DRAFT in progress by TC AWS Costs Subgroup.  To be reviewed by TC, CC.

Table of Contents

Jira

• Project: AWS Costs (Key: COSTS)
• Issue Type: AWS Environment
• Status values:
  • Draft
  • Submitted
  • Approved
  • Denied
  • Active
  • In Review
  • Shut Down

...

• 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 (?) Dev team can change status from Approved to Active
  • See activation process.

...

1. Expand on the purpose as necessary.  Why is this new environment needed?
2. Are there any existing environments serving the same team and/or modules?  If so, explain why they are not sufficient for this need.
3. Cost estimates: a) monthly and b) total for the life of the environment.  
   1. Are there any past (or still existing) environments that were used in a similar manner, such that this environment would likely have similar monthly costs?
   2. Mark Veksler suggested: Maybe want to develop a calculator?  Or an excel spreadsheet?  Including all of the AWS components involved.  Yogesh Kumar  Peter Murray ?  Make as simple as possible for development team.
4. Impact / risks if the request is declined.

...

• 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
  • All Basic Info fields submitted?
  • All Justification questions addressed?
  • All Cost Management Plan questions addressed?
  • All answers reasonable?
• Once approved, notify Treasurer (how?) to be aware of potential impact.
• If denying the request, explain in writing and notify Community Council.

Activation Process

• Kitfox creates the environment.
• Dev Lead / PO changes status to Active before (or as soon as) the environment is actually used, i.e. incurring non-trivial costs.
• Within one week of changing to Active, dev team is expected to have Cost Management Plan implemented / active.

...

• 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?)

No Longer Needed

If an environment is no longer needed, or should be shut down on a certain upcoming date,

...

• AWS Cost Review Group should request the dev team submit an updated request within two weeks.
• In the unlikely event that the Dev Team is unresponsive after that time period, the AWS Cost Review Group should escalate the issue to Community Council.  If ultimately necessary, the AWS Cost Review Group can then request that Kitfox shut down the environment.  (Is there a "suspend" option in AWS?)

Shutting Down an Environment

Kitfox can use its technical discretion on how to "shut down" an environment, such as just setting the number of tasks to zero, as long as it's no longer incurring non-trivial costs.

When Kitfox shuts down an environment (or does the Dev Team do that?), Kitfox should also:

• Change the Jira status to Shut Down. 

Reporting on Active Environments

Need reports that includes the three budget points for each environment: end date, total cost, total monthly cost.  May need to work with Kitfox to have a breakdown by team. 

Mark Veksler you suggested this on 4/28 and that Yogesh Kumar might lead this.  Would one of you please define more of the specifics here?  A few questions I'm thinking of:

• Is this scheduled push (i.e. Kitfox generates the reports for the ACRG and dev teams every month) or on request?
• How can this be done to be as little work as possible for Kitfox?  I.e. hopefully some initial setup and then just press a button (if that) to refresh the reports?