Credence Analytics - AWS Cloud Instance Creation, Approach & Process Manual

PROCESS MANUAL & APPROACH FOR RECOGNITION, CREATION & MONITORING OF AWS INSTANCES AND COSTS

A.    Recognition of Instances:

1. List down all the Current Accounts maintained in AWS Cloud.
2. List down instances under each account and their owner
3. One time clean up activity of all Instances under different account under different department.
4. Create the Instances account wise in ERP (One Time activity to be performed for all existing LIVE instances)

B.  Registration of all Instances in the ERP:

1. Instances MUST be registered in the ERP. Only those instances registered in the ERP will be recognized and paid by the company.
2. No team member can run instances on AWS in isolation, unless it is registered, created and approved centrally by the authorized people.
3. All registration will be centralized.
4. An demand for no instance has to be routed to the designated and authorized member to create and assign the instance to the requesting member.
5. Assign ownership and `STOP' `START ' `MODIFY ' rights based on the role to each owner of the instance.
6. Instances operation will be allowed to the users in the team. ERP will have a start & stop trigger. Notification daily on the status to all the owners of the instances.
7. Once the Project/ POC is completed, the owner has to immediately clear all the data, access rights to users and make the instance inactive or closed & inform the centralized authority team.
8. Only in the event of Paid services by Client wherein the agreement is in writing as part of the Mandate, the Server will be left ON as per the requirements of the client. The Customer also need to be made aware of the cost, which will ensure that they agree to stop & start server on a working hour basis. except the Payment UPI is linked to the client portal.

C.    Creation of New Instances:

1. In the event new instances are to be created for any activity including POC, requests to be made by the respective team, with approval to be provided by the Head of the Team, Finance & CEO.
2. Creation of Instances will be centralized - Authority to create only restricted with Vikas Prabhu, Manoj Vartak & Vijay Simha.
3. Instances can be created only with approval, including the instances for which payments are made by client.

D.        Monitoring & Control: 

1. Finance will send a report on a weekly basis of costs for each team.
2. Monitoring of instance state and cost. Budget will be allocated while creating instances.
3. Any over reach on over budget will be notified and action taken to remedy the Overload.
4. Instance-wise billing and budget monitoring will be done on a monthly reporting basis.