Materials to help individuals and teams get onboard the IBM Cloud and be effective
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README.md

README.md

Welcome to IBM Cloud Onboarding

The IBM Cloud can be complex and somewhat overwhelming, but we're here to help you make sense of it. This is a technically focused set of pages that will allow you to more easily onboard and effectively use the technology, see the latest best practices, and help you master the IBM Cloud.

Contents


Introduction - Getting Started

You want to work on the IBM Cloud - but you want to be smart about what youy are doing. We're here to help. This is a collection of best practices and guidance on how to best administer, govern, configure and have your users onboard onto the IBM Cloud. We're doing this as an open project on GitHub so we can share these practices with the wider community of IBM professionals and our customers. Please feel free to contact Daniel "Tox" Toczala, if you would like to contribute to this project.

The IBM Cloud is rapidly evolving and changing to better meet the needs of our customers. If you have topics or subjects that you would like to see addressed here, please open an issue for this project, so we can have other community members begin to contribute and address these areas.

Cloud Basics

The IBM Cloud has two major components, and it is good to have a basic understanding of both. The first model is based on Cloud Foundry. The Cloud Foundry access model is a framework for establishing a hierarchy of user access and security roles for an organization. It is based on a hierarchy of conceptual groupings, with the Account at the top, which may have one or more Organizations which belong to the Account. Each Organization may have one or more Spaces which are associated with it. Each Account/Organization/Space represents a working environment.

The IBM Cloud started out with ONLY the Cloud Foundry model, but now also has support for IAM (IBM Cloud Identity and Access Management) which uses the concept of Resource Groups and Access Groups to provide user access and security controls. These Resource Groups serve as the “home” for a variety of different infrastructure and IBM Cloud services. Access to these Resource Groups can be given on an individual basis, or can be assigned through the use of Access Groups. If you want to learn more about Resource Groups, Access Groups, and the IBM Access Management (IAM) system, read this great paper on Getting Started with IBM Cloud IAM.

The IBM Cloud documentation has a diagram of all of these relationships, and a brief description of all of these things and how they all interact. It's worth reading.

References for Further Reading

Organization of the Materials

We have organized the material here to try to be helpful for the administrators of the IBM Cloud, the strategists using the IBM Cloud, and the developers and technical users of the IBM Cloud. Each of these groups will have a "section" of this project, and you will see that this is organized around that idea.

IBM Cloud Onboarding for Strategists

Account types on the IBM Cloud

Since we are thinking about doing "real" application development work, we're going to need more capability than the trial and free versions of the services provide. That means that you will need to spend some amount of money to host these various services and capabilities. Check out this nice overview of the various IBM Cloud Account Types to get an idea of your options. The capabilities and limitations of these options differ, so it is important that you understand them.

Subscription billing can be done in a variety of ways, you should check with your IBM Sales representative for your available options. Some things to keep in mind when you have a subscription:

  • Subscriptions are typically for a set period of time. You will be expected to have a constant "burn rate", but you should think of your subscription as being something like a pre-paid card. As you use IBM Cloud services and capabilities, you will burn down the money left on your card. Whatever you don't use at the end of the subscription period is lost - so don't over-commit on your subscription.
  • What happens when I "go over" on my subscription? When you run out of funds on your subscription, you will begin to incur charges on a pay-as-you-go basis. This is often referred to as an overage.

It is important to know and understand the distinction between Infrastructure as a Service (IaaS) and Platform as a Service (PaaS). IaaS services are commonly found in the Infrastructure section on the IBM Cloud. This includes things like bare metal servers, virtual servers, VMWare vSphere, load balancers, internet services, and other similar resources. PaaS services tend to be everything else, including things like Blockchain networks, Databases, and the various Watson services.

When you sign up for the IBM Cloud, you will get a personal account set up, which is associated with your username (typically your email ID). This account is a trial account - it allows you to do things for free, and to use free plans for most of the services on the IBM Cloud. This is your PaaS account. if you look at your profile in the upper right hand corner of your browser window, you might see a 7 digit number before your name. This seven digit number is your linked IaaS account. This allows you to easily use both IaaS and PaaS resources within the same account - and it is part of our "One Cloud" goal at IBM. If you do not have a linked account, and you would like one, please contact your IBM team, or open a support ticket asking for the creation of a linked account.

Setting up a Functional ID for your Account Owner (see Admin)

For more information on setting up a functional ID for your account owner, see the write up in the Admin section.

Federation of your IBM Cloud ID's

Federation of your IBM Cloud ID's is important to understand. When you first get onto the IBM Cloud, you sign up for an account, typically using your corporate email address as your IBM ID. You then create a password, which is specific to the IBM Cloud. However, if you Federate your IBM Cloud ID's then you will authenticate against YOUR corporate ID servers, using your own internal ID (corporate email address) and your own corporate password. This allows you to also set up a Single-Sign-On (SSO) capability for your IBM Cloud.

You can learn more about federating your IBM Cloud ID's by reading the IBMid Enterprise Federation Adoption Guide. It covers many of the technical details of account federation, as well as an overview of the process.

Once you have federated IBM Cloud ID's, you will be able to more easily manage your users using things like dynamic rules for access groups to do automated access control that is in line with your corporate security guidelines.

Security models

The IBM Cloud currently operates with two different securoity models, which were mentioned in the Cloud Basics section. Here we will be digging into these two different models in more depth.

Cloud Foundry Orgs and Spaces

The Cloud Foundry access model is a framework for establishing a hierarchy of user access and security roles for an organization. It is based on a hierarchy of conceptual groupings, with the Account at the top, which may have one or more Organizations which belong to the Account. Each Organization may have one or more Spaces which are associated with it. Each Account/Organization/Space represents a working environment.

Your users can be assigned one of three different roles at the Organization level. These are:

  • Managers - Organization managers can create, view, edit, or delete spaces within the organization, view the organization's usage and quota, invite team members to the Organization, manage who has access to the Organization and their roles in the Organization, and manage custom domains for the Organization.
  • Billing Manager - Billing managers can view runtime and service usage information for the organization on the Usage Dashboard page. Multiple Organizations can often have the same Billing Manager.
  • Auditor - Organization auditors can view application and service content in the organization. Auditors can also view the team members in the Organization and their assigned roles, and the quota for the Organization. This role is assigned to all invitees by default.

Your users can be assigned one of three different roles at the Space level. These are:

  • Manager - Space managers can add existing team members and manage roles within the Space. The Space manager can also view the number of instances, service bindings, and resource use for each application in the space.
  • Developer – Space developers create, delete, and manage applications and services within the Space. Managing tasks include deploying apps, starting or stopping apps, binding or unbinding a service to an application. The Space developer can associate internal or external URLs with an application in the space.
  • Auditor - Space auditors have read-only access to all information about the space, such as information about the number of instances, service bindings, and resource use for each application in the Space.

The combination of the two roles, at the organization level and at the space level, will control what your users can and cannot do in the various spaces on the IBM Cloud.

Resource Groups and Access Groups

The IBM Cloud started out with ONLY the Cloud Foundry model, but now also has support for a IAM (IBM Cloud Identity and Access Management) which uses the concept of Resource Groups and Access Groups to provide user access and security controls.

Resource Groups can be thought of as being similar to spaces - thety are where a set of services "live", and they determine the ability of users to see and access those services. There are two major differences between these two: 1) resource groups do not live in a hierarchy like spaces do; and 2) the security model is different (and quite a bit more granular).

Let's examine the IAM security model in a little more depth. The account owner or administrator will be able to assign policies for both the platform management roles and the individual service roles. Platform management roles deal with overall resource group permissions, roles and access capability. You can assign platform managment roles at four different levels:

  • Viewer role - in this role you can view instances, aliases, bindings, and credentials for the resource group.
  • Operator role - in this role you can view instances aliases, bindings, and credentials for the resource group, and you can also manage all of these.
  • Editor role - in this role you can view and manage instances aliases, bindings, and credentials for the resource group. You can also rceate, delete, edit, and view service instances.
  • Administrator role - in this role you can do ALL management actions within the resource group

In addition to the platform managemnt roles, you can also assign roles and policies for each specific service. Most services will have a simple core of three policies (Manager, Reader, Writer) - but individual services can implement policies and
roles that are unique for them. You will need to check the documentation for a particular service to know (and then assign) proper roles and policies for each service.

Project types and IBM Cloud Usage

Internal Projects

Internal projects are easy. You don't need to worry about passing along costs to end customers, and you shouldn't have to worry too much about the visibility of the charges being generated on the IBM Cloud. All you need to make sure of is that you are following adequate Naming Conventions, so you can properly do any chargebacks and calculate costs to the business.

External Projects

You need to be aware of your business model, and specifically how you anticipate deploying and generating revenue from your application. If your application is being provided to your customers as a convenience, or as part of a larger capability, then you don't have to worry about passing along the costs of your IBM Cloud based capabilities. That makes it very much like an internal project - you just need to track and isolate the costs.

If your application is provided to customers as a capability and you would like to pass along the charges incurred, then you will need to figure out how to implement this business model. There is nothing built into the IBM Cloud capabilities that differentiates between API calls, or some of the other usage/billing metrics. Your application will need to track customer specific usage of the various IBM Cloud capabilities, and then provide a way to trace this usage back to the charges incurred on the IBM Cloud platform. This can be difficult to maintain, as API's change and pricing changes over time.

We much more strongly recommend that our customers provide capability in tiers to their customers, and that they then try to recover their IBM Cloud costs in a less granular manner. So your organization will be charging customers a monthly fee based on usage, perhaps across three tiers (light, medium, heavy), and then having the sum of all of these user fees roughly cover the monthly IBM Cloud costs. This will be easier to maintain, and will require less operational overhead in the long run.

IBM Cloud Onboarding for Administrators

IBM Cloud Administrators can face different challenges and will have different concerns that other user groups. Sometimes the IBM Cloud Administrator will be a operations person, sometimes an existing cloud administrator, or they might be an non-technical person. Our assumption here is that the new IBM Cloud Administrator is a person with a technical background. In this section we try to capture the common questions and concerns of someone in the role of an IBM Cloud Administrator.

Setting up a Functional ID for your Account Owner

When looking to use the IBM Cloud for organizational (or Enterprise) use, it is considered a best practice to have your organization procure an IBM Cloud subscription (see the section on Account types on the IBM Cloud). Your subscription should be associated with an organization email address, not a personal user address. This means that you will need to ask your IT department for a functional email address (or Functional ID) that is not associated with any one user. This will be your IBM Cloud Administrator account. This is done because often people change roles within a company, or leave a company, and accessing their account once this happens could be difficult (or impossible). You don't want your organizational cloud infrastructure with a single point of failure. For example, if I was setting up an IBM Cloud account and environment for the Acme company, I would not associate the account with my email address (joe.smith@acme.com). Instead, I would have an new email account created called IBMCloudAdmin@acme.com, and I would use this account to create a new IBM Cloud account ID, and then use this ID for all IBM Cloud administrative activities. Keep in mind that this new account should be auto-forwarding email to a small group of people within your organization. The IBM Cloud team will sometimes email updates on critical issues and maintenance activites to the owner email address, and you want to make sure that ALL of your administrators see these emails.

Naming Conventions

A failure to use naming conventions for your orgs, spaces, and resource groups, will lead to increased administrative burden, and the confusion of your Cloud users. Solid naming convetions will make chargebacks easier to compute, and will help your users (both technical and non-technical) to more easily navigate all of the projects in flight on the IBM Cloud.

Below is a set of naming conventions that we have used in many different environments. Feel free to use these as-is, or to make modifications to them. The important thing is that you establish naming conventions, and that you remain consistent in following those conventions.

  • Organizations - <project_name>_ORG
    • For example, AlphaProj_ORG.
  • Spaces - <project_name>_<environment>_SPC
    • For example, AlphaProj_Dev and AlphaProj_Test spaces. Try to have a common set of environments: like Dev, Test, QA, Staging, Pre-Prod, etc.
  • Resource Groups - <project_name>_<environment>_RG
    • For example, AlphaProj_Dev_RG and AlphaProj_Test_RG groups (which are paired with the corresponding spaces).
  • Access Groups - <project_name><environment><usertype>_AG
    • For example, AlphaProj_Dev_Devs_AG and AlphaProj_Test_Admins_AG access groups. Try to have a common set of user types: like Devs, Testers, Admins, DBAs, Architects, etc.

Administrative tasks

There will be a common set of administrativve tasks that you will find yourself doing all of the time. While you may be content with going into the web interface and doing these tasks manually, via typing and point and click, you will soon get frustrated with the amount of time and effor this takes. You should be proactive and begin to automate these activities, using scripts.

You can write these scripts as programs which access the IBM Cloud API, or you can have you scripts utilize the IBM Cloud Command Line Interface (CLI) tool. This tool will allow you to do almost anything in the IBM Cloud, and will enable you to use scripts to automate your most repetitive IBM Cloud administrative tasks. Just follow the directions on the IBM Cloud CLI Installation page. If you would rather download the latest binaries and put the installed tool in some custom location, make sure to check out the CLI image download links for the most popular OS platforms.

You can also choose to just create your own custom tool to do your more common tasks, and to properly enforce your naming conventions and your IBM Cloud standards. You can see an example of a tool like this in Administering Your IBM Cloud Account, which has a link to a GitHub repository with a sample script written in Python.

Adding new users

Adding new users is something that you will always need to do. There are two different types of new user additions to your environment. The first is adding a new user where you will need to add them to the IBM Cloud account, and then give them access to the spaces, orgs, and resource groups for the project that they will work on. The second one is a subset of this - where the user already has access to your IBM Cloud environment, but now needs access to additional projects or resources.

You also need to determine if your new user will need to have access to the IaaS capabilities and will need to have their account added to the access list for your IaaS account. If they want to create virtual machines, bare metal servers, storage repositories, networks or other infrastructure resources, they will need this.

So depending on what your user wants to do, and what they need access to, adding a new user will probably require more than a single command or step.

Adding new projects

Adding new projects is similar to adding new users in a number of ways. It is something that you will always need to do. It also requires multiple steps, and so it will end up being a multi-step or multi-command operation. You will need to do the following (all while following your naming conventions and standards):

  • Create a new organization
  • Create new spaces
  • Create new resource groups
  • Create new access groups
  • Add/create project users
  • Assign project users to the appropriate roles/access groups
  • Create any new resource instances needed
  • Create and apply any service specific policies and roles

Billing and billing issues

Billing for your IBM Cloud account is done monthly. You can always find out your own current usage by using the Manage > Billing selection from the web interface, or by using the proper commands (ibmcloud billing) from the IBM Cloud Command Line Interface (CLI).

If you are having billing issues with your IBM Cloud account, just open a support ticket and explain your issue. The IBM Support team should be able to work with the IBM Cloud Operations team to get your issue resolved. To open a support ticket, go to Support > Add Ticket from the main Web interface.

Removing Users

Users can be removed from environments (spaces and resource groups), projects, (organizations), or from your IBM Cloud environment as a whole (removal from IBM Cloud account and IaaS Infrastructure account). You cannot remove a user's account - but you can remove any access that they have to any of the resources within the IBM Cloud account used by your organization.

REMEMBER THIS! Teams and users will often generate API keys for easier access. When users are removed from projects or accounts, it is considered a best practice to rotate (generate new) API keys for all resources on the project. This will ensure that former users will not be able to access materials that they are not supposed to.

Archiving Projects

At this time many of the different constructs on the IBM Cloud are unable to be truly deleted - they need to be preserved to maintain accurate history and to preserve the integrity of some of the linked data. In order to archive a project, you will need to rename it to something that will not be "active", and remove all user access to the project. We suggest just appending a "ZZZ_" to the front of organizations, spaces, resource groups, and access groups that need to be archived. This will preserve your naming conventions, and allow you to easily find archived projects and their data.

After renaming all of these constructs, you will want to remove all access from all users except the administrative user. You should also check and make sure that no infrastructure assets are still in the environment running (and accruing charges) once you have decided to archive the project.

Suggested Documentation

What things should you be maintaining (documents, dashboards, etc.) to communicate the state of everything going on inside your IBM Cloud area? Here is a quick list of things that you need, what they are, and a short explanation of why you need them:

  • IBM Cloud Naming Conventions and Standards - this is a brief guide that explains your IBM Cloud naming conventions, and the high level approach to structuring projects, POC's, etc. If you follow a common "template" for projects, this should be explained.

  • IBM Cloud Project List - this should have the name of the project, brief project description, and a list of key stakeholders (business leader, architect, administrator, lead developer, etc.) and their contact information. This is useful when there are questions about general IBM Cloud usage, or if there are issues in one of your environments.

  • Project Request form - most organizations don't just open up the IBM Cloud to everyone without limitations. You want to have some sort of project approval process for approving IBM Cloud projects, and for tracking the spending of those projects over time. Teams should have to submit a project request form which allows someone to determine if the project is a good use of time and resopurces. This of course leads us to.....

  • Cloud Governance Description - this should describe your process for requesting cloud resources, launching projects on the IBM Cloud, monitoring executing projects, and the offboarding of projects. It should explain the process teams should expect to follow, and identify all of the stakeholders in the process.

Training Available

There is not a lot of training available that is focused on IBM Cloud administration right now. There is a nice video series on inviting and managing users and infrastructure, IBM Cloud network topology, and IBM Cloud Support Resources.

Another option that you have is to follow the Learning Journeys, and go and look at the following two learning journeys:

  • Administering a Cloud Infrastructure - primarily focused on Softlayer (IaaS or Infrastructure as a Service) administration. This is older, so the user interfaces have changed a bit, but the basic concepts still hold true.
  • Administering a Bluemix Based Application - this content is older (Bluemix is the former name of the IBM Cloud), so the user interfac e will be different, but most of the concepts still hold true.

IBM Cloud Onboarding for Users

Getting onto the IBM Cloud is easy, and beginning to use the services and capabilities of the IBM Cloud is relatively easy as well. It's important that you understand the basic cloud concepts from the Introduction - Getting Started section. Make sure that you review that section.

How to get an IBM ID

If your company or organization has an existing IBM Cloud subscription, and they have federated IBM Cloud ID's, then all you need to do is to go to your IBM Cloud dashboard, and supply your corporate ID (typically an email address like joe.smith@acme.com) and your corporate password. When a company decides to federate the ID's of it's users, those users authenticate against their own's company's identity servers, and everyone with a valid corporate ID will have access to the IBM Cloud.

If you are not lucky enough to work with a company with federated ID's, you will need to go out and create an IBM Cloud account for yourself. We suggest making your login the same as your corporate email address. This means that you'll be able to maintain your account in the future, if your company decides to federate ID's in the future. Supply the information asked for, and make note of your password, and you will be all set.

You might also find this video explaining getting an account, logging in, and some other account functions, useful to you.

Choosing services

Choosing the services that you want ot use from the IBM Cloud can be a daunting challenge. The first thing that you should do is to consult with your architects to determine if there are particular approaches or technologies that are suggested. Once you have a good feel for this, go into the IBM Cloud Dashboard and look at the catalog of avasilable services. On the left hand side menu, you will see categories of services. Use these to help you find what you are looking for.

When you see candidate services, click on the boxes (some refer to these as tiles) of the ones that you might be interested in. This will take you to a page with a more complete description of the service. These "service pages" also have one VERY IMPORTANT link on the left hand side of the window. It is entited "View Docs". Clicking on this link will take you to the online documentation for that service.

These online documentation pages often have links to demos, sample applications, and "how to" advice. These are all great resources to help decide which services to use. Once you begin to use the service, be sure to check out the API Reference secion for each service - which includes sample code for many popular programming languages that demonstrates proper usage of the service API.

When choosing services, you might want to check out the sister landing pages of this onboarding guide. For the Watson and AI services, you will want to read the Watson Landing Page for guidance on the various Watson services and for links to some excellent technical materials. For IBM Cloud services, you will weant to check out the IBM Cloud Landing Page, which also has explanations of some of the broad IBM Cloud capabilities, and provides links to highly respected technical content that will help you.

Choosing service plans

Each service has a variety of plans. Each plan has a different service level, capacity, and cost. When on the main "service page" for a particular service, scroll down. At the bottom of the page will be the different pricing plans, along with a summary of the functionality in each plan and it's cost. Pricing plans typically run from the cheapest and least full functioned at the top, to the most expensive and most full functioned at the bottom.

The pricing plan boxes are actually a big selection box. Click on each plan to see how it is highlighted. The plan that is highlighted when you press the "Create" button is the plan that will be used for your new service instance. If you make a mistake and create a service with a plan that you didn't want, just go into your IBM Cloud Dashboard and delete it.

Most services will offer a "lite" or "trial" plan. These plans will give you some limited capability and level of service for no charge. This gives you the ability to try some of these services out without spending any money - and let's you determine if they are a good technical fit for your particular need. If they are a good fit, you will then want to create a new instance of the service with one of the more fully supported and fully functional plans.

Make sure that you choose the right plan for your needs. Keep in mind that many services do NOT have a migration from one plan to another. If you find that you chose a plan without enough capacity, you will be forced to create a new one with a more full featured plan, and populate it with data from scratch.

Using Service Credentials

Once you have created an instance of a service, you will then want to be able to access this service from your software orchestration program. This can be done through use of the proper service credentials. These credentials can be thought of as a "username" and "password" that you will use for accessing the service. often these will be included as part of the request header for your REST based service call.

You can find these service credentials by clicking on the particular instance that you are interested in on your IBM Cloud Dashboard, and then by clicking on the Service Credentials menu item in the menu for that specific service instance. Note that you in addition to the credentials that come with the service as a default, you also have the ability to create specific service credentials for specific uses with your service.

Joining projects

Joining projects involves getting your account ID added to the proper orgs/spaces/resource groups by the administrator of those resources. Sometimes this is the administrator for a particular project, sometimes this is your IBM Cloud administrator. The process for doing this will be determined by the policies that your organization has in place, which have been (hopefully) captured in some sort of cloud governance documentation.

Account context

One thing to keep in mind as you work in the IBM Cloud. Many accounts are created by individuals - and these individuals have their own IBM Cloud resources available to them. They also have access to resources based on their membership in one or more projects on the IBM Cloud account associated with their company or organization. Often people will create service instances in their own account areas, and then wonder why they have disappeared. They didn't disappear, it's just that you are looking at the IBM Cloud area associated with your company, and you do not see you own private resources within that context.

So how can I tell what I am looking at? If you go to your IBM Cloud Dashboard and look in the upper right corner, you will see a small circle. If you have populated your profile with a picture of yourself, you can see how stunningly beautiful you are. If you haven't put your picture into your profile, then you will just see your initials.

Clicking on that circle in the upper right hand corner will reveal your account context. One of the fields in there is called account. Click on that and you can see all of the accounts that you have access to. You may have access to more than one account - if you do, then you can scroll up and down the list of accounts that you have visibility to and select which context you would like to be in. You also have the ability to upgrade your account (if you are still using a trial account), and update your profile information.

Educational Resources

There is specialized support and training for all of the services on the IBM Cloud. When looking at the service in the catalog, just click on the View Docs link, and you will see not only service documentation, but starter projects, and other materials to help you get started with that particular service.

There is also a more general course, called Administering a Bluemix Based Application, but this content is older (Bluemix is the former name of the IBM Cloud). The user interface will be different, but most of the concepts still hold true.