project will bring to patient care.

A well-prepared PID provides a clear roadmap for project execution and should demonstrate that the project is feasible, cost-effective, and aligned with the strategic priorities.

Key components of a PID

A comprehensive PID typically includes the following elements:

  1. Strategic need
    a. Clearly defined goals, such as improving patient access, enhancing service delivery, or upgrading facilities.
    b. Alignment with strategic priorities.
  2. Justification
    a. Justification for the funding request, detailing the problem being addressed.
    b. Evidence of demand, including patient demographics, service usage trends, and capacity constraints.
    c. Expected benefits such as improved patient experience, increased efficiency, or cost savings.
    d. Provide the strategic drivers and justification for the scheme.
    e. Confirm and outline alignment with other strategies as appropriate
    f. Confirm whether the site been defined as core, flex or tail through the PCN Toolkit programme.
    g. Set out the number of additional appointments the additional space will create (per year).
  3. Description of work
    a. Description of proposed infrastructure upgrades or service enhancements.
    b. Boundaries of the project—what is included and excluded.
  4. Stakeholder analysis
    a. Identification of key stakeholders, including GP partners, NHS commissioners and patient groups.
  5. Risk assessment
    a. Potential risks that could impact project delivery.
    b. Mitigation strategies to address challenges such as budget and time constraints, planning approvals, or supply chain delays.
  6. Project timeline and milestones
    a. A realistic project schedule with key phases, such as design, procurement, construction, and evaluation.
    b. Estimated completion date and dependencies.
  7. Budget and funding requirements
    a. Breakdown of costs, including land development costs, project management fees, enabling works, where applicable, construction costs and fixed equipment.
    b. Other possible funding sources or contributions from stakeholders.

Top five tips for completing your PID

  1. Confirm the deadline for completion with your ICB.
  2. Check with your ICB that you have the correct template for completion.
  3. The timescales for the UMF scheme are tight. Make sure you set aside time to complete the document fully so that you can fully articulate the need and justification.
  4. Make sure that you provide the additional information that is required, such as any plans and drawing showing existing and proposed layout with room sizes, relevant consent such as licence to alter (for leasehold premises) and details of three quotations for the proposed works.
  5. Make sure that the PID is signed by the GP contractors.

A well-structured PID is key to the capital grants process, providing essential data to justify why a project is necessary, demonstrating current challenges, patient demand, and expected improvements. PCC can help you with the development of your PID to ensure that you present the best possible case for the funding for your premises development project.  Our expert team has a proven track record in helping practices develop credible and compelling PIDs; in the last three years, every PID the team have supported has been approved by the commissioner.

To find out more information please contact enquiries@pcc-cic.org.uk.

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