internship report on finance directorate of hazara university
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This report entails significant information about the Finance Directorate of Hazara University Mansehra KPK Pakistan. Anyone can reach me through 0332-9407868TRANSCRIPT
INTERNSHIP REPORT ON FINANCE DIRECTORATE
HAZARA UNIVERSITY DHODIAL MANSEHRA
KHYBER PAKHTOON KHWA PAKISTAN
PREPARED BY
ZUBAIR KHAN AFRIDI
ROLL NUMBER 19041
MBA (FINANCE) 2009-11
DEPARTMENT OF MANAGEMENT SCIENCES
HAZARA UNIVERSITY
INTERNSHIP REPORT ON FINANCE DIRECTORATE
HAZARA UNIVERSITY DHODIAL MANSEHRA
KHYBER PAKHTOON KHWA PAKISTAN
Internship Report Submitted To the Department Of Management Sciences for the
Partial Fulfillment of the Requirements for the Degree of Master of Business
Administration
DEPARTMENT OF MANAGEMENT SCIENCES
HAZARA UNIVERSITY
COMMITTEE APPROVAL FOLIO
External Assessor
Mr.__________________________________Signature___________________
Supervisor
Mr.__________________________________Signature___________________
Chairman
Mr.__________________________________Signature___________________
DEPARTMENT OF MANAGEMENT SCIENCES
HAZARA UNIVERSITY
ACKNOWLEDGEMENT
This internship report existence is the help, support and inspiration of many people. It
is a pleasure to express my thankfulness to all of them in my modest
acknowledgment. First of all, I would like to express my sincere appreciation and
thankfulness to my brother Mr. Ajab Khan for his advices, guidance, support,
encouragement & supervision throughout my life as well as providing me
extraordinary support throughout my academic career, because without his social and
financial support it was not possible for me to take admission in MBA and complete it
well in time.
I am also thanks to Mr. Akbar Khan (Acting Treasurer) Finance Directorate Hazara
University, who let me to exercise my practical segment of Business Administration
in the Finance Directorate of Hazara University and humble thankfulness to Mr.
Abdur Rahim (Assistant Accountant) at Finance Directorate Hazara University who
enabled me to understand audit, bank reconciliation, general provident fund, payroll,
pension, taxation, and many other accounting transactions. His involvement with his
originality has triggered and nourished my intellectual maturity in accounting field
that will benefit me in upcoming professional career.
Zubair Khan Afridi
I
List of Contents
Acknowledgement I
List of Contents II
List of Figures VI
Executive Summary VII
Chapter 01 Introduction to Internship Research Programme 01
1.1 Background of Internship Research Programme 01
1.2 Purpose of Internship Research Programme 01
1.3 Limitation of Internship Research Programme 02
1.4 Methodology used for Internship Research Programme 02
1.5 Observations of Internship Research Programme 03
Chapter 02 Overview of Hazara University 04
2.1 Introduction to Hazara University 04
2.2 History and Establishment of Hazara University 04
2.3 Location of Hazara University 05
2.4 Vision and Mission of Hazara University 05
Chapter 03 Structure of Hazara University 07
3.1 Hazara University Departments 07
3.2 Hazara University Administration 09
3.3 Hazara University Campuses 10
3.4 Finance Directorate of Hazara University 11
3.5 Hierarchy of Finance Directorate 12
3.5.1 Treasurer 13
3.5.2 Assistant Treasurer 14
3.5.3 Superintendent 14
3.5.4 Accountant 15
3.5.5 Assistant Accountant 15
3.5.6 Office Assistant 16
II
3.5.7 Computer Assistant 16
Chapter 04 Functions of Finance Directorate 18
4.1 Main Books of Account of Finance Directorate 18
4.2 Accounts of Hazara University 18
4.2.1 Recurring Account of Hazara University 19
4.2.2 Project and Development Account of Hazara University 19
4.3 Cheques of Hazara University 20
4.4 Receipts Of Hazara University 20
4.4.1 Recurring Grant & Donations 21
4.4.2 Development Grant 21
4.4.3 Income from Owns Sources 22
4.5 Petty Cash 22
4.6 Pay and Allowances 23
4.6.1 Pay of Employees 24
4.6.2 Benefits 26
4.6.3 Deduction 28
4.6.4 Overtime Allowances Payment 29
4.6.5 Rate applied for overtime allowances 29
4.7 Traveling Allowance / Daily Allowance 30
4.7.1 Traveling Allowance 31
4.7.2 Daily Allowance 31
4.8 Projects and Developmental Expenditure 32
4.9 Other Expenditures 33
4.9.1 Purchase of durable goods 33
4.9.2 Repair and Maintenance of Durable Goods 34
4.9.3 Transport Services 35
4.10 Bill Processing 35
4.11 Balancing and Reconciliation 36
4.12 Communication and Utilities Expenditure 37
4.13 Audit Office 37
4.13.1 Internal Audit 37
4.13.2 External Audit 38
III
Chapter 05 Receipts versus Expenditure 39
5.1 Receipts of Hazara University 41
5.1.1 Internal Receipts 41
5.1.2 External Receipts 41
5.2 Expenditure of Hazara University 42
5.2.1 Total Pay & Allowances – Faculty (Basic Pay Scale) 42
5.2.2 Total Salary / Gratuity – Faculty (TTS) 43
5.2.3 Total Pay & Allowances – Officer / Staff (Teaching Departments Only) 43
5.2.4 Total Pay & Allowances – Officer / Staff (Administrative Departments) 43
5.2.5 Non – Salary Expenditure 43
5.2.6 Research & Planning 44
5.3 Opening versus Closing Balances 44
Chapter 06 My Activities at Finance Directorate 45
6.1 Internship at Finance Directorate 45
6.1.1 Dealing Security Applications 46
6.1.2 Verification of Cheques 47
6.1.3 Maintenance of Cashbooks 47
Chapter 07 SWOT Analysis 49
7.1 SWOT Matrix of Hazara University 49
7.1.1 Strengths of Hazara University 49
7.1.2 Weakness of Hazara University 53
7.1.3 Opportunities for Hazara University 57
7.1.4 Threats to Hazara University 61
7.1.5 Strengths – Opportunities Strategies 65
7.1.6 Weaknesses – Opportunities Strategies 65
7.1.7 Strengths – Threats Strategies 65
7.1.8 Weaknesses – Threats Strategies 65
7.2 SWOT Matrix of Peshawar University 66
7.2.1 Strengths of Peshawar University 66
7.2.2 Weakness of Peshawar University 70
7.2.3 Opportunities for Peshawar University 72
IV
7.2.4 Threats to Peshawar University 75
7.2.5 Strengths – Opportunities Strategies 77
7.2.6 Weaknesses – Opportunities Strategies 77
7.2.7 Strengths – Threats Strategies 77
7.2.8 Weaknesses – Threats Strategies 78
Chapter 08 Recommendations on the Basis of SWOT Analysis 79
1. Building new Academic Blocks 79
2. Enrollment of Academically Capable Students 79
3. Building new Hostels for Students 80
4. Training and Developing of Faculty Members 80
5. Installation of Management Information System 81
6. Access to Digital Library 81
7. Up – Gradation of Laboratories 82
8. Reducing Racism 82
9. Building Hostels for Students 83
References 84
V
List of Figures
Figure-1 Emblem of Hazara University 06
Figure-2 Hazara University Departments 07
Figure-3 Hazara University Administration 09
Figure-4 Hazara University Campuses 10
Figure-5 Hierarchy of Finance Directorate 12
Figure-6 Main Books of Accounts 18
Figure-7 Accounts of Hazara University 19
Figure-8 Pay Slip of Hazara University 24
Figure-9 Overtime Allowance Rates 30
Figure-10 Rates of Traveling & Daily Allowances 32
Figure-11 Receipts versus Expenditure of Hazara University 39
VI
EXECUTIVE SUMMARY
Educational Institutions play an important and vital role in strengthening societies and
putting nations on track for esteem. In a third world country like Pakistan, its
importance is superior. In last two decades the education sector of Pakistan has
witnessed practical development in the shape of enhanced Higher Education.
Currently there are 132 Universities functional in Pakistan including 73 Public Sector
Universities and 59 Private Sector Universities.
Hazara University is a reputed University in Khyber Pakhtoon Khwa. I completed my
Internship at Finance Directorate in Hazara University. Being the student of this
University with specialization in finance I preferred Finance Directorate of this
University for Internship to employ my abilities and enhance my skills in the field of
Finance.
This Report holds valuable and significant information about the importance of
Internship Programme, brief introduction of Hazara University, its vision & mission
statements, structure of Hazara University & Finance Directorate hierarchy, Functions
of Finance Directorate, Receipts and Expenditures of this University, activities I
performed during my internship, SWOT analysis of Hazara & Peshawar Universities,
recommendations for strengthening this University and at the end references.
Chapter 1st entails information regarding the background, purpose, limitation,
methodology and observation of Internship research programme. Chapter 2nd holds
information regarding the introduction of this University, its brief history &
VII
establishment, its location, and its vision & mission statements. Chapter 3rd explains
the structure of Hazara University. This chapter elaborates the departments and
administration of this University as well as the Finance Directorate structure & its
hierarchical activities.
Chapter 4 entails and elaborates the functions of Finance Directorate including all its
transactions, events, affairs, procedures and processes. Receipts versus Expenditure of
Hazara University are briefly elaborated in chapter 5. Chapter 6 entails all those
activities I performed as an intern at the Finance Directorate of this University.
Chapter 7 has detail information regarding the SWOT analysis of Hazara & Peshawar
Universities and SO, WO, ST & WT Strategies for Hazara & Peshawar Universities.
Chapter 8 holds recommendations that are essential to be carried out for strengthening
Hazara University. And references are given at the end of this report.
VIII
Chapter 01 Introduction to Internship Research Programme
1.1 Background of Internship Research Programme
Professional students face barriers and hurdles when they complete their degrees and face
the real world. The real workplace environment is not the same mentioned in the books.
A competent professional is the one who has practical exposure along with theoretical
knowledge. To make the business students competent enough to survive in the real
workplace the Management Sciences Department has made it compulsory for all
outgoing students to undergo through an Internship programme for six to eight weeks to
expose their selves to the real workplace environment and become competent
professionals. The selection of the Internship research programme area is based on the
choice of the students, whether they are doing Business Administration in Finance,
Human Resource Management or Marketing that leads to the study and analysis of the
work already done in the selected area and to do further practical work to either bring
enhancement in the existing work or forward some new proposals to bring up growth.
1.2 Purpose of Internship Research Programme
The main purpose of the internship research programme is to expose the student of
Management Sciences to the real workplace environment of different equipped
organizations. Where students should become pre – professional and start learning how
different types of events are accomplished in real workplace environment in an
1
organization. The Internship research programme enables the students of Management
Sciences to apply their ideas, abilities and potential skill in their selected areas to bring
enhancement and innovation in different organizational practices and transactions.
Secondly the internship is done as pre-requisite for the completion of the degree program
of Master of Business Administration (MBA), at all the Universities of Higher Education
Commission. And finally the internship research programme lets the students to study the
organizations as a whole with special emphasis on the roles and responsibilities of their
respective area i.e. Finance, Human Resource Management, and Marketing. This let the
students of Management Sciences to explore their respective area abilities and acquire the
required skills.
1.3 Limitation of Internship Research Programme
The time given for this internship research programme is considerably short for collecting
data on large scale. The availability of professionals in the field was also limited &
uncooperative and collecting data about the finance practices of University was difficult.
For many days I was sitting idle in the office. Moreover this University is a non - profit
earning and public sector institution, therefore it is a different experience. Being an
intern in this University I have tried my best to cover all the aspects for what I was sent.
1.4 Methodology used for Internship Research Programme
For the preparation of this report I studied a couple of other Internship Reports of
different students who completed their Internship in different public and private sector
2
organizations in the field of Finance. From the study of other reports I came to know how
to prepare and document my Internship Research Programme Report. Then I observed
the current financial and non financial practices of Hazara University. During the
preparation of this Internship Research Programme Report the most important task for me
was to gather all the information about the adopted practices associated with financial
and non financial affairs of this University and to identify the problems associated with
them and the changes which should be adopted to eliminate the hurdles and to facilitate
the financial and non financial affairs and practices in the future. For this purpose I
gathered information from Hazara University Annual Reports.
1.5 Observations of Internship Research Programme
I have observed the overall working environment; methods, and procedures of Finance
Directorate at Hazara University Dhodial Mansehra and found them irregular. A
transaction that should take a couple of hours usually took many days to complete. A
simple transaction such as security adjustment which normally required a day to execute
wasted almost a week or more than a week of those who were seeking it. I observed lack
of responsibility and mismanagement at the Finance Directorate. A few employees were
responsible and executed their duties properly and the rest were denying their
responsibilities and all this led to the mismanagement of resources especially financial of
Hazara University.
3
Chapter 02 Overview of Hazara University
2.1 Introduction to Hazara University
The gentle and the fresh wind blowing across the campus waft an invigorating freshness
so conducive for learning environment. Hazara University with its immaculate natural
surrounding appears to have a far superior location with a formative influence, which
serves as the educator of senses and mind alike. The most famous and attractive summer
resorts of Kaghan Valley, Galliyat and Siran Valley with fascinating mountains and hills
are at a convenient distance of a few hours’ drive from the University Campus, linked
with wide metal-roads. The transport facilities to these places of attraction are available at
any hour of the day and night.
2.2 History and Establishment of Hazara University
The first draft of Hazara University Act was prepared by Higher Education Department,
NWFP and the University Grants Commission (Now Higher Education Commission) in
1995. Two years later, in 1997, the NWFP Provincial Assembly passed Hazara
University Act in 1997 and Lt. Gen. (R) Syed Iftikhar Hussain Shah Governor NWFP
took the bold step of establishing Hazara University in the Neuropsychiatry Hospital,
Dhodial, Mansehra, in 2002.
4
2.3 Location of Hazara University
The campus of Hazara University is situated 14 kilometers to the north of Mansehra town
on the right side of Karakorum Highway in a serene, peaceful, rural, pollution free
environment. The patches of the green pines across the sprawling campus enhanced its
natural location and accentuate the harmonious calm of its location. The vast plain of
Pakhal with its agricultural wealth irrigated by the River Siran and tea gardens surround
the University. Towards the northeast the hills are covered with the dense forest and in
the background far beyond the lofty peaks of the snow-covered mountains of Kaghan
Valley add to its panoramic attraction. On the western, southern and the eastern sides the
rolling ranges of the hills offer the captivating scene.
2.4 Vision and Mission of Hazara University
The mission of Hazara University is to impart knowledge in the fields of emerging and
social sciences as well as liberal arts inculcating the universal values of truth, beauty and
goodness among the younger generations, on the one hand, and to provide a befitting
research base for contributing original research to the world research pool for the service
of mankind, on the other. It further aims at imbuing the students with higher and nobler
ideals of Islam and socializing them into well-rounded persons ever ready to serve their
own nation, the Ummah and humanity at large.
5
The Emblem of the University has the motto derived from the Holy Quran, an injunction
from Almighty Allah meaning �Get Knowledge�. The Emblem has snow-covered
mountains of Kaghan in the backdrop and the Siran River in the foreground, having
Deodar trees on its bank. Deodar tree has the symbolic significance of slow, steady and
sure growth spreading over centuries. The mission of the University, therefore, is to
impart education systematically, gradually but surely spreading over centuries. The
objective of the University, therefore, is to impart universal education systematically and
gradually but surely to the coming generations of students for over indefinitely remote
and distant future with Godspeed. "The emblem of the University was approved in its
present design by its faculty, 'Ullema' and the Syndicate in 2003.
6
Figure-1 Emblem of Hazara University
Chapter 03 Structure of Hazara University
3.1 Hazara University Departments
7
Hazara University Departments
Faculty of Sciences
Department of Botany
Department of Chemistry
Department of Information Technology
Department of Mathematics
Department of Physics
Department of Zoology
Faculty of Health Sciences
Department of Bio Chemistry
Department of Micro Biology
Faculty of Art
Department of Economics
Department of Education
Department of English
Language & Literature
Department of Islamic & Religious Studies
Department of Communicatio
n & Media Studies
Department of Political Science
Department of Psychology
Department of Urdu
School of Cultural
Heritage & Creative
Technologies
Faculty of Law and Administrative
SciencesDepartment of Management
Sciences
School of Law
8
School of Cultural Heritage & Creative Technologies
Department of Art & Design
Department of Archaeology
Department of Architecture
Department of Conservation Studies
Department of Tourism & Hospitality
Figure-2 Hazara University Departments
3.2 Hazara University Administration
9
Vice Chancellor Office
Registrar Office
Finance Directorate
Provost Office
Administration Office
Research & Planning Office
Examination CellDirector Works Office
Sports Office
Medical Center
Museum
Transport Office
Central Library
Figure-3 Hazara University Administration
3.3 Hazara University Campuses
10
Garden Campus
Havelian Campus
Haripur Campus
Figure-4 Hazara University Campuses
3.4 Finance Directorate of Hazara University
Hazara University is a Public Sector University and its Finance Directorate manages and
controls all its financial affairs. Finance Directorate oversees and regulates the accounts
of University, investments & finances of the University, judges & revises annual budget
estimates, in accordance to the advice of the Finance Committee.
The Senate and Syndicate approve the rules, regulations and procedures of the Finance
Directorate to perform its activities, tasks and transactions. Finance Directorate is not
authorized to implement the rules and laws by itself. The Higher Authorities of the
University have to approve them. The Treasurer under the supervision of the Vice
Chancellor administers and manages the Finance Directorate of the University. Finance
Directorate is responsible to provide finance for the procurement all types of material and
services.
11
3.5 Hierarchy of Finance Directorate
12
Treasurer
Superintendent
Accountant
Assistant Accountant
Assistant Accountant
Computer Assistant
Assistant Treasurer
Accountant
Computer Assistant
Assistant Accountant
Office Assistant
Peon
Peon
Peon
peon
Computer Assistant
Superintendent
Accountant
Assistant Acountant
Assistant Accountant
Computer Assistant
Figure-5 Hierarchy of Finance Directorate
3.5.1 Treasurer
The Treasurer Mr. Akbar Khan is the Chief Financial Officer (CFO) of Hazara
University. The Treasurer is responsible for the financial activities and preside
decision making regarding financial planning, fund raising, capital expenditure,
managing cash & credit, pension obligations, and so on. The Treasurer approves all
financial transactions of Hazara University. Senate and Syndicate make financial
decision on the basis of recommendations given by Treasurer. Payment for any
purpose needs the approval of the Treasurer of the University. Every employee within
the Finance Directorate is owed to report to the Treasurer. Treasurer usually performs
the following functions:
To check and approve salary bills of all employees of Hazara University.
To sign all the cheques for payment like salary, traveling allowance, daily
allowance, medical re-imbursement, leave salary and pension contribution and
other payments regarding the purchase of stationery articles and other articles
like purchase of computers, payment of rent for any hired building etc.
To check annual accounts, income and expenditure statements and balance
sheets etc.
To sign the cashbook.
To sign all the vouchers of payments / receipts.
To release the grant of University from the Government.
Supervision of preparation of budget estimates / revised estimates of
University.
Manage the property, finances and investments of University.
Prepare the annual and revised budget estimates of the University and present
them to the Finance Committee.
13
Ensure that the funds of the University are spent for the purpose for which
they are provided.
3.5.2 Assistant Treasurer
Assistant Treasurer is a person who assists the Treasurer in performing his / her
activities. Assistant Treasurer also keeps an eye on the processes within the Finance
Directorate. Assistant Treasurer coordinates the following activities of their respective
sections.
Ensure adequate cash reserves to meet ongoing cash requirements from
operations of University.
Maintain banking and credit facilities.
Maintain financial accounting system(s) and books of record of University.
Responsible for all cash management, bookkeeping, cheque writing, payroll,
monthly reporting, budget and financial statement preparation of University.
Process members’ payments and account records.
Prepare bank deposits; perform monthly bank account reconciliation.
3.5.3 Superintendent
Account superintendent perform the activities relating to record maintenance, bank
dealing, selling of equipments, repotting, and billing. Bank reconciliation is also the
activity of superintendent. These functions are distributed among different account
superintendents. So they are further classified according to the task assigned to them.
14
3.5.4 Accountant
Accountant typically handles the accounting activities, tax management, budgeting,
and also checked the financial operations within the organization. Accountant focus is
more on the internal control of money. Accountant usually performs the following
duties.
Checking of traveling allowance / daily allowance bills of the staff.
Checking vouchers and cheques for payment.
Reconciliation with Accountant General / bank.
Income tax evaluation / returns.
Checking of audit reports.
Medical reimbursement claims etc.
Leave salary, contribution deposits, payment of water, electricity and
telephone bills etc.
Checking of balance sheets, expenditure statements, budget / revised budgets,
correspondence regarding quarterly grants with the Government.
Salary bills, arrear of pay, LTC, salary statements and all other account
matters of the employees of the Organization.
Checking the accounts ledger, of all employees of the Organization for
accounts of rent and income tax etc.
3.5.5 Assistant Accountant
Assistant Accountant is a person who assists the Accountant in performing his / her
activities.
Preparation of traveling allowance / daily allowance bills of the staff.
Preparation vouchers and cheques for payment.
15
Preparation income tax evaluation / returns.
Preparation of audit reports.
Preparation medical reimbursement claims etc.
Preparation of leave salary, salary bills, salary statements of all employees of
University.
Preparation of balance sheets, expenditure statements, budget estimates of
University.
Preparation the accounts ledger, of all employees of University for accounts of
rent and income tax etc.
3.5.6 Office Assistant
The Office Assistant fills documents, updates files and maintains the attendance
register of all the staff at the Finance Directorate in Hazara University. Office
Assistant makes copies of the documents, as directed by the Treasurer and also
according to the needs of the office. Office Assistant sends faxes and handles
communications with post office, bank, VC office, registrar office, provost office etc.
and distributes the incoming mails to the respective staff. The Office Assistant
provides stationary and staples to Finance Directorate. Office Assistant keeps the
contacts list of all the staff of Finance Directorate and assists the concerned
authorities in matters related to preparation of annual reports, files / weekly reports of
Finance Directorate.
3.5.7 Computer Assistant
Computer Assistant digitalizes the financial transactions of Finance Directorate.
Computer Assistant keeps the record of all affairs of Finance Directorate in soft form.
16
Computer Assistant prepares the meeting minutes in soft form and then sends them to
the related department in just no time. The following transactions are prepared and
maintained by the Computer Assistant in soft form:
Preparation of traveling allowance / daily allowance bills of the staff.
Preparation income tax evaluation / returns.
Preparation of audit reports.
Preparation medical reimbursement claims etc.
Preparation of leave salary, salary bills, salary statements of all employees.
Preparation of balance sheets, expenditure statements, budget estimates of
University.
Preparation of accounts of rent and income tax of all employees of Hazara
University.
17
Chapter 04 Functions of Finance Directorate
4.1 Main Books of Account of Finance Directorate
Finance Directorate keeps the following Books of Account to record and maintain all
the financial transactions and events:
Cash Book Income Ledger Band Ledger
Contractors Ledger Students Bill Book Scholarships Register
Loan Register Subsidiary Cash Book Expenditure Ledger
Grant in Aid Register Students Admission Register Advances Register
Imprested Money Register Medical Claims Register Subsidiary Ledger
4.2 Accounts of Hazara University
Hazara University has various accounts in National Bank, Khyber Bank, Askari Bank
and Allied Bank. The main two accounts are Recurring Account that receives grant
from Higher Education Commission of Pakistan and the Project & Development
Account that makes payment for new and developmental projects expenditures. Other
accounts of Hazara University in all the above mentioned banks are given in the table
below.
18
Figure-6 Main Books of Accounts
4.3.1 Recurring Account of Hazara University
Recurring Account is the main account of Hazara University. This account gives
information to Higher Education Commission of Pakistan about the utilization of
funds and in return the Higher Education Commission gives grant to Hazara
University in order to meet its expenditures. All the receipts receive from HEC are
credited in Recurring Account and thus this account makes payment for all the
expenditures except the project development.
4.3.2 Project and Development Account of Hazara University
Project and Development Account is an account that receives funds for different
developmental projects from Higher Education Commission of Pakistan after the
approval of PC 1 of each project.
Hazara University Various Accounts at March 24, 2011
University Due A / C Affiliation Income A / C Social Work Income A / C
Hostel Dues A / C Exams Dues A / C Workshop A / C
Security A / C All Departments A / C Sport Income A / C
Scholarship A / C Premium Plus A / C Phase I A / C
Foreign Currency A / C Boys Hostel A / C Girls Hostel A / C
GP Fund A / C NCCRT A / C Staff Welfare Fund A / C
19
Figure-7 Accounts of Hazara University
4.3 Cheques of Hazara University
Accountant and Assistant Accountant are responsible to deal carefully with cheques
and cheque books in the Finance Directorate of Hazara University. In the Finance
Directorate the Assistant Accountant Mr. Abdur Rahim first verifies all kind of
cheques and then refers these cheques to the Treasurer Mr. Akbar Khan for approval.
After the signature of Mr. Treasurer the bearer can withdraw the amount of money
mentioned in the cheque from the concern bank. When the Finance Directorate
receives a new cheque book from any bank of Hazara University, then it’s the
responsibility and duty of the Accountant to count and check all the page of the
cheque book to confirm they are in acceptable condition and after satisfying the
requirements the Accountant should sign it. The counterfoils of the used cheque
books are preserved and kept in safe custody.
4.4 Receipts Of Hazara University
Hazara University generates its income or receipts from various sources. The main
sources of funds generation are Higher Education Grant, Admission & Tuition fees,
Donations, Affiliation charges & fees, Government Special Grant, Degree fee,
Transcript fee, and some other sources. All of these funds are credited to the
University various accounts. These deposits are recorded in cash book on daily bases
by the accountants of Finance Directorate. All the money received is then recorded in
the main cash book of the University. The Account Section in the Finance Directorate
has its own bank ledger where it note all the daily transactions of deposit in and
withdrawal of money from any account in any of its concern bank branch. In the
20
second step the income is posted to the income ledger on monthly bases. Sources of
Hazara University Funds generation are classified in three main heads:
Recurring Grants & Donations
Development Grants
Income from Owns Sources
4.4.1 Recurring Grant & Donations
Recurring Grant includes those funds which Hazara University receives from Higher
Education Commission of Pakistan (Federal Government) and Provincial Government
of Khyber Pakhtoon Khwa. While Donations are special grants which are received
from Federal Government, Provincial Government, Foreign Countries or Private
Sector Organization in the form of Scholarships, Grants for different Projects, Sport &
Festival Weeks, and up gradation of Computer Labs & other Labs.
4.4.2 Development Grant
Hazara University gets its developmental grants from Higher Education Commission
of Pakistan (Federal Government) and Provincial Government for different
developmental projects. These grants are credited to Project & Development Account
after the approval of PC 1 of each project by the Audit & Planning Commission of
Higher Education Commission of Pakistan.
21
4.4.3 Income from Owns Sources
Hazara University also generates funds from its own sources. These sources include
Admission fees, Tuition fees, Examination fees, Affiliation fees, Medical & Transport
fees, Annual Subscription fees, Hostel fees, Sport fees, and on and on.
4.5 Petty Cash
Petty Cash is an advance payment of money to all departments of Hazara University
for their daily expenses. Petty Cash is granted to each department of University once
in a month. Each Department of University is bound to submit proper account of the
Petty Cash to Finance Directorate. The Head of each Department determines the
required Petty Cash and then the Head of Department communicates it with the
Treasurer at Finance Directorate.
The Petty Cash is granted and recorded as an advance payment against the Head of
each Department. Petty Cash is issued in the form of cheque in the name of the Head
of Department. Each Department Head is required to send an adjusted account against
the used Petty Cash. Petty Cash is only for the departmental purpose and no Head of
Department is allowed to use it for his / her personal matters. The amount of Petty
Cash is specific for each department of Hazara University and is dependent upon the
capacity of each department.
Each department sends adjusted account against the used Petty Cash approved by the
Head of Department along with the original invoice bills to Finance Directorate. So
these invoices are then processed at Finance Directorate to check their creditability.
22
The Accountant matches the actual expenditures with these invoice bills. While
checking the invoice bills the Accountant take care of the following.
The invoice bills have to be in original.
The invoice bills and adjusted accounts of Petty Cash have to be approved by
the Head of Department.
The amount on each invoice bill should be clear and easily understandable.
The invoice bills of excluded Petty Cash item should not be included such as
the invoice bill of furniture purchased.
The expenditure will be recorded in the ledger after the approval of the
Treasurer.
4.6 Pay and Allowances
The pay bills of all the employees of Hazara University are prepared in the Finance
Directorate according to the scale of each employee. Record of all employees
regarding their appointment, designation, promotion and termination is prepared and
maintained by the Registrar Office of Hazara University. This type of record is
documented in Establishment Check Register which is prepared in the Establishment
Section at Registrar Office. Each employee has a personal file which carries all the
information about him / her. All pay bills are prepared from the Establishment Check
Register and are sent to Finance Directorate before 25 th of each month for salary
preparation. While preparing the pay bills of employees of University the Finance
Directorate ensures the following things to be satisfied.
Pay bills of all employees are prepared according to their pay scales.
Deductions from salaries are according to the pay scale.
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Other deductions from salaries of employees are due to absence or some other
reasons which are influenced & directed by the employees’ concerned
department.
Allowances are included in the pay bills according to the pay scales of
employees.
The Salary Section of Finance Directorate prepares general vouchers and sends them
to the internal audit for pre - audit. The Account Section Finance Directorate prepares
pay slips / cheques of all employees’ of University according to post - audit.
4.6.1 Pay of Employees
Registrar Office prepares pay slips of all employees of University and sends them to
the Finance Directorate and the later makes payments to all the employees. A typical
pay slip appears in the following shape.
Hazara University Mansehra KPK
Pay Slip
Name Designation Month
Scale Department Bank Account
Employee Code Bank
Salary Amount Deduction Amount
Basic Pay House Rent
Arrears Benevolent Fund
House Allowance Group Insurance
Conveyance & Medical Allowance Staff Welfare Fund
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Ad hoc/Special Relief 15-20% GP Fund
Dearness Allowance Income Tax
Deputation Allowance Others
Additional Charges / Utilities
Special Pay
Integrated Allowances
Special Additional Allowance 20%
PhD Qualification Allowance
Computer Allowance
Senior Post Allowance
Entertainment Allowance
Orderly Allowance
Others
Gross Pay Total Deduction
Net Pay
4.6.2 Benefits
25
Figure-8 Pay Slip of Hazara University
House Rent Allowance: - House Rent Allowances are based on the basic pay
of the employees. Hazara University pays 45% House Rent Allowance to all
its employees on the basis of their basic pay.
Medical Allowance: - Medical Allowances are based on the basic pay of the
employees. Hazara University pays 35% Medical Allowance to all married
employees and 17.5% to all unmarried employees. In case of hospitalization
the employees gets extra amount of money depending upon the sensibility of
the case and these are given if the employees hospitalized or their parents or
their children are hospitalized.
Ad hoc / Special Relief 15-20%: - This Allowance is paid to all the
employees who are working in Hazara University on Ad hoc basis. It is paid
on the basis of basic pay as well and ranges from 15 to 20 percent. This policy
is adopted since July 2009.
Dearness Allowance: - Dearness Allowances are based on the running
salaries of the Government employees. Hazara University pays 15% Dearness
Allowance to all its employees based on their running basic pay.
Deputation Allowance: - Deputation Allowances are paid to those employees
who are deputed from other organizations to Hazara University. Such
allowances are also based on the basic pay of the employees. Hazara
University pays 20% Deputation Allowance to all deputed employees.
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Additional Charge / Utility: - When an employee of Hazara University is in
charge of more than one designation then in such cases that employee receives
his / her pay slip and also receives additional pay for the additional charge.
Special Pay: - Special Pay is a grant for specific employees by the
Government. When an employee is authorized by the Government to receive
additional pay then it is called Special Pay.
Integrated Allowance: - The Integrated Allowances are for Class Four
Employees.
Special Additional Allowance: - In past Special Additional Allowance was
used to benefit the old employees of Hazara University. It was 20% on the
basis of basic pay. But now the allowance under this head is abandoned.
PhD Qualification Allowance: - Doctors and Post Doctors of any department
in Hazara University receive the PhD Qualification Allowance. It has a fixed
rate of Rs. 5,000 for all employees.
Computer Allowance: - Computer Allowances are paid to all the Computer
Operators / Computer Assistant designated employees in Hazara University.
Its rate is fixed and that is Rs. 750.
Senior Post Allowance: - Any employee who executes the duties and
responsibilities of a senior post receives the Senior Post Allowance.
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Entertainment Allowance: - Grade 20 to 22 Officers / Executives receive
Entertainment Allowances in Hazara University. Lower grade employees do
not receive Entertainment Allowances.
4.6.3 Deduction
All employees of Hazara University receive Net Pay. Net Pay on the pay slip is
obtained when all the deduction items are deducted from the Gross Pay of the
employees. The following are the deduction items on a pay slip of employees.
House Rent: - House Rent is deducted from all those employees who are
using University Houses for accommodation purpose. The House Rent
deduction from salary is according to the rent value of the rented house.
Staff Welfare Fund: - Staff Welfare Fund is deducted from all the regular
employees of Hazara University. The deduction rate of Staff Welfare Fund is
1% of the basic pay of all employees of Hazara University.
General Provident Fund: - General Provident fund is deducted as well from
all the regular employees of Hazara University but this deduction vary from
lower rank employees towards upper rank employees of Hazara University.
Income Tax: - Hazara University deducts Income Tax from all of its
employees and the deduction from employees’ income is on the basis of
Government Rate.
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4.6.4 Overtime Allowances Payment
Employees from Grade 1st to 16th are eligible to receive the Overtime Allowance when
they execute tasks after the working hours of Hazara University. Applications of
Overtime Allowances are processed in the Finance Directorate of Hazara University.
Each application of Overtime Allowance has to satisfy the following requirements.
Head of Department should approve the Overtime Bills.
Overtime Bills should be properly signed and stamped by the concerned
Department.
No Overtime Allowance on public holidays.
4.6.5 Rate applied for overtime allowances
The following are the rates for Overtime work. The Overtime hours start after an hour
of the working hours. After the satisfaction of all requirements mentioned above the
accountant prepares the voucher and sends it to pre – audit and then after the approval
of the Treasurer the subjected employee receives the Overtime Allowance.
Hazara University Overtime Allowance Rates for Employees
Basic Pay Scale Overtime Allowance Rate Per Hour in
Rupees
1 – 4 8
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5 – 8 11
9 – 11 12
12 – 13 14
14 – 15 15
16 18
4.7 Traveling Allowance / Daily Allowance
Traveling and Daily Allowances are paid to all those employees of Hazara University
who execute different tasks outside the jurisdiction of Hazara University or participate
in different types of events, functions, ceremonies, orientation, seminars or festivals
outside the jurisdiction of Hazara University. All the Traveling and Daily Allowance
Bills are processed in the Finance Directorate of Hazara University. And after the
approval of Treasurer the concern employees receive Traveling and Daily
Allowances. These rates are applied on the basis of basic pay scale. However
Traveling and Daily Allowances are also payable for Sundays and Public Holidays in
case the University employees are outside the University for Official Affairs.
4.7.1 Traveling Allowance
Hazara University pays Rs. 5 per kilometer to all its employees above the basic pay
scale 16th who use to travel in their personal vehicles in order to perform different
30
Figure-9 Overtime Allowance Rates
tasks outside the University Location. If these employees are not traveling in their
own vehicles then the traveling allowance is Rs. 1 per kilometer.
4.7.2 Daily Allowance
Hazara University pays Daily Allowance to all its employees when they mark absence
in University due to some official constraints. Daily Allowance covers the expenses
of University employees when they are outside the University for Official Tasks
Execution. Official Tasks Execution spot should be 10 miles / 16.2 kilometers away
from the University. If the spot is not that much away then the employees cannot
claim Daily Allowance. When the employees do not spend night outside the
University Location then half Daily Allowance will be paid to them. But when they
are spending night too outside the University Location for Official Tasks Execution
then they will receive full Daily Allowance. The rates of Daily Allowances are given
in Figure 7 on next page.
Rates of Daily Allowances
Basic Pay Scale Ordinary Rates per Day in
Rupees
Special Rates per Day in
Rupees
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1 – 4 125 200
5 – 11 155 220
12 – 16 280 365
17 – 18 500 640
19 – 20 625 825
21 – 22 700 1000
4.8 Projects and Developmental Expenditure
Finance Directorate processes all bills of Projects and Developmental Expenditure.
The Project Director / Consultant submits all such bills in the Finance Directorate for
processing after the approval of Vice Chancellor and Director of Research &
Planning. The Project Director is required to verify such bills prior to submit them to
Finance Directorate. The Project Director is also bound to submit a copy of tender
notice along with such bills. After the approval of the Treasurer the Project Director /
Consultant will receive the amount of money from the Developmental Grant which
the Higher Education Commission of Pakistan (Federal Government) and the
Provincial Government of Khyber Pakhtoon Khwa provide to Hazara University.
4.9 Other Expenditures
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Figure-10 Rates of Traveling & Daily Allowances
Other Expenditures are Hazara University includes purchase of durable goods,
purchase of supplementary items, repair and maintenance of durable goods, and
transport services expenditures. These are briefly explained in the following line.
4.9.1 Purchase of durable goods
In Hazara University the purchase of all durable goods is categorized in four
categories. All the purchases of durable goods are made against the needs and
requirements of any Department of Hazara University. The Head of Department,
Dean of Faculty, Registrar, Treasurer and Procurement Director are responsible for
the purchase of any durable goods.
Firstly if the value of durable goods which are going to be purchased is Rs. 5,000 or
less than this amount then such goods will be purchased in the local market after the
approval of the Treasurer. In this case there is no need to invite quotations for such
durable goods purchases. Secondly if the value of durable goods which are going to
be purchased range from Rs. 6,000 to Rs. 25,000 then the purchase of such durable
goods will be made in the open market after a survey of the market. The authorized
committee has to ensure the quality of material and its adequate costs.
Thirdly if the value of durable goods which are going to be purchased range from Rs.
26,000 to Rs. 75,000 then in such cases the authorized purchasing committee will
invite quotations from at least three recognized suppliers and will select the best
quotation in them. If the response from the approved suppliers is not up to mark then
the authorized committee can go ahead to buy the required durable goods in open
market after the permission of Treasurer. And lastly if the value of purchasing durable
33
goods is more than Rs. 75,000 then the authorized purchasing committee will
advertised the tender through print and electronic media and will obtain sealed
quotations from various recognized suppliers by an open tender system. The
authorized purchasing committee will open all the sealed tenders and each member of
the committee will mark presence and will sign those opened tender. The committee
will select the tender with lowest costs.
After receiving the purchased durable goods the purchasing committee is bound and
responsible to check, count, weight, or verify all the purchased goods / items. All
these will be recorded in the purchase register of Hazara University and in addition all
departments also carry purchase register where they record their departmental
purchases. Durable goods may be transport related items, equipments, sports related
items, lab equipments, furniture and fixtures etc.
4.9.2 Repair and Maintenance of Durable Goods
Finance Directorate pays all the repair and maintenance bills of durable goods. The
repair and maintenance estimation are first sent to the Works Department. The Works
Department engineers / sub – engineers verify the condition of durable goods and if
they need repair and maintenance then the authorized person takes the estimation of
cost and sends them to the Finance Directorate and the Finance Directorate issues the
demanded sum of money to the concern department after the approval of Treasurer.
4.9.3 Transport Services
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Hazara University provides conveyance facility to all its students and employees. For
this purpose University is running its own transport. Hazara University has many
buses which bring students and employees to University in the morning and take them
home in the evening every day. Hazara University also has many other small vehicles
for executives who use them for their own conveyance.
Buses are also used to take students for study tours and employees to important
events, festival, seminars, and orientation outside the location of Hazara University.
The Finance Directorate provides money to Transport Department. All the
transportations bills need prior approval from the Transport Department and the
Provost Office of Hazara University. The transportation bills are then sent to Finance
Directorate for the Treasurer approval after which the payments would be made by
the Finance Directorate.
4.10 Bill Processing
Finance Directorate processes all the Bills of Hazara University. This Department of
University is responsible to arrange the payments of all the expenditures of the
University. That is why Bill Processing is the most important function of Finance
Directorate of the University. All type of Bills are processed in the Finance
Directorate and the payments against the Bills are made after the approval of Treasure
and the authorized committee who are in charge to deal with Bills.
The authorized committee is responsible to check the creditability of the Bills and
ensures that the Bills are in accordance to the rules and regulations of University. The
35
approval of Vice Chancellor is also required prior to the payments of expenditures of
University. Vice Chancellor approves all Bills before they appear in the Finance
Directorate. When the Bills appear in Finance Directorate, they are first recorded in
the Diary Register for record keeping purpose and then are sent to the Treasurer to
approve them.
After the Treasurer approval the Bills are directed to Account and Budget Section of
Finance Directorate. In the Account & Budget Section the Bills are checked and
analyzed and then the Accountant matches the Bills with the actual expenditures.
After the approval of this section the Bills are sent to the Pre – Audit Section of
Finance Directorate where these Bills are recorded and this Bills Processing ends with
the preparation of cheques in the name of the bearer.
4.11 Balancing and Reconciliation
At the end of each month the Account Section of Finance Directorate reconciles its
checkbooks / cashbooks by comparing its receipts with its bank statements. As Hazara
University has many accounts in various banks, therefore the Account Section carries
out the process of reconciliation with all of them. This process determines the
fraudulent withdrawal of money from any account of Hazara University. If any
cheque remains uncollected for long, the Account Section will bring it to the notice of
Treasurer and the Treasurer will hold its withdrawal. The Accountant Section will
issue another cheque to the bearer on demand after which the bearer will be able to
withdraw the amount from the mentioned bank.
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4.12 Communication and Utilities Expenditure
Finance Directorate pays all the Communication and Utilities expenses of Hazara
University on monthly basis. All the payments are made after the approval of the
authorized personnel and the Treasurer. The Communication Services include Courier
& Pilot Services / Postage Services. Leopard Courier Services Mansehra is the
authorized courier for Hazara University. Utilities Services include Electricity,
Telephone & Trunks and Printing & Publishing.
4.13 Audit Office
The Audit Office in Finance Directorate audits the accounts of University. The aim of
Audit Office is to check all the activities and operations of Finance Directorate to
verify either they are in accordance to the Financial Rules & Regulations of Hazara
University or not. There are two types of auditing in the Finance Directorate i.e. the
Internal Audit and the External Audit. The Internal Audit is a continuous process and
is performed monthly while the External Audit is performed once in a year.
4.13.1 Internal Audit
The Local Fund appoints the Internal Audit Officer. The Internal Audit Officer is
responsible to audit all the accounts of University continuously on daily or monthly
basis. The rest of employees working the Internal Audit Office belong to Hazara
University. All the expenses of Internal Audit Office are born by University. The
37
employees working in the Internal Audit Office are transferable to other Department
of Hazara University.
4.13.2 External Audit
The Accounting General Office appoints the officers and employees of External
Audit. Hazara University has no influence in the External Audit Office and their
operations. This office is autonomous in its actions. The External Audit Office audits
the accounts of University to verify their creditability and variability. The External
Audit is not of continuous type it is conducted once in a year. After the External Audit
the Financial Year of Hazara University ends.
Chapter 05 Receipts versus Expenditure
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A Total Receipts (Actual) 2009
– 10
(Estimated)
2010 – 11
i. Opening Balance 6,014,638 7,051,000
ii. Grants
a. Federal Government (Annual) 180,376,000 236,420,000
b. Grant for Tenure Track Faculty 25,360,752 29,711,000
c. Other Grants (Foreign Faculty, Grant for Quality
Enhancement Cell)
1,892,862 176,843
Sub Total: (i + ii) 213,644,252 273,358,843
iii. Own Receipts
a. Income from Regular Fee Structure 108,820,710 145,445,000
b. Receipts from Other Resources 136,338,290 152,976,000
Sub Total: (iii = a + b) 245,159,000 298,421,000
Total Receipts: {A = i + ii + iii} 458,803,252 571,779,843
B Expenditure (Actual) 2009
– 2010
(Estimated)
2010 – 2011
i. Total Pay & Allowances – Faculty (Basic Pay Scale) 152,496,270 188,552,000
39
ii. Total Salary / Gratuity – Faculty (TTS) 26,037,177 29,711,000
iii. Total Pay & Allowances – Officer / Staff (In Teaching
Departments Only)
60,771,209 86,265,701
iv. Total Pay & Allowances – Officer / Staff (In all other
Administrative Departments)
66,589,958 89,080,000
v. Non – Salary Expenditures 129,813,553 144,004,000
vi. Research & Planning 16,044,085 24,012,142
Total Expenditure: {B = i + ii + iii + iv + v + vi} 451,752,252 561,624,843
C Surplus / Deficit {A – B} 7,051,000 10,155,000
D Approved Budget 458,803,252 571,779,843
5.1 Receipts of Hazara University
The total receipts of this University from both its internal and external resources were
Rs. 458.8 million during fiscal year 2009 – 10 whereas the total receipts for fiscal
year 2010 – 11 are being estimated to be Rs. 571.8 million. This means there would
be 24.62 % increase in the receipts of this University during the fiscal year 2010 – 11.
40
Figure-11 Receipts versus Expenditure of Hazara University
The increase in both internal and external receipts is briefly explained in the
following.
5.1.1 Internal Receipts
During 2009 – 10 this University received Rs. 108.82 million from regular admissions
and Rs. 136.34 million from other internal resources. The total internal receipts of this
University during fiscal year 2009 – 10 were Rs. 245.16 million. While on the other
hand for fiscal year 2010 – 11 this University is expected to earn Rs. 298.42 million
from its internal operation where the regular admissions will contribute Rs. 145.44
million and Rs. 152.97 will come from other internal resources. This University will
see an increase of 21.72 % in its receipts from its internal operations. This means
Hazara University is growing internally and this is due to the fact that this University
is enrolling students to its potential.
5.1.2 External Receipts
During 2009 – 10 this University received Rs. 180.4 million as annual Federal
Government Grant and Rs. 25.36 million as Tenure Track Faculty Grant from Higher
Education Commission of Pakistan. While other grants including Foreign Faculty
grant and grant for Quality Enhancement Cell was Rs. 1.89 million. The total external
grant of Hazara University during fiscal year 2009 – 10 was Rs. 213.6 million. While
on the other hand for fiscal year 2010 – 11 this University is expected to receive Rs.
273.3 million from its external resources where the annual Federal Government Grant
will be Rs. 236.4 million and Rs. 29.71 million will come as Tenure Track Faculty
Grant. These Grants will come from Higher Education Commission of Pakistan.
While other grants including Foreign Faculty Grant and grant for Quality
41
Enhancement Cell would be Rs. 0.176 million for the upcoming period. This
University will see an increase of 31 % in its receipts from its external resources. The
annual Federal Grant of this University will see an increase of 27.9 % which comes
directly from Higher Education Commission of Pakistan.
5.2 Expenditure of Hazara University
The total expenditure of this University were Rs. 451.7 million during fiscal year
2009 – 10 whereas the total expenditure for fiscal year 2010 – 11 are being estimated
to be Rs. 561.6 million. This means there would be 24.33 % increase in the
expenditure of this University during the fiscal year 2010 – 11. The increase in
expenditure for all heads is briefly explained in the following.
5.2.1 Total Pay & Allowances – Faculty (Basic Pay Scale)
Basic Pay and Allowances of faculties of this University were Rs. 152.5 million
during fiscal year 2009 – 10 and are being estimated to be Rs. 188.5 million in
upcoming year. The total increase in this category will be 23.6 %.
5.2.2 Total Salary / Gratuity – Faculty (TTS)
Total Gratuity of faculties of this University were Rs. 26 million during fiscal year
2009 – 10 and are being estimated to be Rs. 29.7 million in fiscal year 2010 – 11. The
total increase in faculty gratuity will be 14.3 %.
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5.2.3 Total Pay & Allowances – Officer / Staff (In Teaching Departments Only)
Basic Pay and Allowances of Officers in Teaching Department of this University
were Rs. 60.8 million during fiscal year 2009 – 10 and are being estimated to be Rs.
86.3 million next year. The total increase in Basic Pay and Allowance of Officers in
Teaching Departments will be 41.9 %.
5.2.4 Total Pay & Allowances – Officer / Staff (In all other Administrative Departments)
Basic Pay and Allowances of Officers in all Administrative Departments of this
University were Rs. 66.6 million during fiscal year 2009 – 10 and are being estimated
to be Rs. 89 million in fiscal year 2010 – 11. The total increase in Basic Pay and
Allowances of Officers in Administrative Departments will be 33.6 %.
5.2.5 Non – Salary Expenditure
Non Salary Expenditure of this University were Rs. 129.8 million during fiscal year
2009 – 10 and are being estimated to be Rs. 144 million in upcoming fiscal year. The
total increase in Non Salary Expenditure category will be 10.9 %.
5.2.6 Research & Planning
Research and Planning Expenditure of this University were Rs. 16 million during
fiscal year 2009 – 10 and are being estimated to be Rs. 24 million next year. The total
increase in Research and Planning Expenditure will be 23.6 %.
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5.3 Opening versus Closing Balances
The Opening Balance in the fiscal year 2009 – 10 was Rs. 6 million and the Closing
Balance for the same period was Rs. 7 million. This means Hazara University has
shown an increase of 16.7 % in its Closing Balance during the fiscal year 2009 – 10.
While the fiscal year 2010 – 11 is being estimated to show up an increase of 42.8 % in
the Closing Balance and the Closing Balance will be Rs. 10 million.
Chapter 06 My Activities at Finance Directorate
6.1 Internship at Finance Directorate
I completed my Internship at the Finance Directorate of Hazara University. I selected
Hazara University for Internship due to many reasons. Firstly it is a well established
44
public sector University in Khyber Pakhtoon Khwa and a dynamic Institute dealing
with various numbers of Departments which leads to maximum number of financial
transactions and where there seemed to be a lot of opportunities for an Intern to learn
much about various financial transactions.
Secondly I belong to this University and I thought being the asset of this University,
the Finance Directorate would warmly welcome me and would guide me to learn all
the financial transactions that occur. Thirdly I preferred this organization for
Internship due to the adjusted accommodation as I already had in this University it
was better for me to stay in the University and complete my Internship. And the final
reason behind doing Internship in this University was the easy obtaining of financial
information. It seemed to me that all the financial information I would need for the
Internship Report at the end of Internship would be easily accessible.
When I joined the Finance Directorate, I realized that being an Intern you will face a
lot of trouble. No one would be ready to guide you and no one would be willing to let
you be part of their work. It was a very tough and awful experience doing Internship
at Finance Directorate. Being the student of this University, it was the responsibility
of Finance Directorate to guide an Intern in all the aspect of financial transactions.
But the typical Pakistani culture exists everywhere in this country. If you have
references then you would be exposed to opportunities otherwise nothing is favorable
for you to learn and survive.
However the activities I performed in six week duration at Finance Directorate of this
University include dealing with securities & securities adjustments of the students,
45
verifying the cheque before sending them to the Treasurer for approval, and recording
cheques detail in the cash books of Finance Directorate. These activities are given in
brief in the following paragraphs.
6.1.1 Dealing Security Applications
Dealing Security Applications include the verification of the demands of the students
against their securities and the adjustments of the securities of the students against
their transcript fee, degree fee, certificate fee, and services fee. If a student demanded
his / her security, then it was my duty and responsibility to check the student record
and confirm that the student has not taken out his / her security, and checking the
amount of security which would be payable to the student.
The service charge @ Rs. 500 were deducting from all the students’ securities as a fee
of processing at Finance Directorate and the remaining amount of security was then
payable to the student. The security adjustments include deduction of transcript fee /
degree fee / certificate fee and the services charges of Finance Directorate. After
calculating the adjustment of securities and verification of securities it was my duty to
forward these cases to the Accountant Mr. Akram Khan for further processing.
These applications then would be forwarded for cheques preparation and after that the
Assistant Computer Operator was responsible to note them in the computer database
of Finance Directorate. The student would be in position to collect his / her security
cheque after a week.
6.1.2 Verification of Cheques
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The second activity I performed at Finance Directorate as an Intern was the
verification of cheques before sending them to the Treasurer for approval which were
known as opening cheque. All types of cheques prepared in the Finance Directorate
need the approval of Treasurer Mr. Akbar Khan and the Assistant Registrar Mr.
Amjad Khan prior to the withdrawal of money from any of the University Bank.
My duty and responsibility was to verify and examine the bearer original
computerized national identity card and match the name of the bearer & father name
of the bearer on the cheque & on the CNIC and then match the signatures of CNIC to
those on the cheque. If the bearer was not present by self, then collecting the CNIC
copy of the person who was opening the cheque instead of the bearer and also
collecting an authority letter from him / her for verification purpose and keeping these
two pre – requisite papers in a folder. After all the verification I was to send the
cheques to the Treasurer for approval. After the Treasurer signature, the cheques also
need to be signed by the Assistant Registrar.
6.1.3 Maintenance of Cashbooks
The final activity I performed at Finance Directorate as an Intern was to maintain the
Cashbooks of Finance Directorate up to date. I was assigned to record all types of
cheques details either they come in or go out in the Cashbook daily. I entered all the
Receipts received by the University from any of its source and all the Payments made
by University for any purpose. Cheques record keeping was a monthly base activity at
Finance Directorate. Cheques details recording included the following details to be
recorded in the Cashbooks on the debit / credit side of the Cashbook.
47
The name of the cheque holder / issuer.
Father name of the cheque holder.
Designation of the cheque holder / issuer.
Department of the cheque holder / issuer.
Supplying company / retailing company name of the cheque holder.
Serial number of the cheque.
Amount on the cheques which would be paid to the holder / to be received by
University.
Date on the cheques.
The purpose for which the cheques were issued by Finance Directorate / the
reason why money was received by Finance Directorate.
At the end of each month both sides of the cashbook had to be equal and the Assistant
Treasurer and Treasurer had to check and sign the Cashbooks at the end of each
month.
Chapter 07 SWOT Analysis
(Strengths, Weaknesses, Opportunities & Threats)
7.1 SWOT Matrix of Hazara University
48
SWOT Matrix is an important matching technique that helps an organization to
develop four kind of strategies i.e. SO (Strengths – Opportunities) Strategies, WO
(Weaknesses – Opportunities) Strategies, ST (Strengths – Threats) Strategies, and WT
(Weaknesses – Threats) Strategies. SWOT Matrix is the starting point for discussion
on how recommended strategies could be cost effectively implemented that could lead
Hazara University to have competitive advantage in the Higher Education Sector.
Secondly the SWOT Matrix determines the most important internal and external
factors for strategies formulation. And finally it leads the University to focus on single
internal / external factor to formulate its strategies.
7.1.1 Strengths of Hazara University
Strengths are the positive attributes and traits of a University. Strengths are the
internal resources and capabilities which enable a University to compete in the
Education Sector. Hazara University has the following strengths:
1. Support for Faculty Development: - Hazara University allows its entire
teaching staff to take admission in M Pill / PhD / Post Doctorate and
complete their higher education while remaining on service by providing
them no objection certificates. This University also provides financial aid
to some of its teaching staff in various departments by giving them
scholarships and sending them abroad to world top listed Universities for
Doctorate / Post Doctorate.
49
2. Effective Enrollment Management: - Hazara University offers
admission in Fall & Spring Semester every year. This allows maximum
number of students to be enrolled in this University. So Hazara University
is taking full advantages of its capability to enroll students.
3. Higher Education Grant: - Grant from Higher Education Commission of
Pakistan is the main receipts’ source of Hazara University. For the fiscal
year 2011, Hazara University received Rs. 294 million from Higher
Education Commission. While in 2010 the Grant was Rs. 216 million for
this University.
4. Good Market Share: - Hazara University has a good market share in
Higher Education Sector. According to Vice Chancellor 7000 students are
presently enrolled in Hazara University. The Vice Chancellor stated it in
an interview to Hazara.Com on March 12, 2011.
5. Variety of Programs offering: - Hazara University is offering various
programs in every semester per year. Hazara University has three
Campuses; with four faculties and twenty seven departments. Each
department offers enrollment to Under Graduate, Post Graduate and M
Phil.
6. Fiscally Well Managed University: - Hazara University is fiscally well
managed University in Khyber Pakhtoon Khwa. At the end of fiscal year
2010 it had Rs. 7 million in its various accounts while at the end of fiscal
50
year 2011 it will have Rs. 10 million. The net saving shows that this
University is fiscally well managed.
7. Enhanced Work Environment: - The work environment for employees
is the best as they get salaries, incentives, allowances, accommodations
and many other facilities for nothing. Most of the employees of this
University are not suiting their posting nor do they respond to their
assigned responsibilities.
8. Diverse Faculty: - Hazara University has diverse faculty where each
employee belongs to different community, social class / educational
background. All these build synergies that enable Hazara University to
perform well.
9. Diverse Scholars: - The enrolled students of this University also belong to
different regions of Khyber Pakhtoon Khwa, whose customs and traditions
and educational backgrounds are different. All these students have chances
to learn a lot from each other.
10. New and Expanding Academic Building: - Hazara University is
expanding its Academic Buildings each year by building / constructing
New Academic Blocks. In a short span of 9 years it has almost constructed
14 new blocks in the Garden Campus which is an achievement. Some of
them are still under construction.
51
11. Location of Hazara University: - Hazara University is located on the
right side of Karakorum Highway in a pollution free area. This University
is surrounded by greenery and icy mountains.
12. Development of Community: - With the establishment of Hazara
University, the local community of Mansehra got the opportunity to
progress and just in 10 years this community has shown significant
growth. Which has become the strength of Hazara University as the
Primary & High Schooling and College Studying has increased afterward.
13. Resource Enhancement: - This University has the capacity to offer
enough enrollments in various departments to increase its revenues from
internal resources. The University is implementing this strategy for many
years but it should also focus on delivering quality of higher education.
14. Maximum Enrollment: - University has almost twenty seven departments
which mean the capability of enrolling maximum students and scholars in
those departments. Maximum number of enrollment means more revenues.
15. Stability in Region: - The establishment of Hazara University brought
stability in this region. The people of this region got opportunity to run /
deal different type of small scale businesses / selling / dealings and earn
profit to support their families. So the establishment of Hazara University
indirectly helped to promote Primary, Meddle, High & College level
schooling in this region.
52
16. Plagiarism Checking: - Plagiarism Checking is a positive step towards
pure and independent research studies. Hazara University is now a
premium user of the online plagiarism checking website
www.turnitin.com. With the help of such technological enhancement now
the students will be enforced to independently prepare pure thesis / reports.
7.1.2 Weakness of Hazara University
Weaknesses are the negative attributes and traits associated with a University.
Weaknesses are its limited resources and in – capabilities which prevent it to compete
in the Education Sector. Hazara University has the following weaknesses:
1. No Sensitivity to Students and Educational Needs: - The workforces
either teaching / clerical are neither responsive to the students nor to the
educational needs. Throughout a semester students are unaware of their
syllabus / program of study. The teaching staff is not interested to
communicate what they are going to teach their students. On the other
hand students have to wait for weeks for a single application approval. The
clerical staff not keen to work hard to satisfy the needs of students.
2. Academically incapable Students: - Students enrolled in Hazara
University are not competent. Majority of them possess lower grades in
their prior assessments. That is why the outcome of this University is not
excellent and intellectual.
53
3. Ineffectual Teaching: - The teaching staff of this University is also
incompetent. Each department has fewer well qualified, talented,
intellectual, skilled and capable teachers. Majority of the teachers are not
qualified to teach at University Level.
4. Unsupportive environment for Learning: - Departmental Libraries have
books but those books are useless for students / scholars. Departmental
Laboratories also have the same type of instruments and apparatus.
Standard apparatus and instruments are not available for students to carry
out their practical / research works.
5. Unsystematic Assessment of Students: - Improper assessment system is
operational at each department of Hazara University. Every teacher has his
/ her own established assessment method where students usually do not
adjust their selves. There should be a uniform assessment system at
University level and should be adopted by the teaching staff.
6. Improper Research Commitment: - Lack of facilities for carrying out
pure and independent research. The students of Physical Sciences need
more laboratories to carry out their research works but they do not have
laboratories to take their practical.
54
7. Technologically Incapable: - Outdated and out of work apparatus and
instruments are present in laboratories. Computer Labs are not functional
neither computers are functioning properly nor the internet.
8. Incapable Use of Technology: - The Laboratory Assistants are not
capable to use the instruments and apparatus present in the various
laboratories. The Intranet Control Cell employees do not know how to
effectively manage the internet inside University. Computer Labs have
internet connections but do not have access to web. The Computer
Assistants are also not functional due to lack of proper know how of
computers and their uses.
9. Small Number of Highly Qualified Faculty: - Each department at
Hazara University has fewer highly qualified teaching staff i.e. 1 – 3
Doctors and 2 – 4 MS teachers and the rest are simply master degree
holder. Then how is it possible that a master degree holder will teach and
convince a master degree obtainer?
10. Limited Boarding Facility: - Majority of students / scholars are from
outside Mansehra / Hazara Division and all of them need accommodation
facility at University. But this University has only two girls’ hostel which
have hardly accommodated the girls and the only boys’ hostel is still under
construction. All of them live outside the Campus in very bad and
unfavorable settings.
55
11. Insufficient Library: - The existing Central / Departmental Libraries
cannot fulfill the needs and requirements of students / scholars. The books
presently available at Central / Departmental Libraries are out dated /
useless for students / scholars. Both of them needs up gradation and should
be up to date.
12. Limited Enrollment Potential in Region: - University region have
limited potential to enroll students. Most of the students of this University
are from other regions. The establishment of Universities in other regions
will minimize the enrollment of this University.
13. Unhealthy Governance: - Hazara University has unhealthy governance.
The Voice Chancellor and other Executives are not taking keen interest to
promote education and make this University one of the best.
14. Improper Labs for Research: - Laboratories are not facilitated with up to
date equipments. The apparatus and instruments are out of work then how
it is possible that the researcher will carry out their research works in them.
15. Poor Intranet: - Hazara University is paying a lot of money for internet
on monthly basis but the intranet inside the University is not working
properly. All the Intranet Control Cell employees are mismanaging the
precious resources of this University.
56
16. Negative Reputation of University: - Hazara University has negative
reputation among its students and employees. No one will ever praise it.
All of them are always criticizing it.
17. Gender / Bias Discrimination: - Gender Discrimination is on peak in
Hazara University. Most of the teaching and clerical staff has soft corners
for girls. But I must say there are lecturers who do not believe in such
thing and treat both the girls and guys in a similar way.
7.1.3 Opportunities for Hazara University
Opportunities are the potential positive factors and distinctions which a University
can adopt and pursue to gain competitive advantages. Opportunities are the potential
resources and capabilities which will lead a University to dictate the Education
Sector. Hazara University has the following Opportunities:
1. Changing Demand for Higher Education: - Due to privatization the
demand for higher education has significantly increased in the last decade.
Now everyone wants to acquire higher education. So Hazara University
needs to enroll maximum academic capable students to promote the
research and development in various fields of study.
2. Higher Education Commission Scholarships for Scholars: - Higher
Education Commission of Pakistan announces huge number of
57
scholarships for MS and PhD scholars every year. Hazara University
should help and assist its scholars to win such scholarships.
3. Changing Teaching Techniques: - New and innovated techniques of
teaching should be adopted by the teaching staff of this University. These
techniques include the use of multimedia, internet & intranet, and
computers.
4. Improved Enrollment: - Enrollment can be improved by enrolling
academic capable scholars to Undergraduate and Post Graduate Programs.
5. Scholarships for Students / Scholars: - Hazara University should grant
scholarships to competent students / scholars. Giving scholarships to top
listed students / scholars will increase the competency among them and
they will work hard to win scholarships. Thus they will become more
intelligent, skillful, capable and innovative.
6. Determination of unmet Educational Needs: - Hazara University needs
to carry out a number of focus group sessions to identify the unmet needs
and to determine how the University will better serve them and their
employees. Hazara University faculty members have to develop model
processes and instruments for more accurately determining the nature and
range of educational needs in the community.
58
7. Response to unmet Educational Needs: - Hazara University has to create
a Local Outreach Center to appraise and respond to community needs for
information, educational programs, and applied research.
8. Installation of Management Information System: - Management
Information System should be installed in this University as soon as
possible. The installation of Management Information System will
increase the efficiency of the employees and the students / scholars.
9. Scholars’ Access to Digital Library: - Here at Hazara University no
scholar / student can access the Online Digital Library. Scholars are
unaware of the research and development that is taking place around the
globe. This University should facilitate its scholars / students to access the
Digital Library.
10. Expanding the Range of Programs at Campuses: - This University is
offering a wide range of programs at Garden Campus. The University
should expand the range of programs offering at Havelian and Haripur
Campuses.
11. Effective Reward Structure for Employees: - Hazara University should
establish a well organized and effective reward structure for its employees.
If an employee is performing well and strives to improve the organization
performance to achieve its mission & vision then the University should
also praise his / her contribution and should give him / her incentives as
59
well as recognition. An effective reward structure will make the workforce
more competent and vision oriented.
12. Effective Reward Structure for Students / Scholars: - An effective
reward structure is also essential for the students / scholars. Not only can
the Gold Medals motivate the students / scholars to work hard. The
students’ / scholars’ semester fees should be exempted if they are top listed
and this will make them more competent and hard working.
13. Up – gradation of Central and Departmental Libraries: - The Central
and Departmental Libraries have outdated books. These libraries need up
to date and course relevant books and materials. So the University should
provide all the essential books and materials to them.
14. Enhancement of Communication: - Most of the students are from
distance. They need proper communication channels whenever they
communicate University. Hazara University needs to enhance its
communication through improving fax, post, telephone and internet
services and responding immediately to inquirers.
15. Training and Development of Employees: - Hazara University should
properly train it’s all workforce periodically and should develop their skills
to survive in a competent environment.
60
16. Construction of Boys Hostel: - This University should construct hostels
for boys inside the University. Building hostels for boys will facilitate the
students / scholars and will increase the revenues of this University.
17. Construction of Academic Blocks: - This University has the capacity to
construct more and more academic blocks that will increase its capability
to enroll more and more students.
18. Development of Re – Creational Area: - Hazara University has a lot of
land lying spare inside the Garden Campus. The University should build
parks where the students and the employees would be having fun in leisure
time with their friends and families.
19. Development of Play Grounds: - There is only one Football Ground in
this University for around 5000 students. The University should arrange
more grounds for student to have fun in leisure time.
7.1.4 Threats to Hazara University
Threats are the potential negative factors that should be addressed to avoid its
harmfulness. Threats are the potential hazards and menaces which will lead a
University to abandon its operations. Hazara University has the following threats:
1. Rapid Enhancement in Technology: - The rapid growth in technology is
dangerous for Hazara University as this University has not up to date
61
technology in any field of study. All its laboratories have useless apparatus
and instruments and the students / scholars cannot carry out their practical
work through them. These students will not suggest their younger to take
enrollment in this University.
2. Devolution of Higher Education Commission of Pakistan: - The
devolution of Higher Education Commission is also risky for this
University because Peshawar University will hold the control of
decentralized Higher Education Commission of Khyber Pakhtoon Khwa
and fewer funds will be allotted to other University of Khyber Pakhtoon
Khwa including Hazara University.
3. Abdul Wali Khan University Mardan: - The establishment of Abdul
Wali Khan University Mardan prevents the students of that region to take
enrollment in this University. Most of the Mardan region students will now
try to take enrollment in Abdul Wali Khan University Mardan instead of
Hazara University.
4. Other Public Universities in Khyber Pakhtoon Khwa: - The
establishment of other Public Sector Universities in Khyber Pakhtoon
Khwa has also reduced the flow of students to this University. These
Universities include University of Malakand and Shaheed Benazir Bhutto
University.
62
5. Aggressive Semi Private Universities: - Semi Private Universities have
also reduced the flow of students to take enrollment in this University. For
example COMSATS Institute of Information Technology Abbottabad is a
well reputed University in Pakistan and if the guardians’ of students have
the capacity to afford COMSATS expenses then they do not let their
children to take enrollment in a University like Hazara.
6. Demographic Trends: - The population of this region is growing
moderately, but the college participation rates have been considerably
lower than the average for the greater population. This trend would require
regulating strong connecting strategies at the elementary, junior and high
school levels. Hazara University requires a shared initiative to address this
trend.
7. Racism: - The racism is also an essential threat to be addressed.
University is not socially stable due to the conflicts between Pakhtoon and
Hazarewal.
8. Lack of Awareness about Higher Education in Region: - The people of
this region are unaware of the importance of Higher Education. If the
students of other regions stop enrolling here will affect the operation and
performance of this University.
9. Higher Rate of Turnover: - Higher rate of turnover is also a severe
problem for Hazara University. The talented employees quit their jobs
63
either teaching / clerical whenever they have the opportunity to get
employment in a better setting.
10. Incompetent Faculty due to Political Involvement: - Hazara University
and its governance do not follow the fair recruitment procedures which
results in the employment of incompetent and ineffectual staff. And all this
is due to the political involvement in the affairs of the University.
11. Social Threats: - This University does not provide the accommodation
and boarding facility to its students / scholars, the students / scholars
involuntarily accommodate their selves outside the jurisdiction of this
University. As the University is located in a backward area and surrounded
by illiterate people it’s very unpleasant and awful for students / scholars to
adjust themselves in such locations.
12. Inconvenient Infrastructure: - Access to Hazara University for most of
its students is through inconvenient infrastructure. The roads are not built
properly and give a lot of trouble when you drive to reach this University.
13. Distance: - Distance is another hazard associated with this University. It
simply takes five to six hours to reach the Garden Campus if you are
coming from Mardan and nine to ten hours if coming from Swat.
64
7.1.5 Strengths – Opportunities Strategies
1. Building new Academic Blocks. (S2, S10, S5, S14 & O1, O4, O17)
2. Enrollment of Academically Capable Students. (S2, S4, S9, S13 & O1,
O2, O5, O10, O12)
3. Building new Hostels for Students. (S3, S4, S9, S13 & O1, O10, O16)
7.1.6 Weaknesses – Opportunities Strategies
1. Training and Developing of Faculty Members. (W1, W3, W5, W7, W9,
W17 & O2, O3, O11, O15)
2. Installation of Management Information System. (W1, W5, W6, W7, W15
& O3, O8, O10, O14)
3. Access to Digital Library. (W1, W4, W6, W11, W14 & O1, O6, O9, O13)
7.1.7 Strengths – Threats Strategies
1. Up – Gradation of Laboratories. (S5, S6, S13 & T1)
2. Reducing Racism. (S4, S8, S12, S15 & T7, T11)
7.1.8 Weaknesses – Threats Strategies
1. Building Hostels for Students. (W10 & T7, T11, T13)
65
7.2 SWOT Matrix of Peshawar University
SWOT Matrix is an important matching technique that helps an organization to
develop four kind of strategies i.e. SO (Strengths – Opportunities) Strategies, WO
(Weaknesses – Opportunities) Strategies, ST (Strengths – Threats) Strategies, and WT
(Weaknesses – Threats) Strategies. SWOT Matrix is the starting point for discussion
on how recommended strategies could be cost effectively implemented that could lead
the Peshawar University to have competitive advantage in the Higher Education
Sector. Secondly the SWOT Matrix determines the most important internal and
external factors for strategies formulation. And finally it leads the University to focus
on single internal / external factor to formulate its strategies.
7.2.1 Strengths of Peshawar University
Strengths are the positive attributes and traits of a University. Strengths are its internal
resources and capabilities which enable a University to compete in the Education
Sector. Peshawar University has the following strengths:
1. Qualified Faculty: - Peshawar University has qualified teaching staff.
Many departments have 8 – 14 Doctors or Post Doctors and many MS / M
Phil professors / lecturers.
2. Support for Faculty Development: - Peshawar University sends its
lecturers / professors for Doctorates / Post Doctorates on regular basis to
enhance its teaching capabilities.
66
3. Effectual Teaching: - Peshawar University has capable teaching staff that
knows how to teach and convince the students. They are capable to
involve students in study to their potential.
4. Positive Reputation of University: - Peshawar University is a well
reputed and best known University in Pakistan and is ranked as number
four by Higher Education Commission of Pakistan.
5. Higher Education Grant: - Peshawar University is in the fewer
Universities that receive much of the Higher Education Commission
Grants for its operations and developments.
6. Good Market Share: - Peshawar University is the oldest and largest
University of Khyber Pakhtoon Khwa and not a single University is in
position to compete it in education sector in Khyber Pakhtoon Khwa.
7. Fiscally Well Managed University: - The Finance Directorate of
Peshawar University has full control over its internal and external
resources and their utilization.
8. Enhanced Work Environment: - This University provides its workforce
a lot of benefits and good packages to motivate them toward the University
short and long term objectives.
67
9. Technologically Capable: - The laboratories of many departments have
fine and useful apparatus and instruments which help the students /
scholars to carry out their practical and research works.
10. Capable Use of Technology: - The employees are capable to use the latest
apparatus and instruments in different situations / for different processes.
11. Sufficient Library: - The Central and Departmental Libraries are
facilitated with latest version books, articles, research papers and reference
books. These libraries help the students / scholars of this University to
enhance their abilities and skills.
12. Access to Online Digital Library: - The Online digital Library is also
accessible in Peshawar University which means the students and teachers
are in position to access everything.
13. Supportive Environment for Learning: - The environment of Peshawar
University is supportive for learning because its laboratories and libraries
are up to date and the online digital library is also accessible.
14. Enrollment Potential in Region: - Peshawar University is surrounded by
hundred of schools and colleges and these schooling systems produce
competent enrollers for this University.
68
15. Effective Enrollment Management: - The enrollment system is properly
managed and candidates only get enrollment on the basis of their academic
records.
16. Academically Capable Students: - Bright students of Khyber Pakhtoon
Khwa tend to take enrollment in Peshawar University. That is why the
students of this University are posted at higher position in the province.
17. Sensitivity to Students and Educational Needs: - The teaching staff of
this University is much sensitive to students and their educational needs
and gives them positive response whenever there is a need.
18. Proper Research Commitment: - Each faculty of this University is
committed to smoothen ways for pure and independent research studies.
Faculty members provide appropriate guidance to scholars in their
research studies.
19. Proper Labs for Research: - Majority of the laboratories inside Peshawar
University has useful and latest apparatus and instruments for scholars.
20. Variety of Programs offering: - Peshawar University offers a wide range
of study programs annually. This University takes account of six Faculties
with forty Postgraduate Departments, four Centers, two Centers of
excellence, four Colleges and three high schools. Students enrolled in this
University are over 21,000.
69
21. Location of Peshawar University: - The location of Peshawar University
is ideal one. It is situated in the Capital of Khyber Pakhtoon Khwa and has
direct access to many of the provincial departments.
22. Various Play Grounds: - There are various playgrounds for students. The
students play different game in their leisure time including cricket,
football, hockey, badminton, basketball, and many more.
7.2.2 Weakness of Peshawar University
Weaknesses are the negative attributes and traits associated with a University.
Weaknesses are its limited resources and in – capabilities which prevent it to compete
in the Education Sector. Peshawar University has the following weaknesses:
1. Unsystematic Assessment of Students: - Without Management
Information System the assessment of students cannot be systematic.
Peshawar University is a best known and well reputed University that
needs to have a Management Information System.
2. Limited Boarding Facility: - This University has many hostels for boys
and girls but still it needs more hostels to accommodate its entire boarder
students because the private hostels outside the University are not properly
organized and established.
70
3. Unhealthy Governance: - The Political influence in the posting of top
management of Peshawar University has negative effects on its operations
and performance.
4. Poor Intranet and Internet: - The internet facilities are not up to mark in
Peshawar University. It should facilitate its students and employees with
high speed LAN and Wi-Fi internet connections.
5. Gender / Bias Discrimination: - Gender Discrimination exists in
Peshawar University. Some of the teaching and clerical staff has soft
corners for females.
6. No Management Information System: - Being the number Four
University in Pakistan still no Management Information System exists in
Peshawar University. Management Information System improves the
effectiveness and efficiency of both the employees and students.
7. Political Parties inside University: - Political Party Culture exists in
Peshawar University and decelerates its operations and advancement.
8. No land for more Constructions: - Peshawar University is fully covered
and has less space for the construction of more buildings.
71
7.2.3 Opportunities for Peshawar University
Opportunities are the potential positive factors and distinctions which a University
can adopt and pursue to gain competitive advantages. Opportunities are the potential
resources and capabilities which will lead a University to dictate the Education
Sector. Peshawar University has the following Opportunities:
1. Devolution of Higher Education Commission: - The devolution of
Higher Education Commission will enable Peshawar University to control
it in future and the rest of Public as well as Private Universities will have
less access to the Grants of Decentralized Higher Education Commission.
2. Changing Demand for Higher Education: - Due to privatization the
demand for higher education has significantly increased in the last decade.
Now everyone wants to acquire higher education. So Peshawar University
needs to enroll maximum academic capable students to satisfy the
changing demand for higher education in the country.
3. Higher Education Commission Scholarships for Scholars: - Higher
Education Commission of Pakistan announces huge number of
scholarships for MS and PhD scholars every year. Peshawar University
should help and assist more and more of its scholars to win such
scholarships.
4. Changing Teaching Techniques: - New and innovated techniques of
teaching should be adopted by the teaching staff of this University. These
72
techniques include the use of multimedia, internet & intranet, and
computers.
5. Scholarships for Scholars: - Peshawar University should grant
scholarships to more and more scholars / students. Giving scholarships to
top listed scholars / students will increase the competency among them.
Thus they will become more intelligent, skillful, capable and innovative.
6. Determination of unmet Educational Needs: - Peshawar University
needs to carry out a number of focus group sessions to identify the unmet
needs and to determine how the University will better serve them and their
employees. Peshawar University faculty members have to develop model
processes and instruments for more accurately determining the nature and
range of educational needs in the community.
7. Response to unmet Educational Needs: - Peshawar University has to
create a Local Outreach Center to appraise and respond to community
needs for information, educational programs, and applied research.
8. Installation of Management Information System: - Management
Information System should be installed in this University as soon as
possible. The installation of Management Information System will
increase the effectiveness and efficiency of both the employees and
students / scholars of this University.
73
9. Establishment of new Campuses at other Locations: - Peshawar
University is in position to establish and successfully run new Campuses.
This University has the resources and capability to operate new campuses
in different regions of the province.
10. Effective Reward Structure for Employees: - Peshawar University
should establish a well organized and effective reward structure for its
employees. If an employee is performing well and strives to improve the
organization performance to achieve its mission & vision then the
University should also praise his / her contribution and should give him /
her incentives as well as recognition. An effective reward structure will
make the workforce more competent and vision oriented.
11. Effective Reward Structure for Scholars: - An effective reward
structure is also essential for the scholars / students. Not only can the Gold
Medals motivate the scholars / students to work hard. The students’
semester fees should be exempted if they are top listed and this will make
them more and more competent and hard working.
12. Enhancement of Communication: - Many students are from distance.
They need proper communication channels whenever they communicate
University. Peshawar University needs to enhance its communication
through improving fax, post, telephone and internet services and
responding immediately to inquirers.
74
13. Construction of Boys Hostels: - This University should construct hostels
for boys inside the University. Building hostels for boys will facilitate the
scholars / students and will increase the revenues of this University.
14. Construction of Girls Hostels: - This University should also construct
hostels for girls inside the University. Building hostels for girls will
facilitate the scholars / students and will increase the revenues of this
University.
7.2.4 Threats to Peshawar University
Threats are the potential negative factors that should be addressed to avoid its
harmfulness. Threats are the potential hazards and menaces which will lead a
University to abandon its operations. Peshawar University has the following threats:
1. Abdul Wali Khan University Mardan: - The establishment of Abdul
Wali Khan University Mardan prevents the students of that region to take
enrollment in Peshawar University. Most of the Mardan region students
will now try to take enrollment in Mardan University instead of Peshawar
University due to financial constraints.
2. Other Public Universities in Khyber Pakhtoon Khwa: - The existence
of other Public Sector Universities in Khyber Pakhtoon Khwa has also
reduced the flow of students to Peshawar University. These Universities
75
include Frontier Women University, Islamia College University, Institute
of Management Sciences and Agriculture University.
3. Aggressive Private Universities: - The existence of Private Universities
in the region has also reduced the flow of students to take enrollment in
Peshawar University. For example CECOS University of Information
Technology & Emerging Sciences, IQRA University, City University of
Science & Information Technology, Abasyn University, Gandhara
University and Sarhad University of Sciences & Information Technology.
4. Political Involvement in University Governance: - The Political
influence in the posting of top management of Peshawar University has
negative effects on its operations and performance. The Government and
the Political Leadership should not interfere in its matters.
5. Terrorism in the Region: - The terrorism has very bad effects on the
safety of Peshawar University. Peshawar is one of the most affected
regions by war against terror.
6. Polluted Location: - Being located in congested region this University is
totally exposed to pollution.
7. Terrible Summer Season: - The summer season in Peshawar and in this
University is terrible. Students stay in their classrooms and dooms having
no power to run fans and are totally exposed to hot weather.
76
8. Load Shedding inside University: - Load Shedding is a major problem in
Pakistan now a day. But this is a severe problem for students in Peshawar
University because this University has no power generation facility.
7.2.5 Strengths – Opportunities Strategies
1. Establishment of New Campus. (S1, S3, S4, S6, S7, S9, S11, S12, S13,
S17, S20 & O2, O9)
2. Control over Higher Education Commission. (S1, S4, S21 & O1)
3. Structuring new Hostels for Students. (S6, S7, S17 & O2, O13, O14)
7.2.6 Weaknesses – Opportunities Strategies
1. Installation of Management Information System. (W1, W4, W6 & O4, O8,
O9, O12)
2. Acquisition of extra Land. (W2, W8 & O9, O13, O14)
3. Improving Boarding System. (W2 & O9)
7.2.7 Strengths – Threats Strategies
1. Establishment of Security Control Centre. (S4, S9, S10, S21 & T4, T5)
2. Structuring of Solar Power Station. (S1, S7, S9, S10, S16, S18, S19 & T6,
T7, T8)
77
7.2.8 Weaknesses – Threats Strategies
1. Plantation and growing gardens. (T6 & T8)
78
Chapter 08 Recommendations on the Basis of SWOT Analysis
*1* Building new Academic Blocks (S2, S5, S10, S14 & O1, O4, O17)
Hazara University should construct new academic blocks to overcome the short fall of
accommodating its student appropriately in the future. This University enrolls large
number of students in various Graduate and Post Graduate Programs per semester and
the enrolling students require appropriate classrooms, computer labs and experimental
laboratories. Hazara University has already started the construction of many new
blocks in which fewer are ready for use but most of them are in progress. The Higher
Authority should take bold steps to complete these in progress blocks in short time.
The completion of these new academic blocks will satisfy the changing demand for
higher education in the region.
*2* Enrollment of Academically Capable Students (S2, S4, S9,
S13 & O1, O2, O5, O10, O12)
Hazara University should enroll only academically capable students to improve its
ranking through research and development. This University has a good market share
and offering enrollment twice a year. This results in diverse students’ enrollment and
increases its internal funds generation. The demand for higher education has
significantly increased and by providing scholarships to capable students will tend
them to take enrollment in this University. In addition by expanding the range of
programs and a well organized reward structuring will also compel academically
capable students to take enrollment in this University.
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*3* Building new Hostels for Students (S3, S4, S9, S13 & O1, O10,
O16)
The construction of hostels for students and teachers is essential because this
University enrolls large number of students in each semester and majority of the
students are from distance that need accommodation in University. The resources
either external / internal are sufficient for constructing standardized hostels for both
male and female students / staff. The demand for higher education has increased and
now more and more people want to acquire higher education and thus tend to take
enrollment.
*4* Training and Developing of Faculty Members (W1, W3, W5,
W7, W9, W17 & O2, O3, O11, O15)
Teaching and clerical staff of this University needs proper training and development.
They are not sensitive to their students and educational needs. Their teachings are
ineffectual and need modifications. Being not highly qualified their assessments are
not appropriate. The use of latest technological instruments should be practiced by
both the teaching and clerical staffs. They should be trained to use such instruments
efficiently. There should be a proper reward structure that would motivate employees
toward the execution of their assigned tasks and duties. So training and developing is
the most important things to progress this University. The employees should know:
What to do? Why to do? How to do and when to do?
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*5* Installation of Management Information System (W1, W5,
W6, W7, W15 & O3, O8, O10)
The existence of Management Information System is very essential for any type of
organization in this global era. Hazara University should also install Management
Information System to make teaching and clerical staff sensitive toward students and
educational needs and to eliminate the unsystematic assessment of the students of this
University. The scholars will easily approach their supervisors and the Intranet
Control Cell will become more responsible. This system will easily evaluate the
performance of both students and employees and will reward them adequately.
*6* Access to Digital Library (W4, W6, W11, W14 & O1, O6, O9, O13)
Online Digital Library should be accessible. The students should have permission to
access this library whenever they need. The present environment is not supportive for
learning and there is no literature available that would increase the research
knowledge of the scholars. The libraries either Central / Departmental have improper
and useless books and the laboratories are facilitated with useless instruments. The
changed demand for higher education has made it necessary for this University to
establish well organized libraries and also arrange access to online libraries. The
access to Online Digital Library will improve the learning of the students / scholars of
this University.
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*7* Up – Gradation of Laboratories (S5, S6, S13 & T1)
Hazara University has to upgrade all Departmental Laboratories to facilitate and
advance the execution of practical and research work of students and scholars. This
University entails a wide range of study programs where students / scholars need well
structure and well organized laboratories for their practical work. This University is
fiscally well managed University, which means capable to incur expenditure to
construct fully functional laboratories for students and scholars. And to overcome the
rapid changes in technology and the demand of research work this University must
upgrade its laboratories.
*8* Reducing Racism (S4, S8, S12, S15 & T7, T11)
Racism can be reduced through enrolling academically capable students who are
primarily interested in learning. Racism can also be reduced by the establishment of
an effective reward structure for students and by training & developing the employees
of this University. Social threats exist outside the University Jurisdiction because this
University is located in a village and the villagers are illiterate who do not know the
importance and complication of higher education. So the establishment of hostels
inside University Jurisdiction to accommodate all its students and scholars will also
reduce this threat.
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*9* Building Hostels for Students (W10 & T7, T11, T13)
Majority of students / scholars are from outside Mansehra / Hazara Division and all of
them need accommodation facility at University Campus and this University has only
two girls hostel which have hardly accommodated the girls and a single boys hostel
under construction. All the male students / scholars live outside the Campus in very
bad and unfavorable settings. The construction of more hostels is essential because
racism and social threats exist in the locality and the students / scholars face a lot of
hazard and problem while communicating the local community.
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References
Hazara University Official Website.
Annual Report of Hazara University.
Report on Finance Directorate Hazara University.
Budget of Hazara University.
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