Predictor and Criterion Variables1

Job Analysis for IT officer

Submitted by:

Animesh KC

Kriti Pradhan

Rohan Manandhar

Sudan Pudasaini

Upama Shrestha

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Name of the employee: Sharad Neupane

Payroll Title: IT Officer

Department: IT

Work location: Kathmandu University School of Management (KUSOM), Balkumari

Purpose of the Job

To look at overall IT department of KUSOM. Planning, Controlling, Managing Information

system function of KUSOM

Role of the Job

IS Support, IS planning and Decision maker related to IT infrastructure and IT issues

Consultant role if any consulting work arises

Step 1: Task Analysis

Anchors Frequency of Performance

Importance for Employees

Difficulty level of task

Easiness of task

1 Not performed at all Not performed at all Not difficult at all Not performed at all

2 Seldom Somewhat important Somewhat difficult Extremely easy

3 Occasionally Important Difficult Easy

4 Frequently Very important Very difficult Difficult

5 Almost all the time Extremely important Extremely difficult Extremely difficult

From the interview with incumbent, following task were identified. The tasks include both

the core and non-core tasks. The interview was verified by expert and ex-employee Mr.

Sanjay Pudasaini, Mr. Sudan Pudasaini and Mr. Animesh K.C.

S.N. Tasks Frequency of Performance

Importance for

employees

Difficulty Level of

task

Easiness to learn

Mean

Task 1 Server administration 4 5 5 4 4.5

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Task 2 Network administration 5 5 5 4 4.75

Task 3 Software maintenance and update

5 5 3 4 4.25

Task 4 Exam invigilators 2 2 1 2 1.75

Task 5 Surveillance system administration

5 2 2 2 2.75

Task 6 IT device maintenance 5 5 3 4 4.25

Task 7 To update knowledge about information technology

3 3 3 3 3

Task 8 Partnership buildup with government, INGOs and NGOs

2 2 3 3 2.5

Task 9 Documentation and report preparation

2 2 2 2 2

Task 10 Consulting service 2 2 3 3 2.5

Task 11 Facilitate SWC (student welfare council) election

2 5 3 3 3.25

Task 12 Help faculty regarding IT problem

3 4 3 3 3.25

Step 2: Among the listed tasks, critical task were identified whose mean was greater than 3. 5. They are as follows:

Critical Task SN Critical Task

Critical Task 1: Server administration

Critical Task 2: Network administration

Critical Task 3: Software maintenance and update

Critical Task 4: IT device maintenance

Step 3: Task Statements

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1. Administer the server of the school intended for smooth operations of server related

operation (attendance system, web system, virtual class etc.) by using various instructional

manuals and guide.

2. Administer and design the computer network of the school to optimize as well as regulate

the network by updating the devices, rules and policies (programming) of the network.

3. Maintain and update the software’s of the school to regulate the smooth operation of the

software by using various update package freeware or custom designed by maintaining

integrity of the organization (no copyright or other illegal issues).

4. Perform the maintenance of school’s IT devices as well as assists in operation of all the IT

equipment to assure effective performance of devices.

Step 4: Knowledge Skills, and ability associated with critical task are as below:

A. Server Administration

Knowledge Knowledge about the hardware of the server

Knowledge about the operating system especially windows server 2008

and CENT OS.

Knowledge about the windows server and Linux server, VMware, database

server, application server, backup server, remote server etc.

Up-to date professional knowledge in information technology

Knowledge regarding basic server security

Skills and experience

Working experience on server administration

Skills to use freeware database, Linux server

Skills to organize hardware, software and other IT infrastructure.

Abilities Ability to communicate and work with people

Ability to learn, understand and interpret English language

Ability to work as a team member of a team

Ability to work under pressure and handle different activities at same time.

Analytical ability

Ability to solve problem creatively

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B. Network administration:

Knowledge Knowledge about configuration management and monitoring tools.

In depth knowledge of TCP/IP networking and related protocols.

Knowledge about operation of management tools and network analyzers.


Network problem solving skills

Understands IT Operations and Infrastructure environment

Experience in operating network devices

Skills to learn by Self and apply in the real work scenario

Pro-active working skills

Abilities Ability to support users in an academic environment

Ability to work on team

Ability to manage and operate network firewalls

Ability to mentor and develop network technicians

Ability to prepare and review network documentation and diagrams

Ability to respond to all alerts generated by the monitoring systems and

resolve all issues related to the data network

Analytical ability


Ability to communicate effectively

C. Software maintenance and update

Knowledge Knowledge about different Microsoft software

Knowledge about freeware software

Knowledge about moodle, apache servers, windows servers, web servers

and Linux servers, WAMP, Sql server, .net framework3 to .net framework

4.5, IIS

Knowledge about programming is an added advantage

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Working experience on software maintenance and update

Skills to use open source software, visual studio, WAMP, dot net

framework and java applets

Skills to install and troubleshoot the software’s

Abilities Ability to analyze importance and scope of various software

Ability to research on different open source software that could be helpful

for the school

Ability to communicate and work with people


Ability to work under pressure and handle different activities at same time

D. IT device maintenance

Knowledge Knowledge about computer system

Knowledge about IT devices and its uses

Knowledge about security policies of organization


Experience on troubleshooting and maintenance of IT devices

Skills to use windows ghost, command prompt and other maintenance

software

Skills to troubleshoot and solve IT problem

Abilities Ability to identify and interact with local vendors to provide regional IT

requirement such as network expansion

Ability to influence concerned person regarding the implementation of IT

devices

Ability to work in a team

Analytical ability


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Step 4: the identified KSA (Knowledge Skill Ability) were further processed with the help

Mr. Sharad Neupane.

Knowledge, Skills and Abilities of Mr. Sharad Neupane

Importance of KSA

Necessity at entry level

Relatedness to job performance

Knowledge about the hardware of the server 5 3 4

Knowledge about the operating system especially windows server and CENT OS.

5 3 3

Knowledge about the VMware, database server, application server, backup server, remote server etc.

4 1 4


5 3 4

Knowledge regarding basic server security 5 1 3

Knowledge about Network configuration management and Network monitoring tools.

4 1 3

In depth knowledge of TCP/IP networking and related protocols.

4 3 3

Knowledge about operation of management tools and network analysers in context of the school

5 1 4

Knowledge about different Microsoft software 4 3 4

Importance of task for the

employeesNecessary at entry level

Relatedness to job

performance

1 - Not important 1 – No 1 - Not at all

2 - Somewhat important 2 – Somewhat 2 – Somewhat related

3 – Important 3 – Yes 3 – Moderately Related

4 - Very important 4 – Considerably related

5 - Extremely important

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Knowledge about Open source software 5 3 4

Knowledge about moodle, apache servers,

windows servers, web servers and Linux

servers

5 3 4

Knowledge about computer system 5 3 4

Knowledge about IT devices and its uses 5 3 4

Knowledge about security policies of organization

5 1 4

Working experience on server administration 3 2 4

Analytical skills 5 3 4

Creative problem solving skills 5 3 4

Skills to use freeware database, Linux server 5 3 4

Organizing skills 5 3 4

Good Communication and interpersonal skills 5 3 3

Understanding of IT Operations and Infrastructure environment

4 3 4

Experience in operating network devices 3 2 4

Self-learner 5 3 4

Pro-active working skills 5 3 4

Working experience on software maintenance and update

3 2 4

Skills to use .net framework and java applets 4 3 4

Experience on troubleshooting and maintenance of IT devices

3 1 4

Skills to use windows ghost, command prompt and other maintenance software

5 3 4

Ability to communicate and work with people 5 3 4


5 3 4

Ability to work as a team member of a team 5 3 3

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5 3 4

Ability to support users in an academic environment

5 3 4

Ability to manage and operate network firewalls

5 1 4

Ability to mentor and develop network technicians

5 1 3

Ability to prepare and review network documentation and diagrams

5 1 4

Ability to respond to all alerts generated by the monitoring systems and resolve all issues related to the data network

5 1 4

Ability to analyze importance and scope of various software

5 3 4

Ability to identify and interact with local vendors to provide regional IT requirement such as network expansion

5 3 3

Ability to influence concerned person regarding the implementation of IT devices

5 1 3

Knowledge about programming 5 2 3

Ability to research on different open source

software that could be helpful for the school

5 2 3

Step 5: Based on the response of KSA inventory, the following KSAs were identified as

critical ones:

Critical KSAs of Mr. Sharad Neupane

Critical

Knowledge

1. Knowledge about hardware of server

2. Up-to date professional knowledge in information technology

3. Knowledge about Open source software

4. Knowledge about moodle, apache servers, windows servers, web servers and

Linux servers

5. Knowledge about computer system

Critical 1. Self-learning skills

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Skills 2. Skills to use windows ghost, command prompt and other maintenance

software Skills to use freeware database, Linux server

Critical

Ability

1. Ability to work under pressure and handle different activities at same time

2. Ability to communicate and work with people

3. Ability to learn, understand and interpret English language

4. Ability to support users in an academic environment

5. Ability to analyze importance and scope of various software

6. Analytical Skills

7. Creative problem solving skills

Step 6: On the basis of the identified critical tasks and critical KSAs, the following matrix

was developed which traces the KSAs according to the critical tasks.

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Critical Tasks

Server administration Network administration

Software maintenance and update

IT device maintenance

KSA

Knowledge about the hardware of the server ** **


*** *** ***

Knowledge about Open source software ** **Knowledge about moodle, apache servers, windows servers, web servers and Linux servers

*** *** ***

Knowledge about computer system **** **** **** ****Analytical ability *** *** ***Ability to solve problem creatively **** **** **** ****Skills to use freeware database, Linux server *** *** ***Self-learning skills **** **** **** ****Skills to use windows ghost, command prompt and other maintenance software

** **


*** *** ***

Ability to communicate and work with people **** **** **** ****Ability to learn, understand and interpret English language

**** **** **** ****

Ability to support users in an academic environment

** **


**** **** **** ****

Note : **** denotes critical KSA for all four critical tasks *** denotes critical KSA for three critical tasks

** denotes critical KSA for two critical tasks * denotes critical KSA for one critical tasks

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From the above table, following skills are important for all the four critical tasks and can be used for selection of new employees for the job.

Knowledge about computer system


Self-learning skills




Further instruments should be designed based on abovementioned KSAs.

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Job requirements KSA weight

Background information Interview Test

Application blank

(10%)

Reference check

(5%)

Behavioral Event interview (20%)

Assessment Instrument

(15%)

Work sample test

(25%)

Paper and pencil test (25%)

MCQ

(10%)

Case analysis (15%)


35% 10 X 13 X X 7 5


15% X 3 4 X 5 X 3

Self-learning skills 15% X 2 X 5 X X X


10% X X X 5 3 X X


5% X X 2 X X X 3


20% X X X 5 4 3 4

Total 100% 10 5 20 15 25 10 15

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A. Application blank: application blank would be required in order to get access to the

background information of the applicants. It would contain the information about current

address, educational background and work experience of the applicant. The application blank

would also serve as a tool to check the ability of applicants in English language.

a. Knowledge about computer system: Past work experience and educational background will

be considered. Collected information will be measured against different pre-established

categories. Ratio scale will be used for measurement of work experience and interval scale

will be used for educational background. The measurement shall be done as follows:

For work experience

0 – No experience

1 – Six months of internship or similar experience

2 – Six months to one year of professional experience

3 – one year to two years of professional experience

4 – 2 years to five years of professional experience

5 – More than five years of professional experience

For educational background

1 – Diploma in computer science

2 – Bachelor in computer science/engineering

3 – Bachelors in computer science/ engineering with distinction

4 – Masters in computer science/engineering

5 – Masters in computer science/engineering with distinction

B. Reference check: Reference check would provide the prospective employers with accurate

information about the applicants’ characteristics and background. These checks would be

used to verify information stated on the application blank as well as to receive additional data

about the applicant. Since, this method is costly, it will be used for limited KSAs.

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a. Ability to solve problem creatively: Reference opinion will be considered using ordinal

scale measurement. The categories used shall be as follows:

1 – Never solved problems creatively

2 – Sometimes solved problems creatively

3 – Frequently/always solved problems creatively

b. Self-learning skills: Reference opinion will be considered using ordinal scale

measurement. The categories used shall be as follows:

1 – Never consults seniors or colleagues, neither initiates by self to learn something new

2 – Sometimes consults and initiates to learn something new

3 – Frequently/always initiates to learn something new

c. Ability to analyze importance and scope of various software:

C. Behavioral Event Interview (BEI): The behavioral event interview would be used to

collect information about the applicants regarding their ability to deal with tough situations.

The applicants would be required to describe the critical incidents they have faced and how

they dealt with it. These information would be evaluated by the interviewer to assess the

applicants’ suitability and fit for the job.

a. Knowledge about computer system: Questions related to basic computer skills will be

asked to the interviewee using ratio scale. The categories used shall be as follows:

0 – Cannot answer any questions

1 – Can answer at least 20% of the questions



4 - Can answer at least 80% of the questions

5 – Can answer all the questions

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b. Ability to solve problem creatively: Different situations will be asked verbally to the

interviewee to check the problem solving ability. The situations may be related directly or

indirectly with the computer programming. Puzzle will be designed to be solved for 5

minutes at maximum. Interval scale will be used to categorize according to the time taken to

solve the puzzle which are as follows:

1 – Takes more than 5 minutes

2 – Takes 3-5 minutes

3 – Solves within 3 minutes

c. Ability to learn, understand and interpret English language: This won’t be taken separately,

but the interviewee’s ability to communicate in English will be observed. Interval scale will

be used which are as follows:

1 – Cannot understand the questions asked and also unable to reply in English

2 – Can understand the questions asked but cannot reply in English

3 – Can understand as well as reply fluently

D. Assessment instruments: assessment instruments like Big five personality test would be

used to evaluate the applicants’ personality. This would be required to assess how fit the

candidate is for the job of IT officer. For example: in order for the applicant to be a self

learner, it is important that he/she is a curious person aiming for achievement.

a. Self-learning skills:

b. Ability to communicate and work with people: Team will be formed randomly and tasks

given and output will be measured. Peers review will be collected and interval scale will be

used by using Likert scale.

c. Ability to analyze importance and scope of various software: Different software will be

provided to interviewees to put forward their analysis in context of the organization. Their

analysis will be evaluated by experts of the field by using Likert scale.

E. Work sample test: The work sample test would be used in order to assess the applicants’

ability. The applicant would be put in a situation where he/she will have to deal with it as an

IT officer. He/she will then be evaluated on how well the person performs the job.

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a. Ability to solve problem creatively: Simulation problem will be provided with limited

resources and time. Their solution will be evaluated based upon its effectiveness. Ordinal

scale will be used for measurement.

1 – Can somehow understand the problem but cannot diagnose.

2 – Can understand the problem and partially diagnose with provided resources and time.

3 – Can understand and diagnose the problem with given resources and time.

b. Ability to communicate and work with people: Team based simulation project will be

assigned to group. Results will be evaluated based upon team participation and contribution.

Peer evaluation will be collected and Likert scale will be used for measurement.

c. Ability to analyze importance and scope of various software: Random problem will be

assigned and interviewees are asked to use it using any software as per their convenience.

Interval scale will be used to measure the findings.

1 – Uses appropriate/advanced software but can’t devise solutions.

2 – Uses appropriate/advanced software and can partially devise solutions.

3 – Devise solutions by use of default operating software.

F. Paper and pencil test: the paper and pencil test would contain two formats for evaluating

the applicant i.e. Multiple Choice Question and Case analysis. The applicant would be

presented series of MCQ’s to determine his/her level of understanding regarding the subject

matter. Similarly, case analysis would be used to determine the applicants’ ability to analyze

the situation along with what went wrong and what should be done.

For MCQ:

a. Knowledge about computer system: Questionnaire related to basic computer programming like Java, C, C++, python, SQL etc will be administered. 20 questions will be designed and results measured using interval scale.

1 – Below 5 correct answers

2 – 6-10 correct answers

3 – 11-14 correct answers

4 – 15 and above correct answers

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b. Ability to analyze importance and scope of various software: In basket exercises will be provided and results measured using ordinal scale.

1 – Cannot complete within stipulated time

2 – Can somehow come to solution within stipulated time

3 – Can devise effective solution within stipulated time

For Case Analysis:

a. Knowledge about computer system: Case related to computer system will be provided for analysis. Nominal scale will be used to evaluate effectiveness, whether the interviewee possesses knowledge about computer system or not.

b. Ability to solve problem creatively: Creative problem analysis and recommendation shall be evaluated. Evaluation shall be done using Likert scale.

c. Ability to learn, understand and interpret English language: Evaluation shall be done on the basis of number of grammatical mistakes made and comprehension level. Ordinal scale will be used for measurement.

d. Ability to analyze importance and scope of various software: Evaluation shall be done

based on the specificity and appropriateness of prescribed solution to problems provided.

Likert scale will be used for measurement purpose.

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Criterion Measure

Supervisor

Feedback

on

Performance

Appraisal

Customer Satisfaction

No of

errors

No of

Complaint

Faculty

feedback

Student

feedback


30 30 20 5 10 5


10 30 20 10 10 20

Self-learning skills

20 20 15 10 20 15


20 20 15 10 15 20


20 20 15 15 15 15


30 20 20 0 20 10

Supervisor Feedback

Supervisor feedback regarding the performance of the employee can be used as a criterion

measures. Supervisor is directly linked with the employee and he/she is also the best person

to assess the performance of candidates.

Performance Appraisal

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In KUSOM, performance appraisal is done twice a year, it can be used as a criterion measure

of the applicants. Performance appraisal track all the task associated with the job as well as it

will track the KSA demonstrated by the person during his job.

Faculty feedback

Student feedback

No of errors

No of complaints

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A. Application blank

a. Knowledge about computer system:

b. Ability to learn, understand and interpret English language:

B. Reference check:

a. Ability to solve problem creatively

b. Self-learning skills

c. Ability to analyze importance and scope of various software

C. Behavioral Event Interview (BEI):

a. Knowledge about computer system

b. Ability to solve problem creatively

c. Self-learning skills

d. Ability to communicate and work with people

e. Ability to learn, understand and interpret English language

f. Ability to analyze importance and scope of various software

D. Assessment instruments:

a. Self-learning skills

b. Ability to communicate and work with people

c. Ability to analyze importance and scope of various software

E. Work sample test:



c. Self-learning skills

d. Ability to communicate and work with people

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e. Ability to analyze importance and scope of various software

F. Paper and pencil test:

For MCQ:


b. Ability to analyze importance and scope of various software

For Case Analysis:



c. Ability to learn, understand and interpret English language

d. Ability to analyze importance and scope of various software

Documents

Predictor and Criterion Variables1