Cache County, Utah implements unique planning process

By Craig Petersen
Cache County Council Chair

For many small counties, strategic planning is a casualty to the pressing needs of fighting the fires of the moment. In other cases, impressive strategic plans are developed but never implemented because of personnel and/or budgetary constraints.

Cache County, a region of about 100,000 residents in northern Utah, has developed a planning process that combines the need to look to the future with the reality that budget choices must be made each year. The approach requires a modest commitment of time and almost no additional funds.

Over the last decade, many colleges and universities have adopted a technique called "compact planning" as an alternative to traditional strategic planning. The term "compact" refers to agreements between the leaders of subordinate units and their supervisors. The process starts with the adoption of a small set of well-defined goals by the institution. Using the goals as a guide, individual units propose initiatives they plan to complete over the next one or two years. These initiatives are then reviewed with the supervisor until mutual agreement (i.e., a compact) is achieved. Sometimes, multiple revisions of the plan are required. From the initiatives proposed by all of its units, the institution’s leaders select those that will be funded each year.

Cache County uses a streamlined version of compact planning to develop its annual budget and to focus on critical needs for the future. In May 2003, the County Council adopted five basic goals to guide the process. Core-value goals are to: 1) preserve the natural environment and/or lifestyle of citizens, 2) promote beneficial economic development, and 3) improve public health and safety. Day-to-day operational goals are to: 4) increase patron satisfaction of those using county services, and 5) use resources more efficiently.

In June 2003, the county’s 19 units were given 60 days to submit plans that included a one-page description of what the unit does and 3 to 5 single-page initiatives. Each proposed initiative was to have a title, identify which county goal it addressed, discuss why it was needed, include strategies and a timeline for completion, and estimate its one-time and on-going cost. Although these plans required time and effort, they did not pose an overwhelming challenge Ñ the typical length was four to six pages.

In August 2003, the county executive and council chair met with the leader of each unit to review the plan. Based on this meeting, each unit was given a month to revise its plan. In addition to the initiatives submitted by the individual units, the council and executive also proposed initiatives. This was a critical feature of the process because it prompted proposals that were broader than those of individual units. A total of 96 initiatives were submitted. Some did not require any funding, some could be funded internally by the unit, and others required additional funding by the county.

In October 2003 the council and executive met to determine those initiatives to be pursued and those that would be recommended for external funding. The executive used this information to formulate the county’s annual budget, which was adopted in November, 2003. Only those initiatives that had been proposed in the planning process were supported in the final budget.

One benefit of Cache County’s planning effort is that it significantly improved the budget process. Units were involved earlier and given initial feedback on their proposals. By looking at all the initiatives proposed, it was possible to prioritize those needs that were identified by several units and to coordinate activities between units. The process also established a standard of accountability. Each unit’s performance can be evaluated based on how well it completes its initiatives.

But the primary benefit of the planning effort is that it provides a clear roadmap to guide the Cache County Council. Collectively, the initiatives identify what needs to be done in the immediate future. As the governing body, the Council should be proactive to make sure it happens. At each council meeting, progress on selected initiatives is reviewed and, if needed, additional direction is provided. Come year’s end, accomplishments will be tallied.

Cache County’s planning process is ongoing. This summer, each unit will be asked to revise its plan. Initiatives that have been completed will be removed, unfinished initiatives will be revised, and new initiatives proposed. Then the budget cycle will be repeated.