Transport Partnership
U.S. ENVIRONMENTAL PROTECTION AGENCY
Shipper Partner 2.O.I I Tool:
Guide to Importing Carrier Data Using
the Outside Data Import Function
4>EPA
United States
Environmental Protection
Agency
-------
Transport Partnership
U.S. ENVIRONMENTAL PROTECTION AGENCY
Shipper Partner 2.O.I I Tool:
Guide to Importing Carrier Data Using
the Outside Data Import Function
Transportation and Climate Division
Office of Transportation and Air Quality
U.S. Environmental Protection Agency
United States Office ofTransportation and Air Quality
Environmental Protection pp/\ /ion R 19 flfil
Agency o u o^o
September 2012
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Overview 5
THE OUTSIDE DATA IMPORT FUNCTION IS FOR YOU IF: 5
How the Outside Data Import Function Works 5
Preparing Your Carrier Data to Import into Your Shipper Tool 6
Step 1: Start Your Shipper Tool Set-up 7
Step 2: Create Your CSV File 7
Option 1 Instructions: Export a Master CSV File 9
Option 2-Manually Build a CSV File 10
Option 3—Create a Custom CSV File from Scratch 12
Step 3: OPTIONAL: Differentiate Your Carriers 13
Step 4: Populate the CSV file with Carrier Data from Your In-house Computer Systems
14
Step 5: Import and Validate Your CSV File 14
Step 6: Enter Additional Data into the Tool 16
Appendix 17
***SPECIAL CASES/CONSIDERATIONS*** 17
YOU WISH TO ADD ADDITIONAL CARRIER DATA AT A LATER DATE 17
YOU ARE COMPLETING THE SHIPPER STRATEGIES OR MODAL SHIFT OPTIONAL SCREENS 17
YOU HAVE MANUALLY ENTERED CARRIER DATA INTO THE TOOL AND THEN DECIDE TO IMPORT
OUTSIDE DATA 17
YOU CHOOSE TO EXPORT THE DATA AS A CSV FILE AFTER YOU HAVE ENTERED ACTIVITY DATA IN
THE "Average Density" and "Average Load Percentage" pop-UP CALCULATORS 17
Glossary: 18
Bin Category- 18
Emissions Factors- 18
EPA'sSmartWay Database- 18
MCN- 18
SCAC- 18
CSV File Field Descriptions: 19
• Carrier ID 19
• Carrier Name - 19
• Mode- 19
• Bin Category- 19
• SCAC- 19
• MCN- 19
• Business Unit- 20
• ID Code- 20
• Inbound/Outbound/lnternal- 20
• Domestic/International- 20
• ISS1- 20
SmartWay Shipper Tool: Guide to Importing Carrier Data Using the Outside Data Import Function | Pg 3
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ISS2- 20
Data Availability- 20
Calc Metric- 21
Ton-Miles- 21
Total Miles- 21
Average Density- 21
Average Load Pet- 21
Average Payload - 21
User-Defined Percentage (Shipper Tool only) - 21
SmartWay Shipper Tool: Guide to Importing Carrier Data Using the Outside Data Import Function | Pg 4
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Overview
The SmartWay Shipper Tool has an Outside Data Import function. This function reduces the
need to manually enter carrier activity data by allowing you to create a data file that merges
your company's in-house carrier data with SmartWay's prescribed data format.
THE OUTSIDE DATA IMPORT FUNCTION IS RIGHT FOR YOU IF:
you use a relatively large number of carriers (both SmartWay and/or non-
SmartWay) and you have an in-house data collection system that contains
carrier activity data necessary to populate your SmartWay Shipper Tool for
submission to EPA.
How the Outside Data Import Function Works
This function allows you to import data from your in-house data tracking systems directly into
your ShipperTool.
To input your company's carrier data into the Shipper Tool, you will create a Comma-Separated
Values (CSV) file that meets certain basic SmartWay specifications, and merge that file with
your in-house data to produce a complete profile of your carriers' activity.
This CSV file will be uploaded into the Tool and will save you the time of manually entering data
to calculate your emissions footprint or percent SmartWay (% SmartWay).
SmartWay suggests that you use Microsoft Excel to develop and modify your CSV files. Excel
has standard support for CSV files, in that it can easily read and write this type of file.
NOTE: You MUST always save your file as a CSV file. If you accidently save
your file as an Excel workbook, you can easily change the format back to a
CSV file by using the "Save As" function in Excel.
SmartWay Shipper Tool: Guide to Importing Carrier Data Using the Outside Data Import Function | Pg 5
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Preparing Your Carrier Data to Import into Your Shipper Tool
There are six steps to preparing your CSV file for import into the Tool.
Step 1: Start your Shipper Tool setup
Step 2: Create your CSV File
Step 3: Populate the CSV file with carrier data from your in-house computer systems
Step 4: (OPTIONAL) Differentiate your carriers
Step 5: Import and validate your CSV file
Step 6: Enter additional data into the Tool
Please note that due to the variability in partner data systems, EPA does not have the
resources to assist you in creating and importing this file. You should rely on your own in-
house IT/MIS computer staff.
SmartWay Shipper Tool: Guide to Importing Carrier Data Using the Outside Data Import Function | Pg 6
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Step 1: Start Your Shipper Tool Set-up
Before you can import outside data, you must take these initial steps for completing your
Shipper Tool:
1. Enter your company name and contact information.
2. Define your company (or companies).
3. Download the latest carrier data file.
4. When you have at least one company defined, you can then import carrier data for that
company.
5. Double click on the company name in Section 5 of the Shipper Tool Home screen.
6. On the first tab labeled "Basic or Comprehensive," select either "Emissions Footprint
and % SmartWay" or "% SmartWay," then go to the tab labeled "Input Carriers."
7. On the Input Carriers tab, read the Instructions screen and check the box to indicate
that you understand these instructions.
Once you have performed these seven steps, you will be ready to use the Outside Data Import
function.
Step 2: Create Your CSV File
There are three basic methods for creating your CSV file:
• Option 1—Export a Master CSV File: This method is ideal if you have a very large
number of SmartWay Carriers. With this approach, you generate a CSV file complete
with all current SmartWay Carriers in the correct format. You can then open this CSV
file in Excel and delete any SmartWay Carriers you don't use.
• Option 2—Manually Build a CSV File:This method is a good option if you have a
somewhat smaller number of carriers that you can manually identify, but you still want
to merge your in-house data with the carrier list (instead of manually entering carrier
activity metrics). In this approach, you manually select carriers in the Shipper Tool and
then export a CSV file (using the "Export Selected Carriers" button on the "Export
Carriers" tab)that can then be populated with data from your in-house data system.
SmartWay Shipper Tool: Guide to Importing Carrier Data Using the Outside Data Import Function | Pg 7
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• Option 3—Create a Custom CSV File from Scratch: You may also choose to create your
CSV from scratch using your in-house system. If you choose this approach, the best way
to ensure compatibility with your file and the Shipper Tool is to start with a file exported
from the Tool, as listed in Options 1, and as explained below. This will aid your IT staff in
producing a CSV file with the correct format.
Step by step instructions for all three methods follow.
SmartWay Shipper Tool: Guide to Importing Carrier Data Using the Outside Data Import Function | Pg 8
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Option 1 Instructions: Export a Master CSV File
1. Select the "Export Carriers" Tab.
Basic or Comprehensive
2. Select the "Export Master File" button.
Export Status
Export Selected Carriers
Export Master File
Detailed Instructions for Data Export /Irnp.ji t I'lidfl
3. A "Save As" screen will pop up.
4. 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.
File name: CarrierDataMaster.csv
Save as type: C5V Ffes (*iCSv)
5. Open this CSV file in Microsoft Excel (recommended) or other software that
supports CSV files.
6. Delete any SmartWay Carriers that you did not use during the reporting year.
7. Note that the first four lines in the master file represent non-SmartWay carriers. If
you used any non-SmartWay carriers you must account for their combined mileage
and/or ton-mileage in the appropriate non-SmartWay designation.
8. Save this modified CSV file to your computer.
9. Proceed to Step 4 on pager 14 ("Populate the CSV file with Carrier Data from Your
In-house Computer Systems").
SmartWay Shipper Tool: Guide to Importing Carrier Data Using the Outside Data Import Function | Pg 9
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Option 2-Manuallv Build a CSV File
1. Select the " Manual Input Non-SmartWay Carriers" tab.
'.*]Jj.:l ! .'.•'•.: ..• jjjjjjjji'j T'J
Basic or Comprehensive
Activity Data
SmartWay
Data Display
Optional Sections
Instructions
EKport Carriers
Outside Data Import
Manual Input Non-SmartVJay Carriers
Manual Input SmartWay Carriers
Enter your non-SmartWay carrier information on this screen. Vou can reference the complete list of SmartWay carriers on th
determine if particular carriers are currently partnership members, and return to this screen as needed.
Required Information Regarding Vour Non-SmartWay Carriers
Total Number of Non-SmartWay Carriers for this Company: I
Please check this box to indicate that all Non-SmartWay Carriers have been added for this company l~
2. Enter the total number of non-SmartWay carriers used by your company in the
reporting year, and specify their modes (truck, logistics, rail, and/or multi-modal) by
selecting the appropriate non-SmartWay carrier(s) from the list and clicking the "Add
Selected Carriers to List Below" button.
AVAILABLE NON-SMARTWAY CARRIER TVPES
Non-SmartWay Carrier Type
non-SmartWay Loaistics Carrier
non-SmartWay Multi-modal Carrier
non-SmartWay non-Class 1 Rail Carrier
non-SmartWay Truck Carrier
Carrier Mode
E-HSS^H
Multi-modal
Rail
Truck
Add Selected Carriers to List Below (Press the SHIFT or CTRL button to select multiple items)
3. Select the "Next" button and proceed to the "Manual Input SmartWay Carriers" tab.
Input Carriers
% SmartWay
I Carriers
Outside Data Import
Data Display
Manual Input Non-SmartWay Carriers
Manual Input SmartWay Carriers
4. Select your SmartWay Carriers using the Tool's user interface filters (e.g., the Carrier
Name box, the Carrier Mode drop-down list box, the Bin Category drop-down list box,
and the SCAC and/or MCN boxes. An example selection screen is shown below for the
Shipper Tool.
SmartWay Shipper Tool: Guide to Importing Carrier Data Using the Outside Data Import Function | Pg 10
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asic or Comprehensive % Smart Way
Instructions
Export Carriers Outside Data Import Manual Input Non-SmartlVay C
Carrier Name 1 ^ 1
r
Carrier Mode ? 1 Bin Category ? 1 SCAC ? 1 MCN ? 1
[Multi-modal
jj [Truck/Rail jj
Available SmartWay Carriers: 2,946 Carrier Mode Bin Category
Z Line LTD Truck TL/Dry Van
Z Trucking LLC Truck Refrigerated
Zavcor Trucking Limited Truck TL/Dry Van
Zeeland Farm ServiceSj Inc, Truck Heavy/Bulk
Zeitner & Sons, Inc. Truck Refrigerated
Zenaido Martinez Sr. Trucking Truck Mixed
Zipp Express LLC Truck Heavy/Bulk
Data Display
arriers 1 iMBI»BBIBBiHffii!a
^pply Filter ? 1
ernove Filter , I
SCAC MCN
ZLNL MC222454
ZTRK MC466579
ZVCR MC233297
ZEEL MC145042
ZENS MC22 12557
MNZE MC291934
ZIPE MC5 17654
5. As you find each of your carriers, click the 'Add Selected Carriers to List Below' button.
When you use this button, the carrier selected in the upper list box will be added to the
list in the "Selected SmartWay Carriers" box at the bottom of the screen.
Add Selected Carriers to List Below
(Press the SHIFT or CTRL button to select multiple items)
Selected SmartWay Carriers: 3
Addison Transportation
AFN, LLC
Zeena Transport Inc.
Carrier Mode
Logistics
Logistics
Truck
Bin Category
Refrigerated
SCAC
AFDN
AFNW
ZEEN
MCN
HC326834
MC446639
MC423529
6. Once you have selected all of your SmartWay and non-SmartWay carriers, go to the
"Export Carriers" tab.
SmartWay Shipper Tool: Test Fleet
Basic or Comprehensive
Input Carriers
Activity
Instructions
Export Carriers
Outside Data Import
SmartWay Shipper Tool: Guide to Importing Carrier Data Using the Outside Data Import Function | Pg 11
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7. Select the "Export Selected Carriers" button.
Export Selected Carriers
Export Master File
Detailed Instructions for Data Export/Import fpdH
8. A "Save As" screen will pop-up.
9. 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.
10. Proceed to Step 4 on page 14 ("Populate the CSV file with Carrier Data from Your In-
house Computer Systems").
Option 3—Create a Custom CSV File from Scratch
You may also choose to create your CSV file from scratch using your in-house data system. If
you choose this approach, EPA strongly advises your to start with a file exported from the
Tool: this is the best way to ensure compatibility with your final CSV file and the Shipper Tool.
To create your starter file, simply follow the procedure outlined in Option 2, but simply select a
few carriers on the Select Carriers screen and export the file using the Export Selected Carriers
button as described. This will give you a sample CSV file with the correct format, with all of the
fields properly labeled and in the appropriate order. At this point you would delete the sample
carriers from the CSV file and in their place insert rows for your carriers. You will need to enter
your carrier's name, mode, and carrier bin category exactly as they are specified in the Tool, so
the Tool knows to which carrier you are referring.
You are now ready to proceed to Step 4 on page 14 ("Populate the CSV file with Carrier Data
from Your In-house Computer Systems").
SmartWay Shipper Tool: Guide to Importing Carrier Data Using the Outside Data Import Function | Pg 12
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Step 3: OPTIONAL: Differentiate Your Carriers
Once you have created your CSV file, you will notice that there are six columns in the CSV file
listed as "optional." These columns give you the option of further differentiating your carriers
using "tags" to get a more refined picture of your freight emissions footprint.
Carrier ID Carrier Na Mode Bin Categt SCAC
-2 non-Smar Logistics
-3 non-Smar Multi-modal
-4 non-Smar Rail
-1 non-Smar Truck
1402S A.M.Tran: Logistics AMMO
133S6 Access Arr Logistics AATJ
13410 Ace Logist Logistics ACEI
Internal Use Business Unit ID Code Inbound/ Outbound/ Internal Domestic/International ISS1
MC224S75
MC437312
MC411479
Using these columns, you can tag your carriers to further characterize their activity with your
company; for example, you can designate certain carriers used for domestic or international
routes.
The optional tags are listed below and may be applied to any carrier and include the following:
• Business Unit Identifier
• ID Code
• Inbound/Outbound/lnternal
• Domestic/International
• Internal Shipper Segment 1
• Internal Shipper Segment 2
You may define these tags as appropriate to your company; e.g., Internal Shipper Segment 1
may refer to a specific product line, geographic area, or division.
Note that you may also provide multiple entries for a given carrier; for instance, allowing you
to enter activity for inbound and outbound activity separately for the same carrier.
NOTE: If you plan to delineate a specific carrier's activity between inbound and outbound
shipments, multiple segments, or domestic and international shipments, you will want to:
• Option 1 and2: Select the carrier in the CSV file list and copy the row to create
separate lines for each operation you want to characterize.
• Option 3: Input the differentiated data on separate lines.
SmartWay Shipper Tool: Guide to Importing Carrier Data Using the Outside Data Import Function | Pg 13
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Step 4: Populate the CSV file with Carrier Data from Your In-house Computer
Systems
1. Open the CSV file you created in the previous step.
2. 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 that begins with the label "Carrier ID".
NOTE: A list of the CSV fields can also be found at the end of this document, including a
list of valid values.
3. Populate the CSV file with carrier data from your in-house spreadsheet.
You will need to work with your company's IT department to develop the
best way to merge your in-house data with the CSV file's fields; EPA cannot
provide support on data merging procedures.
4. Save your completed CSV on your computer—again, make sure you save the file as a
CSV file (with the .csv extension), or it will not load into the Tool.
You are now ready to upload and import your final CSV file into the SmartWay Shipper Tool.
Step 5: Import and Validate Your CSV File
Make sure you have reopened your Shipper Tool. On the main Home screen of the Shipper
Tool, click on the company into which you will be importing your CSV file.
1. You will now select the "Outside Data Import" tab under "Input Carriers."
I^MHMHI^Ml
Basic or Comprehensive
Instructions
Export Carriers
Outside Data Import
2. Click the "Select File" button on the Outside Data Import screen.
3. Select the XXX.CSV file you created in the preceding steps, and click the "Open" button.
SmartWay Shipper Tool: Guide to Importing Carrier Data Using the Outside Data Import Function | Pg 14
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4. After specifying the file path, you need to validate the data in your CSV file by using the
Select File.,.
"Validate File'" button.
Validate File
This performs an initial validation of the data in your CSV file.
5. After the validation is complete, the Tool will display a list of errors and warnings for
your review, and it will display a count of total records and valid records summarizing
the validation results.
|c:\Documents and 5ettingsVnacks01\Deskl:op\test.csv
Validate File Import File Detailed Instructions for Data Export/Import (pdf)
Import Status
Total Records Valid Records Invalid Records Validating Record 2 of 2
I 2 \ 2 \ 0
NOTE: If your file contains errors or warnings, a message box will appear at
the bottom of the screen identifying what they are. You may still import the
file even if warnings or errors are detected, although any data field failing
validation may be ignored or may have been set to zero. In that case,
corrections can be made to the CSV file or within the Tool after importing
your data.
6. The "Import File" button will now be enabled if there is at least one valid carrier entry in
the file, allowing you to import your CSV file.
7. To import the file, select the "Import File" button.
WARNING: At this point the system will delete any current carrier records
you may have entered for this company using the Manual Input screens, as
well as any Data Source descriptions you may have entered on the Activity
Data screen.
8. After importing your file, text will appear saying "Import successfully completed."
Once you have imported your CSV file into the Tool, you may augment, correct, or modify any
of the carrier data using the Tool screens.
SmartWay Shipper Tool: Guide to Importing Carrier Data Using the Outside Data Import Function | Pg 15
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Step 6: Enter Additional Data into the Tool
In addition to carrier-specific information, the Tool will require you to enter additional
information using the Tool user interface. This includes describing the
• Data Source for your Activity Data if you are entering Emission Footprint information,
• explanations for any data that is significantly outside expected ranges (e.g., high/low
payloads),
• Data Source for your % SmartWay information, and
• number of non-SmartWay carriers.
You will also need to specify a % SmartWay option and a description of a Custom Factor if you
chose to use that option for your % SmartWay allocation.
After importing your carrier data, please review every screen among the data entry screens to
verify completeness. The Tool will prompt you when data is missing or in error. Alternatively,
you may select the Validate Company/Fleet button at the bottom of each screen, which will
allow you to see all of the errors at once.
You are now ready to review your Tool, view data reports, and submit your final Tool to EPA for
approval.
SmartWay Shipper Tool: Guide to Importing Carrier Data Using the Outside Data Import Function | Pg 16
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Appendix
***SPECIAL CASES/CONSIDERATIONS*
YOU WISH TO ADD ADDITIONAL CARRIER DATA AT A LA TER DA TE.
The Outside Data Import function was designed so that you can also add more carrier data at a
later date. To add carrier data, you should use the Export Selected Carriers option so that all of
the carrier data in the Tool is exported to a CSV file. You can then insert your additional carrier
data into this exported CSV file using Excel and then re-import the modified CSV file.
YOU ARE COMPLETING THE SHIPPER STRATEGIES OR MODAL SHIFT OPTIONAL
SCREENS.
If you are supplying EPA with either Shipper Strategies or Modal Shifts (Shipper Tool only) that
you use to reduce your emissions footprint, you need to enter that information directly into the
Tool with the user interface. This information cannot be supplied using the Outside Data Import
function.
YOU HAVE MANUALLY ENTERED CARRIERDATA INTO THE TOOL AND THEN DECIDE TO
IMPORT OUTSIDE DA TA.
When you perform an Outside Data Import, all previously entered or imported carrier data in
the Tool is deleted. If you need to merge carrier data from the Tool with other carrier data, you
can either manually enter the additional information into the Tool, or enter it into an exported
CSV file. If you chose the latter approach, you should use the 'Export Selected Carriers" button
to export that data, and then add or copy/paste your additional carrier data into this newly
exported CSV, then re-import the updated CSV back into the Tool.
YOU CHOOSE TO EXPORT THE DATA ASA CSV FILE AFTER YOU HAVE ENTERED
ACTIVITY DATA IN THE "Average Density" and "Average Load Percentage" pop-UP
CALCULATORS.
When exporting and then re- importing your selected carriers, any values you may have entered
into the Average Density and Average Load Percentage pop-up calculators prior to export will be
lost. The previously calculated values will still be retained, although the calculator inputs
themselves will be wiped out. You will also lose any previously entered Out of Range
explanations.
SmartWay Shipper Tool: Guide to Importing Carrier Data Using the Outside Data Import Function | Pg 17
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Glossary:
Bin Category - This refers to 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 company-specific, based on publicly
available information.
Emissions 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'sSmartWayDatabase- EPA maintains a database containing key SmartWay partner
information. This database is used to create the SmartWay Carrier Data file.
MCN- This is a truck carrier's Motor Carrier Number (MCN) number. This is an optional field
you can use to visually determine if a SmartWay carrier is one of the carriers you use. This field
is not currently used to merge SmartWay data with your carrier data. If you created your CSV
file using one of the two Export buttons on the Select Carriers screen, you should not change
these values.
SCAC - The Standard Carrier Alpha Code (SCAC) is a unique two-to-four-letter code used to
identify transportation companies. SCACs are assigned by the National Motor Freight Traffic
Association, Inc., (NMFTA). If you cannot remember your SCAC(s), please contact NMFTA
before proceeding. You can find NMFTA contact information at
http://www.nmfta.org/Pages/ContactUs.aspx.
SmartWay Shipper Tool: Guide to Importing Carrier Data Using the Outside Data Import Function | Pg 18
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CSV File 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, you should not change these values. If you
are merging your carrier data with the SmartWay Carrier data using the carrier name,
carrier mode, and carrier bin category, you do not need to specify this internal ID field.
• Carrier Name- This is simply the name of the carrier. If you are using the internal
Carrier ID field to merge your data with the SmartWay data, you do not need to specify
this field. If you are using this field to merge the data together, the names must be an
exact match, but the names are not case sensitive. If you created your CSV file using
one of the two Export buttons on the Select Carriers screen, you should not change
these values.
• Mode - In this field, the carrier mode must be identified as "Truck," "Rail," "Multi-
modal," or "Logistics." 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. If you created your CSV file using one of the two Export buttons on the
Select Carriers screen, you should not change these values.
• Bin Category - This refers to the operation/equipment type category SmartWay uses
for ranking carriers; e.g., TL, Dry Van, Dray, etc. (For more information on Bin
Categories, please see the Glossary, above.) If you created your CSV file using one of
the two Export buttons on the Select Carriers screen, you should not change these
values. Valid values for Truck carriers are TL/Dry Van, LTL/Dry Van, Reefer, Flatbed,
Tanker, Dray, and Package. The only valid value for Multi-modal carriers is Truck/Rail.
Rail carriers and Logistics carriers do not have bin categories.
• SCAC - This is a truck carrier's Standard Carrier Alpha Code. This is an optional field you
can use to visually determine if a SmartWay carrier is one of the carriers you use. This
field is not currently used to merge SmartWay data with your carrier data. If you
created your CSV file using one of the two Export buttons on the Select Carriers screen,
you should not change these values.
• MCN - This is a truck carrier's Motor Carrier j\[umber. This is an optional field you can
use to visually determine if a SmartWay carrier is one of the carriers you use. This field
is not currently used to merge SmartWay data with your carrier data. If you created
your CSV file using one of the two Export buttons on the Select Carriers screen, you
should not change these values.
SmartWay Shipper Tool: Guide to Importing Carrier Data Using the Outside Data Import Function | Pg 19
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• Business Unit- This is an optional identifier for Shippers who would like to display
results for selected internal business units. This field is alphanumeric and has a
maximum length of 50 characters.
• ID Code This Shipper Tool field can be used for internal company code descriptions of
your carriers. This field is alphanumeric and has a maximum length of 50 characters.
• Inbound/Outbound/Internal - This Shipper Tool field is optional. You can use it to
identify a carrier's pathway. The valid values for this field are Inbound, Outbound, and
Internal. If you specify this pathway information, it needs to be an exact match, but is
not case sensitive.
• Domestic/International - This Shipper Tool field is optional. You can use it to identify
the carrier's pathway. The valid values for this field are "Domestic" and "International."
When specified, this pathway information must be an exact match, but it not case
sensitive.
• 7551 -This Shipper Tool field is optional. It allows you to further segment your
operations by specifying an Internal Shipper Segment associated with the carrier. This
field is alphanumeric and has a maximum length of 50 characters.
• 7552 - This optional Shipper Tool field allows you to further segment your operations by
specifying a second Internal Shipper Segment associated with the carrier. This field is
alphanumeric and has a maximum length of 50 characters.
• Data Availability - This is an optional 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 that you enter in your CSV file for Ton Miles, Total
Miles, Average Density, Average Load pet, and Average Payload must be consistent with
the carrier's Data Availability. If you do not specify a Data Availability Option, the Tool
will select a default.
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.
SmartWay Shipper Tool: Guide to Importing Carrier Data Using the Outside Data Import Function | Pg 20
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• CalcMetric The Calculation Metric is a required field. In general, there are three valid
values, but some of these values are only available for certain Mode and Data
Availability combinations. The three valid values are g/mile, g/ton-mile, and g/railcar-
mile. This field specifies the method for calculating each carrier's emission footprint. In
making your selection, consider the most appropriate measure for the carrier's
operation type. In general, ton-miles are good for 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.
• Ton-Miles - Depending on your Data Availability option, this field may be required or
ignored. The Ton-Miles field is an integer that must not exceed
999,999,999,999,999,999.
• Total Miles - Depending on your Data Availability option, this field may be required or
ignored. When entered, this field will contain the total miles per year attributed to each
truck and /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 999,999,999,999,999,999.
• Average Density - Depending on your Data Availability Option, this field may be
required or ignored. This field is used to calculate ton-miles and/or total miles,
accounting for shipper-specific freight densities. The density calculator must be used for
Data Availability Options 3 and 6. The Average Density field is a numeric field greater
than zero with up to one decimal place.
• Average Load Pet - Depending on your Data Availability Option, the Average Load
Percent 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. The Load Percent calculator must be used 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 is an integer field that must be between 1 and 100.
• Average Payload - Depending on your Data Availability Option, this field may be
required or ignored. Enter payload (in tons) representing the average cargo weight per
loaded trip. The Average Payload field is a numeric field that must be greater than zero.
The total number of digits, including the decimal point, must not exceed 5 digits.
• User-Defined Percentage (Shipper Tool only) -This optional numeric field contains
the percentage of carrier activity performed by each carrier, based on the selected
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factor (e.g., % Spent, % Weight, etc.) This field is only needed in the Shipper Tool when
you are using a User-Defined weighting factor to determine your % SmartWay. If you
are providing Activity Data and will be using Ton-Miles, Total-Miles, or C02 to derive
your % SmartWay, you do not need to supply this information. This field must not
exceed 6 digits, including a decimal point.
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