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Getting started with AWS at IU is a multi-step process.  Some of these steps have to be done by the requesting user and some steps are done by UITS or the SICE Luddy School IT and Purchasing groups.  Here is a step-by-step guide to help you navigate the process.

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Note

Each step in the process designates who is responsible for completing that step in brackets.  For example [USER] indicates that the Faculty or Student making the request will have to do this step, [SICE Luddy Purchasing] indicates that the SICE Luddy Purchasing team will complete this step, and [IU Cloud Technology Support] means the IU cloud support group will complete this step.

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In order to get the required quote for AWS services you must come up with an estimate of expenses.  You can do this any number of ways but one convenient way is to use the AWS Cost Calculator.  If you aren't sure how to use that or you have questions about how to generate the estimate then you can contact the AWS specialist (as noted in the AUA confirmation email) or submit a SICE Ludy Help Desk Request for assistance.

Please note that this cost estimate (and the resulting quote from step 4 below) will only be used to encumber funds but the actual charges against your account will be based on your exact AWS usage which may be more or less than the actual cost estimate. For this reason, it is very important for the cost estimate to be an accurate reflection of the expected usage. If the estimate is too low, you will run out of money before the project ends and a new quote will have to be generated which may cause delays. If the estimate is too high, then the encumbered amount will essentially freeze funds in your account for this use but that does not mean you will actually be charged that much. Once the actual usage comes in, that is all your account will be charged so there is really not a penalty for estimating too high other than the possibility of extra funds in the account being temporarily unavailable for other use.

Step 3 [USER]: Submit a

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Luddy Help Desk Purchasing Request

At this point, you will need to submit a SICE Luddy Help Desk purchase request by emailing sicehelp@indiana.edu.  If you already have a help desk request for this then simply reply to one of the help desk emails with the required information.

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  1. The AUA Confirmation email from step 1 above
  2. The AWS Cost Estimate from step 2 above as a cost/month.
  3. The IU account number you want to charge
  4. An estimate of the start and stop dates of the AWS usage.  This, coupled with the estimated cost/month, allows for an estimate of the total project cost.  You are encouraged to err on the high side.  You are only charged for what you actually use but you don't want to use more than your estimate, if possible.
  5. A short description of the project.  If you are using a grant account then you should provide a more detailed justification explaining how this use of AWS services is directly related to the goal of the grant.  This justification is needed by the IU Contract and Grants office for grant accounts.

Step 4 [

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Luddy Purchasing]: Generate a Purchase Order

Once the SICE Luddy Purchasing team has all of your input, including the cost estimate, a Purchase Order (PO) will be created in the IU Purchasing system.  As with any purchase request, this will route to the appropriate people for financial approval.

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The AUA will include details that will be used by the SICE Luddy Purchasing Team to generate the Purchase Order.  Here are the general steps for creating the requisition in KFS but see the AUA email for more specific details.

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Your best source of information about AWS at IU are the documents listed at the beginning of this document.  If you get stuck or have a problems and want assistance you can contact the SICE Luddy Help Desk at sicehelp@indiana.edu or the IU Cloud Technology Support team at cloud@iu.edu. 

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