# Turing TREs cost recovery

## Attendees

- Ed Chalstrey

Notes
-----

- [name=David] tracking what projects request a TRE and making sure they are aware of the associated costs (credits+fee) and which are running
- [name=David] Making the appropriate credit request to RCP. Ed you are doing this right? Are we getting back in touch with each project RPM and approving the expenditure or is RCP doing that? (for example, when James did the last credit request Joseph Palmer wrote to me to approve it as budget tracker). I believe we should be the ones so I can add the fee to it, maybe Joseph/RCP can write to me and me to projects.
- [name=David] Periodically (monthly/quarterly as appropriate) ask project RPM to sign off on their costs. This so far has as well being done by RCP (Iain for the last ,and only, DSH’s I had to do) which in the case of EDoN led Maya to some confusion. I think we should be the ones to confirm with PMU the costs so we can include the fee, but again we need from RCP the information first.
- [name=David] ask finance for recharges by telling them how much to recharge to each project and to which code. After I have done all the above, I can prepare a spreadsheet with costs, codes to take the money from and which codes should it go to.
- [name=Jim] If you haven’t already, Ed, David (and anyone who needs it) should be added as billing readers for all TRE subscriptions (I think you should be able to be given that role on the Azure management group which contains all TRE subscriptions). That way you can see the costs accumulated and finance arrangements in ‘real time’.
- [name=Jim] RC currently reclaims costs quarterly(?) (although, I don’t think that necessarily means finance moves money at that point). This is based on the finance records they have for each subscription. It sounds like either you want to be involved in this process (talk to Iain), or, you might want to just have all TREs charged to a single finance code (which you control) and reclaim that money from projects yourself.

## Background info

Martin suggestion for a code

1. Create a new REG project code (R-RSE-005) for the TRESA within the REG department code (RES-2130)
2. Recharge production Azure costs and TRESA support to this TRESA project code
3. Recharge projects using the Safe Haven as per the recharge model, with the recharge moving funds from these projects to the TRESA project code
4. Look at how much of the TRESA costs have not been recovered each quarter and recharge these to the appropriate DSH budget code (as we’re underwriting from the DSH project budget until Aug 2024).
5. Do an analysis each quarter of the recovery rate against projects
6. Include a core-funded allocation for this shortfall in the REG budget from April 2024 (7 months in FY23-24 and 12 months for following years)

## TODO:

### Ed actions

- Contact IT to add TRESA people as billing readers for SHM prod management group
- [name=David] Can that include me? [name=Ed] yes
- Document process should be that by default project team is not given billing reader access, but they can be given it on request
- Add the new project code to docs
- TRESA-PM (David) will ask for support in reading the quarterly cost by subscription
- Contact RCP to change the EDON contact to be `[e-mail]` instead of Maya Bronfeld
- In the long run, get them to change the project code
- Can request the Azure credits from RCP even before the project code is definitely made
- `R-RSE-005`
- `D-ELA-005` (backup)

### David actions

- Create the project code for TRESA `R-RSE-005`
- Check with Iain this new process works
- Clear with project PMs requesting deployments that they have the necessary budget
- Quarterly will compose a spreadsheet that contains credits costs + monthly fee and ask for sign off from them. Having that will confirm to RCP both approval for the expedniture and sign-off
- David to check this plan with finance
- David to double check with Martin that R-RSE-005 will also be the code for all credit requests