diff --git a/docs/get-started/allocation/archiving-a-project.md b/docs/get-started/allocation/archiving-a-project.md index 2771292b..05f2dada 100644 --- a/docs/get-started/allocation/archiving-a-project.md +++ b/docs/get-started/allocation/archiving-a-project.md @@ -6,8 +6,8 @@ by accessing [NERC's ColdFront interface](https://coldfront.mss.mghpcc.org/). !!! danger "Important Note" If you archive a project then this will expire all your allocations on that - project, which will disable your group's access to the resources in those - allocations. Also, you cannot make any changes to archived projects. + project, which will clean up and also disable your group's access to the resources + in those allocations. Also, you cannot make any changes to archived projects. ![Alert Archiving a Project](images/archiving_project_alert.png) diff --git a/docs/get-started/allocation/coldfront.md b/docs/get-started/allocation/coldfront.md index 58569f1b..43aef008 100644 --- a/docs/get-started/allocation/coldfront.md +++ b/docs/get-started/allocation/coldfront.md @@ -47,7 +47,8 @@ do the following tasks: - Monitor resource utilization such as storage and cloud usage - Receive email notifications for expiring/renewing access to resources as well - as notifications when allocations change status - i.e. activated, expired, denied + as notifications when allocations change status - i.e. Active, Active (Needs + Renewal), Denied, Expired - Provide information such as grants, publications, and other reportable data for periodic review by center director to demonstrate need for the resources diff --git a/docs/get-started/allocation/images/coldfront-project-review-notifications.png b/docs/get-started/allocation/images/coldfront-project-review-notifications.png index 0ca8dec8..6ec48c57 100644 Binary files a/docs/get-started/allocation/images/coldfront-project-review-notifications.png and b/docs/get-started/allocation/images/coldfront-project-review-notifications.png differ diff --git a/docs/get-started/allocation/images/needs_renew_allocation.png b/docs/get-started/allocation/images/needs_renew_allocation.png new file mode 100644 index 00000000..dbf0f78c Binary files /dev/null and b/docs/get-started/allocation/images/needs_renew_allocation.png differ diff --git a/docs/get-started/allocation/project-and-allocation-review.md b/docs/get-started/allocation/project-and-allocation-review.md index b2de7091..5d2f0ac4 100644 --- a/docs/get-started/allocation/project-and-allocation-review.md +++ b/docs/get-started/allocation/project-and-allocation-review.md @@ -56,23 +56,26 @@ detail page and they see the status change to "project review pending". ## Allocation Renewals -When the requested allocation is approved, it must have an expiration date - which -is normally 365 days or 1 year from the date it is approved. Automated emails are -triggered to all users on an allocation when the expiration date is 60 days away, -30 days, 7 days, and then expired, unless the user turns off notifications on the -project. +When the requested allocation is approved, it must have an "End Date" - which +is normally 365 days or 1 year from the date it is approved i.e. "Start Date". +Automated emails are triggered to all users on an allocation when the end date +is 60 days away, 30 days, 7 days, and then set the allocation status to +"Active (Needs Renewal)", unless the user turns off notifications on the project. -!!! danger "Very Important: Urgent Allocation Renewal is Required Before Expiration" +!!! danger "Very Important: Urgent Allocation Renewal is Required Before End Date" If the allocation renewal isn't processed prior to the original allocation - expiration date by the PI or Manager, the allocation will expire and the - allocation users will get a notification email letting them know the allocation - has expired! + end date by the PI or Manager, the allocation will set the allocation status + to "Active (Needs Renewal)" and the allocation users will get a notification + email letting them know the allocation needs renewal! - ![Allocation Renewal Prior Expiration](images/renew_expiring_allocation.png) + ![Allocation Renewal Prior End Date](images/renew_expiring_allocation.png) - Currently, a project will continue to be able to utilize **expired** allocations. - So this will continue to incur **costs** for you. + Currently, a project will continue to be able to utilize allocations even after + the allocation end date, which will result in ongoing **costs** for you. Such + allocation will be marked as "Active (Needs Renewal)" as shown below: + + ![Allocation Needs Renewal After End Date](images/needs_renew_allocation.png) Allocation renewals may not require any additions or changes to the allocation attributes from the PI or Manager. By default, if the PI or Manager clicks on @@ -101,11 +104,12 @@ below: Then an automated email notification will be sent to the PI and all users on the allocation that have enabled email notifications. -## Cost Associated with Expired Allocations +## Cost Associated with Allocations that Need Renewal after "End Date" -Currently, a project will continue to be able to utilize **expired** allocations. -So this will continue to incur **costs** for you. In the future, we plan to change -this behavior so expired allocations will result in its associated VMs/pods not -to start and possibly having associated active VMs/pods to cease running. +Currently, a project will continue be able to utilize allocations even after their +"End Date", resulting in ongoing **costs** for you. Such allocations will be +marked as "Active (Needs Renewal)". In the future, we plan to change this behavior +so that allocations after end date will prevent associated VMs/pods from starting +and may cause active VMs/pods to cease running. --- diff --git a/docs/get-started/cost-billing/billing-faqs.md b/docs/get-started/cost-billing/billing-faqs.md index 4e4d847e..1715810a 100644 --- a/docs/get-started/cost-billing/billing-faqs.md +++ b/docs/get-started/cost-billing/billing-faqs.md @@ -52,10 +52,13 @@ or, by submitting a new ticket at [the NERC's Support Ticketing System](https:// **Persistent storage** related to an OpenStack VM or OpenShift Pod will continue to be billed even when the **VM is stopped** or the **Pod is not running**. -??? question "6. Am I going to incur costs for expired allocations?" +??? question "6. Am I going to incur costs for allocations after end date?" - Currently, a project will continue to be able to utilize **expired** allocations. - So this will continue to incur **costs** for you. + Currently, a project will continue be able to utilize allocations even after + their "End Date", resulting in ongoing **costs** for you. Such allocations + will be marked as "Active (Needs Renewal)". In the future, we plan to change + this behavior so that allocations after end date will prevent associated + VMs/pods from starting and may cause active VMs/pods to cease running. ??? question "7. Are VMs invoiced even when shut down?" diff --git a/docs/openshift/decommission/decommission-openshift-resources.md b/docs/openshift/decommission/decommission-openshift-resources.md index a772882f..35d010bf 100644 --- a/docs/openshift/decommission/decommission-openshift-resources.md +++ b/docs/openshift/decommission/decommission-openshift-resources.md @@ -248,14 +248,15 @@ you can filter the allocation of your interest and then proceed to request a Although other allocated resources i.e. CPU, RAM, GPU, etc. operate on a **pay-as-you-go** model, wherein charges are incurred solely based on usage, - **Expired** allocations will remain accessible to the users assigned under the - allocation. It is advisable to set all other allocation quota attributes to - zero (0) during the change request. **This measure ensures that existing users - will not accidentally use the resources from the project.** + **Active (Needs Renewal)** allocations after "End Date" will remain accessible + to the users assigned under the allocation. It is advisable to set all other + allocation quota attributes to zero (0) during the change request. **This + measure ensures that existing users will not accidentally use the resources + from the project.** Alternatively, PIs can control access to the allocation by [removing users](../../get-started/allocation/manage-users-to-a-project.md#addremove-users-tofrom-a-project) assigned to their NERC-OCP (OpenShift) allocation. This ensures that even if - the allocation expires, users will not have access to the unused resources. + the allocation ends, users will not have access to the unused resources. Please make sure your change request looks like this: