Using the Inclusion Management System (IMS)

The Inclusion Management System (IMS) is LIVE.

Inclusion Monitoring and Enrollment Reporting will now be completed in IMS. (FY2015+)

Population Tracking data (FY2014 and earlier) have been migrated over to IMS.


 

Inclusion Data System Transition Information

The NIH has now transitioned (as of October 2014) inclusion data monitoring from the Population Tracking system in eRA to the Inclusion Management System (IMS). IMS is a new data system at NIH used for reporting sex/gender, race, and ethnicity information as required by the NIH Policy on the Inclusion of Women and Minorities in Clinical Research.

This system takes advantage of structured inclusion data collected on competing applications to create inclusion data records (IDRs). It also allows applicants and grantees to directly manage their inclusion data through the eRA Commons Link to External Site.


Accessing the Inclusion Management System (IMS)

IMS can be accessed by Grantees through Commons Link to External Site (Status and RPPR).

IMS eRA home page can be accessed here Link to External Site.

eRA Modules, User guides and Documentation can be accessed here Link to External Site.


Using the Inclusion Management System (IMS) Page Sections:


Policy Guidance

For policy guidance go: here.
 


Inclusion Management System (IMS) Specific Guidance

IMS FAQs

FAQ Title Description Link Original Posting Date

FAQ: IMS for Grantees (Under development)

FAQ document about the grantee specific questions regarding the Inclusion Management System (IMS).

Under Development

TBD

IMS How-to-Videos

Title Description Link Original Posting Date Length

Inclusion Management System (IMS) Tutorial:
IMS for Principal Investigators (PIs)

Tutorial video for Principal Investigators (PIs) on accessing IMS via eRA Commons Status. Video Link to External Site March
2015
7 min

Guide Notices

NIH Guide Notices Related to the Inclusion Management System (IMS)

Guide Notice Title Description Link Original Posting Date

NOT-OD-15-005: Use of New Inclusion Management System (IMS) Required as of October 17, 2014*

The new Inclusion Management System will take advantage of the structured inclusion data being collected on competing applications to pre-populate inclusion data records and allow grantees to directly manage their inclusion data in the system throughout the awarded project period.

Website

October 2, 2014

NOT-OD-14-086: New System and Procedures for Reporting Sex/Gender, Race, and Ethnicity*

The purpose of this NIH Guide Notice is to notify grantees that the NIH is in the process of transitioning to a new module in the eRA Commons, the Inclusion Management System, for reporting sex/gender, race, and ethnicity information as required by the NIH Policy on the Inclusion of Women and Minorities in Clinical Research.

Website

April 30. 2014

NOT-OD-14-085: Transition Plans for Reporting Sex/Gender, Race, and Ethnicity information in Non-Competing Type 5 Progress Reports*

The purpose of this NIH Guide Notice is to notify grantees of changes related to reporting sex/gender, race, and ethnicity information when conducting NIH-defined clinical research.

Website

April 30. 2014

NOT-OD-13-092: Changes to the inclusion enrollment reports*

The purpose of this Guide Notice is to announce that NIH has modified the forms used to provide information regarding planned enrollment and actual cumulative enrollment of individuals involved in clinical research studies on the basis of sex/gender, race, and ethnicity. Using a simplified layout, the modified forms will allow NIH to collect inclusion data in a structured format for competing and, eventually, non-competing applications.

Website

July 26, 2013


Additional IMS Resources

For more FAQs on inclusion policy please go here.