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Flag cost centers more than 5% over year-to-date budget

  • For FP&A and financial analysts
  • You practice Asking for a format you can use
  • Time about 5 minutes
  • Level Intermediate

About this exercise

You're reviewing year-to-date spend by cost center. Write a prompt for a markdown table with columns Cost center | YTD budget | YTD actual | Variance % | Flag, one row per cost center and a Total row. Variance % = (actual - budget) / budget to one decimal with a sign (positive is over budget). Flag is "Over 5%" when the variance is above +5.0%. Don't mention causes or the managers' comments. No commentary. Under 90 words.

Common mistakes when you ask AI for this

  • Flagging CC3. The AI flags CC3 because its variance is large (negative). Try: Say: "Flag Over 5% only when the variance is above +5.0%."
  • Adding the managers' explanations. The AI mentions the conference or held-back purchases. Try: Add: "Do not mention causes or managers' comments."
  • Wrong sign. The AI subtracts budget from actual the other way. Try: Add: "Variance % = (actual - budget) / budget, positive = over."
  • Missing total row. The AI drops the Total row. Try: Say: "Rows CC1, CC2, CC3 and Total."
  • Trusting the AI to count words. AI is bad at counting and runs past word limits. Try: Ask for fewer words than the real cap and keep each line short.

What a strong prompt includes

  • Names the columns
  • Gives the formula
  • Defines the flag
  • Bans causes
  • Limits output

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