Transport Partnership
U.S. ENVIRONMENTAL PROTECTION AGENCY
Logistics Company FLEET Tool:
Data Entry Guide ^^S^,
Part3
oEPA
United States
Environmental Protection
Agency
Office ofTransportation and Air Quality
EPA-420-B-11-045
November 2011
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Part 3: DATA ENTRY GUIDE
This guide is Part 3 of a three-part series designed to help your company participate fully in the
SmartWay Transport Partnership.
In Part 3, you will learn how to enter the company and fleet data you collected using Part 2 into the
SmartWay Logistics Partner FLEET Tool. This guide covers:
1. Downloading and setting up to tool to run properly
2. Basic organization of the SmartWay Logistics Partner FLEET Tool
3. Entering your data
4. Viewing fleet performance summary data
5. Submitting data to SmartWay
6. Troubleshooting the tool
WARNING!
Completing this tool requires a considerable amount of information about your company, the divisions
that are joining SmartWay, and the fleets within those divisions. There are many sections and screens to
complete for each fleet that you operate. While you will have the ability to save your tool along the way
and return to it at anytime, we STRONGLY ENCOURAGE you to review Part 1 to understand key
information about joining the partnership and use Part 2 of this series to learn about the data
requirements and gather your data BEFORE attempting to use Part 3 to complete the tool.
Logistics Company FLEET Tool Users Guide Part 3 | P. 2
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Downloading and Setting up the Tool
About Microsoft Excel
Microsoft Excel is an electronic spreadsheet program used for storing and manipulating data. The
SmartWay Logistics Partner FLEET Tool was built using Microsoft Excel Forms.
Downloading the SmartWav Logistics Partner FLEET Tool
The tool can be downloaded from the SmartWay website at:
http://www.epa.gov/smartwaylogistics/partnership/logistics.htm
Please save the tool in a folder on your hard drive; this folder will house copies of your data and future
updates.
Security Settings for the SmartWav Tools
The following instructions should appear on your screen //you need to change your security settings
before running the tool.
Excel 2003 Users
Before you begin, be sure to set your Excel security setting level to "Medium."
1. When using Excel 2003, on the menu bar, go to Tools -^ Macro -^Security Level.
2. When
that
window
opens,
select
Medium.
Figure 1: Macro Drop-Down Menu
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Security
Security Level j Trusted Publishers
(.) Very High. Only macros installed in trusted locations will be allowed
to run. All other signed and unsigned macros are disabled.
ฉ High. Only signed macros from trusted sources will be allowed to
run. Unsigned macros are automatically disabled.
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3) Select the Enable Macros button in the security warning box. The following screen
(Figure 4) should appear:
r. J
*'
LQ(jisllc!_Nw3_6pm_(lean-riE [Compatibility Mode] Microsoft E>
fe V
Tool Help and Navigation
^J
_ฃ.' Provide? additional information about data enlrv field;
Figure 4: Logistics Partner FLEET Tool Welcome Screen
The part of the tool that you fill out resides in the gray, blue, and dark green forms that appear on the
screen. The Excel workbook that remains in the background - and which normally appears as a light
green screen as in Figure 4 - is where all of the data you enter is actually stored. However, for the
purpose of your data entry, please disregard the background workbook.
Security Settings for Excel 2007 Users
The default settings for Excel 2007 should enable you to run the tool without any changes. To run the
tool:
1) Save the tool to your computer; and,
2) Open the file, and select the "Options..." button that appears after the Security Warning
just below the menu bar (Figure 5). Detailed instructions are also provided on the
screen itself.
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I * truckMQdel_201Q-09-23_clean[l].XLS [Compatibility Mode] - Microsoft Excel
lome I Iniert Page Layout Formulas Data Review View Developer
_ ffx
pa^ ^ T'-r 0 .- ., A .V. - - - *",! s
Clipboard ^ Font ^ Alignment
f Ji ^ li ;::; =;
d* S - % ป llTnS -ฐS Conditional Format Cell ,.ttg
^ Number ^ Styles Calls
Q Security Warning Some active content has been disabled. Options,,.
i/ -' -J J
SortBo Find Si
Filter- Select-
Editing
"
bAl -- Jfr j Security Settings for the SmartWay Models
[Security Settings for the SmartWay Models
A
3 C
In order to run this application, you must have macros enabled.
For Excel 2007 Users: (If you are using Excel 2003. please sera// down.)
If an "Options.. ' button appears in the menu bar above, follow these instructions:
1. Click the Options button. This button appears after the Security Warning in the Excel 2007 menu bar
2. Enable content. In the Microsoft Office Security Options dialog box, choose 'Enable this content' and dick OK
If the "Options..." button does not appear, use the instructions below [NOTE, [f you do not have a round Office button
(as shown in the picture below), you are probably using an earlier version of Excel, in which case you need to scroll to
the instructions for Excel 2003 users.]
1 Click the Office button. This button appears in the top left corner of the screen in Excel 2007
2. Go to Excel Options. Click the "Excel Options" button in the bottom right corner of the pull-down menu:
' < > H Security Settings
H
Figure 5: Security Warning Screen
3) In the Microsoft Office Security Options dialog box (Figure 6), choose "Enable this
content" and select OK. The tool will then open after a short delay.
Logistics Company FLEET Tool Users Guide Part 3 | P. 6
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Microsoft Office Security Options
0
Security Alert - Macros & ActiveX
Macros & ActiveX
Macros and one or more ActiveX controls have been disabled. This active content might
contain viruses or other security hazards, Do not enable this content unless you trust
the source of this file.
Warning: It is not possible to determine that this content came from a
trustworthy source. You should leave this content disabled unless the
content provides critical functionality and you trust its source.
More informatiQn
File Path: S:\... FLEET Model Data Update'1,llFY'lLogistics\logistics_2Ql1-09-20-beta, xls
(*} Help protect me from unknown content (recommended)
O Enable this content
Open the Trust Center
Cancel
Figure 6: Security Options Dialogue Box
If you reach this point and the tool does not open, please review the "Software and Hardware
Requirements" on Page 7 of Part 1 of the guidance series. Otherwise, you may have your security set
too high. To adjust your security settings, select the Office button (in the top left corner of the screen)
and then select the "Excel Options" button in the bottom right corner of the pull-down menu (Figure 7):
Logistics Company FLEET Tool Users Guide Part 3 | P. 7
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Figure 7: Excel Options Drop-Down Menu
On the Excel Options screen, select Trust Center in the left navigation bar (Figure 8):
Advanced
Add-Ins
^B Change the most popular option
Top options for working with Excel
0 Enable Live Preview
CD Show Developer tab in the Ribbon
0 Wways use Cleat-Type
Color scheme; Blue wl
ScreenTip style: Showfeature descriptions in ScreenTips
When creating new workbooks
Use this font: B
Font size:
Default view for new sheets:
Include this many sheets:
Personalize your copy of Microsoft Office
User name: JMHeyward
-
se the languages you want to use with Microsoft Office: [ Language Settings,,. ]
Figure 8: Excel Options Drop-Down Menu
When the Trust Center options display opens, select Trust Center Settings in the bottom right portion of
the screen (Figure 9):
Logistics Company FLEET Tool Users Guide Part 3 | P. 8
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Popular
Formulas
Proofing
Save
Advanced
Customise
Add-Ins
I Trust Center
Resources
Help keep your documents safe and your computer secure and healthy.
Protecting your privacy
Microsoft cares about your privacy. For more information about how Microsoft Office F_xcel helps to protect your privacy,
please see the privacy statements.
Showthe Microsoft Office Excel privacy statement
Microsoft Office Online privacy statement
Customer Experience Improvement Program
Security & more
Learn more about protecting your privacy and securityfrom Microsoft Office Online.
Microsoft '.Vindovvs Security Center
Micro soft Trustworthy Computing
Microsoft Office Excel Trust Center
The Trust Center contains security and privacy settings. These settings help keep your computer
secure, We recommend that you do not change these settings,
Trust Center Settings,.
Figure 9: Trust Center Settings Screen
Logistics Company FLEET Tool Users Guide Part 3 | P. 9
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Choose the setting "Disable all macros with notification" (Figure 10) and select OK.
Trust Center
Trusted Publishers
Trusted Locations
Add-in s
ActiveX Settings
Macro Settings
Message Bar
External Content
Privacy Options
Macro Settings
For macros in documents not in a trusted location:
O Disable ajl macros without notification
ฉ Disable all macros with notification
O Enable all macros (not recommended; potentially dangerous code can run)
Developer Macro Settings
n Trust access to the VBA project object model
| OK |
0ฎ
Cancel
Figure 10: Macro Settings Screen
Next, to run the tool:
1) Save it to your computer.
2) Open the file, and select the Options or Enable Content button as described above.
3) In the Microsoft Office Security Options dialog box (Figure 6), choose "Enable this
content" and select OK. The tool will then open after a brief delay.
If the tool does not open at this point, please review the Software and Hardware Requirements in Part 1
of this guide.
Logistics Company FLEET Tool Users Guide Part 3 | P. 10
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Basic Organization of the SmartWay Logistics Partner FLEET Tool
Understanding the Tool Format and Structure
The SmartWay Logistics Partner FLEET Tool is organized around (1) information screens, (2) forms or
worksheets, and (3) reports/summaries that guide you through the process joining the SmartWay
Transport Partnership and/or providing your annual update to maintain your good standing with the
program.
Each screen or form opens up within a Microsoft Excel spreadsheet. The screens generally look like the
one shown here:
Introduction
Welcome to the SmartWay Logistics Tool, This version of the Logistics Tool encompasses ground truck and rail
freight movements. A future version will also cover marine and air freight movement,
For additional Information such as the tool user guide, technical manual or other support
materials, click on the following weblink:
SmartWav Logistics Tool Website
Or call the SmartWay Helpline at: (734) 214-4767
Or email the Helpline at: srnartway_transport(g)epa,gov
Tool Help and Navigation
Throughout the tool, you will see numerous buttons. Becoming familiar with these buttons will make
completing the tool easier and faster.
Provides instructions for completing each screen
Allows you to add notes or clarifications (button becomes yellow if a comment exists)
Checks your data input for missing or invalid information
Enlarges the text on the screen
Sends an image of the screen to your default printer
^H
?l Provides additional information about data entry fields
Figure 11: Opening Screen of Logistics Partner FLEET Tool
Logistics Company FLEET Tool Users Guide Part 3 | P. 11
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The name of each form appears at the top left-hand corner of the screen, in white text on the blue
window bar.
SmartWay Introduction
SmartWay9
Figure 12: Screenshot of Title of Screen/Form
Each screen contains text instructions or information about the program. Where applicable, the screen
will also include links to the SmartWay website or other sections of the tool (e.g., the various data entry
screens); these links will be underlined and shown in blue text.
SmartWav Logistics Tool Website
Figure 13 Screenshot of Link in the Tool
The screens also contain navigation buttons to direct you through the tool.
ZOOM IN
Figure 14 Screenshot Navigation Buttons in the Tool
When new concepts/ topic are introduced on a screen, a small question mark ([?]) appears next to it.
When you select the question mark, you will find additional definitions of terms or instructions to help
you complete the screen properly.
Reviewing the Introductory Screens
Before you reach your data entry section of the tool, you will move through four introductory screens
that allow you to review the basics of participation in SmartWay for logistics partners:
The "SmartWay Introduction" Screen
The "Partnership Agreement" Screen
The "Is this the Right Tool for Me?" Screen
The "Required Information" Screen
The features of these screens are described below.
Logistics Company FLEET Tool Users Guide Part 3 | P. 12
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The "SmartWay Introduction" Screen
The SmartWay Introduction screen is the first window that appears when the tool is opened (Figure 15).
This screen contains a link to the SmartWay website where you can view and download additional
information about the program, the tool, and the technical basis for the calculations in the tool.
'SmartWay
Introduction
Welcome to the SmartWay Logistics Tool. This version of the Logistics Tool encompasses ground truck and rail
freight movements. A future version will also cover marine and air freight movement,
For additional Information such as the tool user guide, technical manual or other support
materials, click on the following weblink:
SmartWav Logistics Tool Website
Or call the SmartWay Helpline at: (734) 214-4767
Or email the Helpline at: smart way _tr ansport@epa.gov
Tool Help and Navigation
Throughout the tool, you will see numerous buttons. Becoming familiar with these buttons will make
completing the tool easier and faster.
Provides instructions for completing each screen
ADD/VIEW
COMMENTS
VALIDATE
SCREEN
PRINT
SCREEN
Allows you to add notes or clarifications (button becomes yellow if a comment exists)
Checks your data input for missing or invalid information
Enlarges the text on the screen
Sends an image of the screen to your default printer
Provides additional information about data entry fields
Figure 15: SmartWay Introduction Screen
Logistics Company FLEET Tool Users Guide Part 3 | P. 13
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For your convenience, a link for SmartWay Tool information is provided here -
http://www.epa.gov/smartwaylogistics/partnership/logistics.htm.
The "SmartWay Partner Agreement" Screen
Partnership Agreement for Carriers
With this agreement, your company joins EPA's SmartWay Transport Partnership and commits to:
1. Measure and report to EPA on an annual basis the emissions performance of your company using EPA's SmartWay tool. (Existing fleets must
report the 12 months of data for the prior year ending December 31. Newly formed companies require a minimum of 3 months of operational data.)
2. Have performance results posted on the EPA SmartWay website/database.
3. Agree to submit supporting documentation to EPA for any data used to complete this tool and agree to EPA audit of this data upon request by EPA.
In return, EPA commits to:
1. Promote company participation in the Partnership by posting Partner names on the EPA SmartWay Website and in related educational, promotional, and media materials.
EPA will obtain express written consent from the Partner before using the Partner's name other than in the context of increasing public awareness of its participation as
described here.
2. Provide companies with industry-wide performance benchmark data as this data becomes available to EPA.
3, Assist Partners in achieving emission and fuel usage reduction goals (subject to Federal Government Appropriations).
General Terms
1. If the Partner or EPA defaults upon this agreement at any point, the agreement shall be considered null and void.
2. Either party can terminate the agreement at any time without prior notification or penalties or any further obligation.
3. EPA agrees not to comment publicly regarding the withdrawal of specific partners.
4. EPA reserves the right to suspend or revoke Partner status for any Partner that fails to accomplish the specific actions to which it committed in the SmartWay Transport
Partnership Agreement and subsequent Agreements.
5. The Partner agrees that it will not claim or imply that its participation in the SmartWay Transport Partnership constitutes EPA approval or endorsement of anything other
than the Partner's commitment to the program. The Partner will not make statements or imply that EPA endorses the purchase or sale of the Partner's products and
services or the views of the organization.
6. Submittal of this SmartWay Tool constitutes agreement to all terms in this Partnership Agreement. No separate agreement need be submitted.
By checking the box below, I declare that the information submitted via this tool is, to the best of my knowledge, accurate. I understand that any
person who, in the course of negotiating or performing under this Agreement, makes, presents or submits a false or misleading statement to the
government, or any person who makes a material omission in the course of negotiating or performing under this Agreement, may be subject to liability
under all applicable civil and criminal statutes including IS U.S.C. 1001 (criminal liability for false statements), 31 U.S.C. 3S01 - 3S12 (civil liability for
false statements) and 31 U.S.C. 3729-33 (The False Claims Act).
^ II under'. Ur IL| jnd dyruu i:u i:hu ruiins ui: II11-. jyiuijrnent. i
Check to accept Agreement
Figure 16: SmartWay Partner Agreement for Carriers
After selecting the ^^^^^ button on the SmartWay Introduction screen, the SmartWay Partner
Agreement for Carriers will appear. This screen replicates the agreement language found in Part 1 of
this users guide series.
Submitting a SmartWay Logistics Partner FLEET Tool to EPA constitutes agreement to all terms in the
Partnership Agreement, so please review this screen or the text version in Part 1 of this users guide
series before sending your tool to EPA.
To reach the data entry sections of the tool, you must agree to this language to join the SmartWay
Transport Partnership by selecting check box at the bottom left.
SmartWay Logistics Company FLEET Tool submissions are due on an annual basis; therefore, when you
submit your tool each year, this will constitute your renewal of your partnership agreement. Failure to
Logistics Company FLEET Tool Users Guide Part 3 | P. 14
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send your annual tool update will constitute a violation of the terms of the agreement and will result
in immediate removal of your company name/fleet from the SmartWay partner list.
NOTE: While in the past, SmartWay supported a lengthy warning process for partners that were
delinquent submitting their partnership materials; however, due to the large number of partners
currently joining and submitting materials to SmartWay, this level of customized service can no longer be
supported.
The "Is this the Right Tool for Me?" Screen
SmartWay offers several FLEET tools tailored for different business models and fleets. Most trucking
companies will use the Truck Carrier FLEET Tool; however, it is advisable to review the checklist in Part 1
of the user guide series and/or this screen in the Logistics Partner FLEET Tool to make sure it is the best
option for your operations.
Is this the right SmartWay tool for me?
Smart Way has a number of tools that may be appropriate for trucking companies: Truck Carrier, Logistics, and Multi-Modal, Each of these tools is
tailored to specific types of companies. Partners may need to complete different tools based on the transport modes employed (truck only, or
intermodal) and/or the amount of business contracted to other companies. To help make sure that you are filling out the right tool, SmartWay
has included guidance below:
Truck Carrier Tool
The truck carrier tool is used by companies with fleets that operate predominantly in the truck sector with less than 5% of their miles in other
transport modes such as rail, air or marine and that operate their equipment (owned or leased) such that they do less than 5% of their miles
with contractors (includes seasonal, overflow, and spot hires).
If you manage a dedicated truck fleet for another company, you should include those trucks in the Truck Tool and designate them as a private
fleet. If you manage multiple dedicated fleets, you do not need to develop a separate tool for each dedicated fleet, they can be amalgamated
into one fleet labeled private.
Logistics Tool
The logistics tool is intended for use by companies that predominantly contract with other carriers to move freight, such as logistics companies,
third-party logistics providers, fourth-party logistics providers, freight forwarders, and non-asset based carriers. If you move more than 5% of
your freight using your own internally managed carrier fleet, you should complete the appropriate carrier tool for that fleet, and include the
results in your logistics tool.
Multi-modal Suite
The multi-modal suite is an amalgamation of all of the SmartWay carrier tools. It contains the truck, rail, and logistics carrier tools. The multi-
modal suite is used by companies employing multiple modes of transport, and that move over 5% of their freight utilizing their own internal
carrier companies,
Examples
Case 1: MH Trucking is a 200 truck fleet, that only contracts out a few loads at Christmas. These loads constitute less than 5% of MH Trucking's
total loads. MH Trucking should complete the Truck Tool.
Case 2: RB Inc., operates none of its own trucks, and contracts other carriers to move all its freight, RB Inc., should complete the Logistics Tool.
Case 3: MP Services operates three divisions. A truckload division with its own fleet of 100 trucks, a Contract Carrier Division that contracts with
20 other truck companies, and an intermodal division that uses its own truck fleet and three rail companies. MP Services should use the Multi-
Modal Suite, completing a Truck Tool for its own fleet, a Logistics Tool run for its contract services division, and a logistics tool run for its
intermodal division (using its own truck fleet as an input with the three rail companies).
Still not sure?
Call the SmartWay Help Line for assistance: 734-214-4767
Figure 17: Determining Which Tool is Appropriate for your Fleets
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This screen provides basic information on three SmartWay Tools (Truck, Logistics, and Multi-modal)
appropriate for different types of trucking operations. Your choice of tool will depend primarily on the
transport modes you utilized and the amount of business you contract to other companies.
The "Required Information" Screen
The next screen summarizes the information needed to complete the Logistics Partner FLEET Tool.
Select
in order to retain a hardcopy for reference as you complete the rest of the tool.
SmartWay - Required Information
-SmartWay
Logistics
United States Version: 2.0.10
Following is a brief description of the information you will need to complete this tool. For further details,
please consult the Logistics Tool User Guide.
Partner Information
Company Name, Address, City, State, ZIP, Country, Main Phone, Website
Primary, Executive, and Other Contact Information:
- Name, Title, Address, City, State, ZIP, Country, Phone, E-mail
Company Characterization Information
Company Names and Contacts
Standard Carrier Alpha Codes (SCACs) and/or Motor Carrier numbers
Operation Type and Body Type
Carrier Use Profile
Identification information of carriers contracted in given year (including mode, name, and ID codes)
Carrier utilization details:
- Total Miles contracted
- Total Ton-Miles contracted
Figure 18: Summary of Logistics Tool Required Information
Once you have navigated through the four introductory screens, you will be taken to the SmartWay
Logistics Partner FLEET Tool Home screen.
Logistics Company FLEET Tool Users Guide Part 3 | P. 16
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Navigating the "Home" Screen
Figure 18 displays the structure of the Home screen.
SmartWay
Use the blue links below to navigate the tool. For more information, press the 'Help' button.
1. Enter Partner Name (Exactly as it should appear on the Smart Way website)
[I Report Vear: | 2010
2. Enter Company and Contact Information
Company and Contact Information
3. Define Your Logistics Fleets
Logistics Fleet Characterization
4. Download SmartWay Carrier Data File
Download Latest SmartWay Carrier Data File
5. Select Logistics Fleet for Data Entry
View or change
the selected
logistics fleet
6. View Reports
View Performance Data
Show Report of All Comments
7. Create Final Version
Create File to Send to EPA*
*8e sure to read carefully the directions that appear when you select this link.
PRINT
SCREEN
SAVE
PROGRESS
Figure 19: Main Tool Navigation or "Home" Screen
Logistics Company FLEET Tool Users Guide Part 3 | P. 17
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From the Home screen, you can:
1) Enter your partner name;
2) Fill out company and contact information;
3) Define your logistics fleet(s);
4) Download the latest SmartWay Carrier data file;
5) Enter data to characterize your logistics fleet(s);
6) View results of your data entry; and
7) Create final version to submit to EPA.
There are seven sections on the Home screen. Each section has links to additional screens or worksheets
within the tool which are described below:
1. Enter Partner Name: Here you will enter the name of your organization, exactly as it
should appear on the Partner Listing of the SmartWay website.
2. Enter Company and Contact Information
a. Enter your Contact Information: This link takes you to a screen that asks for
general company contact information, a primary SmartWay point of contact, and
an executive-level contact. Additional contacts may also be included.
3. Define your Logistics Fleets
a. Logistics Fleet Characterization: On this screen you will define all the logistics
fleets your company operates and provide information describing the operation
of those fleets. Once these parameters are defined, the software will
automatically generate blank data entry forms for each fleet.
4. Download SmartWay Carrier File
a. Download Latest SmartWay Carrier File: Select this link to download the latest
SmartWay Carrier performance data for use with your logistic fleets.
5. Enter Activity and Fuel Information for Each of Your Logistics Fleets
a. View or change the selected fleet: This link will take you to a screen that asks for
performance and fleet composition information necessary to calculate efficiency
metrics for your fleet(s).
6. View Output: Here you can see final summaries of your data including:
a. View Fleet Performance Summary: This link provides multiple options for
viewing your performance data and can generate multiple reports for you.
b. Show Report of All Comments: This link allows you to review any notes and
comments entered during the compilation of the different data inputs
throughout the tool. These comments can provide a useful reference for
documenting data sources and assumptions, as well as for preparation of
subsequent year submittals. In addition, you can use this link to view questions
Logistics Company FLEET Tool Users Guide Part 3 | P. 18
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and comments from your SmartWay Partner Account Manager after they receive
and return your data.
7. Create Final Version
a. Create File to Send to EPA: This link allows you to send your data file as an Excel
attachment in an e-mail to your Partner Account Manager (PAM). Selecting the
OK button does not automatically submit the data file to EPA -follow the
instructions on the popup screens carefully to complete this process. In the future
this screen will automatically send your SmartWay submission to the SmartWay
team via e-mail.
Entering Your Data
The first five sections of the home screen should be completed in order, and comprise all the steps
needed to complete your SmartWay Logistics Tool. After they are completed, you can review your
output and/or submit your tool to EPA.
Saving Your Data
In addition, in order to save data entered into the tool before exiting, you should select the "Save
Progress" button on the Home screen. Although you will also be prompted to save your data after
selecting "EXIT", we recommend saving your data entry intermittently, especially if you are entering
information for large numbers of carriers and/or fleets.
Reviewing Your Data
The data reports provided by the Logistics Partner FLEET Tool are covered in detail below in the View
Reports section of this guide.
Logistics Company FLEET Tool Users Guide Part 3 | P. 19
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Entering Your Data
You should complete the first five sections of the Home screen (see Figure 20) in order. The next five
sections of this guide explain how to enter your data on each of the required screens.
Section 1 Data Entry: Enter Partner Name
Enter the name of your organization, exactly as it should appear on the Partner Listing of the
SmartWay website.
Note that the reporting year for your data entry is shown next to "Report Year" to the right of
the Partner name.
SmartWay
ogistics
United States Version: 2.0.10 BETA
Use the blue links below to navigate the tool. For more information, press the 'Help' button.
1. Enter Partner Name (Exactly as it should appear on the Smart Way website)
[T~ Report Year: | 2010
<^
2. Enter Company and Contact Information
Company and Contact Information
3. Define Vour Logistics Fleets
Logistics Fleet Characterization
4. Download SmartWay Carrier Data File
Download Latest SmartWay Carrier Data File
5. Select Logistics Fleet for Data Entry
View or change
the selected
logistics fleet
6. View Reports
View Performance Data
Show Report of All Comments
7. Create Final Version
Create File to Send to EPA*
* Be sure to read carefully the directions that appear when you select this link.
Figure 20: Step 1 - Enter Partner Name
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Section 2 Data Entry: Enter Company and Contact Information
PLEASE REFER TO WORKHEET #1: Company and Contact Information in the Part II Data Collection and
Workbook to complete this section of the Logistics Partner FLEET Tool.
From the Home screen, select the blue link that says Company and Contact Information.
SmartWay
Use the blue links below to navigate the tool. For more information, press the 'Help' button.
1. Enter Partner Name (Exactly as it should appear on the SmartWay website)
Report Year: 12010
|AAA Logistics
2. Enter Company and Contact Information
Company and Contact Inforrnatio
3. Define Your Logistics Fleets
Logistics Fleet Characterisation
4. Download SmartWay Carrier Data File
Download Latest SmartWav Carrier Data File
5. Select Logistics Fleet for Data Entry
View or change
the selected
logistics fleet
6. View Reports
View Performance Data
Show Report of All Comments
7. Create Final Version
Create File to Send to EPA*
*8e sure to read carefully the directions that appear when you select this Sink,
SAVE
PROGRESS
Figure 21: Selecting the Company and Contact Information Screen
You will then be taken to the Company and Contact Information screen. The Partner Name entered in
Step 1 will be shown at the top of the screen. This screen will ask you to, provide the following
information:
Logistics Company FLEET Tool Users Guide Part 3 | P. 21
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Company and Contact Information
1. Company Information:
Company Name* |AAA Logistics
I
_'_'i i i|_'ai ly i 'j'ji i ic |
Address 1* |2000 Kenn Street
Address2 (suite 320
City*
| Austin
Main Phone* [(512)555-5555 '
Web Site* | aaaL.com
2. Primary Contact: -^J
Name K zJ First* |Bruce
|VP Operations
Use Company Address
State* [3 ZIP* 178731 Country* |USA
Toll Free:
MI
[. j Last* |jenkins
Address 1* \2000 Kenn Street
Austin
Address2 | Suite 320
City*
Phone*
Email*
State*
TX -r
ZIP* 78731
|(512)555-1212 Ext: f
Cell:
Country* |USA
Fax:
|Br Jenk@aaaL.com
3. Executive ! Same as Primary Contact _Ll
Contact* I (Same as Primary Contact)
4. Other Contacts:
Required
Add/Edit Executive Contact
1 -
Evelyn Stanard \
Add New Contact
Edit Selected Contact I Delete Selected Contact
VALIDATE
SCREEN
Figure 22: Entering Company and Contact Information
1. Company Information
2. Primary Contact information
3. Executive Contact (Vice President or higher)
4. Other Contacts
Each field marked with an asterisk must be filled out. You will not be able to submit the tool
to SmartWay without this information.
Logistics Company FLEET Tool Users Guide Part 3 | P. 22
-------
Steps for Entering Company and Contact Information:
Enter the Company data in section 1.
Enter the Primary Contact data in section 2.
The Primary Contact is the individual designated by the Executive Contact to directly interface
with SmartWay regarding specific tasks involved in the timely submission of the tool to
SmartWay. The Primary Contact coordinates communication between SmartWay and the
partner's company.
If the Primary Contact shares the same address as the company, you may select the
button to auto -populate the address section of this record.
Use Company Address
Enter the Executive Contact Information by selecting the
Ibutton to the right; enter the required data.
Add/Edit Executive Contact
The Executive Contact is the company executive who is responsible for agreeing to the
requirements in its SmartWay Partnership Agreement, overseeing the Primary Contact (as
appropriate) and ensuring the timely submission of the Tool to SmartWay.
If the Primary Contact and Executive Contact are one in the same, simply check the
|~~ Same as Primary Contact ,. . li^ur 4.- <- 4. 4. r *.-
box to auto-populate the Executive Contact information.
Enter Other Contacts (if applicable) by selecting the
button. A new contact field will appear, labeled Other Contact
Add New Contact
Information (not pictured).
Enter the first Other Contact then select OK when done.
NOTE: In some cases, companies with multiple business units will gather information
from different sources within the company. You may find it useful to have this
additional contact information stored within the tool.
You can add more names to the Other Contacts box by repeating this process. If you wish to edit an
existing contact's information, highlight the name you wish to edit and then select the
Edit Selected Contact
button.
You can remove an existing contact by highlighting the contact and then selecting Delete Selected
Contact.
Logistics Company FLEET Tool Users Guide Part 3 | P. 23
-------
To make sure you have filled out all required
VALIDATE
SCREEN
at
contact information, select
the bottom of the screen. If any information
is missing, a dialogue box will appear
informing you what additional information is
required.
Next select the
3 Executive ^~ ^ame as Primary Contact
Contact*
Jack Small
4. Other Contacts:
button to return to the Home screen and go to Step 3.
Logistics Company FLEET Tool Users Guide Part 3 | P. 24
-------
Section 3 Data Entry: Define Your Logistics Fleets
PLEASE REFER TO WORKHEET #2: Logistics Fleet Characterization in the Part II Data Collection and
Workbook to complete this section of the Logistics Partner FLEET Tool.
Next, on the Home screen select the Logistics Fleet Characterization link to display the Logistics Fleet
Characterization screens. This is the section where you will define the various components of your
logistics fleets.
SmartWay
ogistics
lited States Version: 2.0.10 BETA
Use the blue links below to navigate the tool. For more information, press the 'Help1 button.
1. Enter Partner Name (Exactly as it should appear on the SmartWay website)
Report Year: 12010
AAA Logistics
2. Enter Company and Contact Information
Company and Contact Information
3. Define Vour Logistics Fleets
Logistics Fleet
4. Download SmartWay Carrier Data File
Download Latest SmartWav Carrier Data File
5. Select Logistics Fleet for Data Entry
View or change
the selected
logistics fleet
6. View Reports
View Performance Data
Show Report of All Comments
7. Create Final Version
Create File to Send to EPA*
*Se safe to read carefully the directions that appear when you select this link.
SAVE
PROGRESS
Figure 23: Selecting Logistics Fleet Characterization on Home Screen
Logistics Company FLEET Tool Users Guide Part 3 | P. 25
-------
There are two tabs in the Logistics Fleet Characterization section of the tool:
1. Identify Logistics Fleets
2. Characterize Logistics Fleets
Tab 1: Identify Logistics Fleets is shown below.
SmartWay: Fleet Characterization - Logistics
Characterize Logistics Fleets
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Figure 24: Identifying Logistics Fleets
Steps for Completing "Identify Logistics Fleets" Tab:
Using data collected using Worksheet #2: Logistics Fleet Characterization in the Part II Workbook, enter
data for your first fleet:
Logistics Fleet Name: Enter the Logistics fleet name, with your partner name first followed by
your fleet or division name, exactly as you would like it displayed on the SmartWay website.
SCAC(s): If your fleet has a SCAC, please input that information. While it is not required to enter
SCAC information for each fleet, it will help shippers searching by those parameters in the
SmartWay database to easily find your fleet for inclusion in their Shipper and/or Logistics Tools.
MCN: If your fleet has a Motor Carrier Number, please input that information. While it is not
required to enter MCN information for each fleet, it will help shippers searching by those
Logistics Company FLEET Tool Users Guide Part 3 | P. 26
-------
parameters in the SmartWay database to easily find your fleet for inclusion in their Shipper
and/or Logistics Tool.
Fleet Type: For private company operations or dedicated contract service, enter
"Private/Dedicated." Otherwise select "For-Hire." If your company has only one service
division, your "Fleet Type" selection will reflect your company's operations as a whole. If there
are multiple divisions, each should have its fleet type defined separately.
Fleet Contact: Select your fleet contact(s). Use the drop-down menu to display the list of
contacts you entered in the Company and Contacts screen and select one. If there is a contact
for the fleet that is not already listed in the Company and Contacts screen, you will need to
return to that screen to add the contact information.
Modifying Logistics Fleets
Add Another Logistics Fleet
To enter another logistics fleet, select the button.
To delete a fleet, select the box next to the fleet you wish to delete, and then select the
X Delete Checked Rows
button.
Adding Comments/Notes
Creating useful comments assists SmartWay tool reviewers in approving your tool as quickly as possible.
Your comments help reviewers understand your business model. Any details that you can provide
related to your business operations will speed up approval time.
ADD
COMMENTS
Please note the _ I button located at the bottom of the screen. This allows you to
enter notes about the collection process, your assumptions and methods, data, or other
information. These details could prove useful for your reviewer when you or someone else fills
out the tool next year. If comments have been added for a particular screen, the
ADD
COMMENTS
VIEW/EDIT
COMMENTS
button will be highlighted in yellow on your screen and will now read mmtummfm to indicate to
your reviewer that there are comments to be read.
button is also available should you need assistance. You will also notice small gray icons
with question marks [?] displayed throughout the tool. When selected, these icons provide additional
information about specific items located on the screen.
Logistics Company FLEET Tool Users Guide Part 3 | P. 27
-------
To proceed, select the Characterize Logistics Fleets tab at the top, or simply select the
button at the bottom of the screen. Before proceeding to the next screen however, a popup screen will
appear asking you to verify that the name(s) of your fleets are correct - see Figure 25.
Verify Narne(s)
Please note that your fleet name(s) will appear on the SmartWay website exactly as you have entered them here.
IMPORTANT: Remember that fleet names should start with your company name, followed by the division/fleet name,
(This is a new requirement in 2011.)
OK
Cancel
Figure 25: Logistics Fleet Name Verification Message
Please verify that the logistics fleet name(s) are exactly as you want them to appear on the
SmartWay website, indicating your participation in the SmartWay program. Select OK to
proceed to the next screen, or Cancel to revise your fleet name(s).
Logistics Company FLEET Tool Users Guide Part 3 | P. 28
-------
Steps for Completing "Characterize Logistics Fleets" Tab:
Tab 2: Characterize Logistics Fleets is shown below in Figure 26.
SmartWay: Fleet Characterization - Logistics
Identify Logistics Fleets Characterize Logistics Fleets
For each logistics fleet enter the percent of each operational type based on approximate mileage, and the percent of each body type based on vehicle populations.
Percentages under Operation Category must sum to 100 percent, as must those under Body Type. When finished, select the Create Fleet(s) button. The logistics fleet names
will appear on the HOME screen so that you may begin entering details for each logistics fleet.
Operation Category (%)
Body Type (%)
Logistics Fleet Name
Truckload
Package
LTL Prayage Delivery Total
Special
Dry Van Reefer Flatbed Tanker Chassis Hauler Total
1-AAA Logistics-Expedited
2-AAA Logistics - Midwest
100
100
100
100
ADD
COMMENTS
Figure 26: Characterizing Logistics Fleets
Using data collected using Worksheet #3: Fleet Characterization, enter data for your first logistics fleet:
For each fleet, fill out the Operation Category (%) information by indicating the percentage of operation
on a mileage basis. Operational categories are described below:
Truckload (TL) - Truckload shipping is the movement of large amounts of homogeneous
cargo, generally the amount necessary to fill an entire semi-trailer or intermodal
container. Truckload carriers generally contract an entire trailer-load to a single
customer;
Less-than-truckload (LTL) - Less than truckload operations collect freight from various
shippers and consolidate that freight onto enclosed trailers for linehaul to the delivering
terminal or to a hub terminal where the freight will be further sorted and consolidated
for additional linehauls;
Drayage - Predominantly associated with port, or rail head connections where freight is
picked up, and moved to another transfer facility or transport mode terminal. Often
these moves are short in nature, but can be longer depending on specific situations:
Package delivery (PD) - Covers operations characterized by residential or business
package delivery/pickup consisting primarily of single or small groups of
Logistics Company FLEET Tool Users Guide Part 3 | P. 29
-------
packages. It does not include larger scale pickup delivery operations that are more
properly characterized as Less Than Truckload operations. Common examples of this
type of operation are the brown UPS and white FedEx delivery vehicles.
Enter the percent of each operational type based on approximate mileage. This percentage calculation
does not need to be exact but should be reasonably reflective of your fleet.
Next, fill out the Body Type fields, indicating the percentage by body type for each logistics fleet. Body
Type categories include:
Dry van
Refrigerated (Reefer)
Flatbed
Tanker
Intermodal chassis containers (pooled and owned)
Special hauler (e.g., Heavy Haul, Auto Carriers, Bulk Carriers, Household Moving,
Hopper, Livestock, Garbage, Utility, and other specialized carriers)
The percentages specified can be approximate, based on vehicle populations. The percentages for each
fleet must sum to 100%.
Once you are sure your information is input correctly, you may select the
bottom of the screen.
CREATE
FLEET(S)
button at the
If, at a point later in the data entry process, you realize that you need to add a new fleet or delete an
existing fleet, you can return to the Identify Logistics Fleets tab. To add a new fleet, follow all of the
instructions on the screen regarding defining your fleets, including selecting the
CREATE
FLEET(S)
button.
When you select this button, the system will create blank data entry forms only for the new fleet(s) you
have added; any existing fleets will not be affected.
If you need to delete an existing fleet, simply check the box next to the fleet and then select the Delete
Checked Rows button. Note that, if you have already generated data entry forms for the fleet you are
deleting, the system will prompt you to confirm the deletion.
ADD
COMMENTS
As on the other tabs there is a ' ' button as well as an _ ??J button. Selecting
will take you back to the Home screen (see Figure 27). At this point you may define
another logistics fleet following the same process, or proceed to Step 4 on the Home screen.
Logistics Company FLEET Tool Users Guide Part 3 | P. 30
-------
Section 4: Download SmartWav Carrier Data File
On the Home screen, select the link below item # 4: Download Latest SmartWav Carrier Data File. This
will ensure that you have the latest carrier performance data for characterizing logistic fleet
performance. You will not be able to input the required logistics fleet data in Step 5 without this file.
You must have an active Internet connection to perform this step.
SmartWav
Use the blue links below to navigate the tool. For more information, press the 'Help' button.
1. Enter Partner Name (Exactly as it should appear on the Smart Way website)
Report Vear: 12010
|AAA Logistics
2. Enter Company and Contact Information
Company and Contact Information
3. Define Vour Logistics Fleets
Logistics Fleet Characterization
4. Download SmartWay Carrier Data File
Download Latest SmartWav Carrier Data File
5. Select Logistics Fleet for Data Entry
AAA Logistics - Expedited - Not Checked
AAA Logistics - Midwest - Not Checked
6. View Reports
View Performance Data
Show Report of All Comments
7. Create Final Version
Create File to Send to EPA*
View or change
the selected
logistics fleet
*Se sure to read carefully the directions that appear when you select this link.
SAVE
PROGRESS
Figure 27: Downloading Latest SmartWay Carrier Data File
After selecting the link, the carrier file will be downloaded to your computer and the date of the file will
be displayed to the right on the Home screen, as shown in Figure 28.
Logistics Company FLEET Tool Users Guide Part 3 | P. 31
-------
Section 5: Characterize Logistics Fleets
On the Home screen, you will now see all the fleets you created listed in the window below item # 5:
Select Logistics Fleet for Data Entry.
SmartWay
gistics
United States Version: 2.0.10
Use the blue links below to navigate the tool. For more information, press the 'Help' button.
1. Enter Partner Name (Exactly as it should appear on the SmartWay website)
Report Year: 12010
AAA Logistics
2. Enter Company and Contact Information
Company and Contact Information
3. Define Your Logistics Fleets
Logistics Fleet Characterization
4. Download SmartWay Carrier Data File
Download Latest SmartWav Carrier Data File
5. Select Logistics Fleet for Data Entry
Date of Current Carrier File: 9/20/2011
AAA Logistics - Expedited -
AAA Logistics - Midwest - Not Checked
View or change
the selected
logistics fleet
6. View Reports
View Performance Data
Show Report of All Comments
7. Create Final Version
Create File to Send to EPA*
*Be sure to fead carefully the directions that appear when you select this link.
Fleet status
Not Checked
PRINT
SCREEN
SAVE
PROGRESS
Figure 28: Home Screen with Logistics Fleet Status
Logistics Company FLEET Tool Users Guide Part 3 | P. 32
-------
There will be a status message after each fleet, indicating whether or not the data entry for that fleet is
complete. The following information may appear beside a fleet name:
Not checked - Data has not been entered yet.
Incomplete - Some data is still missing and/or inconsistent.
Complete - All data requirements have been met and validation has occurred.
In addition to the status indicators above, you may also see one of two qualifiers: "Errors" or
"Warnings."
Errors will prevent you from generating the Internal Metrics Reports under item #6, View
Reports, and must be addressed before you can submit your tool to EPA.
Warnings will allow you to view the Internal Metrics Reports and submit your data to EPA.
However, it is strongly recommended that you carefully review each warning message before
sending your data to EPA so that you can anticipate questions that you may receive you're your
partner account manager (PAM) as a result of your data being outside the expected ranges.
Addressing errors and warnings is described for subsequent input screens in the following
sections.
To add data to a particular fleet, highlight the fleet name and then select
, or simply double-click on the name of the fleet. You will then proceed to the tool Data
Entry Screens for the selected fleet.
Logistics Company FLEET Tool Users Guide Part 3 | P. 33
-------
SmartWay
Use the blue links below to navigate the tool. For more information, press the 'Help1 button.
1. Enter Partner Name (Exactly as it should appear on the SmartWay website)
Report Vear: 12010
|AAA Logistics
2. Enter Company and Contact Information
Company and Contact Information
3. Define Your Logistics Fleets
Logistics Fleet Characterization
4. Download SmartWay Carrier Data File
Download Latest SmartWav Carrier Data File
Date of Current Carrier File: 9/20/2011
5. Select Logistics Fleet for Data Entry
AAA Logistics - Expedited - Not Checked
AAA Logistics - Midwest - Not Checked
View or change
the selected
logistics fleet
6. View Reports
View Performance Data
Show Report of All Comments
7. Create Final Version
Create File to Send to EPA*
*Se sure to read'carefuffy the directions that appear when you select this Sink,
PRINT
SCREEN
SAVE
PROGRESS
Figure 29: Selecting Logistics Fleet for Data Entry from the Home Screen
PLEASE REFER TO WORKHEET #3B: Fleet Characterization to complete this section of the Logistics
Partner FLEET Tool.
Logistics Company FLEET Tool Users Guide Part 3 | P. 34
-------
Steps for Completing the Select Carrier(s) Tab
After selecting a logistics fleet for data entry, you will see the Select Carrier(s) screen (see Figure 30).
SmartWay Logistics Tool: AAA Logistics - Expedited
Activity Data Emissions Summary
Carrier Performance
You may enter your carrier data directly into the tool using the Manual Entry Method, or you may upload a pre-populated file containing data on multiple carriers using the Data
Import Method. Since multiple non-SrnartWay carriers are entered on one line, be sure to indicate the number of non-SrnartWay carriers you use. When you have completed
this screen, proceed to the "Activity Data" screen by selecting the tab above or clicking NEXT at the bottom of the screen,
Datelmnort Method-
EปPฐrt Master File
Export Selected Carriers
Import Carriers from File
Detailed Instructions fur Data
Export/Import (pdf)
REMEMBER TO ADD YOUR NON-SMARTWAY CARRIER INFORMATION BY SELECTING THE "NON-SMARTWAY" OPTION FROM THE AVAILABLE CARRIERS LIST
_?J Carrier Mode Bin Category _?J iers
I Option #2: I Select a Mode j*| f
-^J Manual Entry Method:
Add Selected Carrier to List Below
M SCAC:T _?] 1CN: f
Apply Filter | Remove Filter
Selected Carriers
F Select All for Deletion
Delete Selected Carriers
.
Mode
.
Category
# Non
carriers
X Delete Checked Rows
Figure 30: Select Carrier(s) Screen
The Select Carrier(s) screen allows you to input specific data about each carrier that you hire by
referencing the carrier data file downloaded to your computer from the SmartWay website.
Two options are available for identifying your carriers. If you have a large number of carriers (e.g., as a
large 3PL), you may wish to develop your carrier details separately and upload your data in a single file
using the Data Import method. Alternatively, if your logistics fleet has a limited number of carriers, you
may choose to specify your carriers one at a time using the Manual Entry method. These two methods
are described in detail below.
Note: Select the blue link at the upper right of the screen, Detailed Instructions for Data
Export/Import, to view and/or print these instructions. This information is also available at
http://epa.gov/smartwav/documents/partnership/420bll040.pdf
Logistics Company FLEET Tool Users Guide Part 3 | P. 35
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Data Import Method
The purpose of the Logistics Tool's Data Import function is to allow larger logistics partners to extract
and combine data from their in-house computer systems, and to then import this data directly into the
Logistics Tool, alleviating the need to key in this data through the tool's input forms.
The carrier data that you collect and prepare needs to be stored in a Comma Separated Values (CSV) file.
In order for the CSV file to be properly read, it must be saved with the proper format. Although CSV files
can be viewed and updated using a variety of different PC applications, SmartWay recommends that you
use Microsoftฎ Excel. Excel has standard support for CSV files, in that it can easily read and write this
type of file.
v Note: You MUST save your import file as a CSV file. If you accidently save your file as an Excel
^ workbook, you can easily change the format back to a CSV file by using the Save As option in
Excel.
Note: EPA does not have the resources or technical expertise to assist you in creating and
importing this file. Please work with your own in-house IT/MIS computer staff as needed.
Step 1: Select your carrier(s).
When the Logistics Tool imports your CSV file, it matches the carrier mileage and ton-mile information in
the file with emission factors from EPA's SmartWay Database. The carrier data is matched together in
one of two ways: (1) using an internal carrier Identifier, or (2) using the carrier's name, mode, and bin
category. The CSV file also needs to be a specific format. In order to satisfy both of these requirements,
EPA recommends following one of two approaches:
Option A:
Export Master File
On the Select Carrier(s) screen, select the
button. This will list all of the
current SmartWay Carriers into a CSV file in the correct format. You can then open this CSV file
in Excel and delete the carriers you don't use. The required steps for this Option are listed
below.
1. Select the "Export Selected Carriers" button.
2. A "Save As" screen will pop-up.
3. Save document as "XXX.csv" file, where "XXX" is a name of your choosing, in any folder on
your computer.
4. Open this CSV file and delete the SmartWay carriers that you did not use during the
reporting year.
5. Save this modified CSV file to your computer.
6. Go to Step 3 (Populate the CSV file with carrier data from your in-house computer systems)
below.
Logistics Company FLEET Tool Users Guide Part 3 | P. 36
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Option B:
On the Select Carrier(s) screen, find and select your carriers using the Carrier Mode drop-down
listbox, the Bin Category drop-down listbox, and the Available Carriers drop-down listbox. As
you find each of your carriers, use the Add Selected Carrier to List Below button when you
use this button, the carrier that has been selected in the Available Carriers drop-down listbox
will be added to the list of selected carriers at the bottom of the screen. Once you have
selected your carriers, use the Kpur._tece amtrs button. This will copy the carriers you
selected into a CSV file in the proper format.
The required steps for this Option are listed below.
1. Select the "Export Selected Carriers" button.
2. A "Save As" screen will pop-up.
3. Save document as "XXX.csv" file, where "XXX" is a name of your choosing, in any folder on
your computer.
4. Go to Step 3 (Populate the CSV file with carrier data from your in-house computer systems)
below.
Although EPA does not recommend it, you may also create your CSV from scratch using an in-house data
application. If you use this approach, you should select a few carriers on the Select Carrier(s) screen and
export them so you have a sample CSV file with the correct format. This will aid your IT staff in
producing a CSV file with the correct format.
EPA recommends that you save a copy of your CSV file at this point.
Step 2: Populate the CSV file with data from your in-house computer system.
1. Open the CSV file you created in the previous step. At the top of the file are important warnings
and descriptions of the data that needs to be entered in each column. These warnings and
descriptions can be deleted from your CSV, however do not change the header row which
begins with the label "Carrier ID". A list of the data fields can also be found in Appendix A the
end of this User Guide, including a list of valid values.
2. Populate the CSV file with carrier data from your in-house spreadsheet.
Step 3: Validate and Import your CSV file into the tool
You can import the data in your CSV file by using the Import Carriers fmm File button on the Select
Carrier(s) screen. This function will perform an initial validation of the data within your CSV file. After
the validation is complete, the Logistics Tool will display a list of any errors and warnings, which you may
print out. After the validation is complete, the tool will display a list of any errors and warnings that
were found while the tool was validating your CSV file., If you have any warnings or errors, the tool will
ask you if you would like to continue with the data import process.
Logistics Company FLEET Tool Users Guide Part 3 | P. 37
-------
The steps required for file validation are listed below.
1. Select the "Import Carriers from File" button.
2. An "Open File" box will pop-up.
a. For Option A, select "CarrierDataSelected.csv" from the appropriate folder;
b. For Option B, select "CarrierDataMaster.csv" from the appropriate folder.
3. Select Open.
4. A "SmartWay File Import" box will pop-up, asking "Do you wish to continue?"
5. Select Yes.
6. If your file contains errors or warnings, a "SmartWay File Import" box will pop-up identifying
what they are. If you have any warnings or errors, you can stop the import process and
correct these errors/warnings in your CSV file and try again. You may also choose to note the
warnings/errors and correct them within the tool. If your file did not contain any errors, a
"SmartWay File Import" box will pop-up, saying "Congratulations! Your data meets the
minimum standards required for import."
7. Select OK to continue importing your CSV file.
r^. Note: Any carrier records in your CSV file that had an error will not be imported into the tool.
/ !j Fields with warnings will be imported, but the field receiving the warning will either be ignored or
replaced with a zero. Zeros will need to be corrected in the tool if they are imported. For
example, Total Miles must be an integer value greater than zero and less than 999,999,999,999.
If you enter 41457.3 as the total miles for one of your carriers, this Total Miles field will receive a
warning because it is not an integer. The import process will not accept this data, and instead
insert a zero for the Total Miles field for this carrier.
Step 4: Adding or replacing imported carrier data
The Logistics Tool's Data Import function was designed so that you can add additional carrier data at a
later date. If you anticipate adding additional carrier data in the future, you should use the
EKport Selected Carriers buttQn gs descrjbed above SQ that aN of the carrjer data jn the too| js
exported to a CSV file. You should then add your additional carrier data to the exported CSV file.
Once you have imported your CSV file into the tool, you may augment, correct, or modify any of the
carrier data using the Logistics Tool's screen options. If you make any changes to your carrier data using
the Tool, you should export this data using the EKport Selected Car|J'e|JS button on the Select Carrier(s)
screen.
^\ Note: When you perform a Data Import, all previously entered or imported carrier data in the
\ Logistics Tool is deleted. If you need to merge carrier data from the tool with other carrier data,
you can either enter the additional information into the tool directly, or enter it into an
exported CSV file. If you chose the latter approach, you should use the
EKport selected Carriers button to export that data; add or copy/paste this additional carrier
Logistics Company FLEET Tool Users Guide Part 3 | P. 38
-------
data into this newly exported CSV, and then re-import the updated CSV back into the Logistics
Tool.
Note: When exporting and then re-importing your selected carriers, if you have also entered
information on the Activity Data screen prior to the export, any values you may have typed into
the Average Density and Average Payload Percentage calculators will be lost. Any calculated
values will still be retained - only the calculator inputs themselves will be deleted.
Step 5: Enter additional data into the Logistics Tool.
In addition to the carrier-specific information imported into the CSV file, the Logistics Tool will require
you to enter additional information describing the Data Source on the Activity Data screen. Note that
the Data Source field is deleted each time you perform a new Data Import.
After importing your carrier data, please view each Data Entry Screen. The Logistics Tool will prompt
VALIDATE
FLEET
you when data is missing or in error. Alternatively, you may select the ' button at the
bottom of each screen, which will allow you to see a complete list of errors.
Manual Entry Method
If you have a reasonably small number of carriers in your logistics fleet you may use the Manual Entry
method to identify them. To use this method, first select the mode of transport from which you wish to
choose a carrier. Five carrier mode selections are available, including:
All
Rail
Truck
Multi-Modal
Logistics
By selecting "AN", you may search across all carriers, regardless of mode.
Next, if you select the Truck mode, you may also specify a carrier bin category. Truck bin categories
include:
TL Dry Van
LTL Dry Van
Refrigerated
Flatbed
Tanker
Dray
Package
Specialized
Mixed
Logistics Company FLEET Tool Users Guide Part 3 | P. 39
-------
Bin category selections are not currently available for other modes but may be added in the future.
(Note Multi-modal selections lists "Truck/Rail" as the bin category, by default.)
After specifying the mode (and bin category if available), a drop-down menu will allow you to select by
carrier name/ and/or by SCAC and MCN numbers if the carrier is a trucking or logistics partner. You
may also type in carrier names and/or codes to find the carrier more quickly. If one or more carriers in
your fleet are not SmartWay Partners, you should select the appropriate "Non-SmartWay" option
provided at the top of the listing. (Non-SmartWay carriers are assumed to have performance levels
equivalent to the lowest performing partners for a given mode, for calculation purposes.2) After the
carrier is selected, select the Add Selected Carrier to List Below button to add them to your carrjer |jst
Note: Either the Data Import method or the Manual Entry method are acceptable to
j
manual entry. The decision is at the discretion of the user.
, SmartWay, and SmartWay places no judgment on whether data was submitted via import or
Note: The User will likely need to have IT support for the data upload option. The directions for
data upload must be followed exactly for the data import to work. It is recommended that if
you are not an experienced computer user with a familiarity creating CSV files, that you ask your
IT department for assistance.
If you have successfully identified your carriers using the Manual Entry method, and if you have any
non-SmartWay carriers in your list, then you must input the number of non-SmartWay carriers utilized,
as shown in Figure 32.
1 In certain cases, a single search selection may require additional filtering. For example, a given carrier may have multiple
SCAC's associated with its operations. In this case, if your carrier choice has multiple SCAC's, you may use the SCAC drop-down
menu to select among several codes to narrow your search to the appropriate selection.
2 These estimates have been developed for Truck carriers from 2010 partner submittals. Non-SmartWay Logistics and Multi-
modal carriers are also assumed to have performance levels equivalent to the corresponding truck value. Currently, the Non-
SmartWay Rail selection utilizes industry-average performance metrics. Please see the Logistics Tool Technical Documentation
for additional details.
Logistics Company FLEET Tool Users Guide Part 3 | P. 40
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SmaitWay Logistics Tool: AAA Logistics - Expedited
Activity Data Emissions Summary Carrier Performance
You may enter your carrier data directly into the tool using the Manual Entry Method, or you may upload a pre-populated file containing data on multiple carriers using the Data
Import Method. Since multiple non-SrnartWay carriers are entered on one line, be sure to indicate the number of non-SmartWay carriers you use. When you have completed
this screen, proceed to the "Activity Data" screen by selecting the tab above or clicking NEXT at the bottom of the screen.
I Option #1:
-ฃJ Data Import Method:
Export Master File
Export Selected Carriers
Import Carriers From File
Detailed Instructions for Data
Export/Import fpdf)
REMEMBER TO ADD VOUR NON-SMARTWAV CARRIER INFORMATION BY SELECTING THE "NON-SMARTWAV" OPTION FROM THE AVAILABLE CARRIERS LIST
_IJ Carrier Mode Bin Category jl Available Carriers r
I Option #2: FTjj i] [AN T| Inon-SrnartWay Logistics Carrier H j] .. \ j]
i\ Manual Entry Method:
Add Selected Carrier to List Below |
Select All For Deletion
Selected Carriers
Selected Carriers -
Carrier
Mode
# Non-
. .Bln SmartWay
Category [arriere
X Delete Checked Rows
r |STS, INC [Truck [TL/DryVan
r |Truck Service, Inc. [Truck [TL/DryVan
r |non-SrnartWay Truck Carrier
|ABF Freight System, Inc. [Truck [LTL/DryVan
|C5X Transportation
jnon-SrnartWay non-Class 1 Rail Carrier
Inon-SmartWay Multi-modal Carrier
Rail
Rail 1
Multi-modal 3
Enter ft of non-
SmartWay
Carriers here
r jnon-SrnartWay Logistics Carrier [Logistics | 2
Figure 32: Specifying the Number of Non-SmartWay Carriers on the Select Carrier(s) Tab
Once the required data has been entered on the Select Carrier(s) screen, you can proceed to the
Activity Data screen.
Logistics Company FLEET Tool Users Guide Part 3 | P. 41
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Steps for Completing the Activity Tab
Data reported on this tab are used to calculate your logistics fleet's overall performance and mass
emissions. Carriers specified in the Select Carrier(s) screen are automatically listed on this screen, along
with their associated mode and bin category, if applicable (see Figure 33).
1. Select to
enter Data
Source
Select Cari-ici-(s) Activity Data Emissions Surr
For each carrier, choose a Data Availability option that reflects the information you have for tha
footprint associated with each carrier. (Based on the data you provide, the per-carrier emissjoj.
footprint associated with each carrier. (Based on the data you provide, the per-carner
enter the data fields that are appropriate for the Data Availability option you selected^
Once you have completed entering your data, select the "Describe
Finally, select the Emissions Summary tab or the NEXT button "~ "
run this validation process bv se ectng the ValidateScj**rTorValidate Fleet buttons at the bottom of the screen. A red
for the tool to perform calculations, A yellowjj(*rtfig means that the data you entered is outside of the expected norm
T iicxtj choose the metric you want to use in calculating the E
yysnrivtiriLory and ernissicn eltirpnrps will be displayed in subsequent t"1-
required fields will be activated (white); other fields will be g ' ^
^nrce ' button just below these instructions to describe the source ofa|UHlEinformation you entered.
i If the system detects problems . th the inform dtion vcu've entguffHt \vil auto Tutu:.] llv highlight the
v,u^ -.u^ui^u^^i.., . ._u, t i^,* ,i* m^i..iarflf^s fo,-that particular row, You can also
,, that you have not entered data necessary
for that field.
opjpa^ea If the system detects problems with the information you'v
arning, Select a highlighted row number for information about errors
Selected Carriers
Bin Data
Category Avail.*
Inventory
Calc Metr
Average
Load Pet Payload
|ATS, INC
Truck Service, Inc.
|non-SmwtWay Truck Carrier
ABF Freight System, Inc.
| CSX Transportation
non-SmartWay non-Class 1 Rail Car
non-SmartWay Multi-modal Carrier
non-SmartWay Lngistnzs 'lamer
Truck
| Truck
| Truck
| Truck
|Rail
ie [Rail
Multi-modal
Logistics
TL/Dry Van
TL/Dry Van
1
|LTL/Dry Van
1
1
1
1
1 i _dT
IT3I
1 '^11
IT3I
IT3I
1 1 jJI
IT3I
IT3I
^1 1
^s^_
:dl 1
dl 1
.ill 1
jJI 1
jdl 1
31
Cak |
Calt|
^-^dL
_c.fcf
Cak |
Calt|
Cak|
1
C.
t
C,
C
C.
: Data Availability:
= (Preferred) I know buih Ton-mile: and Total Miles,
= I know Ton-mile: srid h !": 'Mnornl inforTuii on jboi.i number of load: and type of cargo,
= I know Ton-miles only.
= I know Tor -,\ Mil*; 5nd A" ^r jg* Payload.
'now Total Miles only,
Totals: ^J \
** Total Miles =
Truck-miles or Raikar-mile:
(NOT Train-miles)
2. Select Data
Availability
Option
4. Enter Ton-
miles and/or
Miles
Figure 33. Activity Data Screen
1. Entering Data Source Description
Before you begin entering activity data for your fleets, select the
button and enter a detailed description of the sources used to generate your activity data in the popup
text box (see Figure 34). Be sure to indicate how you calculated miles and ton-miles, and where this
data was obtained. For example, you may use PC Miler, carrier reports, or accounting/purchasing
records to determine miles. Payload and associated ton-mile estimates may be based on bills of lading
or other internal records.
Logistics Company FLEET Tool Users Guide Part 3 | P. 42
-------
Smart Way: Activity Data Source
Please provide a detailed description of the sources used for your Activity Data information. Indicate how you calculated
miles and ton-miles and where the data was obtained. For example; you may use PC Miler to determine miles, it may be
reported to you by your carrier, or it may be stored in your accounting/purchasing or transportation database. Similarly,
your payload weight may come from bills of lading records, a company database, etc.
Figure 34: Activity Data Source Description Text Box
2. Selecting the Data Availability Option
To begin entering data regarding how you use each carrier, you must first specify a Data Availability
option. There are seven Data Availability options offered, as summarized below.
1. Enter ton-miles and miles (preferred option)
2. Enter ton-miles and average payload
3. Enter ton-miles, density, and load fraction
4. Enter ton-miles only
5. Enter miles and average payload
6. Enter miles, density, and load fraction
7. Enter miles only
If you have the necessary data, select Option 1 to provide estimates for both ton-miles and total miles.
If only one of these values is known, the other value can be calculated using a combination of your
average freight density, your average load percentage (e.g., 100% for truckload), and/or your average
payload, as described below. For example, ton-miles combined with average payload estimates allows
the Logistics Tool to estimate total miles. Similarly, average density combined with average load
percentages allows conversion between miles and ton-miles. Cargo density is estimated based on the
commodities shipped with each carrier. See the SmartWay Logistics Tool Technical Documentation for
additional information on these calculations.
Depending on the Data Availability option selected, the fields on the screen will become active (white)
or remain grayed out.
Logistics Company FLEET Tool Users Guide Part 3 | P. 43
-------
Ideally, when entering information for a carrier, you should use Data Availability Option 1. If
" \ this is not possible, please choose the method that uses the most accurate data at your disposal.
In this way the tool will utilize the most accurate data available for the ton-mile and mile
comparison metrics as well as for the emissions footprint calculations.
If you know only ton-miles, then you may choose Options 2, 3 or 4. In Option 2, you will need to provide
average payload, which will be used to develop a mileage estimate. In Option 3, you may include
information on load fractions and the types of cargo, and the tool will calculate an average payload for
you. In Option 4, SmartWay will use an average payload number based on the bin category of the
carrier to estimate a miles number for you. For all of these options, the miles estimates are paired with
the carriers' g/mile efficiency factors to estimate mass emissions for each carrier.
Although dependent on industry type and product mix, Option 2 is generally preferred to Option 3 in
terms of data quality, while Option 3 is preferred to Option 4.
If you know only miles, then you may choose Options 5, 6 or 7. In Option 5, you will also need to
provide average payload which will be used to develop a ton-miles estimate. In Option 6, you may
include information on load fractions and the type of cargo, and the tool will calculate an average
payload for you. In Option 7, SmartWay will use an average payload number based on the bin category
of the carrier to estimate a ton-miles number for you. In all these options, the ton-miles estimates are
paired with the carriers' g/ton-mile efficiency factors to estimate mass emissions for each carrier.
Although dependent on industry type and product mix, Option 5 is generally preferred to Option 6 in
terms of data quality, while Option 6 is preferred to Option 7.
Finally, providing ton-mile data (Options 2, 3, and 4) is generally preferable to simple mileage data for
most modes. For example, when shipping bulk commodities by rail, ton-mile estimates are often
available and will result in a more precise estimate of mass emissions (when combined with gram per
ton-mile metrics for each carrier) than relying on gram per mile metrics. Ton-mile estimates are also
most appropriate for LTL truck shipments, given the uncertainty in cargo volume utilization. Ton-miles
are also more appropriate for heavier TL shipments. Alternatively, mileage activity measures are most
appropriate for light truckload shipments. However, for all calculations, where precise estimates of
weight are often unknown, and distance estimates are highly reliable, mileage activity measures may be
the better metric.
3. Selecting the Preferred Inventory Calculation Metric
After specifying the Data Availability option, you must then define your preferred metric (Inventory
Calculation Metric) for calculating mass emissions for each of your carriers. Options include gram per
(truck) mile, grams per railcar-mile, and gram per ton-mile (all modes).
Logistics Company FLEET Tool Users Guide Part 3 | P. 44
-------
Please select the metric most appropriate for characterizing your carrier activity. You should select
g/mile metrics for estimating mass emissions for lighter weight truck freight, while g/ton-mile should
generally be used for rail and heavier truck freight. Further guidance will be provided when the Logistics
Tool is expanded in the future to include g/volume-mile metrics as well as air and marine freight.
.\ Note: The Logistics Tool calculates your emission performance based on the best available data
\ for each of your carriers. Since your mass emissions inventory can be produced using either
g/ton-mile or g/mile metrics, you may mix your selected metrics across carriers. Regardless of
the metric you select, the Tool will calculate tons of emissions. In order to compare
efficiencies across different carriers and/or modes, the Tool will express performance in both
g/ton-mile and g/mile.
4. Entering Mile and Ton-Mile Data
After specifying the Inventory Calculation Metric for each carrier, enter the total activity data for the
carrier for the associated unit type (ton-miles, miles, or railcar-miles). You should enter the data to the
nearest whole number. If you selected Option 1 (preferred), enter both miles and ton-miles for the
given carrier.
If you selected Option 2, you must enter ton-miles along with the estimated average payload in short
tons (2,000 Ibs). In this case the total miles for the carrier will be back-calculated by dividing ton-miles
by tons.
If you selected Option 3, first enter your ton-miles. Next, you must estimate your freight density using
the Average Density Calculator. The calculator, which is activated by selecting the appropriate Calc
button in the Average Density column, allows you to specify the fraction of shipments that fall into
various commodity groupings. Each grouping has an associated average density, expressed in pounds
per cubic foot of available cargo space. The densities for a given commodity category vary for rail and
truck modes, since utilized container space varies by mode.3 Figure 35 presents example inputs for the
Truck Density Calculator.
3 The density categories for Logistics and Multi-modal carriers are assumed to be the same as for Truck carriers.
Logistics Company FLEET Tool Users Guide Part 3 | P. 45
-------
This calculator breaks commodities into separate groups, each with its own
average density. Under "Freight Percentage" enter the percentage of your Freight
(by weight) that is made up of that commodity group. Note that for each group, a
list of the commodity types appears in the box at right.
Truck Service, Inc.
Total
Freight
Percentage
50
50
100
Average
Density
(Ibs/cu ft):
Commodity Types
Commodity Group 1:
Pharmaceutical products
Figure 35. Example Average Density Calculator Inputs (Truck Carriers )
After inputting your freight distribution data into the Average Density Calculator, use the Average Load
Percent Calculator to adjust your activity estimates for partial loads. Load percentages can be either
weight-based, with full truckloads corresponding to weighing out, or volume-based, with full truckloads
corresponding to cubing out.
Example: if 3,000 loads of your LTL shipments are 50% truckload and 5,000 loads are 70% truckload,
enter the corresponding load information in the Average Load Percent Calculator popup (see Figure
36). The calculator will then estimate the weighted average load (in this case 62 percent) which will be
applied to your total miles estimate for this carrier.
Note: If you do not convert partial shipments into whole shipments, you will be assigned the
carbon impact of the entire load. Please refer to the Logistics Company Tool Technical
Documentation for details regarding the application of the calculator inputs.
Average density bins differ for rail carriers.
Logistics Company FLEET Tool Users Guide Part 3 | P. 46
-------
Smart Way Logistics Average Load Calculator
Enter the number of loads that fall into the categories below. The
calculator will determine an overall load percentage.
ABF Freight System. Inc.
#Loads
1/10 Truckload I
2/10Truckload
3/10 Truckload
4/10 Truckload
5/10 Truckload I 3'000
6/10 Truckload
7/10 Truckload I 5'000
8/10 Truckload I
9/10 Truckload I
Full Truckload I
Percent \ 62
Figure 36. Example Average Load Calculator (Truck Carriers5)
Once the calculator data has been entered, the resulting average density and load percentage will
appear on the Activity Data screen. The back-calculated mileage values will also appear in grey boxes
on the screen.
If you select Data Availability Option 4, simply enter your ton-mile estimates, and a corresponding
mileage estimate will be back-calculated using the carrier's average payload value, as determined from
the bin category averages. This option is the least accurate of the ton-mile-based calculations, since no
information is provided regarding your logistics fleet's payload profile.
If you select Data Availability Option 5, enter your total miles estimate, expressed as either truck miles
(for truck, logistics, and multi-modal carriers), or railcar-miles for rail carriers. Next enter your average
payload estimate in tons and ton-miles will be back-calculated for you.
Selecting Option 6 requires total miles to be entered, along with payload density information and load
percentages using the calculators described above.
Selecting Option 7 only requires entry of total miles, and ton-miles will be back-calculated using the
carrier's average payload value.
5 A similar calculator is used for calculating railcar load percentages.
Logistics Company FLEET Tool Users Guide Part 3 | P. 47
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4. Validating your Activity Data
The Logistics Tool also contains data validation checks designed to identify missing and potentially
erroneous data. Selecting the
VALIDATE
SCREEN
J button at the bottom of the screen will allow you to view
any potential data entry errors. Figure 37 provides an example validation screen check result.
Warning - select
for details
For each carrier, choose a Data Availability option that reflects the information you have for that carrier. Next, choose the metric you want to use in calculating the emissions
footprint associated with each carrier. (Based on the data you provide, the per-carrier emission inventory and emission efficiencies will be displayed in subsequent tabs.) Next,
enter the data fields that are appropriate for the Data Availability option you selected. The required fields will be activated (white); other fields will be grayed out.
Once you have completed entering your data, select the "Describe Data Source" button just below these instructions to describe the source of all the information you entered.
Finally, select the Emissions Summary tab or the NEXT button to proceed. If the system detects problems with the information you've entered, it will automatically highlight the
row number and provide detailed information about the error/warning. Select a highlighted row number for information about errors/warnings for that particular row. You can also
run this validation process by selecting the Validate Screen or Validate Fleet buttons at the bottom of the screen. A red error indicates that you have not entered data necessary
for the tool to perform calculations. A yellow warning means that the data you entered is outside of the expected normal range for that field
f4 |ABF Freight System, Inc.
|s | CSX Transportation
|Rail
6 non-SmartWay non-Class 1 Rail Carrie Rail
Total Miles and Average Payload.
al Milea .and hauซ genial inFunTi.atlun at.
7 = I know Total Miles only.
Figure 37. Example Validate Screen Check Result
The red highlighting in Row 7 indicates an error. Errors must be addressed before proceeding with the
rest of your data entry. Selecting on the red highlighting will display details - in this case, informing you
that an Average Payload entry is required for Data Availability Option 5.
The yellow highlighting indicates a warning condition. Warnings do not have to be addressed before
proceeding, but may indicate a possible data entry error. In the example above, the average payload
entered, 40 tons, is greater than the validation threshold of 33.8 tons.6 Other validation messages are
presented for the following conditions:
Average railcar payloads are greater 150 tons (warning)
The ratio of ton-miles to miles is greater than the corresponding upper bound average (warning)
In this case 33.8 tons corresponds to the average payload plus two times the standard deviation of the payload distribution for
Class 8b truck partners. (The same upper bound payload level is used for Logistics and Multi-modal carriers as well.)
Logistics Company FLEET Tool Users Guide Part 3 | P. 48
-------
Payload is less than or equal to zero (error)
Viewing the Emissions Summary and Carrier Performance Tabs
Once you finish entering your data you may view your performance on the Emissions Summary or
Carrier Performance screens. Based on the logistic fleet activity data inputs and the carrier
performance data downloaded from the EPA website, weighted average g/mile and g/payload ton-mile
factors are calculated for CO2, NOx, PM10, and PM2.5 for each carrier, as well as total mass emissions
(based on the preferred metric designated for each carrier). The fleet-specific g/mile and g/ton-mile
factors, as well as total mass emissions, are shown on the Emissions Summary screen.7 A full range of
summary data is displayed on the Carrier Performance screen.
The Emissions Summary screen (see Figure 38) displays emissions performance by carrier and for your
logistic fleet as a whole, presented in terms of grams per mile and grams per ton-mile. Select the
pollutant to display using the buttons at the top of the screen.
SmartWay Logistics Tool: AAA Logistics - Expedited
Select Carrier(s) Activity Data Emissions Summary Carrier Performance
This display shows a summary of your carrier's performance based on the selected pollutant - CO2, NOx, or PM. Select a different option below to view a summary for that
pollutant. A more detailed presentation of your performance is shown on the next tab: Carrier Performance, The composite numbers displayed below will be used to place
your company into performance bins (CO2, NOx, PM10 and PM2.5 in terms of g/mile and g/ton-rnile) within the logistics bin category.
Select Pollutant
Selected Pollutant:
^ co2 _L|
V NOX.IJ
*^
* 1*
' PM10 _Ll
-^ Carrier Bin -^ Inv Dale -"
Selected Carriers Mode Category Metric
Composite jj All All
ATS, INC Truck TL/Dry Van g/mile
Truck Service, Inc. Truck TL/Dry Van g/mile
non-SmartWay Truck Carrier Truck g/mile
ABF Freight System, Inc. Truck LTL/Dry Van g/ton-mile
| CSX Transportation Rail g/ton-mile
non-SrnartWay non-Class 1 Rail Carrier Rail g/ton-mile
non-SrnartWay Multi-modal Carrier Multi-modal g/mile
non-5martWay Logistics Carrier Logistics g/ton-mile
Carrier Performance - CD2
jj g/mile ? Bin Ranking
2,475
1,850
1,650
3,191
1,625
1,017
1,072
3,191
3,191
-
4
2
3
? g/ ton-mile ? Bin Ranking
432
95
85
887
195
20
21
887
887
3
2
5
CD2
Mass Emissions ? 1
(tons/ year)
673.0
2,282.6
2,567.3
266.5
133.4
91.6
3,165.7
3,517.9
Figure 38: Emissions Summary Screen
The gram per mile and gram per ton-mile values provided for SmartWay Truck carriers actually represent "bin averages" for a
given truck operating category (e.g., TL Dry Van operators), indicating bin midpoints for the ranked set of all operators in this
category. In this way precise performance metrics are not attributed to any given carrier. Alternatively, performance metrics
for rail are carrier-specific.
Logistics Company FLEET Tool Users Guide Part 3 | P. 49
-------
The Emissions Summary screen also displays the "bin category" ranking for any truck carriers. Truck
carrier emission factors are determined by placing similar trucking companies in groups called "bin
categories." The current bin categories are:
truckload-dry van /container;
less than truckload-dry van;
refrigerated;
tanker;
flatbed;
package delivery;
dray;
specialized hauler; and
mixed.
The fleets in each bin category are divided by performance into five roughly equal sets (bins.) The
midpoint of performance for each bin represents the emission factor for all fleets in that bin. Thus, a
fleet will have a bin number (ranging from 1 to 5) for each of the four pollutants and two performance
metrics (8 bins in all.) Bin Rankings are currently only used for truck and logistics carriers. Rail uses
actual company specific emission factors, and future air and sea modes will likely use company specific
emission factors as well.
Mass emissions in tons per year are also calculated in the right hand column of the Emissions Summary
screen. The Composite row at the top of the table provides the activity-weighted average performance
metrics across all carriers and modes. This summary, plus other detailed reports can be printed by
returning to the Home screen and selecting View Performance Data.
The Carrier Performance screen displays data at a more detailed level than the Emissions Summary
screen. Emission factors, mass emissions, or bin rankings may be selected for display using the Display
Type drop-down box (see Figure 39).
Logistics Company FLEET Tool Users Guide Part 3 | P. 50
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SmartWay Logistics Tool: AAA Logistics - Expedited [x]
Select Carrier(s)
Activity Data Emissions Sum
This display allows you to look at your logistics fleet's emi
specific emission factors, associated carrier rankings, or rn
details for that particular mode.
Show (+) or Hide (-)
specific carriers
Mode /Sple*cted Carriers Bin Catego
- [Rail Carriers
> CSX Transportation
> non-5rnartWay non-Class 1 Rail Carrie...
^J Truck Carriers
> ATS, INC TL/Dry Vc
> Truck Service, Inc. TL/Dry Vc
> non-SrnartWay Truck Carrier
> ABF Freight System, Inc. LTL/Dry
+ 1 Multi-modal Carriers
_-J Logistics Carriers
> non-5martWay Logistics Carrier
Composite Weighted Averac
nary Carrier Performance
sions-related performance by mode. Use the Display Type drop-down box to filter your results. You can display carrier-
ss emissions in tons per year. In viewing your results, use the +/- icon to the left of each mode name to hide/reveal
Display
Type ^s
Emissions Factors ^T
C02 C02
g/mile g/ton-mile
y
Select Emission Factors, Mass Emissions, o
Bin Rankings for display
NOx NOx
g/mile g/ton-mile
1,059 1| 20 1| 18.60| 0.427|
1,047 20 18.60 0.427
1,072 21 18.60 0.427
2,157 1| 307 1| 16. 57 1| 2,261
n 1,850 95 4.50 0.225
n 1,650 85 7.50 0.375
3,191 887 38.00 7.250
1,625 195 7.50 0.850
3,191 || 387 1| 38.00 1 7.250
PM10 PM10 P
g/mile g/ton-mile q.
0.519 | 0.0120 ||
0.519 0.0120
0.519 0.0120
0.758 | 0.1709 ||
0.075 0.0030
0,225 0.0130
2.000 0.5900
0,350 0,0350
2.000 || 0.5900 ||
r
12.5 PM2.5
mile g/ton-mile
0.503 1| 0.0120 -
0.503 0.0120
0.503 0.0120
0,750 1| 0.1709
0.075 0.0030
0.225 0.0130
1.975 0.5900
0.350 0.0350
1.975 1| 0.5900
3,191 || 387 1| 38.00| 7.250 |
3,191 887 38.00 7.250
f 2,475 1| 432 1| 23.75 1 3.416 1
Hfl
OB
2.000 0.5900 1|
2.000 0.5900
1.165 | 0.2672
mm mm
1.975 1| 0.5900
1.975 0.5900
1.152 1| 0.2672
Mm
Figure 39: Carrier Performance Screen
You may also expand or aggregate the display rows to show carrier performance by individual carrier by
selecting on the "+/-" signs to the left. Selecting on the "-" sign removes the individual carrier display.
Note that Bin Rankings can only be viewed for specific truck carriers, not for the mode-level summary.
I
Note: If you use the Data Import method to populate the Logistics Tool with more than 1,000
carrier records, the Carrier Performance screen cannot be viewed. In this event you may use
the Emissions Summary screen to see the performance metrics, mass emissions and bin
rankings for these carriers, or you may view the Emissions Summary Report, accessed through
the Home screen, to see the corresponding modal average values (i.e., weighted average
metrics for truck, rail, etc.)
This data, plus other detailed reports, can be printed out by returning to the Home screen and selecting
View Performance Data.
Logistics Company FLEET Tool Users Guide Part 3 | P. 51
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Finalize Data Entry and View Reports
Once back at the Home screen, notice that the fleet data that you entered and validated now identifies
its status as "Complete". You may now highlight the next fleet if you have another one to complete. Fill
out unfinished fleet data in the same manner as before. If all fleets are marked as "Complete," you can
move on to the next step, View Reports.8 If one or more fleets are not marked as "Complete", review
the data you entered for errors or omissions (see Figure 40).
Select after all fleets
are "Complete" to
view reports
SmartWay
Logistics
United States Version: 2.0.10
Use the blue links below to navigate the tool. For more information, press the 'Help1 button.
1. Enter Partner Name (Exactlv as it should appear on the SmartWay website)
Report Year: 12010
AAA Logistics
2. Enter Company and Contact Information
Company and Contact Information
3. Define Vour Logistics Fleets
Logistics Fleet Characterization
4. Download SmartWay Carrier Data File
Download Latest SmartWav Carrier Data File
5. Select Logistics Fleet for Data Entry
Date of Current Carrier File: | 9/20/2011
AAA Logistics - Expedited - Complete
AAA Logistics - Midwest - Not Checked'
6. View Reports
^ View Performance Data
Show Report of All Comments
7. Create Final Version
Create File to Send to EPA*
View or change
the selected
logistics fleet
Status of first Logistics
Fleet "Complete"
Select next fleet for
data entry
*0e sufe to read carefully the ds-ections that appear when you select thifUnt:.
SAVE
PROGRESS
Figure 40: Home Screen - After Completing the Data Entry/Modification Process for First Logistics Fleet
Company Characterization and Input Summary reports may be viewed before completing data entry for all fleets if needed.
Logistics Company FLEET Tool Users Guide Part 3 | P. 52
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Once you have completed data entry for all logistics fleets, and the fleet status indicates "Complete" or
"Complete with Warnings", you may select View Performance Data to see the various reports (see
Figure 41).
View Performance Data
Please select the summary report you would like to view:
Logistics Fleet Characterization
Input Summary
Emissions Summary
Carrier Performance
Figure 41: View Performance Data Screen
Selecting any of the blue links will display the indicated report type. The reports provide a recap of your
data inputs as well as the emissions calculation results presented on the different Data Entry screens.
Selecting on any of the summary report types will take you to a screen allowing you to preview and print
your reports. The Emissions Summary and Carrier Performance reports also provide composite
performance metrics and mass emissions summed across all logistics fleets. These reports will prove
useful for your diagnostic and improvement efforts.
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Submitting Data to SmartWay
Congratulations! You are now ready to send your data to EPA.
Select the Create file to send to EPA link, which will create a file with the following naming convention:
PartnerName_Year_Logistics_VO.xls
For example, ABCompany_2010_Logistics_VO.xls
where ParnterName is your partner name as entered for Step 1 on the Home screen, and Year indicates
the year for which you are submitting your data.
The system will display a message indicating that an Excel file will be created with your company's
name as part of the file name. The file will be saved to the same folder where the tool itself is
currently saved. You will need to locate the file and attach it in an e-mail to your Partner Account
Manager (PAM).
NOTE: DO NOT ZIP the File. Send it to EPA as a normal file attached in an e-mail. EPA security will not
allow zipped files through the EPA firewall.
The system will first display a message asking you to confirm your decision to save a copy of your tool on
your hard drive (Figure 42).
Select OK to automatically create a new Excel file with your partner's name as part of the file name, which will enable EPA to better track and identify your submitted data. Please email this new file to EPA.
If you have any questions on this submission process, please contact the SmartWay Transport Partnership Call Center at (734) 214-4767 or email smartway_transport@epa,gov.
Figure 42: Data Saving Confirmation
Upon selecting!!;
OK
J the file will be saved, and additional instructions will appear (see Figure 43).
Follow these instructions for submitting your Logistics Partner Tool to SmartWay. Upon selecting
a screen will appear allowing you to close the Logistics Partner FLEET tool or return to the
Home screen.
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SmartWay*
A copy of this file called 'AAA Logistics_2Q10_Logistics_VQ.xls' has been created and is ready to be emailed
to EPA,
The file was saved in a folder called: S:\Public\Rick\EPA\2012 Program Support\WA_00_04_SW\Logistics
\Tool\
Please open a new email message, attach this new file, and send it to smart way _transport@epa. go v, or to
your Partner Account Manager (PAM) if your company is an existing Smart Way Partner.
If you have any questions on this submission process, please contact the SmartWay Transport Partnership
Call Center at (734) 214-4767 or email smartway_transport@epa.gov,
Figure 43: Data Submission Instructions
If you have any comments about the Tool and/or User Guide, please submit these with your Tool in a
separate document.
Logistics Company FLEET Tool Users Guide Part 3 | P. 55
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Troubleshooting the Tool
Although the revised SmartWay Tools have been tested extensively, you may encounter errors.
Intermittent errors have been encountered when opening the tools directly from an e-mail rather than
from a drive, or when multiple Excel files are open simultaneously. If you encounter an error during use
of the tool, please try restarting it directly from a disk drive, with all other Excel files closed. In addition,
make sure that your computer is using a system and application version validated for use with the
SmartWay 2011 Tools (XP and Vista operating systems, and Excel Office 2003 and 2007.)
Note that some users have experienced problems when re-opening the tool without closing Excel. It is
recommended that you close Excel before re-opening this tool, which could result in a loss of data in
other open Excel workbooks.
If you continue to encounter problems, please make a screen capture of the error message, and save the
data at that point. (You can make a screen capture by pressing Alt-Prt Scr, and then pasting the image
into a document such as MS Word.) Then send the screenshot, along with the saved data to your
Partner Account Manager for further assistance.
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Appendix A - Data Field Details for Carrier File Export/Import Option
The following provides additional definitions and information to assist in the preparation and import of
Carrier CSV files.
Bin Category: The operation type category used for ranking carriers (e.g., TL Dry Van, Dray, etc.).
Carriers are grouped by these categories to ensure an "apples to apples" comparison. The emissions
factors associated with truck carriers are the midpoint value for their bin, while factors associated with
rail carriers are partner-specific, based on publicly available information.
Emission Factors: Emissions factors have long been the fundamental tool in developing national,
regional, state, and local emissions inventories for air quality management decisions and in developing
emissions control strategies. More recently, emissions factors have been applied in determining site-
specific applicability and emissions limitations in operating permits by federal, state, local, and tribal
agencies, consultants, and industry.
EPA's SmartWay Database: EPA maintains a database containing key SmartWay partner information.
This database is used to create the SmartWay Carrier Data file.
MCN: This is a truck carrier's Motor Carrier Number (MCN) number. This is an optional field you can use
to visually determine if a SmartWay carrier is one of the carriers you use. This field is not currently used
to merge SmartWay data with your carrier data. If you created your CSV file using one of the two Export
buttons on the Select Carriers screen, you should not change these values.
SCAC: The Standard Carrier Alpha Code (SCAC) is a unique two-to-four-letter code used to identify
transportation companies. SCACs are assigned by the National Motor Freight Traffic Association, Inc.,
(NMFTA). If you cannot remember your SCAC(s), please contact NMFTA before proceeding. You can find
NMFTA contact information at http://www.nmfta.org/Pages/ContactUs.aspx.
CSV Fields:
Carrier ID: This is an internal identifier that can be used to identify your carriers. This number originates
from the SmartWay Database. A negative number identifies the carrier as a non-SmartWay carrier. If
you created your CSV file using one of the two Export buttons on the Select Carriers screen, you should
not change these values. If you are merging your carrier data with the SmartWay carrier data using the
carrier name, carrier mode, and carrier bin category, you do not need to specify this internal ID field.
Carrier Name: This is the name of the carrier. If you are using the internal Carrier ID field to merge your
data with the SmartWay data, you do not need to specify this field. If you are using this field to merge
the data together, the names must be an exact match, but the names are not case sensitive. If you
created your CSV file using one of the two Export buttons on the Select Carriers screen, you should not
change these values.
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Mode: This is the mode of the carrier. This field is required and must be an exact match if you are using
carrier name, carrier mode, and bin category to merge the SmartWay data with your carrier data. Valid
values are "Truck", "Rail", "Multi-modal", and "Logistics". If you created your CSV file using one of the
two Export buttons on the Select Carriers screen, you should not change these values.
Bin Category: This is the SmartWay bin category for the carrier. For more information on Bin Categories,
please see the Glossary above. If you created your CSV file using one of the two Export buttons on the
Select Carriers screen, you should not change these values. Valid values for Truck carriers are TL/Dry
Van, LTL/Dry Van, Reefer, Flatbed, Tanker, Dray, and Package. The only valid value for Multi-modal
carriers is Truck/Rail. Rail carriers and Logistics carriers do not have bin categories.
SCAC: This is a truck carrier's SCAC code. This is an optional field you can use to visually determine if a
SmartWay carrier is one of the carriers you use. This field is not currently used to merge SmartWay data
with your carrier data. If you created your CSV file using one of the two Export buttons on the Select
Carriers screen, you should not change these values.
MCN: This is a truck carrier's MCN Motor Carrier Number. This is an optional field you can use to
visually determine if a SmartWay carrier is one of the carriers you use. This field is not currently used to
merge SmartWay data with your carrier data. If you created your CSV file using one of the two Export
buttons on the Select Carriers screen, you should not change these values.
# Non-SmartWay Carriers: This is a required field for non-SmartWay carriers. You can either enter the
number in the CSV file or enter it later on in the tool user interface. If you enter the number in the CSV
file, it must be an integer between 1 and 99,999. If you have selected more than one entry for "Non-
SmartWay Carrier" for a given mode, make sure to avoid double-counting these carriers. Also, only enter
carriers used during the current reporting year.
Data Availability: This is a required integer field whose valid values are 1 to 7. The Data Availability
Option entered/selected for a carrier identifies which carrier activity data you have available. The data
you enter in your CSV file for Ton Miles, Total Miles, Average Density, Average Load pet, and Average
Payload should be consistent with the carrier's Data Availability. If you do not specify a Data Availability
Option, the tool will insert a default value of 1 for the carrier entry.
The seven Data Availability Options are:
1 = (Preferred) I know both Ton-miles and Total Miles.
2 = I know Ton-miles and Average Payload.
3 = I know Ton-miles and have general information about number of loads and cargo density.
4 = I know Ton-miles only.
5 = I know Total Miles and Average Payload.
6 = I know Total Miles and have general information about number of loads and cargo density.
7 = I know Total Miles only.
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Calc Metric: This is a required field. In general, there are three valid values, but some of these values are
only available for certain Mode and Data Availability combinations. The three valid values are g/mile,
g/ton-mile, and g/railcar-mile. This field specifies the method for calculating each carrier's emission
footprint. In making your selection, consider the most appropriate measure for the carrier's operation
type. In general, ton-miles are good for rail, multi-modal and logistics companies as well as heavier
truck loads (roughly above 10 tons), while g/mile is better for trucks with lighter payloads. Railcar-miles
are also an available option for the rail mode, although ton-miles are preferred. Also, g/mile may be a
more reliable metric for tracking TL operations, while g/ton-mile is probably more appropriate for LTL
operations. The tool will default a valid Calc Metric if one is not supplied in the CSV file.
Ton-Miles: Depending on your Data Availability option, this field may be required or ignored. The Ton-
Miles field is an integer that must not exceed 999,999,999,999.
Total Miles: Depending on your Data Availability option, this field may be required or ignored. When
entered, this field will contain the total miles per year attributed to each truck and rail carrier. The tool
assumes that miles entered for truck carriers correspond to (full) truckload-equivalent miles. Rail-miles
correspond to truckload equivalent railcar miles. Please see the Shipper Tool Technical Documentation
for details regarding the calculation of truckload-equivalents for railcars. The Total Miles field is an
integer that must not exceed 999,999,999,999.
Average Density: Depending on your Data Availability Option, this field may be required or ignored.
This field is used to calculate ton-miles and/or total miles, accounting for shipper-specific freight
densities. Average Density is required for Data Availability Options 3 and 6. The Average Density field
must be a numeric field greater than 0.1 with up to one decimal place.
Average Load Pet: Depending on your Data Availability Option, this field may be required or ignored.
Use the Average Load Percent calculator to determine what fraction of your truck and rail carrier's cargo
space is used to ship your freight. Load percentage estimates can be weight-based, with full truckloads
(or railcar loads) corresponding to weighing out, or volume-based, with full loads corresponding to
cubing out. The Average Load Percent field is required for Data Availability Options 3 and 6. Enter the
load information as requested. The resulting fractions (shown on the Activity Data screen) are
multiplied directly by Total Miles to scale carrier mileage. The Average Load Pet field must be an integer
field between 1 and 100.
Average Payload: Depending on your Data Availability Option, this field may be required or ignored.
Enter payload (in short tons) representing the average cargo weight per loaded trip. The Average
Payload field is a numeric field that must be greater than 0.0001. The total number of digits, including
the decimal point, must not exceed 5 digits.
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