Category Archives: General

Intake process as of Feb 13, 2019

Changes to the PCAP Intake Process

The PCAP Council has recently moved to remove the ASI intake and exit forms from the regular intake process. The ASI will be replaced with the PCAP Intake Form accompanied by the 0-month biannual. We encourage programs who already have a completed intake ASI with a client to still complete and enter the ASI part B and Exit ASI as it is important to complete the data set for those who have put in the time to share their story.

The forms are available on the Forms & Documents page. In the coming months, we will ask for your feedback on this updated process. You may also send comments or questions to in the meantime.


Q: For which clients will this change come into effect?
A: Any incoming or newer clients that do not already have an Intake ASI Part A completed can instead be started on the Intake Form and 0-month biannual.

Q: What if a client already has an Intake ASI Part A completed?
A: Please complete the Intake ASI Part B when the target child is born and the Exit ASI when the client graduates. This will complete the data set for those who have dedicated time to share their story.

Q: Who completes the Intake Form?
A: An intake staff, mentor, or supervisor may complete the Intake Form. This will depend on your program’s workflow.

Q: Who completes the 0-month biannual?
A: The mentor completes the 0-month biannual within the first few visits.

Q: What’s the difference between the “0-month biannual to be used with Intake Form” and the regular 0-month biannual?
A: The Intake Form has several questions and sections that can be used to complete the 0-month biannual. The accompanying 0-month biannual removes questions already asked in the Intake Form. Together, the two documents can be used to complete the 0-month biannual on Penelope. A regular 0-month biannual document should be used if there is no Intake Form completed.

Q: What will happen to the ASI data already in Penelope?
A: This data will remain in Penelope to be used for research or reports.

Q: Will there be any further changes to the intake process?
A: The Data Oversight Committee and Alberta PCAP Council will continue to review data needs in Alberta. There may be some updates to the intake process in the future, including targeted use of a modified ASI or similar tool. Any updates will be clearly communicated with programs.

New Penelope Address (2017-05-29)

As of May 29, 2017, Penelope will have a new web address.  Nothing else will change, and you can still use your current login and password.  Athena Software, the company that makes Penelope, are making this change for accessibility and security reasons.  Please update your bookmarks/information sheets to reflect the new Penelope address:

Please note, you will likely need to unblock pop-ups the first time you visit the new address. For some information on how to do this on Internet Explorer, Mozilla Firefox, or Google Chrome, visit this page: Troubleshooting: Unblocking pop-ups

[outdated] New Penelope Address (2016-05-18)

OUTDATED as of  May 29, 2017. The newest address is See news bulletin here: New Penelope Address (2017-05-29)

As of May 18, 2016, Penelope will have a new web address. This is because we have switched our hosting server from Inter-Tribal Health Authority (ITHA) to Athena Software.

All of your data remains the same within Penelope. The only changes you will need to make are:

1. Updating your bookmarks/information sheets to reflect the new Penelope address:

2. Changing your password the first time you log-in at the new address. Your new password will need to meet the following requirements:

  • The password must contain one uppercase letter
  • The password must contain one lowercase letter
  • The password must be a minimum of 12 characters in length

Please note, you will likely need to unblock pop-ups the first time you visit the new address. For some information on how to do this on Internet Explorer, Mozilla Firefox, or Google Chrome, visit this page: Troubleshooting: Unblocking pop-ups

General Tips

This page will outline some general tips for entering data into Penelope. This page will be updated occasionally.


Question:  “Last Time Used” in Alcohol/Drugs Section

When asking this question in the interview, try to get as specific of an answer as possible. Use different prompts like: “Do you know what season it was?” “Was it around a special occasion or holiday?” “Was it later in the month or earlier in the month?” If you need to approximate a date, do the best you can with what you know. If using “dummy dates”, try not to use recognizable dates. (Ex. If the individual says they last used “sometime in January”, do not use “01/01/yyyy” as this could indicate New Years Day)

Know the…..

  • Month but not day: Use “15” as the day
  • Season but not month: Use a month within that season. Ex “02” for Winter, “05” for spring, “08” for summer, “10” for fall.
  • Year but not month or day: Use 06/15/yyyy

Workstation requirement for Penelope


Minimum workstation specifications required to access Penelope:

  • Pentium IV 1Ghz+ MHz processor
  • 512 MB of RAM
  • Windows XP+ (or Mac OSX 10.4+, or any Linux based computer running Firefox 3+)
  • 1024 x 768 monitor resolution
  • Internet Explorer 7+ or Firefox 3+
  • network card

Recommended workstation specifications are:

  • 2GHz + processor
  • 1GB of RAM
  • Windows XP+ (or MAC OSX 10.4+, or any Linux based computer running Firefox 3+)
  • 1440 x 900 monitor resolution
  • Internet Explorer 7+ or Firefox 3+
  • network card

Supported Workstation operating systems:

  • Windows XP, Vista, Windows 7
  • Mac OSX 10.4+
  • any Linux based computer running Firefox 3+

Supported workstation browsers:

  • Internet Explorer 7, 8 (we do not currently support IE9)
  • Firefox 3 and higher (Safari 4+ works for most features and functions)

Source of information: Penelope support page through Athena

Penelope version 4








The information on this page is from the Athena support site for Penelope. Please visit for more information.

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Also known as the Collaboration Suite, Version 4 provides many powerful new workflow, communication and collaboration tools for Penelope users, including:


  • Discussions (communication threads between staff that are tied to a specific entity in Penelope)
  • Reminders (pop-up reminders that staff can set for themselves, and that may or may not be related to specific entities in Penelope)


  • Conversations (email-style communication between staff within Penelope)


  • A multitude of new Workflow tools, including the ability to create time-based projects and checklists, all collected on a detailed Workflow management layer
  • Improved Alerts and Tasks functionality, including the ability to assign or pick up available tasks as necessary


  • SMS / E-mail Reminders for staff and clients (the system can be configured so that staff and / or clients receive e-mail or text reminders about upcoming events, while staff can also get notified about conversation or discussion updates, task communications and much more)
  • Real-time Notifications, including notification of updates to discussions or tasks, even client arrivals!
  • Electronic Signature capture
  • Credit Card processing

The Collaboration Suite places each staff member at the command of their own role-specific communications centre. Its sleek design is highlighted by an always-available, one-click layer that can be opened or closed across any Penelope screen and which provides easy, on-demand access to each user’s messages, tasks, reminders and calendar.

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The communications and workflow tools included in the Collaboration Suite allow for secure, efficient and user-friendly communication between staff members within Penelope, while also providing increased accountability for task completion – for example, managers can view the status of tasks assigned to their staff and comment on each as necessary.

The Collaboration Suite is also good news for your clients.

Timely communications, reduced time spent on administrative back-and-forth outside of Penelope, and increased automation of workflow within the application mean workers have more time to attend to their case load. The Collaboration Suite was designed to integrate service delivery with the communication and workflow tools that staff need to provide efficient service to clients. The Penelope Collaboration Suite puts the client first by putting the worker first!


Adding Exit Documents

First, add an Exit service file

1. Open the client’s “Case” page

2. Click “Add Service File” (halfway down the page, right hand side)



3. When the “Add” box comes up, enter the following information:

  • Service: Exit
  • Group: (blank)
  • Primary Worker: Supervisor’sName
  • Estimated Sessions: (blank)
  • Start: Date that client completed/left program
  • End: (blank)

4. Click “save”

5. You will now see the Service File page. On the right hand side of the page, find the heading “Documents”. Click on the drop down bar labelled “Select Document”.

6. Select the document you would like to enter:

  • Exit ASI OR Missing Exit ASI
  • Advocate/Mentor-Client Relationship Inventory

8. Complete every page of the document until you have the option to select “finish” along the bottom.

Note: You may add an Exit ASI (OR a Missing Exit ASI) AND an Advocate/Mentor-Client Relationship Inventory to the same Exit Service File.