Transport Partnership
U.S. ENVIRONMENTAL PROTECTION AGENCY
Shipper Partner FLEET Tool:
Data Entry Guide
Part3 ^^
&EPA
United States
Environmental Protection
Agency
-------
Transport Partnership
U.S. ENVIRONMENTAL PROTECTION AGENCY
Shipper Partner FLEET Tool:
Data Entry Guide
Part3 ^H
Transportation and Climate Division
Office of Transportation and Air Quality
U.S. Environmental Protection Agency
United States Office ofTransportation and Air Quality
Environmental Protection EPA-420-B-12-004
Agency
January 2012
-------
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 carrier data you collected using Part 2 into the
SmartWay Shipper Partner FLEET Tool. This guide covers:
1. Downloading and setting up to tool to run properly
2. Basic organization of the SmartWay Shipper Partner FLEET Tool
3. Entering your data
4. Viewing company 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/companies
and the freight carriers used by your companies. There are many sections and screens to complete for
each company. 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.
Shipper Partner FLEET Tool Users Guide Part 3 | P. 3
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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 Shipper Partner FLEET Tool was built using Microsoft Excel Forms.
Downloading the SmartWav Shipper Partner FLEET Tool
The tool can be downloaded from the SmartWay website at:
http://www.epa.gov/smartwaylogistics/partnership/shippers.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
Shipper Partner FLEET Tool Users Guide Part 3 | P. 4
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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.
-------
3) Select the Enable Macros button in the security warning box. The following screen
(Figure 4) should appear:
Shipper_2.Q, 10_20111230_sm_06.xls [Compatibility Mode] - Microsoft Excel
ul as Data Review View
H^Copy
Format Painte
Clipboard
Cell Insert Delete Format
Formatting - as Table - Styles -
Styles Celts
Welcome to the Dm^tVvay r'nipp,?r Tool Tn: vc-;ii::n of the 'uluppei Tzinl enojrnpa:;.?:. ground ttuck and rai
freight movements, A futuie version will also ccr.'ei rna:ne and an reign; movement
For additional Information such as the tool user guide, technical manual or other support
materials, select the button below:
Or call the SmartWay Helpline at: (734) 214-4767
Or email the Helpline at: smatv,.,-.av_transportฎepa.gov
Tool Help and Navigation
Throughout the tool, you will see numerous button:, BacoiTShg faFfaHl v,,,iTn 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 test on the screen
Sends an image of the sci etn -o ,., jui default printer
Provides additional intuin':.:, :',: an."-!
NOTE: If a button contains an underlined character, you can also select that button using the
keyboard by typing the {Alt} key along with the underlined character.
Figure 4: Shipper Partner FLEET Tool Welcome Screen
The part of the tool that you fill out resides in the gray and blue forms that appear on the screen. The
Excel workbook that remains in the background - and which normally appears as a blue 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,
Shipper Partner FLEET Tool Users Guide Part 3 | P. 6
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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.
jcSTJan2c_dean.xts [Compatibility Mode] - Microsoft Excel
Home Insert Page Layout Formulas Data Review View
A tut
^yi Copy
Paste
/Format Painter
Clipboard "
Arial - 12 -A" A*
|'ป1Z tt-||HH|&~Aw
Font n;
Security Warning Macros have
A2 * . ^t | In order to run this application, you must have macros enabled. ฅ,
'
1 Security Settings for the SmartWay Tools
A
2 In order to run this application, you must have macros enabled.
B C D E F G
For Excel 2007 and Excel 2010 Users: (If you are using Excel 2003, please scroll down.)
If an "Options..." button appears in the menu bar above, follow these instructions:
1. Select 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 select OK.
If the "Options.."button does not appear, use the instructions below. [NOTE: If 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. Select the Office button This button appears in the top left corner of the screen in Excel 2007/2010.
2. Goto Excel Options. Select the "Excel Options" button in the bottom right corner of the pull-down menu:
,
3. Go to the Trust Center. On the Excel Options screen, select on Trust Center in the left navigation bar.
4. Go to the Trust Center Settings. Select on Trust Center Settings in the bottom right portion of the screen.
5. Change security settings. Choose the setting "Disable all macros with notification" and select OK.
6. Reopen the file Close the Excel file and then re-open it
For Excel 2003 Users:
Vni i hnvn roarhoH thJQ crroon wither hor
ซ ป "1 Security Settings J
i iritv qottinnc aro c
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.
Shipper Partner FLEET Tool Users Guide Part 3 | P. 7
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Microsoft Office Security Options
0
Security Alert - Macro
Macro
Macros have been disabled. Macros 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 information
File Path: C:V3martWay''jcST_Jan2c_dean.xls
O Help protect me from unknown content (recommended)
(*} Enable this content!
Open the Trust Center
OK
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 6 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):
Microsoft EXM!
View
Wrap Text
AdtJJns NuwuePDF
1 General
-
A
:i Fermai
Formatting - as Table
Number Styles
Z
-^
Cell^
ฎ
Sart s Find L.
Frrtei Select
Editing
Figure 7: Excel Options Drop-Down Menu
Shipper Partner FLEET Tool Users Guide Part 3 | P. 8
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On the Excel Options screen, select Trust Center in the left navigation bar (Figure 8):
Save
Advanced
Customize
Add-Ins
Trust Center
, Change the most popular options in Excel.
Top options for
forking with Excel
i selection
0 Enable Live Preview <
D ShowDeveiopertab in the Ribboi
0 Always use ClearType
Color scheme: I Slue v I
ScreenTip style: | Showfeature descriptions in ScreenTips
Use this font: [Body Font
Font see: 11 v
Default view for new sheets: ] Normal Vte
Include this many .sheets; B ^J
Perionafize your copy of Microsoft Office
User name: JMHeyward
-
:e: [ 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):
Shipper Partner FLEET Tool Users Guide Part 3 | P. 9
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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
Shipper Partner FLEET Tool Users Guide Part 3 | P. 10
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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.
Shipper Partner FLEET Tool Users Guide Part 3 | P. 11
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Basic Organization of the SmartWay Shipper Partner FLEET Tool
Understanding the Tool Format and Structure
The SmartWay Shipper 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:
SmartWay Introduction
SmartWay*
Shipper
United States Version: 2.0.10
Released on: 01/03/2012
Introduction
Welcome to the SmartWay Shipper Tool. This version of the Shipper 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, select the button below:
Go To Shipper Page of the SmartWay Website
Or call the SmartWay Helpline at: (734) 214-4767
Or email the Helpline at: smartway_transport@>epa.gov
Tool Help and Navigation
ADD/VIEW
COMMENTS
VALIDATE
SCREEN
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
Provides additional information about data entry fields
NOTE: If a button contains an underlined character, you can also select that button using the
keyboard by typing the {Alt} key along with the underlined character.
Figure 11: Opening Screen of Shipper Partner FLEET Tool
Shipper Partner FLEET Tool Users Guide Part 3 | P. 12
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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.
,1
SmartWay Introduction
Hipper
tes Version: 2.0.10
Released on: 01/03/2012
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 buttons linking to the SmartWay website or other sections of the tool (e.g., the various
data entry screens); these buttons will be shown in blue and clearly labeled.
Go To Shipper Page of the SmartWay Website
Figure 13 Screenshot of Link in the Tool
The screens also contain navigation buttons to direct you through the tool.
Figure 14 Example 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 three introductory screens
that allow you to review the basics of participation in SmartWay for shipper partners:
The "SmartWay Introduction" Screen
The "Partnership Agreement" Screen
The "Required Information" Screen
The features of these screens are described below.
Shipper Partner FLEET Tool Users Guide Part 3 | P. 13
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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 button linking 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
SmartWay
Shipper
United States Version: 2.0.10
Released on: 01/03/2012
Introduction
Welcome to the SmartWay Shipper Tool. This version of the Shipper 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, select the button below:
Go To Shipper Page of the SmartWay Website
Or call the SmartWay Helpline at: (734) 214-4767
Or email the Helpline at: smart way_transportfi)epa,gov
Tool Help and Navigation
Throughout the toot 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
Provides additional information about data entry fields
NOTE: If a button contains an underlined character, you can also select that button using the
keyboard by typing the {Alt} key along with the underlined character.
ADD/VIEW
COMMENTS
VALIDATE
SCREEN
Figure 15: SmartWay Introduction Screen
For your convenience, the link for Shipper Tool information is provided here -
http://www.epa.gov/smartwaylogistics/partnership/shippers.htm.
Shipper Partner FLEET Tool Users Guide Part 3 | P. 14
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The "SmartWay Partner Agreement" Screen
SmartWay Partnership Annual Agreement
SmartWay
Shipper
United States Version: 2.0.10
Released on: 01/03/2012
Partnership Agreement for Shippers
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 Shipper Tool.
(Existing companies 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. Subrnittal of this SmartWay Shipper 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 18 U.S.C. 1001 (criminal liability for false statements), 31 U.S.C. 3801 - 3812 (civil
liability for false statements) and 31 U.S.C. 3729-33 (The False Claims Act).
ii understand and agree to the terms of this agreement, H
Click to accept
Agreement
Figure 16: SmartWay Partner Agreement for Carriers
After selecting the button on the SmartWay Introduction screen, the SmartWay Partner
Agreement for Shippers will appear. This screen replicates the agreement language found in Part 1 of
this users guide series.
Submitting a SmartWay Shipper 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.
Shipper Partner FLEET Tool Users Guide Part 3 | P. 15
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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 of the screen.
SmartWay Shipper 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
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(s) 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 "Required Information" Screen
The next screen summarizes the information needed to complete the Shipper Partner FLEET Tool. Select
/fe^l-ll ^
in order to retain a hardcopy for reference as you complete the rest of the tool.
Shipper Partner FLEET Tool Users Guide Part 3 | P. 16
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SmartWay - Required Information
SmartWay
Shipper
United States Version: 2.0.10
Released on: 01/03/2012
Following is a brief description of the information you will need to complete this tool. For further details, please
consult the Shipper 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
North American Industry Classification System (NAICS) Codes
Carrier Use Profile
a, Identification information for carriers contracted in the reporting year (including mode, name, MCN and/or SCAC)
b. Carrier pathways: inbound/outbound/internal, US/international
c, Shipper-specific carrier identifiers: ID Codes, Business Unit ID, Internal Shipper Segment Codes
d. Carrier activity details:
i, Total miles contracted
ii, Ton-miles contracted
ill. Freight characterization (average density, average load percent, and average payload)
iv, Preferred emissions inventory calculation metric (g/mile, g/ton-mile)
e. % SmartWay calculation method (based on miles, ton-miles, CO2, weight, dollars spent, packages, or other metric)
Optional Calculation Tool Inputs
Percent improvement associated with removing weight and/or miles from the system
* Modal-shift details:
- Original and new modes
- Efficiency estimate details and amount of freight transferred
Figure 17: Summary of Shipper Tool Required Information
Once you have navigated through the four introductory screens, you will be taken to the SmartWay
Shipper Partner FLEET Tool Home screen.
Shipper Partner FLEET Tool Users Guide Part 3 | P. 17
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Navigating the "Home" Screen
Figure 18 displays the structure of the Home screen.
SmartWay
Use the blue buttons below to navigate the tool. For more information select the Help button
1. Enter Partner Name (Exactly as it should appear on the SmartWay website)
[P Report Vear: | 2010
2. Enter Contact Information
Go To Contact Information Screen
3. Characterize Your Companies
Go To Company Characterization Screen
4. Download SmartWay Carrier Data File
Download Latest SmartWay Carrier Data File
5. Select Company for Data Entry (Double-click the company name or select and hit Enter):
6. View Your Data Reports
Go To Reports Menu
7. Create Final Version
Generate File to Send to EPA4
* Be sure to read carefully the directions that appear when you select this option.
Figure 18: Main Tool Navigation or "Home" Screen
Shipper Partner FLEET Tool Users Guide Part 3 | P. 18
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From the Home screen, you can:
1) Enter your partner name;
2) Fill out company contact information;
3) Characterize your shipper company/companies;
4) Download the latest SmartWay Carrier data file;
5) Enter data to characterize your shipper company/companies;
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 buttons linking 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 Contact Information
a. Enter your Contact Information: This button 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. Characterize your Shipper Company/Companies
a. Shipper Company Characterization: On this screen you will define all the shipper
companies you operate. Once these parameters are defined, the software will
automatically generate blank data entry forms for each company.
4. Download SmartWay Carrier File
a. Download Latest SmartWay Carrier File: Select this button to download the
latest SmartWay Carrier performance data for use with your shipper companies.
5. Enter Carrier and Activity Data for Each of Your Shipper Companies
a. Select Company for Data Entry: Selecting a company name will take you to
screens asking for the carrier and activity information necessary to calculate
efficiency metrics for your company.
6. View Your Data Reports: Here you can see final summaries of your data.
a. Go to Reports Menu: This screen provides multiple options for viewing your
performance data and can generate multiple reports for you. You may also
review a report of all the explanatory 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 report
to view questions and comments from your SmartWay Partner Account Manager
after they receive and return your data.
7. Create Final Version
Shipper Partner FLEET Tool Users Guide Part 3 | P. 19
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a. Generate File to Send to EPA: This button allows you to send your data file as an
Excel attachment in an e-mail to your Partner Account Manager (RAM). 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 Shipper 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 -M H on
the Home screen. Although you will also be prompted to save your data after selecting
we recommend saving your data entry intermittently, especially if you are entering information for large
numbers of carriers and/or companies.
Reviewing Your Data
The data reports provided by the Shipper Partner FLEET Tool are covered in detail below in the View
Your Data Reports section of this guide.
Shipper Partner FLEET Tool Users Guide Part 3 | P. 20
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Entering Your Data
You should complete the first five sections of the Home screen (see Figure 19) 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. For example, if your company's name includes "Inc." or "Ltd.", you may
choose not to include that in your Partner name. Please also pay special attention to proper
capitalization, abbreviations, and punctuation.
Note that the reporting year for your data entry is shown next to "Report Year" to the right of
the Partner Name.
SmartWay
Shipper
United States Version: 2.0.10
Released on: 01/03/2012
Use the blue buttons below to navigate the tool. For more information select the Help button
1. Enter Partner Name (Exactly as it should appear on the SmartWay website)
P Report Vear: | 2010
2. Enter Contact Information
Go To Contact Information Screen
Enter Partner
Name Here
3. Characterize Vour Companies
Go To Company Characterization Screen
4. Download SmartWay Carrier Data File
Download Latest SmartWay Carrier Data File
5. Select Company for Data Entry (Double-click the company name or select and hit Enter):
6. View Vour Data Reports
Go To Reports Menu
7. Create Final Version
Generate File to Send to EPA*
" Be sure to read carefully the directions that appear when you select this option.
Figure 19: Step 1 - Enter Partner Name
Shipper Partner FLEET Tool Users Guide Part 3 | P. 21
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Section 2 Data Entry: Enter Company Contact Information
PLEASE REFER TO WORKHEET #1: Company Contact Information in the Part II Data Collection and
Workbook to complete this section of the Shipper Partner FLEET Tool.
From the Home screen, select the Contact Information Screen button.
SmartWay
ipper
:es Version: 2.0.10
Released on: 01/03/2012
Use the blue buttons below to navigate the tool. For more information select the Help button
1. Enter Partner Name (Exactly as it should appear on the SmartWay website)
Report Year: I 2010
AAA Shipping, Inc.
2. Enter Contact Information
Go To Contact Information Screen
3. Characterize Vour Companies
Go To Company Characterization Screen
4. Download SmartWay Carrier Data File
Download Latest SmartWay Carrier Data File
5. Select Company for Data Entry (Double-click the company name or select and hit Enter):
6. View Your Data Reports
Go To Reports Menu
7. Create Final Version
Jd
Generate File to Send to EPA*
' Be sure to read carefully the directions that appear when you select this option.
Figure 20: Selecting the Company Contact Information Screen
You will then be taken to the Company 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:
Shipper Partner FLEET Tool Users Guide Part 3 | P. 22
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SmartWay: Contact Information
1. Partner Information:
301 Kenn Street
Suite #201
Partner Name* |AAA Shipping, Inc.
Addressl*
Address2
City*
Main Phone*
Web Site*
Austin
State* | jj ZIP*|73731
Toll Free:
Country* jSA
www. A AAShipping. com
?l
2. Primary Contact: |
Name
Title*
Addressl*
Address2
City*
Phone*
Email*
Mr. ^
First*
.:f
Last*
VP Operations
Use Partner Address
301 Kenn Street
Suite #201
Austin
State* frx T] ZIP* 178731
|(512)555-5555 Ext: |20
|BRJenk@aaashipping.com
Country* |USA
Cell: |(512)435-2563 Fax: \~
3. Executive Contact: Jj & Same as Primary Contact _?J
Name* | (Same as Primary Contact)
4. Other Contacts: J_\
Add/Edit Executive Contact
Required
Add New Contact
PRINT
SCREEN
Edit Selected Contact I Delete Selected Contact
VALIDATE
SCREEN
Figure 21: Entering Company Contact Information
1. Company Information
2. Primary Contact information
3. Executive Contact (Vice President or higher)
4. Other Contacts
Shipper Partner FLEET Tool Users Guide Part 3 | P. 23
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\ Each field marked with an asterisk must be filled out. You will not be able to submit the tool
to SmartWay without this information.
Steps for Entering Company Contact Information:
Enter the Company data in section 1.
Enter the Primary Contact data in section 2.
Enter the Executive Contact data in section 3.
Enter the Other Contact data in section 4.
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. The
Primary Contact is responsible for coordinating the assembly of information to
complete/update company data; completing and updating the tool itself; maintaining direct
communication with SmartWay; and keeping interested parties within the company apprised
of relevant developments with SmartWay.
NOTE: To ensure that e-mails from SmartWay/EPA are not blocked, new primary contacts may
need to add SmartWay/EPAto their preferred list of trusted sources.
If the Primary Contact shares the same address as the company, you may select the
Enter the Executive Contact Information by selecting the
button 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 the SmartWay Partnership Annual Agreement, overseeing the Primary
Contact (as appropriate), and ensuring the timely submission of the tool to SmartWay. The
executive contact also represents the company at awards/recognition events. This person
should be a Vice President or higher level representative for the company.
If the Primary Contact and Executive Contact are one in the same, simply check the
F~ 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
Add New Contact
button. A new contact field will appear, labeled Other Contact
Information (not pictured).
Enter the first Other Contact then select OK when done.
Shipper Partner FLEET Tool Users Guide Part 3 | P. 24
-------
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
VALIDATE
SCREEN
To make sure you have filled out all required contact information, select at 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
button to return to the Home screen and go to Step 3.
Shipper Partner FLEET Tool Users Guide Part 3 | P. 25
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Section 3 Data Entry: Define Your Shipper Companies
PLEASE REFER TO WORKHEET #2: Shipper Company Characterization in the Part II Data Collection and
Workbook to complete this section of the Shipper Partner FLEET Tool.
Next, on the Home screen select the Company Characterization Screen button to display the Shipper
Company Characterization screen. This is the section where you will define the various components of
your shipper companies.
SmartWay
Shipper
United States Version: 2.0.10
Released on: 01/03/2012
Use the blue buttons below to navigate the tool. For more information select the Help button
1. Enter Partner Name (Exactly as it should appear on the SmartWay website)
Report Vear: 2010
|AAA Shipping, Inc.
2. Enter Contact Information
Go To Contact Information Screen
3. Characterize Vour Companies
Go To Company Characterization Screen
4. Download SmartWay Carrier Data File
Download Latest SmartWay Carrier Data File
5. Select Company for Data Entry (Double-click the company name or select and hit Enter):
6. View Vour Data Reports
Go To Reports Menu
7. Create Final Version
Generate File to Send to EPA*
* Be sure to read carefully the directions that appear when you select this option.
Figure 22: Selecting Shipper Company Characterization on Home Screen
Shipper Partner FLEET Tool Users Guide Part 3 | P. 26
-------
The Company Characterization screen of the Shipper Tool is shown below.
SmartWay: Company Characterization
For each separate business entity (company), please fill out the company name and NAICS code(s) and indicate a company contact. If entering multiple NAICS codes,
separate them with a comma. For help finding your NAICS code, select on the binoculars to the right of the NAICS data entry field.
To add another company, select the Add Company button at the bottom of the screen. You may delete a company by selecting the Delete box to the left of the company
name and then selecting the Delete Checked Rows button at the bottom of the screen. Once data has been entered for all your companies, select the Create Companies
button at the bottom to proceed.
IMPORTANT NOTES:
Please list your company(ies) EXACTLY as you wish them displayed on the SmartWay website, including proper capitalization, any abbreviations, and
punctuation. If you list multiple companies here, you will be required to provide detailed information for each company in subsequent sections of this
tool. Thus you will need to be able to track freight activity separately for each company you list. Internal tracking of different business units, inbound,
outbound and internal freight, and domestic versus international freight can be done within a company, so there is no need to list different internal
divisions, product lines, etc. as separate companies. Only list more than one company if the additional company is a separate and publicly well known
name that you believe requires a separate listing on the SmartWay website.
Delete
Company Name ?l
(exactly as it should appear on the SmartWay website)
NAICS Code(s) ?|
Company Contact ?
1 AAA Shipping - Retail
2 | AAA Shipping-Wholesale
(ft
ift
| Evelyn 5tarwd
Figure 23: Characterizing Shipping Companies
Steps for Completing "Company Characterization" Screen:
This screen allows you to create multiple company data records. If you operate more than one separate
and distinct company you may wish to track each company separately. Each individual data file has the
ability to track companies, inbound/outbound freight, and international/domestic freight as well as
other user-defined distinctions.
Most partners should create one company, i.e. one line. However, if you are a global conglomerate
that, for example, has a large home goods retail company, a wholesale parts supply company, and a
service company, all with separate corporate identities and transportation systems, you may want to
create three companies. Alternatively, you could fill out three shipper tools with one company defined
in each.
Shipper Partner FLEET Tool Users Guide Part 3 | P. 27
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Using data collected using Worksheet #2: Shipping Company Characterization in the Part II Workbook,
enter data for your first company.
Company Name(s): Name your companies properly for listing on the website, begin with your
partner name followed by the specific company name. Example: AAA Products - Retail.
NAICS Code: NAICS, or North American Industry Classification System codes, are the Federal
standard for classifying businesses by activity type. NAICS codes can be up to six digits in length,
and are organized hierarchically, with successive digits providing greater specificity in its
description. Use the NAICS code(s) that most appropriately describes your company. You can
use the search icon to the right of the data entry field to identify the NAICS code(s) appropriate
for your company. If you need to enter multiple NAICS codes, simply separate them with
commas.
Note: some large companies with multiple operations may only use a two or three digit NAICS
code. You do not have to enter the full six digits. Detailed information can be found at
http://www.census.gov/eos/www/naics/.
Company Contact: Select your company contact(s). Use the drop-down menu to display the list
of contacts you entered in the Company Contacts screen and select one. If there is a contact for
the company that is not already listed in the Company Contacts screen, you will need to return
to that screen to add the contact information.
SmartWay highly recommends developing your list of companies beforehand by using
an organization chart or perhaps a customer interface Web page. For example,
evaluate how your organization contracts with carriers, identify your companies
different NAICS codes, and determine how they choose what carriers to hire. The best
strategy is to have a clear idea of how to define your companies before filling out the
tool.
Modifying Shipper Companies
Add Company
To enter another shipper company, select the MMMMMBI button.
To delete a company, select the box next to the company you wish to delete, and then select the
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.
Shipper Partner FLEET Tool Users Guide Part 3 | P. 28
-------
ADD/VIEW
COMMENTS
Please note the ** button located at the bottom right 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 button will be
highlighted and now read
be read.
, indicating to your reviewer that there are comments to
A ^mn^^ 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.
Once you are sure your information is input correctly, you may select the
CREATE
COMPANIES
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 companies are correct - see Figure 24.
Confirm Company Names
Please note that your Company Names will appear on the SrnartWay website exactly as you have entered them here.
Cancel
OK
Figure 24: Shipper Company Name Verification Message
Please verify that the shipper company 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, or Cancel to revise your company name(s).
If, at a point later in the data entry process, you realize that you need to add a new company or delete
an existing company, you can return to the Company Characterization screen. To add a new company,
follow all of the instructions on the screen regarding defining your companies, including selecting the
CREATE
COMPANIES
I button at the end of the process. When you select this button, the system will create
blank data entry forms only for the new company/companies you have added; any existing companies
will not be affected. If you need to delete an existing company, simply check the box next to the
company name and then select the
Delete Checked Rows
button. Note that, if you have already
generated data entry forms for the company you are deleting, the system will prompt you to confirm
the deletion.
Shipper Partner FLEET Tool Users Guide Part 3 | P. 29
-------
As on the other screens there is a
button as well as an
ADD/VIEW
COMMENTS
button. Selecting
. will take you back to the Home screen (see Figure 25). At this point you may define
another shipper company following the same process, or proceed to Step 4 on the Home screen.
Shipper Partner FLEET Tool Users Guide Part 3 | P. 30
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Section 4: Download SmartWav Carrier Data File
On the Home screen, select the button below item Step 4, mj|jj|jjj|jjmmmmimmm|jm||jj^| jnjs
will ensure that you have the latest carrier performance data for characterizing shipper company
performance. You will not be able to input the required shipper company data in Step 5 without this
file. You must have an active Internet connection to perform this step.
SmartWay
Shipper
United States Version: 2.0.10
Released on: 01/03/2012
Use the blue buttons below to navigate the tool. For more information select the Help button
1. Enter Partner Name (Exactly as it should appear on the SmartWay website)
Report Year: I 2010
AAA Shipping, Inc.
2. Enter Contact Information
Go To Contact Information Screen
3. Characterize Vour Companies
Go To Company Characterization Screen
4. Download SmartWay Carrier Data File
Download Latest SmartWay Carrier Data File
5. Select Company for Data Entry (Double-click the company name or select and hit Enter):
AAA Shipping - Retail - Not Checked
AAA Shipping - Wholesale - Not Checked
6. View Vour Data Reports
Go To Reports Menu
7. Create Final Version
Jd
Generate File to Send to EPA
' Be sure to read carefully the directions that appear when you select this option.
Figure 25: Downloading Latest SmartWay Carrier Data File
After selecting the button, 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 26.
Shipper Partner FLEET Tool Users Guide Part 3 | P. 31
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Section 5: Data Entry for Shipper Companies
On the Home screen, you will now see all the companies you created listed in the window below item
Step 5: Select Company for Data Entry.
SmartWay
Use the blue buttons below to navigate the tool. For more information select the Help button
1. Enter Partner Name (Exactly as it should appear on the SmartWay website)
Report Vear: 2010
AAA Shipping; Inc.
2. Enter Contact Information
Go To Contact Information Screen
3. Characterize Your Companies
Go To Company Characterization Screen
4. Download SmartWay Carrier Data File
Download Latest SmartWay Carrier Data File
Date of Current Carrier File: | 12/30/2011
5. Select Company for Data Entry (Double-click the company name or select and hit Enter):
AAA Shipping - Retail - Not checked
AAA Shipping - Wholesale - Not Checked
6. View Your Data Reports
Go To Reports Menu
,1
7. Create Final Version ' I
Company status
Not Checked
Generate File to Send to EPA*
* Be sure to read carefully the directions that appear when you select this option.
PRINT
SCREEN
Figure 26: Home Screen with Shipper Company Status
Shipper Partner FLEET Tool Users Guide Part 3 | P. 32
-------
There will be a status message after each company name, indicating whether or not the data entry for
that company is complete. The following information may appear beside a company 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 Step 6, View
Your Data 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 company, highlight the company name and then double-click on the name of
the company, or simply hit Enter. You will then proceed to the tool Data Entry Screens for the selected
company.
Shipper Partner FLEET Tool Users Guide Part 3 | P. 33
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Steps for Completing the Select Carrier(s) Screen
PLEASE REFER TO WORKHEET #3A: Select Carrier(s) to complete this section of the Shipper Partner
FLEET Tool.
After selecting a shipper company for data entry, you will see the Select Carrier(s) screen (see Figure
27).
SmartWay Shipper Tool: AAA Shipping - Retail X
Select Carrier(s) ; | Emissions or ซ o Smartway
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-SmartWay carriers are entered on one line, be sure to indicate the number of non-SmartWay carrers you use. When you have completed
this screen, proceed to the "Emissions or % SmartWay" screen by selecting the tab above or clicking NEXT at the bottom of the screen.
Option #1:
Jj Data Import Method: E"port Master
REMEMBER TO ADD VOUR NON-SMARTWAY CARRI
jl Carrier Mode
1 Option #2: |5decl , Modo ,, 1
-iJ Manual Entry Method:
Detailed Instructions for Data
File Export Selected Carriers Import Carriers from File Evnnrt /Import fpdf^
ER INFORMATION BY SELECTING THE "NON-SMARTWAY" OPTION FROM THE AVAILABLE CARRIERS LIST.
Jin Category J?J iers
_-J |5e|ect _.J _l] SCAC: | ^J MCN: |
Add Selected Carrier to List Below | Apply Filter | Remove Filter |
_Ll _?J _?J _Ll _?J _?J J\ Internal Shipper _?J
T Select All lor Deletion # Non- Segments
Carrier Bin SmartWay Business ID Inbound/ US/
Delete Selected Carriers Mode Category Carriers Unlt Code Uutbound International 1 2
X Delete Checked Rows
mg
| HH !! H^H| HFiMJ^ Q^| MSM
Figure 27: 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 you may
wish to develop your carrier details separately and upload your data in a single file using Option 1: Data
Import method. Alternatively, if your shipper company has a limited number of carriers, you may
choose to specify your carriers one at a time using Option 2: Manual Entry method. These two methods
are described in detail below.
Shipper Partner FLEET Tool Users Guide Part 3 | P. 34
-------
Note: Select the blue link at the upper right of the screen,
|\ , to view and/or print these instructions. This information is also available
at http://epa.gov/smartwav/documents/partnership/420bll040.pdf
Data Import Method
The purpose of the Shipper Tool's Data Import function is to allow larger shipper partners to extract and
combine data from their in-house computer systems, and to then import this data directly into the
Shipper Tool, alleviating the need to key in this data using 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, and can easily read and write this type of
file.
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.
l\ Note: EPA does not have the resources or technical expertise to assist you in creating and
e_J importing this file. Please work with your own in-house IT/MIS computer staff as needed.
Step 1: Select your carrier(s).
When the Shipper Tool imports your CSV file, it matches the carrier mileage and ton-mile information in
the file with emission factors from EPA's SmartWay Carrier 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.
Shipper Partner FLEET Tool Users Guide Part 3 | P. 35
-------
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.
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 Car|J'ei- 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 EKport Selected Camers 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.
Shipper Partner FLEET Tool Users Guide Part 3 | P. 36
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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 from 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 Shipper 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.
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 "Your data meets the minimum standards
required for import."
7. Select OK to continue importing your CSV file.
Note: Any carrier records in your CSV file that had an error will not be imported into the tool.
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 and Total Ton-Miles must be an integer value greater than zero and less
than 9.99 x 1018. 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 Shipper 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
Kpor eece arners button as described above so that all of the carrier data in the tool is
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 Shipper Tool's screen options. If you make any changes to your carrier data using
Shipper Partner FLEET Tool Users Guide Part 3 | P. 37
-------
the Tool, you should export this data using the EKport Selected CarrKrs button on the Select Carrier(s)
screen.
Note: When you perform a Data Import, all previously entered or imported carrier data in the
Shipper 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 buttQn tQ expQft thgt dat^ add Qf. copy/paste thjs additional carrier
data into this newly exported CSV, and then re-import the updated CSV back into the Shipper
Tool.
^: 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 Shipper Tool.
In addition to the carrier-specific information imported into the CSV file, the Shipper 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 Shipper Tool will prompt 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/warnings.
, Note: Depending upon your computer specifications and the number of carriers uploaded (e.g.,
|\ hundreds or thousands of carriers), the Tool may experience noticeable delays in response,
requiring a minute or more to perform certain calculations.
Manual Entry Method
If you have a reasonably small number of carriers in your shipper company 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
Shipper Partner FLEET Tool Users Guide Part 3 | P. 38
-------
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
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,1 and/or by SCAC and MCN numbers if the carrier is a trucking or logistics partner. You
may also type carrier names directly into the text box to find the carrier more quickly.
If one or more carriers in your company 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 carrier list.
Note: Either the Data Import method or the Manual Entry method are acceptable to
SmartWay, and SmartWay places no judgment on whether data was submitted via import or
manual entry. The decision is at the discretion of the user.
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.
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 carriers from 2010 partner submittals. Currently, the Non-SmartWay Rail selection
utilizes industry-average performance metrics. Please see the Shipper Tool Technical Documentation for additional details.
Shipper Partner FLEET Tool Users Guide Part 3 | P. 39
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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 28.
SmartWay Shipper Tool: AAA Shipping - Retail
Emissions or % Smartway
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 "Emissions or % SmartWay" screen by selecting the tab above or clicking NEXT at the bottom of the screen.
Option #1:
-U Data Import Method:
Enport Master File
Export Selected Carriers
Import Carriers From File
Detailed Instructions for Data
Export/Import fpdf)
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 Available Carriers Filter Carriers By:
I Option #2:
^J Manual Entry Method:
[Logistics * | | J |non-SmartWay Logistics Carrier
Add Selected Carrier to List Below
Selected Carriers
F Select All For Deletion
Delete Selected Carriers
r . . # Non-
Carrier Bin SmarlWay Business
Mode Category Carriers Unit
ID
Code
Inbound / US /
Outbound International
Internal Shipper
Segments
1 2
|ATS, INC
| Truck
|TL/Dry Van
|Truck Service, Inc.
| Truck
|TL/Dry Van
non-SmartWay Truck Carrier
|TL/DryVai
|ABC Rapid Delivery Inc.
|Mxed
r |C5X Transportation
[Sail
I
|ABF Freight System, Inc.
| Multi-modal |TrucKIRail
|non-5martWay Logistics Carrier
Logistics
?< Delete Checked Rows
Enter # of non-
SmartWav Carriers here
Figure 28: Specifying the Number of Non-SmartWay Carriers on the Select Carrier(s) Screen
Once the required data has been entered on the Select Carrier(s) screen, you can proceed to the
Activity Data screen.
Steps for Completing the Emissions or % SmartWav Screen
On the Emissions or % SmartWay screen you will note whether you wish to identify the emissions
related to your shipping operations, or simply generate a % SmartWay value only. Selecting Emission
Footprint and % SmartWay will allow you to calculate mass emissions for your operations, as well as to
determine your % SmartWay value based on percent of miles traveled or other activity measure
attributable to SmartWay carrier partners. The Emissions Footprint and % SmartWay selection also
allows you to determine emission reductions from mile or weight-reducing strategies employed by your
company. You will also be able to estimate the change in emissions due to various mode shifts.
Shipper Partner FLEET Tool Users Guide Part 3 | P. 40
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Note: You must select the Emissions Footprint and % SmartWay option to be considered for a
SmartWay annual award.
SmartWay Shipper Tool: AAA Shipping - Retail
Select Carrier(s) Emissions or It, SmartWay
Your % SmartWay value is used to determine if you qualify to use the SmartWay logo. To determine your % SmartWay value, select one of the options below. The Emission
Footprint option requires you to enter direct activity estimates (i.e., miles and ton-miles) which are used to calculate mass emissions estimates for the carrier fleets you utilize.
Mass emissions estimates are required for you to be considered for a SmartWay Annual Award. Once you've completed entering your data on the Activity tab you may
calculate your rating on the % SmartWay tab.
If mileage or ton-mile activity data is not available, you may specify indirect activity indicators on the % SmartWay tab, such as dollars spent, weight or packages shipped with
each of your carriers. Indirect activity indicators can be used to estimate the relative weights for calculation of your % SmartWay value, although they do not provide enough
information to calculate mass emissions. Therefore Partners are strongly encouraged to collect and report direct activity data for Emission Footprint calculations wherever
possible.
The accuracy of your emission footprint estimate depends heavily on both the quality of your activity data as well as the accuracy of the associated carrier
performance metrics. Please think carefully about which data input option you will use, considering the availability, reliability and overall appropriateness
of the required activity and performance metrics.
Please Select an Option
Emissions Footprint and % SmartWay
% SmartWay Only
Figure 29: Emissions or % SmartWay Selection Screen
If you do not have total mileage and/or ton-mile estimates available for each carrier you have hired in
the reporting year, select the % SmartWay Only option. This will allow you to calculate your %
SmartWay value based on the weighted utilization of your carrier selections. However, note that the
Shipper Strategies and Modal Shift screens will be unavailable, and you will be ineligible for a SmartWay
annual award.
Ibutton. If you selected % SmartWay Only,
After you select your preferred option, click the
you may proceed directly to the % SmartWay section below.
Steps for Completing the Activity Screen
PLEASE REFER TO WORKHEET #3B: Activity Date to complete this section of the Shipper Partner FLEET
Tool.
Shipper Partner FLEET Tool Users Guide Part 3 | P. 41
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Data reported on this screen are used to calculate your shipper company'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 30).
For each carrier, choose a Data Availability option that reflect; the information you have for that c
footprint associated with each carrier, (Based on the data you provide, the per-carner erriission>ป*Sr!tary and emission efficiencies v/ill be Displayed ir
enter the data fields that are appropriate for the Data Availability option you selected.IUa'Tequired fields will be activated (white); other fields will be g
uncp yni. h.-|..'n ,-orrnlp:nd pntpunil vn.ii dat'i, ^eJpct tin "Do^rnhp Data Sojri:e"Jifc*ซ6ri just bc'lovv thpsn nstr irtmns to ,-|r"-rnt-n the rnUIrn if .- thr- ii-frj^ffon yni. orrorod.
Finally, select the % SmartWay tab or the NEXT button to proceed. If the>f*fem detects problems with the information you've entered, it will dujywmcdllv highlight the row
number and provide detailed information about the error/warning, Spierfa highlighted row numbei fen infcurnation about eirois/vvaining; fortija^articular row, You can also run
this validation ptoce.s by ielec:inu the v,liiJ,i.e better. ui Val^rf^rnpanv buttons a: the button, of the screen. A tec "iighlic-it ir zk^ffTit L.J!.: i: -ussing or is significantly
hinhp-.'Irr.'.'Mt th.j'-i the ndi,;tiv avitagp, '.vhih a velluv/JjwHflSnt indiraTpr th- value is i urnpwhdt highPt,1 DV/ET thar UIP ir1u'-trv -^imfp "HI; -mil hg-itp I . -!!-. rnij'-:i hi- an Ire; sec
before proceeding to the next screen, bv enteroaifTTissiiig vaLies (if applicable) or bv double-clicking on the cell to enter a ^gtnlecl explanation legarding the high/low value. You
may also enter text explanations for yellojf^i^nligrited cells, although such entries are optional,
Selected Carriers
Bin Data
Category Avail.*
Inventory
Calc Metric
fi [ATS, INC
\2 |Truck Service, Inc.
J3 |non-SrnartWay Truck Carrie
|Truck
JTL/Dry Van
|Truck
[4 [ABC Rapid Delivery Inc.
|& ABF Freight System, Inc.
7 non-SmartWay Logistics Carrier
Multi-modal |Truck/Rail | 1 _^J | _^J |
I a E, A ,,3i it In,,:
(Preferred I 1 loi-v lปth "o-i-Tiik: and Total Mil*5,
know
know
k,,:,.A.
know
knsw
know
or-miles only.
)tllMII*I -,!-,] fur.-rEi.jeP.E.yload.
otal Mile: only,
* Total Miles =
Truck-miles or Railcar-miles
(NOT Train-miles)
! HI
1. Select to
enter Data
Source
2. Select Data
Availability
Option
4. Enter Ton-
miles and/or
Miles
Figure 30. Activity Data Screen
1. Entering Data Source Description
Before you begin entering activity data for your companies, select the
button and enter a detailed description of the sources used to generate your activity data in the popup
text box (see Figure 31). Be sure to indicate how you calculated miles and ton-miles, and where this
data was obtained.
Shipper Partner FLEET Tool Users Guide Part 3 | P. 42
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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 31: 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 Shipper 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 Shipper 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.
Shipper Partner FLEET Tool Users Guide Part 3 | P. 43
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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).
Shipper Partner FLEET Tool Users Guide Part 3 | P. 44
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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 Shipper
Tool is expanded in the future to include g/volume-mile metrics as well as air and marine modes.
-V Note: The Shipper 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 expresses 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 32 presents example inputs for the
Truck Average Density Calculator.
g> Note: Be as precise as possible entering your mileage and ton-mile data. Enter to the nearest
|\ whole number.
3 The density categories for Logistics and Multi-modal carriers are assumed to be the same as for Truck carriers.
Shipper Partner FLEET Tool Users Guide Part 3 | P. 45
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Smart Way Shipper Density Calculator
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
53.1
46.9|
100
Average
Density
(Ibs/cu ft):
Commodity Types
Commodity Group 7:
Coal
Fuel oils
Gasoline and aviation turbine
Figure 32. Example Average Density Calculator Inputs (Truck, Logistics, and Multi-modal 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 weighing out, or volume-based, with full truckloads cubing out.
For 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 (see Figure 33). 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.
I
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 Shipper Company Tool Technical
Documentation for details regarding the application of the calculator inputs.
Average density bins differ for rail carriers.
Shipper Partner FLEET Tool Users Guide Part 3 | P. 46
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Smart Way Shipper 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.
1/10 Truckload
2/10 Truckload
3/10 Truckload
4/10 Truckload
5/10 Truckload
6/10 Truckload
7/10 Truckload
8/10 Truckload
9/10 Truckload
Full Truckload
Percent
#Loads
3,000
5,000
62
Figure 33. Example Average Load Calculator (Truck, Logistics, and Multi-modal Carriers )
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 shipper company'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.
3 A similar calculator is used for calculating railcar load percentages.
Shipper Partner FLEET Tool Users Guide Part 3 | P. 47
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4. Validating your Activity Data
The Shipper Tool also contains data validation checks designed to identify missing and potentially
erroneous data. Selecting the ^m|jj|j|^g button at the bottom of the screen will allow you to view
any potential data entry errors. Figure 34 provides an example validation screen check result.
Low
calculated
Payload
ualup
Smart Way Shipper Tool: AAA Shipping - Retail
Select Carrier(s) Emissions or % SmartWay Activity Data % SmartWay Emissions Summary Carrier Performance Shipper Strategies
Modal Shift
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 dataj select the "Describe Data Source" button just below these instructions to describe the source of all the information you entered.
Finally, select the % SmartWay 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
.validation process by selecting the Validate Screen or Validate Company buttons at the bottom of the screen. A red highlight indicates that data is missing or is significantly
I injl n ijji i 11 il'i n i Mlp ir"Hl lct"' average, while a yellow highlight indicates the value is somewhat higher/lower than the industry average. Red highlighted cells must be addressed
before in liny in Hn m "I i num. hy pntwinn missing values (if applicable) or by double-clicking on the cell to enter a detailed explanation regarding the high/low value. You
may also enter text explanations for j lln liiijlillljili il i nil- ^thmmh airh entries are optional.
Jj IT 5J-iL__ -iJ J] _LJ _LJ _LJ
Bin Data TmTiilin Total Average Average Average
Row 'li hull ||l Carrier Mode Category Avail.* Calc Metric Inn I nil lililp-,' ' Density Load Pet Payload
Warning - select
for details
otal Miles and Average Payload
aral Mllaa and h = ua ciantha nFurmar on at our nurf bar of In ad" and hi pa of
otal Miles only.
Figure 34. Example Validate Screen Check Result
The red highlighting in Row 4 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 2.
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 row 7 above, the average payload entered,
30.1 tons, is greater than the validation threshold of 27.6 tons.
Finally, row 1 indicates a possible error - dividing ton-miles by total miles results in a very low average
payload value for this carrier (3.4 tons). By double-clicking on the Average Payload cell (highlighted in
red on the far right), you may enter an explanation detailing the reasons for the unusual value (see
Figure 35). After entering your text explanation and selecting OK, the highlighting will change from red
(error) to yellow (warning) status.
Shipper Partner FLEET Tool Users Guide Part 3 | P. 48
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SmartWay Average Pay load Validation
Please provide an explanation as to why your average payload (either
entered directly or calculated based on the ratio of ton-miles to miles) is
outside the industry average,
Hauling processed foods including potato chips, etc.
l~ This explanation applies to all instances that are outside industry average
Figure 35. Example Average Payload Validation Explanation
I
Note: By selecting the checkbox at the bottom of the Average Payload Validation text box, the
user may apply the explanation to all instances of potentially high/low payload values on the
Activity Data screen. This function is provided primarily for shippers importing large numbers
of carriers resulting in the same error/warning condition multiple times.
Other validation messages are presented for the following conditions:
Average truck/logistics/multi-modal payloads are less than 9.4 tons (error - red)
Average truck/logistics payloads are greater than 33.8 tons (error - red)
Average multi-modal payloads are greater than 90 tons (error - red)
Average railcar payloads are less than 9.4 tons or greater than 125 tons (error - red)
Average truck/logistics/multi-modal payloads are between 9.4 and 15.5 tons (warning - yellow)
Average truck/logistics payloads are between 27.7 and 33.7 tons (warning - yellow)
Average multi-modal payloads are between 60 and 90 tons (warning - yellow)
Payload is less than or equal to zero (error)
Please refer to the Shipper Tool Technical Documentation for further details regarding the basis for the
above validation ranges.
Viewing the % SmartWav Screen
PLEASE REFER TO WORKHEET #3C: % SmartWav to complete this section of the Shipper Partner FLEET
Tool.
Shipper Partner FLEET Tool Users Guide Part 3 | P. 49
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Once you finish entering your data you may proceed to the % SmartWay screen. The % SmartWay
screen calculates your % SmartWay value, reflecting the fraction of total emissions attributable to
SmartWay carrier partners. The % SmartWay value is used to determine logo eligibility in the SmartWay
program. Shippers who move the required percentage of freight on SmartWay carriers are eligible to
use and display the SmartWay logo.
SmartWay Shipper Tool: AAA Shipping - Retail |X]
Select Carrier(s) Emissions or " b SmartWay
Activity Data % SmartWay Emissions Summary Carrier F
erformance Shipper Strategies Modal Shift
This screen calculates your % SmartWay value for determining SmartWay logo qualification. Choose the appropriate radio button to select the weighting factor
you wish to use to determine your % SmartWay value. If you have completed the Activity Data screen, the associated percentages will appear in the % Ton-
Miles, % Total Miles, and % CO2 columns below. If you did not enter activity data, or if you would prefer to use another factor, select the factor from the drop-
down box on the far right and enter a non-zero percentage for each carrier, making sure these percentages add up to 100%.
The tool will use only the weighting factor specified in calculating your % SmartWay value.
If the data source is not listed, simply type it in. (* ("
Data Source: Distribution and Warehousing
Selected Carriers
|ATS, INC
Truck Service, Inc.
| non-SmartWay Truck Carrier
ABC Rapid Delivery Inc,
|C5X Transportation
ABF Freight System, Inc.
non-SmartWay Logistics Carrier
Ton-Miles Total Miles CO2
Carrier Mode 10ฐ
|Truck 1.381 |
| Truck 36.833
|Truck 15.167 |
| Truck 1.503 |
|Rail 7.328 |
| Multi-modal 4.966 |
| Logistics 32.822
Description of Custom Factor and Methodoloqy
HHHBBBIBB H
100 | 88 | 0
9,655 | | 0
\
21,399 | |
1,208 | | 0
1.287 | | 0
3,487 | | 0
26,300 | |
% SmartWay Value: -^
Carrier Mode Rating
Truck 72%
Rail 100%
Multi-Modal 100%
Logistics 0%
Overall 52
BBJWffffljB ^HHR^B
Figure 36. Example Average Payload Validation Explanation
Carriers identified in the Select Carrier(s) screen are automatically carried over to this screen. In
addition, if the Activity Data screen has been completed, the fractional mileage, ton-mile, and CO2
amounts attributable to each carrier are also shown here, and may be used as weighting factors across
your carriers to calculate your % SmartWay value. If you do not have mileage-related data for all
carriers used for your company, you may select other weighting factors (using the drop-down selection
on the far right column) for calculating your % SmartWay value, including the percentage of total
payments, the fraction of total weight or total packages, or an alternative "custom" factor, across the
different carriers. Please enter the type of data you use for your percentage allocation estimates using
the drop down menu at the top left,6 then enter the percent allocated to each carrier. Percentages
If you select the "% Custom" option for allocating your % SmartWay value, you must provide a detailed description of the
custom factor used in the text box at the lower left of the screen.
Shipper Partner FLEET Tool Users Guide Part 3 | P. 50
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must sum to 100. The resulting weighted average % SmartWay value is displayed at the bottom right of
the screen.
Viewing the Emissions Summary and Carrier Performance Screens
Once you finish entering your data you may view your performance on the Emissions Summary or
Carrier Performance screens. Based on the shipper company 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 company-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 37) displays emissions performance by carrier and for your
shipper company 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.
Select Carrier(s) Emissions or % SmartWay Activity Data <>'b SmartWay Emissions Summary Carrier Performance Shipper Strategies
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 performance is shown on the next tab: Carrier Performance.
Select Pollutant
Selected Pollutant:
J^S
* C02 _L
r
NDx _L
r
^\
PM10 J_
4
* r
PM2.5 ^J
-^ Carrier Bin -^ Inv Calc -^
Selected Carriers Mode Category Metric
Composite j\ All All
|ATS, INC Truck TL/Dryvan g/mile
Truck Service, Inc. Truck TL/Dry Van g/rnile
|non-5martWay Truck Carrier Truck TL/Dry Van g/mile
flBC Rapid Delivery Inc. Truck Mixed g/ton-mile
|C5X Transportation Rail g/ton-mile
flBF Freight System, Inc. Multi-modal Truck/Rail g/ton-mile
non-SmartWay Logistics Carrier Logistics g/rnile
Carrier Performance - CO2
? g/mile ? Bin Ranking
2,395
1,650
1,650
3,191
1,700
1,047
1,600
3,191
3
3
jj g/ton-mile J?Jein Ranking
470
95
85
887
110
20
170
887
3
2
5
5
CO2
Mass Emissions ?
(tons/ year)
674.0
2,282.7
2,576.6
150.5
133.4
768.4
3,166.7
Figure 37: 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.
Shipper Partner FLEET Tool Users Guide Part 3 | P. 51
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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 used for truck, logistics, and multi-modal 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 Your Data Reports.
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 38).
Shipper Partner FLEET Tool Users Guide Part 3 | P. 52
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Select Emission Factors, Mass Emissions, or
Bin Rankings for display
SmartWay Shipper Tool: AAA Shipping - Retail
Select Larrier(s) Emissions or SmartWay Activity Dal.
ฐ: o SmartWay Emissions Summary Carrier Performance Shipper Strategies
This display allows you to look at your company's emissions-relatec performance by mode and internal segmentation. Use the drop-down boxes provided to filter your results. You
can display carrier-specific emission factors or associated carrier rankings by choosing the appropriate option from Display Type drop-down. In addition, if you selected Emissions
Footprint and completed the Activity Data screen, you can also Display mass emissions in tons per year. (If you selected % SmartWay Only, this mass emissions option is not
available.) In viewing your results, use the icon to the left of each mode name to hide/reveal details for that particular mode. i i
Click to Show or Hide
specific carriers
Display
Type
Display Results For: I Emission Factors
Inbound / US /
Outbound International
j?J _?J Internal Internal
Business ID Shipper Shipper
Unit Code Segment 1 Segment 2
Selected Carriers
Bin Category
CO2
g; mile g/ ton-mile
NOx
g; mile g; ton-mile
PM10
g,' mile g; ton-mile
PM2.5
g/mile y,, 'tun-mile
Logistics Carriers (1)
Multi-modal Carriers (1)
R.IIC.merซ(l)
g] Truck Carriers (4)
| ATS, INC
| Truck Service, Inc.
| non- SmartWay Truck Carrie |TL/Dry Van
I ABC Rapid Delivery Inc.
Dry Van
Dry Van
Dry Van
ed
Average
3,191 || 887
38.00 1| 7.250
2.000 1| 0.5900
1.975 1| 0.5900
1,600 1| 170
7.00 1| 0.700
0.200 1| 0.0275
0.200 1| 0.0275
1,047 1| 20
18.60 1| 0.427
0.519 1| 0.0120
0.503 1| 0.0120
2.082 1| 307
1,350 1| 95
1,650 1| 85
3, 191 || 087
1,700 1| 110
16.03 1| 2.287
3,00|| 0,150
7.50 1| 0.375
30. 00 || 7.250
15.50 1| 1.020
0.724 1| 0.1743
0.075 1| 0.0040
0.225 1| 0.0130
2. 000 || 0.5900
0.675 1| 0.0900
0.717 1| 0.1731
0.075 | 0.0040
0.225 | 0.0130
1.975 | 0.5900
0.675 | 0.0450
2,346 1| 470
22.98 1| 3.701
1.102 1| 0.2916
1.089 1| 0.2909
Figure 38: Carrier Performance Screen
You may also expand or aggregate the display rows to show carrier performance by individual carrier by
clicking the icons to the left. Note that Bin Rankings can only be viewed for specific truck, logistics and
multi-modal carriers, not for the mode-level summary.
This data, plus other detailed reports, can be printed out by returning to the Home screen and selecting
Go To Reports Menu
Viewing the Shipper Strategies Screen
PLEASE REFER TO WORKHEET #4A: Shipper Strategies to complete this section of the Shipper Partner
FLEET Tool.
The new SmartWay Shipper Tool significantly expands upon earlier versions of the tool by calculating
the emissions savings impacts for a range of activities and best practices which are known to impact the
emission footprint of the transportation supply chain. Using the Shipper Strategies screen you can input
specific information pertaining to your company's strategies to impact emissions that are already being
Shipper Partner FLEET Tool Users Guide Part 3 | P. 53
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implemented for the reporting year. On this screen, all strategies are based on eliminating miles or
weight from the system.
I
Note: The use of this screen is optional and not required for submitting the tool to SmartWay.
SmartWay Shipper Tool: AAA Shipping - Retail
Select Carrier(s) Emissions or " b Smartway Activity Data " o SmartWay Emissions Summary
Carrier Performance
Shipper Strategies
INPUTS ON THIS SCREEN ARE OPTIONAL - NOT REQUIRED FOR EPA SUBMITTAL.
Previously in this tool, you calculated the emissions resulting trorn your movement of freight using various carriers. On this screen, you can input specific information pertaining to
your company's strategies to reduce emissions BEFORE freight is placed on transport. All strategies on this screen are based on eliminating miles or weight from the system. In
other words, this tab calculates the emissions that would have happened had you NOT implemented your efficiency improvements, Please list all strategies that your company
implemented for the reporting year to take miles or weight out of the freight system. Emissions results are calculated assuming a one-to-one reduction in miles and ton-miles, The
results only provide a rough estimate of emissions impacts. SmartWay intends to improve the functionality of this tab in future tool versions.
Select a category
Pick an activity
Selected Activities
# Name of Activit
1. | Packaging reconf
Cube optimization
Miles removed from
Remove Activity
Miles removed from system J.J I 1 pTomntiflr
1 P -1J
_?J Percent_?J _?j Results (Tons/Year)
Carrier Mode Improvement CO2 ? | NOx j | PM 10 _?J PM 2.5
f your activities:
ation and Documentation of Shicoer Strateoies
Data Source / Methodology jj
/ Rail 0 | 0,0 0.00 | 0.00
UUtallU" Truck | 3.5 - | 206 | 1]6 | 0.08 | 0.07
Multi-Modal o o.o 0.00 | 0.00
system LฐBlstll:s 1 " " | 0.8 | 0.04 | 0.04
Reconfigured containers from cylinders
to retangular packaging,]
Total Results (Tons/Year)
0.12 \
Figure 39: Shipper Strategies Screen
First, select an activity category from the drop-down menu at the upper left, and then chose a specific
activity from the options provided. You may select from the following options:
Miles Removed from the System
o Distribution center relocation
o Retail sales relocation
o Routing optimization
o Cube optimization
o Larger vehicles and/or trailers
Weight Removed from System
o Product weight reduction
o Package weight reduction
o Vehicle weight reduction
Shipper Partner FLEET Tool Users Guide Part 3 | P. 54
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For each strategy selected, you must provide an estimate of the percentage impact (in terms of miles or
ton-miles, as appropriate), for each mode of interest, along with a text description of the strategy itself
and details regarding the methods and assumptions used to estimate the changes. Based on actual data
from your current carriers, the tool will calculate the quantity of emissions changed for each pollutant.
You can repeat this process for each strategy that your company has implemented.
The tool assumes that total mass emissions are changed in direct proportion with the specified mileage
or weight reductions. This assumption should be accurate for weight reduction strategies when applied
to truck-load shipments that weigh out. Additional uncertainty arises though in the case of LTL and
package delivery shipments, where such reductions may not result in one-to-one impact in miles hauled.
Uncertainties are even greater for non-truck modes, where the shipper commonly does not control the
entire content of the container.
Please carefully document the procedure used to estimate the percentage impacts associated
J \ with your different measures, including how you established your baseline performance
4t*****
levels. Use the blue link on the upper right of the screen to obtain additional information
regarding how shipper strategies should be quantified and documented. If you have questions
regarding calculations and/or documentation, please contact your SmartWay PAM.
Viewing the Modal Shift Screen
PLEASE REFER TO WORKHEET #4B: Modal Shift to complete this section of the Shipper Partner FLEET
Tool.
The Modal Shift screen is intended for scoping purposes and scenario evaluations only. Shippers should
develop carrier emissions inventories (and associated average emissions factors for their company) by
inputting activity data in the Activity Data screen.
Note: The use of this screen is optional and not required for submitting the tool to SmartWay.
The Modal Shift screen allows you to estimate the emissions impact of shifting modes by selecting one
or more modal shifts between air, marine, truck, logistics, multi-modal and rail operations. The resulting
estimates of emissions impacts are for partner information only and are not used in determining
SmartWay Ratings or Logo Scores.
On the Modal Shift screen you can specify the mode from which you have shifted freight or are
considering shifting freight ("From Mode"), as well as the target mode ("To Mode"). Your have several
options for selecting an emissions factor for both the "From Mode" and "To Mode":
Shipper's Carrier Average - This option will utilize the weighted average gram per mile or grams per
ton-mile metric from your carriers, for a specified mode (e.g., rail or truck), based on data you provided
in the Activity Data screen. If this option is selected for the "From" mode, filters can also be applied to
evaluate a subset of your current operations (e.g., inbound/domestic only). Note that in most cases
performance metrics represent midpoints for the given bin category, rather than the precise value for a
Shipper Partner FLEET Tool Users Guide Part 3 | P. 55
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given carrier. If you have data specific to your carriers, please select the User Input option (see below).
Note that the Shipper Carrier Average option is not available for air and marine modes at this time.
Modal Average-This option will use an industry-average performance metric for the mode in question.
Metric options include g/ton-mile and g/mile (or g/railcar-mile, as appropriate). The data sources and
assumptions used to derive these values are discussed in the Shipper Tool Technical Documentation.
You may want to use this option to investigate shifting freight to a transportation mode that you have
not used previously, although we recommend that you use a more representative emission factor to
analyze scenarios whenever possible. The Modal Average option is not available for air and marine
modes at this time.
User Input - This option allows you to input performance metric estimates for any carrier mode, using
alternative data sources. This is the only option available for Air and Marine modes at this time. If you
select this option, you MUST provide a description of the data sources that you used to develop these
estimates (by clicking the user input Data source button.) This option may prove particularly useful in
those cases when you have access to carrier-specific performance estimates. We also encourage you to
use this option when you have access to an emissions factor that reflects the full emissions impact (e.g.,
including likely drayage emissions) and/or that best represents the fleet equipment and operational
type that you are most likely to work with for your unique freight movement.
SmartWay Shipper Tool: AAA Shipping - Retail
Select Carrier(s) Emissions or % Smart way Activity Data ฐ/o SmartWay Emissions Summary Carrier Performance Shipper Strategies
INPUTS ON THIS SCREEN ARE OPTIONAL - NOT REQUIRED FOR EPA SUBMITTAL.
This tab allows you to estimate emission results from modal shifts. Different sources of emission factors will be available based on the carrier modes selected. In some caseSj
the emission factor can be based on your own carrier fleet mix, for others, only a modal default will be available, for others, the user will have to supply their own emission
factors. Refer to the User Guide for more detailed information. Significant improvements and enhancements are planned for this tab in future versions,
Indicate the mode being displaced (From) and the new mode (To) using the drop-down boxes provided, Enter the amounts along with the appropriate units, and the
system will calculate the results. Add new records by clicking the Insert Additional Modal Shift button near the bottom of the screen. You can delete a record by clicking its
Delete Modal Shift button.
Modal Shift 1
From Carrier Mode: Truck *
Delete Modal Shift
Modal Shift 2
From Carrier Mode: |riulti-modal *
To Carrier Mode: Marine/OGV *
Delete Modal Shift
Emission Factor Source Amounts
Units
From: shipper's Carrier Average _ปJ From
To: Modal Average _^J TQ
(Optional) Inbound/Outbound: |A|| _rj (
Units
From: shipper's Carrier Average _^J From
To: User Input (Efficiency After) j-J Jo
Ton-Miles _^J
1 10,000,000
|l 1,200,000
nput Data Source
Miles _^J
600,000
800,000
(Optional) inbound/Outbound: All jj User Input Data Source
Efficiency Efficiency
Before After
CO2 307.43 f 20.78
NO* 2.29 f 0.427
PM 10 [ rj.174 | 1.23711340
PM2.5 0.173 f 0.012
CO2 Ij600 f 950
NOx 7.00 f 12.5
PM 10 | rlaio" | OAS
PM 2.5 | 0.200 | 043"
Total Results
(tons/yr)
3,132.29
19.94
1.769
1.760
220
-6.39
-0.265
-0.247
Insert Additional Mode Shift
Total Results By
Pollutant (tons/yr) CD2:
3,352 NOx: \ 13.55 PM 10: \ 1.504 PM 2.5: f
B9I
Figure 40: Shipper Strategies Screen
Shipper Partner FLEET Tool Users Guide Part 3 | P. 56
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Note that emissions factors that automatically appear in the Modal Shift screen do not include all
potential emissions impacts; for example the factors do not include emissions associated with drayage
(i.e., short-distance trips often required to move freight from one mode to another) or the operation of
intermodal facilities.
You may select to perform the emission impact calculation based on miles or ton-miles inputs, by
specifying the Units in the drop-down menu under the Amounts column. Miles for truck, logistics, and
multi-modal modes corresponds to truckload miles, and railcar-miles for rail modes. Once the Units are
selected for the calculation, the screen will present the "Before" and "After" efficiency factors for the
"From" and "To" modes for each of the four pollutants, in the table on the right. (User Input selections
will result in empty white cells which require manual entry of the required values.) Next, the actual
amount of freight to be shifted must be specified for both the "From" and "To" modes, in terms of miles
or ton-miles, as appropriate. (Note that these two values can be different, since the point to point
distance travelled is likely to be different across modes.) The corresponding emissions impact is then
presented in tons per year for each pollutant. Emissions increases are shown as negative values.
Note the Shipper Carrier Average and Modal Average values for railcar gram per mile values are
adjusted to reflect truckload-equivalents (on a volume basis). Please refer to the Shipper Tool Technical
Documentation for details.
Shipper Partner FLEET Tool Users Guide Part 3 | P. 57
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Finalize Data Entry and View Reports
Once back at the Home screen, notice that the company data that you entered and validated now
identifies its status as "Complete". You may now highlight the next company if you have another one to
complete. Fill out unfinished company data in the same manner as before. If all companies are marked
as "Complete," you can move on to the next step, View Your Data Reports.8 If one or more companies
are not marked as "Complete", review the data you entered for errors or omissions (see Figure 41).
Select after all
companies are
"Complete" to view
reports
SmartWay
Shipper
United States Version: 2.0.10
Released on: 01/03/2012
Use the blue buttons below to navigate the tool. For more information select the Help button
1. Enter Partner Name (Exactly as it should appear on the SrnartWay website)
Report Vear: 12010
|AAA Shipping, Inc.
2. Enter Contact Information
Go To Contact Information Screen
3. Characterize Vour Companies
Go To Company Characterization Screen
4. Download SmartWay Carrier Data File
Download Latest SmartWay Carrier Data File
Date of Current Carrier File: 12/30/2011
5. Select Company for Data Entry (Double-click the company name or select and hit Enter):
AAA Shipping - Retail - Complete (with Warnings)
AAA Shipping - Wholesale - Not Checked
6. View Vour Data Reports
Go To Reports Menu
7. Create Final Version
Generate File to Send to EPA4
Status of first Shipper
Company "Complete"
Select next company
for data entry
* Be sure to read carefully the directions that appear when you select this option.
Figure 41: Home Screen - After Completing the Data Entry/Modification Process for First Shipper Company
Company Characterization and Input Summary reports may be viewed before completing data entry for all fleets if needed.
Shipper Partner FLEET Tool Users Guide Part 3 | P. 58
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Once you have completed data entry for all shipper companies, and the company status indicates
"Complete" or "Complete with Warnings", you may select HHQQd|jijUa|jjUH Bto see the various
reports (see Figure 42).
View Performance Data
Please select the summary report you would like to view:
Company Characterization
Input Summary
Emissions Summary
Carrier Performance
Shipper Strategies
Modal Shift Reductions
Show Report of All Comments
Figure 42: View Performance Data Screen
Selecting any of the buttons 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 shipper companies. 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.
From the Home screen select
naming convention:
Generate File to Send to EPA*
I, which will create a file with the following
PartnerName_ Year_Shipper_VO.xls
For example, ABCompany_2010_Shipper_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 43).
Select OK to automatically create a new Excel file with your company's name as part of the file name, which will enable EPA to better track and identify
your submitted data.
Vou will need to EMAIL this new file to EPA,
If you have any questions on this submission procesSj please contact the SmartWay Transport Partnership Call Center at (734) 214-4767 or email
smartway_transport@>epa .gov.
Ij] Cancel
Figure 43: Data Saving Confirmation
Upon selectingLL
OK
J the file will be saved, and additional instructions will appear (see Figure 44).
Follow these instructions for submitting your Shipper Partner Tool to SmartWay. Upon selecting
I a screen will appear allowing you to close the Shipper Partner FLEET tool or return to the
Home screen.
Shipper Partner FLEET Tool Users Guide Part 3 | P. 60
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SmartWay*
A copy of this file called 'AAA Shipping, Inc,_2Q10_Shipper_VQ.xls' has been created and is ready to be
emailed to EPA.
The file was saved in a folder called: C:\SmartWay\
YOU MUST RETRIEVE THE FILE FROM THIS FOLDER AND EMAIL IT TO EPA IN ORDER TO COMPLETE YOUR
SUBMISSION.
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 44: 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.
Shipper Partner FLEET Tool Users Guide Part 3 | P. 61
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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 or from the
SmartWay website 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.
Shipper Partner FLEET Tool Users Guide Part 3 | P. 62
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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.
Shipper Partner FLEET Tool Users Guide Part 3 | P. 63
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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 9.99 x 1018.
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 9.99 x 1018.
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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