Job Analysis And Design

Project Report
Gruoup Name:
Charlie
Submitted To:
Sir Zahid Majeed
Submitted By:
Jahanzeb Sultan
Raja Hasnain Tahir
Sadaf Hanif
Waqas khan

TABLE OF CONTENT
Introduction--------------------------------------------------------------------------03
Job description-----------------------------------------------------------------------04
Deputy Director IT---------------------------------------------------------------------------------05
Deputy Director Health sciences-----------------------------------------------------------------08
Deputy director QA--------------------------------------------------------------------------------10
Assistant Director Admissions--------------------------------------------------------------------12

Methodology-------------------------------------------------------------------------16
FJA------------------------------------------------------------------------------------16
Task Statements----------------------------------------------------------------------16
Deputy Director IT---------------------------------------------------------------------------------16
Deputy Director Health sciences------------------------------------------------------------------17
Deputy Director QA

----------------------------------------------------------------------------18

Assistant Director Admissions-----------------------------------------------------------------------19

Annexures------------------------------------------------------------------------------22
Job analysis questionnaire-------------------------------------------------------------23
Project Proposal-------------------------------------------------------------------------28

INTRODUCTION
Job analysis is a family of procedures to identify the content of a job in terms of activities
involved and job requirements needed to perform the activities. It provides the organization
important information in order to determine which employees are best fit for specific jobs. Thus,
it is important for the job analyst to understand what the important tasks are and how they will be
carried out and the necessary human qualities needed to complete the job.
For JOB analysis and design project 4 jobs were assigned to our group which are:
1. Deputy Director IT
2. Deputy Director Health Sciences
3. Deputy Director Quality Assurance
4. Assistant Director Admissions
The job analysis was done on above four designations of Bahria University, Islamabad campus,
provided by the instructor. The output of the job analysis would be job description and job
specification. The job description is a statement of the tasks, duties and responsibilities of a job
to be performed. It also provides the jobholder with key information such as the reporting
relationships, working conditions and supervisory responsibilities. It is one of the products of job
analysis. The second product of the job analysis is job specification. It is the statement of the
needed knowledge, skills and abilities of the person to do the job. Hence, it is a list of the jobs
human requirements that is requisite education, skills, personality and so on.
For better understanding the brief description of jobs is given below:

1. Deputy Director IT
The person holding the job of deputy director IT in Islamabad Campus is RIZWAN AMIR.He is
basically responsible for critical information technology functions for all network components of
Bahria University and administrative areas. The Deputy Director is responsible for providing
strategic and operational leadership to teams that design networks, provide remote network
support as well as on-site troubleshooting and incident resolution, field services for phone or data

moves, adds, and changes, and leadership to a team of IT Coordinators responsible for work
order processing and billing.

2. Deputy Director Health Sciences

CDR (R) HAMID ULLAH ARIF is performing the duties of deputy director health sciences. He is
responsible to consult on various academic and student life matters and provide expert advice for
academic and administrative initiatives. He has oversight of several key functions in the office,
including adherence to school standards, delivery of administrative services to students, data
management, publications, annual reviews, and office operations. He is responsible to supervise
and monitor the application of University and Health Sciences standards with regard to the
accuracy, integrity, security, and confidentiality of student records managed by the office for
academic programs, professional accreditation reviews, licensing agencies, federal/state financial
aid audits, and internal audit reviews.

3. Deputy Director Quality Assurance

CDR (R) SYED M. MUDASSIR MUTAQI is appointed as Deputy Director Quality Assurance. He
is responsible for implementation of quality assurance programs with a view to improving
Academic standards of university. He is responsible to make sure that QA procedures are
designed in conformity with national standard described for quality of higher education.

4. Assistant Director Admissions

LT CDR (R) RAJA SALEEM AKHTER is appointed as assistant director admission in Islamabad
campus. He is responsible to conduct, control and monitoring of admission process for all the
disciplined being offered by Bahria university. He has to carry out the whole process of
admissions including advertising, prospectus printing, conducting tests and finally induction of
new students.

JOB DESCRIPTION

Deputy Director IT

Information Technology

Job Title

Department

Director IT

14-12-15

Immediate Supervisor

Date

Raja Hasnain Tahir

Sir Zahid Majeed

Written By

Supervised By

Job Summary
Provides strategic and operational leadership to design networks, provide remote network
support as well as on-site troubleshooting and incident resolution throughout the university.

Job Duties, Tasks and Responsibilities

Organize data and access methods by using computer systems

Manage IT staff to meet changing needs of users and different departments

Manage /develop/monitor/upgrade/maintain deployment of all IT systems, including

servers, PCs, operating systems, telephones, software applications, and peripherals to
ensure process efficiency

Develop standard operating procedures and best practices to provide guidance to IT staff
5

Manage Servers, security solutions, network hardware and equipment

Negotiate and administer Vendor, outsourcer, and consultant contracts and service
agreements

Manage Financial aspects of the IT Division, including purchasing, budgeting, and

budget review

Keep record of changing technology to meet system and university requirements

Develop policies, procedures and plans to manage IT infrastructure of university

Provides leadership and vision for all aspects of networking technology at Bahria to
include Strategic planning, fiscal accountability, service quality, and overall operations of
network services

Working in concert with colleagues in ITD, provide leadership and vision for all aspects
of networking technology at Bahria University

Work with University stakeholders to ensure that service delivery meets and exceeds
requirements for education, and research

Communicating with people outside the organization, representing the organization to

customers, the public, government, and other external sources. This information can be
exchanged in person, in writing, or by telephone or e-mail

Any other duties assigned by higher authority

Qualification\Skills Required
Knowledge

Minimum bachelors degree in Computer Sciences

8 years of experience in information technology management positions while experience

in a university and/or academic environment will be preferred

Skills & Abilities

Excellent communication skills, with an ability to adapt approach, language and style to
different audiences

Persuasive leader who can serve as an effective member of the leadership team

Excellent collaboration and team-building skills

Able to build consensus around challenging topics

Stress management

The ability to solve problems

Time management

Other Information
Physical Requirement
Incumbent must be healthy and must possess the mental ability to perform the job

Working Conditions
Balanced working conditions

JOB DESCRIPTION

Deputy Director Health Sciences

Health Sciences

Job Title

Department

Director Heath Sciences

14-12-15

Immediate Supervisor

Date

Jahanzeb Sultan

Sir Zahid Majeed

Written By

Supervised By

Job Summary
Consult on various academic and student life matters and provide expert advice for academic
and administrative initiatives. Maintains responsibility for crafting a mission, vision, and
strategic plan for the office of student services.

Job Duties, Tasks and Responsibilities

Monitors matters relating to induction of teaching faculty for BUMDC

Monitors matters related to PMDC,PNC,PPC and Government health authorities

Plans and implements strategies and processes to ensure proper functioning of BUMDC

Maintains record of teaching faculty to fulfill the requirement of PMDC,PNC and PPC

Conducts recruitment and selection process to induct teaching faculty for BUMDC
8

Represents health science office by serving as member of faculty of health science

academic council

Coordinate BUMDC matters at head quarter level

Deals with matters related to heath education to improve standards in Medical, Dental
and Nursing institutes

Qualification\Skills Required
Knowledge

Masters Degree

Five years of full-time significant administrative experience in higher education

Skills & Abilities

Excellent communication skills, with an ability to adapt approach, language and style to
different audiences

Familiarity and skill in the use of computers and information management tools.

Ability to handle multiple tasks, to assess and order priorities, and to track details in a
fast-paced environment.

Leadership skills

Other Information
Physical Requirement
Incumbent must be healthy and must possess the mental ability to perform the job

Working Conditions
It is an indoor job with control of environment. Almost all of the work is done in sitting.

JOB DESCRIPTION

Deputy Director Quality Assurance

Quality Assurance

Job Title

Department

Director Quality assurance

14-12-15

Immediate Supervisor

Date

Sadaf Hanif

Sir Zahid Majeed

Written By

Supervised By

Job Summary
Implements Quality Assurance programs with the view to improve the academic standards of
university

Job Duties, Tasks and Responsibilities

Develop and Monitor QA processes and evaluation methods to improve

curricula and

their delivery system

Ensure the University QA procedures are designed to meet the national standards for the
quality of higher education
10

Ensures standards of teaching, learning and management by carrying out audit in each
subject area

Develops and implements quality standards and policies to fulfill the requirement of HEC

Represents quality assurance office by serving on Academic council of the university

Identifies possible errors and areas of improvement to develop better Curricula and their
delivery system

Maintains appropriate document of Quality Assurance (both hard and soft copy) to keep
record of quality standards being implemented

Improves quality standards of university by implementing different quality assurance

programs

Organizes orientation session for new faculty members

Prepares budgets to utilize recourses efficiently

Reports to Stakeholders (HEC) and other councils to assure implementation of quality

programs

Uses PC, Online database and Journals to carry out different task related to quality
assurance

Any other duties assigned by higher authorities

Qualification\Skills Required
Knowledge

Masters Degree

8 years of full-time significant administrative experience in relevant field

Skills & Abilities

Excellent computer skills

11

Analytical skills

Communication skills

Excellent writing skills

Statistical analysis and data analysis skills for reports

Other Information
Physical Requirement
Incumbent must be healthy and must possess the mental ability to perform the job

Working Conditions
It is an indoor job with control of environment. Almost all of the work is done in sitting.

12

JOB DESCRIPTION

Assistant Director Admissions

Admissions

Job Title

Department

Director Admissions

14-12-15

Immediate Supervisor

Date

Waqas Khan

Sir Zahid Majeed

Written By

Supervised by

Job Summary
Conducts, control and monitors admission process for all discipline being offered by Bahria
University

Job Duties, Tasks and Responsibilities

Prepare and release advertisements pertaining to admission schedule of various programs

to initiate university admission process

Coordinates CUs on all matters to carry out admissions

Provides inputs to the management (on intake of candidates in different academic

discipline) to ensure future planning

Prepare and print entry test questionnaire to carry out university admission tests

13

Ensure efficiency of admission procedure by developing and maintaining procedure

manuals for admissions

Revise, update and print university prospectuses, Student Handbook to be distributed

among students

Represent the office of admission by serving on academic council of university

Supports efforts to develop processes to avoid duplication of student records

Contributes to effective utilization of University resources to conduct admission process

Administer university policies by reviewing and determining student eligibility for

admissions

Handles Queries on telephone, internet or face to face to clarify students ambiguities

regarding the whole process

Developing and managing enhanced admission services by using technology like internet
to provide easy access to potential candidates

Any other duties assigned by higher authorities

Qualification\Skills Required
Knowledge

Masters Degree

8 years of full-time significant administrative experience in relevant field

Skills & Abilities

Excellent computer skills

Analytical skills

Communication skills

14

Management skills

Problem solving skills

Other Information
Physical Requirement
Incumbent must be healthy and must possess the mental ability to perform the job

Working Conditions
Balanced working conditions

15

METHODOLOGY
There are multiple methods to conduct a job analysis such as, interviews, questionnaires,
observation and logs and diaries. The information will be gained from employees, supervisors,
managers and job analyst himself. It is usually conducted by the job analyst, and outside
consultant and supervisor. The job descriptions and specifications are used for HR planning,
recruiting. Selection, compensation, training, performance management, health, safety and
security, employee/ labor relations and equal employment opportunities.
The method that we used for job analysis FUNTIONAL JON ANALYSIS method. The basic
reason for using this method is that the number of incumbent for each job that was assigned to us
was only one. And FJA seems more appropriate to get required data about the job from
incumbents.

Functional Job Analysis Method

Functional Job Analysis (FJA) analyzes jobs by studying tasks. an observational method and
thus a way of looking at and recording people at work; and a method of analysis which relates
all work output to the goals and objectives of the work organization and to the skills, knowledge
and attitudes of the workers. According to this method the fundamental unit of work is a task.
We have visited our incumbent various time and gather data about the task they perform by
interviewing them and through questionnaire .From the data about duties and responsibilities that
is provided by incumbent is then used to generate task statement by using FJA method. The task
statement of different jobs are given below which are prepared using FJA.

Task Statements
1. Deputy Director IT
VERB

IMMEDIATE OBJECT

INFINITIVE PHARASE
Infinitive

WORKER FUNCTION

MTEWA,DATA,PEOPLE

16

WORK
FIELD

Object Of
Infinitive
MPSMS

Organize

Data and access method

By using

Computer
systems

Manage

IT staff

To meet

Manage
/develop/monitor/upgrade/maintai
n

Deployment of all IT systems, To ensure

including servers, PCs,
operating systems,
telephones, software
applications, and peripherals.
Standard operating
To provide
procedures and best practices guidance

Changing
needs of users
and different
departments
Process
efficiency

Develop

Manage

Negotiate and administer

Keep record of

Manage

Develops

Provides

Servers, security solutions,

network hardware and
equipment.
Vendor, outsourcer, and
consultant contracts and
service agreements.
Changing technology

To meet

Financial aspects of the IT

Division, including
purchasing, budgeting, and
budget review.
Policies ,procedures and plans To manage

leadership and vision for all

aspects of networking
technology at Bahria

17

To include

IT staff

System and
university
requirements

IT
infrastructure
Strategic
planning,
fiscal
accountability,
service
quality, and
overall
operations of
network
services

2. Deputy Director Heath Sciences

VERB

IMMEDIATE OBJECT

INFINITIVE PHARASE
Infinitive

WORKER FUNCTION

MTEWA,DATA,PEOPLE

Monitors

Matters relating to induction of

teaching faculty for BUMDC

Monitors

Plans and implements

Matters related to
PMDC,PNC,PPC and
Government health authorities
Strategies and processes

Maintains

Records of teaching faculty

To fulfill the
requirement of

Conducts

Recruitment and selection

process

To induct

Represents

Health science office

By serving as
member on

Coordinates

BUMDC matters

Deals

With matters related to heath

education

18

WORK FIELD

To ensure

To improve
standards in

Object Of
Infinitive
MPSMS

Proper
functioning
of BUMDC
PMDC,PNC
and PPC
Teaching
faculty for
BUMDC
faculty of
health
science
Academic
council
At HQ level

Medical,
Dental and
Nursing
institutes

3. Deputy Director Quality Assurance

VERB

IMMEDIATE OBJECT

INFINITIVE PHARASE
Infinitive

WORKER FUNCTION

MTEWA,DATA,PEOPLE

WORK FIELD

Develop and Monitor

QA processes
Evaluation Methods

To improve

Ensures

University QA procedures

Are designed to
meet

Ensures

Standards of teaching, learning

and management

By carrying out

Develops and Implements

Quality Standards and policies

To fulfill the
requirement of

Represents

The quality assurance office

By serving on

Identifies

Possible errors and areas of

improvement

To develop

Maintains

Appropriate document of
Quality Assurance (both hard
and soft copy)

To keep record

Improves

Quality standards of university

By
implementing

19

Object Of
Infinitive
MPSMS

Curricula
and their
delivery
system
The national
standards for
the quality
of higher
education
Audit in
each subject
area
HEC
Standards
Academic
council of
the
university
Better
Curricula
and their
delivery
system
Of quality
standards
being
implemente
d
Different
quality
assurance

programs
Organizes

Orientation session for new

faculty members

Prepares

Financial budgets of
directorates

To utilize

Resources
efficiently

Reports to

Stakeholders (HEC), other

councils

To assure
implementation
of

Quality
programs

4. Assistant Director Admissions

VERB

IMMEDIATE OBJECT

INFINITIVE PHARASE
Infinitive

Object Of
Infinitive
MPSMS

WORKER FUNCTION

MTEWA,DATA,PEOPLE

WORK FIELD

Prepares and release

Advertisements pertaining to
admission schedule of various
programs
CUs on all matters

To initiate

Inputs to the management (on

intake of candidates in different
academic discipline)
Entry test questionnaire

To ensure

Future
Planning

To conduct

Revise/Update/print

University prospectuses, Student

Handbook

To distribute

University
admission
tests
Among
CUs

Ensures

Efficiency of admission
procedures

Represents

The office of admissions

By developing
and maintaining
procedure
manuals
by serving on

Coordinates
Provides

Prepare and print

20

To carry out

University
admission
Process
Admission
s

For
admission
s
Academic
council of
university

Supports Efforts

To develop processes

To avoid
duplication

Students
record

Contributes to

Effective utilization of
University resources

To conduct

Admission
process

Administers

University policies

Admission
purposes

Handles

Queries
On telephone ,internet or face to
face

By reviewing and
determining
student eligibility
for
To clarify

Developing and Managing

Enhanced admission services

By using technology like internet

To provide easy
access

Students
ambiguitie
s
regarding
the whole
process
To
potential
candidates

After generation of task statement using FJA, job description for respective position is written.
Although the primary focus of FJA is on Tasks but it also provides substantial information about
worker characteristics and working conditions. For knowledge, skills, abilities and others
detailed interview of incumbents is conducted .In addition to that they are also requested to fill
questionnaire that is attached in annexure too provide information about KSAOs related to their
job.so both task statements and questionnaire are source of KSAOs for a particular job.

21

Annexures

22

JOB ANALYSIS QUESTIONNAIRE

PURPOSE
The purpose of this questionnaire is to gather information about the job and its requirements.
This information will be used to make the job description and job specification for the semester
project of Job Analysis and Design.
GENERAL INFORMATION
Employee
Name:

T#:

Position Title:

Work Phone:

Division:

Department:

Supervisors
Name:
Supervisors Title:
Length of Time in Current
Position:

Years

Months

POSITION SUMMARY
In the space provided below, briefly explain in one or two sentences the general purpose of your
position
______________________________________________________________________________
______________________________________________________________________________
23

Q1.What is the minimum education requirement for this job?

______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
Q2. What equipment do you use on daily basis?
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________

Q3. What computer languages you must know in order to do your job?
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
Q4. What other abilities one must have to execute the job successfully? (Personal attributes)
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
Q5. How many hours do you spend on your job?
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
Q6. To whom do you report to?
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
24

Q7. Does your job require you to work in teams?

______________________________________________________________________________
______________________________________________________________________________
_______________________________________________________________________
Q8. Can you list 5 important tasks of your job?
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
Q9. Do you think effective communication skills are essential for your job?
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
Q10. How often you get extra work from your boss?
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
Q11. When it comes to decision making, do you have the liberty to make decisions yourself?
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________

Q12. Can you briefly describe the working conditions?

25

______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________

Q13.Describe some typical problems that you generally solve on your own, using your
experience and expertise
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________

Q14. Does your job require you to develop new work methods, procedures or manuals?

Yes

No

Q15. Which statement best describes your responsibility for work related direction of others?

Responsible for own work only, no responsibility to oversee or direct other staff
members

and is responsible for the work of students and/or volunteers, trains and instructs
individuals or groups.

Direct the work of staff members receives daily work schedule and plans the work based
on predetermined procedures. Coordinates and assigns specific tasks to specific
personnel, provide instruction and guidance
26

Other

Specify:

____________________________________________________________

Q16.Which positions do you oversee or direct?

______________________________________________________________________________
_____________________________________________________________________________
Q17.How your boss knows when you have done well or bad work? Or what are the standards of
performance?
______________________________________________________________________________
_____________________________________________________________________________

Employee's Signature: ____________________________________________________________

Date:

_____________________________________________________________

27

Proposal
The project of job analysis is assigned to our group for designing the job description for the position of:

Deputy Director IT
Deputy Director Health Sciences
Deputy Director Quality Assurance
Assistant Director Admissions

METHOD OF JOB DESCRIPTION:

Job description method that we are using for these jobs is FJA method. We will be interviewing them
personally for further more details for their jobs TDR and KSAO. After that we will be making proper
task statements from the TDRs and KSAOs. We have met the DD of HR department of BU and got 3 of
the jobs TDR which Bahria university is using officially for those jobs.

Name of Persons Positioned On The Above Jobs

All of these job holders MR. Rizwan Amir, MR. CDR (R) Hamid Ullah Arif, MR. CDR (R) Syed M.
Mudassir Mutaqi and MR. LT CDR (R) Raja Saleem Akhter have been visited in their office by the group
members personally just to get to know about their TDRs and KSAOs. All of them were very
cooperative while the session.

28

Job Description
Job title
Department
Job Analyst
Hasnain Tahir
Jahanzeb Sultan
Waqas Khan
Sadaf Hanif

Supervised by:
Zahid Majeed

JOB SUMMARY
Job duties, tasks, Responsibilities
Qualification skills / required:
Other information:
Physical requirement
Supervisory nature

29