Final Project

(Benchmarking; Sports Department, UOG)

A REPORT
SUBMITTED TO THE DEPARTMENT OF MANAGEMENT AND ADMINISTRATIVE
SCIENCES, UNIVERSITY OF GUJRAT IN PARTIAL FULFILLMENT OF THE
REQUIREMENTS FOR THE DEGREE OF MASTER IN BUSINESS
ADMINISTRATION

Submitted By
Syed Basit Hussain 10012720-039
Bilal Ahmad 10012720-071
Muhammad Zan 10012720-088
Umar Farooq 10012720-091
Syed Hassan Raza 08020920-062

Submitted To
Miss Rameeza Ejaz

Department of Management and Administrative Sciences,

University of Gujrat, 2012
 Dedication
We dedicate this project to our parents and teachers whose prayers and
knowledge helped us in the completion of this project.
 Acknowledgement

Thanks to almighty Allah for enabling us to fulfill all the requirements for the completion of our
project report. It would not be a justice in presenting this report without mentioning the people
around us who have been inextricably related with the completion of this report. For assisting us
in all respect and regard to complete this report our warm thanks to our teacher Miss Rameeza
Ejaz, who enriched us knowledge with wealth led ideas to pursue and power of writing this
report. It could not have been possible to accomplish this report without his thoughtful guidance
and expertise and thanks to the director of our sports department Mr. Ikhlaq Ahmad Khan who
provided us all the necessary information for our report. Finally for all possible errors, omissions
and shortcomings in writing of this report only we are responsible for which we hope that all
concerning regards of this report will forgive us.
 Executive Summary
We are students of MBA(Hons) in University of Gujrat in 4th semester and weve offered a
subject named Total Quality Management and our assigned instructor for this subject is Miss
Rameeza Ejaz. We received a project to benchmark any area of the University of Gujrat and we
have selected Sports department for benchmarking with our competitor University of Sargodha.

The purpose of this study is to improve the our knowledge and skill by comparing two
organization and suggest a better plan. When we compare the hierarchy of both organizations
there is main gap in the hierarchy. There is sports supervisor in University of Sargodha, and
sports coach. Another gap in hierarchy is player are involved in there hierarchy which we dont
have. In University of Gujrat sole person is performing the duties of Director sports and deputy
director, that means there is not check on the deputy director. He can perform any activity
without the permission of any above authority as a deputy director. Department gap also exists
between both Universities. University of Sargodha has a separate sports committee for boys and
girls. In University of Gujrat there is no separate committee for boys and girls. Because of this
gap girls in UOG hesitate to participate in competitions. Eventually UOG unable to train girls
and compete with other Universities. Before any competition on divisional, provisional, national
and international level University of Sargodha arrange competitions among students and those
students who perform well in these competitions will go for competition on these level. The
player who performed well on divisional level will go for provisional level and if he/she
performed well on this level will go for national level and so on. University of Sargodha held
training camp for different durations before any competition. Micro training for 2 to 4 weeks and
macro training 1 to 3 months and mezo training up to 1 year

At the end the conclusion is that sports department of University of Gujrat need to revise its
system and process. By appointing a staff in department required goal can be achieved
effectively and efficiently. The ultimate result of our findings is that University of Gujrats sports
department working very poorly.
Our recommendations for the improvement of sports department are University required a proper
playground for the sports. Financial and Non-financial incentives to students who participate in
competitions Promote students to next level and University must provide funds for the
development of the department. Department must provide the required for the training. Sports
department required a separate office and the place should be near the playground and a separate
sport committee for boys and girls.
 Table of Contents

CHAPTER 1: INTRODUCTION..................................................................................................... 1
1.1 Introduction of the organization...................................................................................1
1.2 Introduction of the organizations business sector:......................................................2
1.3 Background of the project:........................................................................................... 3
1.3.1 System:..................................................................................................................... 5
1.4 Past history highlights:................................................................................................. 5
1.5 Hierarchy chart:........................................................................................................... 6
CHAPTER 2: Preparation and Planning...................................................................................... 7
2.2.1 Overall Goal............................................................................................................... 7
2.2.2 Area Required for Improvement................................................................................ 7
2.2.3 Flowchart............................................................................................................... 8
2.3 Organizations to be benchmarked...............................................................................9
Chapter 3 Benchmarking Partner........................................................................................... 10
Hierarchy.......................................................................................................................... 12
Chapter 4: Analyze for Gaps................................................................................................... 13
4.1 Gaps.............................................................................................................................. 13
4.1.1 Hierarchy Gap...................................................................................................... 13
4.1.2 Department Gap.................................................................................................. 13
4.1.3 Training Gap......................................................................................................... 13
Suggestion and Corrective Actions................................................................................... 14
Chapter 5: Action Plan for Implementation.............................................................................15
Chapter 6: Conclusion, Recommendations & Limitations.......................................................16
6.1: Conclusion.................................................................................................................... 16
6.2: Recommendations........................................................................................................ 16
6.3: Limitations.................................................................................................................... 16
Bibliography........................................................................................................................... 17

6
 CHAPTER 1: INTRODUCTION

This project has given us by Miss Rameeza Ijaz instructor of TQM (Total Quality Management). The topic
of this project is to Benchmark any department of University of Gujrat and weve selected Sports
Department of University of Gujrat. In this we will to study the whole department and its operations
performing under the instructions of University.

We will benchmark in this project our sports department with the Sports department of Sarghoda
University. After that we will be able to find the strengths, threats, weaknesses and opportunities for our
department and the area of the department which require improvement to compete with other competitors.
ie. Punjab University, BZU and Karachi University.

1.1 Introduction of the organization:

The department of sports is started with the existence of the Universit of Gujrat. The first sports director
was Haq Nawaz who performed his duties for 18 monts and after that, that post was vacant and director
were hired on contract basis. Current sports director Ikhlaq Ahmad who joined the University at 31st
March 2012 and performing the duties of sports director as well. Under deputy sports director four sports
officers are working. The office is located in E block (engineering) in room E107. The major event was
recently played by the University student in Multan, Bahu-din Zakariya University, Universtiy of Gujrat
got 4th postion in that competition which was held under the HEC.

Sports supervisor will be hired in near future whose authorities are parallel to sports couch and BPS will be
14 and equal to gazetted Officer. Two Sports Officer are currently working in Hafiz Hayat Campus and one
is In Railway Road College and other is in G.T Road College. Two Sports Officer under college level are
working under Principal of that particular college.

Vision
Providing healthy activites to every student.
Mission
To provide awareness and opportunities to all students of University.
1.2 Introduction of the organizations business sector:

Sports sector is very important for any country because it shows the activeness of the country and it also
represents the culture of that country. List of our competitors are as follows.

Punjab University, Lahore

Karachi University, Karachi
Bahauddin Zakariya University, Multan

Sports are an important part of just about every society, every country, every part of our planet. In one way
or another, everyone is involved in sports or some sort, whether they're playing or watching or just know
someone who does either. Sports sector is very important for any country. Sports are played for fun or for
money (or sometimes both). Just about every sport has both professionals (those who compete for money)
and amateurs (those who compete not for money). Many amateurs who are really good at their sport
become professionals. Sports cost money, from the athletes, from the fans who watch them, and from the
people who make those athletic contests possible. Many professional athletes make millions every year;
others make only a few thousand.

Following are our competitors and their ranking according to HEC announced in 2012 in General large
category.

Teaching
No. Institute QA Criteria Research Total Score
Quality

1 University of the Punjab, Lahore 15.89 17 12.18 45

2 University of Karachi, Karachi 15.11 10 10.67 36

Bahauddin Zakariya University,

3 12.08 12 9.76 34
Multan

4 University of Peshawar, Peshawar 12.06 10 10.43 32

5 International Islamic University, 9.12 15 6.83 31

 Islamabad

Federal Urdu University of Arts,

6 8.84 17 2.84 29
Science & Technology, Islamabad

Govt. College University,

8.06 18 2.95 29
Faisalabad

7 University of Sargodha, Sargodha 8.35 13 4.61 26

1.3 Background of the project:

We are studying in MBA(Hons) in University of Gujrat in 4th semester and weve offered a subject named
Total Quality Management and our assigned instructor for this subject is Miss Rameeza Ejaz. We received
a project to benchmark any area of the University of Gujrat and we have selected Sports department for
benchmarking with our competitor University of Sargodha. Following are the problem currently facing our
University in establishing its position in sports sector.

Newly born University

Lack of sports awareness
Lack of sports culture
Under-estimate the sports
Lack of financial resources

Newly Born University

An existence, experience and knowledge of anything matters a lot in the growth and development
of anything either its a personality of an organization. As our University is newly born in education field as
well in sports field, so we dont have enough experience and knowledge about the other universities and
their players as well

Lack of Sports Awareness

 Another problem which is our University is facing is the lack of sports awareness among students
and faculty. They dont know about the benefits hidden in sports either they are physical or financial.

Lack of Sports Culture

There is also a lack of sports culture in our University. Students only participate in annual sports
gala just for fun. University of Gujrat need to develop sports culture every student should participate in
sports not on a special occasion but also in different competition among the departments and affiliated
colleges.

Under-estimate the Sports

One of the major problems is under-estimate the sports. Teachers who were used to remain on top
position during their education period, just because of their hard work. Such teachers think that when the
student gets involved in sports he/she could not perform on their desired level in class or exams. They think
that the sports is the wastage of time, so they insist to stay relevant to study rather than to participate in
sports activities.
Lack of Financial Resources

Another problem which is very important for our University is the lack of financial resources.
University of Gujrat has not enough resources to develop a sports culture or to support sports within the
university. Due to less resources student have no training ground in which they can practice. Every sports
required time and practice, unfortunately in University of Gujrat there is no sports complex in which
students get their selves for training. As it is said that, Practice makes a man perfect.

1.3.1 System:

Sports Director is the direct member of HEC sub-committee. He represents the UOG in HEC sub-
committee. He will be called by HEC to participate in the event. Director sports is bounded for the
approval of the VC, once the date has been decided sports director present his report to VC for the approval
of the event participation, then the approval is communicated to director sports according to the above
hierarchy.

The main office of sports department organize the sports event for its affiliated colleges and doesnt
provide them funds for their event but to make sure they are working under the policies of the main office.

Following is the information about these posts and their BPS.

Post BPS
Director Sports 19
Deputy Director Sports 18
Sports Officer 17

1.4 Past history highlights:

University of Gurjat has participated in many competitions on district, provincial, national level. Recently
University of Gujrat got 4th position in Interuniversitys competition organized by HEC at Bahudin
zakariya University, Multan on April,4th 2012. University organizes Annual Sports Gala in spring in which
students of every department participate and certificates and rewards are distributed among the winners.
University also participated in Punjab Sports Festival organized under the instruction of CM Mian Shahbaz
Sharif and got different positions in it.
1.5 Hierarchy chart:

VC Registrar

Deputy Director
Sports
Director Sports Sports Officer
Sports Officer
Sports Officer
Sports Officer
 CHAPTER 2: Preparation and Planning

2.2 Processes to be benchmarked

We are going to benchmark the process of working to participate in a competition of Sarghoda University.
In which we will study how they plan to compete in different competitions and their training duration etc.

2.2.1 Overall Goal

Providing healthy activites to every student within University and to the student who are in affiliated
colleges. The objective of the department is not only to get postions in competitions but also to provide
awareness of, and opportunities to all students, in University.

2.2.2 Area Required for Improvement

There is an area which required to be improved in our University of Gujrat, sports department. An
improvement can be achieved through different competitions among the students of University in different
departments, by which we can improve the level of players.
2.2.3 Flowchart:
Start

Received Invitation Date of Meeting

Competition with committee

Decision to Attend
Meeting

Date of
No Yes competition, and
Attending Meeting requirements for
participation

Meeting with VC to
grant permission for
participation

VC Decision

No Yes

Selection of Players,
and training

Participation in
Competition

END
2.3 Organizations to be benchmarked
We have selected this as benchmarking partner because both the universities are almost newly born
and these are under the same category in HEC ranking. We have contacted the sports officer in
University of Sargodha to obtain the information. Following is the list of our competitor and weve
chosen University of Sargodha
1. University of the Punjab, Lahore
2. Karachi University, Karachi
3. Bahudin Zakariya University, Multan
4. University of Sargodha, Sargodha
 Chapter 3 Benchmarking Partner

There is sports committee for managing and arranging events and there is separate sports committee for
boys and girls. They do following works,

Arrange interdepartmental competition

Arranged intercollege competition of the affiliated colleges.

Then after arranging these events they select some fine players and makes team and then they participate in
competition at interuniversitys level or at provisional level and also prepare team to participate in
national championship held by HEC.

General goals

To select players from interdepartmental and intercollege competition and give them a chance to
perform well at provisional level.
If they perform well at provisional level then they give them a chance to compete at national level.
If they perform well at national level they promote them at international level.

Short term goal

Our short term goal is to arrange camp for training. They select 2 to 4 weeks for this camp before
competition.

Long term goals

Off session training to maintain the fitness and techniques of players for the up coming events.
To improve skills and to overcome the defaults.
In long term we provide two types of trainings,

Training

They perform three types of training.

Micro Training

Duration of this training is 2 to 4 weeks.

Macro training

Duration from 1 to 3 month.

Mezo training

Its duration is up to one year.

We have selected this as benchmarking partner because both the universities are almost newly born
and these are under the same category in HEC ranking. We have contacted the sports officer in University
of Sarghoda to obtain the information. We ask them following questions about their department

What is the hierarchy of their department?

What is the process/system of department?

What are their objectives and goals?

How they solve any problem?

How they communicate information to students?

How they participate in any competition?

Hierarchy

Deputy
VC Registarar
Director

Assistant
Sports Sports
deputy
Supervisor officer
Director

Sports
Player
Coach
 Chapter 4: Analyze for Gaps

4.1 Gaps

After studying both organizations weve found many gaps between these two organizations in which our
organization is falling back. Following are the major gaps which we think that these are important for our
university if we remove these gaps our university will be able to compete on any level. These are the gaps

o Hierarchy Gap

o Department Gap

o Training Gap

4.1.1 Hierarchy Gap

When we compare the hierarchy of both organizations there is main gap in the hierarchy. There is sports
supervisor in University of Sargodha, and sports coach. Another gap in hierarchy is player are involved in
there hierarchy which we dont have. In University of Gujrat sole person is performing the duties of
Director sports and deputy director, that means there is not check on the deputy director. He can perform
any activity without the permission of any above authority as a deputy director.

4.1.2 Department Gap

Department gap also exists between both Universities. University of Sargodha has a separate sports
committee for boys and girls. In University of Gujrat there is no separate committee for boys and girls.
Because of this gap girls in UOG hesitate to participate in competitions. Eventually UOG unable to train
girls and compete with other Universities.

4.1.3 Training Gap

Before any competition on divisional, provisional, national and international level University of Sargodha
arrange competitions among students and those students who perform well in these competitions will go
for competition on these level. The player who performed well on divisional level will go for provisional
level and if he/she performed well on this level will go for national level and so on. University of Sargodha
held training camp for different durations before any competition. Micro training for 2 to 4 weeks and
macro training 1 to 3 months and mezo training up to 1 year.
Suggestion and Corrective Actions

There must be one person for every post and right person for the right job, and sports
supervisor and sports coach, and players must be included in the hierarchy.

There is need for separate committee for boys and girls so that girls freely participate in
competitions.

Before participation in competitions University must arrange interdepartmental, affiliated

intercollege competitions and the students who performed well must be selected for these
competitions, and there must be training session for students.

There must be separate playground for every sport like, cricket, football, basketball, tennis
and indoor games etc.

The above mentioned gaps are narrowing because in our discussion with the sports director, he told us that
they are working on hierarchy gap and going to start a project whose duration is 18 monts, the project is to
construct a sports complex within the University near Gate no.1.
 Chapter 5: Action Plan for Implementation

The VC should appoint qualified person for every post.

First of all VC should appoint the Director sports for the University and sports coach for every game like,
cricket coach, hokey coach as the Ninja (Karate) team have a coach Rashid Mehmood. Events should be
organized by a certain person and there should not be interference by any other person in this. As
previously experienced on the day of Annual Sports Gala 2012, that everyone was interfering in the
management and because of these actions events suffer delay on timely performance. Every individual
should complete the task which is assigned to him in time as weve seen in previous years delay in
commencement of Sports Gala because no one was completing his work timely.

Sports department of University of Gujrat need to revise its goals and objective. Sports department must
include short term objectives in their goal. There must be competitions among the department on regular
basis not only when we received a letter for competition. Because one of the objectives of sports
department is to provide physical activities of the students.

By revising the whole system, department performance will increase. By eliminating extra authority given
to deputy sports director as Director the burden on deputy director can be reduced. By reducing burden
from deputy director he will be able to perform his duties diligently.
 Chapter 6: Conclusion, Recommendations & Limitations

6.1: Conclusion

At the end the conclusion is that sports department of University of Gujrat need to revise its system and
process. By appointing a staff in department required goal can be achieved effectively and efficiently. The
ultimate result of our findings is that University of Gujrats sports department working very poorly.
6.2: Recommendations

Our recommendations for the improvement of sports department are

University required a proper playground for the sports.
Financial and Non-financial incentives to students who participate in competitions
Promote students to next level
University must provide funds for the development of the department.
Department must provide the required for the training
Sports department required a separate office and the place should be near the playground.
Separate sport committee for boys and girls
6.3: Limitations

Following are the limitations that we face during the preparation of our project.
i. Time constraint
Time constraint is the problem that we faced in completion of our project. We had limited
time for our project to complete and also we didnt have enough time to personally visit
University of Sargodha.
ii. Communication gap
Another problem was communication gap. To obtain information about the University of
Sargodha we had to contact a person within that University. As we contacted one of their
sports officers, he was speaking in Saraiki, so we face a problem in communication and
gathering the data.
iii. Availability of data
Sports department maintained no record of the previous events. And because of newly
appointment of deputy sports of UOG he dont have enough knowledge about the history of
University events. Availability of data is also the problem/or limitation for our project.

Bibliography
Sports Department UOG

Ikhlaq Ahmad Khan (Director/Deputy Director)

Maam Nasira, Maam Sobia (Sports officers)

Yahya, Mudassar, Umar Farooq, Syed Basit Hussin, Misbha ul Hassan, Zeeshan Ahmad, Ahtisham (Players)

Sports Department UOS

Muhammad Khalil (Sports Officer)

Khurram Shehzad, Student UOS