PCAP

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The Basics

PCAP (sometimes referred to as myCAP) was developed in 2012 and is designed for Community Action Agencies. The system was created by Cleverex, a company that began in 1997 with a focus on information security and access and that also offers a web-based case management system for Head Start programs, PROMIS, that has been around since 2004. PCAP is used by 3 HUD-approved housing counseling agencies. For more information, visit the Cleverex website.

Costs
  • Inquire for quote
  • Sliding scale intended to keep PCAP affordable for nonprofit agencies
  • Data migration included in annual database hosting fee from certain data sources; otherwise, dependent on resources used

Sample Landing Page

Tech Support
  • Helpdesk available from 9 – 5 EST by email or phone
  • User manual
  • Prerecorded webinars
  • Diagnosis tool allows user to troubleshoot the results generated
Platform & Setup 
  • Remote setup; can be up and running in 5 days
  • Unlimited user accounts
  • Multiple levels of data migration
  • Internet Explorer is preferred web browser

 

Counseling and Group Education

One-on-One Counseling Features Group Education Features
Track hours spent counseling Track all fields required by HUD (including attendance and demographics)
Capture all fields required by HUD Registration/rosters
Distinguish between prospective/actual clients
 Course Logistics (including instructors and location)
Track case funding Track funding
Track fees charged by agency Track fees charged by agency
Link to credit reporting agency Mail merge to create certificates of completion
Track changes in credit score
Document storage for client files
Track changes in budgeting habits
Follow up reminder
Loan comparison
Financial calculators
Budgeting tools
Credit improvement tools
Output Documents Interaction with Housing Counseling Tools
RMA eHome America
UBA Framework
Budget Hope LoanPortal
Hardship Letter
Action Plan

 

Administration

Staff Management Features Workflow Features
Separate staff can be assigned to same client (such as for intake and counseling) Dashboards
Track staff training records Sort and filter cases
Track staff certifications Export records
Track HUD Individual Certification Import client cases
Counselor time sheets can be created (including grants tied to client/time) Interface with other programs

Client Interface

Client Interface
Portal for client to input data
Client can register for group education or 1-to-1 appointments
Can send client satisfaction surveys from the product
Can email clients or lenders and other stakeholders

Reports & Customization

Pre-Packaged Reports  Customizable Fields
HUD-9902 Counseling outcomes
Client satisfaction survey results Counseling type
Customizable reports Counseling status
Other pre-packaged reports Referral source
Community Service Block Grant (CSBG) and National Performance Indicator (NPI) Funding Organization/Source

Other Notes & Features

  • As client data is entered, a thermometer shows how the client ranks against a program’s eligibility criteria
  • Bar code scanning feature that allows agency to track service data such as food box distribution
  • Pie and bar chart generators