Glossary

The words this tool uses, in plain words. One thing has one name.

System: The unit of decision: one country, one product and one environment, for example "Gambia - eRegistrations - Live". Two special systems always exist: Shared platform (cost that serves every country) and Unassigned (cost not yet linked to a system).
Environment: One of three classes: live, test or dev. Prelive, staging, UAT, sandbox, training and tutorial count as test; draft counts as dev; a disaster-recovery copy counts as live. The original word is kept as a label.
Product: One of: eRegistrations, eRegulations, Trade Portal, GDB (Generic Database Builder) only, platform.
Hetzner project: A billing group in the Hetzner console, with its own access token. Always written "Hetzner project", never "project" alone.
Agreement: agreement: a signed hosting or maintenance agreement covers the system. pro-bono: UNCTAD carries the cost with no agreement. not-yet-known: nobody has recorded it yet.
Funded project in the pipeline: yes or no: a funded country project is expected that would cover the system.
Still needed: yes, no or not-yet-known.
Dead meter: A billed resource that serves nothing, for example a volume attached to no server.
Resource ID: What Hetzner bills, written as kind and number, for example server:6237493 or volume:101954706. A decision lists the resource IDs it changes.
Invoiced, list price, not yet known: Every figure carries one of these labels. Invoiced comes from the Hetzner invoice. List price comes from the Hetzner catalogue of server types; an older contract can be cheaper. Not yet known means there is no figure yet.
Full month: A billed line that covers the whole month. Savings use full-month lines only; a resource that changed during the month is not used as a before or after value.
Usage month and import date: The usage month is the month the cost was used (the invoice comes about the 10th of the next month). The import date is when that month was published here. A published month is frozen and never recalculated.
Provisional: A month is provisional while some links from resources to systems are not yet verified by a person. Totals are exact; the split per system can still change in a later month.
Import overdue: Shown in red when the next month is not published by the expected invoice day plus 3 working days.
Expected saving: Shown when a decision is proposed: the billed full-month cost of the "before" resources in the last published month, minus what replaces them (the list price for a resize). Shown per month, for 12 months and for 36 months.
Confirmed saving: Read from the invoice: the full month before the change, minus the first full month after it.
Stages: A decommission or consolidation goes: proposed, evidence of disuse, technical sign-off, approved, country told, snapshot taken and checked, waiting period, deleted, confirmed on the invoice. All other actions go: proposed, approved, done, confirmed. A "keep" stops at approved and has a review-by date. No stage can be skipped; a move back needs a reason.
Technical sign-off: A team member confirms that a delete is safe. The person who signs off cannot also approve.
Ease class: 1 dead meter; 2 in-place resize, no data move; 3 rebuild or move to a smaller disk; 4 consolidate systems; 5 hand over or close a system. "Easy" means class 1 or 2 with low risk. A live system, a system with an agreement or one with a funded project is never easy.
Risk: High if the system is live, has an agreement, has a funded project in the pipeline, or its evidence is stale or missing. Low only for dev and test systems with fresh evidence. Ease and risk are shown side by side, never as one score.
Security flag: Shown when the operating system of a system is past its end of support.
Roles: reader sees everything. approver (management) approves or rejects decisions. team records categories, evidence, proposals, stages and the technical sign-off. An admin also manages people.
Passkey: The only way to log in: a key kept on your device (phone, laptop or security key). An admin gives you a single-use enrolment link, valid 72 hours, to register it.