Attendees:
Agenda:
Plans for D4, D5, D6
D4. Define guidelines/best practices around pausing/stopping environments when they're not in use - e.g. off-hours/weekends/etc.
D5. Create AWS Budgets and AWS Budget Alerts for daily and monthly spend rates
D6. Explore AWS Cost Anomaly Detection and Rightsizing Recommendations
From last week:
- Mark has asked the team to add these three items to their backlog. Mark Veksler Which sprint?
This week:
AWS Cost Review Group
Last week in Slack (excerpt https://folio-project.slack.com/archives/C050YSN4N68/p1681483340287699)
Regarding the proposed "cost review group". We had consensus today (I think) on a few points:
Some human(s) need to actually make the yes/no decision on each request.
Preferably a very small, agile group, and reacting only to the specified approval criteria.
Since these environments are only being created based on project needs, it would be a pretty bad situation if the group denied a request.
Community money is involved, and a very large environment request would have a large budget impact, so some review is still needed.
So far we have two proposed models for the cost review group:
Described in the draft Google Doc. 4 people: designees from CC, TC, PC, and someone who actually manages AWS stuff.
The four of us on the current group, for six months.
I'd like to ask everyone to see if we can come up with a third option. I like the expediency of #2 but as @Mark Veksler joked it's hard to get rid of responsibilities on this project once you take them on (witness @peter-murray still doing AWS work all these years!). Personally I volunteered to lead the subgroup in getting our process deliverables done, which was TC's intent.
I am fine with a smaller group than what I initially proposed, but personally I do think there must be some CC designee since each decision has significant budget impact (AWS as a whole is projected to be more than 50% of total community budget). Unless CC themselves disagrees when we present this to them! To @Mark Veksler’s point about RACI, I could see some of the other stakeholders (TC, PC) potentially being accountable / consulted / informed, but not actually being the decision makers.
This week:
Start Planning D2
D2. Define a process for reviewing existing tools and environments for candidates to be shut down (e.g. when a team leaves the project or the env is no longer needed)