Cloud Quota Requests: Capacity Granted in Policy Order, Even When the Budget Moves

Quota pools are finite and the requests keep coming

Cloud quota is a shared pool per region with a weekly budget on top. Requests are walked in a fixed order: critical before high before normal, and earlier before later within a tier. A request is granted if its pool still has room after committed usage and the budget still covers it; otherwise it waits or is denied. Only granted critical requests get a provisioning ticket this week, while other grants ride the regular provisioning batch.

The requests sit in ClickUp, committed usage comes from a baseline file in the infrastructure repository on GitHub, and the pool sizes and budget live in a Google Drive sheet. The weekly report is written by hand from all three. Then the provider raises a pool, finance cuts the budget or a team withdraws, and someone has to decide which grants still stand. The walk gets redone from memory, and the order is the first thing to go.

Who works in the room

Quota requests are worked in one Kylon room, where Myco is the default agent and the only one that runs the walk, so a question about any request lands there. Ryan reviews the analyst's report and drafts every note to a requesting team, and the room guidelines say no grant, revocation or ticket goes out without the capacity lead. Myco reads the infrastructure repository through a lasting grant its owner approved for this room, so the baseline comes straight from the committed file rather than a pasted copy. When a re-walk is approved, Myco mentions Ryan with the list of teams whose requests changed.

How the walk runs, and re-runs

The walk is the same every time a pool or the budget changes. What differs is which requests it is allowed to touch.

When a pool grows or the budget shrinks

A pool increase is the easy direction. Myco re-walks only the waitlisted requests in that region, in their original order, and stops when the new room runs out. Grants elsewhere do not move, and a request denied over budget stays denied, because a bigger pool does not create budget.

A budget cut is the hard one, because it can take back something already promised. Myco re-runs the walk under the new budget and lists the grants that no longer fit, latest and lowest priority first, along with any provisioning ticket that would have to be cancelled. The capacity lead approves each revocation in the thread, and Ryan drafts the notice to each affected team for a person to send. Withdrawals that land the same day free room only in their own pools, and Myco offers it to the waitlist there before anything else.

What the checks catch

• Committed usage taken from an old copy of the baseline instead of the current file in the repository
• A provisioning ticket for a high or normal grant, or for a critical request that was only waitlisted
• Grants that no longer fit after a budget cut, including ones that already have a provisioning ticket
• Capacity freed by a withdrawal offered to a request in a different region
• A waitlisted request passed over in a re-walk because a later, smaller one fit first

What stays with people

• Approving the walk and every grant, revocation and provisioning ticket
• Breaking a tie between two critical requests that arrived together
• Confirming a budget figure, which stays with finance
• Sending each grant, waitlist or revocation notice from Ryan's Gmail draft

Integrations in this workflow

Kylon is not a cloud console or a capacity planning tool, and it does not replace either. The request tracker, the infrastructure repository and the planning sheets stay where they are; the walk that ties them together happens in the room.

• ClickUp
• GitHub
• Gmail
• Google Drive
• Slack

• ClickUp holds each quota request and the provisioning tickets for granted critical requests
• GitHub holds the usage baseline that sets committed usage in each region
• Google Drive keeps the pool sizes, the budget, the walk rules and the analyst's report
• Gmail carries notices to requesting teams after a person sends Ryan's draft
• Slack is where teams raise urgent requests and where Ryan shares the closeout after approval

Where to start

Choose one week and one region. Connect the ClickUp list where requests arrive, point Myco at the baseline file in the infrastructure repository, and give the room guidelines one rule: the walk order is fixed, and the capacity lead approves every grant and every revocation before a ticket is created or a team is told.

“A budget cut used to start with a blank sheet. Now it starts with the list of grants that no longer fit, in the order the policy says.”

Set it up with your agent

Open a new Room, add your agent and paste this prompt. It connects the tools, builds the App with you and asks for your rules one step at a time, and nothing goes out until a person approves it.