thinkhard.SI

Prompt repository Project management

Forecast a project's final cost from spend and progress so far

Partway through a project, you need to know whether it will finish over or under budget, using spend to date and how much work is actually done.

Registry no.
PRJ-023
Collection
Project management
Laid out for
Any chat model
Score
10 out of 10
Blanks to fill
5
Added

Project managementAny chat

The prompt

Score 10 of 10, Excellent

Use it when Partway through a project, you need to know whether it will finish over or under budget, using spend to date and how much work is actually done.

  • {{project_name}}
  • {{budget}}
  • {{audience_and_purpose}}
  • {{known_changes}}
  • {{cost_data}}
Full prompt and why it works
Prompt
Project: {{project_name}}
Total approved budget: {{budget}}
Who needs the forecast and why: {{audience_and_purpose}}
Known changes ahead (price rises, approved changes, extra work): {{known_changes}}

By work package or phase: budget, planned value to date (what we planned to have spent by now), actual cost to date, and percent complete with how it was measured:
"""
{{cost_data}}
"""

Task:
Forecast the final cost of the project from the figures above, for {{audience_and_purpose}}. I need to see whether we are spending faster than we are progressing, and what the final cost is likely to be if that continues.

Format:
1. Summary: two or three sentences giving the forecast final cost, the difference from budget, and whether the trend is improving or worsening, if the data shows it.
2. Table by work package with the columns Package, Budget, Earned value (budget × percent complete), Actual cost, Cost performance (earned value ÷ actual cost), Forecast at completion (budget ÷ cost performance).
3. Two forecasts for the whole project, with the arithmetic shown: (a) if the remaining work costs what was budgeted: actual cost + (budget - earned value); (b) if current cost performance continues: budget ÷ cost performance. One sentence each on what it assumes.
4. Schedule check: earned value against planned value, and what that says about progress.
5. Drivers: the packages causing most of the overrun or saving.
6. Known changes: added separately on top of the forecast, each with its source.

Requirements:
- Under 400 words, plus the table.
- Show every calculation so that a finance colleague can check it. Round money to whole units and ratios to two decimal places.
- Percent complete must reflect finished work. If the notes show it was estimated from spend or time elapsed, say the forecast is weaker, because measuring progress by spend makes every project look on budget.
- Use only the figures above.
- For a package with no cost or progress yet, cost performance cannot be calculated: forecast it at its budget and say so. If the package forecasts do not add up to forecast (b), explain the difference in one sentence.

A good forecast is one a finance colleague can check line by line and reach the same totals.

Example of one calculation's form only, with invented numbers: "Design: earned value $40,000 (50% of $80,000), actual $50,000, cost performance 0.80, forecast $100,000."

If a package is missing a figure, leave it out of the totals, say so, and show how the forecast would change if that package finished on budget.

Variables

{{project_name}}
The project's name.
{{budget}}
For example "$480,000 including contingency".
{{audience_and_purpose}}
For example "the finance director, for the quarterly forecast".
{{known_changes}}
For example "approved change CR-07 adds $22,000". Write "none" if nothing.
{{cost_data}}
One line per work package with budget, planned value to date, actual cost to date, percent complete and how it was measured.

Why it works

  • What good looks like. Both standard forecasts are shown with their arithmetic and what each assumes, so a finance colleague can check every figure.
  • If unsure. If percent complete was estimated from spend or time, the forecast is marked weaker, because that method makes every project look on budget.
  • Background facts. Budget, planned value, actual cost and percent complete per package are the four figures the forecast depends on, and known changes are added separately so the trend stays visible.

How to use it

  1. Press Fill in variables and type your details into each blank. What you type stays in this browser.
  2. Copy the filled prompt into the AI tool you already use, such as ChatGPT, Claude or Gemini, or open it in the Grader or the Prompt Tester here.
  3. Before you rely on it, try it on three or four real examples. The Prompt Tester runs them all at once and shows which ones go wrong.
Use it from code

Get this prompt as JSON from the free REST API, with your own text in the blanks, or let an AI assistant fetch it through the MCP server. No key.

curl -s https://thinkhard.si/api/v1/prompts/forecast-project-final-cost

With the MCP server added to Claude, ChatGPT, Cursor or VS Code, call get_prompt with {"prompt": "forecast-project-final-cost"}, or just ask for it by name.