internship report on finance directorate of hazara university

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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

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This report entails significant information about the Finance Directorate of Hazara University Mansehra KPK Pakistan. Anyone can reach me through 0332-9407868

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Page 1: Internship Report on Finance Directorate of Hazara University

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

Page 2: Internship Report on Finance Directorate of 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

Page 3: Internship Report on Finance Directorate of Hazara University
Page 4: Internship Report on Finance Directorate of Hazara University

COMMITTEE APPROVAL FOLIO

External Assessor

Mr.__________________________________Signature___________________

Supervisor

Mr.__________________________________Signature___________________

Chairman

Mr.__________________________________Signature___________________

DEPARTMENT OF MANAGEMENT SCIENCES

HAZARA UNIVERSITY

Page 5: Internship Report on Finance Directorate of 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

Page 6: Internship Report on Finance Directorate of Hazara University

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

Page 7: Internship Report on Finance Directorate of Hazara University

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

Page 8: Internship Report on Finance Directorate of Hazara University

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

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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

Page 10: Internship Report on Finance Directorate of Hazara University

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

Page 11: Internship Report on Finance Directorate of Hazara University

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 &

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Page 12: Internship Report on Finance Directorate of Hazara University

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

Page 13: Internship Report on Finance Directorate of Hazara University

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

Page 14: Internship Report on Finance Directorate of Hazara University

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

Page 15: Internship Report on Finance Directorate of Hazara University

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

Page 16: Internship Report on Finance Directorate of Hazara University

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

Page 17: Internship Report on Finance Directorate of Hazara University

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

Page 18: Internship Report on Finance Directorate of Hazara University

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

Page 19: Internship Report on Finance Directorate 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

Page 20: Internship Report on Finance Directorate of Hazara University

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

Page 21: Internship Report on Finance Directorate of Hazara University

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

Page 22: Internship Report on Finance Directorate of Hazara University

3.3 Hazara University Campuses

10

Garden Campus

Havelian Campus

Haripur Campus

Figure-4 Hazara University Campuses

Page 23: Internship Report on Finance Directorate of Hazara University

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.

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Page 24: Internship Report on Finance Directorate of Hazara University

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

Page 25: Internship Report on Finance Directorate of Hazara University

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.

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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.

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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.

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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.

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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.

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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

Page 31: Internship Report on Finance Directorate of Hazara University

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

Page 32: Internship Report on Finance Directorate 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

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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.

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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.

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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

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Figure-8 Pay Slip of Hazara University

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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

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Figure-9 Overtime Allowance Rates

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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

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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

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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

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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

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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

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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

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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

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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

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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,

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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.

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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

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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.

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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

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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.

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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.

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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.

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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.

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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.

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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.

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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

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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.

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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

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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.

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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

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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.

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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

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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.

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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)

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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.

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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.

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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.

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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.

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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.

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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.

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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

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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.

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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.

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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

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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.

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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)

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7.2.8 Weaknesses – Threats Strategies

1. Plantation and growing gardens. (T6 & T8)

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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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