Transport Partnership
U.S. ENVIRONMENTAL PROTECTION AGENCY
Shipper Partner 2.O.I I Tool:
Data Entry and Troubleshooting Guide
2011 Data Year - United States Version
&EPA
United States
Environmental Protection
Agency

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Transport Partnership
U.S. ENVIRONMENTAL PROTECTION AGENCY
Shipper Partner 2.O.I I Tool:
Data Entry and Troubleshooting Guide
2011 Data Year - United States Version
Transportation and Climate Division
Office of Transportation and Air Quality
U.S. Environmental Protection Agency
        United States                   Office ofTransportation and Air Quality
        Environmental Protection                        EPA-420-B-12-060
        Agency
                                          September 2012

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Table of Contents
Introduction	5

Downloading and Setting up the Tool	6

       About Microsoft Excel	6

       Downloading the Shipper Tool	6

       Security Settings for the SmartWay Tools	6
              For Excel 2003 Users	6
              For Excel 2007 Users	8

Basic Organization of the Shipper Tool	14

       Understanding the Tool Format and Structure	14

       Reviewing the Introductory Screens	16
              SmartWay Introduction Screen	17
              SmartWay Partnership Annual Agreement Screen	18
              Required Information Screen	19

Navigating the Home Screen	21

Entering Your Data	24

       Section 1: Enter Partner Name	24

       Section 2: Enter Contact Information	26

       Section 3: Characterize Your Shipper Companies	30
              Steps for Completing the "Company Characterization" Screen	32
                     Adding Companies to Your List of Shipper Companies	33
                      Deleting Companies from Your List of Shipper Companies	33
                     Adding Comments/Notes	33
              Finishing Your Shipper Company Characterization	34

       Section 4: Download SmartWay Carrier Data File	35

       Section 5: Select Companies for Data Entry	37
              Selecting a Company from Your List	37
              Steps for Completing the Basic or Comprehensive Screen	38
              Steps for Completing the Input Carriers Screens	40
                      Instructions Screen	40
                      Options for Carrier Activity Input	40
                      Using the Export Carriers Screen to Create a CSV File	41
                      Creating the CSV File Using Data Downloaded from the Master File	42
                      Creating the CSV file by Using the Manual Input Screens	43
                      Creating a Custom CSV File	44
                      Outside Data Import Screen	44

                                   Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 3

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                      Adding or Replacing Imported Carrier Data	48
                      Manual Input Non-SmartWay Carriers Screen	48
                      Manual Input SmartWay Carriers Screen	49
                      Optional Carrier Differentiation Screen	51
               Steps for Completing the Activity Data Screen	53
                      1. Entering Data Source Description	54
                      2. Selecting the Data Availability Option	55
                      3. Selecting the Preferred Inventory Calculation Metric	57
                      4. Entering Mile and Ton-Mile  Data	57
                      5. Validating Your Activity Data	61
               Viewing the % SmartWay Screen	64
               Viewing the Data Display Screens	65
               Viewing Optional Sections	68
                      The Shipper Strategies Screen	68
                      Modal Shift Screen	70

Finalize Data Entry and View Reports	73

Submitting Data to SmartWay	75

Troubleshooting the Tool	77

Appendix A - Data Field Details for Carrier File  Export/Import Option	78
                                    Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 4

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Introduction
This document, the "Data Entry and Troubleshooting Guide" for the Shipper Tool, is the second of two
guides available to help your company participate fully in the SmartWay Transport Partnership as a
Shipper Partner. The Shipper Tool "Quick Start Guide" is a basic walk-through of the process of
identifying, gathering, preparing, and submitting your data by using the SmartWay Shipper Partner Tool,
and includes several worksheets referenced in this guide. (From this point on, this guide will refer to the
SmartWay Shipper Partner Tool as the "Shipper Tool" or simply, the "Tool," for brevity.)  The Quick Start
Guide may be all you need to successfully complete the Shipper Tool. However, the Data Entry and
Troubleshooting Guide is intended for situations in which you have already read the Quick Start Guide
and prepared your data for entry, but need more information on how to complete your data submission
than is provided in the Quick Start Guide.

The Table of Contents for this guide is laid out so that, if you have a very specific area that you need to
review, you can find the relevant information without reading through the entire guide.

In this guide, you will learn how to enter the company and carrier data you collected (as mentioned in
the Quick Start Guide and the online data entry forms it references) into the Shipper Tool. This guide
covers:

    •  Downloading and setting up the Tool to run properly
    •  Basic organization of the Shipper Tool
    •  Entering your data
    •  Viewing company performance summary data
    •  Submitting data to SmartWay
    •  Troubleshooting the Tool
    •  Appendices


      WARNING!

Completing this Tool requires a considerable amount of information about your company/companies
and the freight carriers used by your companies. 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 the Quick Start Guide to
understand key information about joining the partnership and preparing the required data BEFORE
attempting to complete the Tool.
                                  Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 5

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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
Shipper Tool was built using Microsoft Excel Forms.

Downloading the Shipper Tool

The Tool, and information about the Tool, can be downloaded from the SmartWay website at:
http://www.epa.gov/smartwaylogistics/partnership/shippers.htm.

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 SmartWay Tools

The following instructions should appear on your screen //you need to change your security settings
before running the Tool. The instructions differ depending upon what version of Excel you use.

For 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.
                          Figure 1: Macro Drop-Down Menu
   2.  When the "Security" window opens, select the Medium level.
                                Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 6

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                   Security
                               ..!  Irusted Publishers
                    O VerY HiQh' Only macros installed in trusted locations will be allowed
                       to run. All other signed and unsigned macros are disabled.

                    (_.) High. Only signed macros from trusted sources Hill be allowed to
                       run. Unsigned macros are automatically disabled.

                    0 Medium. You can choose whether or not to run potentially unsafe
                       macros.

                    O 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
To run the Tool:


         1)

         2)
                Figure 2: Security Dialog Box




Save the Tool to your computer in a folder on your hard drive; and,

Go to that folder and double-click on the file to open the Tool.
         3)       You will see a security warning box appear (Figure 3).  Select the Enable Macros button
         in the security warning box.
                                          Shipper Partner Tool Data Entry and Troubleshooting Guide |  P. 7

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                   Security Warning
                    "S:\SmartWay\5hipper.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.
                        Disable Macros
Enable Macros
More Info
                                    Figure 1: Security Warning Box
        3)      The following screen (Figure 4) should appear:
                                Figure 2: Shipper Tool Welcome Screen
For Excel 2007 Users
The default settings for Excel 2007 should enable you to run the Tool without any changes. To run the
Tool:

        1)      Save the Tool to your computer; and,
                                     Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 8

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          2)        Open the file, and select the "Options..." button that appears after the Security Warning
                    just below the menu bar (Figure 5).  Detailed instructions are also provided on the
                    screen itself.
                  Page Layout   Formulas
                                                 jcSTJan2c_dean.xls [Compatibility Mode] - Microsoft Excel

                                                View
                                                                          Td8 ilo
                                                                                Conditional  Format   Cell
                                                                                Formatting- as TableT Styles'
                                                                                      Styles
                                                                                                   Insert Delete Format
                                                                                                                        Editing
Q  Security Warning Macros have been disabled,
                       jk | In orderto run this application, you must have macros enabled.
 I  Security Settings for the SmartWay Tools
   In orderto run this application, you must have macros enabled.
   For Excel 2007 and Excel 2010 Users: (If you are using Excel 2003, please scroll down.)

   If an "Options..." button appears in the menu bar above, follow these instructions:
    1. Select the Options button. This button appears after the Security Warning in the Excel 2007 menu bar.
    2 Enable content. In the Microsoft Office Security Options dialog box, choose "Enable this content77 and select OK.

   If the "Options..." button does not appear, use the instructions below. [NOTE: If you do not have a round Office button (as
   shown in the picture below), you are probably using an earlier version of Excel, in which case you need to scroll to the
   instructions for Excel 2003 users.]
    1 Select the Office button This button appears in the top left corner of the screen in Excel 2007/2010.
    2- Go to Excel Options. Select the "Excel Options1' button in the bottom right corner of the pull-down menu:
    3. Go to the Trust Center. On the Excel Options screen, select on Trust Center in the left navigation bar.
    4. Go to the Trust Center Settings. Select on Trust Center Settings in the bottom right portion of the screen.
    5. Change security settings. Choose the setting 'Disable all macros with notification" and select OK.
    6. Reopen the file. Close the Excel file and then re-open it.
   For Excel 2003 Users:
  Yni i have rparhorH thic crrpe
  < » »'  Security Settings   J
                                       Qptc.rtc.tH "Hicahlp Ma
                                               Figure 3: Security Warning Screen


         3)        In the Microsoft Office Security Options dialog box (Figure 6), choose "Enable this
                    content" and select OK.  The Tool should then open  after a short delay.
                                                  Shipper Partner Tool  Data Entry and Troubleshooting Guide |  P. 9

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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 vou 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: 'ismartway Chipper. xls

                  O Help pjotect me from unknown content [recommended)

                  0 ijjjpable this content!
             Open the Trust Center
                                Figure 4: Security Options Dialogue Box
If the Tool opens, skip ahead to the next section, "Basic Organization of the Shipper Tool."

If you reach this point and the Tool does NOT open, 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).  Otherwise, please
review the "Software and Hardware Requirements" in the Quick Start Guide.
                                    Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 10

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               . '
            u
            H

                                J I.,*: :!**«*, X (£•
                                       Figure 5: Excel Options Drop-Down Menu
On the Excel Options screen, select Trust Center in the left navigation bar (Figure 8):
                                1
                      Advanced
                      Customize
                      Add-Ins
                                      ,
                                       . Change the most popular options in Excel,
Top options for working with Excel

 0 Enable Live Preview •
 EH Show Developer tab in the Ribbon <
 0 Always use Clearlype
 Color scheme: [ Blue v|
                                     ScreenTip style:  Show feature descriptions in Scr
                                     Create lists for use in sorl

                                    When creating new workbooks
                                     Use this font;
                                     Font size;
                                     Default view for new sheets:


                                    Personalize your copy of Microsoft Office
                                                             | Edit Custom Lists...
                                     User name:  MHeyward
                                     Choose the languages you want to use with Microsoft Office: [ Language Settings,.,)
                                       Figure 6: Excel Options Drop-Down Menu
When the Trust Center options display opens, select Trust Center Settings in the bottom right portion of
the screen (Figure 9):
                                            Shipper Partner Tool Data Entry and Troubleshooting Guide  | P. 11

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Excel Options
  Popular

  Formulas

  Proofing

  Save

  Advanced

  Customize

  Add-In s
  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 Excel helps to protect your privacy,
 please see the privacy statements.

   Show the Microsoft Office Excel privacy statement
   Microsoft Office Online privacy statement
   Customer Experience Improvement Program


Security & more

 Learn more about protecting your privacy and security from Microsoft Office Online.

   Microsoft Windows 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 7: Trust Center Settings Screen
                                             Shipper Partner Tool Data  Entry and Troubleshooting Guide |  P.  12

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Choose the setting "Disable all macros with notification" (Figure 10) and select OK.
Trust Center 0S

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
0 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
n Trust access to the VBA project object model

I OK I \ Cancel |

                                 Figure 8: 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, return to the Software and Hardware Requirements in the
Quick Start Guide. If you after reviewing this section, you cannot determine how to correct the
problem, contact your SmartWay Partner Account Manager or the SmartWay help line at 734-214-4767.
                                  Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 13

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Basic Organization of the Shipper Tool
Understanding the Tool  Format and Structure

The Shipper 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 in Figure 11, with the Report Year displayed prominently at the top:
    SmartWay Introduction
             •SmartWay"
                      Report Year
                          2011
                                                                                    Shipper
United States Version: 2.0.11

   Released on: 08/09/2012
                                                Introduction

                Welcome to the SmartWay Shipper Tool. This version of the Shipper Tool encompasses ground truck and rail
                        freight movements. A future version will also cover marine and air freight movement.

                   For additional Information such as the tool user guide, technical manual or other support
                                       materials, select the button below:
                                    Go To Shipper Page of the SmartWay Website
                                    Or call the SmartWay Helpline at: (734) 214-4767

                                  Or email the Helpline at: srnartway_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 green 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
ADD/VIEW
COMMENTS
VALIDATE
 SCREEN
                            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 9: Opening Screen of Shipper Tool
                                     Shipper Partner Tool Data Entry and Troubleshooting Guide  | P. 14

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The part of the Tool that you fill out resides in the gray and blue forms that appear on the screen. The
Excel workbook that remains in the background - and which normally appears as a blue screen as in
Figure 4 - is where all of the data you enter is actually stored. However, for the purpose of your data
entry, disregard the background workbook.

The name of each form appears at the top left-hand corner of the screen, in white text on the blue
window bar.
 Smart Way Introduction
                     M
          SmartWay9
Report Year
    2011
                                                                           Shipper
United States Version: 2.0.11
  Released on: 08/09/2012
                          Figure 10: Screenshot of Title of Screen/Form
Each screen contains text instructions or information about the program. Where applicable, the screen
will also include buttons linking to the SmartWay website or other sections of the Tool (e.g., the various
data entry screens); these buttons will be shown in blue and clearly labeled, as seen in Figure 13.
           Go To Shipper Page of the SmartWay Website
              Figure 11: Screenshot of Link in the Tool
The screens also contain navigation buttons to direct you through the Tool (Figure 14).
         Figure 12: Example Navigation Buttons in the Tool
                                 Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 15

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Reviewing the Introductory Screens

Before you reach your data entry section of the Tool, you will move through three introductory screens
that allow you to review the basics of participation in SmartWay for Shipper Partners:

   •   The "SmartWay Introduction" Screen
   •   The "Partnership Agreement" Screen
   •   The "Required Information" Screen

The features of these screens are described below.
                                Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 16

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SmartWay Introduction Screen
 SmartWay Introduction
           •SmartWay
                       Report Year
                            Z011
                                                                                     Shipper
United States Version: 2.0.11
   Released on: 08/09/2012
                                                Introduction
              Welcome to the SmartWay Shipper Tool, This version of the Shipper Tool encompasses ground truck and rail
                      freight movements,  A future version will also cover marine and air freight movement.
                 For additional Information such as the tool user guide, technical manual or other support
                                       materials, select the button below:
                                    Go To Shipper Page of the SmartWay Website
                                   Or call the SmartWay Helpline at:  (734) 214-4767
                                 Or email the Helpline at: smartway_transport@epa.gov
                                         Tool Help and Navigation
               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 green 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
ADD/VIEW
COMMENTS
VALIDATE
 SCREEN
                           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 15: 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.

The screen also points out helpful buttons for Tool Help and Navigation that you will see throughout the
Tool. In particular, note the "Validate Screen" button.  It's a good idea to use the "Validate Screen" (or
                                     Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 17

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"Validate Company") whenever it appears in the Tool. This valuable function will help you screen for

missing data, errors in data entry, or information that may fall out of expected ranges.  Taking a moment

to validate the screen helps you avoid time-consuming problems later.

When new concepts/topics 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.
SmartWay Partnership Annual  Agreement Screen
 SmartWay Partnership Annual Agreement
            •SmartWay
                                                                                              Shipper
United States Version: 2.0.11

   Released on: OB/09/2012
   Partnership Agreement for Shippers

   With this agreement, your company joins EPA's SmartWay Transport Partnership and commits to:
  1. Measure and report to EPA on an annual basis the emissions performance of your company using EPA's SmartWay Shipper Tool.
    (Existing companies must report the 12 months of data for the prior year ending December 31, Newly formed companies require a
    minimum of 3 months of operational data,)
  2. Have performance results posted on the EPA SmartWay website/database,
  3. Agree to submit supporting documentation to EPA for any data used to complete this tool and agree to EPA audit of this data upon
    request by EPA.

    In return, EPA commits to:
  1. Promote company participation in the Partnership by posting Partner names on the EPA SmartWay Website and in related educational,
    promotional, and media materials. EPA will obtain express written consent from the Partner before using the Partner's name other
    than in the context of increasing public awareness of its participation as described here,
  2. Provide companies with industry-wide performance benchmark data as this data becomes available to EPA,
  3, Assist Partners in achieving emission and fuel usage reduction goals (subject to Federal Government Appropriations),

    General Terms
  1. If the Partner or EPA defaults upon this agreement  at any point, the agreement shall be considered null and void,
  2. Either party can terminate the agreement at any time without prior notification or penalties or any further obligation,
  3. EPA agrees not to comment publicly regarding the withdrawal of specific partners.
  4, EPA reserves the right to suspend or revoke Partner status for any Partner that fails to accomplish the specific actions to which it
    committed in the SmartWay Transport Partnership Agreement and subsequent Agreements,
  5. The Partner agrees that it will not claim or imply that its participation in the SmartWay Transport Partnership constitutes EPA approval
    or endorsement of anything other than the Partner's commitment to the program. The Partner will not make statements or imply
    that  EPA endorses the purchase or sale of the Partner's products and services or the views of the organization.
  6. Submittal of this SmartWay Shipper Tool constitutes agreement to all terms in this Partnership Agreement.
    No separate agreement need be submitted.

  By checking the box below, I declare that the information submitted via this tool is, to the best of my knowledge,
  accurate. I understand that any person who, in the course of negotiating or performing under this Agreement, makes,
  presents or submits a false or misleading statement to the government, or any person who makes a material omission
  in the course of negotiating or  performing under this Agreement, may be subject to liability under all applicable civil
  and criminal statutes including 18 U.S.C. 1001 (criminal liability for false statements), 31 U.S.C. 3B01 - 3812 (civil
  liability for false statements)  and 31 U.S.C. 3729-33 (The False Claims Act).
                                [• jl .understand and agree to the terms of this agreement, h
         Click to accept
          Agreement
                              Figure 16: SmartWay Partner Agreement for Carriers
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After selecting the •••^•button on the SmartWay Introduction screen, the SmartWay Partner
Agreement for Shippers will appear (Figure 16).  This screen replicates the agreement language found
in Part 1 of this Users Guide series.

Submitting a Shipper Tool to EPA constitutes agreement to all terms of the Partnership Agreement,
which is required for a company to join and continue as SmartWay Shipper Partners. Therefore, it is
important to review this screen or the text version in Part 1 of this Users Guide series and receive any
necessary approvals before trying to input data into the Tool. You will not be able to continue on to the
next screen to enter data into the Tool until this box is selected, indicating that your company accepts
the terms of the agreement.

Shipper Tool submissions are due on an annual basis; therefore, when you submit your Tool each year,
this will constitute your renewal of your partnership agreement.  Failure to send your annual Tool
update will constitute a violation of the terms of the agreement and will result in immediate removal
of your company name(s) from the SmartWay partner list.
       NOTE: While in the past, SmartWay supported a lengthy warning process for partners that were
delinquent submitting their partnership materials, due to the large number of partners currently joining
and submitting materials to SmartWay, this level of customized service can no longer be supported.
Required Information Screen

This next screen summarizes the information needed to complete the Shipper Tool. Select
in order to retain a hardcopy for reference as you complete the rest of the Tool.
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 SmartWay - Required Information
            •SmartWay
                                                                                                 Shipper
United States Version: 2.0.11
   Released on: 08/09/2012
  Following is a brief description of the information you will need to complete this tool. For further details, please
  consult the Shipper 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, email
    Company Characterization Information
    * Company Names and Contacts
    * North American Industry Classification System (NAICS) Codes
    Carrier Use Profile
    * Identification information for carriers contracted in the reporting year (including mode, name, MCN and/or SCAC)
    • Carrier pathways: inbound/outbound/internal, domestic/international
    • Shipper-specific carrier identifiers: ID Codes, Business Unit ID, Internal Shipper Segment Codes
    * Carrier activity details;
        - Total miles contracted
        - Ton-miles contracted
        - Freight characterization (average density, average load percent, and average payload)
        - Preferred emissions inventory calculation metric (g/mile, g/ton-mile)
        - Description of data sources used to compile activity data
    * % SmartWay Value calculation method (based on miles,  ton-miles, C02, weight, dollars spent, packages, or other metric)
    Optional Calculation Tool Inputs
    • Percent improvement associated with removing weight and/or miles from the system
    • Modal-shift details:
     - Original and new modes
     - Efficiency estimate details and amount of freight transferred
                           Figure 17: Summary of Shipper Tool Required Information



Once you have navigated through the three introductory screens, you will be taken to the Shipper Tool

Home screen.
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Navigating the Home Screen
Figure 18 displays the structure of the Home screen.
            SmartWay
          Shipper
United States Version: 2.0.11
   Released on: 08/09/2012
    Use the blue buttons below to navigate the tool. For more information select the Help button

    1. Enter Partner Name (Exactly as it should appear on the SmartWay website)
                                                                  Report Vear: I 2011
    2. Enter Contact Information
              Go To Contact Information Screen
    3. Characterize Your Companies
            Go To Company Characterization Screen
    4. Download SmartWay Carrier Data File
           Download Latest SmartWay Carrier Data File
    5. Select Company for Data Entry (Double-click the company name or select and hit Enter):
    6. View Your Data Reports
             Go To Reports Menu
    7. Create Final Version
          Generate File to Send to EPA1
    * Be sure to read carefully the directions that appear when you select this option.
                       Figure 18: Main Tool Navigation or "Home" Screen
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There are seven sections on the Home screen, each described briefly below.  Each section has buttons
linking to additional screens or worksheets within the Tool which are described below.  The first five
sections of the Home screen comprise all the steps needed to complete your Shipper Tool, and you must
complete them in order. After they are completed, the last two sections (6. and 7.) allow you to review
your output and/or submit your Tool to EPA.

    1.  Enter Partner Name
           Enter the name of your organization exactly as it should appear on the Partner Listing of the
           SmartWay website.
    2.  Enter Company Contact Information
           Select 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 Companies
           Select Go to Company Characterization Screen.  This button takes you to a screen where
           you will define all  the shipper companies you operate. Once your companies are defined,
           the software will automatically generate blank data entry forms for each company.
    4.  Download SmartWay Carrier File
           Select Download Latest SmartWay Carrier File. Select this button to download the latest
           SmartWay Carrier performance data for use with your shipper companies. You must
           download the latest file to ensure you use the most up to date information on SmartWay
           Carrier Partners.
    5.  Enter Carrier and Activity Data for Each of Your Shipper Companies
           Select Company for Data Entry. Selecting a company name will take you to screens asking
           for the carrier and activity information necessary to calculate efficiency metrics for your
           company.
    6.  View Your Data Reports
           Select Go to Reports Menu to see final summaries of your data. This button takes you to a
           screen that provides multiple options for viewing reports showing your data inputs and
           performance results.  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. (The data reports provided by the Shipper Tool are discussed in detail
           below in the View Your Data Reports section of this guide.)
    7.  Create Final File to Send to EPA
           This button allows you to create an Excel data file that you  can attach to an e-mail to your
           Partner Account Manager (PAM). Selecting the OK button does not automatically submit the
           data file to EPA - follow the instructions on the popup screens carefully to complete this
           process.
                                 Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 22

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NOTE: In order to save the data entered into the Tool before exiting, select 1          H at the
bottom of the Tool screens. Although you will also be prompted to save your data after selecting
            \ we recommend saving your data entry intermittently, especially //you are
entering information for large numbers of carriers and/or companies.
                           Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 23

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Entering Your Data
The next five sections of this guide explain how to enter your data on each of the required screens.
Complete them in order.

Section 1: 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 (Figure 19).
                                Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 24

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        SmartWay
                                                       United States Version: 2.0.11
                                                         Released on: 08/09/2012
Use the blue buttons below to navigate the tool. For more information select the Help button
1. Enter Partner Name (Exactly as it should appear on the SmartWay website)
                                                              Report Year: I 2011
    |AAA Shipping, Inc.

2. Enter Contact Information
3. Characterize Vour Companies
        Go To Company Characterization Screen
4. Download SmartWay Carrier Data File
       Download Latest SmartWay Carrier Data File
5. Select Company for Data Entry (Double-click the company name or select and hit Enter):
6. View Vour Data Reports
         Go To Reports Menu
7. Create Final Version
      Generate File to Send to EPA*
* Be sure to read carefully the directions that appear when you select this option.
                   Figure 19: Step 1 - Enter Partner Name
                       Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 25

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Section 2:  Enter Contact Information
REFER TO WORKSHEET #1: Company Contact Information in the Quick Start Guide, or go to
http://www.epa.gov/smartwaylogistics/partnership/shippers.htm to complete this section of the
Shipper Tool.
From the Home screen, select the Go To Contact Information Screen button (Figure 20).
                     SmartWay
                                                                         Shipper
                                                  United States Version: 2.0.11
                                                    Released on: 08/09/2012
              Use the blue buttons below to navigate the tool. For more information select the Help button
              1. Enter Partner Name (Exactly as it should appear on the SmartWay website)
                                                                      Report Year: I 2011
    |AAA Shipping, Inc.

2. Enter Contact Information
                       Go To Contact Information Screen
                                                                 Select
              3. Characterize Vour Companies
                     Go To Company Characterization Screen
              4. Download SmartWay Carrier Data File
                    Download Latest SmartWay Carrier Data File
              5. Select Company for Data Entry (Double-click the company name or select and hit Enter):
              6. View Vour Data Reports
                      Go To Reports Menu
              7. Create Final Version
                   Generate File to Send to EPA*
              * Be sure to read carefully the directions that appe
-------
 Smart Way: Contact Information
1. Partner Information:	
Partner Name*  |AAA Shipping, Inc.
Addressl*
Address2
City*
Main Phone*    | (512) 555-5555
Web Site*      |www.AAAShipping.com
2. Primary Contact:   ? I
Name
Title*
               301 Kenn Street
               j Suite #201
               Austin
State* |TX  d ZIP* I78731
       Toll Free:
                                                                         Country* USA
                  Mr.  T
                      First* |Bruce
                                                   MI
             .   |    |_ast* |Jenkins
                  VP Operations
                    Use Partner Address
                  301 Kenn Street
Addressl*
Address2       |suite #201
City*          | Austin
Phone*        ((512)555-5555    Ext: |
Email*         |BRJenk@aaashipping,com
                      ,1
3. Executive Contact:  • |
 Name*
                                        State*
                                               TX
                                                    ZIP* 178731        Country* |USA
                                                    Cell:  |(512)435-2563    Fax:
                                                                      I
                                           !• Same as Primary Contact  ? |
                 f^Same as Primary Contact)
   4. Other Contacts: J_\
                  ...Lr.Ey.elyn.Stanard	
                                                                    Add/Edit Executive Contact
      Required
                      Add New Contact
                       PRINT
                      SCREEN
                                          Edit Selected Contact    I Delete Selected Contact
                                                                     VALIDATE
                                                                      SCREEN
                            Figure 21: Entering Company Contact Information
You will enter your basic company contact information on this screen, as well as information on
particular individuals. You will have to determine in advance which people in your company need to be
represented here.  For more information on providing this data, read the information on each category
below.
                                    Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 27

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•\    NOTE: Each field marked with an asterisk must be filled out. You will not be able to submit the
     Tool to SmartWay without this information.
   Partner Information includes your company's name (as it will appear on the Partner list),
   followed by its address, phone, and company web site information.

   -> Enter the Partner data by filling in all fields for which you have information; at minimum,
   those indicated by an asterisk.

   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 on time; maintaining direct
   communication with SmartWay; and keeping interested parties within your company apprised
   of relevant developments with SmartWay.
   -> Enter the necessary data in the indicated fields, OR, if the primary contact shares the same

                                                                  button to auto -populate
address as the company, you may select the
the address section of this record.
                                            se Partner Address
     NOTE: To ensure that emails from SmartWay/EPA are not blocked, new primary contacts may
     need to add SmartWay/EPA to their preferred list of trusted sources in their email.
   The Executive Contact is the company executive who commits your company to compliance
   with the requirements in the SmartWay Partnership Annual Agreement, makes certain that
   SmartWay has up to date contact information on the current primary contact designated by
   your company,, and ensures that the company makes it annual Shipper Tool submission on time.
   The executive contact also represents your company at awards/recognition events.  This person
   should be a Vice President or higher level representative for the company.

   -> Enter the Executive Contact information by selecting the
     Add/Edit Executive Contact
                           I button to the right; enter the required data, OR, 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.

   You can add more names to the Other Contacts box by repeating this process. While this is not
   required, SmartWay strongly  recommends that you provide other contacts to more efficiently
   direct correspondence if, for example, your company has multiple business units that gather
   information from different sources within the company, or to ensure that communications can
   continue if the primary contact is unavailable.  If you wish to edit an existing contact's
   information, highlight the name you wish to edit and then select the
                                                                   Edit Selected Contact
                              Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 28

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       button.  You can remove an existing contact by highlighting the contact and then selecting
         Delete Selected Contact
       -> Enter other contacts (if applicable) by selecting the
            Add New Contact
                              button. A new contact field will appear, labeled Other Contact
       Information (not pictured), then select OK when done.
         NOTE: It is important that you include more than one company contact and that you have a
         succession plan if the primary contact is no longer in that position.  If for some reason your
         company does not submit its annual report on schedule, and your company's contact person
         changes or is not available via the contact information provided, your company may miss its
         annual submission deadline and be removed from the SmartWay Partner list.
Select
        VALIDATE
         SCREEN
. at the bottom of the screen to make sure you have filled out all required contact
information. If any information is missing, a dialogue box will appear informing you what additional
information is required.
Next select the
        . button to return to the Home screen and go to Step 3.
                                  Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 29

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Section 3:  Characterize Your Shipper Companies

REFER TO WORKSHEET #2: Shipper Company Characterization in the Quick Start Guide, or go to
http://www.epa.gov/smartway/partnership/shippers.htm to complete this section of the Shipper Tool.

Next, on the Home screen select the Go To Company Characterization Screen button (Figure 22) to
display the Company Characterization screen. This is the section where you will define the various
components of your shipper companies.
             Use the blue buttons below to navigate the tool. For more information select the Help button
             1. Enter Partner Name (Exactly as it should appear on the SmartWay website)
                                                                        Report Year: I 2011
    |AAA Shipping, Inc.

2. Enter Contact Information
                       Go To Contact Information Screen
             3. Characterize Vour Companies
                     Go To Company Characterization Screen
             4. Download SmartWay Carrier Data File
                    Download Latest SmartWay Carrier Data File
             5. Select Company for Data Entry (Double-click the company name or select and hit Enter):
             6. View Vour Data Reports
                      Go To Reports Menu
             7. Create Final Version
                   Generate File to Send to EPA4
             * Be sure to read carefully the directions that appear when you select this option.
                  Figure 22: Selecting Shipper Company Characterization on Home Screen
                                    Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 30

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This brings up the Company Characterization screen of the Shipper Tool is shown (Figure 23).
 SmartWay: Company Characterization
   For each separate business entity (company), please fill out the company name and NAICS code(s) and indicate a company contact. If entering multiple
   NAICS codes, separate them with a comma. For help finding your NAICS code, select on the binoculars to the right of the NAICS data entry field.

   To add another company, select the Add Company button at the bottom of the screen. You may delete a company by selecting the Delete box to the left
   of the company name and then selecting the Delete Checked Rows button at the bottom of the screen. Once data has been entered for all your
   companies, select the Create Companies button at the bottom to proceed.
   IMPORTANT NOTES:
   You may define separate companies for your data entry and tracking purposes on this screen. Note that these company names will NOT be displayed on
   the SmartWay website — only the Partner Names entered on the Home screen will be displayed there. If you wish to have multiple company names
   displayed on the SmartWay website you must submit separate Shipper tools for each company.

   If you list multiple companies here, you will be required to provide detailed information for each company in subsequent sections of this tool.  Thus you
   will need to be able to track freight activity separately for each company you list. Internal tracking of different business units, inbound, outbound and
   internal freight, and domestic versus international freight can be done within a company, so there is no need to list different internal divisions, product
   lines, etc. as separate companies.

     Delete       Company Name  ?                               NAICS Code(s) -?J     Company Contact —J
             1   |AAA Shipping - Retail

             2   | AAA Shipping-Wholesale
Bruce Jenkins
Evelyn Stennis
                                              X Delete Checked Rows
                                                                    Add Company
                                        Figure 23: Characterizing Shipping Companies
                                                Shipper Partner Tool Data Entry and Troubleshooting Guide  | P. 31

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Steps for Completing the "Company Characterization" Screen

This screen allows you to create multiple company data records. If you operate more than one separate
and distinct company you may wish to track each company separately. Each individual data file has the
ability to track companies, inbound/outbound freight, and international/domestic freight as well as
other user-defined distinctions.

Most partners should create one company; i.e., one line.  However, if you are a global conglomerate
that, for example, has a large home goods retail company, a wholesale parts supply company, and a
product manufacturer, all with separate corporate identities and transportation systems, you may want
to create three companies. However, note that these companies will not be listed separately on the
Partner Listing on the SmartWay website. If you would like multiple companies displayed on the Partner
Listing, submit separate Tools for each company.

Using data collected using Worksheet #2: Shipping Company Characterization in the Quick Start Guide,
or go to http://www.epa.Qov/smartway/partnership/shippers.htm, enter data for your first company.

    •  Company Name(s): Name your companies, beginning with your partner name followed by the
       specific company name. Example: AAA Shipping - Retail.

    •  NAICS Code: NAICS, or North American Industry Classification System codes, are the Federal
       standard for classifying businesses by activity type.  NAICS codes can be from two or three up to
       six digits in length, and are organized hierarchically,  with successive digits providing greater
       specificity in its description. Use the NAICS code(s) that most appropriately describes your
       company. You can use the search icon to the right of the data entry field to identify and select
       NAICS code(s). If you need to enter multiple NAICS codes, you may check multiple boxes on the
       popup screen while holding down the "Ctrl" key on your keyboard, or simply enter them directly
       and separate them with commas.

       Note: Detailed information on NAICS codes can be found at
       http://www.census.gov/eos/www/naics/.

    •  Company Contact: Select your company contact(s).  Use the drop-down menu to display the list
       of contacts you entered in the Contact Information screen and select one. If you  need a contact
       for the company that is not already listed in the Contact  Information screen, you will need to
       return to  the Contact  Information screen to add the contact information.

              NOTE: SmartWay highly recommends developing your list of companies beforehand
              by using an organization chart or perhaps a customer interface webpage. For
              example, evaluate how your organization contracts with carriers, identify your
              companies' different NAICS codes, and determine how they choose what carriers to
              hire. The best strategy is to have a clear idea of how to define your companies before
              filling out the Tool.
                                 Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 32

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Adding Companies to Your List of Shipper Companies

                                    Add Company
To enter a shipper company, select the                button and fill in the Company Name, NAICS
Code, and Company Contact, as described above. At this point you may add another shipper company

             Add Company
by selecting                I, or you may choose to delete a company, add notes, or finish data entry
on the company characterization screen by following the instructions below.
Deleting Companies from Your List of Shipper Companies
To delete a company, select the box next to the company you wish to delete, and then select the
 X Delete Checked Rows
                    button. Then you may add a company as described above or complete your
                                            CREATE
                                           COMPANIES
shipper company characterization by selecting

Adding Comments/Notes

Creating useful comments assists SmartWay Tool reviewers in approving your Tool as quickly as
possible. Your comments help reviewers understand your company operations. Any details that you
can provide related to your operations may speed up approval time.
                                     ADD/VIEW
                                     COMMENTS
       NOTE: Please consider using the ••••••• button located at the bottom right of the screen.
   | \  This allows you to enter notes about the collection process, your assumptions and methods,
       data,  or other information. These details could prove useful for your reviewer when you or
       someone else fills out the Tool next year. If comments have been added for a particular screen,
                                               VIEW/EDIT
                                               COMMENTS
       the button will be highlighted and now read L55      =., indicating to your reviewer that there
       are comments to be read.
A | HNHfll 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.
                                 Shipper Partner Tool Data Entry and Troubleshooting Guide |  P. 33

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Finishing Your Shipper Company Characterization
Once you are sure you have entered your information correctly for each of your shipper companies, you
may select the
                 CREATE
                COMPANIES
button at the bottom of the screen. Before proceeding to the next screen
however, a popup screen will appear asking you to verify your company name(s) (Figure 24).
 Confirm Company Names
   Please note that your Company Names will NOT appear on the SmartWay website, only your Partner Name. If you wish to have your companies appear
   separately on the 5rnartWay website, please submit separate tools for each company to EPA.
                                         OK
                                                  Cancel
                        Figure 24: Shipper Company Name Verification Message
Select OK to proceed, or Cancel to revise your company name(s).

If, at a point later in the data entry process, you realize that you need to add a new company or delete
an existing company, you can return to the Company Characterization screen. You can add or delete
                                                                     CREATE
                                                                   COMPANIES
companies in the same way as described above, being sure to select the  BMiiililiiJH button at the
end of the process. When you select this button, the system will create blank data entry forms only for
the new company/companies you have added; any existing companies will not be affected. Note that, if
you are deleting a company for which you have already generated data entry forms, the system  will
prompt you to confirm the deletion.
Selecting ^MHM     will take you back to the Home screen (see Figure 25). At this point you may
define another shipper company following the same process, or proceed to Step 4 on the Home screen.
                                  Shipper Partner Tool Data Entry and Troubleshooting Guide |  P. 34

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Section 4:  Download SmartWay Carrier Data File


in Figure 25. This will ensure that you have the latest carrier performance data for your characterizing
shipper company's performance. You will not be able to input the required shipper company data in
Step 5 without this file.  You must have an active Internet connection to perform this step.
                   SmartWay
           Use the blue buttons below to navigate the tool. For more information select the Help button
           1. Enter Partner Name (Exactly as it should appear on the SmartWay website)
                                                                       Report Year: I 2011
    |AAA Shipping, Inc.

2. Enter Contact Information
                     Go To Contact Information Screen
           3. Characterize Vour Companies
                   Go To Company Characterization Screen
           4. Download SmartWay Carrier Data File
                  Download Latest SmartWay Carrier Data File
           5. Select Company for Data Entry (Double-click the company name or select and hit Enter):
           6. View Vour Data Reports
                    Go To Reports Menu
           7. Create Final Version
                 Generate File to Send to EPA*
           * Be sure to read carefully the directions that appear when you select this option.
                       Figure 25: Downloading Latest SmartWay Carrier Data File
                                   Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 35

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After selecting the button, the carrier file will be downloaded to your computer and the date of the file
will be displayed to the right on the Home screen, as shown in Figure 26.

If you already have a SmartWay Carrier Data File located in the same folder as the Shipper Tool (perhaps
used to create last year's submittal), the Tool will notify you before downloading the new file. If you
would like to retain a copy of the old file for your records you can either rename the old file or move it
to another folder before downloading the latest file. Otherwise you can download the new carrier file
directly, over-writing the old file.
                                  Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 36

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Section 5: Select Companies for Data Entry

Selecting a Company from Your List

On the Home screen, you will now see all the companies you created listed in the window below item
Step 5: Select Company for Data Entry.

There will be a status message after each company name, indicating whether or not the data entry for
that company is complete.  The following information may appear beside a company name:

        •   Not checked - Data have not been entered yet.
        •   Incomplete (Errors) - Some data are still missing and/or inconsistent.
        •   Complete - All data requirements have been met and validation has occurred.
                       SmartWay
                                                                        Shipper
                                               United States Version: 2.0.11
                                                 Released on: 08/09/2012
                Use the blue buttons below to navigate the tool. For more information select the Help button
                1. Enter Partner Name (Exactly as it should appear on the SmartWay website)
                                                                      Report Vear: I 2011
    |AAA Shipping, Inc.

2. Enter Contact Information
                         Go To Contact Information Screen
                3. Characterize Vour Companies
                       Go To Company Characterization Screen
                4. Download SmartWay Carrier Data File
                      Download Latest SmartWay Carrier Data File
                                                      Date of Current Carrier File:    8/7/2012
                5. Select Company for Data Entry (Double-click the company name or select and hit Enter):

                     AAA Shipping - Wholesale - Not Che
                6. View Your Data Reports
                        Go To Reports Menu
                7. Create Final Version
                      Generate File to Send to EPA*
                                                                    Company status
                                                                     Not Checked
                * Be sure to read carefully the directions that appear when you select this option.
                       Figure 26: Home Screen with Shipper Company Status
                                    Shipper Partner Tool Data Entry and Troubleshooting Guide |  P. 37

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To add data to a particular company, highlight the company name and then double-click on the name of
the company, or simply hit Enter. You will then proceed to the Tool's Data Entry Screens for the selected
company, shown as buttons under the header "SmartWay Shipper Tool: (company name)."
Steps for Completing the Basic or Comprehensive Screen

After selecting a shipper company for data entry, you will see the Basic or Comprehensive screen
(Figure 27).
 SmartWay Shipper Tool: AAA Shipping - Retail
  Basic or Comprehensive
                     Input Carriers
                                    Activity Data
                                                 °:o SmartWay
                                                              Data Display
                                                                          Optional Sections
  If you select the 'Emission Footprint and % SmartWay Value on this screen then your % SmartWay Value will be used to determine if you qualify to use
  the SmartWay logo. Selecting the Emissions Footprint option also allows you to be considered for a SmartWay Annual Award. The Emissions Footprint
  option requires you to enter direct activity estimates (i.e., miles and ton-miles) which are used to calculate mass emissions estimates for your carrier fleets.
  Once you've completed entering the required data on the Activity Screen you may calculate your % SmartWay Value on the % SmartWay screen.

   If mileage and/or ton-mile activity data are not available for your carriers, select the % SmartWay Only option below, select your carriers and proceed to
  the % SmartWay screen. On the % SmartWay screen you may specify indirect activity indicators such as the proportion of dollars spent, weight or
  packages shipped with each of your carriers. These indirect indicators will then be used as relative weights to estimate a % SmartWay Value for your
  company, although this value cannot be used to calculate mass emissions or to establish logo eligibility. Therefore Shipper Partners are strongly
  encouraged to collect and report direct activity data for use with the Emission Footprint option below.


  performance metrics. Please think carefully about which data input option you will use, considering the availability, reliability and overall appropriateness
  of the required activity and performance metrics.
      Please Select an Dption
         Emissions Footprint and % SmartWay


         % SmartWay Only
                                   Figure 27: Basic or Comprehensive Screen

Two options are available for assessing the performance of the carriers used by your company on the

Basic or Comprehensive screen. Selecting Emissions Footprint and % SmartWay (Comprehensive
option) allows you to calculate the mass emissions associated with your company, as well as to
determine your % SmartWay Value based on percent of ton-miles or miles traveled or other activity

measure attributable to SmartWay Carrier Partners (we will use the name "SmartWay Carriers" to
describe this group of Partners). The Emissions Footprint and % SmartWay selection also allows you to
                                        Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 38

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determine emission reductions from mileage- or weight-reducing strategies employed by your company,
and to estimate the change in emissions due to various mode shifts.

Selecting % SmartWay Only (Basic option) allows you to estimate the relative percentage of your
carriers that are SmartWay Carriers, but does not allow you to estimate mass emissions.

If you select the Emission Footprint and % SmartWay option then you will be required to enter direct
activity estimates (i.e., miles and ton-miles) which are used to calculate mass emissions estimates for
your carriers.  Once you've entered the required data on the Activity Data screen you will calculate your
% SmartWay Value on the % SmartWay screen. In this case, your % SmartWay Value will be used to
determine if you qualify to use the SmartWay logo. Selecting the Emissions Footprint and % SmartWay
option also allows you to be considered for a SmartWay Annual Award.

If you do not have total mileage and/or ton-mile estimates available for each carrier you  have hired in
the reporting year, select the % SmartWay Only option. This will allow you to calculate your %
SmartWay Value based on the weighted utilization of your carrier selections (using % spent, % weight,
% packages, or % custom). However, note that the Shipper Strategies and Modal Shift screens will be
unavailable, and you will be ineligible for the SmartWay Annual Award.
   I
       NOTE: You must select the Emissions Footprint and % SmartWay option to be eligible for the
SmartWay logo and to be considered for a SmartWay Annual Award.
After you make your selection, use the •       • button to proceed to the Input Carriers Screens
(Figure 28).
                                 Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 39

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Steps for Completing the  Input Carriers Screens

Instructions Screen

The first screen you encounter under the Input Carriers tab is the Instructions screen, which describes
the two basic methods of data input to specify your fleets in detail (Figure 28).  Carefully read the
instructions, using the scroll bar  on the right to read the description of all four of the Input Carrier
screen options.  Afterward, you must check the box that will appear at the  bottom of the Instructions
screen acknowledging that you have read and understood the carrier data  input instructions before
proceeding to the  next screen.
 SmarlWay Shipper Tool: AAA Shipping - Retail
                                         Activity Data

                               Outside Data Import
                                                         SmartWay
                                                                       Data Display
                                                                                    Optional Sections
                                                Manual Input Non-SmartUfay Carriers
                                                                           Manual Input SmartWay Carrier
                                                                                                   Optional Carrier Differentiation
    The following five screens provide partners with multiple ways to identify and characterize their carriers. Partners may export their carrier lists,
    impart their data into the tool via the "Outside Data Import" screen, manually enter their data on the "Manual Input Non-SmartWay Carriers" and
    "Manual Input SmartWay Carriers" screens, or employ a combination of upload and manual entry. Partners may optionally further differentiate
    individual carriers by inbound/outbound/internal freight designations, or by other differentiators on the "Optional Carrier Differentiation" screen.
    The following provides an overview of the carrier input process.


    Export Carriers
    Shipper companies with a large number of carriers may choose to prepare their carrier activity data offline, using outputs from their own freight
    management software or related data systems. These companies should proceed directly to the "Export Carriers" screen and select the button
    labeled 'Detailed Instructions for Data Export/Import' to obtain specific information on how to prepare CSV (comma separated values) files for
    importing carriers into the Shipper tool.


    Outside Data Import
    Once your external CSV file has been prepared you may import the file into the tool using the Outside Data Import screen. This screen allows you to
    validate your CSV file format and input values before importing, as well as to import your file when ready.


    Manual Input Non-SmartWav Carriers
    On this screen Shipper companies must specify if they utilize carriers that are not SmartWay partners, as well as the number of these carriers and
    their modes (e.g., truck, rail, etc.). First select the appropriate non-SmartWay carrier "name" by highlighting your selection from the list of the four
    modes shown in the upper list box, and select the "Add Selected Carriers to  List Below" button. Vour selections will be shown in the lower list box.
    Next enter the total number of non-SmartWay carriers. Even if you only utilize SmartWay carriers, you must indicate this on the screen by entering
    "0" for the number of non-SmartWay carriers. You must also confirm that you have identified all of your non-Smart Way carriers and their associated
    modes by checking the box at the top of the screen before proceeding to the next screen.

    Manual Input SmartWav Carriers
    Shipper companies may manually select carriers from pre-populated lists of SmartWay program partners as an alternative to, or in addition to, the
    Outside Data Import option. If you have imported your carrier list from a CSV file (see Outside Data Import above), check this screen to ensure your
    carriers are shown in the list box at the bottom.  Vou may select additional carriers to add to this list if you wish, as described below, or you may
    proceed to the next screen.

    If you are not using the Outside Data Import option, you must use this screen to identify and select all of your SmartWay carriers. The "Available
    SmartWay Carriers" box at the top of the screen contains all current SmartWay carrier fleets, as downloaded under Step 4 on the Home screen. Vou
    may specify and apply filters such as carrier name, mode, bin category and SCAC/MCN to identify your carriers more  quickly. (Select the [?] buttons
    for detailed information regarding the filter options.) Once found, highlight the carrier(s) of interest in the upper list box and select "Add Selected
    Carriers to List Below" to specify your carrier fleets. To select multiple carriers at the same time for addition to your list, highlight the first carrier
    name in the upper box, press the "Shift" or "Cntrl" key and continue to highlight carriers as needed, then select the "Add Selected Carriers" button.
    In the same way you can highlight one or more of your selected carrier fleets in the lower box and use the "Delete Selected Carriers" button to
    remove rows from your list.
                                       Figure 28: Input Carriers Instructions Screen


Options for Carrier Activity Input

The next three screens (the Export Carriers Screen, the Outside Data Input Screen,  and the Manual

Input Screens) allow you to choose between approaches available for you to  input your carrier activity
data. You can develop your carrier details separately and upload your  data in a single CSV (comma-
                                              Shipper Partner Tool Data Entry and Troubleshooting Guide |  P. 40

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separated value) file using the Outside Data Import method, or, if you have a small number of carriers,
you may wish to input the carrier activity data manually.

        NOTE: SmartWay accepts either the Outside Data Import method or the Manual Input

    ^
        entry. The decision is at your discretion.
approach. SmartWay has no bias regarding whether you submit data via import or manual
If you select the Outside Data Import method, you have three options for creating a CSV file and
populating it with carrier activity data:

1.      using the Export Carriers screen to download a master file to create your CSV file,

2.      using the Export Carriers screen to manually build a CSV file using the Manual Input Non-
SmartWay Carriers and Manual Input SmartWay Carriers screens, or

3.      creating a custom  CSV file on your in-house data system that meets the specifications for data
import for this Tool.

       Note: You may need to have IT support for the Outside Data Import option. The directions for
   I \  data upload must be followed exactly for the data import to work.  If you are not an experienced
       computer user with familiarity in creating CSV files, we recommend that you ask your IT
       department for assistance.

Using the Export Carriers Screen to Create a CSV File

Using the Export Carriers Screen to prepare data using the first two  options above for the Outside Data
Input method is optional, but you  may be able to save time if your company has a large number of
carriers. You can export carrier  information to an external file for additional processing using the Export
Carriers screen, and then manipulate the file offline, deleting carriers you do not use, and entering
activity data and other details regarding how you use your carriers.  Both of these methods can be used
for preparing data files for use with the Outside Data Input option, and have the same required steps
for exporting data into a CSV file that you can edit, listed below.

Required Steps for File Export


       1.  Select the appropriate button,    E"port "aster File  I nr   Export selected carriers  ^ depending
           upon which method you use (see below for more information).

       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 for which you have read/write access.

       4.  Open this CSV file in Microsoft Excel  (recommended) or  other software that supports CSV
           files.

                                  Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 41

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       5.  Delete the SmartWay Carriers that you did not use during the reporting year.

       6.  Add detailed information regarding your carriers and their associated activity from your in-
           house spreadsheet.

       7.  Save this modified CSV file to your computer.

After selecting the appropriate button the export status bar will  indicate when your export is complete.
Both export methods will provide a properly formatted CSV file that can be modified and re-imported
into the Shipper Tool using the Outside Data Import screen.  For both methods you will be prompted to
specify the file name (with the .csv extension) and location where you can  retrieve the CSV file.  Note
both of these export functions are also accessible under the Data Display section of the Tool for your
convenience.

Creating the CSV File Using Data Downloaded from the Master File

The first option is to use data on the SmartWay Carriers contained in the Carrier file you downloaded in
Step 4 on the Home Screen.
                                       button to save a CSV file in the required format, containing a
To do this, select the    EKport Master File
complete listing of all the current SmartWay Carriers contained in the Carrier File you downloaded
previously. (You will be following the Required Steps listed above, continuing from step 2.) After saving
the file as described above with a unique name and a ".csv" file extension, reopen it to edit carrier
information in that file. If you want to specify a carrier multiple times, to represent a different route
(e.g., inbound vs. outbound) or internal code, you can simply copy and paste that carrier row onto a new
row within Excel. When you have finished editing your data,  save the changes to the file.

You are now ready to upload and import your final CSV file into the SmartWay Shipper Tool.
                                  Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 42

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You may then import the updated CSV file back into the Tool (see Outside Data Import below).
 SmartWay Shipper Tool: AAA Shipping - Retail
                                      Activity Data

                             Outside Data Import
                                                    SmartWay
                                                                 Data Display
                                                                             Optional Sections
                                            Manual Input Non-SmartWay Carriers
                                                                     Manual Input SmartWay Carriers   Optional Carri
   USE OF THIS SCREEN IS OPTIONAL - NOT REQUIRED FOR EPA SUBMITTAL

   You may export carrier information to an external file for additional processing using this screen. Two options for available for exporting your carrier
   information. First, you may select the "Export Master File" button to save a CSV (comma separated values) file with a complete listing of all current
   SmartWay carriers. You may then manipulate the file offline, deleting carriers you do not use, and entering data regarding activity and other details
   regarding how you use your carriers. Once complete you may import the updated CSV file back into the tool.

   Second, you can also select specific carriers using the upcoming Manual Input screens and return to this screen and select the 'Export Selected Carriers'
   button to create your CSV file for offline manipulation. If you wish you may also enter additional data using the tool screens, including Optional Carrier
   Differentiation, Activity Data, and % SmartWay, and return to this screen after any of these steps, and export your CSV file at that point.  This will allow
   you to export all of the carrier information entered into the tool for further manipulation offline as needed. Once complete you may import your
   updated CSV file back into the tool.

   For both options you will be prompted to specify a file name (with a .csv extension) and location where you can retrieve the file. After selecting the
   appropriate button the export status bar will indicate when your export is complete. Both export options will provide a properly formatted CSV file that
   can be modified and re-imported into the Shipper Tool using the Outside Data Import screen.

   Select the button labeled 'Detailed Instructions for Data Export/Import' to obtain further information on how to prepare CSV files for re-importing
   SmartWay carriers into the Shipper Tool.

   Note these functions are also accessible under the Data Display section of the tool for your convenience.
rt Status

Becomes active
after manual
carrier data entry



Select to export
entire carrier list
^~



     Export Selected Carriers
                           Export Master File
                                             Detailed Instructions For Data Export 'Import (pdf)
                                         Figure 29: Export Carriers Screen


Creating the CSV file by Using the Manual Input Screens

For the second option for using the Export Carriers screen, you can select specific carriers and enter
activity data using the Manual Input screens within the Shipper Tool, and then return to this screen and

select the    Export selected carriers    button. This button becomes active after you have selected at least
one carrier on the manual  input screens (see below.) This approach will allow you to export all of the
carrier information entered into the Tool for further offline manipulation as needed after populating the
file. Save your completed CSV on your computer—again, make sure you save the file as a .csv file or it
will not load into the Tool.  (As you continue below, you will be following the Required Steps listed
above, continuing from step 3.)


Reopen the CSV  file you created in the previous  step. At the top of the file are  important  warnings and
descriptions of the data that need 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
                                          Shipper Partner Tool Data Entry and Troubleshooting Guide |  P. 43

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of valid values. Populate the CSV file with carrier data from your in-house spreadsheet, then edit the
file, adding or deleting carrier activity data as needed. Save the file when you have finished editing your
data.

You are now ready to upload and import your final CSV file into the SmartWay Shipper Tool.
Creating a Custom CSV File

Although EPA strongly recommends against this approach, you may also create your CSV from scratch
using the third option; i.e., using an in-house data application. If you use this approach, select a few
carriers on the Manual Input SmartWay Carriers screen and export them so you have a sample CSV.
This will aid you and your IT staff in producing a CSV file with the correct format. The Tool cannot read
the file unless it is properly formatted.  Save this file on your computer—again, make sure you save the
file as a .csv file or it will not load into the Tool. Add detailed information regarding your carriers and
their associated activity from your in-house spreadsheet. Save this modified CSV file to your computer.

You are now ready to upload and import your final CSV file into the SmartWay Shipper Tool.
  l\   NOTE: EPA does not have the resources, due to the variability in Partner data systems, to assist
       you in creating and importing this file. Please work with your own in-house IT/MIS computer
       staff to  develop the best way to merge your in-house data with the CSV file's fields.
       NOTE:  You can find additional detail regarding the preparation of CSV files for data import
       below. However, EPA highly recommends selecting the
   Detailed Instructions for Data Export /Import fpdO
  	button to obtain further detailed information on how to
prepare CSV files for re-importing SmartWay Carriers into the Shipper Tool.

Outside Data Import Screen

The purpose of the Shipper Tool's Outside Data Import screen is to allow Shipper Partners to import a
CSV data file that has been properly formatted directly into the Shipper Tool, eliminating the need to
key in these data manually using the Tool's input forms.  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, and can easily read and write this type of file.

        NOTE: Remember, the activity data file must not only be a CSV file, but have a .csv extension. 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.

Having prepared a CSV file containing your company's carrier activity data, you may now import the
data file into the Shipper Tool by specifying the files location on this screen (Figure 30). You may also
select the Select File button to the right of the field in order to find the appropriate file on your
computer or network.

                                  Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 44

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 SmartWay Shipper Tool: AAA Shipping - Retail
  Basic or Comprehensive
                                                            <*b SmartWay
                                                                            Data Display
                                                                                           Optional Sections
    Instructions
                  Export Carri
                                                    Manual Input Non-SmartlUay Carriers
                                                                                 Manual Input SmartlUay Can
                                                                                                           Optional Carrier Differentia tic
   Shipper Companies with a large number of carriers may choose to prepare their carrier activity data offline, using outputs from their own freight management software or related
   data systems. Please select the button labeled 'Detailed Instructions for Data Export/Import' below to obtain detailed information on how to prepare a CSV (comma separated
   values) file for import into the Shipper Tool, If you have prepared a CSV file containing your company's carrier activity data, you may import the data file into the Shipper Tool by
   specifying the file's location in the field below. You may also select the 'Select File' button to the right in order to find the appropriate file on your computer or network. Once
   you have specified your CSV file's location select the Validate File' button below to check the file for proper format and content, Depending upon the size of the file this process
   may take several seconds. A progress bar indicates the percentage of your file that has been validated. Once complete, the number of valid and invalid records will be shown on
   screen, along with a description of errors and/or warnings associated with specific records at the bottom of the screen.  After reviewing these messages, you may either update
   your CSV file offline and repeat the above steps,  or continue and import the file into the Shipper Tool by selecting the Import File' button, A separate progress bar will indicate
   when your file import is complete. Select the Next button to continue.
                                                                                            Detailed Instructions for Data Export/Import f pdQ
                                                                   Step 1 - Specify
                                                                   CSV file location
                         Figure 30: Outside Data Import Screen - Step 1, Specify CSV File Location
Once you have specified your file's location, select the I    Validate File     button to check the file for

proper format and content.  Depending upon the size of the file this process may take several seconds.

A progress bar will indicate the percentage of your file that  has been validated over time.
                                                  Shipper Partner Tool  Data Entry and Troubleshooting Guide  | P. 45

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 SmartWay Shipper Tool: AAA Shipping - Retail
  Basic or Comprehensive
                                                                                        Step 2-Validate
                                                                                        CSV file content
                                                                                        and format
      I
                                         Activity Data
                                                        <*b SmartWay
                                                                        Data Display
    Instructions
                 Export Carri
                                                 Manual Input Non-SmartlUay Carriers
                                                                            Manual Input Sm
                                                                                         
-------
 SmartWay Shipper Tool: AAA Shipping - Retail
  Basic or Comprehensive
                                                        <*b SmartWay
                                                                        Data Display
                                                                                     Optional Sections
    Instructions
                 Export Carri
                                                 Manual Input Non-SmartlUay Carriers
                                                                            Manual Input SmartlUay Can
                                                                                                    Optional Carrier Differentia tic
   Shipper Companies with a large number of carriers may choose to prepare their carrier activity data offline, using outputs from their own freight management software or related
   data systems. Please select the button labeled 'Detailed Instructions for Data Export/Import' below to obtain detailed information on how to prepare a CSV (comma separated
   values) file for import into the Shipper Tool, If you have prepared a CSV file containing your company's carrier activity data, you may import the data file into the Shipper Tool by
   specifying the file's location in the field below. You may also select the 'Select File' button to the right in order to find the appropriate file on your computer or network. Once
   you have specified your CSV file's location select the Validate File' button below to check the file for proper format and content, Depending upon the size of the file this process
   may take several seconds. A progress bar indicates the percentage of your file that has been validated. Once complete, the number of valid and invalid records will be shown on
   screen, along with a description of errors and/or warnings associated with specific records at the bottom of the screen. After reviewing these messages, you may either update
   your CSV file offline and repeat the above steps, or continue and import the file into the Shipper Tool by selecting the Import File' button, A separate progress bar will indicate
   when your file import is complete. Select the Next button to continue.
   | C: \5martWay \CarrierData5elected. csv
     Import Status

        Total Records
                      Valid Records    Invalid Records
        Step 3-Import
        CSV file
           The File you are importing has one or more errors/warnings listed below. You can still import this file; however any data field that Tailed validation may be
           ignored or may have been set to zero, in which case it will need to be corrected either in the Tool or in the CSV file. Any carrier records that received an Error
           will not be imported. ERROR indicates that the record cannot be imported. WARMING indicates that the particular Held is not valid and will be ignored.

           To import this file despite the errors or warnings, select the 'Import' button above. When you select the 'Import' button, the system will delete all of your
           current carriers, as well as any Data Source description you had entered on the Activity Data screen.
    ERROR: Row 2 (Name='101 Transport TruckJoad1, ID=I232S); Carrier not found.

    WARNING: Row 3 (Name='non-SmartWay Logistics Carrier', ID=-2): Avg Load Pet is not a valid integer, changing to zero. Please correct,

    WARNING: Row 5 (Name='non-5rnartWay non-Class 1 Rail Carrier', ID=-4): Inventory Calculation Metric value is missing or invalid. By default, missing or invalid values will be converted to
    g/railcar-mile.

    WARNING: Row 5 (Name='non-5rnartWay non-Class 1 Rail Carrier', ID=-4): Total Miles is not a valid integer, changing to zero. Please correct.

    5how my errors/warnings as a spreadsheet
                            Figure 32: Outside Data Import Screen - Step 3, Import CSV File


         NOTE: Any carrier records in your CSV file that have an error will not be imported into the Tool.

         Fields with warnings will be imported, but the field receiving the warning will either be ignored or

         replaced with a zero.  Zeros will need to be corrected in the Tool if they are imported. For

         example,  total miles and total ton-miles must be an integer value greater than zero and less than

         9.99 x 1018.  If you enter 41457.3 as the total miles for one of your carriers, this total miles field

         will receive a warning because it is  not an integer.  The import process will not accept these data,

         and instead insert a zero for the total miles field for this carrier.
          NOTE: Depending upon your computer specifications and the number of carriers to be uploaded

          (e.g., hundreds or thousands of carriers), the Tool may experience noticeable delays in response,

          requiring a minute or more to perform  certain calculations.
After importing your carrier data, view each subsequent data entry screen.  The Shipper Tool will
                                                                                                      VALIDATE
                                                                                                      COMPANY
prompt you when data are missing or in error.  Alternatively, you may select the
the bottom of each screen, which will allow you to see a  complete list of errors/warnings.
I button at
                                               Shipper Partner Tool  Data Entry and Troubleshooting Guide |  P. 47

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In addition, after importing your CSV file you will still need to input information regarding your data
sources on the Activity Data and % SmartWay screens (see Activity Data section below). Note that the
Data Source field is deleted each time you perform a new data import.

        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 Load Percentage calculators will be lost (see Activity Data
        section below for details). Any calculated values will still be retained - only the calculator inputs
        themselves will be deleted.

Adding or Replacing Imported Carrier Data

The Shipper Tool's export and import functions were designed so that you can provide additional carrier

data at a later date. If you anticipate adding carrier data in the future, use the   EKport Selected Camers
button as described above, so that all of the carrier data in the Tool is exported to a CSV file. Then insert
your additional carrier data into the exported CSV file.

Once you have imported your CSV file into the Tool, you may augment, correct, or modify any of the
carrier data using the Shipper Tool's screen options.  If you make  any changes to your carrier data using

the Tool, export these data using the   EKport Selected Camers   button on the Export Carriers screen.

        NOTE: When you perform a data import, all previously entered or imported carrier data in the
        Shipper Tool is deleted. If you need to merge carrier data from the Tool with other carrier data,
        you can enter the additional information into the Tool directly, or enter it into an exported CSV

       file.  If you chose the latter approach, use the   EKport Selected Camers   button to export those
        data, add or copy/paste the additional carrier data into this newly exported CSV,  and then re-
        import the updated CSV back into the Shipper Tool.

Manual Input Non-SmartWay  Carriers Screen

On the Manual Input Non-SmartWay Carriers screen (Figure 33), Shipper companies must specify if
they utilize carriers that are not SmartWay Carriers. Non-SmartWay carriers are assumed to have
performance levels equivalent to the lowest performing SmartWay Carriers for a given mode, for
calculation purposes.1

THIS INFORMATION IS MANDATORY-YOU MUST PROVIDE A COMPLETE AND ACCURATE
CHARACTERIZATION OF ALL OF YOUR CARRIERS, INCLUDING  NON-SMARTWAY CARRIERS IN ORDER TO
CALCULATE AN ACCURATE % SMARTWAY VALUE.

To proceed, first enter the total number of non-SmartWay carriers used by your company in the
reporting year.  Next, select the appropriate Carrier name(s) by highlighting your selection in the upper
1 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 Shipper Tool Technical Documentation for additional details.

                                  Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 48

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list box, (truck, logistics, rail, and/or multi-modal), and select the button. Your selections will then be
shown in the lower list box.
 Smart Way Shipper Tool: AAA Shipping - Retail
  Basic
                                                           Data Display
                                                                       Optional Sections
                                                               Manual Input SmartlUay Carrier'
                                                                                   Optional Carrier Differentiation
   Enter your non-SmartWay carrier information on this screen. Vou can reference the complete list of SmartWay carriers on the next screen in order to
   determine if particular carriers are currently partnership members, and return to this screen as needed.	
Required Information Regarding Your Non-SmartWay Carriers
      Total Number of Non-SmartWay Carriers for this Company:
                                                                      Enter # non-
                                                                      SmartWay carriers
           Please check this box to indicate that all Non-SmartWay Carriers have been added for this company
   AVAILABLE NON-SMARTWAY CARRIER TYPES
   Carrier Name
    non-jrnartWdV Multi-modal Carrier
    non-5rnartWay non-Class 1 Rail Carrier
    non-SrnartWay Truck Carrier
                                  Multi-modal
                                  Rail
                                  Truck
Check to confirm
data entries
      Add Selected Carriers to List Below    I (Press the SHIFT or CTRL button to select multiple items)
   SELECTED NON-SMARTWAY CARRIERS
   Carrier Name
    non-5rnartWay Logistics Carrier
    non-SrnartWay Truck Carrier
     X Delete Selected Carriers
                                  Logistics
                                  Truck
                           Figure 33: Manual Input Non-SmartWay Carriers Screen

        NOTE: Even if you only utilize SmartWay Carriers, you must indicate this on the screen by
        entering "0" for the number of non-SmartWay carriers. You must also confirm that you have
        identified all of your non-SmartWay carriers and their associated modes by checking the box
        below the total number field, before proceeding.

        NOTE: You can reference the complete list of SmartWay Carriers on the next screen, Manual
        Input SmartWay Carriers, in order to determine if particular carriers are currently partnership
        members or not, and return to complete this screen if needed.

Manual Input SmartWay Carriers Screen

If you are not using the Outside Data Import option, you must use the Manual Input SmartWay Carriers
screen to find and select your SmartWay Carriers from the complete list of current SmartWay Partners
(Figure 34).  The Available SmartWay Carriers list box contains all of the current SmartWay Carrier
fleets, as downloaded under Step 4 on the Home screen.
                                       Shipper Partner Tool Data Entry and Troubleshooting Guide |  P. 49

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1.  Enter
Carrier
Name
and/or
other
filters
            Smart Way Shipper Tool: AAA Shipping - Retail
             Basic or Comprehensive
                                             Activity Data      SmartWay     Data Display    Optional Sections
              Instructions
                                     Outside Data Import   Manual Input Non-SmartWay Carriers
                                                                                              Optional Carrier Differentiate
111
*•
larrier Name ? 1
abf Apply Filter 1^
Carrier Mode jj Bin Category jj SCAC jj MCN jj
rtll T| |ft|| 7] Rempve Filter 7 |


2. Select to apply
filters


Available SmartWay Carriers: 1
                                     arrier Mode   Bin Category   SCAC
                 Add Selected Carriers to List Below
             (Press the SHIFT or CTRL button to select multiple items)
             Selected SmartWay Carriers: 5
                                      4. Select to add
                                      highlighted carrier
                                      to your list
                                                                                               3. Highlight Carrier
                                                                                               of interest
                                                 Carrier Mode   Bin Category
ABC Rapid Delivery Inc.
ABF Freight System, Inc.
ATS, Inc.
CSX Transportation
Truck Service, Inc.
Truck
Multi-modal
Truck
Rail
Truck
Mixed

TL/Dry Van

TL/Dry Van
ABRQ
ABFS
AQSM

TRKE
MC167559
MC029910
MC286926

MCH5912
                X Delete Selected Carriers
                                        Figure 34: Manual Input SmartWay Carriers Screen
           You may specify and apply filters such as mode, bin category, SCAC, and MCN to locate your carriers
           more quickly.  (Select the [?] buttons for detailed information regarding the filter options.) After
           specifying and applying your filters, carrier names matching those criteria will be displayed in the upper
           list box.2 You may also type carrier names directly into the text box and then select the filter button to
           find the carrier more quickly. Once found, highlight the carrier(s) of interest in the upper list box and
           select     Add selected carriers to List Below    to Specify your carrier fleets.

           To select  multiple carriers at the same time for addition to your list, highlight the first carrier name of
           interest in the upper list box, press the "Shift" or "Ctrl" key and continue to highlight carriers as needed,
           then selectthe     Add selected carriers to List Beio*    button. You can highlight one or more of your selected

           carrier fleets in the lower list box and use the                                button to remove rows
           from your list. Once your list is complete you can provide additional carrier identifiers on the Optional
            In certain cases, a single search selection may require additional filtering. For example, a given carrier may have multiple
           SCACs associated with its operations.
                                                 Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 50

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Carrier Differentiation screen, or you can proceed directly to the Activity Data screen to enter carrier-
specific mileage and/or ton-mile data.

Optional Carrier Differentiation Screen

If you wish, you may provide additional information to help you reflect how your company uses and
tracks its carriers. This screen allows you to differentiate your carriers' activity based on a variety of
characteristics, including the following optional "tags":
                  Business Unit Identifier
                  ID Code
                  Inbound/Outbound/lnternal
                  Domestic/International
                  Internal Shipper Segment 1
                  Internal Shipper Segment 2
An example Optional Carrier Differentiation screen is provided below (Figure 35).
 SmartWay Shipper Tool: AAA Shipping Retail
  Basic or Comprehensive
               Export Carrier:
   Instructions
        Activity Data
Outside Data Import
                                                  SmartWay
                                                             Data Display
                                                                         Optional Sections
                                          Manual Input Non-SmartWay Carriei
                                                                 Manual Input SmartWay Carriers
   INPUTS ON THIS SCREEN ARE OPTIONAL - NOT REQUIRED FOR EPA SUBMITTAL

   All Selected Carriers: 7                       Carrier Mode  Bin Category
non-SmartWay Logistic; Carrier
non-5martWay Truck Carrier
ABF Freight System, Inc.
ATS, Inc.
CSX Transportation
Truck Service, Inc.
Logistics
Truck
Multi-modal
Truck TL/Dry Van
Rail
Truck TL/Dry Van

ABFS
AQ5M

TRKE

MC029910
MC286926

MC145912
     Select Carrier for Descriptive Data
   Carrier Rums For ABC Rapid Delivery Inc.; 2
    Carrier Name
                               I Business Unit
                                             I ID Code
                                                           I  Inbound/Outbound I  IntondtiijnalJLnjrnesUi: I Inhi'in.jl shipper Segment 1    I Inte
    ABC Rapid Delivery Inc.
                                TH6
                                              CDD-1
                                                             Inbound
                                                                         Domestic
                                                                                      55
                                                                                                        _tJ
     Business Unit
     ID Code
   ? | ICDD-I
   Inbound/Outbound
_?J | Outbound
   Domestic/International
 ?  [Domestic
                                              Internal Shipper Segment 1
                                                 -
                   Internal Shipper Segment 2
                   ~
                                                                     Apply Descriptive Data to Selected Carrier
                                              X Delete Selected Carrier Row
                                Figure 35: Optional Carrier Differentiation Screen
                                         Shipper Partner Tool Data Entry and Troubleshooting Guide |  P. 51

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If you do not wish to provide such information you may proceed directly to the Activity Data screen.

If you do wish to provide additional information, look near the top of the Optional Carrier Differentiation
screen for the complete list of carrier names you have specified up to this point, either manually or
through data import, along with carrier information such as mode, bin category, and SCAC/MCN.  In
order to provide additional information for a given carrier, first highlight the carrier name in the upper
list box and you will see the carrier name appear in the lower list box.  At this point you may enter one
or more tags for the selected carrier. Once you  enter the desired information, select the
   Apply Descriptive Data to Selected Carrier
                                   button at the lower right to associate the tag information with
the carrier. If you wish to change the tag information, simply highlight the carrier name in the lower list
box and repeat the process.

If you wish to differentiate the activity associated with a single carrier (e.g., splitting inbound and
outbound freight movements), highlight the carrier name in the upper list box select the
   select carrier for Descriptive Data   button immediately below the box. You will then see an additional
row appear in the lower list box with the same carrier name. Enter the different tag combinations for
each row as described above, and repeat the process as many times as necessary. Rows in the lower

text box may be deleted by highlighting them and selecting the
button at the bottom right. Once finalized, your complete list of differentiated carrier rows will be
brought forward to the Activity Data screen.

At this point you may return to the Export Carriers screen to export your selected carrier list in CSV
format, or you may proceed to the Activity Data screen to input the mile and/or ton-mile data
associated with each of your carriers using the Tool itself. If you designated multiple tags for a given
carrier, you must provide separate activity data inputs for each carrier tag.
        NOTE: Before proceeding to the Activity Data screen, check your carrier listing to be sure the
        list includes all carriers that your company uses, and that the names, SCACs, and MCNs match
        perfectly.  You may review your carrier list using the Input Summary Report available under the
        Reports Menu on the Home screen.
                                  Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 52

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Steps for Completing the Activity Data Screen

REFER TO WORKSHEET #3B: Activity Data in the Quick Start Guide, or go to

http://www.epa.gov/smartwaylogistics/partnership/shippers.htm for additional help to complete this
section.

Data reported on this screen are used to calculate your shipper company's overall performance and
mass emissions. Carriers specified in the Input Carriers screens are automatically listed on this screen,

along with  their associated mode and bin category, if applicable (Figure 36).
                                                                                                            1. Select to

                                                                                                            enter Data

                                                                                                            Source
  SmartWay Shipper Tool: AAA Shipping  Retail
   Basic or Comprehensive
                                                      SmartWay
                                                                  DataC
                                                                              Optional Sections
  The carrier fleets identified in the previous steps are shown below. Select the "Tag Info" buttontoxflow any optional carrier differentiators at the top of this s
  the "Close" button to re-display these instructions. Next, for each carrier, choose a Data Availajartt^option that reflects the information you have for that carrier^W^t, choose
  the metric you want to use in calculating the emissions footprint associated with each ca^»*fT (Based on the data you provide, the per-carrier emission invepfcCfy and emission
  efficiencies will be displayed in subsequent screens). Next, enter the data fields tha^fe appropriate for the Data Availability option you selected. The^ujuired fields will be
  activated (white); other fields will be grayed out. Once you have completedeptgfrig your data, select the "Describe Data Source" button just be>
-------
Before proceeding with your activity data entry, note that you can display detailed tag information for

each carrier row on the Activity Data screen by selecting the    a^       button. Selecting this button
will display the specific tags assigned to each carrier on the Optional Carrier Differentiation screen, as
shown in Figure 37. The Shipper Tool provides this feature to assist SmartWay Shipper Partners that
have defined multiple rows for a single carrier, in order to determine which activity data should be
entered  in which row. Select the Close button  to re-display the screen instruction text.
 SmartWay Shipper Tool: AAA Shipping - Retail
  Basic or Comprehensive
                    Input Carriers
                                             "la SmartWay
                                                         Data Display
                                                                    Optional Sections
    Tag Information
    Carrier (Row Number 2)
|ABC Rapid Delivery Inc.
Business Unit

ID Code	
ICDD-I
Inbound/Outbound
(Outbound
Domestic/International
[Domestic
                                          Internal Shipper Segment 1
                                          Internal Shipper Segment 2
                                                            Carrier specific
                                                            tag information
                                                            for row 2
                                                                         2!      A    A     2]
                                                                        Total      Avg  Avg Load    Avy
                                                                                             Payload
4 Tag Info |AT5, Inc.
5 Taq Info j |C5X Transportation
6 Tag Infb non-SmartWay Logistics Carrie
|? Tag Info | |non -Smart Way Truck Carrier
8 Tag Info Truck Service, Inc.
* Data Availability:
1 = (Preferred) I know both Ton-miles and Total Miles.
2-1 know Ton-miles and Average Payload.
3 = 1 know Ton-miles and have general information about
4=1 know Ton-miles only.
5 = I know Total Miles and Average Payload.
6 = 1 know Total Miles and have general information abou
7 = Iknow Total Miles only.
jTruck |TL/DryVan | 2 j*j Jg/ton-mile ^]
|Rail | 3 jj |g/r.on-mile •»•
Logistics | 4 •*] jg/ton-mile ^
[Truck | 5 *\ |g/mile _jj
|Truck |TL/DryVan | 1 _^J |g/mile *
^J Totals
number of loads and type oF cargo , Ton-Miles Total :
number of loads and type of cargo. Total Miles Total:
1,240,593 | 56,136
6,050,000 | 44,057
4,100,236 | 219,264
27,097,977 | 900,265
3,321,251 | 205,852

101,907,075
3,743,833
22.10
| 51.3 | 98 137.32
18,70
** Total Miles =
Truck -miles or Railcar-miles
(NOT Train-miles)
^ Select the 'Validate Screen1 buttc
to display/update the Average
                       Figure 37: Activity Data Screen with Tag Information Displayed
The following describes the steps required for completing the Activity Data screen.

1.  Entering Data Source Description
                                                                        Describe Data Source
Before you begin entering activity data for your companies, select the
button and enter a detailed description of the sources used to generate your activity data in the popup
text box (Figure 38). Be sure to indicate how you calculated miles and ton-miles, and where these data
were obtained.
                                     Shipper Partner Tool Data Entry and Troubleshooting Guide |  P. 54

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 Smart Way: Activity Data Source
  Please provide a detailed description of the sources used for your Activity Data information. Indicate how you calculated
  miles and ton-miles and where the data was obtained.  For example; you may use PC Miler to determine miles, it may be
  reported to you by your carrier, or it may be stored in your accounting/purchasing or transportation database. Similarly;
  your payload weight may come from bills of lading records, a company database, etc.
                           Figure 38: 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 (and listed near the
bottom left area of the Activity Data screen for your reference; see Figure 37).

    1.   Enter ton-miles and miles
    2.   Enter ton-miles and average payload
    3.   Enter ton-miles, density, and load percentage
    4.   Enter ton-miles only
    5.   Enter miles and average payload
    6.   Enter miles, density, and load  percentage
    7.   Enter miles only

Depending on the Data Availability option selected, the fields on the screen will become active (white)
or remain grayed out.
        Choose the method that uses the most accurate data at your disposal for each carrier.  You can
        specify various data availability options
        for each and the reliability of that data.
|\
      specify various data availability options for carriers, depending on what type(s) of data you have
                                    Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 55

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•   If you have reliable data for both ton-miles and total miles, select Option 1.

•   If you don't have reliable mile data, but do have reliable ton-mile data, select 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 percentages and the types of cargo, and the
Tool will calculate an average payload for you based on the commodities shipped with each carrier.  In
Option 4, the Tool 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 generally preferred to Option 4 (again, depending upon the accuracy of the data available for
each carrier).

       Providing  ton-mile data (Options 2, 3, and 4) is generally preferable to simple mileage data for
       most modes. For example, when shipping bulk commodities by rail, ton-mile estimates are often
       available and will result in a more precise estimate of mass emissions (when combined with
       gram per ton-mile metrics for each carrier) than relying on gram per mile metrics. Ton-mile
       estimates are also most appropriate for LTL and package delivery 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.
       See the SmartWay Shipper Tool Technical Documentation for additional information on these
       calculations.

•   If you don't have reliable ton-mile data, but do have reliable mile data, select 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 percentages and the type of cargo, and the
Tool will calculate an average payload for you.  In Option 7 (miles only), SmartWay will use an average
payload number based on the bin category of the carrier to estimate a ton-miles number for
you. (Option 7 requires additional off-line calculation to account for partial loads.) In each  of these
three 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 generally preferred
to Option  7 (again, depending upon the accuracy of the data available for each carrier).

       NOTE:  Do not use Data Availability Option 6 or 7 for rail carriers.
                                  Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 56

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3. Selecting the Preferred Inventory Calculation Metric

For each carrier record in which you have selected Data Availability Option l,you must define your
preferred metric (Inventory Calculation Metric) for calculating mass emissions. For all other data
availability options, the Tool will designate the metric for you.

Options for Data Availability Option 1 include grams per (truck) mile, grams per railcar-mile, and gram
per ton-mile (all modes).

 Ji      NOTE: The Shipper Tool calculates your emission performance based on the best available data
       for each of your carriers.  Since your mass emissions inventory can be produced using either
        g/ton-mile or g/mile metrics, you may mix your selected metrics across carriers.  Regardless of
        the metric you select, the Tool will calculate tons of emissions.  In order to compare
        efficiencies across different carriers and/or modes, the Tool expresses performance in both
        g/ton-mile and g/mile.

Use the metric most appropriate for characterizing your carrier activity where you have selected Data
Availability Option 1. 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.
        ^IMOTE: If your company uses Package Delivery carriers, choose ton-miles as the calculation
        metric if possible.  However, if it is not properly calculated, you can make significant
        overestimates of the ton-miles.  For example, consider the case in which your company has one
        pallet on a truck that is also carrying 21 other pallets belonging to other companies. If you base
        your calculations on miles x the  g/mile factor for that truck carrier, your carbon allocation would
        be overstated a factor of 22. The same calculation for one package on a truck carrying 300
        packages would overstate the carbon by a factor of 300.

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). Enter the data to the nearest
whole number. If you selected Data Availability Option 1, enter both miles and ton-miles for the given
carrier.

If you selected Data Availability Option 2. you must enter ton-miles along with the 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 Data Availability Option 3, first enter your ton-miles.  Next, you must enter 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 percentage 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

                                   Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 57

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category vary for rail and truck modes, since utilized container space varies by mode.3  Figure 39
presents example inputs for the Density Calculator.
            Smart Way Shipper Density Calculator
            This calculator breaks commodities into separate groups, each with its own
            average density. Under "Freight Percentage" enter the percentage of your freight
            (by weight) that is made up of that commodity group. Note that For each group, a
            list of the commodity types appears in the box at right.
              Truck Service. Inc.
             Li
                    Freight
                   Percentage
                       53,1

                       46.9|
             Total
                        100
 Average
 Density
(Ibs/cu ft):

|   7T

|   9~T

   11.3

   13.2

   14.1

   16.3

   17.2

   18.3


   14.1
Commodity Types
  Commodity Group 7:
   Coal
   Fuel oils
   Gasoline and aviation turbine
       Figure 39: Example Average Density Calculator Inputs (Truck, Logistics, and Multi-modal Carriers)
   •\    NOTE: Be as precise as possible entering your mileage and ton-mile data. Enter to the nearest
   3-3   whole number.
After inputting your freight distribution data into the Average Density Calculator, use the Average Load
Percent Calculator to adjust your activity for partial loads.  Load percentages can be either weight-
based (with full truckloads weighing out), or volume-based (with full truckloads cubing out).
 The density categories for Logistics and Multi-modal carriers are assumed to be the same as for Truck carriers.
1 Average density bins differ for rail carriers.
                                    Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 58

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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 Calculator (Figure 40). The calculator will
then estimate the weighted average load (in this case, 62 percent) which will be applied to your total
miles 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. Refer to the Shipper Company Tool Technical Documentation
        for details regarding the application of the calculator inputs.
                      Smart Way Shipper Average Load Calculator
                       Enter the number of loads that fall into the categories below. The
                       calculator will determine an overall load percentage.
                        ABF Freiqht 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 40: Example Average Load Calculator (Truck, Logistics, and Multi-modal Carriers)


Once the calculator data have 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 gray boxes
on the screen.

If you select Data Availability Option 4. simply enter your ton-miles,  and the corresponding mileage will
be back-calculated using the carrier's average payload value, as determined from the bin category
' A similar calculator is used for calculating railcar load percentages.

                                    Shipper Partner Tool Data Entry and Troubleshooting Guide |  P. 59

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averages. This option is the least accurate of the ton-mile-based calculations, since no information is
provided regarding your shipper company's payload profile.

If you select Data Availability Option 5, enter your total miles, expressed as either truck miles (for truck,
logistics, and multi-modal carriers), or railcar-miles for rail carriers. Next enter your average payload in
tons and ton-miles will be back-calculated for you.

Selecting Data Availability Option 6 requires total miles to be entered, along with payload density
information and load percentages using the calculators described above.

Selecting Data Availability Option 7 only requires entry of total miles, and ton-miles will be back-
calculated using the carrier's average payload value.
 11\   NOTE:  Correctly calculating Ton-Miles is critically important for the accurate determination of
<*—•*•    your carbon foot-print.
Enter the ton-miles hauled per year attributable to each carrier. A ton-mile is one ton moving one mile.
 /|\   NOTE: DO NOT ESTIMATE TON-MILES BY SIMPLY MULTIPLYING TOTAL MILES BY TOTAL TONS
C-*    this calculation effectively assumes your entire tonnage is transported on EACH AND EVERY
        truck, and will clearly overstate your ton-miles.
                                   Shipper Partner Tool Data Entry and Troubleshooting Guide |  P. 60

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There are two ways to calculate your company's 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
        To check your data, divide ton-miles by miles. The result is your fleet-average payload. If this
        number is not reasonable, check your calculations.
5. Validating Your Activity Data

The Shipper Tool also contains data validation checks designed to identify missing and potentially

erroneous data.  Selecting the I ^^^^^H button at the bottom of the screen will allow you to view
any potential data entry errors.  Figure 41 provides an example validation screen check result.
                                   Shipper Partner Tool Data Entry and Troubleshooting Guide |  P. 61

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                        SmartWay Shipper Tool: AAA Shipping - Retail
Warning - select
for details


High Payload
Value
                        Basic or Comprehensive
                                              Input Carriers
                                                                           «*> SmartWay      Data Display     Optional Sections
                        The carrier fleets identified in the previous steps are shown below. Select the "Tag Info" button to show any optional carrier differentiators at the top of this screen, and select
                        the "Close" button to re-display these instructions. Next, 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 screens). Next, enter the data fields that are appropriate for the Data Availability option you selected. The required fields will be
                        activated (white); other fields will be grayed out. Once you have completed entering your data, select the "Describe Data Source" button just below these instructions to
                              the source of atl the information you entered. Finally, select the % SmartWay screen or the NEXT button to proceed. If the system detects problems with the
                        inforTnaTloTr5»eulj(eentered, it will automatically highlight the row number and provide detailed information about the error/warning. Select a highlighted row number for
                        information about^rrcfcfwiiaitgsfor that particular row. You can also run this validation process by selecting the Validate Screen or Validate Company buttons at the bottom of
                        the screen. A red highlight indicaTcS'^i^datais missing or is significantly higher/lower than the industry average, while a yellow highlight indicates the value is somewhat
                        higher/lower than the industry average. ReoTf^hligbteci.cells must be addressed before proceeding to the next screen, by entering missing values (if applicable) or by double-
                                                                        'alue. You may also enter text explanations for yellow-highlighted cells, although such entries are
                                                                                                                      Avg  Avg Load
                                                                                                            4
                                                                                                           Payload
                             on the cell to enter a detailed explanation
Errors - select
  for details
     Tag Info | |ABC Rapid Delivery Inc.

2    Tag Info [ |ABC Rapid Delivery Inc.

3
                              Tig info  AFJF Freight System, Inc
                                                                |Tt;DryVan   |  2 j*J |g/ton-mile
                                                                            3 _^j |g/tc,n-mfe   _-] |

                                                                          [~T3
     Tag Info  CSX Tran^iA' atiol
                                     •••':'..     IJ-.i  '     . ;
                              Tag Info | Incn-SmartWay Truck Carrier  puck

                              Tag Info  Truck Service, Inc
                          Data Availability:
                          = (Preferred) I know both Ton-miles and Total Miles.
                          = I know Ton-miles and Average Payload,
                          = I know Ton-miles and have general infotmalion about number of loads and type of cango,
                          = I know Ton-miles only.
                          = I know Total Miles and Average Payload.
                          = I know Total Miies and have general infomiation about number of loads and type of cargo
                          = I know Total Miles only.
                                                                                              Total Miles
                                                                                              Truck-miles or Railcar-miles
                                                                                               (NOT Train-miles)
   Totals

Ton-Miles Total:
                                                                                           A Select the 'Validate Screen' button
                                                                                           to display/update the Average
                                                                                           Payload values.
                                                      Figure 41: Example Validate Screen Check Result



          The red highlighting in Row 4 indicates an error. Errors must be addressed before proceeding with the
          rest of your data entry. Selecting on the  red  highlighting will display details - in this case, informing you

          that an Average Payload  entry is required for Data Availability Option  2.

          The yellow highlighting indicates a warning condition.  Warnings do not have to be addressed before
          proceeding, but may indicate a possible data entry error.  In row 7 above, the average payload entered,

          30.1 tons, is greater than the validation threshold of  27.6 tons.

          Finally, row 1 indicates a  possible error - dividing ton-miles  by total miles results  in  a very low average

          payload value for this carrier (3.45 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 42). After entering your text explanation and  selecting OK, the highlighting will change from  red

          (error) to yellow (warning) status.
                                                           Shipper Partner Tool Data  Entry and Troubleshooting Guide  |  P.  62

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               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.
                   l~ This explanation applies to all instances that are outside industry average
                           Figure 42: 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 shippers importing large numbers
        of carriers resulting in the same error/warning condition multiple times.
Other validation messages are presented for the following conditions:

    •  Average truck/logistics/multi-modal  payloads are less than 9.4 tons (error - red)
    •  Average truck/logistics payloads are  greater than 33.8 tons (error - red)
    •  Average multi-modal payloads are greater than 90 tons (error - red)
    •  Average railcar payloads are less than 9.4 tons or greater than  125 tons (error - red)
    •  Average truck/logistics/multi-modal  payloads are between 9.4 and 15.5 tons (warning - yellow)
    •  Average truck/logistics payloads are  between 27.7 and 33.7 tons (warning - yellow)
    •  Average multi-modal payloads are between 60 and 90 tons (warning - yellow)
    •  Payload is less than or equal to zero (error)
      NOTE: You must address all errors, whether highlighted in red or yellow. You can do this either by
      entering an explanation (by double-clicking on the highlighted cells) concerning the validity of the
      value, or by making any necessary corrections.

Refer to the Shipper Tool Technical Documentation for further details regarding the basis for the above
validation ranges.
                                   Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 63

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Viewing the % SmartWay Screen

REFER TO WORKSHEET #3C: % SmartWav in the Quick Start Guide, or go to
http://www.epa.gov/smartwaylogistics/partnership/shippers.htm to complete this section of the
Shipper Tool.

Once you finish entering your data you may proceed to the % SmartWay screen (Figure 43).  The %
SmartWay screen calculates your % SmartWay Value, reflecting the percentage of total emissions
attributable to SmartWay Carriers. For Shipper Partners selecting the Emissions Footprint and %
SmartWay option on the Basic or Comprehensive screen, the % SmartWay Value is used to determine
logo eligibility in the SmartWay program.  Shippers who move the required percentage of freight on
SmartWay Carriers are eligible to  use and display the SmartWay logo.
 SmartWay Shipper Tool: AAA Shipping - Retail
  Basic or Comprehensive
                     Input Carriers
                                  Activity Data
                                                           Data Display
                                                                       Optional Sections
  This screen calculates your % SmartWay value for determining SmartWay logo qualification. Choose the appropriate radio button and/or drop-down menu
  selection to select the weighting factor you wish to use to determine your % SmartWay value. If you have completed the Activity Data screen, the associated
  percentages will appear in the % Ton-Miles, % Total Miles, and % C02 columns helow. If you did not enter activity data, or if you would prefer to use another
  factor, select the factor from the drop-down box on the right and enter a non-zero percentage for each carrier, making sure these percentages add up to 100%.
  The tool will use only the weighting factor specified in calculating your % SmartWay value. To see your company-level % SmartWay value (calculated across all
  Fleets), go to the % SmartWay report in the Reports Menu on the Home screen.
If the data source is not listed, simply type it in.
Data Source: | Environmental Affairs Dept.
Selected Carriers
|ABC Rapid Delivery Inc.
|ABC Rapid Delivery Inc.
|flBF Freight System, Inc.
ftTS, Inc.

Carrier Mode
| Truck
|Truck
| Multi-modal
| Truck
CSX Transportation |Rail
non-SmartWay Logistics Carrier
non-SrnartWay Truck Carrier
| Truck Service, Inc.
| Logistics
| Truck
| Truck
C
Ton-Miles
100.0000
1.1187
28.3447
29.5090
1.2174
5.9368
4.0235
26.5909
3.2591
r r
r _?J
Total Miles C.O2
\
b.o^ol |
33.5253 | 19.7491
19.5666 | 10.8483
1,4995 | 0.9761
|
| 38.6547
24.0479 | 20.3076
5.4987 | 3.1439
0.0000
o.oooo

0.0000
0.0000
0.0000
o.oooo

0.0000
   Description of Custom Factor and Methodoloqy
                                                                    % SmartWay Value:
                                                                      Carrier Mode    Rating  Carrier Mode     Rating
                                                                      Truck        56.0705%  Logistics       0.0000%
                                                                      Rail        100.0000%  Overall      69.3856%
                                                                      Multi-Modal    100.0000%
                                       Figure 43: % SmartWay Screen


Carriers identified in the Input Carriers screens are automatically carried over to this screen.  In
addition, if the Activity Data screen has been completed, the fractional mileage, ton-mile, and CO2
amounts attributable to each carrier are also shown here, and may be used as weighting factors across
                                       Shipper Partner Tool Data Entry and Troubleshooting Guide |  P. 64

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your carriers to calculate your % SmartWay Value. If you prefer, you may select other weighting factors
(using the drop-down selection on the far right column) for calculating your % SmartWay Value,
including the percentage of total payments, the percentage of total weight or total packages, or an
alternative "custom" factor, across the different carriers.  (If you selected % SmartWay Only on the
Basic or Comprehensive screen, you will not see the Ton-Mile, Total Mile, or CO2 columns.)

Enter the type of data you use for your percentage allocation estimates using the drop-down menu at
the top left,6 and then enter the percent allocated to each carrier. Percentages must sum to 100.  The
resulting weighted average % SmartWay Value is  displayed at the bottom right of the screen.

Viewing the Data Display Screens

Once you finish entering your data, you may view your performance on the Emissions Summary or
Carrier Performance screens under the Data Display tab. Based on the shipper company activity data
inputs  and the carrier performance data downloaded from the EPA website, weighted average g/mile
and g/payload ton-mile factors are calculated for CO2, NOx, PM10, and PM2.5 for each carrier, as well as
total mass emissions (based on the preferred metric designated for each carrier).  The company-specific
g/mile  and g/ton-mile factors, as well as total mass emissions, are shown on the Emissions Summary
screen.7 A full range of summary data is displayed on the Carrier Performance screen.  Note that mass
emissions displays are only provided for partners selecting the Emissions Footprint and % SmartWay
option  on the Basic or Comprehensive screen.

The Emissions Summary screen (see Figure 44) displays emissions performance by carrier and for your
shipper company  as a whole, presented in terms of grams per mile and grams per ton-mile. Select the
pollutant to display using the buttons at the top of the screen.
5 If you select the "% Custom" option for allocating your % SmartWay value, you must provide a detailed description of the
custom factor used in the text box at the lower left of the screen.
7 The gram per mile and gram per ton-mile values provided for SmartWay Truck carriers actually represent "bin averages" for a
given truck operating category (e.g., TL Dry Van operators), indicating bin midpoints for the ranked set of all operators in this
category. In this way precise performance metrics are not attributed to any given carrier.  Alternatively, performance metrics
for rail are carrier-specific.

                                   Shipper Partner Tool Data Entry and Troubleshooting Guide |  P. 65

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Smart Way Shipper Tool: AAA Shipping - Retail
Basic or Comprehensive
Input Carriers
H
Activity Data HiSmartWay || Optional Sections |


Carrier Performance File Export Options

rhis display shows a summary of your carrier's performance based on the selected pollutant — CO2, NOx, or PM. Select a different option below to view a
nummary for that pollutant. A more detailed presentation of performance is shown on the next screen: Carrier Performance.

Select Pollutant



^^ V'X
Selected Pollutant:
Selected Carriers
Composite _?J

| ABC Rapid Delivery Inc.
ABC Rapid Delivery Inc.
|ABF Freight System, Inc.
ATS, Inc.
CSX Transportation
non-SmartWay Logistics Car
|non-5martWay Truck Carrier
Truck Service, Inc.
— •

2\ Carrier
Mode
All

Truck
Truck
Bin 2} Inv Calc _lJ
Category Metric
All
Mixed g/mile
Mixed g/mile
Multi-modal g/mile
Truck
Rail
ier Logistics
Truck
Truck
, ,-n

TL/Dry Van g/ton-mile
g/ton-mile
g/ton-mile
g/mile
TL/Dry Van g/mile
,H,—
'• CO2 _?J <~ NOx _?J C PM10 _?J '" PM2.5 _?J

Carrier Performance - CO2
? | g/mile
1,959
1,700
1,700
1,600
1,750
1,047
3,596
2,137
1,650
j?J g/ton-mile
240
90
90
130
85
20
1,019
481
85

CD2 ?
(tons/ year)
11,909
619
2,352
1,292
116
133
4,603
2,418
374
Ea •BDM m
m

                                Figure 44: Emissions Summary Screen

The Emissions Summary screen also displays the "bin category" ranking for any truck carriers. Truck
carrier emission factors are determined by placing similar trucking companies in groups called "bin
categories." There are 13 current bin categories for truck carriers:

    •  Truckload-dry van /container
    •  Less than truckload-dry van
    •  Refrigerated
    •  Tanker
    •  Flatbed
    •  Package delivery
    •  Dray
    •  Auto Carrier
    •  Expedited
    •  Heavy/bulk
    •  Moving
    •  Specialized hauler
    •  Mixed
                                   Shipper Partner Tool Data Entry and Troubleshooting Guide |  P. 66

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          The fleets in each bin category are divided by performance into five roughly equal sets (bins.)  The
          midpoint of performance for each bin represents the emission factor for all fleets in that bin. Thus, a
          fleet will have a ranking for each of the four pollutants and two performance metrics.  Rankings are
          currently used for truck, logistics, and multi-modal carriers.  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 (Figure 45).
           SmartWay ShipperAAA Shipping - Retail
             This display allows you to look at your company's emissions-related performance by mode and optional tags. Use the drop-down boxes provided to filter your
             results. Vou can display carrier-specific emission factors by choosing the appropriate option from Display Type drop-down. In addition, if you selected Emissions
             Footprint and completed the Activity Data screen, you can also display mass emissions in tons per year. (If you selected % SmartWay Only, this mass emissions
             option is not available.) In viewing your results, use the icon to the left of each mode name to hide/reveal details for that particular mode.
               Select Emission Factors
               or Mass Emissions
                                                   Inbound /   Domestic /
                                                   Outbound  International
                       Display Results For?*' Emission Factors -•  All
             Selected Carriers     Bin C

             _fr[] Multi-modal Carriers (1)


              B I Rail Carriers (1)


                Llruck Carriers (5)

                : Rapid Delivery Inc.   |Mixed

             '|ABC Rapid Delivery Inc.   |Mixed

                             |TL/Dry Van
              ATS, Inc.
egory

CO2
g/mile g/ton-mile


1,600 1| 130

NDx
g/mile g/ton-mile


7.50 1| 0.700

PM10
g/mile g/ton-mile

PM2.5
g/mile g/ton-mile

0.375 1| 0.0275

0.350 1 1 0.0275

3
Click to Show or
Hide specific carriers
| non-SrnartWay Truck Carri! |

|Truck Service, Inc.     pTL/Dry Van


      nposite Weighted Average
n
n
ge
1,047 1| 20

18.60 1| 0.427

0.519 1| 0.0120

0.503 |

1,939 1| 263


1,700 1| 90


1,700 1| 90


1,750 1| 85


2, 437 || 484


1,650 1| 85

19.18 1| 1.984


15. 50 || 1.020


15. 50 || 1.020


4.50 1| 0.225


29. 24 || 3.330


7. 50 || 0.375

0.815 1| 0.1184

0.675 1| 0.0900

0.675| 0.0900

0.075 1| 0.0030

1.242 1| 0.1680

0.225| 0.0130











0.803 |

0.675 |
0.0120

0.0943

0.0450

0.675 |
0.0450

0.075 |
0.0030

1.205|
0.1630

0.225

1,959 1| 240

18.05 1| 1.775

0.812 || 0.1 177 |
0.798 |
0.0130

0.1031

                                              Figure 45: Carrier Performance Screen

          You may also expand or aggregate the display rows to show carrier performance by individual carrier by
          clicking the icons to the left.
                                                  Shipper Partner Tool Data Entry and Troubleshooting Guide |  P. 67

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Finally, note that the File Export Options screen is also located under the Data Display section for your
convenience, providing the same functionality as the Export Carriers screen.

These data, plus other detailed reports, can be printed out by returning to the Home screen and
         ^^^^^^^^^^^^^^^^^^H
selecting
Go To Reports Menu
Viewing Optional Sections

 The Shipper Strategies Screen

REFER TO WORKSHEET #4A: Shipper Strategies in the Quick Start Guide, or go to
http://www.epa.gov/smartwaylogistics/partnership/shippers.htm to complete this section.

The Shipper Tool calculates the emissions savings impacts for a range of activities and best practices
which are known to impact the emission footprint of the transportation supply chain. Using the Shipper
Strategies screen (Figure 45), you can input specific information pertaining to your company's strategies
to impact emissions that are already being implemented for the reporting year. On this screen, all
strategies are based on eliminating miles or weight from the system.
                                  Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 68

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NOTE: The use of this screen is optional and not required for submitting the Tool to SmartWay.
   INPUTS ON THIS SCREEN ARE OPTIONAL - NOT REQUIRED FOR EPA SUBMITTAL. Previously in this tool, you calculated the emissions resulting from your movement of freight using
   various carriers. On this screen, you can input specific information pertaining to your company's strategies to reduce emissions BEFORE freight is placed on transport. All strategies
   on this screen are based on eliminating miles or weight from the system, In other words, this screen calculates the emissions that would have happened had you NOT
   implemented your efficiency improvements.  Please list all strategies that your company implemented for the reporting year to take miles or weight out of the freight system.
   Emissions results are calculated assuming a one-to-one reduction in miles and ton-miles. The results only provide a rough estimate of emissions impacts. SmartWay intends to
   improve the functionality of this tab in future tool versions.
     Add Activity
       Select a category: |  Miles removed from system
        Pick an activity: |  Cube optimization
                                                          Add Activity
                   Use the link below to access information on quantification and
                   documentation of your activities:

                    Basic Quantification and Documentation of Shipper Strategies
   Selected Activities
                           _?J       Percent _?J
                         Carrier Mode Improvement    CD2
Results (Tons/Vear)
NDx  ? |   PM ID ? |   PM 2.5 ?  Data Source / Methodology ?
# Name of Activity
1. [package reconfiguration
Cube optimization
Rail | o o.o | o.oo o.oo
TrUCk| 3.5 213 2.1 0.09 | 0.09
Multi-Modal o | o.o | o.oo | o.oo
Logistics 2.2 104 | 0.9 | 0.09 | 0.09
Reconfigured containers from cylinders
to rectangular packaging.
    Remove Activity
                         Total Results (Tons/Vear)
                                        Figure 46: Shipper Strategies Screen

First, select an activity category from the drop-down menu at the upper left, and then chose a specific
activity from the options provided. You may select from the following options:

     •    Miles Removed from the System
              o   Distribution center relocation
              o   Retail sales relocation
              o   Routing optimization
              o   Cube optimization
              o   Larger vehicles and/or trailers

     •    Weight Removed from System
              o   Product weight reduction
              o   Package weight reduction
              o   Vehicle weight reduction

For each strategy selected, you must provide an estimate of the percentage impact (in terms of miles or
ton-miles, as appropriate), for each mode of interest, along with a text description of the strategy itself
and details regarding the methods and assumptions used to estimate the changes.  Based on actual data
                                          Shipper Partner Tool Data Entry and Troubleshooting Guide  | P. 69

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from your current carriers, the Tool will calculate the quantity of emissions changed for each pollutant.
You can repeat this process for each strategy that your company has implemented.

The Tool assumes that total mass emissions are changed in direct proportion with the specified mileage
or weight reductions. This assumption should be accurate for weight reduction strategies when applied
to truck-load shipments that weigh out. Additional uncertainty arises though in the case of LTL and
package delivery shipments, where such reductions may not result in one-to-one impact  in miles hauled.
Uncertainties are even greater for non-truck modes, where the shipper commonly does not control the
entire content of the container.

        Please carefully document the procedure used to estimate the percentage impacts associated
        with your different measures, including how you established your baseline performance
        levels. Use the   Basic Quantification and Documentation oP Shipper Strategies  button on the upper right of
       the screen to obtain additional information regarding how shipper strategies should be
       quantified and documented.  If you have questions regarding calculations and/or
       documentation, contact your SmartWay Partner Account Manager.

Modal Shift Screen

REFER TO WORKSHEET #4B: Modal Shift in the Quick Start Guide, or go to
http://www.epa.gov/smartwaylogistics/partnership/shippers.htm to complete this section of the
Shipper Tool.

The Modal Shift screen is  intended for scoping purposes and scenario evaluations only. Shippers should
develop carrier emissions  inventories (and associated average emissions factors for their company) by
inputting activity data in the Activity Data screen.

  | \   Note: The use of this screen is optional and not required for submitting the Tool to SmartWay.

The Modal Shift screen allows you to estimate the emissions impact of shifting modes by selecting one
or more modal shifts between air, marine, truck, logistics, multi-modal and rail operations. The resulting
estimates of emissions impacts are for partner information only and are not used in determining
SmartWay Ratings or Logo Scores.

On the Modal Shift screen (Figure 47), you can specify the mode from which you  have shifted freight or
are considering shifting freight ("From Mode"), as well as the target mode ("To Mode"). Your have
several options for selecting an emissions factor for both the "From Mode" and "To Mode":

Shipper's Carrier Average - This option will utilize the weighted average gram per mile or grams per
ton-mile metric from your carriers, for a specified mode (e.g.,  rail or truck), based on data you  provided
in the Activity Data screen. If this option is selected for the "From" mode, filters can also be applied to
evaluate a subset of your current operations (e.g., inbound/domestic only). Note that in  most cases
performance metrics represent midpoints for the given bin category, rather than the precise value for a
given carrier.  If you  have data specific to your carriers, select the User Input option (see  below).  Note
that the Shipper Carrier Average option is not available for air and marine modes at this time.
                                  Shipper  Partner Tool Data Entry and Troubleshooting Guide | P. 70

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Modal Average-This option will use an industry-average performance metric for the mode in question.
Metric options include g/ton-mile and g/mile (or g/railcar-mile, as appropriate).  The data sources and
assumptions used to derive these values are discussed in the Shipper Tool Technical Documentation.
You may want to use this option to investigate shifting freight to a transportation mode that you have
not used previously, although we recommend that you use a more representative emission factor to
analyze scenarios whenever possible.  The Modal Average option is not available for air and marine
modes at this time.
User Input - This option allows you to input performance metric estimates for any carrier mode, using
alternative data sources.  This is the only option available for Air and Marine modes at this time.  If you
select this option, you MUST provide a description of the data sources that you used to develop these
estimates (by clicking the  User input Data Source button.) This option may prove particularly useful in
those cases when you have access to carrier-specific performance estimates. We also encourage you to
use this option when you have access to an emissions factor that  reflects the full emissions impact (e.g.,
including likely drayage emissions) and/or that best represents the fleet equipment  and operational
type that you are most likely to work with for your unique freight movement.
 Smart Way Shipper Tool: AAA Shipping - Retail
  Basic or Comprehensive
                                     Activity Data
                                                   SmartWay
                                                               Data Display
     Shipper Strategic
  INPUTS ON THIS SCREEN ARE OPTIONAL - NOT REQUIRED FOR EPA SUBMITTAL. This screen allows you to estimate emission results from modal shifts. Different sources of
  emission factors will be available based on the carrier modes selected. In some cases, the emission factor can be based on your own carrier fleet mix, for others, only a modal
  default will be available, for others, the user will have to supply their own emission factors.  Refer to the User Guide for more detailed information. Significant improvements
  and enhancements are planned for this screen in future versions.
  Indicate the mode being displaced (From) and the new mode (To) using the drop-down boxes provided. Enter the amounts along with the appropriate units, and the
  system will calculate the results.  Add new records by selecting the Insert Additional Modal Shift button near the bottom of the screen.  You can delete a record by selecting
  its Delete Modal Shift button.
                                                                                  _d
                                      Emission Factor Source
                                                                              Efficiency
                                                                               Before
Efficiency  Total Results
 After    (tons/yr)
  Modal Shift 1
     From Carrier Mode:  I Truck
     To Carrier Mode:   [pli!
                       ^]  From:  |shipper's Carrier Average
           Delete Modal Shift
                           To:    |Modal Average
                           (Optional) Inbound/Outbound: |AH
                         (Optional) Domestic/International:
                                                           Unite:
Modal Shift 2
   From Carrier Mode: |Multi-modal  j-J  From:  [shipper's Carrier Average      j-j  Fmm. i  Q m
   To Carrier Mode:  Marine/OGV^]  To:
                                                                        3  C02
                                   |User Input (Efficiency After)
           Delete Modal Shift
                           (Optional) Inbound/Outbound: |AlT
                        —(Optional) Domestic/International: |A||
                                                            To: | soo.ooo       PM 10
                                                          User Input Data Source I PM 2.5
      Insert Additional Mode Shift
                            Total Results (tons/yr)  CD2: |      2,859  NOx: |      10.54  PM ID:  |      1.003 PM 2.5: |      0.743
                                        Figure 47: Modal Shift Screen
                                         Shipper Partner Tool Data Entry and Troubleshooting Guide |  P. 71

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Note that emissions factors that automatically appear in the Modal Shift screen do not include all
potential emissions impacts; for example the factors do not include emissions associated with drayage
(i.e., short-distance trips often required to move freight from one mode to another) or the operation of
intermodal facilities.

You may select to perform the emission impact calculation based on miles or ton-miles inputs, by
specifying the Units in the drop-down menu under the Amounts column. Mile inputs for truck, logistics,
and multi-modal modes correspond to truckload miles, or railcar-miles for rail modes. Once the Units
are selected for the calculation, the screen will present the "Before" and "After" efficiency factors for
the "From" and "To" modes for each of the four pollutants, in the table on the right. (User Input
selections will result in empty white cells which require manual entry of the required values.)  Next, the
actual amount of freight to be shifted must be specified for both the "From" and "To" modes, in terms
of miles or ton-miles, as appropriate. (Note that these two values can be different, since the point to
point distance travelled is likely to be different across modes.) The corresponding emissions impact is
then presented  in tons per year for each pollutant.  Emissions increases are shown as negative values.

Note that the Shipper Carrier Average and Modal Average values for railcar gram per mile values are
adjusted to reflect truckload-equivalents (on a volume  basis). Refer to the Shipper Tool Technical
Documentation for details.
                                  Shipper Partner Tool Data Entry and Troubleshooting Guide |  P. 72

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     Finalize Data Entry and View Reports
     Once back at the Home screen, notice that the company data that you entered and validated now
     identifies its status as "Complete". You may now highlight the next company if you have another one to
     complete. Fill out unfinished company data in the same manner as before. If all companies are marked
     as "Complete," you can move on to the next step, View Your Data Reports.8 If one or more companies
     are not marked as "Complete", review the data you entered for errors or omissions (Figure 48).
Select after all
companies are
"Complete" to
 view reports
                        SmartWay
                                                                               Shipper
                                                    United States Version: 2.0.11
                                                       Released on: 08/09/2012
                 Use the blue buttons below to navigate the tool. For more information select the Help button
                 1. Enter Partner Name (Exactly as it should appear on the SmartWay website)
                                                                            Report Year: I 2011
    |AAA Shipping, Inc.|

2. Enter Contact Information
                           Go To Contact Information Screen
                 3. Characterize Vour Companies
                         Go To Company Characterization Screen
                 4. Download SmartWay Carrier Data File
                       Download Latest SmartWay Carrier Data File
                                          Date of Current Carrier File:  |  8/7/2012

5. Select Company for Data Entry (Double-click the company name or select and hit Enter):

     AAA Shipping - Wholesale - Not Checked
6. View Vour Data Reports
                                                      Status of first Shipper
                                                      Company "Complete"
                 7. Create Final Version
                                                        Select next company for data
                                                                 entry
                 * Be sure to read carefully the directions that appear when you select this option.
       Figure 48: Home Screen - After Completing the Data Entry/Modification Process for First Shipper Company
      Company Characterization and Input Summary reports may be viewed before completing data entry for all fleets if needed.

                                        Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 73

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Once you have completed data entry for all shipper companies, and the company status indicates
"Complete" you may select I •SiiUttttUliiliiM |to see the various reports (Figure 49).
         View Reports
                         Please select the summary report you would like to view:
                                        Company Characterization
                                            Input Summary
                                           Emissions Summary
                                           Carrier Performance
                                           Shipper Strategies
                                          Modal Shift Reductions
                                           Comments Report
                                      Freight Pet by Commodity Type
                                           Average Load Input
                                           Out of Range Report
                                             Data Sources
                                             
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Submitting Data to SmartWay
Congratulations! You are now ready to send your data to EPA.
                              Generate File to Send to EPA4
                                                   I, which will create a file with the following
From the Home screen, select
naming convention:

PartnerName_ Year_Shipper_VO.xls

For example, ABC Company_2011_Shipper_VO.xls

where PartnerName is your company's 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).

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 50).
   i j  Select OK to automatically create a new Excel file with your company's name as part of the file name, which will enable EPA to better track and identify
   - •/  your submitted data,

        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@iepa. gov.
                                          OK
                                                   Cancel
                                 Figure 50: Data Saving Confirmation
Upon selecting
                  OK
                        ;J the file will be saved, and additional instructions will appear (Figure 51).
Follow these instructions for submitting your Shipper Tool to SmartWay. Upon selecting
screen will appear allowing you to close the Shipper Tool or return to the Home screen.
                                   Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 75

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 SmartWay - Instructions for Submitting File
            -SmartWay*
                                                                         Shipper
United States Version: 2.0.11
   Released on: 08/09/2012
   A copy of this file called 'AAA Shipping, Inc._2Qll_Shipper_VQ.xls' has been created and is ready to be
   emailed to EPA,

   The file was saved in a folder called: C:\Documents and Settings\Chris\Desktop\

   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 smartway_transport@epa.gov, 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 smartway_transport@epa.gov.
                             Figure 51: 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 to smartwaytransport@epa.gov.
                                Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 76

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Troubleshooting the Tool
Although the revised SmartWay Tools have been tested extensively, you may encounter errors.
Intermittent errors have been encountered when opening the Tools directly from an e-mail or from the
SmartWay website rather than from a drive, or when multiple Excel files are open simultaneously. If you
encounter an error during use of the Tool, 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 otherwise result in  a loss of
data in other open Excel workbooks.

If you continue to encounter problems, please make a screen capture of the error message, and save the
data at that point. (You can make a screen capture by pressing Alt-Prt Scr, and then pasting the image
into a document such as MS Word.) Then send the screenshot, along with the saved data to your
Partner Account Manager for further assistance.
                                 Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 77

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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 confidential 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, do 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 Field Descriptions:

       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, do 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, do not change these values.
                                  Shipper Partner Tool Data Entry and Troubleshooting Guide |  P. 78

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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, do 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, do not change these values.  Valid values for Truck
carriers are TL/Dry Van, LTL/Dry Van, Reefer, Flatbed, Tanker, Dray, Package, Auto Carrier,
Expedited, Heavy/Bulk, and Moving. 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, do 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, do not change these values.

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 Percent, 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 = I know both ton-miles and total  miles.
        2 = I know ton-miles and average payload.
        3 = I know ton-miles, cargo density, and load percentage.
        4 = I know ton-miles only.
        5 = I know total miles and average payload.
        6 = I know total miles, cargo density, and  load percentage.
        7 = I know total miles only.
Calc Metric (Calculation 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

                           Shipper Partner Tool Data Entry and Troubleshooting Guide |  P. 79

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appropriate measure for the carrier's operation type.  In general, ton-miles are good for LTL,
package delivery, rail, multi-modal and logistics companies as well as heavier truck loads
(roughly above 10 tons), while g/mile may be better for trucks with lighter payloads. Railcar-
miles are also an available option for the rail mode, although ton-miles are preferred.  The Tool
will default a valid Calc Metric if one is not supplied in the CSV file.

Ton-Miles: Depending on your Data Availability option, this field may be required or ignored.
The Ton-Miles field is an integer that must not exceed 9.99 x 1018.

Total Miles: Depending on your Data Availability option, this field may be required or ignored.
When entered, this field will contain the total miles per year attributed to each truck or rail
carrier. The Tool assumes that miles entered for truck carriers correspond to (full) truckload-
equivalent miles.  Rail-miles correspond to truckload equivalent railcar miles. Please see the
Shipper Tool Technical Documentation for details regarding the calculation of truckload-
equivalents for railcars. The Total Miles field is an integer that must not  exceed 9.99 x 1018.

Average Density: Depending on your Data Availability Option, this field  may be required or
ignored. This field is used to calculate ton-miles and/or total miles, accounting for shipper-
specific freight densities.  Average Density is required for Data Availability Options 3 and 6. The
Average Density field must be a  numeric field greater than 0.1 with up to one decimal place.

Average Load  Pet: Depending on your Data Availability Option, this field may be required or
ignored.  Use the Average Load Percent calculator to determine what fraction of your truck and
rail carrier's cargo space is used  to ship your freight. Load percentage estimates can be weight-
based, with full truckloads (or railcar loads) corresponding to weighing out, or volume-based,
with full loads corresponding to  cubing out.  The Average Load Percent field is required for Data
Availability Options 3 and 6.  Enter the load information as requested. The resulting
percentages (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.
                           Shipper Partner Tool Data Entry and Troubleshooting Guide |  P. 80

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