Transport Partnership
U.S. ENVIRONMENTAL PROTECTION AGENCY
Logistics Partner 2.O.II Tool:
Data Entry G u ide ^^^M^^
2011 Data Year - United States Version
Part3
&EPA
United States
Environmental Protection
Agency
-------
Transport Partnership
U.S. ENVIRONMENTAL PROTECTION AGENCY
Logistics Partner 2.O.II Tool:
Data Entry Guide
2011 Data Year - United States Version
Part3
Transportation and Climate Division
Office of Transportation and Air Quality
U.S. Environmental Protection Agency
United States Office ofTransportation and Air Quality
Environmental Protection pp/\ /ion R 19 run
, "«To
June 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 business unit data you collected using Part 2 into
the SmartWay Logistics Partner FLEET Tool. This guide covers:
1. Downloading and setting up to tool to run properly
2. Basic organization of the SmartWay Logistics Partner FLEET Tool
3. Entering your data
4. Viewing business unit performance summary data
5. Submitting data to SmartWay
6. Troubleshooting the tool
/j\ WARNING!
Completing this tool requires a considerable amount of information about your company and its
associated business units. There are many sections and screens to complete for each business unit that
you operate. While you will have the ability to save your tool along the way and return to it at anytime,
we STRONGLY ENCOURAGE you to review Part 1 to understand key information about joining the
partnership and use Part 2 of this series to learn about the data requirements and gather your data
BEFORE attempting to use Part 3 to complete the tool.
Logistics 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 Logistics Partner FLEET Tool was built using Microsoft Excel Forms.
Downloading the SmartWav Logistics Partner FLEET Tool
The tool can be downloaded from the SmartWay website at:
http://www.epa.gov/smartwaylogistics/partnership/logistics.htm
Please save the tool in a folder on your hard drive; this folder will house copies of your data and future
updates.
Security Settings for the SmartWav Tools
The following instructions should appear on your screen //you need to change your security settings
before running the tool.
Excel 2003 Users
Before you begin, be sure to set your Excel security setting level to "Medium."
1. When using Excel 2003, on the menu bar, go to Tools -^ Macro -^Security Level.
2. When
that
window
opens,
select
Medium.
Figure 1: Macro Drop-Down Menu
Logistics Partner FLEET Tool Users Guide Part 3 | P. 4
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Security
I Security Level I Trusted Publishers
O Very High. Only macros installed in trusted locations will be allowed
to run, All other signed and unsigned macros are disabled,
O High. Only signed macros from trusted sources will be allowed to
run. Unsigned macros are automatically disabled.
0 Medium. You can choose whether or not to run potentially unsafe
(_.) Low (not recommended). You are not protected from potentially
unsafe macros. Use this setting only if you have virus scanning
software installed, or you have checked the safety of all documents
you open,
OK
Cancel
Figure 2: Security Dialog Box
To run the tool:
1) Save the tool to your computer in a folder on your hard drive; and,
2) Double-click on the file to open the tool.
You will see a security warning box appear (Figure 3).
"5:\5martWay\Logistics.xls" contains macros.
Macros may contain viruses. It is usually safe to disable macros, but if the
macros are legitimate, you might lose some functionality.
i Disable Macros il Enable
1 •T~ '*
Macros
More Info
Figure 3: Security Warning Box
Logistics Partner FLEET Tool Users Guide Part 3 | P. 5
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3)
Select the Enable Macros button in the security warning box. The following screen
(Figure 4) should appear:
Logisttcs_F_PftJJA.xls [Compatibility Mode] - Microsoft Ex<
Page Layout Formulas Data Review View
^&
40
41
42
Z AntoSum - A~y *i
I F.;, - IT aa
-2 Clear • Rtte,. S;|ed .
a R s
'A1 e:.;orr.r= rn Hie smart A'1 av Logistics Tool. This version of the Logistics Tool encompasses ground truck and rail
freight movements, A future version will also cover marine and air freight movement.
For additional Information such as the tool user guide, technical manual or other support
materials, select the button below:
Or call the Srnarr.W.ET, Helpline at; (734) 214-4767
Or email the Helpline at: smamvdv'j.raribport'fljep;:.go-
Too! Help and Navigation
Throughout the tool, you Will see numerous buttons. Becoming familiar with these buttons Will make
completing the tool easier and faster.
Provides instructions for completing each screen
Allows you to add notes or clarifications (button becomes yellow if a comment exists)
Checks your data input for missing or invalid information
Enlarges the text on the screen
Sends an image of the screen to your default printer
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 4: Logistics Partner FLEET Tool Welcome Screen
The part of the tool that you fill out resides in the gray, blue, and dark green forms that appear on the
screen. The Excel workbook that remains in the background - and which normally appears as a light
green screen as in Figure 4 - is where all of the data you enter is actually stored. However, for the
purpose of your data entry, please disregard the background workbook.
Security Settings for Excel 2007 Users
The default settings for Excel 2007 should enable you to run the tool without any changes. To run the
tool:
1) Save the tool to your computer; and,
2) Open the file, and select the "Options..." button that appears after the Security Warning
just below the menu bar (Figure 5). Detailed instructions are also provided on the
screen itself.
Logistics Partner FLEET Tool Users Guide Part 3 | P. 6
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truckModel_2010-09-23_dean[l].XLS [Compatibility Mode] - Microsoft Excel
Formulas Data Review View Developer
Clipboard r'
M m m ^'""rt- z-
=*=U 3*0 -JP j*. Delete, m,
Conditional Format Cell (at,
Formatting- as Table- Styles- [^J Format - ^'
Styles Cells
Security Warning Sot
\ Security Settings for the SmartWay Models
1 [Security Settings for the SmartWay Models
2 In order to run this application, you must have macros enabled.
^ For Excel 2007 Users: (If you are using Excel 2003, please scroll do\vn.)
If an 'Options ." button appears in the menu bar above, follow these instructions:
1. Click the Options button. This button appears after the Security Warning in the Excel 2007 menu bar
2. Enable content. In the Microsoft Office Security Options dialog box, choose "Enable this content" and click 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 Click the Office button. This button appears in the top left corner of the screen in Excel 2007.
2. Goto Excel Options. Click the !:Excel Options" button in the bottom right corner of the pull-down menu:
A, - - - - '
* • •
Figure 5: Security Warning Screen
3) In the Microsoft Office Security Options dialog box (Figure 6), choose "Enable this
content" and select OK. The tool will then open after a short delay.
Logistics 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:\SmartWay\Logistics.xls
O Help protect me from unknown content (recommended)
0 ipabje this content!
Open the Trust Center
Figure 6: Security Options Dialogue Box
If you reach this point and the tool does not open, please review the "Software and Hardware
Requirements" on Page 7 of Part 1 of the guidance series. Otherwise, you may have your security set
too high. To adjust your security settings, select the Office button (in the top left corner of the screen)
and then select the "Excel Options" button in the bottom right corner of the pull-down menu (Figure 7):
Logistics Partner FLEET Tool Users Guide Part 3 | P. 8
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Figure 7: Excel Options Drop-Down Menu
On the Excel Options screen, select Trust Center in the left navigation bar (Figure 8):
\ Popular 1
Formulas
Proofing
Save
Advanced
Custom ire
Add-Ins
Trust Center
rv
Q Change the most popular options in Excel.
Top options tor working with Excel
0 Enable Live Preview •
D ShowDevelopertab inthe Ribbon •
0 Always use ClearType
Color scheme: | Blue v
ScraenTip style: Showfeature descriptions in ScreenTips v
Create lists tor use in sorts and fill sequences: Edit Custom Lists..,
When creating new workbooks
Usethi? font: Body Font
Font size: 11 v
Include this many sheets: |3 C
Personalize your copy of Microsoft Office
User name: MHeyward
[L OK | [ Cancel
Figure 8: Excel Options Drop-Down Menu
When the Trust Center options display opens, select Trust Center Settings in the bottom right portion of
the screen (Figure 9):
Logistics Partner FLEET Tool Users Guide Part 3 | P. 9
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Excel Options
Popular
Formulas
Proofing
Save
Advanced
Customise
Add-Ins
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 Ejtcel helps to protect your privacy,
please see the privacy statements.
Show the Microsoft Office Excel privacy statement
Microsoft Office Online privacy statement
Customer Experience Impro'/enient Program
Security & more
Learn more about protecting your privacy and securityfrom Microsoft Office Online.
Microsoft Vv'inclO'.v:.- Security Center
Microsoft Trustworthy Computing
Microsoft Office Excel Trust Center
The Trust Center contains security and privacy settings. These settings help keep your computer
secure. We recommend that you do not change these settings,
Trust Center Settings,.
Figure 9: Trust Center Settings Screen
Logistics Partner FLEET Tool Users Guide Parts | P. 10
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Choose the setting "Disable all macros with notification" (Figure 10) and select OK.
Trust Center SS
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
@ Disable all macros with notification
O Disable all macros except digitally signed macros
O Enable all macros (not recommended; potentially dangerous code can run)
Developer Macro Settings
HI Trust access to the VBA project object model
| OK j| [ Cancel |
Figure 10: Macro Settings Screen
Next, to run the tool:
1) Save it to your computer.
2) Open the file, and select the Options or Enable Content button as described above.
3) In the Microsoft Office Security Options dialog box (Figure 6), choose "Enable this
content" and select OK. The tool will then open after a brief delay.
If the tool does not open at this point, please review the Software and Hardware Requirements in Part 1
of this guide.
Logistics Partner FLEET Tool Users Guide Part 3 | P. 11
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Basic Organization of the SmartWay Logistics Partner FLEET Tool
Understanding the Tool Format and Structure
The SmartWay Logistics Partner FLEET Tool is organized around (1) information screens, (2) forms or
worksheets, and (3) reports/summaries that guide you through the process joining the SmartWay
Transport Partnership and/or providing your annual update to maintain your good standing with the
program.
Each screen or form opens up within a Microsoft Excel spreadsheet. The screens generally look like the
one shown here:
SmartWay Introduction
•SmartWay
Logisti
United States Version: 2.0.11
Released on: 05/29/2012
Introduction
Welcome to the SmartWay Logistics Tool. This version of the Logistics Tool encompasses ground truck and rail
freight movements. A future version will also cover marine and air freight movement,
For additional Information such as the tool user guide, technical manual or other support
materials, select the button below:
Go To Logistics 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
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.
ADD/VIEW
COMMENTS
VALIDATE
SCREEN
Figure 11: Opening Screen of Logistics Partner FLEET Tool
Logistics 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.
SmartWay9
Figure 12: Screenshot of Title of Screen/Form
Each screen contains text instructions or information about the program. Where applicable, the screen
may also include buttons linking to the SmartWay website or other sections of the tool (e.g., the various
data entry screens).
Go To Logistics 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.
ZOOM IN
PRINT
SCREEN
Figure 14 Screenshot Navigation Buttons in the Tool
When new concepts/ topic are introduced on a screen, a small question mark ([?]) appears next to it.
When you select the question mark, you will find additional definitions of terms or instructions to help
you complete the screen properly.
Reviewing the Introductory Screens
Before you reach your data entry section of the tool, you will move through four introductory screens
that allow you to review the basics of participation in SmartWay for logistics partners:
• The "SmartWay Introduction" Screen
• The "Partnership Agreement" Screen
• The "Is this the Right Tool for Me?" Screen
• The "Required Information" Screen
Logistics Partner FLEET Tool Users Guide Part 3 | P. 13
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The features of these screens are described below.
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
Logistics
United States Version: 2.0.11
Released on: 05/29/2012
Introduction
Welcome to the SmartWay Logistics Tool, This version of the Logistics Tool encompasses ground truck and rail
freight movements, A future version will also cover marine and air freight movement.
For additional Information such as the tool user guide, technical manual or other support
materials, select the button below:
Go To Logistics Page of the SmartWay Website
Or call the SmartWay Helpline at: (734) 214-4767
Or email the Helpline at: smartway_transportSiepa.gov
Tool Help and Navigation
Throughout the tool, you will see numerous buttons. Becoming familiar with these buttons will make
completing the tool easier and faster.
Provides instructions for completing each screen
Allows you to add notes or clarifications (button becomes yellow if a comment exists)
Checks your data input for missing or invalid information
Enlarges the text on the screen
Sends an image of the screen to your default printer
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, a link for SmartWay Tool information is provided here -
http://www.epa.gov/smartwaylogistics/partnership/logistics.htm.
Logistics Partner FLEET Tool Users Guide Part 3 | P. 14
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The "SmartWay Partner Agreement" Screen
SmartWay Partnership Annual Agreement
'SmartWay
gistics
ites Version: 2.0.11
Released on: 05/29/2012
Partnership Agreement for Carriers
With this agreement, your company joins EPA's SmartWay Transport Partnership and commits to:
1. Measure and report to EPA on an annual basis the emissions performance of your company using EPA's SmartWay tool. (Existing fleets
must report the 12 months of data for the prior year ending December 31. Newly formed companies require a minimum of 3 months
of operational data,)
2. Have performance results posted on the EPA SmartWay website/database.
3. Agree to submit supporting documentation to EPA for any data used to complete this tool and agree to EPA audit of this data upon
request by EPA.
In return, EPA commits to:
1. Promote company participation in the Partnership by posting Partner names on the EPA SmartWay Website and in related educational,
promotional, and media materials. EPA will obtain express written consent from the Partner before using the Partner's name other
than in the context of increasing public awareness of its participation as described here.
2. Provide companies with industry-wide performance benchmark data as this data becomes available to EPA,
3. Assist Partners in achieving emission and fuel usage reduction goals (subject to Federal Government Appropriations).
General Terms
1. If the Partner or EPA defaults upon this agreement at any point, the agreement shall be considered null and void.
2, Either party can terminate the agreement at any time without prior notification or penalties or any further obligation.
3, EPA agrees not to comment publicly regarding the withdrawal of specific partners.
4. EPA reserves the right to suspend or revoke Partner status for any Partner that fails to accomplish the specific actions to which it
committed in the SmartWay Transport Partnership Agreement and subsequent Agreements.
5. The Partner agrees that it will not claim or imply that its participation in the SmartWay Transport Partnership constitutes EPA approval
or endorsement of anything other than the Partner's commitment to the program. The Partner will not make statements or imply that
EPA endorses the purchase or sale of the Partner's products and services or the views of the organization.
6, Submittal of this SmartWay Tool constitutes agreement to all terms in this Partnership Agreement, No separate agreement need be
submitted.
By checking the box below, I declare that the information submitted via this tool is, to the best of my knowledge,
accurate. I understand that any person who, in the course of negotiating or performing under this Agreement, makes,
presents or submits a false or misleading statement to the government, or any person who makes a material omission
in the course of negotiating or performing under this Agreement, may be subject to liability under all applicable civil
and criminal statutes including 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).
I*' il understand and agree to the terms of this agreement.
Check to accept Agreement
Figure 16: SmartWay Partner Agreement for Carriers
After selecting the ^^^^^™ button on the SmartWay Introduction screen, the SmartWay Partner
Agreement for Carriers will appear. This screen replicates the agreement language found in Part 1 of
this users guide series.
Submitting a SmartWay Logistics Partner FLEET Tool to EPA constitutes agreement to all terms in the
Partnership Agreement, so please review this screen or the text version in Part 1 of this users guide
series before sending your tool to EPA.
Logistics 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 Logistics Company FLEET Tool submissions are due on an annual basis; therefore, when you
submit your tool each year, this will constitute your renewal of your partnership agreement. Failure to
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/business unit from the SmartWay partner list.
NOTE: While in the past, SmartWay supported a lengthy warning process for partners that were
delinquent submitting their partnership materials; however, due to the large number of partners
currently joining and submitting materials to SmartWay, this level of customized service can no longer be
supported.
The "Is this the Right Tool for Me?" Screen
SmartWay offers several FLEET tools tailored for different business models and fleets. Most trucking
companies will use the Truck Carrier FLEET Tool; however, it is advisable to review the checklist in Part 1
of the user guide series and/or this screen in the Logistics Partner FLEET Tool to make sure it is the best
option for your operations.
Logistics Partner FLEET Tool Users Guide Part 3 | P. 16
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Tool Selection
'SmartWay"
Logistics
United States Version: 2.0.11
Released on: 05/29/2012
Is this the right SmartWay tool for me?
SmartWay has a number of tools that may be appropriate for trucking companies: Truck Carrier, Logistics, and Multi-modal, Each of these
tools is tailored to specific types of companies. Partners may need to complete different tools based on the transport modes employed
(truck only, or intermodal) and/or the amount of business contracted to other companies. To help make sure that you are filling out the
right tool, SmartWay has included guidance below:
Truck Tool
The truck carrier tool is used by companies with fleets that operate predominantly in the truck sector with less than 5% of their miles in
other transport modes such as rail, air or marine and that operate their equipment (owned or leased) such that they do less than 5% of
their miles with contractors (includes seasonal, overflow, and spot hires).
If you manage a dedicated truck fleet for another company, you should include those trucks in the Truck Tool and designate them as a
private fleet. If you manage multiple dedicated fleets, you do not need to develop a separate tool for each dedicated fleet, they can be
amalgamated into one fleet labeled private.
Logistics Tool
The logistics tool is intended for use by companies that predominantly contract with other carriers to move freight, such as logistics
companies, third-party logistics providers, fourth-party logistics providers, freight forwarders, and non-asset based carriers. If you move
more than 5% of your freight using your own internally managed carrier fleet, you should complete the appropriate carrier tool for that
fleet, and include the results in your logistics tool.
Multi-modal Tool
The multi-modal suite is an amalgamation of all of the SmartWay carrier tools. It contains the truck, rail, and logistics carrier tools. The
multi-modal suite is used by companies employing multiple modes of transport, and that move over 5% of their freight utilizing their own
internal carrier companies.
Examples
Case 1: MH Trucking is a 200 truck fleet, that only contracts out a few loads at Christmas. These loads constitute less than 5% of MH
Trucking's total loads. MH Trucking should complete the Truck Tool.
Case 2: RB Inc., operates none of its own trucks, and contracts other carriers to move all its freight. RB Inc., should complete the
Logistics Tool.
Case 3: MP Services operates three divisions. A truckload division with its own fleet of 100 trucks, a Contract Carrier Division that
contracts with 20 other truck companies, and an intermodal division that uses its own truck fleet and three rail companies. MP Services
should use the Multi-Modal Suite, completing a Truck Tool for its own fleet, a Logistics Tool run for its contract services division, and a
Still Not Sure?
Call the SmartWay Help Line for assistance: 734-214-4767
Figure 17: Determining Which Tool is Appropriate for your Fleets
This screen provides basic information on three SmartWay Tools (Truck, Logistics, and Multi-modal)
appropriate for different types of trucking operations. Your choice of tool will depend primarily on the
transport modes you utilized and the amount of business you contract to other companies.
The "Required Information" Screen
The next screen summarizes the information needed to complete the Logistics Partner FLEET Tool.
Select
PRINT
SCREEN
in order to retain a hardcopy for reference as you complete the rest of the tool.
Logistics Partner FLEET Tool Users Guide Part 3 | P. 17
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Smart Way - Required Information
•SmartWay
United States Version: 2.0.11
Released on: 05/29/2012
Following is a brief description of the information you will need to complete this tool. For further details, please
consult the Logistics Tool Oser 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
FB,
Business Unit Characterization Information
* Business Unit Names and Contacts
« Standard Carrier Alpha Codes (SCACs), Motor Carrier Numbers (MCNs), and/or Department of Transportation (DOT) Numbers
• Business Focus
* Operation Type and Body Type
Carrier Use Profile
• Identification information of carriers contracted in given year (including mode, name, and ID codes)
* Carrier utilization details:
- Total Miles contracted
- Total Ton-Miles contracted
Figure 18: Summary of Logistics Tool Required Information
Once you have navigated through the four introductory screens, you will be taken to the SmartWay
Logistics Partner FLEET Tool Home screen.
Logistics Partner FLEET Tool Users Guide Part 3 | P. 18
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Navigating the "Home" Screen
Figure 19 displays the structure of the Home screen.
SrnartWay
Use the green buttons below to navigate the tool. For more information select the Help button
1. Enter Partner Name (Exactly as it should appear on the Smart Way website)
Report Year: 2011
2. Enter Contact Information
Go To Contact Information Screen
3. Characterize your Business Unit(s)
Go To Logistics Business Unit Characterization
4. Download Smart Way Carrier Data File
Download Latest SmartWay Carrier Data File
5. Select Business Unit for Data Entry (Double-click the business name or select and hit Enter):
6. View Your 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: Main Tool Navigation or "Home" Screen
Logistics Partner FLEET Tool Users Guide Part 3 | P. 19
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From the Home screen, you can:
1) Enter your partner name;
2) Fill out company contact information;
3) Characterize your logistics business unit(s);
4) Download the latest SmartWay Carrier data file;
5) Enter data to characterize your logistics business unit(s);
6) View results of your data entry; and
7) Create final version to submit to EPA.
There are seven sections on the Home screen. Each section has links to additional screens or worksheets
within the tool which are described below:
1. Enter Partner Name: Here you will enter the name of your organization, exactly as it
should appear on the Partner Listing of the SmartWay website.
2. Enter Company Contact Information
Go To Contact Information Screen: 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 Business Units
Got To Logistics Business Unit Characterization: On this screen you will define all
the logistics business units your company operates and provide information
describing the operation of those business units. Once these parameters are
defined, the software will automatically generate blank data entry forms for
each business unit.
4. Download SmartWay Carrier File
Download Latest SmartWay Carrier File: Select this button to download the
latest SmartWay Carrier performance data for use with your logistic business
units.
5. Enter Activity and Fuel Information for Each of Your Logistics Business Units
Select Business Unit for Data Entry: Selecting a business unit name will take you
to a screen that asks for performance and business unit composition information
necessary to calculate efficiency metrics for your business unit(s).
6. View Your Data Reports: Here you can see final summaries of your data.
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.
Logistics Partner FLEET Tool Users Guide Part 3 | P. 20
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7. Create Final Version
Create 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 Logistics Tool. After they are completed, you can review your
output and/or submit your tool to EPA.
Saving Your Data
In addition, in order to save data entered into the tool before exiting, you should select
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.
Logistics Partner FLEET Tool Users Guide Part 3 | P. 21
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Entering Your Data
You should complete the first five sections of the Home screen (see Figure 20) in order. The next five
sections of this guide explain how to enter your data on each of the required screens.
Section 1 Data Entry: Enter Partner Name
• Enter the name of your organization, exactly as it should appear on the Partner Listing of the
SmartWay website. 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.
Logistics Partner FLEET Tool Users Guide Part 3 | P. 22
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SmartWay
United States Version: 2.0.11
Released on: 05/29/2012
Use the green 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:[ 2011
2. Enter Contact Information
Go To Contact Information Screen
3. Characterize your Business Unit(s)
Go To Logistics Business Unit Characterization
4. Download SmartWay Carrier Data File
Download Latest SmartWay Carrier Data File
5. Select Business Unit for Data Entry (Double-click the business 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 20: Step 1 - Enter Partner Name
Logistics Partner FLEET Tool Users Guide Part 3 | P. 23
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Section 2 Data Entry: Enter Company and Contact Information
PLEASE REFER TO WORKHEET #1: Company and Contact Information in the Part II Data Collection and
Workbook to complete this section of the Logistics Partner FLEET Tool.
From the Home screen, select the Contact Information Screen button.
SmartWay
Logistics
Inited States Version: 2.0.11
Released on: 05/29/2012
1
Use the green 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)
|AAA Logistics, Inc Report Vear: | 2011
2. Enter Contact Information
Go To Contact Information Screen
Select button
3. Characterize your Business Unit(s)
Go To Logistics Business Unit Characterization
4. Download SmartWay Carrier Data File
Download Latest SmartWay Carrier Data File
5. Select Business Unit for Data Entry (Double-click the business name or select and hit Enter):
6. View Vour 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 21: Selecting the Company and Contact Information Screen
You will then be taken to the Company and Contact Information screen. The Partner Name entered in
Step 1 will be shown at the top of the screen. This screen will ask you to, provide the following
information:
Logistics Partner FLEET Tool Users Guide Part 3 | P. 24
-------
SmartWay: Contact Information
1. Partner Information:
Partner Name* JAAA Logistics, Inc.
Addressl* |200 Kenn Street
Address2 \~
City*
[Austin
State
Main Phone* | (512) 555-5555
Web Site* |aaaLcom
2. Primary Contact: _Ll
Name K _^J First*
Title* VP Operations
. [rx Tj Zlp* |7B730-8B88 Country* |USA
Toll Free:
MI: | Last* Jenkin5
Addressl* |20D Kem street
Address2
City*
Suite 320
Austin
Phone* |(512)555-1212 Bttfll
Email*
State* |TX _-] ZIP* 78730-3888 Country* |USA
Cell:
Fax:
BrJenk@aaaL.com
3. Executive Contact:
Same as Primary Contact ?
Name* [ (same as Primary Contact,'
4. Other Contacts: —\
Add/Edit Executive Contact
...l.-Eye|yn.Jones .
• Required
Add New Contact
Edit Selected Contact I Delete Selected Contact
Figure 22: Entering Company and Contact Information
1. Company Information
2. Primary Contact information
3. Executive Contact (Vice President or higher)
4. Other Contacts
Each field marked with an asterisk must be filled out. You will not be able to submit the tool
to SmartWay without this information.
Logistics Partner FLEET Tool Users Guide Part 3 | P. 25
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Steps for Entering Company and Contact Information:
• Enter the Partner Information in section 1.
• Enter the Primary Contact data in section 2.
• The primary contact is the individual designated by the Executive Contact to directly interface
with SmartWay regarding specific tasks involved in the timely submission of the tool. 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.
If the Primary Contact shares the same address as the company, you may select the
I button to auto -populate the address section of this record.
Use Partner Address
Enter the Executive Contact Information by selecting the
I button to the right; enter the required data.
Add/Edit Execi
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
Same as Primary Contact box tQ auto.popu|ate the Executive Contact information.
Enter Other Contacts (if applicable) by selecting the
••••••••••ilB II button. A new contact field will appear, labeled Other Contact
Information (not pictured).
Enter the first Other Contact then select OK when done.
NOTE: In some cases, companies with multiple business units will gather information
from different sources within the company. You may find it useful to have this
additional contact information stored within the tool.
You can add more names to the Other Contacts box by repeating this process. If you wish to edit an
existing contact's information, highlight the name you wish to edit and then select the
Edit Selected Contact
button.
You can remove an existing contact by highlighting the contact and then selecting Delete Selected
Contact.
Logistics Partner FLEET Tool Users Guide Part 3 | P. 26
-------
To make sure you have filled out all required contact information, select
VALIDATE
SCREEN
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.
Logistics Partner FLEET Tool Users Guide Part 3 | P. 27
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Section 3 Data Entry: Define Your Logistics Business Units
PLEASE REFER TO WORKHEET #2: Logistics Business unit Characterization in the Part II Data Collection
and Workbook to complete this section of the Logistics Partner FLEET Tool.
Go To Logistics Business Unit Characterization
Next, on the Home screen select •••••••••••••••••••••'••••••"•••••••I to display the Logistics
Business Unit Characterization screens. This is the section where you will define the various
components of your logistics business units.
SmartWay
Report Vear: 2011
Use the green 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)
|AAA Logistics, Inc
2. Enter Contact Information
Go To Contact Information Screen
3. Characterize your Business Unit(s)
Go To Logistics Business Unit Characterization
4. Download SmartWay Carrier Data File
Download Latest SmartWay Carrier Data File
5. Select Business Unit for Data Entry (Double-click the business name or select and hit Enter):
6. View Your 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 23: Selecting Logistics Business Unit Characterization on Home Screen
Logistics Partner FLEET Tool Users Guide Part 3 | P. 28
-------
There are five subsections in the Logistics Business Unit Characterization section of the tool:
1. Identify Logistics Business Units
2. Logistics Business Unit Details
3. Business Focus
4. Operation Categories
5. Body Types
Screen 1: Identify Logistics Business Units is shown below.
SmartWay: Business Unit Characterization - Logistics
Logistics Business Unit Details
Business Focus
Operation Categories
Body Types
SmartWay will list your company's name and your logistics business unit name(s) on the SmartWay website to indicate your participation in the
SmartWay program. Customers can search for your company by your company's logistics business unit name(s), SCAC, Motor Carrier Number, or DDT
number. Please name your logistics business unit(s) as you want them to appear on the SmartWay website. Business Unit Names should start with
you Company Name first (corresponding to the left hand column below), followed by the Business Unit Identifier (corresponding to the second
column below). If your company has only one business unit, you may leave the Business Unit Identifier field blank.
Input information for each logistics business unit in your company that a customer would have discretion to hire. Do not include internal business
units that are invisible to your customers. If "ABC Logistics" has two business units that a customer can hire, they should create two logistics
business units: for example, ABC Logistics Freight, and ABC Logistics Refrigerated.
To add logistics business units, simply select the "Add Another Logistics Business Unit" button at the bottom of the page. When you have added all
your logistics business units and filled out the required information, select NEXT or select the "Logistics Business Unit Details" tab at the top of the
screen to proceed to the next step.
Company Name
Business Unit Identifier
Business Unit Name
(exactly as it will appear on the SmartWay Website)
|«AA Logistics, Inc.
Expedited
AAA Logistics, Inc.: Expedited
AAA Logistics, Inc.
Midwest
AAA Logistics, Inc.: Midwest
X Delete Checked Rows
Add Another Logistics Business Unit
VALIDATE
BUSINESS UNIT(S)
Figure 24: Identifying Logistics Business Units
Steps for Completing "Identify Logistics Business Units" Screen:
Using data collected using Worksheet #2: Logistics Business Unit Characterization in the Part II
Workbook, enter data for your first business unit:
• Company Name: On the SmartWay website, each of your business unit names will begin with
the name of your company. This "prefix" will be whatever you enter in the Company Name field
on the Identify Logistics Business Units screen. By default, the Company Name for your first
business unit on the Identify Logistics Business Units screen is automatically populated with the
first 50 characters of the Partner Name that was entered on the Home screen. You should
specify the Company Name so that it appears EXACTLY as it you want it to show within each
business unit name. (For example, if your company's name includes "Inc." or "Ltd.", you may
Logistics Partner FLEET Tool Users Guide Part 3 | P. 29
-------
choose not to include that in your fleet names.) Please pay special attention to proper
capitalization, abbreviations, and punctuation. Remember that this name will be automatically
inserted at the start of each of your business unit names on the SmartWay website.
• Business Unit Identifier: Please make sure to specify each business unit identifier exactly as you
want it displayed on the SmartWay website, including proper capitalization, any abbreviations,
and punctuation. Remember that it will automatically be combined with your Company Name.
NOTE: If you have only one business unit, you may leave the Business Unit Identifier field blank,
in which case your business unit name will simply be your Company Name.
Modifying Logistics Business Units
Add Another Logistics Business Unit
To enter another logistics business unit, select the button.
To delete a business unit, select the box next to the business unit you wish to delete, and then select the
X Delete Checked Rows
button.
Adding Comments/Notes
Creating useful comments assists SmartWay tool reviewers in approving your tool as quickly as possible.
Your comments help reviewers understand your business model. Any details that you can provide
related to your business operations will speed up approval time.
ADD
COMMENTS
-\ Please note the manmaiifm \ button located at the bottom of the screen. This allows you to
\ enter notes about the collection process, your assumptions and methods, data, or other
information. These details could prove useful for your reviewer when you or someone else fills
out the tool next year. If comments have been added for a particular screen, the
ADD
COMMENTS
VIEW/EDIT
COMMENTS
A
button will be highlighted in yellow on your screen and will now read •ajuyaiifia to indicate to
your reviewer that there are comments to be read.
button is also available should you need assistance. You will also notice small gray icons
with question marks [?] displayed throughout the tool. When selected, these icons provide additional
information about specific items located on the screen.
To proceed, select the Logistics Business Unit Details tab at the top, or simply select the
button at the bottom of the screen.
Logistics Partner FLEET Tool Users Guide Part 3 | P. 30
-------
NOTE: Define your business units based on the ability of your customers to choose them. If
a business unit includes a mix of TL and LTL, you will indicate the percentages of each. If
customers can choose to hire your TL business unit, your LTL business unit, or your dray
business unit separately, then each should be regarded as a separate business unit.
Please verify that the logistics business unit name(s) are exactly as you want them to appear
on the SmartWay website, indicating your participation in the SmartWay program.
Steps for Completing "Logistics Business Unit Details" Screen:
Screen 2: Logistics Business Unit Details is shown below in Figure 25.
SmartWay: Business Unit Characterization - Logistics
Identify Logistics Business Units | Logistics Business Unit Details Business Focus | Operation Categories | Body Types
Please provide the additional details requested below for all of the business units you created on the previous screen.
Because customers will be able to search for your company by SCAC, Motor Carrier Number, or DOT number, in addition to your business unit name,
be sure to include this information where available.
Business Unit Name
SCAC(s)
^J
DOT
Business Unit Type Business Unit Contact
1:AAA Logistics, Inc.: Expedited
2: AAA Logistics, Inc.: Midwest
ABCD, EFGH
Ipor-Hire ^1 Bruce Jenkins
| Private/Dedicated j.j | Evelyn Jones
T]
Figure 25: Logistics Business Unit Details
Using data collected using Worksheet #3: Business Unit Characterization, enter data for your first
logistics business unit.
• Standard Carrier Alpha Codes (SCACs): The Standard Carrier Alpha Code is a unique 2-4
alphabetic character code used by the transportation industry to identify transportation
companies. If you cannot remember your SCACs, please contact the National Motor Freight
Traffic Association before proceeding (see http://www.nmfta.org/Pages/ContactUs.aspx.) You
Logistics Partner FLEET Tool Users Guide Part 3 | P. 31
-------
can enter multiple SCACs by separating them with commas in the tool. This field is optional and
may be left blank in the Logistics Tool.
• Motor Carrier Numbers (MCNs): The Motor Carrier Number is a 6 or 7 digit number provided
by the Federal Motor Carrier Safety Administration. This field is optional and may be left blank
in the Logistics Tool.
• US DOT Number: This number is assigned to commercial vehicles hauling cargo in interstate
commerce by the Federal Motor Carrier Safety Administration. DOT numbers are strictly
numeric and can be up to 7 digits in length. This field is optional and may be left blank in the
Logistics Tool.
• Business Unit Type: Business Unit Type is defined as the service type for your business unit.
There are two options accepted by the tool—"For-Hire" and "Private/Dedicated." If your
company has only one business unit, your "Type" selection will reflect your company's
operations as a whole. If there are multiple business units, define each unit's type separately.
• Business unit Contact: Select your business unit contact(s). Use the drop-down menu to display
the list of contacts you entered in the Company and Contacts screen and select one. If there is a
contact for the business unit that is not already listed in the Company and Contacts screen, you
will need to return to that screen to add the contact information.
Steps for Completing the "Business Focus" Screen:
Screen 3: Business Focus is shown below in Figure 26.
SmartWay: Business Unit Characterization - Logistics
Identify Logistics Business Units | Logistics Business Unit Details Business Focus Operation Categories | Body Types
Enter the percentage of total activity associated with each Business Focus category. Percentages should sum to 100 for each of your Business Units.
Business Focus
Business Unit Name
Logistics Freight Freight Truck
Provider Forwarder Broker Carrier
1:AAALogistics, Inc.: Expedited
2: AAALogistics, Inc.: Midwest
85
50
100
100
Figure 26: Business Focus
Logistics Partner FLEET Tool Users Guide Part 3 | P. 32
-------
Using data collected using Worksheet #3: Business Unit Characterization, specify the percent of overall
activity for each Business Focus Category, for each business unit:
• Logistics Provider: Logistics providers are non-asset based third parties that provide multiple,
bundled logistics services. They may be involved in material management, transportation
management, inbound and outbound freight, inventory management, 4PL activities,
warehousing, cross dock, kitting, packaging, and sub assembly processes.
• Freight Forwarder: Freight forwarders are documentation specialists and consolidators of
freight such as LTL (less than truckload) and LCL (less than container load). Freight forwarders
normally provide pickup and delivery for domestic and international shipments, and provide the
property transportation for a compensation or fee basis.
• Freight Broker: A freight broker buys and sells transportation services and normally works on
behalf of a carrier or shipper.
• Truck Carrier: Truck carriers operate their own managed fleet (owned or leased). These fleets
can be for-hire or private/dedicated. Refer to "Choosing the Right Tool for your Business Units"
in Part I of this guide to determine if you should complete the SmartWay Truck Tool for the
Truck Carrier portion of your operations.
Logistics Partner FLEET Tool Users Guide Part 3 | P. 33
-------
Steps for Completing "Operation Categories" Screen:
Screen 4: Operation Categories is shown below in Figure 27.
SmartWay: Business Unit Characterization - Logistics
Identify Logistics Business Units Logistics Business Unit Details Business Focus Operation Categories
Body Types
For each business unit, enter the percentage of total activity that fall into each operation category. Percentages must sum to "1.00 percent for each
business unit.
Operation Category (<*b)
Jd
Business Unit Name
Less Than Package
Truckload Truckload Drayage Delivery Expedited Total
1: AAA Logistics, Inc.: Expedited
2; A,
': AAA Logistics, Inc.: Midwest
20
20
100
100
VALIDATE
BUSINESS UNIT(S)
Figure 27: Operation Category Characterization
Determine the percent of each operation type based on overall activity for the reporting year. The
percentages for each business unit must sum to 100%. This percentage calculation does not need to be
exact but should be reasonably reflective of your business unit operations. Operation categories include:
• Truckload (TL) - Truckload shipping is the movement of large amounts of homogeneous
cargo, generally the amount necessary to fill an entire semi-trailer or intermodal
container. Truckload carriers generally contract an entire trailer-load to a single
customer;
• Less-than-truckload (LTL) - Less than truckload operations collect freight from various
shippers and consolidate that freight onto enclosed trailers for linehaul to the delivering
terminal or to a hub terminal where the freight will be further sorted and consolidated
for additional linehauls;
• Drayage - Predominantly associated with port, or rail head connections where freight is
picked up, and moved to another transfer facility or transport mode terminal. Often
these moves are short in nature, but can be longer depending on specific situations;
• Package delivery (PD) - Covers operations characterized by residential or business
package delivery/pickup consisting primarily of single or small groups of
Logistics Partner FLEET Tool Users Guide Part 3 | P. 34
-------
packages. It does not include larger scale pickup delivery operations that are more
properly characterized as Less Than Truckload operations. Common examples of this
type of operation are the brown UPS and white FedEx delivery vehicles.
Expedited - Includes time-sensitive shipments, with trucks typically on stand-by.
NOTE: Define your business units based on the ability of your customers to choose them. If
a business unit includes a mix of TL and LTL, you will indicate the percentages of each. If
customers can choose to hire your TL business unit, your LTL business unit, or your dray
business unit separately, then each should be regarded as a separate business unit.
Steps for Completing "Body Types" Screen:
Screen 5: Body Types is shown below in Figure 28.
SmartWay: Business Unit Characterization - Logistics
Identify Logistics Business Units Logistics Business Unit Details Business Focus Operation Categories Body Types
For each business unit, enter the percentage of total activity by each body type. Percentages must sum to 100 percent for each business unit.
Body Type ()
Business Unit name
Heavy/ Auto Special
Dry Van Reefer Flatbed Tanker Chassis Bulk Carrier Moving Utility Hauler Total
1: AAA Logistics, Inc.: Expedited
?:AAA Logistics, Inc.: Midwest
7
10
13
20
100
100
Figure 28: Body Type Characterization
Determine the percent of each body type represented in the business unit. Percentages can be
approximate, based on overall activity, but must sum to 100%. Body type categories include:
Dry van
Refrigerated (Reefer)
Logistics Partner FLEET Tool Users Guide Part 3 | P. 35
-------
» Flatbed
» Tanker
» Intermodal chassis containers (pooled and owned)
* Heavy/Bulk haul
» Auto Carriers
» Household moving
» Utility
* Special hauler (e.g., Hopper, Livestock, Garbage, and other specialized carriers)
-x NOTE: Again, define your business units based on the ability of your customers to choose them.
\ If customers can choose to hire your dry van business unit, or your reefer business unit, or your
flatbed business unit, then create each as a separate business unit. The percentages for each
business unit must sum to 100%.
CREATE
Once you are sure your information is input correctly, you may select the fcuJjMaiUMllHB button at
the bottom of the screen.
If, at a point later in the data entry process, you realize that you need to add a new business unit or
delete an existing business unit, you can return to the Identify Logistics Business Units screen. To add a
new business unit, follow all of the instructions on the screen regarding defining your business units,
including selecting the ^fMUiiatAttiUISiM button. When you select this button, the system will create
blank data entry forms only for the new business unit(s) you have added; any existing business units will
not be affected.
If you need to delete an existing business unit, simply check the box next to the business unit and then
X Delete Checked Rows
select the __ button. Note that, if you have already generated data entry forms
for the business unit you are deleting, the system will prompt you to confirm the deletion.
As on the other tabs there is a
ADD
COMMENTS
button as well as an •aaiaHiMa| button Selecting
will take you back to the Home screen (see Figure 29). At this point you may define
another logistics business unit following the same process, or proceed to Step 4 on the Home screen.
Logistics Partner FLEET Tool Users Guide Part 3 | P. 36
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Section 4: Download SmartWav Carrier Data File
Download Latest SmartWay Carrier Data File
On the Home screen, select the button below item # 4:
This will ensure that you have the latest carrier performance data for characterizing logistic business
unit performance. You will not be able to input the required logistics business unit data in Step 5
without this file. You must have an active Internet connection to perform this step.
SmartWay
Logistics
United States Version: 2.0.11
Released on: 05/29/2012
Use the green 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: | 2011
|AAA Logistics, Inc|
2. Enter Contact Information
Go To Contact Information Screen
3. Characterize your Business Unit(s)
Go To Logistics Business Unit Characterization
4. Download SmartWay Carrier Data File
Download Latest SmartWay Carrier Data File
5. Select Business Unit for Data Entry (Double-click the business name or select and hit Enter):
AAA Logistics, Inc: Midwest - Not Checked
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 29: 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 30.
Logistics Partner FLEET Tool Users Guide Part 3 | P. 37
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Section 5: Characterize Logistics Business Units
On the Home screen, you will now see all the business units you created listed in the window below
item # 5: Select Business Unit for Data Entry.
SmartWay
Logistics
States Version: 2.0.11
Released on: 05/29/2012
Use the green 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)
|AAA Logistics, Inc
2. Enter Contact Information
Report Year: 2011
Go To Contact Information Screen
3. Characterize your Business Unit(s)
Go To Logistics Business Unit Characterization
4. Download SmartWay Carrier Data File
t SmartWay Carrier Data File
Date of Current Carrier File: V16/2012
5. Select Business Unit for Data Entry (Double-click the business name or select and hit Enter):
-------
There will be a status message after each business unit, indicating whether or not the data entry for that
business unit is complete. The following information may appear beside a business unit 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 viewing certain emission summary reports under item #6, View
Your Data Reports, and must be addressed before you can submit your tool to EPA.
• Warnings will allow you to view all 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 business unit, highlight the business unit name and double-click, or select
and hit ENTER. You will then proceed to the tool Data Entry Screens for the selected business unit.
PLEASE REFER TO WORKHEET #3A: Select Carriers to complete this section of the Logistics Partner FLEET
Tool.
Logistics Partner FLEET Tool Users Guide Part 3 | P. 39
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Steps for Completing the Select Carrier(s) Screen
After selecting a logistics business unit for data entry, you will see the Select Carrier(s) screen (see
Figure 31).
SmartWay Logistics Tool: AAA Logistics, Inc.: Expedited
Select Carrier(s) Activity Data °fo SmartWay Emissions Summary Carrier Performance
You may enter your carrier data directly into the tool using the Manual Entry Method, or you may upload a pre-populated file containing data on multiple
carriers using the Data Import Method. Since multiple non-SmartWay carriers are entered on one line, be sure to indicate the number of non-SmartWay
carriers you use. When you have completed this screen, proceed to the "Activity Data" screen by selecting the tab above or selecting NEXT at the bottom of
the screen.
Option #1:
J Data Import Method:
Export Master File
Export Selected Carriers
Import Carriers from File
Detailed Instruction;; For Data
Export/Import (pdf)
REMEMBER TO ADD VQLJR NON-!
A
I Option #2:
_U Manual Entry Method:
_?J Carrier Mode Bin Category —
[Select a Mode •* | f
Add Selected Carrier to List Below
— Filter Carriers By:
_?J SCAC: | _?J MCN: |
Apply Filter I Remove Filter
- Selected Carriers -
F Select All for Deletion
Delete Selected Carriers
Mode
Category
#Non-
SmarlWay
Carriers
X Delete Checked Rows I
Figure 31: Select Carrier(s) Screen
The Select Carrier(s) screen allows you to input specific data about each carrier that you hire by
referencing the carrier data file downloaded to your computer from the SmartWay website.
Two options are available for identifying your carriers. If you have a large number of carriers (e.g., as a
large 3PL), you may wish to develop your carrier details separately and upload your data in a single file
using the Data Import method. Alternatively, if your logistics business unit has a limited number of
carriers, you may choose to specify your carriers one at a time using the Manual Entry method. These
two methods are described in detail below.
Detailed Instructions for Data
/l\ Note: Select the button at the upper right of the screen Export/import (pdf) to view
C-*-"5 and/or print these instructions. This information is also available at
http://epa.gov/smartwav/documents/partnership/420bll040.pdf
Logistics Partner FLEET Tool Users Guide Part 3 | P. 40
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Data Import Method
The purpose of the Logistics Tool's Data Import function is to allow larger logistics partners to extract
and combine data from their in-house computer systems, and to then import this data directly into the
Logistics Tool, alleviating the need to key in this data through the tool's input forms.
The carrier data that you collect and prepare needs to be stored in a Comma Separated Values (CSV) file.
In order for the CSV file to be properly read, it must be saved with the proper format. Although CSV files
can be viewed and updated using a variety of different PC applications, SmartWay recommends that you
use Microsoft® Excel. Excel has standard support for CSV files, in that it 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.
Note: EPA does not have the resources or technical expertise to assist you in creating and
importing this file. Please work with your own in-house IT/MIS computer staff as needed.
Step 1: Select your carrier(s).
When the Logistics Tool imports your CSV file, it matches the carrier mileage and ton-mile information in
the file with emission factors from EPA's SmartWay Database. The carrier data is matched together in
one of two ways: (1) using an internal carrier Identifier, or (2) using the carrier's name, mode, and bin
category. The CSV file also needs to be a specific format. In order to satisfy both of these requirements,
EPA recommends following one of two approaches:
Option A:
On the Select Carrier(s) screen, select the _ K|P"!'r 'ls"rr "r J button. This will list all of the
current SmartWay Carriers into a CSV file in the correct format. You can then open this CSV file
in Excel and delete the carriers you don't use. The required steps for this Option are listed
below.
1. Select the "Export Selected Carriers" button.
2. A "Save As" screen will pop-up.
3. Save document as "XXX.csv" file, where "XXX" is a name of your choosing, in any folder on
your computer.
4. Open this CSV file and delete the SmartWay carriers that you did not use during the
reporting year.
5. Save this modified CSV file to your computer.
Logistics Partner FLEET Tool Users Guide Part 3 | P. 41
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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 Carrier to List Below button. When you
use this button, the carrier that has been selected in the Available Carriers drop-down listbox
will be added to the list of selected carriers at the bottom of the screen. Once you have
selected your carriers, use the 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.
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 Logistics Tool will display a list of any errors and warnings, which you may
Logistics Partner FLEET Tool Users Guide Part 3 | P. 42
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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 "Congratulations! 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 must be an integer value greater than zero and less than 999,999,999,999.
If you enter 41457.3 as the total miles for one of your carriers, this Total Miles field will receive a
warning because it is not an integer. The import process will not accept this data, and instead
insert a zero for the Total Miles field for this carrier.
Step 4: Adding or replacing imported carrier data
The Logistics Tool's Data Import function was designed so that you can add additional carrier data at a
later date. If you anticipate adding additional carrier data in the future, you should use the
Export Selected Carriers buttQn gs descrjbed above SQ that a|| of the carrjer data jn the too| js
exported to a CSV file. You should then add your additional carrier data to the exported CSV file.
Once you have imported your CSV file into the tool, you may augment, correct, or modify any of the
carrier data using the Logistics Tool's screen options. If you make any changes to your carrier data using
the Tool, you should export this data using the EKport Selected Ca|J»ers button on the Select Carrier(s)
screen.
Note: When you perform a Data Import, all previously entered or imported carrier data in the
Logistics Tool is deleted. If you need to merge carrier data from the tool with other carrier data,
you can either enter the additional information into the tool directly, or enter it into an
Logistics Partner FLEET Tool Users Guide Part 3 | P. 43
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exported CSV file. If you chose the latter approach, you should use the
»pui - _ L CL ,e at i ILI •, i |;)utton to eXpOrt that data, add or copy/paste this additional carrier
data into this newly exported CSV, and then re-import the updated CSV back into the Logistics
Tool.
Note: When exporting and then re-importing your selected carriers, if you have also entered
information on the Activity Data screen prior to the export, any values you may have typed into
the Average Density and Average Payload Percentage calculators will be lost. Any calculated
values will still be retained - only the calculator inputs themselves will be deleted.
Step 5: Enter additional data into the Logistics Tool.
In addition to the carrier-specific information imported into the CSV file, the Logistics Tool will require
you to enter additional information describing the Data Source on the Activity Data screen. Note that
the Data Source field is deleted each time you perform a new Data Import.
After importing your carrier data, please view each Data Entry Screen. The Logistics Tool will prompt
VALIDATE
BUSINESS UNIT
you when data is missing or in error. Alternatively, you may select the • button at
the bottom of each screen, which will allow you to see a complete list of errors.
Manual Entry Method
If you have a reasonably small number of carriers in your logistics business unit you may use the Manual
Entry method to identify them. To use this method, first select the mode of transport from which you
wish to choose a carrier. Five carrier mode selections are available, including:
• All
• Rail
• Truck
• Multi-Modal
• Logistics
By selecting "AN", you may search across all carriers, regardless of mode.
Next, if you select the Truck mode, you may also specify a carrier bin category. Truck bin categories
include:
• TL Dry Van
• LTL Dry Van
• Refrigerated
• Flatbed
• Tanker
• Dray
Logistics Partner FLEET Tool Users Guide Part 3 | P. 44
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Heavy/Bulk
Package
Auto Carrier
Moving
Utility
Specialized
Mixed
Expedited
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.2 You
may also type in carrier names and/or codes to find the carrier more quickly. If one or more carriers in
your business unit 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.3) After
the carrier is selected, select the Add Selected Carrier to List Below button to add them to your carrier
list.
Note: The Data Import method and the Manual Entry method are both 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.
If you have successfully identified your carriers using the Manual Entry method, and if you have any
non-SmartWay carriers in your list, then you must input the number of non-SmartWay carriers utilized,
as shown in Figure 32.
1 In certain cases, a single search selection may require additional filtering. For example, a given carrier may have multiple
SCAC's associated with its operations. In this case, if your carrier choice has multiple SCAC's, you may use the SCAC drop-down
menu to select among several codes to narrow your search to the appropriate selection.
2 SmartWay is now collecting US DOT numbers as well. Carriers may be searched for using DOT numbers beginning next year.
3 These estimates have been developed for carriers from 2011 partner submittals. Currently, the Non-SmartWay Rail selection
utilizes industry-average performance metrics. Please see the Logistics Tool Technical Documentation for additional details.
Logistics Partner FLEET Tool Users Guide Part 3 | P. 45
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Smart Way Logistics Tool: AAA Logistics, Inc: Expedited
Select Carrier(s) Activity Data SrnartWay Logistics Carrier
Add Selected Carrier to List Below
MCN;
Apply Filter | Remove Filte
r Select All for Deletion
Delete Selected Carriers
Selected Car
2] Jd
Carriers
Carrier
Mode
Bin
Category
#Non-
SmarlWay
Carriers
r
r
r
r
r
r
r
AT5, INC
Truck |TL/DryVan
Truck Service, Inc. Truck |TL/Dry Van
non-SmartWay Truck Carrier
Tn,rt 1? ^
BSJH Systems, Inc. |Truck |LTL/Dry Van ^^Z^
CSX Transportation |Rail .^^^S^S^
Enter ft of non-
Smart Way
Carriers here
non-SmartWay non-Class 1 Rail Carrier |Rail 1 ./'^r
non-SmartWay Multi-modal Carrier
non-SmartWay Logistics Carrier
Multi-modal 3 S
Logistics 2
X Delete Checked Rows
Figure 32: 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.
Logistics Partner FLEET Tool Users Guide Part 3 | P. 46
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Steps for Completing the Activity Screen
PLEASE REFER TO WORKHEET #3B: Activity Data to complete this section of the Logistics Tool.
Data reported on this screen are used to calculate your logistics business unit's overall performance and
mass emissions. Carriers specified in the Select Carrier(s) screen are automatically listed on this screen,
along with their associated mode and bin category, if applicable (see Figure 33).
1. Select to
enter Data
Source
I
2. Select Data
Availability
Option
z
SmartWay Logistics Tool: AAA Logistics, Inc.: Expedited
Select Carrier(s\ Activity Data % SmartWay Emissions Summary Carrier Perfdrma
For each carrier Ahoose a Data Availability option that reflects the information you h/ve for that carrier. Next, choose the metric you v
calculating the emissions footprint associated with each carrier. (Based on the datawiu provide, the per-carrier emission inventory and
will be displayed in subsequent tabs.) Next, enter the data fields that are approprjfite for the Data Availability option you selected. Th
activated (white);V)ther fields will be grayed out.
Once you have I
information you end
3ted entering your data, select the "Describe Data Sourci
red.
utton just below these instructions to describe t
trtt tn i ico ii
3. Select
Inventory
Calculation
Metric
Finally, select the % wiartWay tab or the NEXT button to proceed. If the system detects problems with the informafHjfTyou've entere
highlight the row nunvjer and provide detailed information about the erroyf warning. Select a highlighted rownwrrfber for information
for that particular row\ Vou can also run this validation process by selecting the Validate Screen or Validatgjftfsmess Unit buttons at the bottom of the screen.
A red highlight indicates that data is missing or is significantly higher/lo^r than the industry average^wrnile a yellow highlight indicates the value is somewhat
higher/lower than the industry average. Red highlighted cells must be/ddressed before proceedipepfo the next screen, by entering mi
applicable) or by double-Vlicking on the cell to enter a detailed explanation regarding the high^tdw value. You may also enter text expl<
highlighted cells, although such entries are optional. / ^^ 4. Enter Ton-
A
Selected Carriers
Carrier Mode Category
Data
Avail.*
Ton-Miles
miles and/or
Miles
|»
ATS, INC
| Truck
J2 |Truck Service, Inc.
| Truck
|TL/DryVa
J3 jnon-SmartWay Truck Carrier
| Truck
\
zll
|B&H Systems, Inc.
| Truck
JLTL/DryVan
IC5X Transportation
\
rar
\6 |non-SmartWay non-Class 1 Rail Carrie [Rail
r
|? |non-SmartWay Multi-modal Carrier | Multi-modal
IB jnon-SmartWay Logistics Carrier Logistics
IT3
*DauAvaiUbility:
1 - (PreferT^d) I know both Ton-milas and Total Miles,
2 = 1 know Ton-miles and Average Payload,
3 = 1 know Ton-miles and have general infotmation about
4=1 know Ton-miles only,
5-1 know Total Miles and Average Payload.
6 = 1 know Total Miles and have general information about
:-'=r! f.f .• ",'.' --,i ilii,-: ,'",',,
umber of loads and type of cargo,
number of loads and type of cargo .
jj Totals
Ton-Miles Total:
Total Miles Total:
0
0 t
1
** Total Miles =
Truck-miles or Railcar-miles
(NOT Train-miles)
Select the 'Validate Screen'
button to display/update the
Average Payload values.
Figure 33. Activity Data Screen
1. Entering Data Source Description
Before you begin entering activity data for your business units, select the
button and enter a detailed description of the sources used to
Logistics Partner FLEET Tool Users Guide Part 3 | P. 47
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generate your activity data in the popup text box (see Figure 34). Be sure to indicate how you calculated
miles and ton-miles, and where this data was obtained. For example, you may use PC Miler, carrier
reports, or accounting/purchasing records to determine miles. Payload and associated ton-mile
estimates may be based on bills of lading or other internal records.
Smart Way: Activity Data Source
^lease 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
eported to you by your carrier, or it may be stored in your accounting/purchasing or transportation database, Similarly,
•our payload weight may come from bills of lading records, a company database, etc.
Figure 34: Activity Data Source Description Text Box
2. Selecting the Data Availability Option
To begin entering data regarding how you use each carrier, you must first specify a Data Availability
option. There are seven Data Availability options offered, as summarized below.
1. Enter ton-miles and miles (preferred option)
2. Enter ton-miles and average payload
3. Enter ton-miles, density, and load fraction
4. Enter ton-miles only
5. Enter miles and average payload
6. Enter miles, density, and load fraction
7. Enter miles only
If you have the necessary data, select Option 1 to provide estimates for both ton-miles and total miles.
If only one of these values is known, the other value can be calculated using a combination of your
average freight density, your average load percentage (e.g., 100% for truckload), and/or your average
payload, as described below. For example, ton-miles combined with average payload estimates allows
the Logistics Tool to estimate total miles. Similarly, average density combined with average load
percentages allows conversion between miles and ton-miles. Cargo density is estimated based on the
commodities shipped with each carrier. See the SmartWay Logistics Tool Technical Documentation for
additional information on these calculations.
Logistics Partner FLEET Tool Users Guide Part 3 | P. 48
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Depending on the Data Availability option selected, the fields on the screen will become active (white)
or remain grayed out.
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.
If your company uses LTL or Package Delivery carriers you should choose ton-miles as the calculation
metric if possible. Data Availability Option #7 (miles only) requires additional off-line calculation to
account for partial loads. For example, consider one pallet on a truck: If you base your calculations on
miles x the g/mile factor for that truck carrier, and the truck carries 22 pallets and only one is yours, your
carbon allocation would be overstated a factor of 22 (as there are 21 other pallets on the truck
belonging to other companies.) The same calculation for one package on a truck carrying 300 packages
would overstate the carbon by a factor of 300. Therefore to account for carbon properly using Option
#7 the company would need to determine "truckload-equivalents" and reduce the mileage entered
accordingly. For example if there are 100 trips at 1,000 miles each with 1 pallet per truck on trucks
carrying 22 pallets, this would be the equivalent of a full truck travelling (l,OOOxlOO)/22 miles.
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
Logistics Partner FLEET Tool Users Guide Part 3 | P. 49
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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).
Please select the metric most appropriate for characterizing your carrier activity. You should select
g/mile metrics for estimating mass emissions for lighter weight truck freight, while g/ton-mile should
generally be used for rail and heavier truck freight. Further guidance will be provided when the Logistics
Tool is expanded in the future to include g/volume-mile metrics as well as air and marine freight.
Note: The Logistics Tool calculates your emission performance based on the best available data
for each of your carriers. Since your mass emissions inventory can be produced using either
g/ton-mile or g/mile metrics, you may mix your selected metrics across carriers. Regardless of
the metric you select, the Tool will calculate tons of emissions. In order to compare
efficiencies across different carriers and/or modes, the Tool will express performance in both
g/ton-mile and g/mile.
4. Entering Mile and Ton-Mile Data
After specifying the Inventory Calculation Metric for each carrier, enter the total activity data for the
carrier for the associated unit type (ton-miles, miles, or railcar-miles). You should enter the data to the
nearest whole number. If you selected Option 1 (preferred), enter both miles and ton-miles for the
given carrier.
If you selected Option 2, you must enter ton-miles along with the estimated average payload in short
tons (2,000 Ibs). In this case the total miles for the carrier will be back-calculated by dividing ton-miles
by tons.
If you selected Option 3, first enter your ton-miles. Next, you must estimate your freight density using
the Average Density Calculator. The calculator, which is activated by selecting the appropriate Calc
button in the Average Density column, allows you to specify the fraction of shipments that fall into
various commodity groupings. Each grouping has an associated average density, expressed in pounds
per cubic foot of available cargo space. The densities for a given commodity category vary for rail and
truck modes, since utilized container space varies by mode.4 Figure 35 presents example inputs for the
Truck Density Calculator.
4 The density categories for Logistics and Multi-modal carriers are assumed to be the same as for Truck carriers.
Logistics Partner FLEET Tool Users Guide Part 3 | P. 50
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Smart Way Logistics 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
100
Average _?J
Density
(Ibs/cu ft):
Commodity Types
Commodity Group 1:
Pharmaceutical products
Figure 35. Example Average Density Calculator Inputs (Truck Carriers )
After inputting your freight distribution data into the Average Density Calculator, use the Average Load
Percent Calculator to adjust your activity estimates for partial loads. Load percentages can be either
weight-based, with full truckloads corresponding to weighing out, or volume-based, with full truckloads
corresponding to cubing out.
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 36). The
calculator will then estimate the weighted average load (in this case 62 percent) which will be applied to
your total miles estimate for this carrier.
Note: If you do not convert partial shipments into whole shipments, you will be assigned the
carbon impact of the entire load. Please refer to the Logistics Company Tool Technical
Documentation for details regarding the application of the calculator inputs.
3 Average density bins differ for rail carriers.
Logistics Partner FLEET Tool Users Guide Part 3 | P. 51
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Smart Way Logistics Average Load Calculator
Enter the number of loads that Fall into the categories below. The
calculator will determine an overall load percentage.
ABF Freight System. Inc.
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 36. Example Average Load Calculator (Truck 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 logistics business unit'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.
' A similar calculator is used for calculating railcar load percentages.
Logistics Partner FLEET Tool Users Guide Part 3 | P. 52
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Correctly calculating Ton-Miles is critically important for the accurate determination of your
carbon foot-print. You can calculate your business unit's ton-miles as follows.
Enter the ton-miles hauled per year attributable to each carrier. A ton-mile is one ton moving
one mile. DO NOT ESTIMATE TON-MILES BY SIMPLY MULTIPLYING TOTAL MILES BY TOTAL TONS
- this calculation effectively assumes your entire tonnage is transported on EACH AND EVERY
truck, and will clearly overstate your ton-miles.
Many companies track their ton-miles and can report them directly without further calculation.
For example, logistics company systems are typically set up to associate a payload with the
mileage traveled on each trip by carrier, and are then summed at the end of the year. If such
information is not available, there are two ways to calculate ton-miles:
1) Companies can determine their average payload per carrier, multiply the average payload by
the total miles per carrier, and sum the results for all carriers for the reporting year; or
(total miles per carrier x total tons per carrier)
2) Set Ton-miles per carrier =
total # of trips per carrier
NOTE: Empty miles are not included in the ton-mile calculation, but the fuel used to move those
empty miles are included in the overall g/ton-mile calculations.
To check your estimate, divide ton-miles by miles. The result is your fleet-average payload. If
this number is not reasonable, please check your calculations.
Logistics Partner FLEET Tool Users Guide Part 3 | P. 53
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4. Validating your Activity Data
The Logistics Tool also contains data validation checks designed to identify missing and potentially
erroneous data. Selecting the
VALIDATE
SCREEN
button at the bottom of the screen will allow you to view
any potential data entry errors. Figure 37 provides an example validation screen check result.
Smart Way Logistics Tool: AAA Logistics, Inc.: Expedited
Select Carrier(s) Activity Data
SmartWay Emissions Summary
Carrier Performance
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
Jvated (white); other fields will be grayed out.
entering your data, select the "Describe Data Source" button just below these instructions to describe the source of all the
Finally, select the % SmartWay tab oTthe^|£XT button to proceed. If the system detects problems with the information you've entered, it will automatically
highlight the row number and provide detailecTlnfacQiation about the error/warning. Select a highlighted row number for information about errors/warnings
for that particular row. You can also run this validatioiT'pi'utess by selecting the Validate Screen or Validate Business Unit buttons at the bottom of the screen.
_A red highlight indicates that data is missing or is significantlyhltihftc^lower than the industry average, while a yellow highlight indicates the value is somewhat
er than the industry average. Red highlighted cells must bealifekejsed before proceeding to the next screen, by entering missing values (if
applicableTDr-by.double-clicking on the cell to enter a detailed explanation regafttingjjie^high/low value. You may also enter text explanations for yellow-
highlighted cells, illlilIIii|li |iii 11 entries are optional.
^Average
Payload
Low calculated
Dnce you
information you
Carrier Mode Cateqory Av
Error-select
for details
TL/Dry Van | 1 •*•[ jg/mile
TL/Dry Van 6 - gi'mil.
\ non-SmartWay Truck Carrier
TL/Dry Van j 2 j*j jg/ton-mile ~^\ \
Warning-select
for details
3 ^] |g/ton-mi|e jrj
4 _r g/ton-mile
| 5 j-j
noi -SrnartWay Logistics Carrier
Error-select
for details
L'Va A "ill-ability:
= (Preferred) I kno'/, t:.rh T.:.r,-r,-,iles -and Total Miles.
Total Miles =
Truck-miles or Railcar-miles
(MOT Train-miles)
Totals
Ton-Miles Total:
^ Select the Validate Screen
button to display/update the
Average Payload values.
Figure 37. Example Validate Screen Check Result
The red highlighting in Row 7 indicates an error. Errors must be addressed before proceeding with the
rest of your data entry. Selecting on the red highlighting will display details - in this case, informing you
that an Average Payload entry is required for Data Availability Option 5.
The yellow highlighting indicates a warning condition. Warnings do not have to be addressed before
proceeding, but may indicate a possible data entry error. In the example above, the average payload
entered, 30 tons, is greater than the validation threshold of 27.6 tons.7
In this case 27.6 tons corresponds to the average payload plus the standard deviation of the payload distribution for Class 8b
truck partners. (The same upper bound payload level is used for Logistics and Multi-modal carriers as well.)
Logistics Partner FLEET Tool Users Guide Part 3 | P. 54
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Finally, row 1 indicates a possible error - dividing ton-miles by total miles results in a very low average
payload value for this carrier (3.5 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 38). After entering your text explanation and selecting OK, the highlighting will change from red
(error) to yellow (warning) status.
Smart Way Average Payload 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.
f~ This explanation applies to all instances that are outside industry average
Figure 38. Example Average Payload Validation Explanation
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 partners 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 Logistics Tool Technical Documentation for further details regarding the basis for the
above validation ranges.
Logistics Partner FLEET Tool Users Guide Part 3 | P. 55
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Viewing the % SmartWav Screen
Once you finish entering your Activity Data you may proceed to the % SmartWay screen (see Figure 39).
The % SmartWay screen calculates your % SmartWay Value for your business unit, reflecting the
fraction of total emissions attributable to SmartWay carrier partners. You may select either ton-miles or
total miles as the basis for determining your % SmartWay Value. Note that the tool will automatically
populate the % SmartWay screen with any carrier activity data entered in the Activity Data screen. In
addition, the metric you select for your first business unit (miles or ton-miles) will be chosen as the basis
for your other business units as well, so that a company-level % SmartWay Value can be calculated.
The partner-level % SmartWay Value is used to determine logo eligibility in the SmartWay program.
Partners who move the required percentage of freight on SmartWay carriers are eligible to use and
display the SmartWay logo. To see your company-level % SmartWay Value, calculated across all
business units, go to the % SmartWay Report in the Reports Menu via the Home page.
SmartWay Logistics Tool: AAA Logistics, Inc: Expedited
Select Carrier(s) Activity Data *A> SmartWay Emissions Summary Carrier Performance
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.
The tool will use only the weighting factor specified in calculating your % SmartWay value. To see your company-level % SmartWay value (calculated across all
Business Units), go to the % SmartWay report in the Reports Menu.
Ton-Miles
r
%
Total Miles
Selected Carriers
Carrier Mode
AT5, INC Truck
Truck Servicej Inc. Truck
non-SmartWay Truck Carrier Truck
B&H Systems, Inc. Truck
| CSX Transportation Rail
| non-SmartWay non-Class 1 Rail Carrier | Rail
| non-SmartWay Multi-modal Carrier Multi-modal
1.495 |
39.322 |
16.279 |
1.618 |
|~~ 7.892 |
5,218 |
23.480 |
_i.
35,746
—
1,177
1.255
1.225
T
% SmartWay Value:
Carrier Mode
Truck
Rail
Multi-Modal
Logistics
Overall
Rating
72%
60%
0%
0%
50
Figure 39. % SmartWay Screen
Logistics Partner FLEET Tool Users Guide Part 3 | P. 56
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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 logistic business unit 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 business unit-specific g/mile and g/ton-
mile factors, as well as total mass emissions, are shown on the Emissions Summary screen.8 A full range
of summary data is displayed on the Carrier Performance screen.
The Emissions Summary screen (see Figure 40) displays emissions performance by carrier and for your
logistic business unit as a whole, presented in terms of grams per mile and grams per ton-mile. Select
the pollutant to display using the buttons at the top of the screen.
SmartWay Logistics Tool: AAA Logistics, Inc: Expedited X
; Select Carrier(s) Activity Data
"'b SmartWay Emissions Summary Carrier Performance
This display shows a summary of your carr er's performance based on the selected pollutant — CQ2, 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. The composite numbers
displayed below will be used to place your company into performance bins (CD2, NDx, PM10 and PM2.5 in terms of g/mile and g/ ton-mile) within the
logistics bin category.
Select Pollutant
Selected Carriers
Composite ?
_ll Carrier Bin _lJ Inv Calc Jj
Mode Category Metric
All All
ATS, INC
Truck Service, Inc,
nan-5rnartWay Truck Carrier
B&H Systems, Inc.
CSX Transportation
non-SrnartWay non-Class 1 Rail Carrier
non-SrnartWay Multi-modal Carrier
non-SrnartWay Logistics Carrier
mmmm K
Truck TL/Dry Van g/rnile
Truck TL/Dry Van g/rnile
Truck g/rnile
Truck LTL/Dry Van g/ton-mile
Rail g/ton-rnile
Rail g/ton-mile
Multi-modal g/rnile
Logist cs g/ton-rnile
»c\ *\.
<* C02 _tl <~ NOx jj C PM10 jj <~ PM2.5 J_\
Carrier Performance - CO2
? | g/mile
2,195
1,850
1,650
3,191
1,475
1,047
1,072
2,154
3,596
•BBS KB
? | g/ton-mile
278
95
85
887
135
20
21
195
1,019
CO2 ?
Mass Emissions
(tons/ year)
12,112
673
2,283
2,568
185
133
92
2,137
4,042
1
Figure 40: Emissions Summary Screen
The gram per mile and gram per ton-mile values provided for SmartWay Truck carriers actually represent "bin averages" for a
given truck operating category (e.g., TL Dry Van operators), indicating bin midpoints for the ranked set of all operators in this
category. In this way precise performance metrics are not attributed to any given carrier. Alternatively, performance metrics
for rail are carrier-specific.
Logistics Partner FLEET Tool Users Guide Part 3 | P. 57
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The Emissions Summary screen displays carrier performance by "bin category". Truck carrier emission
factors are determined by placing similar companies in groups called "bin categories." The current bin
categories are:
• truckload-dry van / container;
• less than truckload-dry van;
• refrigerated;
• tanker;
• flatbed;
• heavy/bulk;
• package delivery;
• dray;
• auto carrier;
• moving;
• utility;
• specialized hauler;
• mixed; and
• expedited.
The business units 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 business units in that
bin. Thus, a business unit 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, multi-modal and
logistics carriers. Rail uses actual company specific emission factors, and future air and sea modes will
likely use company specific emission factors as well.
Mass emissions in tons per year are also calculated in the right hand column of the Emissions Summary
screen. The Composite row at the top of the table provides the activity-weighted average performance
metrics across all carriers and modes. This summary, plus other detailed reports can be printed by
returning to the Home screen and selecting View Your Data Reports.
The Carrier Performance screen displays data at a more detailed level than the Emissions Summary
screen. Emission factors or mass emissions may be selected for display using the Display Type drop-
down box (see Figure 41).
Logistics Partner FLEET Tool Users Guide Part 3 | P. 58
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Smart Way Logistics Tool: AAA Logistics, Inc: Expedited
Select Carrier(s) Activity Data % SmartWay Emissions Summary Carrier Performance
This display allows you to look at your logistics business unit(s) emissions-related performance by mode. Select the icons to the far left to expand the display to
see carrier-specific performance. Use the Display Type drop-down box to filter your results. You can display carrier-specific emission factors or mass emissions in
tons per year.
Select to show or hide
specific carriers
Select Emission Factors or Mass Emissions for display
Selected Carriers
CO2
g/mile g/ton-mile
NOx
g/mile g/ton-mile
PM10
g/mile g/ton-mile
PM2.5
g/mile g/ton-mile
B|Logistics Carriers ^
B| Multi-moda^f arriers (1)
R,i\fdr
Truck Carriers (4)
Composite Weighted Average
3,596
2.300 0.9250
2.300 0.9250
2,154
0.825 0.5170
0.875 0.5170
1,059
0.519 0.0120
0.503 0.0120
2,152
0.756 0.1734
0.748 0.1734
2,195
0.842 0.2682
0.849 0.2682
Figure 41: Carrier Performance Screen
You may also expand or aggregate the display rows to show carrier performance by individual carrier by
selecting the icons to the left. Selecting the icon again removes the individual carrier display.
This data, plus other detailed reports, can be printed out by returning to the Home screen and selecting
Go To Reports Menu
Logistics Partner FLEET Tool Users Guide Part 3 | P. 59
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Finalize Data Entry and View Reports
Once back at the Home screen, notice that the business unit data that you entered and validated now
identifies its status as "Complete". You may now highlight the next business unit if you have another one
to complete. Fill out unfinished business unit data in the same manner as before. If all business units
are marked as "Complete," you can move on to the next step, View Your Data Reports.9 If one or more
business units are not marked as "Complete", review the data you entered for errors or omissions (see
Figure 42).
Select after all
business units are
"Complete" to view
reports
SmartWay
Use the green 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 2011
|AAA Logistics., Inc
2. Enter Contact Information
Go To Contact Information Screen
3. Characterize your Business Unit(s)
Go To Logistics Business Unit Characterization
4. Download SmartWay Carrier Data File
Download Latest SmartWay Carrier Data File
Date of Current Carrier File: | 5/16/2012
5. Select Business Unit for Data Entry (Double-click the business name or select and hit Enter):
AAA Logistics, Inc: Midwest - Not Checked
6. View Vour Data Reports
Status of first business
unit "Complete"
7. Create Final Version
Generate File to Send to EPA4
Select next business
unit for data entry
* Be sure to read carefully the directions that appear when you select this option.
Figure 42: Home Screen - After Completing the Data Entry/Modification Process for First Logistics Business Unit
Company Characterization and Input Summary reports may be viewed before completing data entry for all fleets if needed.
Logistics Partner FLEET Tool Users Guide Part 3 | P. 60
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Once you have completed data entry for all logistics business units, and the business unit status
indicates "Complete" or "Complete with Warnings", you may select
the various reports (see Figure 43).
Go To Reports Menu
to see
View Performance Data
Please select the summary report you would like to view:
Business Unit Characterization
Input Summary
Emissions Summary
Carrier Performance
Comments Report
Commodity Density Report
Average Payload Input
Out of Range Report
Data Sources
-------
Submitting Data to SmartWay
Congratulations! You are now ready to send your data to EPA.
Select
convention:
Generate File to Send to EPA*
! which will create a file with the following naming
PartnerName_Year_Logistics_VO.xls
For example, ABCompany_2010_Logistics_VO.xls
where ParnterName is your partner name as entered for Step 1 on the Home screen, and Year indicates
the year for which you are submitting your data.
The system will display a message indicating that an Excel file will be created with your company's
name as part of the file name. The file will be saved to the same folder where the tool itself is
currently saved. You will need to locate the file and attach it in an e-mail to your Partner Account
Manager (PAM).
NOTE: DO NOT ZIP the File. Send it to EPA as a normal file attached in an e-mail. EPA security will not
allow zipped files through the EPA firewall.
The system will first display a message asking you to confirm your decision to save a copy of your tool on
your hard drive (Figure 44).
i \ Select OK to automatically create a new Excel file with your company's name as part of the file namej which will enable EPA to better track and identify
. ^-J your submitted data,
You will need to EMAIL this new file to EPA.
If you have any questions on this submission process, please contact the SmartWay Transport Partnership Call Center at (734) 214-4767 or email
smartway_transport@)epa. gov.
! OK
Cancel
Figure 44: Data Saving Confirmation
Upon selecting LL
OK
il the file will be saved, and additional instructions will appear (see Figure 45).
Follow these instructions for submitting your Logistics Partner Tool to SmartWay. Upon selecting
a screen will appear allowing you to close the Logistics Partner FLEET tool or return to the
Home screen.
Logistics Partner FLEET Tool Users Guide Part 3 | P. 62
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SmartWay - Instructions for Submitting File
-SmartWay*
gistics
ates Version: 2.0.11
Released on: 05/29/2012
A copy of this file called 'AAA Logistics, Inc._2Qll_Logistics_VQ.xls' has been created and is ready to be
emailed to EPA,
The file was saved in a folder called: C:\DOCUME~l\rbaker\LOCALS~l\Temp\ZGTemp\
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 SmartWay Partner.
If you have any questions on this submission process, please contact the SmartWay Transport Partnership
Call Center at (734) 214-4767 or email smart way _transport@epa. go v.
Figure 45: Data Submission Instructions
If you have any comments about the Tool and/or User Guide, please submit these with your Tool in a
separate document.
Logistics Partner FLEET Tool Users Guide Part 3 | P. 63
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Troubleshooting the Tool
Although the revised SmartWay Tools have been tested extensively, you may encounter errors.
Intermittent errors have been encountered when opening the tools directly from an e-mail rather than
from a drive, or when multiple Excel files are open simultaneously. If you encounter an error during use
of the tool, please try restarting it directly from a disk drive, with all other Excel files closed. In addition,
make sure that your computer is using a system and application version validated for use with the
SmartWay 2011 Tools (XP and Vista operating systems, and Excel Office 2003 and 2007.)
Note that some users have experienced problems when re-opening the tool without closing Excel. It is
recommended that you close Excel before re-opening this tool, which could result in a loss of data in
other open Excel workbooks.
If you continue to encounter problems, please make a screen capture of the error message, and save the
data at that point. (You can make a screen capture by pressing Alt-Prt Scr, and then pasting the image
into a document such as MS Word.) Then send the screenshot, along with the saved data to your
Partner Account Manager for further assistance.
Logistics Partner FLEET Tool Users Guide Part 3 | P. 64
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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.
Logistics Partner FLEET Tool Users Guide Part 3 | P. 65
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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.
Logistics Partner FLEET Tool Users Guide Part 3 | P. 66
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Calc Metric: This is a required field. In general, there are three valid values, but some of these values are
only available for certain Mode and Data Availability combinations. The three valid values are g/mile,
g/ton-mile, and g/railcar-mile. This field specifies the method for calculating each carrier's emission
footprint. In making your selection, consider the most appropriate measure for the carrier's operation
type. In general, ton-miles are good for rail, multi-modal and logistics companies as well as heavier
truck loads (roughly above 10 tons), while g/mile is better for trucks with lighter payloads. Railcar-miles
are also an available option for the rail mode, although ton-miles are preferred. Also, g/mile may be a
more reliable metric for tracking TL operations, while g/ton-mile is probably more appropriate for LTL
operations. The tool will default a valid Calc Metric if one is not supplied in the CSV file.
Ton-Miles: Depending on your Data Availability option, this field may be required or ignored. The Ton-
Miles field is an integer that must not exceed 999,999,999,999.
Total Miles: Depending on your Data Availability option, this field may be required or ignored. When
entered, this field will contain the total miles per year attributed to each truck and rail carrier. The tool
assumes that miles entered for truck carriers correspond to (full) truckload-equivalent miles. Rail-miles
correspond to truckload equivalent railcar miles. Please see the Shipper Tool Technical Documentation
for details regarding the calculation of truckload-equivalents for railcars. The Total Miles field is an
integer that must not exceed 999,999,999,999.
Average Density: Depending on your Data Availability Option, this field may be required or ignored.
This field is used to calculate ton-miles and/or total miles, accounting for shipper-specific freight
densities. Average Density is required for Data Availability Options 3 and 6. The Average Density field
must be a numeric field greater than 0.1 with up to one decimal place.
Average Load Pet: Depending on your Data Availability Option, this field may be required or ignored.
Use the Average Load Percent calculator to determine what fraction of your truck and rail carrier's cargo
space is used to ship your freight. Load percentage estimates can be weight-based, with full truckloads
(or railcar loads) corresponding to weighing out, or volume-based, with full loads corresponding to
cubing out. The Average Load Percent field is required for Data Availability Options 3 and 6. Enter the
load information as requested. The resulting fractions (shown on the Activity Data screen) are
multiplied directly by Total Miles to scale carrier mileage. The Average Load Pet field must be an integer
field between 1 and 100.
Average Payload: Depending on your Data Availability Option, this field may be required or ignored.
Enter payload (in short tons) representing the average cargo weight per loaded trip. The Average
Payload field is a numeric field that must be greater than 0.0001. The total number of digits, including
the decimal point, must not exceed 5 digits.
Logistics Partner FLEET Tool Users Guide Part 3 | P. 67
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