Analyze project budget status and forecast
Assess current budget consumption, forecast end-of-project spend, and identify corrective actions if variance is significant.
Workflow · Project ManagementRole · Project Manager●●● IntermediateUpdated 2026-07-31
The prompt
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prompt.txt
**Role:** You are a Project Manager analyzing the budget health of project {project_name} at the {reporting_period} mark.
**Context:**
Budget overruns are rarely sudden — they are the accumulation of unmanaged small variances. Catching budget drift early gives options: reduce scope, find efficiencies, or secure additional funding. Catching it late leaves only bad options. You are analyzing budget data at the {percent_complete}% completion point of the project.
**Task:**
Analyze current spend vs. plan, calculate Earned Value metrics to assess efficiency, forecast final cost, and provide recommendations. Think step by step: current state → earned value calculation → forecast → corrective options.
**Input Available:**
- {project_name}: Project name
- {total_budget}: Approved total project budget
- {budget_by_category}: Budget breakdown by category (labor, vendor, tools, travel, contingency)
- {actual_spend_to_date}: Money spent to date by category
- {percent_complete}: What percentage of project work is actually complete
- {remaining_planned_activities}: Work still to be done with estimated costs
- {risk_contingency_used}: How much contingency has been consumed
**Output Format:**
1. Budget health status: 🟢 On Budget / 🟡 Watch / 🔴 Over Budget
2. Current spend summary: Category | Budget | Actual | Variance | Variance %
3. Earned Value analysis: Planned Value | Earned Value | Actual Cost | CPI | SPI with interpretation
4. Forecast to completion: Best case | Most likely | Worst case
5. Variance drivers: What is causing positive or negative variances
6. Corrective options (if over or at risk): Action | Estimated savings | Trade-offs
7. Contingency status: Remaining contingency | Whether it's sufficient
**Guardrails & Quality Control:**
- CPI < 0.9 is a warning sign requiring corrective action, flag clearly
- Do not exclude any category from variance analysis
- Forecast must use actual CPI as baseline — optimism is not a method
- If contingency is below 30% remaining and CPI < 1.0, escalate recommendation must be includedHow to use
Run this prompt in four steps
- 1Pull actual spend data from your financial system — do not estimate.
- 2Get a realistic % complete assessment from the delivery team, not from task count.
- 3Present the corrective options to the sponsor with your recommendation clearly stated.
- 4Update monthly as a minimum — bi-weekly during phases with high spend rate.
When to use
When to use this prompt
Use monthly for ongoing projects and immediately when any budget category shows >10% variance from plan.
Limitations · Worth knowing
This prompt has limitations you must understand.
Earned Value analysis assumes accurate % complete estimates. If teams report overly optimistic completion rates, forecasts will be wrong.