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2023-05-05 Meeting Notes

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Attendees:

Off-Hours Guidelines

D4. Define guidelines/best practices around pausing/stopping environments when they're not in use - e.g. off-hours/weekends/etc.

Last time:

Today:

Budgets / Cost Anomaly Detection

D5. Create AWS Budgets and AWS Budget Alerts for daily and monthly spend rates

D6. Explore AWS Cost Anomaly Detection and Rightsizing Recommendations

Last time:

  • Are there Jiras for these yet?  Sprints identified?
  • Mark Veksler Peter was setting up anomaly detection?  Set up the budgets in AWS Cost Explorer. 
  • At some point, will have to assign budget to each team.  How do we do that?  Maybe need a spike to do that.  Yogesh can create Jiras, and work with the team to prioritize those things.
  • AWS Cost Review Group should periodically review the actuals vs. budget.  And review the budget on a different cadence, maybe around each flower release.  And revising it annually (strategic). 
    • Maccabee Levine asked: Are you suggesting the group just estimate from the current active environments (which should be doable -- each one will have a monthly budget, and end date, listed in the environment request)?  But how would they take into account any new requests that might crop up later in the year?  I imagine there would be a lot of guess work going on, but maybe you have a metric in mind?
    • Yogesh Kumar noted: We could use the historical new requests data to determine what's needed. Would it work to chat about it on Friday? I'd appreciate more context so I can better understand the request.
  • How would the dev team estimate costs.  Maybe want to develop a calculator?  Or an excel spreadsheet?  Including all of the AWS components involved.  Yogesh Kumar or Peter Murray ?  Make as simple as possible for development team.
  • Mark Veksler or Yogesh Kumar 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?

Today:

Reviewing Environments to Shut Down

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)

Last time:

  • Mark Veksler draft guidelines on who should have permissions to what operations in AWS.  What will each team be allowed to do.  Link from ACRG doc.

Today:

Future Topics

  • Off-hours shutdown during weekday evenings
  • Environment requests for the existing environments when the new procedures are approved


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