Transport Partnership
U.S. ENVIRONMENTAL PROTECTION AGENCY
Rail Carrier 2.O.I2 Tool:
Data Entry G u ide ^^8^
2OI2 Data Year - United States Version
Part3 ^
&EPA
United States
Environmental Protection
Agency
-------
Transport Partnership
U.S. ENVIRONMENTAL PROTECTION AGENCY
Rail Carrier 2.O.I2 Tool:
Data Entry Guide
2OI2 Data Year - United States Version
Part3
Transportation and Climate Division
Office of Transportation and Air Quality
U.S. Environmental Protection Agency
United States Office ofTransportation and Air Quality
Environmental Protection pp/\ /ion R 17 m9
Agency r u on,o
February 2013
-------
Part 3: DATA ENTRY GUIDE
This guide is Part 3 of a three-part series designed to help your company participate fully in the
SmartWay Transport Partnership.
In Part 3, you will learn how to enter the company and fleet/division data you collected using Part 2 into
the SmartWay Rail Tool. This guide covers:
1. Downloading and setting up the Tool to run properly
2. Basic organization of the SmartWay Rail Tool
3. Entering your data
4. Data validation
5. Viewing fleet/division performance summary data
6. Submitting data to SmartWay
7. Troubleshooting the Tool
'|\ WARNING!
Completing this Tool requires a considerable amount of information about your company and the
fleets/divisions that are joining SmartWay. There are many sections and screens to complete for each
fleet/division that you operate. While you will have the ability to save your Tool along the way and
return to it at anytime, we STRONGLY ENCOURAGE you to review Part 1 to understand key information
about joining the Partnership and use Part 2 of this series to learn about the data requirements and
gather your data BEFORE attempting to use Part 3 to complete the Tool.
Rail Carrier Tool Users Guide Part 3 I P. 3
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Downloading and Setting up the Tool
About Microsoft Excel
Microsoft Excel is an electronic spreadsheet program used for storing and manipulating data. The
SmartWay Rail Tool was built using Microsoft Excel Forms.
Downloading the SmartWav Rail Tool
The Tool can be downloaded from the SmartWay website at:
http://epa.gov/smartway/partnership/rail.htm
Please save the Tool in a folder on your hard drive; this folder will house copies of your data and future
updates.
Security Settings for the SmartWav Tools
The following instructions should appear on your screen //you need to change your security settings
before running the Tool.
Security Settings for Excel 2003 Users
Before you begin, be
sure to set your Excel \*",*" ~ ^j^S^T *\
security setting level to
"Medium."
1. When using
Excel 2003, on
the menu bar,
select Tools ->
Macro
-^Security.
Figure 1: Macro Drop-Down Menu
2. When that window opens, select Medium.
Rail Carrier Tool Users Guide Part 3 I P. 4
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Select
| Security Level I Trusted Publishers
O Very High. Only macros installed in trusted locations will be allowed
to run. All other signed and unsigned macros are disabled.
O High. Only signed macros From trusted sources will be allowed to
run. Unsigned macros are automatically disabled,
(*} Medium. Vou 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
Figure 2: Security Dialog Box
To run the Tool:
1) Save the Tool to your computer in a folder on your hard drive; and,
2) Double-click on the file to open the Tool.
You will see a security warning box appear (Figure 3).
Security Warning
"C: \Data\truckTool.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 I Enable
L^^^^^^^^^^^^J
Macros
II
More Info I
Figure 3: Security Warning Box
3) Select the Enable Macros button in the security warning box. The following screen
(Figure 4) should appear:
Rail Carrier Tool Users Guide Part 3 I P. 5
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Rai(Too!-BK-2013-01-31 (lj.xls [Compatibility Mode] - Microsoft Excel
Review View
5
a
7
3
9
10
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_H
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JJO
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Excel
Workbook
Background
Introduction
Welcome to the SmartWay Rail Tool. This version of the Rail Tool encompasses rail freight movements.
For additional Information such as the tool user guide, technical manual or other support materials, select the
button below:
Or call the SrnartWay Helpline at: (734) 214-4767
Or email the Helpline at: smartway_transport@epa.gov
Tool Help and Navigation
Throughout the toot you will see numerous buttons, Becoming familiar with these buttons will make
completing the tool easier and faster.
Provides instructions for completing each screen
Allows you to add notes or clarifications (button becomes yellow if a comment exists)
Checks your data input for missing or invalid information
Enlarges the text on the screen
Sends an image of the screen to your default printer
Provides additional information about data entry fields
NOTE: If a button contains an underlined character, you can also select that button using the
keyboard by holding the {Alt} key along with the underlined character.
Editable
Form Area
Figure 4: Rail Tool Welcome Screen
The part of the Tool that you fill out resides in the gray, blue, and dark green forms that appear on the
screen. The Excel workbook that remains in the background - and which normally appears as a light
green screen as in Figure 4- is where all of the data you enter is actually stored. However, for the
purpose of your data entry, please do not enter data in the background workbook.
Security Settings for Excel 2007 Users
The default settings for Excel 2007 should enable you to run the Tool without any changes. To run the
Tool:
1) Save the Tool to your computer; and,
2) Open the file, and select the "Options..." button that appears after the Security Warning
just below the menu bar (Figure 5). Detailed instructions are also provided on the screen
itself.
Rail Carrier Tool Users Guide Part 3 I P. 6
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IAIS Mmp;ttb:l«y Mode]-Microsoft Elcri
n "
--J --j<
:
Security Settings for the SmartWay Toi
D E F
, In order to run this application, yoi
For Excel 2D07 and Excel 2010 LJst
must have
s: (if you a
acros enabled.
e using Excel 2003 pleast
If an "Options. " button appears in the menu bar above, follow these instructions
1. Select the Options button This button appears afterthe Security Warning in the Excel 2007 menu bar
2. Enable content. In the Microsoft Office Secunty Options dialog box choose "Enable this content" and select OK
If the "Options.." button does not appear use the instructions below [NOTE If you do not have a round Office button (as
shown in the picture below) you are probably using an earlier version of Excel, in which case you need to scroll to the
instructions for Excel 2003 users.]
1. Select the Office button. This button appears in the top left corner of the screen in Excel 2007/2010
2. Go to Excel Options. Select the "Excel Options" button in the bottom right corner of the pull-down menu:
3 Go to the Trust Center On the Excel Options screen select on Trust Centennthe left navigation bai
4. Go to the Trust Center Settings Select on Trust Center Settings m the bottom nght portion of the sci
5 Change secunty settings Choose the setting "Disable all macros with notification" and selecl OK.
6 Reopen the file Close the Excel file and then re-open it
: For Excel 2003 Uters:
Vnnhaun raarhartthiccrn
Figure 5 Security Warning Screen
3) In the Microsoft Office Security Options dialog box (Figure 6), choose "Enable Macros"
and select OK.
Microsoft Office Security Options
Select
0
Security Alert - Macro
Macro
Macros have been disabled, Macros might contain viruses or other security hazards. Do
not enable this content unless you trust the source of this file.
Warning: It is not possible to determine that this content came from a
trustworthy source. You should leave this content disabled unless the
content provides critical functionality and you trust its source.
More information
File Path: C:\SmartWaylRail.xls
0 Help p/otect me from unknown content (recommended)
^O Enable this content
Open the Trust Center
OK Cancel
Figure 6 Security Options Dialogue Box
Rail Carrier Tool Users Guide Part 3 I P. 7
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If you reach this point and the Tool does not open, please review the "Software and Hardware
Requirements" on Page 7 of Part 1 of the guidance series. Otherwise, you may have your security set too
high. To adjust your security settings, select the Office button (in the top left corner of the screen) and
then select the "Excel Options" button in the bottom right corner of the pull-down menu (Figure 7):
Figure 7 Excel Options Drop-Down Menu
On the Excel Options screen, select Trust Center in the left navigation bar (Figure 8):
Popular
Formulas
Proofing
Advanced
Cu5tomize
Add -Ins
Trust Center
^ Change the most popular options in Excel.
Top options for working with Excel
0 Enable Live Preview
n Show Developertab m the Ribbon
0 Always use ClearType
Color scheme: Blue v
ScieenTip style: Showfeature descriptions in ScreenTps v
When creating new workbooks
Use this fon.t: Body Font
Font size: 11 .v|
Default view for new sheets: Normal View v
Include this many sheets: \3 £]
Personalize your copy of Microsoft Office
User name: iMMeyward
L-°^ 1 1 """' ]
Figure 8 Excel Options Drop-Down Menu
Rail Carrier Tool Users Guide Part 3 I P. 8
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When the Trust Center options display opens, select Trust Center Settings in the bottom right portion of
the screen (Figure 9):
Trust Center
Resources
Popular
Formulas
Proofing
5ave
Advanced
Customize
Add-In s
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.
Irust Center Settings,.
Figure 9 Trust Center Settings Screen
Rail Carrier Tool Users Guide Part 3 I P. 9
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Choose the setting "Disable all macros with notification" (Figure 10) and select OK.
Trust Center
Trusted Publishers
Trusted Locations
Add-ins
ActiveX Settings
Macro Settings
Message Bar
External Content
Privacy Options
BE
Macro Settings
l-or macros in documents not in a trusted location: ff~~ ~~\
O Disable all macros without notification 1 Select
O .Enable all macros (not recommended; potentially dangerous code can run)
Developer Macro Settings
n Trust access to the VBA project object model
| OK | Cancel
Figure 10 Macro Settings Screen
Now return to the directions on page 3 of this guide.
Rail Carrier Tool Users Guide Part 3 I P. 10
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Basic Organization of the SmartWay Rail Tool
Understanding the Tool Format and
Structure
The SmartWay Rail Tool is organized around (1)
information screens, (2) forms or worksheets, and
(3) reports/summaries that guide you through
the process of joining the SmartWay Transport
Partnership and/or providing your annual update
to maintain your good standing with the
program.
Each screen or form opens up within a Microsoft
Excel spreadsheet. The screens generally look like
the one shown here:
Introduction
Welcome to the EmartWay Ra( Tool. This version of the Rail Tool encompasses rail freight
Or cal the SmartWay Helens at: (734) 214-1767
Tool Help and Mvin.il mn
comptetng the tool easier and faster.
'atd iiformation
Sends an mage of the screen to your default pmter
Figure 11 Opening Screen of Rail Tool
The name of each form appears at the top left-hand corner of the screen, in white text on the blue
window bar.
SmartWay Introduction
-SmartWay8
Report
2012
Title of Screen/Form
Rail
United States Version: 2.0.12
Released on: 02/01/2013
Figure 12 Screenshot of Title of Screen/Form
Each screen contains text instructions or information about the Program. Where applicable, the screen
will also include buttons to link to the SmartWay website or other sections of the Tool (e.g., the various
data entry screens); these buttons are shown in green with white text.
Go To Rail Tool Page of the SmartWay Website
Figure 13 Screenshot of Button Link in the Tool
The screens also contain navigation buttons to direct you through the Tool.
Figure 14 Screenshot of Selected Navigation Buttons in the Tool
When new concept/topic is 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.
Rail Carrier Tool Users Guide Part 3 I P. 11
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Reviewing the Introductory Screens
Before you reach your data entry section of the Tool, you will move through three introductory pages
that allow you to review the basics of participation in SmartWay for Rail Carriers:
The "SmartWay Introduction" Screen
The "SmartWay Partnership Annual Agreement" Screen
The "Required Information" Screen
The features of these three screens are described below.
The "SmartWay Introduction" Screen
The SmartWay Introduction screen is the first window that appears when the Tool is opened (Figure 15).
This screen contains a button linking to the SmartWay website where you can view and download
additional information about the Program, the Tool, and the technical basis for the calculations in the
Tool.
Rail Carrier Tool Users Guide Part 3 I P. 12
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SmartWay Introduction
SmartWay8
Report Year
2012
Rail
United States Version: 2.0.12
Released on: 02/01/2013
Introduction
Welcome to the SmartWay Rail Tool, This version of the Rail Tool encompasses rail freight movements,
For additional Information such as the tool user guide, technical manual or other support materials, select the
button below:
Go To Rail Tool Page of the SmartWay Website
Or call the SmartWay Helpline at: (734) 214-4767
Or email the Helpline at; smartway_transport@epa.gov
Tool Help and Navigation
Throughout the tool, you will see numerous buttons. Becoming familiar with these buttons will make
completing the tool easier and faster,
Provides instructions for completing each screen
Allows you to add notes or clarifications (button becomes yellow if a comment exists)
Checks your data input for missing or invalid information
Enlarges the text on the screen
Sends an image of the screen to your default printer
? Provides additional information about data entry fields
NDTE: If a button contains an underlined character, you can also select that button using the
keyboard by holding the {Alt} key along with the underlined character.
Figure 15: SmartWay Introduction Screen
For your convenience, links to key Rail Tool resources are included here:
General SmartWay information:
o http://epa.gov/smartway/index.htm
SmartWay Rail Tool information:
o http://www.epa.gov/smartway/partnership/rail.htm
Rail Carrier Tool Users Guide Part 3 I P. 13
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The "SmartWay Partnership Annual Agreement" Screen
SmartWay Partnership Annual Agreement
SmartWay9
Report Year
2012
H
Rail
United States Version: 2.0.12
Released on: 02/01/2013
Partnership Annual Agreement for Carriers
With this annual agreement, your company joins EPA's SmartWay Transport Partnership and commits to:
1. Measure and report to EPA on an annual basis the environmental performance of your fleet(s) using EPA's SmartWay Tool. (Existing fleets must report the 12
months of data for the prior year ending December 31, Newly formed companies require a minimum of 3 months of operational data.)
2. Have performance results and Tool submittal status 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 annual 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 Partner.
6. Submittal of this SmartWay Tool annually 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. 3001 - 3812 (civil liability for false statements) and 31 U.S.C. 3729-33 (The False Claims Act).
17 fcyQdHstandandagrBg to the telm.f °f J*JB??.m.§n.t:..:
Figure 16: SmartWay Partner Agreement
After selecting the ^^^^^^ button on the SmartWay Introduction screen, the SmartWay
Partnership Annual Agreement will appear. This screen replicates the agreement language found in Part
1 of this users guide series.
Submitting a SmartWay Rail Tool to EPA constitutes agreement to all terms in the Partnership Annual
Agreement, so please review this screen or the text version in Part 1 of this users guide series before
sending your Tool to EPA.
To reach the data entry sections of the Tool, you must agree to this language to join the SmartWay
Transport Partnership by selecting the check box at the bottom left of the screen.
SmartWay Rail 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/fleet from the SmartWay Partner List.
Rail Carrier Tool Users Guide Part 3 I P. 14
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The "Required Information" Screen
This screen provides a summary listing of the information you will need to collect to complete the
SmartWay Rail Tool. Each of these items is discussed in detail later in this guide. Please refer to Part 2 of
this guide series for a further discussion of the process used to gather the necessary data for the Tool.
Smart Way Rai I: Req ui re d I nf o rmatio n X
^^^^^»
Following is a brief description of the information you will need to complete the SmartWay Rail Tool. For further details,
please consult Part II of the the SmartWay Rail Tool User Guide.
Company Information:
Company Name, Address, City, State, ZIP, Country
Main Phone, Website
Primary, Executive, and Other Contact Information:
Name, Title
Address, City, State, ZIP, Country
Phone, E-mail
.
Partner and Fleet Names, Contacts
Fleet Class (1, 2, 3)
Power Unit Information:
Activity (# of units or hours/year)
- By type (line haul vs. switcher)
- By engine tier level
- Data source description
Locomotive Unit Miles/Year
- Unit, way, and through trains
- Train and yard switching
Railcar Information:
Railcar miles/year
- Owned/leased vs, private
- Loaded vs. empty
Railcar volume by type (Box, Gondola, etc.)
Operations Information:
Gallons/year
- Freight, passenger, switching
- By fuel type (diesel, biodiesel, LNG, CNG, electric)
Ton-miles/year
- Gross, revenue, non-revenue
Figure 17: Summary of Required Information
Once you have navigated through the three introductory screens, you will be taken to the SmartWay Rail
Tool Home screen.
Rail Carrier Tool Users Guide Part 3 I P. 15
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Navigating the "Home" Screen
Figure 18 displays the structure of the Home screen.
SmartWay Rail: Home
SmartWay
Report Yea
2012
Please complete the following steps. For more information, select the 'Help' button.
1. Enter Partner Name (Exactly as it should appear on the SmartWay website):
2. Enter Contact Information:
Qo To Contact Information Screen
3. Characterize Your Fleets:
Go To Fleet Characterization Screen
4. Select Fleet for Data Entry (Double-click the fleet name or select and hit Enter):
5. View Your Data Reports:
Qo To Reports Menu
6. Provide Additional Information:
Provide Additional Information
7. Create Final Version:
Generate File to Send to EPA*
*ffe sure to read carefuffy the directions that appear when you select this option.
Rail
United States Version: 2.0.12
Released on: 02/01/2013
Figure 18: Main Tool Navigation or "Home" Screen
Rail Carrier Tool Users Guide Part 3 I P. 16
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From the Home screen, you can:
1) Specify your Partner Name;
2) Fill out company contact information;
3) Characterize your fleet(s)/division(s) and create your blank data entry forms;
4) Enter the required data for each fleet/division;
5) View results of your data entry;
6) Provide additional optional information; and,
7) Create final file to submit to EPA.
There are seven sections on the Home screen. With the exception of the first, each section links to
additional screens or worksheets within the tool which are described below:
1. Enter Partner Name: Specify your company's Partner Name, exactly as you want it to
appear on the SmartWay website.
2. Enter Contact Information
Go to Contact Information Screen: This button takes you to a screen that asks for
general company contact information, a primary SmartWay point of contact, and
an executive-level contact. Additional contacts may also be included.
3. Characterize your Fleets
Go to Fleet Characterization Screen: On this screen you will define all the
fleets/divisions your company operates and provide information describing their
operation. Once these parameters are defined, the software will enable you to
generate blank data entry forms for each fleet/division.
4. Select Fleet for Data Entry
These screens ask for data relating to the performance and fleet/division
composition information necessary to calculate efficiency metrics for your
fleet(s)/division(s).
5. View Your Data Reports: Here you can see final summaries of your data including all
data inputs, fleet/division performance summaries, and a summary of entered
comments.
6. Provide Additional Information: Here you may provide EPA with additional information
regarding your company, potential use of the SmartWay Logo, and general feedback
regarding the SmartWay Program. This information is optional and is not required in
order to submit your Rail Tool to EPA.
7. Create Final Version
Generate File to Send to EPA: This button creates a version of the Tool in XML
format for you to send as an attachment in an e-mail to your Partner Account
Manager (PAM). Selecting the OK button on this screen does not automatically
submit the file to EPA; you still need to submit it to EPA by e-mail.
Rail Carrier Tool Users Guide Part 3 I P. 17
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Entering Your Data
The first four sections of the home screen must be completed in order, and comprise all the steps needed
to complete your SmartWay Rail Tool. After they are completed, you can review your output and/or
submit your Tool to EPA.
Saving Your Data
At any stage of the process above, you can save the data you have entered by selecting the "Save" button
that appears at the bottom of all screens (including the Home screen). We recommend saving your data
frequently if you are entering information for large numbers of fleets/divisions.
Validating Your Data
The SmartWay Carrier Tools include a variety of range checks and other validation rules designed to help
identify potential data entry errors and/or unusual data values. In order to identify potential problems
with your data entry and ensure the highest quality in your data submission, we highly recommend
selecting the "Validate Screen" button at the bottom of each screen after completion of each data entry
screen. The Tool will then identify any potential data problems on that screen for you to modify or to
provide a text explanation. Please refer to the Rail Tool Technical Documentation available from the Rail
Tool page of the SmartWay website, for details regarding the validation ranges used in the Tool.
Reviewing Your Data
Each screen within the tool has a KSSiiB button. If you need a hard copy of introductory screen text
you may select this button to send a copy to your default printer. Selecting the KS3SB button on
data entry screens will direct you to a specific report under the Reports Menu. The data reports
provided by the Rail Tool are discussed in detail in the View Your Data Reports section of this guide.
Rail Carrier Tool Users Guide Part 3 I P. 18
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Entering Your Data
You must complete the first four sections of the Home screen in order. The next four sections of this
guide explain how to enter your data on each of the screens.
Section 1 Data Entry: Enter Partner Name
Here you must specify your company's Partner Name, exactly as you want it to appear on 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.
SmartWay Rail: Home
SmartWay
Report Year
2012
Rail
United States Version: 2.0.12
Released on: 02/01/2013
Please complete the following steps. For more information, select the 'Help' button.
1. Enter Partner Name (Exactly as it should appear on the SmartWay website):
|Rail 1, Inc.
2. Enter Contact Information:
Go To Contact Information Screen
3. Characterize Vour Fleets:
Do To Fleet Characterization Screen
4. Select Fleet for Data Entry (Double-click the fleet name or select and hit Enter):
5. View Vour Data Reports:
Go To Reports Menu
6. Provide Additional Information:
Provide Additional Information
7. Create Final Version:
*8e sure to read carefully the directions that appear when youseiect this option.
Figure 19: Enter Partner Name on Home Screen
Rail Carrier Tool Users Guide Part 3 I P. 19
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Section 2 Data Entry: Enter Company and Contact Information
PLEASE REFER TO WORKHEET #1: Company Contact Information from Part 2 of this guidance to
complete this section of the Rail Tool.
From the Home screen, select the button that says "Go to Contact Information Screen".
SmartWay Rail: Home
SmartWay
Report Year
2012
Rail
United States Version: 2.0.12
Released on: 02/01/2013
Please complete the following steps. For more information, select the 'Help' button.
1. Enter Partner Name (Exactly as it should appear on the SmartWay website):
|Rail 1, Inc.
2. Enter Contact Information:
Go To Contact Information Screen
3. Characterize Vour Fleets:
Select Contact
Information
Qo To Fleet Characterization Screen
4. Select Fleet for Data Entry (Double-click the fleet name or select and hit Enter):
5. View Vour Data Reports:
Go To Reports Menu
6. Provide Additional Information:
Provide Additional Information
7. Create Final Version:
Generate File to Send to EPA*
*Be surf to reatfcarefuffy the eirrect/onf that appear when you select this option.
Figure 20: Select Contact Information Button on Home Screen
Rail Carrier Tool Users Guide Part 3 I P. 20
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You will then be taken to the Contact Information Screen. The Partner Name entered on the Home
screen will appear automatically at the top (see arrow in Figure 21). On this screen you will provide the
following information:
1. Company Information
2. Primary Contact information
3. Executive Contact (Vice President or higher)
4. Other Contacts
1. Partner Information:
Partner Name
Addressl*
Address2
City*
Main Phone*
Web Site*
2. Primary Contact: ? |
Name _l| First* |
Title*
Partner Name
from Home screen
State*
^] ZIP* \ Country*
Toll Free:
MI
: f~ Last* f
Addressl*
Address2
City*
Phone*
Email*
3. Executive Contact:
Name*
4. Other Contacts: j
State
Ext:
I Same as Primary Contact ?
Add/Edit Executive Contact
Required
Add New Contact
Edit Selected Contact
Delete Selected Contact
Figure 21: Blank Contact Information Screen
Each field marked with an asterisk must be filled out. You will not be able to submit the Tool to
SmartWay without this information.
Rail Carrier Tool Users Guide Part 3 I P. 21
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Steps for Entering Contact Information:
Enter the Partner Information in section #1.
Enter the Primary Contact information in section #2.
The Primary Contact is the individual designated by the Executive Contact to directly interface
with SmartWay regarding specific tasks involved in the timely submission of the Tool. The
Primary Contact is responsible for coordinating the assembly of information to complete/update
fleet/division data; completing and updating the Tool itself; maintaining direct communication
with SmartWay; and keeping interested parties within the company apprised of relevant
developments with SmartWay. (NOTE: To ensure that e-mails from SmartWay/EPA are not
blocked, new Primary Contacts may need to add SmartWay/EPAto their preferred list of trusted
sources.)
If the Primary Contact shares the same address as the company, you may select the
I button to auto -populate the address section of this record.
Use Partner Address
Enter the Executive Contact information in section #3 by selecting the
jutton to the right; enter the required data.
Add/Edit Executive Contact I
The Executive Contact is the company executive who is responsible for agreeing to the
requirements in the SmartWay Partnership Annual Agreement, overseeing the Primary Contact
(as appropriate), and ensuring the timely submission of the Tool to SmartWay. The Executive
Contact also represents the company at awards/recognition events. This person should be a Vice
President or higher level representative for the company.
If the Primary Contact and Executive Contact are one in the same, simply check the
Same as Primary Contact box tQ auto.popu|ate the Executive Contact information.
Add New Contact
Enter Other Contacts (if applicable) in section #4 by selecting the
button. A new contact field will appear, labeled Other Contact Information (not pictured).
Enter the first Other Contact then select OK when done.
LIMOTE: In some cases, companies with multiple fleets/divisions will gather information
from different sources within the company. You may find it useful to have this additional
contact information stored within the Tool. Also, anyone who is the Primary Contact for
a particular fleet/division (who is not also either the Primary or Executive Contact) will need to
be entered as an Other Contact. This will be important in Step 3 (Fleet Characterization).
Rail Carrier Tool Users Guide Part 3 I P. 22
-------
You can add more names to the Other Contacts box by repeating this process. If you wish to edit an
existing contact's information, highlight the name you wish to edit and then select the
Edit Selected Contact
button.
You can remove an existing contact by highlighting the contact and then selecting Delete Selected
Contact.
NOTE: You must supply at least two unique contacts on the Contact screen. While the Primary Contact
and the Executive Contact can be there same person, you must also supply another person's name in
the "Other Contacts" field to ensure EPA has access to at least two people for Tool submission follow-
up.
To make sure you have filled out all required
contact information, select
VALIDATE
SCREEN
bottom of the screen. If any information is
missing, a dialogue box will appear informing you
what additional information is required.
When finished select the
3 Executive ^~ Same as Primary Contact _Ll
Contact* |jack Small
at the 4. Other Contacts:
Add New Contact
Edit Selected Contact
* - Required
button to return to the Home screen and go to Section 3.
Rail Carrier Tool Users Guide Part 3 I P. 23
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Section 3 Data Entry: Characterize your Fleets
PLEASE REFER TO WORKHEET #2: Fleet/Division Characterization of Part 2 of this guidance to complete
this section of the Rail Tool.
Next, on the Home screen select ^^^^ II to display the Fleet
Characterization screens. This is the section where you will define the various components of your
fleets/divisions.
The Fleet Characterization screen is shown below:
SmartWay Rail: Fleet Characterization
SmartWay will list your company's fleet name(s) on the SmartWay website to indicate your participation in the SmartWay program. On the website, each
name will begin with your Partner Name, fallowed by your Fleet/Division Identifier.
In the first row below, edit the Partner Name so that it appears exactly as you want it to show within each fleet name. For example, if your company's
name includes "Inc." or "Ltd.", you may choose not to include that in your fleet names. Next, name your fleet(s) exactly as you want them to appear on
the SmartWay website, recognizing that they will automatically receive your company name as a prefix. If your company has only one fleet, you may leave
the Fleet/Division Identifier field blank, in which case the fleet name will simply be the Partner name.
ONLV ENTER FLEETS IN VDUR COMPANY THAT A CUSTOMER WOULD HAVE DISCRETION TO HIRE. DO NOT INCLUDE INTERNAL DIVISIONS THAT ARE INVISIBLE
TO YOUR CUSTOMERS.
Select the Class for the fleet (1, 2, or 3) and the Fleet Contact person from the remaining drop-downs.
To add fleets, simply select the "Add Another Fleet" button at the bottom of the screen. Note that when you do this, the partner name portion carries
forward from the first row.
Delete Partner Name
ll
Fleet/Division Identifier
SmartWay Website Fleet Name
p~ JRol 1, Inc.
Rail 1, Inc.
[l T] | Anlhony Mercer
Add Another Fleet
Figure 22: Blank Fleet Characterization Screen
Steps for Completing Fleet Characterization Screen:
For each fleet/division, you will need to specify:
Partner Name: On the SmartWay website, each of your fleet/division names will begin with the
name of your company. This fleet/division "prefix" will be whatever you enter in the Partner
Name field on the Tool screen. By default, this field is automatically populated with the first 50
characters of the Partner Name that is entered on the Home screen. You should specify the
name so that it appears EXACTLY as it you want it to show within each fleet/division name. (For
Rail Carrier Tool Users Guide Part 3 I P. 24
-------
example, if your company's name includes "Inc." or "Ltd.", you may choose not to include that in
your fleet/division names.) Please pay special attention to proper capitalization, abbreviations,
and punctuation.
Fleet/Division Identifier: Specify each fleet/division identifier exactly as you want it displayed on
the SmartWay website, including proper capitalization, any abbreviations, and punctuation.
Remember that it will automatically be combined with the Partner Name field.
Class: Enter the Class of the associated rail fleet/division (1, 2, or 3).
Fleet Contact: This contact should be one of the contacts you already identified in the Contact
Information section as the contact for each fleet/division. NOTE: A drop-down menu in the Tool
will supply this information; if there is a contact for the fleet/division that is not already listed in
the Contacts worksheet, you will need to go back to that screen to add the required contact
information.
Adding Fleets/Divisions
To enter another fleet/division, select the "I button. To delete a fleet/division, select the
box next to the row you wish to delete, and then select the (JllJiiilllJiitfl button.
Once you have confirmed or modified the Partner Name and specified the Fleet/Division Identifier, the
full SmartWay Website Fleet Name will be displayed on the screen to the right, exactly how they will be
displayed on the SmartWay website.
Rail Carrier Tool Users Guide Part 3 I P. 25
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SmnrlWay Rail: Fleet Characterization
SmartWay will list your company's fleet name(s) on the SmartWay website to indicate your participation in the SmartWay program. On the website, each
name will begin with your Partner Name, followed by your Fleet/Division Identifier.
In the first row below, edit the Partner Name so that it appears exactly as you want it to show within each fleet name. For example, if your company's
name includes "Inc." or "Ltd.", you may choose not to include that in your fleet names. Next, name your fleet(s) exactly as you want them to appear on
the SmartWay website, recognizing that they will automatically receive your company name as a prefix. If your company has only one fleet, you may leave
the Fleet/Division Identifier field blank, in which case the fleet name will simply be the Partner name.
ONLy ENTER FLEETS IN VOUR COMPANy THAT A CUSTOMER WOULD HAVE DISCRETION TO HIRE. DO NOT INCLUDE INTERNAL DIVISIONS THAT ARE INVISIBLE
TO VOUR CUSTOMERS.
Select the Class for the fleet (1,2, or 3) and the Fleet Contact person from the remaining drop-downs.
To add fleets, simply select the "Add Another Fleet" button at the bottom of the screen. Note that when you do this, the partner name portion carries
forward from the first row.
Delete Partner Name -
T [T~ | Rail 1, Inc.
Fleet/Division Identifier -
SmartWay Website Fleet Name
JRaill, Inc.: Class 1
T Anthony Mercer
Rail 1, Inc.
Final Fleet Names
Raill, Inc.: Class 2
f\ Bruce JenWns
Delete Checked Ro
Add Another Fleet
j»J
Figure 23: Example Fleet Name Definition
Remember to create separate fleets/divisions for each entity your customers have
discretion to hire.
Adding Comments/Notes
Creating useful comments assists SmartWay Tool reviewers in approving your Tool as quickly as possible.
Your comments help reviewers understand your business operations. Any details that you can provide
related to your operations will speed up approval time.
Please note the
ADD
COMMENTS
I button located at the bottom of the screen. This allows you to
enter notes about the collection process, your assumptions and methods, data, or other information.
These details could prove useful for your reviewer when you or someone else fills out the Tool next year.
If comments have been added for a particular screen, the
ADD
COMMENTS
button will be highlighted in
Rail Carrier Tool Users Guide Part 3 I P. 26
-------
yellow on your screen and will now read
comments to be read.
VIEUI/EDIT
COMMENTS
to indicate to your reviewer that there are
A ^^^^^^* 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.
If, at a point later in the data entry process, you realize that you need to add a new fleet/division or
delete an existing fleet/division, you can return to the Fleet Characterization screen. To add a new fleet,
follow all of the instructions on the screen regarding defining your fleets/divisions, including selecting the
CREATE
FLEET(S)
button at the end of the process. When you select this button, the system will create
blank data entry forms only for the new fleet(s) /division(s) you have added; the existing fleets will not be
affected.
NOTE: After selecting the CREATE FLEET(S) button you will be asked to confirm that you have identified
all of your fleets (see below). Select OK to proceed or CANCEL to add more fleets.
PLEASE CONFIRM THAT YOU HAVE IDENTIFIED AND CHARACTERIZED ALL OF YOUR FLEETS BY SELECTING "OK", OTHERWISE SELECT "CANCEL" AND
RETURN TO THE SCREEN TO ADD MORE FLEETS,
Cancel
If you need to delete an existing fleet/division, simply check the box next to the fleet/division and then
select the Delete Checked Rows button.
As on the other screens there is a
button as well as an
ADD
COMMENTS
button. Selecting
.will take you back to the Home screen (see Figure 24).
Rail Carrier Tool Users Guide Part 3 I P. 27
-------
Reviewing Fleet/Division Status
On the Home screen, you will now see all the fleets/divisions you created listed in the window below
item # 4: Select Fleet for Data Entry.
SmartWay Rail: Home
SmartWay
Report Year
2012
Rail
United States Version: 2.0.12
Released on: 02/01/2013
Please complete the following steps. For more information, select the 'Help' button.
1. Enter Partner Name (Exactly as it should appear on the SmartWay website):
|Rail 1, Inc.
2. Enter Contact Information:
Qo To Contact Information Screen
3. Characterize Vour Fleets:
Qo To Fleet Characterization Screen
4. Select Fleet for Data Entry (Double-click the fleet name or select and hit Enter):
Rail 1, Inc.: Class 1 - Not Checked
Rail 1, Inc.: Class 2 - Wot Checked
Fleet/Division
File Status
Indicators
5. View Your Data Reports:
Qo To Reports Me
6. Provide Additional Information:
Provide Additional Information
7. Create Final Version:
Generate File to Send to EPA*
*Se sure to readcarefuffy the directfonf that appear when you select this option.
Figure 24 Home Screen - Fleet/Division Status Prior to Activity and Fuel Data Entry
There will be a status message after each fleet/division, indicating whether or not the data entry for that
fleet/division is complete. The following information may appear beside a fleet/division name:
Not checked - Data has not been entered yet.
Incomplete - Some data is still missing and/or inconsistent.
Complete - All data requirements have been met and validation has occurred.
Rail Carrier Tool Users Guide Part 3 I P. 28
-------
In addition to the status indicators above, you may also see an "Error" qualifier. Errors will prevent you
from generating the Internal Metrics Reports and must be addressed before you can submit your Tool to
EPA.
To add data to a particular fleet/division file, highlight the fleet/division name and then double-click. You
will then proceed to the tool Data Entry Screens.
Rail Carrier Tool Users Guide Part 3 I P. 29
-------
Section 4 Data Entry: Enter activity and fuel consumption information for each of
your fleets/divisions
Steps for Completing Power Units Screen
At this stage, you will be entering information about each fleet/division separately. For each
fleet/division you will first fill out the Power Units screen, shown below in Figure 25.
Power Units
Cars
Operations
Please enter information on your power units. Select the data entry method (1 through 4) for part A, and then fill out the required information in the
boxes provided. Next fill out the part B data. Finally, describe the sources for all the data on this page in the text area below.
Part A: Power Unit Inventory
Select Data Input Method
<* 1. # of total Power Units
t~~ 2. # Power units - line haul vs. switch
f 3. hours per tier
r 4. hours per tier - line haul and switch
^?J Engine Tier # of Power Unjts
- non-tier I
Part B. Total Locomotive Unit Miles/year
7 Unit Trains
i
~7j
Way Trains
Through Trains
Subtotal
Train Switching
Yard Switching
Subtotal
Total
Describe the source of information used to generate the user input values
3000 characters remaining
Figure 25 Power Units Screen
PLEASE REFER TO WORKHEET #3: Power Units in Part 2 of this guidance to begin data entry for this
section of the Rail Tool. Use the instructions below if you have questions about filling in the data.
NOTE: If you are a new SmartWay Partner you should enter the most recent 12 months of data
into the tool. If you do not have a full year of operational data, please collect a minimum of
three months' data for input into the SmartWay Tool. In your next update year, you will be
required to submit a full year's data.
First, select your Data Input Method. You may select from four input methods, depending upon the type
of data you have available. Methods 1 and 2 only require the input of the number of power units by
engine tier level. Under Method 1 you may aggregate your fleet's line-haul and switch units together,
while Method 2 requires that you report the unit type counts separately. Methods 3 and 4 are similar,
Rail Carrier Tool Users Guide Part 3 I P. 30
-------
but require inputting hours of operation by tier, rather than unit counts. In general, Method 4 will
provide the most accurate estimate for NOx and PM emissions, followed by Method 3.
After selecting your preferred Data Input Method, please enter the tier-level data in the cells at the
lower left of the screen. These data are used to estimate your fleet's NOx and PM emission performance
levels. (See the Rail Tool Technical Documentation for details regarding emission performance
calculations.) The different engine tier-level definitions are provided in the ? help text to the left of the
cells.
Next, for Class 1 fleets only, enter your fleet's Total Locomotive Unit Miles/Year data under Part B.
Break out your unit miles data by line haul and switching categories, as appropriate. Note: the Part B
data entry section is not presented for Class 2 and 3 fleets, given the difficulty of obtaining this data for
smaller operations.
Finally, enter a detailed description of the data sources used to obtain your power unit data (e.g., R-l
Form section and line numbers for Class 1 carriers).
VALIDATE
SCREEN
You can select the _ _button to make sure you have filled out everything on this screen
properly.
Once your Power Units data has been validated as complete and correct, select the * button
or select the Cars tab at the top of the screen to proceed.
NOTE: The Cars tab is not active for Class 2 and 3 fleets given the difficulty in obtaining car-mile data
for smaller operations. For these fleets, proceed to the Operations tab.
Rail Carrier Tool Users Guide Part 3 I P. 31
-------
Steps for Completing Power Units Screen
PLEASE REFER TO WORKHEET #4 in Part 2 of this guidance to complete this section of the Rail Tool.
Rail Tool: Rail 1, Inc.: Class 1
Power Units
Operations
Please enter information on railcar miles below. These data are based on those provided in Rl report section 755 (Rl value x 1,000). You may
enter your company-specific car volume data by selecting the Review/Update Volume Data button below.
Total Railcar Miles/ Year
Owned and Leased
Loaded Empty
Empty
Box Equipped
Gondola Plain
Gondola Equipped
Hopper Covered
Hopper Open Top - General Svc
Refrigerator Mechanical
Refrigerated Non-Mechanical
Flat TOFC/COFC
Flat Multi-Level
Flat General Service
Flat All Other
Tank Under 22,000 gallons
Tank Over 22,000 gallons
All Other Cars
Work Equip & Company Freight
No Payment Car-Miles
Review/Update
Volume Data
[Currently using Default
volume data]
Figure 26 Cars Screen
Enter your Class 1 fleet's annual railcar miles for the reporting year on this screen, by car type (e.g., box,
gondola, etc.) and ownership type (Owned/Leased or Private). These data may be obtained from R-l
Report Section 755. If available you can also provide fleet-specific railcar volumes by car type, by
selecting the Review/Update Volume Data button (see Figure 27).
NOTE: Make sure to enter your car-mile data in actual miles, rather than 1,000's of miles (as reported
in the R-l forms).
Rail Carrier Tool Users Guide Part 3 I P. 32
-------
Smart Way Data Volume by Car
Below are the default volume data by car type that will be used in
calculations. These values reflect national averages across Class 1 carriers -
see the Rail Tool Technical Documentation for details.
If you would like the Tool to use a different value, enter value(s) in the
Fleet-Specific column; the default value will be used for any car type where
an override value is not provided. Click OK to save and return or Cancel to
return without saving changes.
Default Values
(tuft)
Fleet-Specific
Values (cu ft)
Box - Plain 40'
Box - Plain 50'+
Box Equipped
Gondola Plain
Gondola Equipped
Hopper Covered
Hopper Oper Top - General Svc
Refrigerator Mechanical
Refrigerated Non-Mechanical
Flat TOFC/COFC
Flat Multi-Level
Flat General Service
Flat All Other
Tank Under 22,000 gallons
Tank Over 22,000 gallons
All Other Cars
Work Equip 8t Company Freight
No Payment Car-Miles
4,555
7,177
7,177
5,190
5,190
4,188
4,220
6,202
6,202
6,395
13,625
6,395
6,395
2,314
3,857
5,014
5,014
5,014
7,280
3,950
7,700|
Figure 27 Volume by Railcar Type
The Volume by Car screen shows the default (Class 1 national average) railcar volumes used in the Rail
Tool. (See the Rail Tool Technical Documentation for the sources of this data.) The railcar volume data
from this form will be used to estimate the grams per truck-equivalent mile performance metrics for your
fleet. You may enter your own fleet-specific volume data in the right hand column in order to override
the default values.
Once your Cars data has been validated as complete and correct, select the
select the Operations tab at the top of the screen to proceed.
' button or
Rail Carrier Tool Users Guide Part 3 I P. 33
-------
Steps for Completing the Operations Screen
PLEASE REFER TO WORKHEET #5 in Part 2 of this guidance to complete this section of the Rail Tool.
Rail Tool: Rail 1, Inc.: Class 1
Power Units
Please fill out the required information below. Ton-mile data are based on those provided in Rl report section 755 (Rl value x 1,000). Report line
numbers are referenced below.
All Freight
Fuel Used
Freight
Passenger
Switching
Total
Diesel _?]
(gallons/year)
1 1 1
Biodiesel:B| ?|
(gallons/year)
1 1 1
LNG
(gallons/year) |
1 1 1
CNG
| (cubic feet) JjJ |
1 1 1
Electric
(kWh/year) |
1 1 1
7 I Gross Ton Miles/Year
7 I Revenue Freight Ton Miles/Year
7 Non-Revenue Freight Ton Miles/Year
Rl: 755-104
Rl 1755-110
Rl: 755-113
Figure 28 Operations Screen
You will enter your fleet's annual fuel consumption and ton-mile data on this screen. First enter annual
fuel use per year by fuel type (diesel, biodiesel, LNG, CNG, and electric) and train category (freight,
passenger, and switch). Petroleum diesel, biodiesel, and LNG entries must be in gallons per year. Specify
your CNG units using the associated drop-down menu, indicating standard cubic feet or gasoline-
equivalent gallons per year. Electricity use is specified in kWh/year.
If you enter biodiesel consumption data, you must also specify the blend level (between 0 and 100) in the
cell to the left.
Next, enter your gross, revenue, and non-revenue ton-mile data at the bottom of the screen. The
corresponding R-l form section and line numbers for these are indicated on the screen for Class 1 fleets.
Once your Operations data has been validated as complete and correct you may return to the Home
screen.
NOTE: Make sure to enter your ton-mile data in actual miles, rather than 1,000's of ton-miles (as
reported in the R-l forms).
Rail Carrier Tool Users Guide Part 3 I P. 34
-------
Viewing Your Fleet Status
Once you have returned to the Home screen, notice that the fleet for which you provided data now
identifies its status as "Complete." You may now highlight the next fleet if you have another one to
complete. Fill out unfinished fleets in the same manner as the previous fleet.
SmartWay Rail: Home
SmartWay
Report Year
2012
Please complete the following steps. For more information, select the 'Help' button.
1. Enter Partner Name (Exactly as it should appear on the SmartWay website):
|Rail 1, Inc.
2. Enter Contact Information:
Go To Contact Information Screen
3. Characterize Your Fleets:
Do To Fleet Characterization Screen
4. Select Fleet for Data Entry (Double-click the fleet name or select and hit Enter):
Indicator
5. View Vour Data Reports:
Go To Reports Menu
6. Provide Additional Information:
Provide Additional Information
7. Create Final Version:
Generate File to Send to EPA*
* Be sure to read carefully the directions that appear when you select this option-
Rail
United States Version: 2.0.12
Released on: 02/01/2013
Rail 1, Inc.: Class 1 - Complete
Rail 1, Inc. : Class 2 - Not Checked *
f ~S
Updated Fleet
Status
Figure 29 Home Screen after Data Entry for First Fleet
Rail Carrier Tool Users Guide Part 3 I P. 35
-------
Viewing Reports
Once you are ready to continue, select
which will take you to the following screen:
Go To Reports Menu
from the Home screen
Smart Way Rail: Reports
Please select the report you would like to view.
Internal Metrics Report
Fleet Summary Report
Power Units Report
Cars Report
Operations Report
Comments Report
Partner Information Report
The Internal Metrics Report presents your fleet-level
C02, NOx, and PM performance, expressed in grams per
ton-mile (gross, revenue and non-revenue), and grams
per mile (railcar and truck-equivalent miles).
The Fleet Summary Report presents the name, Class
and contact for each fleet defined.
The Power Units Report displays all of the data you
entered in the Power Units Information section,
The Cars Report displays all of the data you entered in
the Cars section.
The Operations Report displays all of the data you
entered in the Operations section.
The Comments Report displays all of the comments that
have been entered throughout the tool.
The Data Source Report displays all of the data source
information you provided throughout the tool.
Figure 30 View Fleet Reports Screen
Selecting any of the green buttons on this screen will display the indicated data. Several reports
summarize the data you entered on specific data input screens, such as the Power Units, Cars, and
Operations Reports.
Rail Carrier Tool Users Guide Part 3 I P. 36
-------
E: The Comments Report allows you to review any notes and comments made 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 Partner Account Manager after they receive and return your Tool.
Select the
Internal Metrics Report
button to review the performance of your fleet(s) in terms of
grams per ton-mile (gross, revenue and non-revenue), and grams per mile (railcar-mile and truck-
equivalent mile), by pollutant type.
If you have defined multiple fleets, a drop-down box will appear allowing you to select the desired fleet
for a given report type (see Figure 31 below).
SmartWay Rail: Reports
Choose the appropriate fleet from the drop-down and then select OK to run the report:
| Rail 1, Inc.: Eastern *[
FRaill,Inc."western
Figure 31 Fleet Selection Screen - Reports Menu
Rail Carrier Tool Users Guide Part 3 I P. 37
-------
Provide Additional Information
After completing Steps 1 - 4 on the Home screen, you may provide EPA with additional information
regarding your company, potential use of the SmartWay Logo, and general feedback regarding the
SmartWay Program. This information is optional and is not required in order to submit your Rail Tool
data to EPA.
Provide Additional Information
Selecting the
open the Partner Information screen (see Figure 32).
I button on the Home screen will
SmartWay Additional InformationRail 1, Inc.
Logo Qualification
Suggestions
Providing your information on THIS PAGE is OPTIONAL. SmartWay will use the information you submit via this page to make a PUBLIC partner company
page on the SmartWay website. EPA will not edit the data, so please make sure it appears below EXACTLV as you want it displayed.
Partner Name: Rail 1, Inc.
Link to your company's environmental or SmartWay web page:
http://
Executive Officer's quote on your SmartWay participation: (500 characters max)
Description of your best investment in emissions or fuel saving technology: (3000 characters max)
Goal for SmartWay participation: (3000 characters max)
My company encourages other companies to join SmartWay to improve their efficiency by: (1000 characters max)
Figure 32 Partner Information Screen
Rail Carrier Tool Users Guide Part 3 I P. 38
-------
Use this page to provide information you would like to share publicly. Information should be entered in
the text boxes displayed. Use the scroll bar to the right to display additional questions. SmartWay will
use this information to create a SmartWay Partner profile page for your company on the SmartWay
website. You do not need to complete every question. SmartWay will NOT edit for spelling or grammar,
so make sure the text is exactly as you wish it to appear. If your company contains public relations
functions, you may want them to review this information before submittal, however, keep your
SmartWay due date in mind. SmartWay WILL review this data for appropriate content. Information
provided should be informational in nature, and speak to the question.
Figure 33 shows the Logo Qualification screen. The SmartWay Partner Logo is provided at the company
level to Partners that meet SmartWay's Partner environmental performance thresholds. Use this screen
to provide information regarding your qualification for, and planned use of, the Partner Logos.
Additional information on Logo qualification and use can be found by selecting the
SmartWay Partner Logo Information
button.
SmartWay Additional InformationRail 1, Inc.
Partner Information
Suggestions
Partnership Logo
Partner Name: Rail 1, Inc.
r I agree to abide by SmartWay's logo use guidelines should I earn the right to use the SmartWay Partner Logo
If I earn the right to use the SmartWay Partnership logo I intend to: (Does not constitute an agreement to actually do it)
f~ My website F Company Letterhead
f~ Marketing materials F Email Signature
|~~ Internal company materials \~ Flag
f~ Business Cards F Company exhibit booth
F Advertising l~~ Posters/internal signage
F Apparel/hats F Packaging (only per EPA approval)
F Briefings/presentations F Other (specify)
r jlf I earn the right to use the Srn.-ii twav Partner Logo, pjease 5end me the djgitaj Logo graphic files
Figure 33 Logo Qualification Screen
Rail Carrier Tool Users Guide Part 3 I P. 39
-------
Figure 34 displays the Suggestions screen. You may respond to some or all of these questions in order to
provide feedback regarding the various aspects of the SmartWay Program. SmartWay values your
feedback. Any information you provide will be used to improve the program, and will be kept
confidential. Use the scroll bar to the right to display additional questions.
SmartWay Additional InformationRail 1, Inc.
Partner Information
Logo Qualification
Suggestions
OPTIONAL SMARTWAY SATISFACTION AND FEEDBACK SURVEY
Partner Name: Rail 1, Inc.
We are always trying to improve the SmartWay program and provide better service to our partners. By filling out this optional surveyj you can help us improve the
program, Thank you.
Please answer Yes or No
Do you read the Tool User Guides?
Do you read the Tool Technical Documentation?
Do you regularly visit the SmartWay website?
On a scale of 1 to 10,10 being the best:
How do you rate the SmartWay Tool?
How do you rate the SmartWay User Guide?
How do you rate the SmartWay Technical Document?
How do you rate the SmartWay Website?
How do you rate SmartWay support materials?
On a scale of 1 to 10, 10 meaning strongly agree:
I understand the goals of the SmartWay program
I understand how to participate in the program
Yes
r
r
r
No
r
r
r
Figure 34 Suggestions Screen
Once you have completed these three screens, select the
screen.
button to return to the Home
Rail Carrier Tool Users Guide Part 3 I P. 40
-------
Submitting Data to SmartWay
Congratulations! You are now ready to send your data to EPA.
Select the
Generate File to Send to EPA*
button, which will open the following screen.
Create submission file for EPA
SmartWay
Report Year
2012
Rail
United States Version: 2.0.12
Released on: 02/01/2013
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 10 U.S.C. 1001 (criminal liability for false
statements), 31 U.S.C. 3801 - 3S12 (civil liability for false statements) and 31 U.S.C. 3729-33 (The False Claims Act).
f~ I understand and agree to the terms of this agreement,
Figure 35 Creating Submission File for EPA
Select the checkbox to indicate you understand the terms of the SmartWay Partnership Agreement once
again. Next, a question will appear asking if you are an existing SmartWay Partner (Y/N). If you are, a
question will appear asking if you submitted your data the previous reporting year. If so, you must then
enter your Annual Submission ID, which has been sent to you by your SmartWay PAM via email. If you
cannot locate your submission ID you can select the link "Email me my annual submission ID" to have
your ID sent to you.
Rail Carrier Tool Users Guide Part 3 I P. 41
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Create submission file for EPA
SmartWay
Report Year
2012
United States Version: 2.0.12
Released on: 02/01/2013
By checking the box below, I declare that the information submitted via this Tool is, to the best of my knowledge, accurate. I understand
that any person who, in the course of negotiating or performing under this Agreement, makes, presents or submits a false or misleading
statement to the government, or any person who makes a material omission in the course of negotiating or performing under this
Agreement, may be subject to liability under all applicable civil and criminal statutes including 18 U.S.C, 1001 (criminal liability for false
statements), 31 U.S.C. 3801 - 3812 (civil liability for false statements) and 31 U.S.C. 3729-33 (The False Claims Act).
P I understand and agree to the terms of this agreement.
Please answer the question that appears below, Depending on your answer(s), additional questions may appear that also requires an answer. Your answers
will allow EPA to better process your submission.
Are you an existing Partner in SmartWay?
Did you submit date last year?
Yes
ff
No
r
Please enter your SmartWay ID that your PAM sent you in an email. If you do not have your SmartWay ID and you i
were either the designated Primary Contact or Executive Contact in last year's submission, you can use the link below to I MDIS9SK
have your SmartWay ID emailed to you.
If you can't find your SmartWay ID, you can use the link below to have your SmartWay ID emailed to you providing that you are either the
Primary Contact or Executive Contact on record and that your email address hasn't changed. If you were designated as either the Primary
Contact or Executive Contact in last year's submission, you are probably a contact on record.
Email me my SmartWav ID.
You are now ready to create your submission file. Please select the NEXT button below.
Figure 36 Completed Submission File Screen
When ready, select NEXT to create a file with the following naming convention:
Rail_PartnerName_ Year_ VO.xml
For example, Rail_ABCompany_ 2012 _VO.xml
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.
Next specify the folder where you would like to save the xml file, and the following screen will appear.
Rail Carrier Tool Users Guide Part 3 I P. 42
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SmartWay - Instructions for Submitting File
SmartWay8
Rail
United States Version: 2.0.12
Released on: 02/01/2013
A copy of this file called C:\SmartWay\Rail_Rail 1, Inc._2Q12_VO.xml has been created and is ready to be
emaiied to EPA,
The file was saved in a folder called: C:\SmartWay\
YOU MUST RETRIEVE THE FILE FROM THIS FOLDER AND EMAIL IT TO EPA IN ORDER TO COMPLETE YOUR
SUBMISSION.
Please open a new email message, attach this new file, and send it to smartway_transport@epa.gov, or to
your Partner Account Manager (PAM) if your company is an existing SmartWay Partner,
SEND THE FILE TO EPA EXACTLY AS IT IS - DO NOT CHANGE THE FILE NAME.
If you have any questions on this submission process, please contact the SmartWay Transport Partnership
Call Center at (703) 214-4767 or email smart way _transport@epa, go v,
Figure 37 Instructions for Submitting xml File to EPA
Follow these instructions for submitting your xml file to SmartWay. Note that the xml file is
approximately 10 times smaller than the xls files the Tool generated in the past. Upon selecting NEXT, a
screen will appear that allows you to close the Rail Tool or return to the Home screen.
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.
NOTE: DO NOT CHANGE THE NAME OF THE XML FILE.
Rail Carrier Tool Users Guide Part 3 I P. 43
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Troubleshooting the Tool
Although the SmartWay Tools have been tested extensively, you may encounter errors. Intermittent
errors have been encountered when opening the Tool directly from the SmartWay website, or from an e-
mail, rather than from a drive, or when multiple Excel files or other applications are open simultaneously.
If you encounter an error during use of the Tool, please try restarting the Tool directly from a disk drive,
with all other Excel files and applications closed. In addition, make sure that your computer is using a
system and application version validated for use with the SmartWay Tools (Windows XP or later
operating system, and Excel Office 2003, 2007 or 2010).
If you continue to encounter problems, please make a screen capture of the error message, and save the
Tool at that point. (You can make a screen capture by pressing Alt-Print Screen, and then pasting the
image into a document such as MS Word.) Then send the screenshot, along with the saved Tool to your
Partner Account Manager for further assistance.
Rail Carrier Tool Users Guide Part 3 I P. 44
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