Important: This implementation is required to achieve Mobile Application Management in line with a government directive.

The Quebec Ministry of Cybersecurity and Digital Affairs (COCD) released a directive to enhance the cybersecurity posture and digital infrastructure of Quebec’s public institutions. MAM represents the new policy and protocols that allow McGill to be compliant with the new regulation.

About this FAQ article

This FAQ page's goal is to answer most questions in relation to the MAM (Mobile Application Management) initiative across McGill University. Please make sure you verify your question was not already asked/answered in this FAQ before contacting the Service Desk.

General FAQs

What is within the scope of this initiative?

The objective is to enable Mobile Application Management (MAM) on all staff's user accounts.

Why is McGill implementing this change?

This change is required to achieve Mobile Application Management in line with a government directive. The Quebec Ministry of Cybersecurity and Digital Affairs (COCD) released a directive to enhance the cybersecurity posture and digital infrastructure of Quebec’s public institutions. MAM will implement this new policy and associated protocols to allow McGill to be compliant with the new regulation.

What does MAM protect?

MAM protects McGill's institutional data when users access it from a mobile device.

Will MAM manage my entire device?

No. MAM focuses only on university-owned data in applications that connect to Microsoft 365 services, regardless of whether the mobile device is personal or McGill-owned. At no time does the University have access to other areas of your device; your privacy, and you have full control of your mobile device at all times.

What are the benefits of MAM protection?

• MAM protects University data in supported mobile applications.
• When enabled, MAM automatically encrypts University data stored in mobile applications.
• If a mobile device is then stolen or lost, the encrypted data cannot be accessed by unauthorized users.
• IT Services may then remotely erase University data from the mobile device, no matter where the device is located. Note: the data remains untouched in the Microsoft 365 cloud service.
• The rest of the device, including all personal data, remains unaffected.

How does MAM work?

MAM is a set of policies that are applied to your user account. When you configure your user account in an application such as Outlook to access McGill data, those policies become enforced for the McGill account configured in the application. Personal accounts within the same application are not affected.

How will MAM impact me?

• You will need to re-enter your PIN or biometrics when accessing protected apps after timeout.
• You cannot copy or save McGill data to non-protected apps.
• You will not be able to print protected data.
• Syncing of calendar and contacts to native apps will be blocked.
• Native Mail and calendar apps will no longer be able to access your McGill account data. Only Outlook will be able to do so once MAM is applied to your account.

What’s changing with MAM?

To access McGill institutional data on a mobile device, users must configure MAM.

NOTE: MAM is not mandatory; however, to conform with government regulations, users will no longer be able to access McGill institutional data from a personal device without MAM.

MAM will introduce extra authentication requirements, by setting up a PIN and biometrics, to access McGill apps and data.

Which applications are targeted by MAM policies on my McGill account?

Enrollment FAQs

What if I choose not to use MAM?

It is your personal choice not to participate and use MAM. However, this means that you will not be able to access any McGill institutional data from a mobile device.

Do I need to configure MAM if I do not use it to access McGill data and I only use my personal device for two-factor authentication?

No. If you only use your personal device for two factor authentication, you do not need to configure MAM.

What devices are supported by the MAM solution?

The MAM solution supports both iOS and Android devices. Configuration instructions are available here. 

Why must I create a PIN or Passcode for MAM application PIN?

There are two distinctions here for PIN creation/passcode.

1. Device PIN: You will need to set-up a PIN to access your device. If you don’t already have a PIN created or biometrics set-up on your personal phone, you will be required to enable this and create your PIN to enable the MAM solution and policies.
2. MAM Application PIN: In addition to your device PIN, you will need to also set-up a specific PIN to access any MAM Office 365 applications. The application PIN is used to verify that the correct user is accessing the organization's data in an application.

Data and Applications FAQs

Will MAM manage my entire device?

No. MAM focuses only on university-owned data in applications that connect to your McGill University Microsoft 365 services using your McGill account, regardless of whether the mobile device is personal or McGill-owned. At no time does the University have access to other areas of your device; your privacy, and full control of your mobile device is always maintained.

Does MAM monitor or control what I do on my device?

MAM cannot monitor or control the actions you perform on your device; data access policies are only applied to the applications that are configured to access McGill data using your McGill account.

MAM does not manage:

• Data from any application not listed above or personal data from non McGill accounts in those applications.
• The choice of software you install on your device.​
• The 3rd-party apps you give access to for your camera or files.  ​
• The websites you visit with your browser or your browsing history. ​
• Resetting the password on your device.

What information does McGill see about my personal device?

McGill can see information such as device model, manufacturer, OS information, installed managed apps status, serial number, owner, and compliance with security policies. McGill cannot see or access personal information such as browsing history, email, passwords, documents, images or other sensitive data.

Personal data

How will MAM impact my personal applications or personal data?

MAM will not intrude on your personal applications or data. MAM protects and secures McGill applications and data without intruding on your personal apps or data. 

What about applications i possess for personal reasons?

MAM may affect users' personal use of the same apps if the app is configured with a mix of personal and McGill accounts. (e.g., users who currently use Outlook for their personal email will be required to enter an Application PIN for all accounts.)

McGill data

What is McGill institutional data?

any McGill data that you need to access through MAM.

Will shared mailboxes be impacted when the MAM policy is applied? 

Yes. You will have to manually add all the shared mailboxes you have access to. 

My McGill email contacts are no longer synchronized to my contacts app on my phone?

My McGill email contacts are no longer synchronized to my contacts app on my phone?

Applications 

To continue accessing University data from a personally owned device, what do I need to install on my phone or tablet?

• For iOS devices, install Outlook or other protected Microsoft 365 apps AND the Microsoft Authenticator application.
• For Android, install Intune Company portal and Outlook or other protected Microsoft 365 apps.

What is Microsoft Intune Company Portal?

Microsoft Intune is a cloud-based tool that allows McGill to manage its users and devices. The Company Portal application acts as a broker between Intune and the mobile device. It is required to successfully implement MAM on Android devices. You do not need to sign into the Company Portal.

I don’t currently use Outlook on my mobile device. Will I be able to continue using a third-party mail app (e.g., Apple Mail, Gmail)?

No, not for accessing your McGill email. The Outlook app will be the only permitted app for accessing McGill email and calendar once MAM is rolled out in your unit. You may continue using a native or third-party email app for personal or non-McGill related email accounts.

If I have a personal email account and use the Outlook app, will McGill have access to my personal email?

No. McGill email accounts and personal email accounts remain separate.

Do I need to use a different email app?

No. You may use your existing email, calendar and contacts apps. HOWEVER, if you would like to continue to access your McGill email, you must install the Microsoft Outlook application that is required to enforce the MAM policy.

If I access Workday or Pxier Desk Tool or any other McGill website from my phone, will I need to have MAM on my own phone?

No. Access to these websites remains available without MAM.

What do I do if I experience a problem?

I lost my personal cell phone. What should I do?

Notify your immediate supervisor right away. Contact the IT Support team for assistance. We can help by advising you on the best ways to protect your personal data and we will also use the mobile application manager product to protect any McGill data that may be in the applications on your device.

I’m having a problem, what should I do?

If you need support or experience any issues, please use the Report an issue form in the IT Support portal.

What if I forget my MAM Application PIN or want to change it?

Click on the “Forgot your PIN?” link when prompted to enter your PIN. You will need to sign-into your McGill University O365 email account, where you will be able to easily set a new PIN. 

ADDITIONAL REFERENCES:

• About Mobile Application Management (service description)
•