Commercial study costing templates

The Excel Industry Costing Template and CPMS based interactive Costing Tool (iCT) provide a framework for transparent cost display and calculation to support swift local site budget negotiations when performing commercial trials in the NHS.

The new and improved, web-based NIHR interactive Costing Tool (iCT) will enable faster costing and contracting between the life sciences industry and the NHS as part of the study set-up phase. The new tool, available as a module within CPMS, includes a number of major improvements on the previous Excel-based version of the costing template.

Find out more about the iCT:

How to use the new iCT

What is initially needed to use the system?

  1. All users of iCT in CPMS will require CPMS access which is available here via individual or group email addresses (multiple uses of the same group login can be used via an ‘incognito’ or ‘private’ browser window).
  2. All users without current access will need to follow the ‘Create an Account’ button on the CPMS homepage.
  3. Access to the training videos and downloadable documentation on the NIHR website here. It is suggested that all users of iCT in CPMS view all of the instructional videos as they clearly link the various stages of iCT completion as it moves through the CPMS system.
  4. A copy of the study protocol

Documentation available on the NIHR website (including tutorial videos, good practice guides and offline tariffs)

  1. FAQ
  2. National Tariff workbooks:
    a. Interventions and Investigations
    b. Departmental
    c. Procedures

Where does the data come from?

  • Review of the site Market Forces Factor by NHS England (NHSE) annually here
  • Annual Salaries from NHS Employers including prospective uplifts here
  • Apprenticeship Levy from NHS Employers 0.5%PA for all NHS gross pay costs here
  • Investigation cost baselining via Specialist Working Groups at senior Institute Level (e.g. Royal College of Pathology, Royal Institute of Ophthalmology) via the NIHR Costing Models Working Group
  • NHS Inflator value from NHSE used to inflate investigation costs on an annual basis here

What happens now we have gone ‘Live’?

General Support exists within the NIHR CRN Coordinating Centre from:

Local Network Support exists with the current Industry Single Point of Contact groups - available here.

Additional support for first 12-month rollout will be represented by Monthly 1:1 surgeries for Industry, Monthly LCRN Industry Teams hangout and Site which will be advertised in due course. These surgeries will be chaired by the NIHR’s Study Startup Manager and will contribute to both additional FAQs and backlog development for future potential changes to CPMS alongside general problem-solving. Data outputs from iCT will also be reviewed in quarterly retrospectives in order to assess the impact of iCT and its development as a tool into the future.

Watch this demonstration of a study submission being entered on to the new CPMS-based iCT and then validated and subsequently reviewed by the site.

Additional films

You can watch a series of other useful films on the new iCT on our Youtube channel here - including guidance for industry and local CRN networks (LCRNs).


How to use the Excel Industry Costing Template

Access the latest Excel based Industry Costing Templates

The Excel template required depends on whether you are running a study within primary or secondary care. Use the table below to determine which is the appropriate provider for your study and download from the links at the bottom of this page (please note that the phrase ‘researching’ is intended to also include observational studies). These templates are updated annually and occasionally periodically so please ensure that the correct master version for each new study is used to ensure you have the latest template.

Please note that there are TWO industry costing templates. Medical device and drug product versions have now been combined.

The templates

Additional Investigation and Intervention Tariff

In order to supplement and assist in the transitional phase between the current costing template and future online versions, a larger tariff has been produced including the current line items and additionally other service support areas previously not covered.

If you find that a particular investigation or intervention is not covered within the current costing template arrangements then the Investigation and Intervention tariff should help to provide additional guide prices.

As you will appreciate the inclusion of this tariff in the Excel spreadsheet form would potentially risk increased instability in the module. It has therefore been made available to download as a PDF file for your reference.

You are advised to download this to your destination folder and to use the ‘Ctrl F’ function to search for required items.

Where does the data come from

  • Review of the site Market Forces Factor by NHSE annually here
  • Annual Salaries from NHS Employers including prospective uplifts here
  • Apprenticeship Levy from NHS Employers 0.5%PA for all NHS gross pay costs here
  • Investigation cost baselining via Specialist Working Groups at senior Institute Level (e.g. Royal College of Pathology, Royal Institute of Ophthalmology) via the NIHR Costing Models Working Group
  • NHS Inflator value from NHSE used to inflate investigation costs on an annual basis here

Validation

Need to get your study costing validated?

The Local Clinical Research Network (LCRN) leading on the study (usually where the Chief Investigator site is located) will perform a quick ‘quality check’ or validation of the master study template via the Local CRN Industry team single point of contact.  This validation is required prior to HRA Approval and an application for the portfolio is required before the validation can take place. See what checks are included in the validation here. The final stage is gaining cost approval from each individual NHS organisation.

Including the study costing costs in the contract?

The recommendation is to use the nationally approved model agreements which remove the requirement for lengthy legal review on a study by study basis, saving valuable time during site set-up. The CRN Costing Group has developed suggested content for the Financial Appendix of the model agreements to support the inclusion of the costing template into this contract. This document is also included as a direct output of the new iCT.

Need to update the costs in the contract?

The CRN Costing Group has developed suggested content for a change order template for the model agreement.

Understand what income distribution could look like in your NHS organisation by reading the NIHR CRN Income Distribution Model.