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- Anyone can create a Draft.
- A Dev Team Representative (up to the team – for example the Dev Lead, PO, Scrum Master or QA Lead) can change status from Draft to Submitted.
- The Dev Team Representative should be the person who will be available to answer questions.
- Should be submitted at least two weeks before it’s needed. Ideally four.
- See required information.
- AWS Cost Review Group can change status from Submitted to Approved or Denied
- See approval process.
- Kitfox or dev team (?) can change status from Approved to Active
- See activation process.
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- Will the dev team be following the “pausing/stopping” guidelines? Explain any planned divergence from those guidelines.
- Refers to “D4: Define guidelines/best practices around pausing/stopping environments when they're not in use - e.g. off-hours/weekends/etc.”
- Specifically what will be the expected operating hours? Or will it need to run 24/7?
- What budgets, budget alerts, cost anomaly detection will be used?
- Refers to “D5. Create AWS Budgets and AWS Budget Alerts for daily and monthly spend rates” and “D6. Explore AWS Cost Anomaly Detection and Rightsizing Recommendations”
Approval Process
- AWS Cost Review Group notified when Jira items moved to Submitted (how?)
- Within two weeks: either approve, deny, or ask questions on the Jira.
- PO and Dev Lead expected to respond to any questions, meet to discuss synchronously if requested.
- Approval Checklist
- Reasonable answers?
- Reasonable answers?
- All required fields submitted?
- All Justification questions addressed?
- All Cost Management Plan questions addressed?
- Once approved, notify Treasurer (how?) to be aware of potential impact.
- If denying the request, explain in writing and notify Community Council.
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- The Dev Team Representative should submit an updated version of the AWS Environment Request, within the same Jira as the initial request, and change the status to In Review.
- The AWS Cost Review Group should then repeat the Approval Process, again within two weeks, including any necessary discussion.
- Once re-approved, the AWS Cost Review Group should change status back to Active.
- Before denying a renewal request, escalate the issue to a Community Council discussion / decision. (This should require more oversight than denying an initial request, since it would interrupt existing work to shut down an environment.) If ultimately necessary, the AWS Cost Review Group can then request that Kitfox shut down the environment. (Is there a "suspend" option in AWS?)
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Two weeks after each Flower Release, the AWS Cost Review Group should review all Active environments to identify any that are a) not already under an extension review and b) have exceeded their latest updated Environment Request, i.e.
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