Impact measurement and evaluation
Create a data dictionary
Documents what each field means (a data dictionary is a simple glossary of your data) so everyone records it the same way.
Lower risk: public info only — Share only field names and descriptions, not actual records.
Please note: This site is only a guide to help people understand. Consult your IT, security and/or privacy department for clarification.
Before you start, gather
Copy [LIST OF FIELD NAMES] from your system's export header or form builder. Name the tool in [SYSTEM OR SPREADSHEET NAME]. Afterward, have data-entry staff settle every item marked CONFIRM. Include no actual records.
Starter prompt
Create a data dictionary for our [SYSTEM OR SPREADSHEET NAME]. The fields are: [LIST OF FIELD NAMES]. For each field give a plain-English definition, the type of data, allowed values or format, whether it is required, and an example using made-up data. Flag any fields that are sensitive. Define only the fields I list, and mark any definition you are unsure of as CONFIRM instead of guessing.
Paste the prompt into your AI tool first, then replace the placeholders with your own details. Don't use real names of clients or donors.
Open an AI tool
You are leaving this guide. Copy the prompt first, then open a tool. The link goes to the website of the company named on each link, in a new tab. That company's terms and privacy policy apply there. Paste the prompt in, then replace the placeholders with your own details. Don't enter real names or confidential details.
- Open Claude (Anthropic) (opens Anthropic's website in a new tab)
Anthropic documents pre-filled links only for the Claude Desktop app, not for the website, so copy the prompt and paste it in.
- Open ChatGPT (OpenAI) (opens OpenAI's website in a new tab)
OpenAI does not document a link that pre-fills a prompt, so copy the prompt and paste it in.
- Open Gemini (Google) (opens Google's website in a new tab)
Google does not document a link that pre-fills a prompt, so copy the prompt and paste it in.
- Open Grok (SpaceXAI) (opens SpaceXAI's website in a new tab)
SpaceXAI (the company behind Grok) does not document a link that pre-fills a prompt, so copy the prompt and paste it in.
- Open Amazon Bedrock (hosts Llama; needs an AWS account) (opens Amazon Web Services' website in a new tab)
Llama has no chat website of its own, and Meta's own assistant (Meta AI) now runs on a different Meta model. One host is Amazon Bedrock: sign in to AWS, open a playground, and paste the prompt.
- Open Microsoft Copilot (Microsoft) (opens Microsoft's website in a new tab)
Microsoft documents no link that pre-fills a prompt, so copy the prompt and paste it in. The Copilot page shows a Sign in button, and you may need to sign in.
- Open Perplexity (Perplexity AI) (opens Perplexity AI's website in a new tab)
Perplexity documents no link that pre-fills a prompt, so copy the prompt and paste it in.
- Open Mistral Le Chat (Mistral AI) (opens Mistral AI's website in a new tab)
Mistral renamed Le Chat to Vibe, at the same web address. Mistral documents no link that pre-fills a prompt, so copy the prompt and paste it in.
- Givebutter (Givebutter): no website to open from here. Givebutter Magic works inside a Givebutter account; there is no public chat page.
- Grantable (Grantable): no website to open from here. Grantable's AI works inside a Grantable account; there is no public chat page.
Check the result
Have the people who enter the data confirm each definition matches how they actually use the field.
What it might get wrong
Believable definitions that differ from how your staff really use a field. Invented lists of allowed values, or rules on required and optional fields. Example data that looks like a real person.