Scenario 2: Research Lab with Hierarchical Budget Management¶

# Dr. Smith creates lab organization
cws project create "Smith Lab" \
  --description "Computational Biology Research Group" \
  --owner patricia.smith@university.edu

# Output:
# ✅ Project created: Smith Lab (proj-abc123)

# NIH Grant project
cws project create "NIH-R01-2023" \
  --parent "Smith Lab" \
  --budget 2000 \
  --budget-period monthly \
  --description "RNA-seq and transcriptomics research"

# NSF Grant project
cws project create "NSF-2024-ML" \
  --parent "Smith Lab" \
  --budget 1500 \
  --budget-period monthly \
  --description "Machine learning for protein structure prediction"

# Discretionary
cws project create "Discretionary" \
  --parent "Smith Lab" \
  --budget 1000 \
  --budget-period monthly \
  --description "PI discretionary funds"

# Add senior staff with Admin role
cws project member add "NIH-R01-2023" \
  --email michael.torres@university.edu \
  --role admin \
  --budget-allocation 800

cws project member add "NSF-2024-ML" \
  --email lisa.park@university.edu \
  --role admin \
  --budget-allocation 800

# Add graduate students with Member role
cws project member add "NIH-R01-2023" \
  --email james.wilson@university.edu \
  --role member \
  --budget-allocation 400

cws project member add "NSF-2024-ML" \
  --email maria.garcia@university.edu \
  --role member \
  --budget-allocation 300

# Alert PI at 75% and 90% of each project
cws project budget alert add "NIH-R01-2023" \
  --threshold 75 \
  --email patricia.smith@university.edu

cws project budget alert add "NIH-R01-2023" \
  --threshold 90 \
  --email patricia.smith@university.edu,michael.torres@university.edu

# Same for other projects...

# James launches instance
cws launch bioinformatics-suite rnaseq-sample-42 \
  --project "NIH-R01-2023" \
  --size M

# CloudWorkstation output:
# ✅ Workspace launching: rnaseq-sample-42
# 📊 Cost: $2.40/day (r5.xlarge)
# 💰 Project budget: $245 / $400 (61% used this month)
# 🔗 SSH ready in ~90 seconds...

# James works for 4 hours, then stops
cws stop rnaseq-sample-42

# ✅ Workspace stopped - charges cease immediately
# 💰 Real-time budget update: $9.60 "banked" back to available budget
#    (Would have cost $57.60 for 24 hours, you paid $9.60 for 4 hours)
#    The $48 you DIDN'T spend is now available for other lab members!

# Cost tracking automatically updated
cws project cost show "NIH-R01-2023"

# Output:
# 💰 Project: NIH-R01-2023 Budget Status
#    Monthly budget: $2,000.00
#    Current spend: $1,245.80 (62%)
#    Available for new launches: $754.20 + $1,890 banked savings
#
#    💡 Effective Cost: $2.10/hour avg (vs $4.80/hour 24/7 assumption)
#       Hibernation/stop savings across all instances: $1,890 this month!
#       This is REAL MONEY you can spend on more compute!
#
#    By member:
#    - michael.torres: $720.50 / $800.00 (90%) - 343 compute hours
#    - james.wilson: $245.30 / $400.00 (61%) - 123 compute hours
#    - Shared resources: $280.00 / $800.00 (35%) - 140 compute hours
#
# 💡 Cloud vs Owned Hardware Reality:
#    Owned workstation: $5,000 upfront + depreciation whether used or not
#    CloudWorkstation: Pay $1,245 for 606 actual compute hours
#    Every hibernation/stop IMMEDIATELY increases available budget!

# Dr. Torres checks overall lab status
cws project list --tree

# Output:
# Smith Lab
# ├── NIH-R01-2023: $1,245 / $2,000 (62%) ✅
# │   ├── michael.torres: $720 / $800 (90%) ⚠️
# │   ├── james.wilson: $245 / $400 (61%) ✅
# │   └── shared: $280 / $800 (35%) ✅
# ├── NSF-2024-ML: $980 / $1,500 (65%) ✅
# │   ├── lisa.park: $650 / $800 (81%) ⚠️
# │   └── maria.garcia: $130 / $300 (43%) ✅
# └── Discretionary: $50 / $1,000 (5%) ✅
#
# Total: $2,275 / $4,500 (51%) ✅
# Rollover from last month: $225 (from NIH-R01-2023 underspend)
# Next month budget: $4,725
#
# 💡 Effective Lab Cost: $2.10/hour (vs $5.50/hour 24/7 assumption)
#    Lab is paying for 1,083 compute hours, not 8,760 hours/month!

# Dr. Park creates sub-budgets from her allocation
cws project budget allocate "NSF-2024-ML" \
  --member lisa.park \
  --subdivide \
  --personal 500 \
  --delegate maria.garcia 300

# Result should be:
# NSF-2024-ML: $800 allocated to lisa.park
# ├── lisa.park (personal): $500
# └── maria.garcia (supervised by lisa.park): $300

# Maria attempts GPU launch
cws launch gpu-ml-workstation protein-experiment --project "NSF-2024-ML"

# CloudWorkstation should prompt:
# ⚠️  APPROVAL REQUIRED: GPU Workspace Launch
#
#    Requested by: maria.garcia@university.edu
#    Instance: p3.2xlarge ($24.80/day)
#    Project: NSF-2024-ML
#    Your budget: $130 / $300 (43%)
#
#    This workspace exceeds your authority level.
#    Approval request sent to:
#    - Dr. Lisa Park (lisa.park@university.edu) - Project lead
#    - Dr. Michael Torres (michael.torres@university.edu) - Lab manager
#
#    Request ID: req-xyz789
#    Status: Pending approval (will notify via email)
#
#    You can check status with: cws approval status req-xyz789

# Dr. Park receives email:
# Subject: Approval Request: GPU Workspace Launch (Maria Garcia)
#
# Maria Garcia has requested approval to launch:
# - Instance: p3.2xlarge (1 GPU, $24.80/day)
# - Project: NSF-2024-ML
# - Justification: "Need GPU for protein folding simulation homework"
# - Estimated cost: $24.80 (8 hour time limit requested)
#
# Maria's budget: $130 / $300 (43% used)
# Project budget: $980 / $1,500 (65% used)
#
# Approve or deny: cws approval review req-xyz789

# Dr. Smith grants temporary access
cws project member add "NIH-R01-2023" \
  --email dr.kim@external.edu \
  --role member \
  --budget-allocation 200 \
  --start-date 2024-06-01 \
  --end-date 2024-08-31 \
  --auto-revoke \
  --notify-before-expiry 7days

# Result:
# ✅ Temporary member added: dr.kim@external.edu
#    Access: June 1 - August 31, 2024 (90 days)
#    Budget: $200/month
#    Auto-revoke: September 1, 2024 at 00:00 UTC
#    Reminder: August 25, 2024 (7 days before)

# On August 25, both Dr. Kim and Dr. Smith receive email:
# Subject: Collaborator Access Expiring Soon
#
# Dr. Kim's access to project "NIH-R01-2023" expires in 7 days.
#
# Current usage:
# - Instances: 1 active (rnaseq-collaboration)
# - Spend: $180 / $200 (90%)
#
# Actions:
# 1. Extend access: cws project member extend dr.kim@external.edu --days 30
# 2. Let expire: Workspaces will be stopped, data archived on Sep 1
# 3. Convert to permanent: cws project member permanent dr.kim@external.edu

# On September 1 at 00:00 UTC (auto-revoke):
# - Dr. Kim's workspaces automatically stopped
# - SSH keys revoked from all project instances
# - EFS home directory archived to S3
# - Email sent to both parties confirming revocation

# PI configures role-based quotas
cws project policy create "NIH-R01-2023" \
  --role member \
  --max-instances 2 \
  --max-instance-cost 5.00/day \
  --allowed-instance-types "t3.*,r5.large,r5.xlarge" \
  --blocked-instance-types "p3.*,p4.*"  # No GPUs

# Maria tries to launch 3rd instance
cws launch bioinformatics-suite experiment-3 --project "NIH-R01-2023"

# CloudWorkstation output:
# ❌ Launch failed: Quota exceeded
#
#    Your quota (Member role):
#    - Instances: 2 / 2 (100%)
#    - Current instances:
#      1. rnaseq-analysis (running)
#      2. protein-prep (stopped)
#
#    To launch another instance:
#    1. Stop or delete an existing instance
#    2. Request quota increase from lab manager
#
#    Contact: michael.torres@university.edu

# Maria tries GPU workspace
cws launch gpu-ml-workstation experiment-gpu --project "NIH-R01-2023"

# CloudWorkstation output:
# ❌ Launch failed: Workspace type not allowed
#
#    p3.2xlarge is not permitted for Member role.
#    Allowed workspace types: t3.*, r5.large, r5.xlarge
#
#    For GPU access, request approval from:
#    - Dr. Michael Torres (Lab Manager)
#    - Dr. Patricia Smith (PI)

# Dr. Smith configures grant end date
cws project configure "NIH-R01-2023" \
  --end-date 2024-06-30 \
  --freeze-after-end \
  --final-report-email patricia.smith@university.edu

# June 30, 2024 at 23:59 (automatic actions):
# 1. All running workspaces stopped
# 2. No new launches allowed
# 3. Project marked as "Archived"
# 4. Final cost report generated

# Email sent to Dr. Smith:
# Subject: Project Archived: NIH-R01-2023 Final Report
#
# The NIH-R01-2023 project has been automatically archived as of June 30, 2024.
#
# Final Statistics:
# - Total spend (12 months): $23,450 / $24,000 budget (97.7%)
# - Unused budget: $550
# - Total compute hours: 14,520
# - Hibernation savings: $4,230 (15%)
#
# Active resources at archive time:
# - Instances: 4 (all stopped automatically)
# - EFS volumes: 2 (maintained for 90-day archive period)
#
# Data Archive:
# - EFS snapshots: s3://smith-lab-archives/NIH-R01-2023/
# - Workspace configs: s3://smith-lab-archives/NIH-R01-2023/instances.json
# - Cost reports: s3://smith-lab-archives/NIH-R01-2023/reports/
#
# Next steps:
# 1. Review final report (attached PDF)
# 2. Data will be archived to S3 and EFS volumes deleted after 90 days
# 3. To restore project: cws project restore NIH-R01-2023

# Generate grant office report
cws project report "NIH-R01-2023" \
  --start 2023-07-01 \
  --end 2024-06-30 \
  --format pdf \
  --template nih-final-report \
  --output ~/Desktop/NIH-R01-2023-final.pdf

# Report includes:
# - Monthly spend breakdown
# - Cost by resource type (compute, storage, network)
# - Per-member usage and efficiency
# - Hibernation/cost optimization summary
# - Workspace type distribution
# - Peak usage periods
# - Compliance: All expenses within approved budget

# Dr. Smith (PI) initial setup
cws init --org-mode

# Interactive org setup:
#
# 🏛️  Organization Setup
#
#    Organization name: Smith Computational Biology Lab
#    Primary contact: patricia.smith@university.edu
#    Institution: University Research Computing
#    Department: Molecular Biology
#
#    Billing configuration:
#    AWS Account: 123456789012
#    Cost center: BIO-COMP-001
#    Grant codes: [Will configure per-project]
#
# ✅ Organization created!

# Create projects with full configuration
cws project create "NIH-R01-2023" \
  --budget 2000 \
  --period monthly \
  --start-date 2023-07-01 \
  --end-date 2024-06-30 \
  --grant-code "1R01GM123456-01" \
  --auto-freeze-at-end \
  --alert-thresholds 50,75,90,95 \
  --approval-required-over 10.00/day

# Configure role-based policies
cws project policy create "NIH-R01-2023" \
  --role admin \
  --max-instances 10 \
  --max-daily-cost 100 \
  --approval-threshold 50/day

cws project policy create "NIH-R01-2023" \
  --role member \
  --max-instances 2 \
  --max-daily-cost 10 \
  --approval-threshold 5/day \
  --allowed-types "t3.*,r5.*" \
  --blocked-types "p3.*,p4.*,x2.*"

# Add lab members with detailed configuration
cws project member add "NIH-R01-2023" \
  --email michael.torres@university.edu \
  --role admin \
  --budget 800 \
  --notify-at 75,90 \
  --allow-subdelegation

cws project member add "NIH-R01-2023" \
  --email james.wilson@university.edu \
  --role member \
  --budget 400 \
  --supervisor michael.torres@university.edu \
  --notify-at 80 \
  --onboarding-template "grad-student-rna-seq"

# James launches standard analysis instance
cws launch bioinformatics-suite rnaseq-batch-1 --project "NIH-R01-2023"

# Auto-approved (within authority):
# ✅ Workspace launching: rnaseq-batch-1 (r5.xlarge, $2.40/day)
# 📊 Your budget: $45 / $400 (11%)
# ⚙️  Hibernation: lab-standard (20min idle)

# Maria needs GPU for first time
cws launch gpu-ml-workstation protein-hw --project "NSF-2024-ML"

# Approval required (exceeds authority):
# ⚠️  GPU Workspace Approval Required
#
#    Requested: p3.2xlarge ($24.80/day, 1 GPU)
#    Your role: Member (max $5/day without approval)
#
#    Approval request created: req-202406-015
#    Notified: lisa.park@university.edu (Project lead)
#              michael.torres@university.edu (Lab manager)
#
#    Include justification: (optional but recommended)

# Maria adds context
cws approval comment req-202406-015 \
  "Need GPU for deep learning homework (Biophysics 601). Estimated 4 hours. Will use time limit."

# Dr. Park receives Slack notification (integration):
# 📋 Approval Request from Maria Garcia
#    Instance: p3.2xlarge ($24.80/day)
#    Justification: "Deep learning homework..."
#    Budget impact: $10 (4hr time limit)
#    Approve: /cws approve req-202406-015
#    Deny: /cws deny req-202406-015

# Dr. Park approves with modifications
cws approval approve req-202406-015 \
  --max-hours 6 \
  --note "Approved for homework. Auto-terminate after 6h. Come to my office if you need more time."

# Maria receives notification
# ✅ Approval granted: req-202406-015
#    Instance: p3.2xlarge
#    Time limit: 6 hours (auto-terminate at 4:30 PM today)
#    Notes from Dr. Park: "Approved for homework..."
#
#    Launch with: cws launch --approval req-202406-015

cws launch --approval req-202406-015

# Workspace launches with enforced limits:
# ✅ Launching: protein-hw (p3.2xlarge)
# ⏰ Auto-terminate: 4:30 PM (6 hours)
# 📊 Estimated cost: $6.20

# Morning dashboard check
cws project dashboard "Smith Lab"

# Output (TUI dashboard):
# ╔══════════════════════════════════════════════════════════════╗
# ║ Smith Lab Dashboard - June 2024                              ║
# ╟──────────────────────────────────────────────────────────────╢
# ║ Total Budget: $4,500/month | Spent: $2,340 (52%) ✅         ║
# ║ Active Instances: 7 | Hibernated: 3                          ║
# ║ Pending Approvals: 2 | Budget Alerts: 1                     ║
# ╠══════════════════════════════════════════════════════════════╣
# ║                                                              ║
# ║ Projects:                                                    ║
# ║ ├─ NIH-R01-2023: $1,250 / $2,000 (63%) ⚠️ (Alert: M.Torres) ║
# ║ │  ├─ M.Torres: $740 / $800 (93%) ⚠️                        ║
# ║ │  └─ J.Wilson: $280 / $400 (70%) ✅                        ║
# ║ ├─ NSF-2024-ML: $890 / $1,500 (59%) ✅                      ║
# ║ └─ Discretionary: $200 / $1,000 (20%) ✅                    ║
# ║                                                              ║
# ║ Pending Approvals:                                           ║
# ║ 1. req-202406-018: James Wilson - GPU (p3.2xlarge)          ║
# ║    Justification: "Benchmarking new pipeline"                ║
# ║    [A]pprove  [D]eny  [M]ore info                           ║
# ║ 2. req-202406-019: External: dr.kim@external.edu            ║
# ║    Temporary access request (3 months)                       ║
# ║    [R]eview  [S]kip                                         ║
# ╚══════════════════════════════════════════════════════════════╝

# Dr. Torres reviews James' GPU request
cws approval show req-202406-018

# Details:
# Approval Request: req-202406-018
# Requested by: James Wilson (james.wilson@university.edu)
# Instance: p3.2xlarge ($24.80/day)
# Project: NIH-R01-2023
# Time: June 15, 2024 at 9:30 AM
#
# Justification:
# "Need to benchmark new RNA-seq pipeline with deep learning step.
#  Comparing CPU vs GPU performance for paper revision.
#  Estimated 12 hours of testing."
#
# Budget Analysis:
# James' budget: $280 / $400 (70%)
# Cost impact: ~$12.40 (12 hours)
# After approval: $292.40 / $400 (73%) ✅
#
# Previous GPU usage: 2 times (both approved, well-utilized)
# Recommendation: ✅ Low risk, reasonable justification

# Approve with time limit
cws approval approve req-202406-018 \
  --max-hours 12 \
  --note "Approved for benchmarking. Please document results for lab meeting."

# Dr. Torres handles temporary collaborator
cws approval review req-202406-019

# Temporary Access Request: req-202406-019
# Requested by: Dr. Patricia Smith (PI)
# New member: Dr. Kim (dr.kim@external.edu)
# Project: NIH-R01-2023
# Duration: 3 months (July 1 - Sept 30, 2024)
# Budget allocation: $300/month
# Justification: "Collaboration on RNA-editing project, visiting scholar"
#
# This requires PI approval (>$200/month allocation)
# Status: Pending patricia.smith@university.edu

# Dr. Torres adds recommendation
cws approval comment req-202406-019 \
  "Dr. Kim has good track record from previous collaboration. Recommend approval with standard member permissions."

# May 1 (2 months before end): Automated warning
# Email to Dr. Smith:
#
# Subject: Project Ending Soon: NIH-R01-2023 (60 days)
#
# Your project "NIH-R01-2023" will end on June 30, 2024 (60 days).
#
# Current status:
# - Budget: $22,340 / $24,000 (93%)
# - Remaining: $1,660 for 60 days
# - Active instances: 6
# - EFS volumes: 2 (1.2 TB)
#
# Recommended actions:
# 1. Plan data archival strategy
# 2. Complete pending experiments
# 3. Generate preliminary reports
# 4. Consider requesting no-cost extension if needed
#
# Archive checklist: cws project archive-plan NIH-R01-2023

# Dr. Smith reviews archive plan
cws project archive-plan "NIH-R01-2023"

# Archive Plan: NIH-R01-2023
# End date: June 30, 2024 (60 days)
#
# Current resources:
# - 6 active workspaces → Will auto-stop June 30 23:59
# - 2 EFS volumes (1.2 TB) → Will be snapshotted and archived to S3
# - 4 EBS volumes (500 GB) → Will be snapshotted
#
# Data archival:
# - EFS snapshots: $12/month for 7 years (compliance)
# - S3 Deep Archive: $3/month
# - Total archive cost: $15/month
#
# Member access:
# - 4 members will lose project access
# - Research user accounts: Preserved for 1 year
# - SSH keys: Revoked from project instances
#
# Reports generated:
# - Final cost report (PDF)
# - Member activity report
# - Resource utilization summary
# - Grant compliance documentation
#
# Timeline:
# May 30: Warning email to all members (30 days before)
# June 15: Final warning (15 days before)
# June 30: Auto-archive and freeze
#
# Approve plan? [y/N]: y

# June 30, 11:59 PM: Automated archival
# - All workspaces stopped
# - EFS snapshots created
# - Data archived to S3
# - Final reports generated
# - Project marked "Archived"

# July 1: Dr. Smith receives final report
cws project report "NIH-R01-2023" --final

# NIH R01-2023 Final Report
# Grant Period: July 1, 2023 - June 30, 2024
#
# Budget Performance:
# - Total budget: $24,000.00
# - Total spent: $23,450.20
# - Unused: $549.80 (2.3%)
# - Efficiency: 97.7% ✅
#
# Resource Utilization:
# - Total compute hours: 14,520
# - Average cost/hour: $1.61
# - Hibernation savings: $4,230 (15%)
# - Peak month: December 2023 ($2,340)
#
# By Member:
# ├─ Michael Torres: $9,340 / $9,600 (97%)
# │  └─ Efficiency: Excellent
# ├─ James Wilson: $4,250 / $4,800 (89%)
# │  └─ Efficiency: Good
# └─ Shared Resources: $9,860 / $9,600 (103%) ⚠️
#    └─ Note: Overage covered by unused member allocations
#
# Compliance:
# ✅ All expenses within approved budget
# ✅ No unauthorized resource types
# ✅ Audit trail complete (14,520 logged events)
# ✅ Data archived per university policy