Investment Management System (IMS) Portal
Our Investment Management System (IMS) portal is a secure online system that lets applicants view, edit and submit funding applications.
Using the portal
If your application for funding is successful, the IMS Portal lets you:
- view your contract information
- create your own claims
- monitor funding balances
- submit reports.
If you haven't used the system before:
- download and complete our Portal registration form [DOCX, 122 KB]
- email it to firstname.lastname@example.org.
Preparing your application
The Call for Proposals issued for each fund guides you through the process of entering and submitting your funding application. Additional guidance if issued can be found below.
Collecting diversity information
Collecting Diversity Information is a 1-page guide that expands on the process for entering team members as part of your funding application.
IMS Portal Privacy Statement
The purpose of this privacy statement is to let users of the IMS Portal owned by our Science System and Investment Performance Branch know when we may collect personal information and what we may do with it. We don't use, share or disclose personal information collected or received through IMS except as set out in this statement.
What information will be collected and what it will be used
Personal information will be collected through the our Investment Management System (IMS) when you either:
- register your organisation and apply for funding through the IMS portal
- make a report against your contract through the IMS portal
- register as an assessor or researcher and complete a profile in IMS portal.
Personal information will be collected for the purposes of the grant funding process to:
- Assess the capability of the research or project team named in the applications, eg, information relating to the individuals’ field of research and professional experience. This may be captured in an uploaded CV format or in individual fields within the IMS portal.
- Help match assessors’ technical expertise with applications for assessment. For example assessors’ availability, field of research, ORCID unique ID and personal bios will be collected and used to identify conflicts of interest and align assessors to applications.
- Identify trends and gaps in national expertise or capability for research and statistical purposes. For example diversity information such as gender, age, ethnicity etc may be collected in some application processes.
- Evaluate performance and impact of funded research, eg, information collected during the course of the contract such as an individual’s role in the outputs of the research.
Not all personal information is mandatory to provide, however failure to provide the personal information that is required for assessors and decision-makers to make an informed decision, eg, CVs of research team members, may affect the outcome of the assessment.
Information used for statistical or research purposes, such as gender or diversity information is voluntary to provide.
How the information will be stored
Your personal information will be stored in our IMS and DataMart. From 2018 personal information will be integrated into a National Research Information System database (NRIS).
Who can see your personal information
All personal information will be viewable by MBIE-authorised staff who are responsible for administrating the IMS and managing the funding and contracting process. Staff in the applicant organisation who are responsible for preparing and submitting applications will also be able to view personal information for future applications.
Data integrated into NRIS will be accessed by NRIS developers and authorised Ministry staff involved in data evaluation.
Personal information in the application form that is captured to assess capability of the research team will be shared with contracted assessors and decision makers.
Personal information that is professional by nature such as name, affiliation, role in a research team and outputs of the research will be publically available through NRIS. Personal diversity information that is considered sensitive such as gender, age, ethnicity etc. will be displayed publically at an aggregated level and will not be identifiable to an individual.
We will not share personal private information collected in IMS unless it is necessary for the purposes outlined in this statement or otherwise permitted by law. We may be required to disclose information under the Official Information Act 1982 or to a Parliamentary Select Committee or Parliament in response to a Parliamentary Question.
How long we will keep the information
We will keep your personal information for lawful business purposes, such as processing the applications made by your organisation or completing analysis. Your information will then either be disposed of securely, or transferred to Archives NZ as required by the Public Records Act 2005.
How you can access your personal information
You have the right to:
- find out from us whether we hold personal information about you
- access that information
- request corrections to that information, if applicable.
In accordance with the ‘Privacy Act 1993’, we reserve the right to refuse your request if we have a good reason. In the event we refuse your request, you are entitled to request a statement to explain why.
If you wish to check personal information held about you, contact the Investment Operations Team on email@example.com or write to MBIE's Investment Operations Team, PO Box 1473, Wellington.
For more information on the privacy laws in New Zealand and contact details for the Office of the Privacy Commissioner, please visit the Privacy Commissioner's website.
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