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Allocate IT cost to departments by headcount, leaving IT out

  • For FP&A and financial analysts
  • You practice Setting limits and rules
  • Time about 5 minutes
  • Level Intermediate

About this exercise

You're allocating the quarter's IT cost to the departments that use it. Write a prompt for plain text with lines starting "Allocation base:", "Rate per head:", "Sales:", "Support:", "Finance:" and "Check:". Allocate by headcount, using only the departments being charged; the IT team is not charged for its own cost. Show the math. The Check line proves the allocations add to the IT cost. Under 100 words.

Common mistakes when you ask AI for this

  • Using all 100 employees. The AI divides by 100 and charges IT. Try: Say: "Base is the charged departments only; leave out IT and contractors."
  • Counting contractors. The AI adds the 5 contractors to Sales. Try: Add: "Contractors are not counted."
  • Missing the check. The AI doesn't prove the total. Try: Add: "A Check line: allocations add to $120,000."
  • Markdown extras. The AI adds bold labels, headings and a closing note. Try: Say: "Plain text, no bold. Output only the lines asked for."
  • 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 part short.

What a strong prompt includes

  • Names the six lines
  • Excludes IT and contractors
  • Asks for the math
  • Asks for the check
  • Caps length

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