Merge pull request #138 from nerc-project/updated_billing_for_harvard

Updated billing for harvard

docs/get-started/cost-billing/billing-process-for-harvard.md

@@ -1,23 +1,34 @@
 # Billing Process for Harvard University
 
-NERC billing at Harvard will be similar to how AWS accounts are billed and leverage
-the HUIT Central Billing [Portal](https://billing.huit.harvard.edu/). Your HUIT
+Direct Billing for NERC is a convenience service for Harvard Faculty and Departments.
+HUIT will pay the monthly invoices and then allocate the monthly usage costs on
+the Harvard University General Ledger. This follows a similar pattern with how
+other Public Cloud Providers (AWS, Azure, GCP) accounts are billed and leverage
+the [HUIT Central Billing Portal](https://billing.huit.harvard.edu/). Your HUIT
 Customer Code will be matched to your NERC Project Allocation Name as a Billing
 Asset. In this process you will be asked for your GL billing code, which you can
 change as needed per project. Please be cognizant that only a single billing code
 is allowed per billing asset. Therefore, if you have multiple projects with different
 funds, if you are able, please create a separate project for each fund. Otherwise,
 you will need to take care of this with internal journals inside of your department
-or lab. Each monthly billing cycle, the HUIT billing team will review and update
-the cost per asset. Subsequently, they will email billing cost information for
-each asset to the corresponding billing email addresses of all customers.
+or lab. During each monthly billing cycle, the NERC team will upload the billing
+Comma-separated values (CSV) files to the HUIT Central Billing system accessible
+AWS Object Storage (S3) bucket. The HUIT Central Billing system ingests billing
+data files provided by NERC, maps the usage costs to HUIT Billing customers
+(and GL Codes) and then includes those amounts in HUIT Monthly Billing of all
+customers. This is an automated process.
 
 Please follow these two steps to ensure proper billing setup:
 
 1. Each Harvard PI must have a HUIT billing account linked to their NetID (abc123).
 NERC must have HUIT “Customer Code” for billing purposes. To create a HUIT billing
 account, sign up [here](https://billing.huit.harvard.edu/portal/allusers/newcustomer)
-with your HarvardKey.
+with your HarvardKey. This is already now part of PI user account role submission
+process that means PI can provide corresponding HUIT “**Customer Code**” while
+submitting [NERC's PI Request Form](https://nerc.mghpcc.org/pi-account-request/)
+or by submitting a new ticket at
+[the NERC's Support Ticketing System (osTicket)](https://mghpcc.supportsystem.com/open.php)
+under "**NERC PI Account Request**" option on **Help Topic** dropdown list.
 
     !!! abstract "What if you already have an existing Customer Code?"
         *Please note that if you already have an existing active NERC account, you
@@ -26,30 +37,42 @@ with your HarvardKey.
         Code then you can [contact HUIT Billing](https://billing.huit.harvard.edu/portal/allusers/contactus)
         to get the required Customer Code.*
 
-2. Provide NERC your six-digit HUIT “Customer Code” via
-[[email protected]](mailto:[email protected]?subject=NERC%20HUIT%20Customer%20Code%Details)
-and specify which OpenShift or OpenStack project this is for.
+2. During Resource Allocation review and approval process, we will use the HUIT
+"Customer Code" provided by the PI during step #1 to map to each approved allocations.
+Before mapping this Customer Code to Resource Allocation, we will send out an email
+to confirm with the PI or Manager(s). Additionally, there is an option for you to
+provide a new **33-digit GL Code** if you wish to override your **default GL code**,
+which may differ from the default GL code previously associated with the
+**Customer Code**.
 
-    !!! info "How to get the Allocated Project Name and Allocated Project ID?"
+    !!! info "How to view the Allocated Project Name and Allocated Project ID?"
         By clicking on the Allocation detail page through ColdFront, you can access
         information about the allocation of each resource, including OpenStack and
         OpenShift as described [here](../get-an-allocation.md#general-user-view).
         You will need to provide us **Allocated Project Name** and **Allocated Project
         ID** attributes, which are located under the “Allocation Attributes”
-        section on the detail page.
+        section on the detail page as described [here](../get-an-allocation.md#pi-and-manager-allocation-view).
 
-    Once NERC has receive the six-digit HUIT Customer Code for the PI, the NERC
-    admin team will create a new ServiceNow ticket by contacting
+    Once we confirm the six-digit HUIT Customer Code for the PI and correct resource
+    allocation, the NERC admin team will create a new ServiceNow ticket by contacting
     [HUIT Billing](https://billing.huit.harvard.edu/portal/allusers/contactus)
     or by emailing HUIT Billing directly at
     [[email protected]](mailto:[email protected]?subject=HUIT%20Customer%20Code%For%20NERC)
     for all approved and active allocation requests. In this email, NERC admin
     needs to specify the Customer Code and Unique Project Allocation Name. This
     will be mapped to a unique Asset ID in the HUIT billing portal.
 
+    !!! info "Important Information regarding HUIT Billing SLA"
+        Please Note, we will need PI or Manger(s) to repeat step #2 for any new
+        resource allocation(s) as well as renewed allocation(s). Also, HUIT Billing
+        SLA for new Cloud Billing asset is **2 business days**- although most requests
+        are typically completed within 8 hours.
+
     !!! danger "Harvard University Security Policy Information"
         *Please note that all assets deployed to your NERC project must be compliant
-        with University Security policies. Please familiarize yourself with the
+        with University Security policies as described
+        [here](../best-practices/best-practices-for-harvard.md). Please familiarize
+        yourself with the
         [Harvard University Information Security Policy](https://policy.security.harvard.edu/)
         and your role in securing data. If you have any questions about how Security
         should be implemented in the Cloud, please contact your school security

docs/get-started/get-an-allocation.md

@@ -236,7 +236,13 @@ PIs and managers can view important details of the allocation including start an
 end dates, creation and last modified dates, users on the allocation and public
 allocation attributes. PIs and managers can add or remove users from allocations.
 
-![PI and Manager Allocation View](images/coldfront-pi-manager-view.png)
+### PI and Manager Allocation View of OpenStack Resource Allocation
+
+![PI and Manager Allocation View of OpenStack Resource Allocation](images/coldfront-openstack-allocation-pi-manager-view.png)
+
+### PI and Manager Allocation View of OpenShift Resource Allocation
+
+![PI and Manager Allocation View of OpenShift Resource Allocation](images/coldfront-openshift-allocation-pi-manager-view.png)
 
 ## Adding and removing project Users to project Resource Allocation