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Microsoft Negotiation


CAUDIT has negotiated an agreement with Microsoft every three years for the last 25 years.  The agreement is beneficial to CAUDIT, its Members and Microsoft.  We have a long tradition of working closely with Microsoft and it is hoped that this partnership will continue for many years to come.


The objective of this negotiation is to establish a multi-year agreement with Microsoft (3-5 years) for all Australian University Members of CAUDIT.

2017 Negotiation

It is noted that the 2017 Negotiation resulted in a 12-month extension to the previous agreement.  This was the best possible outcome from negotiations between February and October 2017.  Since that renewal, we have been working with Microsoft to establish a new multi-year agreement, based upon updated contracts (CASA 2017, EES 2017).

2018 Negotiation

CAUDIT is currently negotiating a new multi-year agreement; the negotiation is being lead by the Microsoft Negotiation Working Group (MNWG) in conjunction with CAUDIT staff.

Renewal Dates

Universities renew on one of the following dates, depending upon when their agreement started:

  • December 1
  • March 1

Approximately half of the membership renew on each date.  These dates are also being used for Microsoft Premier Support agreements (established in 2018, for the next renewal).

Microsoft Negotiation Working Group (MNWG)

Role Name Job Role/Title Institution
Procurement/Finance Representative Sonya Cachia IT Finance & Procurement Manager Western Sydney University
Member Jonathan Churchill Director, Information Technology & Resources James Cook University
Chair Vito Forte CIO Edith Cowan University
Member Michael Grant Director, Information Technology Systems Murdoch University
Corporate Representative Mark Gregory Vice President, Corporate Services (COO) Flinders University
Ex-Officio Steve Johnston Director, Strategic Procurement CAUDIT

Microsoft Technical Working Group (MTWG)

Each Primary Member Representative (CIO) of Australian Universities has been asked nominate two representatives from their organisation.  This list is being used to assist for primary contact for each University (in addition to the main member list).

Microsoft Hygiene Working Group (MHWG)

The new agreement uses different user definitions to those used in the past.  The CAUDIT negotiation team has pushed back against these changes, but the move towards user-based pricing is inevitable and therefore there is a need to improve the management of accounts within Active Directory and related services in order to ensure that the minimum price is paid by each member—in particular to ensure that there are no 'unused' accounts.

Please advise Steve Johnston if you would like to participate in this working group.

Legal Review

Contracts are currently being reviewed by Hall & Wilcox.  A copy of all contracts and preliminary advice received can be downloaded from the Microsoft 2018 Procurement Deal page.

Pricing Review

CAUDIT is currently reviewing pricing received from Microsoft.  In particular, detailed pricing checks have been conducted for Universities with representatives on the MNWG along with modelling of the 'base price' for all Universities across the sector.

Request for Tender

CAUDIT is planning to approach the Licensing Solution Provider (LSP) market in August 2018 for pricing information from each reseller eligible to sell to Universities under this program.  The following resellers will be approached for pricing.

  • Insight
  • Data #3
  • Dell
  • Dimension Data
  • HP / DXC
  • SoftwareOne
  • Winc

If you are a LSP, and not on the list, please contact Steve Johnston.

Further Information

Please contact Steve Johnston for more information.