Inclusion Management System (IMS)


Important note: IMS was retired June 9, 2018 and replaced by the new Human Subjects System (HSS). See HSS Overview and HSS Training page.

What is the purpose?

The system enables grantees to report and update their data on inclusion of women and minorities in clinical research and for grantor agency staff to monitor and manage the inclusion data.

What are the features?

For grantees:

  • The IMS is automatically populated by inclusion data provided by grantees in their competing application submissions, directly through eRA Commons, or through their submitted progress reports [i.e. Research Performance Progress Report (RPPR)].
  • Grantees can create new inclusion records in IMS, via eRA Commons, or view/edit/update existing inclusion data records.
  • NIH grantees completing their RPPR will be prompted in item G. 4b to access and update inclusion records directly in IMS.
  • NIH will migrate ongoing enrollment information from the previous data system to the IMS.  Because the report format has been adjusted, grantees will be prompted to update Cumulative Inclusion Enrollment data in the IMS format at the time of the RPPR. They are encouraged to update Planned Enrollment data as well. 

For grantor agency staff:

  • Can view/monitor inclusion enrollment data
  • Can query grants and contracts
  • Can request grantee to add, correct, or update inclusion enrollment data
  • Can approve inclusion data through checklist signoff and award

Note: Inclusion data on NIH-funded contracts will be entered into IMS by NIH staff

What are the benefits?

  • Provides an electronic means of entering, capturing, storing, approving, monitoring, and reporting the planned and actual enrollment of individuals on the basis of sex/gender, race, and ethnicity
  • Provides grantor agency staff tools to monitor inclusion   
  • Provides a user-friendly way of electronically entering, storing, and reporting inclusion enrollment data
  • Promotes increased transparency, since grantees and grantor agency staff will essentially see the same information

Who can use the IMS module?

Grantees can access IMS via eRA Commons to view and maintain inclusion data associated with their grant.  At NIH, Program Officials, Grants Management Officials, Institute/Center (IC) Directors, and IC Councils use data from the system to monitor policy compliance for inclusion and to produce Congressional reports required biennially by statute (Public Health Service Act sec. 492B, 42 U.S.C. sec. 289a-2).  For grantor staff, IMS is available through the Program and Grants Management module and as a standalone system.

Note: Currently the IMS module is used only by NIH staff and NIH grantees.