Transport Partnership
U.S. ENVIRONMENTAL PROTECTION AGENCY
Multi-modal Partner 2.O.I2 Tool:
Data Entry and Troubleshooting Guide
2OI2 Data Year - United States Version
&EPA
United States
Environmental Protection
Agency
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Transport Partnership
U.S. ENVIRONMENTAL PROTECTION AGENCY
Multi-modal Partner 2.O.I2 Tool:
Data Entry and Troubleshooting Guide
2OI2 Data Year - United States Version
Transportation and Climate Division
Office of Transportation and Air Quality
U.S. Environmental Protection Agency
United States Office ofTransportation and Air Quality
Environmental Protection pp/\ /ion R 17 fl9R
, "n,o
June 2013
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Table of Contents
TABLE OF CONTENTS 3
INTRODUCTION 5
DOWNLOADING AND SETTING UP THE TOOL 7
SOFTWARE AND HARDWARE REQUIREMENTS 7
DOWNLOADING THE SMARTWAY MULTI-MODAL CARRIER TOOL 7
How TO SET SECURITY LEVELS FOR THE SMARTW AY TOOLS 7
Security Settings For Excel 2003 Users 8
Security Settings For Excel 2007 Users 9
Security Settings For Excel 2010 Users 15
BASIC ORGANIZATION OF THE SMARTWAY MULTI-MODAL CARRIER TOOL 20
REVIEWING THE INTRODUCTORY SCREENS 22
THE "SMARTWAY INTRODUCTION" SCREEN 23
THE "SMARTWAY PARTNER AGREEMENT" SCREEN 24
SMARTW AY TOOL SELECTION SCREEN 25
REQUIRED INFORMATION SCREEN 26
SUMMARY GUIDANCE SCREEN 27
THE US/CANADA OPERATIONS SCREEN 28
BASIC OVERVIEW OF HOW TO COMPLETE THE TOOL 30
SECTIONS OF THE TOOL 31
ENTERING YOUR DATA 32
VALIDATING YOUR DATA 32
SAVING YOUR DATA 32
REVIEWING YOUR DATA 32
PROVIDING ADDITIONAL INFORMATION 32
SUBMITTING DATA TO SMARTW AY 32
ENTERING YOUR DATA 34
SECTION 1 DATA ENTRY: ENTER PARTNER NAME 34
SECTION 2 DATA ENTRY: ENTER COMPANY AND CONTACT INFORMATION 35
SECTIONS DATA ENTRY: DEFINE YOUR COMPONENT FLEETS 39
SECTION 4: DOWNLOAD SMARTW AY CARRIER DATA FILE 52
SECTION 5 DATA ENTRY: ENTER FUEL AND/OR ACTIVITY INFORMATION FOR EACH OF YOUR COMPONENT FLEETS 53
SECTION 6 DATA ENTRY: DEFINE YOUR COMPOSITE FLEETS 54
VIEW REPORTS 59
PROVIDING ADDITIONAL INFORMATION 61
SUBMITTING DATA TO SMARTWAY 64
TROUBLESHOOTING THE TOOL 67
APPENDIX A - CALCULATING COMPOSITE FLEET PERFORMANCE METRICS 68
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APPENDIX B-WORKSHEETS 70
WORKSHEET #1: COMPANY AND CONTACT INFORMATION 71
WORKSHEET #2: COMPONENT FLEET CHARACTERIZATION 72
WORKSHEET #3A: IDENTIFY COMPOSITE FLEETS AND COMPOSITE FLEET DETAILS 73
WORKSHEET#3B: ALLOCATE COMPONENT FLEETS 74
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Introduction
This guide is the second of two guides available to help your company participate fully in the SmartWay
Transport Partnership as a Multi-modal Carrier Partner.
The first guide, the Multi-modal Carrier Tool "Quick Start Guide/' provides a basic walk-through of the
process of identifying, gathering, preparing, and submitting your data using the SmartWay Multi-modal
Carrier FLEET Tool. (From this point on, this guide will refer to the SmartWay Multi-modal Carrier FLEET
Tool as the "Multi-modal Tool" or simply, the "Tool," for brevity.)
The Quick Start Guide may be all you need to successfully complete the Multi-modal Carrier Tool.
This guide, the Multi-modal Carrier Tool "Data Entry and Troubleshooting Guide," is intended to
supplement the Quick Start Guide and provide more detailed information for completing your tool
submission.
The Table of Contents for this guide is designed so that you can find the relevant information on specific
topics without reading the entire guide.
In this guide, you will learn how to enter the fleet composition and activity data you collected (as
mentioned Quick Start Guide and the online data entry forms it references) into the Multi-modal Carrier
Tool. This guide covers:
Downloading and setting up the Tool to run properly
Basic organization of the Multi-modal Carrier Tool
Entering your data
Viewing fleet performance summary data
Submitting data to SmartWay
Troubleshooting the Tool
Appendices
WARNING!
Completing this Tool requires a considerable amount of information about yourfleet(s). There
are many sections and screens to complete for each fleet. While you will have the ability to
save your Tool along the way and return to it at anytime, we STRONGLY ENCOURAGE you to
review the Quick Start Guide to understand key information about joining the partnership and
preparing the required data BEFORE attempting to complete the Tool.
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PART 1:
DOWNLOADING AND
SETTING UP THE TOOL
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Downloading and Setting up the Tool
SOFTWARE AND HARDWARE REQUIREMENTS
The Multi-modal Carrier Tool was designed in Microsoft Excel. Microsoft Excel is an electronic
spreadsheet program used for storing and manipulating data. Microsoft Excel Forms were used to
enable the functional capabilities of the Tool.
Completing the Multi-modal Carrier Tool requires the following software and hardware:
A 2003 or later version of Microsoft Excel
Excel security level set at Medium or lower
A PC running Windows XP or newer operating system, or a Mac that is running the
Windows XP operating system The tool does not currently work using the Mac
operating system
At least 10 megabytes of available disk space (more disk space may be required based
on the number of companies you define in your tool).
Adequate memory (RAM) to run Microsoft Office
A monitor resolution of at least 1,024 x 7681
Check with the user guides for your computer, online support, or your company's IT department to
make sure your system is set up to use the Multi-modal Carrier Tool.
We encourage you to make sure that you virus software is up to date, and scan your PC before putting
data in the Multi-modal Carrier Tool.
DOWNLOADING THE SMARTWAY MULTI-MODAL CARRIER TOOL
To download the Multi-modal Carrier Tool, visit: http://epa.gov/smartway/partnership/trucks.htm
Save the Tool in a folder on your hard drive; this folder will house copies of your data and future
updates.
How TO SET SECURITY LEVELS FOR THE SMARTWAY TOOLS
The following instructions should appear on your screen //you need to change your security settings
before running the Tool. The instructions differ depending upon what version of Excel you use (Excel
2003, 2007 or 2010).
1 The tool will also work at 800 x 600 resolution, but many of the screens will appear with scroll bars.
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SECURITY SETTINGS FOR EXCEL 2003 USERS
To use the Truck Carrier Tool in Microsoft Excel 2003, you will need to have your security levels set to
"Medium."
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Figure 1: Macro Setting Tabs in Excel 2003
Setting Security Levels to Medium in Excel 2003
1. When using Excel 2003, on the menu bar, go to
Tools -^ Macro -^Security Level.
2. When the "Security" window opens, select the
"Medium" level, and select OK.
Security
! Security Level I Trusted Publishers
O Very High, Only macros installed in trusted locations will be allowed
to run. All other signed and unsigned macros are disabled.
O High. Only signed macros From trusted sources will be allowed to
run, Unsigned macros are automatically disabled,
0 Medium. You can choose whether or not to run potentially unsafe
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 Level Setting Screen in Excel 2003
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Running the Tool in Microsoft Excel 2003
1. Save the Tool to your computer in a folder on your hard drive.
2. Go to that folder and double-click on the file to open the Tool.
3. You will see a security-warning box appear (Figure 3). Select the
in the security-warning box.
Security Warning
"5:\5martWay\5hipper,xls" contains macros.
[ Enable Macro?
button
Macros may contain viruses, It is usually safe to disable macros, but if the
macros are legitimate, you might lose some functionality.
Disable Macros ! Enable Macros More Info
""* '-! I- . '
Figure 3: Screen showing "Enable Macros" button
The Welcome Screen for the Truck Carrier Tool should then appear and you will be ready to begin
working on your tool.
SECURITY SETTINGS FOR EXCEL 2007 USERS
The default settings for Excel 2007 should enable you to run the Tool without any changes.
Running the Tool in Microsoft Excel 2007
1) Save the Tool to your computer.
2) Open the file, and select the
Options...
button that appears after the Security
Warning just below the menu bar (Figure 4). Detailed instructions are also provided on
the screen itself.
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jcSTJan2c_dean.x!s [Compatibility Mode) - Microsoft Excel
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1 Security Settings for the SmartWay Tools
In order to run this application, you must have macros enabled.
For Excel 2007 and Excel 2010 Users: (If you are using Excel 2003, please scroll down.)
If an "Options.. r button appears in the menu bar above, follow these instructions:
1. Select the Options button. This button appears after the Security Warning in the Excel 2007 menu bar.
2. Enable content. In the Microsoft Office Security Options dialog box, choose "Enable this content" and select OK.
If the "Options.." button does not appear, use the instructions below. [NOTE: If you do not have a round Office button (as
shown in the picture below), you are probably using an earlier version of Excel, in which case you need to scroll to the
instructions for Excel 2003 users.]
1. Select the Office button. This button appears in the top left corner of the screen in Excel 2007/2010.
2 Go to Excel Options. Select the JExcel Options" button in the bottom nght corner of the pull-down menu:
3. Go to the Trust Center. On the Excel Options screen, select on Trust Center in the left navigation bar.
4. Go to the Trust Center Settings. Select on Trust Center Settings in the bottom right portion of the screen
5. Change security settings. Choose the setting ''Disable all macros with notification" and select OK.
6. Reopen the file Close the Excel file and then re-open it
For Excel 2003 Users:
Security Settings J
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Figure 4: Security Warning Screen
3) In the Microsoft Office Security Options dialog box (Figure 5), choose "Enable this
content" and select OK.
Microsoft Office Security Options
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: temartway\Shipper.xls
O Help protect me from unknown content (recommended)
Open the Trust Center
OK | Cancel
Figure 5: Security Options Dialogue Box
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The Welcome Screen for the Truck Carrier Tool should then appear and you will be ready to begin
working on your tool.
Troubleshooting the Security Settings in Microsoft Excel 2007
If you reach this point and the Tool does NOT open, you may have your security set too high.
To adjust your security settings, select the
T-V
\.- .:-.
a
utton (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 6A).
-
m
Click the "Enter
Options Button"
Figure 6A: Excel Options Drop-Down Menu
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On the Excel Options screen, select Trust Center in the left navigation bar (Figure 6B):
Excel Options
Popular
Formulas
Proofing
Save
Advanced
Customize
Add-In s jf
Trust Center
Resources
@ฎ
d0j Change the most popular options in Excel,
Top options for working with Excel
_.. . . , -,. . [election '
Click the Trust
Center" button ^Ribbon:
J
Color scheme: Blue v-
ScreenTip style: Show feature descriptions in ScreenTips v-
Create lists for use in sorts and fill sequences: Edit Custom Lists...
When creating new workbooks
Use this font: Body Font v|
Font size: 11 v
Default view for new sheets: Normal View
Include this many sheets: [3 $ [
Personalize your copy of Microsoft Office
LJser name: MHeyward
Choose the languages you want to use with Microsoft Office: Language Settings...
[ OK ] Cancel
Figure 6B: Excel Options Drop-Down Menu
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When the Trust Center options display opens, select Trust Center Settings in the bottom right portion of
the screen (Figure 7):
Excel Options
Popular
Formulas
Proofing
Save
Advanced
Customize
Add-Ins
Trust Center
Resources
mr^i
r"ii
\^/ 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
(^ \
Security & more Click the "TrUSt
Learn more about protecting your privacy and security from Micros CGHTGr jGTTIHgS
Microsoft Windows Security Center button
Microsoft Trustworthy Computing ^
V J\.
Microsoft Office Excel Trust Center -^1
secure. We recommend that you do not change these settings. Irust Center Settings...
OK Cancel
Figure 7: Trust Center Settings Screen
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Choose the setting "Disable all macros with notification" (Figure 8) and select OK.
Trust Center
Trusted Publishers
Trusted Locations
Add-ins
ActiveX Settings
Macro Settings
Message Bar
External Content
Privacy Options
^^^^^^^^^^^^^^^^^^^^^^^^^MuTftl
HfliKTCr 3 - till iyi -^ -._
For macros in documents not in a trusted location: CnOOSG DiS3ol6
O Disable all macros without notification ^
0 Disable all macros with notification "^^^ a" HiacrOS With
O Disable all macros except digitally signed macros nntifiratinn "
O Enable all macros (not recommended; potentially dangerol ,
Developer Macro Settings
n Trust access to the VBA project object model
| OK J Cancel
Then run the Tool.
Figure 8: Macro Settings Screen
If, at this point, the Tool does not open, review the "Software and Hardware Requirements" on page
7. If you after reviewing this section, you cannot determine how to correct the problem, contact your
SmartWay Partner Account Manager.
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SECURITY SETTINGS FOR EXCEL 2010 USERS
The default settings for Excel 2010 should enable you to run the tool without any changes. To run the
tool:
1) Save the tool to your computer.
2) Open the file. Depending on your Office settings, you may receive an "Enable Editing"
popup. If you do, simply select the button. This will allow you to enter
data into the tool. You may only receive this popup the very first time you open the
tool.
-= - ^ i-
Home Insert Page Layout References Mailings Review View Developer Add-Ins
Protected View This file originated as an e-mail attachment and might be unsafe. Click for more details. Enable Editing
Figure 9: The Enable Editing Button
3) Depending on your Excel macro security settings, you may receive a I
popup. If you do, simply select the button. This will enable macros
in the tool you just opened.
Security Warning Some active content has been disabled. Clickfor more details. Enable Content
Security Settings forthe Tool
A
1 Security Settings for the Tool
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Figure 10: Security Warning Popup
If, at this point, the Tool does not open, review the "Software and Hardware Requirements" on page
7. Otherwise, you may have your security set too high. To adjust your security settings, select the
jutton (in the top left corner of the screen) and then select the ฃ3 Excel Options button in the
bottom right corner of the pull-down menu (Figure 11):
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Figure 11: Excel 2010 Options Drop-Down Menu
On the Excel Options screen, select Trust Center in the left navigation bar (Figure 12):
- Popular 1
Formulas
Proofing
Save
Advanced
Customize
Add-Ins
rv
Oj, Change the most popular options in Excel.
Top options tor working with Excel
._ 1
0 Enable Live Preview
D ShowDevelopertab inthe Ribbon
H Always use ClearType
Color scheme: Blue v
When creating new workbooks
Use this font: Body Font
Font size: 11 v
Include this many sheets: 3 i]
Personalize your copy of Microsoft Office
User name: MHeyward
[ OK J [ Cancel
Figure 12: Excel 2010 Options Drop-Down Menu
When the Trust Center options display opens, select Trust Center Settings in the bottom right portion of
the screen (FigurelS):
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Excel Options
Popular
Formulas
Proofing
Save
Advanced
Customize
Add-In s
Trust Center
Resources
Help keep your documents safe and your computer secure and healthy.
Protecting your privacy
Microsoft cares about your privacy. For more information about how Microsoft Office Excel helps to protect your privacy,
please see the privacy statements.
Show the Microsoft Office Excel privacy statement
Microsoft Office Online privacy statement
Customer Experience Improvement Program
Security & more
Learn more about protecting your privacy and security from Microsoft Office Online.
Microsoft Windows Security Center
Microsoft Trustworthy Computing
Microsoft Office Excel Trust Center
The Trust Center contains security and privacy settings. These settings help keep your computer
secure. We recommend that you do not change these settings,
Figure 13: Trust Center Settings Screen
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Choose the setting "Disable all macros with notification" (Figure 14) and select OK.
Trust Center
Trusted Publishers
Trusted Locations
Add -in s
ActiveX Settings
Macro Settings
Message Bar
External Content
Privacy Options
bdbdl
Macro Settings
f-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
Q Trust access to the VBA project object model
| OK 1 | Cancel j
Figure 14 Macro Settings Screen
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PART 2:
TOOL ORGANIZATION
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Basic Organization of the SmartWay Multi-modal Carrier Tool
The Multi-modal Carrier Tool is the basis of the SmartWay Partnership for Multi-modal Carriers.
Completion and submission of a Multi-modal Carrier Tool is the first step to becoming a SmartWay
Multi-modal Carrier Partner. Your tool submission must be approved by EPA before you are officially a
Partner.
The Truck Carrier Tool is organized around
information screens
forms or worksheets
reports and summaries
Each screen or form opens up within a Microsoft Excel spreadsheet. The screens generally look like the
one shown here:
SmartWay Introduction
SmartWay*
Report Year
2013
Multi-modal
United States Version: 2.0.12
Released on: 6/6/2013
Introduction
Welcome to the SmartWay Multi-modal Tool. This version of the Truck Tool encompasses ground truck and rail movements.
For additional Information such as the tool user guide, technical manual or other support materials, select the
button below:
Go ToMulbi-modal Page of the SmartWay Website
Or call the SmartWay Helpline at: (734) 214-4767
Or email the Helpline at: smartway_transport(Bepa.gov
Tool Help and Navigation
Throughout the tool, you will see numerous buttons. Becoming familiar with these buttons will make
completing the tool easier and faster.
Provides instructions for completing each screen
Allows you to add notes or clarifications (button becomes yellow if a comment exists)
Checks your data input for missing or invalid information
Enlarges the text on the screen
Sends an image of the screen to your default printer
} Provides additional information about data entry fields
NOTE: If a button contains an underlined character, you can also select that button using the
keyboard by typing the {Alt} key along with the underlined character.
Figure 2: Opening Screen of Multi-modal Carrier Tool
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The name of each form appears at the top left-hand corner of the screen, in white text on the blue
window bar.
SmartWay9
Report Year
2013
Multi-modal
United States Version: 2.0.12
Released on: 6/6/2013
Figure 3: Screenshot of Title of Screen/Form
Each screen contains text instructions or information about the program. Where applicable, the screen
will also include buttons linking to the SmartWay website or other sections of the Tool (e.g., the various
data entry screens); these buttons will be appear in green as shown below.
Go To Multi-modal Tool Page of the SmartWay Website
Figure 4 Screenshot of Button Link in the Tool
The screens also contain navigation buttons to direct you through the Tool.
ZOOM IN
Figure 5 Screenshot Navigation Buttons in the Tool
When a 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. You may also find additional, detailed instructional material on how
to successfully navigate and complete the different data entry screens within the Tool by selecting the
buttons at the bottom of selected screens.
Screen
Demo
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Reviewing the Introductory Screens
Before you reach your data entry section of the Tool, you will move through six introductory pages that
allow you to review the basics of participation in SmartWay for Multi-modal Carriers:
The "SmartWay Introduction" Screen
The "Partnership Agreement" Screen
The "Is this the Right Tool for Me?" Screen
The "Required Information" Screen
The "Summary Guidance" Screen
The "US/Canada Operations" Screen
The features of these screens are described below.
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THE "SMARTWAY INTRODUCTION" SCREEN
The SmartWay Introduction screen is the first window that appears when the Tool is opened (Figure
15). This screen contains a link to the SmartWay website where you can view and download additional
information about the program, the Tool, and the technical basis for the calculations in the Tool.
SmartWay Introduction
SmartWay
Report Year
2013
Multi-modal
United States Version: 2.0.12
Released on: 6/6/2013
Introduction
Welcome to the SmartWay Multi-modal Tool. This version of the Truck Tool encompasses ground truck and rail movements.
For additional Information such as the tool user guide, technical manual or other support materials, select the
button below:
Go ToMulti-modal Page of the SmartWay Website
Or call the SmartWay Helpline at: (734) 214-4767
Or email the Helpline at: smartway_transportSiepa.gov
Tool Help and Navigation
Throughout the tool, you will see numerous buttons. Becoming familiar with these buttons will make
completing the tool easier and faster.
Provides instructions for completing each screen
Allows you to add notes or clarifications (button becomes yellow if a comment exists)
Checks your data input for missing or invalid information
Enlarges the text on the screen
Sends an image of the screen to your default printer
Provides additional information about data entry fields
NDTE: If a button contains an underlined character, you can also select that button using the
keyboard by typing the {Alt} key along with the underlined character.
Figure 15: SmartWay Introduction Screen
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THE "SMARTWAY PARTNER AGREEMENT" SCREEN
SmartWay Partnership Annual Agreement
^SmartWay8
Report Year
2013
Multi-modal
United States Version: 2.0.12
Released on: 6/6/2013
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.
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 IB U.S.C. 1001 (criminal liability for false statements), 31 U.S.C. 3B01 - 3812 (civil
liability for false statements) and 31 U.S.C. 3729-33 (The False Claims Act).
I*II understand and agree to the terms of this agreement. I
Figure 16: SmartWay Partner Agreement
After clicking the ^^^^^ button on the SmartWay Introduction screen, the SmartWay Partner
Agreement for Carriers will appear. This screen replicates the agreement language found in Part 1 of
this Users Guide series.
Submitting a SmartWay Multi-modal Carrier Tool to EPA constitutes agreement to all terms in the
Partnership Agreement, so please review this screen or the text version in Part 1 of this users guide
series before sending your Tool to EPA.
To reach the data entry sections of the Tool, you must agree to this language to join the SmartWay
Transport Partnership by clicking check box at the bottom of the screen.
SmartWay Multi-modal Carrier 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
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 24
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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.
SMARTWAY TOOL SELECTION SCREEN
SmartWay offers several Tools tailored for different business models and fleets. Most trucking
companies will use the Truck Carrier Tool; however, it is advisable to review the checklist in Part 1 of the
user guide series and/or this screen in the Multi-modal Carrier Tool to make sure it is the best option for
your operations.
This screen provides basic information on three SmartWay tools (Truck, Logistics, and Multi-modal)
appropriate for different types of trucking operations. Your choice of tool will depend primarily on your
transport modes and the amount of business you contract to other companies.
Follow the flow chart in Figure 17 to determine which Tool is most appropriate for your fleet(s).
Select the
Click Here for More
Information
I button for further details.
SmartWay Tool Selection
SmartWay
Report Year
Z012
Multi-modal
United States Version: 2.0.12
Released on: 6/6/2013
Is this the right SmartWay tool for me?
You operate your own managed fleet
(owned or leased) with less than 5% of
your freight contracted with outside
companies.
Use Truck Tool
NO
J
You contract out more than 5% of your
freight, i.e. you are a 3PL, broker, freight
forwarder or non-asset based carrier.
Use Logistics Tool
NO
J
You operate your own managed fleet and:
Move 5% or more of your freight with a
third-party provider, or move more than
10% of your freight via rail
Use Multi-modal Tool
Figure 17: Determining Which Tool is Appropriate for your Fleets
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 25
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This screen provides basic information on three SmartWay Tools (Truck, Logistics, and Multi-Modal)
appropriate for different types of trucking operations. Your choice of Tool will depend primarily on the
transport modes you utilized and the amount of business you contract to other companies.
Follow the flow chart in Figure 17 to determine which Tool is most appropriate for your fleet(s).
Select the
Click Here for More
Information
I button for further details.
REQUIRED INFORMATION SCREEN
The next screen summarizes the information needed to complete the Multi-modal Carrier Tool. Click
in order to retain a hardcopy for reference as you complete the rest of the Tool.
SmartWay - Required Information
SmartWay
Report Year
2013
Multi-modal
United States Version: 2.0.12
Released on: 6/6/2013
Following is a brief description of the information you will need to complete this tool. For further details,
please consult the Multi-modal Tool User Guide.
Partner Information
Company Name, Address, City, State, ZIP, Country, Main Phone, Website
Primary, Executive, and Other Contact Information:
- Name, Title, Address, City, State, ZIP, Country, Phone, Email
Company Characterization Information
Company Names and Contacts
Standard Carrier Alpha Codes (SCACs), Motor Carrier Numbers, DOT Numbers, NAICS Codes
Fleet type (private/for-hire/dedicated)
Operation Type and Body Type
Component Fleet Profile*
Types of equipment
Vehicle use by type
Fuel types used
Engine information
Total ton-miles
Total miles
Composite Fleet Characterization
Composite Fleet names and associated Component Fleets
Component Fleet Allocation Percentages
Composite Fleet SCAC and/or Motor Carrier Numbers
* Specific data required will depend on the mode selected. Items above are general guidelines.
Figure
18: Summary of Required Input Information
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 26
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SUMMARY GUIDANCE SCREEN
The next screen provides guidance regarding use of the Multi-modal Carrier Tool, including an example
definition for different types of fleets defined within the Tool.
SmartWay MuItj-modal Summary
SmartWay
Report Year
2013
Multi-modal
United States Version: 2.0.12
Released on: 6/6/2013
Multi-modal companies are somewhat more complicated to characterize than truck or rail only companies, Often, multi-modal services
are comprised of a wide range of truck, rail, and/or dray services that may be provided by the company or purchased from third-party
providers by the company, To properly characterize the emission rates for multi-modal companies, one must account for this wide
variety of operations and service levels.
To accomplish this, SmartWay has developed the concept of "component" and "composite" fleets.
Composite fleets are entities that your customers can hire to move their freight, For example, you may have a Truckload Division and an
Intermodal Division, whereas Component fleets are fleets organized around your internal management of the company,
In the Multi-modal Tool, you will be asked to input data for all of your component fleets, which will include the fleets you own and
manage as well as any hired services you purchase. Once these component fleets have been characterized, you will be asked to build
your composite fleets (the ones the public sees and can hire) from your component fleets. This will attribute the appropriate weighted
emission factors to your composite fleets, and demonstrate to your customers the benefits of using your multi-modal freight services.
EKample: Company "3" has a Truckload Division, an Intermodal Division, and a Dray Division that the public can hire. Internally the
company has its own truckload fleet, it hires a 3PL, it hires rail services, it has its own dray fleet, and it hires dray companies.
The Truckload Division's services are provided by its own truckload fleet and its hired 3PL fleet,
The Dray Division's services are provided by its own dray fleet and hired dray services,
The Intermodal Division's services are provided for by its own truckload fleet, its own dray fleet, its hired rail services, and its hired dray
services.
The Partner will create these component fleets:
1. For its truckload fleet (using the Truck Tool)
2. For its dray fleet (using the Truck Tool)
3. For its 3PL fleet and hired dray operations (using the Logistics Tool)
4. For its rail fleet (using the Rail Tool)
The Partner will then assign the appropriate operations of these component fleets to create the composite fleets that the public can
hire.
A, Composite Fleet One (Truckload Division): 60% of its truckload fleet, 70% of its 3PL fleet
B. Composite Fleet Two (Intermodal Division): 40% of its truckload fleet, 30% of its 3PL fleet, 100% of its hired rail, 80% of its hired
dray fleet, and 40% of its own dray fleet
C. Composite Fleet Three (Dray Division): 20% of its hired dray fleet, 60% of its own dray fleet
Figure 19: Summary of Required Input Information
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 27
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THE US/CANADA OPERATIONS SCREEN
The last screen asks for information about any operations you have in both the US and Canada.
SmartWay US / Canadian Operations
SmartWay*
Report Year
2013
Multi-modal
United States Version: 2.0.12
Released on: 6/6/2013
The SmartWay Transport Partnership is now being administered in both the United States and Canada. The Partnership operates the same in both
countries, with the exception that in Canada the data is collected in metric and the tools are also offered in French.
PLEASE NOTE:
- Companies should only submit data to one country.
- Partners will be recognized in both the United States and Canada.
To allow the United States and Canada to determine geographic-based impacts, please answer the following questions about your freight
operations in both countries.
What is your percentage of fuel consumed by licensed vehicles based
on?
r As Reported to IFTA Form 441 for tax reporting (interstate)
r As Reported to individual state for tax reporting (intrastate)
Determined using software
^ Vehicle-based data collection
r Based on MPG estimates
-------
The percentage of your fleet(s) that utilizes vehicles licensed in the United States vehicles vs.
vehicles licensed in Canada.
The approximate percentage of your total fuel consumption that is US-based vs. Canada-based
The source of your total fuel consumption estimates
The degree to which your Canadian fleets and US fleets use the same fuel mix
Once you have navigated through the six introductory screens, you will be taken to the SmartWay Multi-
modal Carrier Tool Home screen.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 29
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Basic Overview of How to Complete The Tool
All data entry screens are reached by starting with the Home screen.
Figure 21 displays the structure of the Home screen.
SmartWay
Report Year
2013
Multi-modal
United States Version: 2.0.12
Released on: 6/6/2013
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)
Enter Contact Information
3. Define your component fleets: |
Download Latest SmartWay Carrier Data File
5. Enter activity information for each component fleet
6.
7.
Define vour Composite Fleets
8.
View Vour Data Reports
Provide Additional Information
Create Final Version
Figure 21: Main Tool Navigation or Home Screen
From the Home screen, you can:
1) Enter your Partner Name;
2) Fill out company and contact information;
3) Define your component fleet(s)(s) by mode;
4) Download the latest SmartWay Carrier data file;
5) Enter data to characterize your component fleet(s)(s);
6) Define your composite (multi-modal) fleet(s)(s);
7) View results of your data entry
8) Provide additional information regarding your participation in SmartWay; and
9) Create final version to submit to EPA.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 30
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SECTIONS OF THE TOOL
The Multi-modal Carrier Tool Home screen contains nine sections. Each section links to additional
screens or worksheets within the Tool which are described below:
1. Enter Partner Name: Here you will enter the name of your organization, exactly as it should
appear on the Partner Listing of the SmartWay Web site.
2. Enter Contact Information
a. 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. Define your Component Fleets
a. Choose a Carrier Mode: Select the mode(s) of interest. The Multi-modal Carrier Tool
currently allows users to define truck, logistics and rail component fleets.
b. When you select a Carrier mode, the software will automatically display screens where
you will define all of the fleets your company operates in each transport mode. You will
provide information describing the operation of those fleets.
4. Download SmartWay Carrier File
a. Download Latest SmartWay Carrier File: Select this button to download the latest
SmartWay Carrier performance data for use with logistic component fleets.
5. Select Component Fleet for Data Entry
a. View or change information for the selected component fleet: Select a component
fleet to provide the activity, performance and fleet composition information necessary
to calculate the efficiency metrics for your carrier fleet.
6. Define Your Composite Fleets
a. Define Your Composite Fleets: This selection will allow you to identify your composite
fleets (made up of one or more of your component fleet) and to allocate total annual
mileage and ton-miles across the corresponding component fleets. For example, a
"composite fleet" representing intermodal services might include three component
fleets - one logistics carrier and two truck carrier companies.
7. View Reports: Here you can see final summaries of your data including:
a. Go to Report Menu: This button will display a reports menu screen which has multiple
options for viewing and printing all of the data, as well as performance data for either
your Component Fleets or your Composite Fleets.
8. Provide Additional Information: Here you can provide information about your company's
environmental accomplishments and give EPA feedback about the SmartWay Program.
9. Create Final Version
a. 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 attaching it in an e-mail.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 31
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ENTERING YOUR DATA
The first six sections of the Home screen are mandatory, and should be completed in order These
sections comprise all the data collection steps needed to complete your SmartWay Multi-modal Carrier
Tool. After they are completed, you can review your output and/or submit your tool to EPA.
Once you complete each mandatory step, a I Iwill appear on the left of the screen.
VALIDATING YOUR DATA
The Truck Carrier Tool includes range checks and other validation rules to help identify potential data
entry errors and/or unusual data values. To identify potential data problems and ensure a high quality
data submission, select the
VALIDATE
SCREEN
button before moving on to the next screen.
The tool will identify any potential data problems on that screen and prompt you to modify the entry or
provide a text explanation for legitimate anomalies.
SAVING YOUR DATA
You can save the data you have entered at any time by selecting the ^^^^^^B button that appears
at the bottom of all screens (including the Home screen). EPA recommends saving your data frequently
if you are entering information for large numbers of fleets and/or vehicle classes.
REVIEWING YOUR DATA
Each screen within the Tool has a
PRINT
SCREEN
button. To generate a hard copy of screen text or your
data inputs, select this button. The screen will be printed on your default printer. Alternately, you can
return to the Home screen, select the
button,
identify the report of interest using the Reports Menu, and print them out for review. The data reports
PROVIDING ADDITIONAL INFORMATION
The Truck Carrier Tool includes an optional section that allows you to provide EPA with additional
information regarding your company's environmental stewardship, potential use of the SmartWay Logo,
and general feedback regarding the SmartWay program.
SUBMITTING DATA TO SMARTWAY
Detailed instructions on properly submitting your data to EPA is included in this guide on page 65.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 32
-------
PART 3:
SECTION-BY-SECTION
DATA ENTRY GUIDANCE
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 33
-------
Entering Your Data
You should complete the first six sections of the Home screen (see Figure 21) in order.
The next six sections of this guide explain how to enter your data on each of the
required and optional screens.
SECTION 1 DATA ENTRY: ENTER PARTNER NAME
Enter the name of your organization, exactly as it should appear on the Partner Listing of the
SmartWay Web site.
Note that the reporting year for your data entry is shown next to "Report Year" to the right of
the Partner name.
SmartWay
Report Year
2013
Multi-modal
United States Version: 2.0.12
Released on: 6/6/
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
3. Define your component fleets: |
Enter Name Here
Download Latest SmartWay Carrier Data File
5. Enter activity information for each component fleet
6.
7.
Define vour Composite Fleets
View Vour Data Reports
8.
9.
Provide Additional Information
Create Final Version
Screen
Demo
Figure 21: Step 1 - Enter Partner Name
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 34
-------
SECTION 2 DATA ENTRY: ENTER COMPANY AND CONTACT INFORMATION
From the Home screen, select the Go To Contact Information Screen button.
SmartWay
Report Year
2013
Multi-modal
United States Version: 2.0.12
Released on: 6/6/2013
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)
Multi-Modal 1, Inc.|
Enter Contact Information
3. Define your component fleets: |
Download Latest SmartWay Carrier Data File
5. Enter activity information for each component fleet ? |
Define vour Composite Fleets
View Your Data Reports
Provide Additional Information
Create Final Version
Figure 22: Accessing the Contact Information Screen
You will then be taken to the Contact Information screen. The Partner Name entered in Step 1 on the
Home screen will be shown at the top of the screen. This screen will ask you to, provide the following
information:
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 35
-------
SmartWay: Contact Information |X |
1. Partner Info
Partner Name:
Addressl*
Address2
City*
Main Phone*
Web Site*
2. Primary Coni
Name:
Title*
rmation:
Multi-Modal 1, Inc.
645 Ocean Way
Suite 203
Austin state* |TX jrj ZIP* 78731 country* |USA
512-555-5555 Td| Free; |
MMl.com
tact:J?J
Mr j*J First* Glenn m- | |_as|.* Johnson
VP Operations
Use Partner Address
Addressl*
Address2
City*
Phone*
Email*
3. Executive Co
645 Ocean Way
Suite 203
Austin state* | _^J ZIP* 78731 Country* |USA
512-555-5555 Ext: 32 Cell: 512-318-5547 Fax:
gjohnson@>mm 1 . corn
ntact: ? I
Name* Jack Shephard
4. Other Contacts: _2_\
' 1 - Jennifer Kocian
1
Add New Contact Edit Selected Contact Delete Selected Contact
naa
^^g 123 ^^g BOB icer0n
Figure 23: Entering Company and Contact Information
1. Company Information
2. Primary Contact information
3. Executive Contact (Vice President or higher)
4. Other Contacts
Each field marked with an asterisk must be filled out. You will not be able to submit
the Tool to SmartWay without this information.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 36
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Steps for Entering Contact Information:
1. Enter the Company data in section 1.
2. Enter the Primary Contact data in section 2.
The Primary Contact is the individual designated by the Executive Contact to directly interface
with SmartWay regarding specific tasks involved in the timely submission of the Tool. The
Primary Contact is responsible for coordinating the assembly of information to complete/update
fleet 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/EPA to their preferred list of trusted
sources.)
If the Primary Contact shares the same address as the company, you may select the
3. Enter the Executive Contact Information by selecting the
to the right; enter the required data.
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.
4. Enter Other Contacts (if applicable) by selecting the
Add New Contact
button.
5. Enter the first Other Contact then click OK when done.
Note: You must supply at least two unique contacts on the contact screen to ensure
EPA has access to at least two people for Tool submission follow-up.
NOTE: In some cases, companies with multiple fleets will gather information from
different sources within the company. You may find it useful to have this additional
contact information stored within the Tool.
You can add more contacts 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
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 37
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Edit Selected Contact
button. You can remove an existing contact by highlighting the
contact and then selecting Delete Selected Contact.
To make sure you have filled out all required contact information, select
VALIDATE
SCREEN
.at the
bottom of the screen. If any information is missing or invalid, a dialogue box will appear
informing you what additional information is required.
6. Next select the
. button to return to the Home screen and go to Step 3.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 38
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SECTION 3 DATA ENTRY: DEFINE YOUR COMPONENT FLEETS
Understanding Component and Composite Fleets:
Multi-modal companies are somewhat more complicated to characterize than truck or rail-only
companies. Often, multi-modal services are comprised of a wide range of truck, rail, and/or dray
services that may be provided by the company or purchased from third party providers by the company.
To properly characterize the emission rates for multi-modal companies, one must account for this wide
variety of operations and service levels.
Note: Multi-modal rail freight is defined as any freight transported by a multi-modal
carrier, which may include intermodal containers as well as other cargo
configurations such as boxcars, tanker cars, etc.
To accomplish this SmartWay has developed the concept of "component" and "composite" fleets.
Composite fleets are entities that your customers can hire to move their freight. For example you may
have a Truckload Division and an Intermodal Division, whereas Component fleets are organized around
your internal management of the company.
In the Multi-modal Carrier Tool you will be asked to input data for all of your component fleets which
will include those you own and manage as well as any hired services you purchase. Once these
component fleets have been characterized you will be asked to build your composite fleets (the ones
the public sees and can hire) from your component fleets. This process will attribute the appropriate
weighted emission factors to your composite fleets, and demonstrate to your customers the benefits of
using your multi-modal freight services.
Example: Company "J" has a Truckload Division, an Intermodal Division, and a Dray Division that the
public can hire. Internally the company has its own truckload fleet, it hires a 3PL, it hires rail services, it
has its own dray fleet, and it hires dray companies.
The Truckload Division's services are provided by its own truckload fleet and its hired 3PL fleet.
The Dray Division's services are provided by its own dray fleet and hired dray services
The Intermodal Division's services are provided for by its own truckload fleet, its own dray fleet, its hired
rail services, and its hired dray services.
Therefore the partner defines the following component fleets:
1. For its truckload fleet (using the Truck Mode selection)
2. For its dray fleet (using the Truck Mode selection)
3. For its 3PL fleet and hired dray operations (using the Logistics Mode selection)
4. For its rail operations(usingthe Rail Mode selection)
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 39
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The partner will then assign the appropriate operations of these component fleets to define the
composite fleets that the public can hire:
Composite Fleet One: Truck/octet Division
60% of its truckload fleet, 70% of its 3PL fleet
Composite Fleet Two: Intermodal Division
40% of its truckload fleet, 30% of its 3PL fleet, 100% of its hired rail, 80% of its hired dray fleet,
and 40% of its own dray fleet
Composite Fleet Three: Dray Division
20% of its hired dray fleet, 60% of its own dray fleet
NOTE: Drayage operations should be included in the SmartWay Multi-modal Carrier
Tool if your company controls drayage movements (e.g., receives payments directly
to move the freight using your own drayage trucks, or purchases drayage services
directly from a third party).
Identifying Component Fleet:
On the Home screen select the pull-down menu next to "Choose a Carrier Mode" to display the
available component fleet modes. The Multi-modal Carrier Tool currently allows users to define truck,
logistics and rail component fleets. Other modes will be added to the Tool in the future, including air,
and marine modules.
Note that some terminology on the Define Component Fleets screens are slightly inconsistent between
the Truck Mode and the Logistics Mode, however the two modes work and act the same. For example,
"fleets" within the Truck Mode are referred to as "Business Units" within the Logistics Mode.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 40
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SmartWay
Report Year
2013
Multi-modal
United States Version: 2.0.12
Released on: 6/6/2013
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)
Multi-Modal 1, Inc.
Enter Contact Information
3. Define your component fleets:
Download Latest SmartWay Carrier Data File
5. Enter activity information for each component fleet _JJ
Define vour Composite Fleets
View Your Data Reports
-LJ
Provide Additional Information
Create Final Version
Screen
Demo
Figure 24: Selecting Component Fleet Modes on Home Screen
When you select a Component Carrier Mode, a set of screens will automatically appear allowing you to
characterize your fleet(s) for that mode.
There are four screens in the Truck Fleet Characterization section of the Tool. These screens are also
common to the Logistics Mode:
1. Identify Fleets
2. Fleet Details
3. Operation Categories
4. Body Types
Screen 1: Identify Fleets is shown below for the Truck Mode below. Note that the data entry screens
for Logistics Carriers contains the same required fields as for the Truck Mode, with the exception of the
"95+% Control" field, as discussed below.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 41
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Smart Way: Fleet Characterization - Truck
Fleet Details
Operation Categories
Body lypes
Input Information for each component truck fleet operated Internally by your company. Component fleets are fleets organized around your Internal
management of the company, while Composite Fleets (defined under Step 6 on the Multi-modal tool Home screen), represent entities that your customers
can hire to move their freight. For example, component fleets might include truckload, dray, and/or 3PL fleets. Component fleets serve as the building
blocks for your Composite Fleets.
Truck Fleet names should start with your Company Name first (corresponding to the left hand column below), followed by the Fleet Identifier
(corresponding to the second column below). If your company has only one fleet, you may leave the Fleet Identifier field blank.
To add component fleets, simply select the "Add Another Fleet" button at the bottom of the screen. When you have added all your component fleets and
filled out the required information, select NEXT or select the "Characterize Fleets" tab at the top of the screen to proceed to the next step.
Fleet (Partner Name)
Fleet Identifier
Fleet Name
R~~ [Multi-modal 1, Inc.
Intermodal Division
F p~ JMulti-modal 1, Inc.
I Truckload Division
Multi-modal 1, Inc.: Intermodal Division
I Multi-modal 1, Inc.: Truckload Division
Delete Checked Rows
Screen
Demo
Figure 25: Identifying Component Fleets
Steps for Completing "Identify Fleets" Screen
Using data collected using Worksheet #2: Component Fleet Characterization in the Part II Workbook,
enter data for your first fleet:
Fleet Prefix (Partner Name): Each of your component fleet names will begin with the name of
your company. This fleet "prefix" will be whatever you enter in the Fleet Prefix (Partner Name)
field on the Identify Fleets screen. By default, this field is automatically populated with the first
50 characters of the Partner Name that was entered on the Home screen. Whatever you enter
for Fleet Prefix for the first fleet will automatically be used for any additional fleets you add.
Similarly, any edits you make to the Fleet Prefix for the first fleet will automatically be reflected
on each subsequent fleet. Note that this field is called Company Name for Logistics component
fleets.
Fleet Identifier: Please make sure to specify each fleet suffix name 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 Fleet Prefix (Partner
Name) field. NOTE: If you have only one fleet, you may leave the Fleet Suffix field blank, in which
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 42
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case your fleet name will simply be your Partner Name. Note that this field is called the
Business Unit Identifier for Logistics component fleets.
Adding and Deleting Component Fleets
To enter another component fleet, select the Add Another Fleet button. To delete a component fleet,
select the box next to the row you wish to delete, and then select the Delete Checked Rows button.
Once you have confirmed or modified the Partner Name and specified the Fleet Identifiers, the full Fleet
Names will be displayed on the screen to the right of the screen.
Adding Comments/Notes
Creating useful comments assists SmartWay Tool reviewers in approving your Tool as quickly as
possible. Your comments help reviewers understand your business model. Any details that you can
provide related to your business operations will speed up approval time.
Please note the
ADD
COMMENTS
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
ADD
COMMENTS
out the Tool next year. If comments have been added for a particular screen, the ^i button
VIEW/EDIT
COMMENTS
will be highlighted in yellow on your screen and will now read muyau to indicate to your reviewer
that there are comments to be read.
A I ' button is also available should you need assistance. You will also notice small gray icons
with question marks [?] displayed throughout the Tool. When clicked, these icons provide additional
information about specific items located on the screen.
To proceed, select the Fleet Details tab at the top of the screen, or simply select the
button at the bottom of the screen.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 43
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Screen 2: Fleet Details is shown below for the Truck Mode below.
SmartWay: Fleet Characterization - Truck
Identify Fleets
Operation Categories
Body lypes
For each component fleet, if you control over 95% of the operation of the fleet (weighted by miles) please check the box labeled "95+% Control."
"Control" means that you operate/route the fleet, regardless of ownership status. Control includes dedicated fleets that you operate for other parties. If
you contract out more than 5% of a fleet's operation, return to Step 3 on the Home screen (Define Your Component Fleets) and select Logistics carrier
mode option for that fleet.
For each fleet check the "Control" box and input NAICS code(s), SCAC, MCN, DOT, Fleet-type, and Fleet Contact information.
After completing the information on this screen, select the "Operations Categories" tab above or select the NEXT button at the bottom of this screen.
Fleet Name
95+-W,
Control -
T I NAICS , I ,1 T I , I , I
-*J Code(s) JJ _ SCAC(s) _LJ MCN -LI DOT -LI Fleet Type -LI
Fleet Contact
T I
_LJ
1: j: Intermodal Division
2: j: Truckload Division
31,423
ABDC | 321213 | 5654646 |For-Hire panes Jensen
DAAA | 987545 8978978 [private/Dedicated T| | James Jensen
Figure 26: Fleet Details (Truck Mode)
Steps for Completing "Fleet Details" Screen
Using data collected using Worksheet #2: Component Fleet Characterization in the Part II Workbook,
enter data for your fleets. For each you will need to specify:
95% Control: Select this box if your company controls over 95% of the operation of each fleet,
weighted by miles. "Control" means that you operate/route the fleet, regardless of ownership
status. Control includes dedicated fleets that you operate for other parties. If you contract out
more than 5% of the fleet's operation, the Logistics mode should be selected instead for that
fleet. (Note this box is not included in the Details screen for the Logistics Mode selection.)
The key question regarding definition of "control" is: Am I able to influence the fuel efficiency of
the trucks, and can I collect data on the trucks? SmartWay understands that control within the
trucking business exists along a continuum. On one hand, some fleets purchase their own trucks,
spec, maintain, and route the trucks, and have full operational control over the trucks, for
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 44
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example controlling the speed the trucks are allowed to drive, when and where they can idle,
etc. These fleets have a high degree of control. On the other end of the continuum, some
companies hire other parties to move the freight, and other than assigning a load with a
pickup/destination point, have no interaction with the freight delivery, or ability to influence the
fuel efficiency of the truck or the collection of data on the truck.
If you can actively affect the fuel efficiency of the truck and collect the data necessary on that
truck to include in this Tool, you have control. SmartWay understands that there are many
organizational/operational permutations in the trucking industry and there may be "gray" areas
that need further clarification. If you still have questions, you may contact your assigned
SmartWay Partner Account Manager or the SmartWay help line at 734-214-4767.
NAICS Code: NAICS, or North American Industry Classification System codes, are the Federal
standard for classifying businesses by activity type. NAICS codes can be from two or three up to
six digits in length, and are organized hierarchically, with successive digits providing greater
specificity in its description. Use the NAICS code(s) that most appropriately describes your
company. You can use the search icon to the right of the data entry field to identify and select
NAICS code(s). If you need to enter multiple NAICS codes, you may check multiple boxes on the
popup screen while holding down the "Ctrl" key on your keyboard, or simply enter them directly
and separate them with commas. Note: Detailed information on NAICS codes can be found at
http://www.census.gov/eos/www/naics/.
Standard Carrier Alpha Codes (SCACs): The Standard Carrier Alpha Code is a unique 2-4
alphabetic character code used by the transportation industry to identify transportation
companies. If your fleet has a SCAC, please input that information. If you have a single fleet that
has multiple SCACs, enter all of the codes into the SCAC field, and separate them with commas.
It is not required to enter SCAC information for each component fleet. 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.
Motor Carrier Number (MCN): The Motor Carrier Number is a 6 or 7 digit number provided by
the Federal Motor Carrier Safety Administration. If your fleet has a Motor Carrier Number,
please input that information. It is not required to enter MCN information for each component
fleet.
Department of Transportation (DOT) Numbers are carrier identification number issued to all
carriers in the U.S. by the Federal Motor Carrier Safety Administration, and can be up to 7 digits
in length.
NOTE: Entering SCACs, MCNs, and DOT numbers are optional; however, if you have
this information you are encouraged to supply it to make sure that SmartWay
Shippers and Logistics companies can identify you.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 45
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Fleet Type: Fleet Type is defined as the service type for your fleet. There are two options
accepted by the Tool"For-Hire" and "Private/Dedicated." If your company has only one fleet,
your "Fleet Type" selection will reflect your company's operations as a whole. If there are
multiple fleets, each will have its fleet type defined separately.
Fleet Contact: This contact should be one of the contacts you already identified in the Contact
Information section as the contact for each fleet. NOTE: A drop-down menu in the Tool will
supply this information; if there is a contact for the fleet that is not already listed in the Contacts
worksheet, you will need to go back to the Company and Contacts screen to add the required
contact information.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 46
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Screen 3: Operation Categories is shown below.
SmartWay: Fleet Characterization - Truck
Identify Fleets
Fleet Details
Operation Categories
Body lypes
For each fleet, enter the percentage of total miles driven that fall into each operation category. Percentages must sum to 100 percent for each fleet.
When finished, select the "Body Types" tab above or select the NEXT button at the bottom of this screen.
Dperation Category (*?o)
Partner/Fleet Name
Less Than
Truckload Truckload Drayage
Package
Delivery Expedited
Total
1: Multi-Modal 1, Inc.: Intermodal Division
2; Multi-Modal 1, Inc.; Truckload Division
78
25
18
60
100
100
Figure 27: Operation Categories Screen
Steps for Completing "Operation Categories" Screen:
For each component fleet, fill out the Operation Category (%) information by indicating the percentage
of operation on a mileage basis. Operational categories include:
Truckload (TL) - Truckload shipping is the movement of large amounts of homogeneous cargo,
generally the amount necessary to fill an entire semi-trailer or intermodal container. A truckload
carrier is a trucking company that generally contracts an entire trailer-load to a single customer.
Less-than-truckload (LTL) - Less-than-truckload carriers collect freight from various shippers and
consolidate that freight onto enclosed trailers for linehaul to the delivering terminal or to a hub
terminal where the freight will be further sorted and consolidated for additional linehauls.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 47
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Drayage - Predominantly associated with port, or rail-head connections where freight is picked
up, and moved to another transfer facility or transport mode terminal. Often these moves are
short in nature, but can be longer depending on specific situations.
Package delivery (PD) - Covers operations characterized by residential or business package
delivery/pickup consisting primarily of single or small groups of packages. It does not include
larger scale pickup delivery operations that are more properly characterized as LTL operations.
Common examples of this type of operation are the brown UPS and white FedEx delivery
vehicles.
Expedited - Time-sensitive freight shipments, with trucks typically on stand-by.
Enter the percent of each operational category based on approximate mileage. This percentage
calculation does not need to be exact but should be reasonably reflective of your fleet.
Screen 4: Body Types is shown below.
SmartWay: Fleet Characterization - Truck
Identify Fleets
Fleet Details
Operation Categories
Body lypes
For each fleet, enter the percentage of total vehicles hy hody type. Percentages must sum to 100 percent for each fleet.
When finished, select the CREATE FLEET(S) button at the bottom of this screen to create the data entry forms for your fleets.
Body Type (%)
2)
Partner/Fleet Name
Heavy/ Auto Special
Dry Van Reefer Flatbed Tanker Chassis Bulk Carrier Moving Utility Hauler
Total
1: Multi-Modal 1, Inc.: Intermodal Division
2: Multi-Modal 1, Inc.: TruckloadDivision
Figure 28: Body Types Screen
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 48
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Steps for Completing "Body Types" Screen:
Next, fill out the Body Type fields, indicating the percentage by body type for each component fleet.
Body Type categories include:
Dry van
Refrigerated (Reefer)
Flatbed
Tanker
Intermodal chassis containers (pooled and owned)
Heavy/Bulk hauler
Auto carriers
Moving
Utility2
Special hauler (e.g., Hopper, Livestock, and other specialized carriers)
The percentages specified can be approximate, based on vehicle populations. The percentages for each
fleet must sum to 100%.
CREATE
FLEET(S)
Once you are sure your information is input correctly, you may click the iiiaiseM button at the
bottom of the page.
If, at a point later in the data entry process, you realize that you need to add a new fleet or delete an
existing fleet, you can return to the Identify Fleets screen. To add a new fleet, follow all of the
instructions on the screen regarding defining your fleets, including clicking the
CREATE
FLEET(S)
button.
When you select this button, the system will create blank data entry forms only for the new fleet(s) you
have added; the existing fleets will not be affected.
If you need to delete an existing fleet, simply check the box next to the fleet and then click the Delete
Checked Rows button. Note that, if you have already generated data entry forms for the fleet you are
deleting, the system will prompt you to confirm the deletion.
The utility category encompasses class 2b to 8b vehicles that do not carry typical commercial freight. Examples include garbage,
recycle, service, work, dump, landscape, cement, bucket, boom, ambulance, armored, fire, farm, wrecker and other similar trucks.
Because these trucks do not carry traditional freight payload, the user should self-define their payloads so as to make the emissions
per payload efficiency useful to the user. SmartWay will not use the emissions per payload results for the utility category. Users may
experience yellow or red warning labels on the Activity screen due to the unique nature of utility "payload." In the case of red alerts,
simply input text defining your special conditions in the required text boxes that appear.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 49
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If you choose to delete a component fleet, and if you have allocated any activity to
this fleet to the composite multi-modal fleets (defined under Step 6 on the Home
screen) then you must re-allocate your composite fleet activity to reflect this change.
Similarly, adding a new component fleet may require modifying your composite fleet
activity allocations under Step 6 as well.
As on the other screens there is a
button as well as an
ADD
COMMENTS
button. Clicking
.will take you back to the Home screen (see Figure 24). At this point you may define
another component fleet following the same process, or proceed to Step 4 on the Home screen.
Data Requirements for Business Unit Focus Screen (Logistics Tool Only)
The Business Unit Focus screen is shown below.
Enter the percentage of total activity associated with each Business Focus category. Percentages should sum to 10D for each of your business units.
Business Focus
Business Unit Name
Logistics
Provider
Freight Freight Truck
Forwarder Broker Carrier
1: Multi-Modal 1, Inc.: Logistics 1
Figure 29: Business Unit Focus Screen (Logistics Mode Only)
For each Logistics business unit you will need to specify the percent of total activity associated with the
different Business Unit Focus categories, listed below.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 50
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Logistics Provider: Logistics providers are non-asset based third parties that provide multiple,
bundled logistics services. They may be involved in material management, transportation
management, inbound and outbound freight, inventory management, 4PL activities,
warehousing, cross dock, kitting, packaging, and sub assembly processes.
Freight Forwarder: Freight forwarders are documentation specialists and consolidators of
freight such as LTL (less than truckload) and LCL (less than container load). Freight forwarders
normally provide pickup and delivery for domestic and international shipments, and provide the
property transportation for a compensation or fee basis.
Freight Broker: A freight broker buys and sells transportation services and normally works on
behalf of a carrier or shipper.
Truck Carrier: Truck carriers operate their own managed fleet (owned or leased). These fleets
can be for-hire or private/dedicated. Refer to "Choosing the Right Tool for your Business Units"
in Part I of this guide to determine if you should complete the SmartWay Truck Tool for the
Truck Carrier portion of your operations.
Note: for each Rail fleet, you will also need to specify the Class of the associated fleet
(1,2, or 3).
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 51
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SECTION 4: DOWNLOAD SMARTWAY CARRIER DATA FILE
Once you are back on the Home screen, if you have any Logistics Component Fleet, you will need to
select the button in step # 4: Download Latest SmartWay Carrier Data File. This will ensure that you
have the latest carrier performance data for characterizing logistic fleet performance. You will not be
able to input the required logistics fleet data in Step 5 without this file. You must have an active
Internet connection to perform this step.
Select Component Fleet for Data Entry
On the Home screen, you will now see all the fleets you created listed in the window below item # 5:
Select Component Fleet for Data Entry.
SmartWay
eport Year
2013
Multi-modal
United States Version: 2.0.12
Released on: 6/6/2013
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)
Multi-Modal 1, Inc.
Enter Contact Information
y 3. Define your component fleets: I
Date of Current
Carrier File:
Download Latest SmartWay Carrier Data File
5/27/2013
5. Enter activity information for each component fleet
Multi-Modal 1, Inc.: Intermodal Division [Truckl] - Not Checked
Multi-Modal 1, Inc.; Truckload Division [Truck2] - Not Checked
Multi-Modal 1, Inc.: Logistics 1 [Logisticsl] - Not Checked
Multi-Modal 1, Inc.: Rail 1 [Raill] - Not Checked
6.
7.
Define vour Composite Fleets
View Vour Data Reports
e.
9.
Provide Additional Information
Create Final Version
Figure 30: Home Screen with Component Fleet Status
There will be a status message after each fleet, indicating whether or not the data entry for that fleet is
complete. The following information may appear beside a fleet name:
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 52
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Not checked - Data has not been entered yet.
Incomplete - Some data is still missing and/or inconsistent.
Complete - All data requirements have been met and validation has occurred.
In addition to the status indicators above, you may also see one of two qualifiers: "Errors" or
"Warnings."
Errors will prevent you from generating the Internal Metrics Reports under item #7, View
Reports, and must be addressed before you can submit your Tool to EPA.
Warnings will still allow you to run the Internal Metrics Reports and submit your data to EPA.
However, it is strongly recommended that you carefully review each warning message before
sending your data to EPA so that you can anticipate questions that may come from a Partner
account manager (PAM) as a result of your data being outside the expected ranges. The method
addressing errors and warnings is described for subsequent input screens in the following
sections.
To add data to a particular fleet file, highlight the fleet name and then double-click. You will then
proceed to the Tool Data Entry Screens.
SECTION 5 DATA ENTRY: ENTER FUEL AND/OR ACTIVITY INFORMATION FOR EACH OF YOUR
COMPONENT FLEETS
PLEASE REFER TO THE TRUCK, LOGISTICS. AND RAIL TOOL USER GUIDES FOR
DETAILED INSTRUCTIONS REGARDING DATA ENTRY FOR YOUR COMPONENT
FLEETS.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 53
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SECTION 6 DATA ENTRY: DEFINE YOUR COMPOSITE FLEETS
Now that you have identified and characterized your component fleets, you will be asked to provide
information for EACH composite fleet. In this section, you will be asked to allocate component fleet
miles and ton-miles across the different composite fleets.
The "Define Your Composite Fleet" section of the Tool has three subsections:
1. Identify Composite Fleet
2. Allocate Component Fleet
3. Composite Fleet Details
The requirements for each subsection are described below.
Once you have entered data for all of your component fleets, and resolved any error notifications, you
may proceed to Step 6, Define Your Composite Fleets. This step allows you to group your component
fleets into larger, composite fleets operating across one or more modes. Composite fleets are entities
that your customers can hire to move their freight. For example you may have a Truckload Division and
an Intermodal Division for hire.
Identify Composite Fleets
First, enter the name of your composite fleets on the first screen, Identify Composite Fleets, as shown
in Figure 31. Names include your Partner Name combined with your Fleet Identifier. Remember to
enter your composite fleet names exactly as you want them to be seen on the SmartWay website.
Note: Your company's name and your composite fleet(s) will be listed on the
SmartWay website to indicate your participation in the SmartWay Transport
Partnership. Your shipper and logistics customers can also use the SmartWay Online
Database to search for your company by the name you submit in the Tool, your SCAC
number or your Motor Carrier Number. Therefore, it is critical that you identify your
company and composite fleet(s) in the Tool as you would have them appear on the
SmartWay website and within other SmartWay Tools.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 54
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SmartWay: Composite Fleet Characterization
Allocate Component Fleets
Composite Fleet Details
Please input the names of your composite fleets/divisions, making sure they appear as you wish them to be listed on the SmartWay website. Composite
fleets/divisions are entities that your customers can hire to move their freight. For example you may have a truckload division and an intermodal division.
Delete Company Name
[T~ |Multi-Modal 1, Inc.
Composite Fleet Identifier
Composite Fleet Name
| Intermodal
I Multi-Modal 1, Inc.: Intermodal
|Multi-Modal 1, Inc.
TrucWoad
Multi-Modal 1, Inc.: TrucWoad
X Delete Checked Rows
Add Another Composite Fleet
Figure 31: Identifying Composite Fleets
You may add more fleets by selecting Add Another Composite Fleet. To proceed to the next screen,
select the Allocate Component Fleets tab or select NEXT.
Allocate Composite Fleets
Proceed to the Allocate Component Fleets screen (Figure 32) to see a list all of the component fleets
you defined under Step 3 (Define Your Component Fleets). All of the miles and ton-miles associated
with each of these fleets must be assigned across one or more of the composite fleets you defined on
the previous screen. You must allocate component fleet activity based on the percentage of total miles
and total ton-miles attributable to each composite fleet. The total miles and ton-miles listed for each
component fleet is automatically calculated from Step 5 where you entered the activity data for your
component fleets. (Note that Total Miles refers to truckload miles for the Truck Mode, and railcar-miles
for the Rail mode.)
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 55
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SmartWay: Composite Fleet Characterization
Identify Composite Fleets
Composite Fleet Details
For each component fleet listed below, follow steps 1 - 3. Component fleets are organized around your internal management of the company. As you assign each component
fleet, its status will change from "Not Assigned" to "Allocated." Repeat the steps for each component fleet until they have all been allocated. To view a summary of the
allocation percentages for all component fleets, select the "Show Allocations" button. When you are done, please proceed to the final step of entering your Composite Fleet
Details.
Component Fleets
Multi-Modal 1, Inc.: Intermodal Division [Truckl] - Allocated
Multi-Modal 1, Inc.: Truckload Division [Truck2] - Allocated
Multi-Modal 1, Inc.; Rail 1 [Raill] - Allocated
1. Select a fleet from the list. Note that the header below will change to indicate the selected component
fleet. The Total Miles and Ton-Miles values will also change to reflect the miles and ton-miles for the
selected component fleet,
2. For each composite fleet in the bottom section of the screen, enter the appropriate percentages for
miles and ton-miles, (The miles and ton-miles associated with the selected component fleet will be
calculated automatically, reflecting the percentage allocation entered.)
3. Continue allocating the component fleet until you have accounted for 100% of its miles and ton-miles.
Show Allocations
Multi-Modal 1, Inc.: Logistics 1 [Logisticsl]
Composite Fleets
L
D L
| 1 Multi-Modal 1, Inc. : Intermodal
| 2 Multi-Modal 1, Inc.: Truckload
| 32 % | 561,058 | 45 % | 14,343,553 _i
| 68 % | 1,192,247 | 55| % | 17,531,009
* Miles refers to truckload-miles and/or railcar-miles,
depending upon modes utilized.
Totals:
1,753,305 100 %
31,874,562
Screen
Demo
Figure 32: Allocating Component Fleets
Note that the percentage allocations must sum to 100 for each component fleet. In addition, if you enter
a non-zero percentage for a particular total miles assignment, and zero percent for the corresponding
ton-mile assignment (or vice versa), the Tool will display an error and you will not be allowed to proceed
until reconciling the discrepancy.
The Show Allocation button located below the component fleet list allows you to view a summary of
your composite fleet percentage allocations across all of your different component fleets, in order to
confirm the accuracy of your assignments. An example is provided in Figure 33.
The Validate Screen button will validate the information you enter on this screen. The ratio of total
allocated ton-miles to total miles is checked for each composite fleet. If any of these ratios differ from
industry average payload standards, you will receive a warning message. These warning messages are
intended to flag possible data entry errors; however these warning messages will not prevent you from
submitting your completed Multi-modal Carrier Tool to EPA.3
Validation warnings are issued for low payloads if the average payload for a composite fleet is < 14.5
tons (based on the out of range warning for Class 8b TL/Dry Vans - see Truck Tool Technical
Documentation for details). Warnings are issued at the high end if the average composite fleet payloads
are > 60 tons. This value was chosen based on the distribution of payloads reported by Multi-modal
Partners in 2012, with approximately two thirds of Partners having payloads less than this cutoff.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 56
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Please refer to Appendix A for a description of the procedure used to calculate the gram per mile and
gram per ton-mile performance metrics for composite fleets.
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Composite Fleet Allocation
Total Miles Allocation
Component Fleet
Muti-modaM Inc Intermodal Division [Truckl]
Multi-modal 1 Inc Truckload Division [Truck2]
Multi-modal 1. Inc . Rail 1 [RaiH]
Multi-modal 1 Inc Logistics 1 [Logisticsl]
Muti-modaM Inc Logistics 2 [Logistics2]
Composite Fleet Allocation
13 Ton Miles Allocation
14 Component Fleet
15
16
17
18
19
20
21
22
1
30
31
33
34
35
1
40
Muti-modal 1 Inc Intermodal Division [Truckl]
Muti-modal 1 Inc Truckload Division [Tfuck2]
Muti-modal Line.: Rail! [Rail!]
Multi-modal 1 Inc Logistics 1 [Logisticsl]
Multi-modal 1 Inc Logistics 2 [Logistics2]
B E F G H I
Return to E
itrv Form
Status Total Miles
Allo ated
Allo ated
Allo ated
Allo ated
Allo ated
Status
Allocated
Allocated
Allocated
Allocated
Allocated
100,001
50001
0
49481
26041
225,524
Ton Miles
1,900,019
100002
2,313.212
1.000.001
500001
5.813,235
Intermodal
Truckload
10000% 0.00%
84 00% 16 00%
10000% 0.00%
35 00% 65.00%
62.00% 4800%
Intermodal Truckload
10000% 000%
79 00% 21 00%
10000% 0.00%
3000% 7000%
5000% 5000%
J
K
Figure 33: Example Composite Fleet Allocation Summary
Select the Return to Entry Form button to leave the spreadsheet and return to the allocation screen
shown in Figure 32.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 57
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Composite Fleet Details
First proceed by entering the SCAC and MCN values for each composite fleet if available (see Figure 33).
Separate multiple values by a comma if necessary. These values are not mandatory but will assist
Shippers and Logistics Companies in identifying your fleets. Next select the appropriate contact from the
drop-down menu.
Once you have allocated all of your component fleets across the composite fleets, select the HOME
button to return to the Home screen.
SmartWay: Composite Fleet Characterization
Identify Composite Fleets
Allocate Component Fleets
Composite Fleet Details
Please enter the following detail information for each of your Composite Fleets listed below. The SCAC and MCN information you enter here will be what the Smart Way
partners will see when they are searching for SmartWay Multi-modal carriers. Please enter 'N/A1 for SCAC and/or MCN if your composite fleet doesn't have these.
Composite Fleet Name
SCAC(s)
MCN(s)
Fleet Contact
flJU-Modall, Inc.:Intermodal
|flBDC
|123456
Glenn Johnson
, Inc.: Truckload
|XDSD,ADFJ
Jack Shephard
Figure 34: Example Composite Fleet Details Screen
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 58
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View Reports
Once you complete allocating component fleet activity across your composite fleets and return to the
Home screen, you may select View Performance Data which will take you to the following screen:
Multi-modal Reports menu
Please select the type of summary report you would like to review.
Composite Fleet Reports:
Composite Fleet Allocation Report
Composite Fleet Metrics Report
Composite Fleet Comments Report
Optional Information Report
Component Fleet Reports:
Truck Fleet Report Menu
Logistics Fleet Report Menu
Rail Fleet Report Menu
ZOOM IN
Figure 35: View Reports Menu
Selecting any of the green buttons will display data for the selected fleet type (component by mode, or
composite). You will then proceed to another screen where you can choose how to view the results.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 59
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Selecting any of the summary report types will take you to a screen allowing you to preview and print
your reports. Figure 36 shows one of many sample reports that the tool can generate for you, in this
case summarizing the performance metrics for each composite fleet. Similar composite reports are
available by carrier mode and Partner-level totals, as well as component fleet reports by mode type.
(Note that reports for air and marine component fleets will be available in the future.) These reports
will prove useful for your company's evaluation and improvement efforts.
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Muti-modal 1. Inc. Intermodal
Multi-modal 1 Inc. Truckload
Report Year: 2012
c
D E F G H I
June 3, 2013
Company: Multi-modal 1, Inc.
Based on Annual Miles
Grams per Mile
(Statute)
Grams per Ton-Mile
(Statute)
1 642 1 476
2 463 647
Total Emissions
7877
693
' The report you requested appears behind this window.
NOx
208 Multi-modal 1 Inc Intermodal
209 Multi-modal 1 Inc Truckload
210
211
212
213
403
409
410
411
412
413
414
415
610
611
PM2.5
Multi-modal 1 Inc : Intermodal
Multi-modal 1 Inc Truckload
PM10
612 Muti-modal 1 Inc Intermodal
613 Multi-modal 1 Inc Truckload
614
615
616
617
812
i '
Based on Annual Miles
Grams per Mile
(Statute)
Grams per Ton-Mile
(Statute)
102 147
21 2 5.0
Total Emissions
7834
536
Based on Annual Miles
Grams per Mile
(Statute)
023
1 17
Grams per Ton-Mile
(Statute)
025S
0-454
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Total Emissions
1.3793
04864
Based on Annual Miles
Grams per Mile
(Statute)
Grams per Ton-Mile
( Statute)
02356 0.2652
1.1907 0.4545
Total Emissions
1
0
LMJ _jซ ^H
Figure 36: Example of Completed Composite Fleet Performance Metrics Report
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 60
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Providing Additional Information
After completing Steps 1 - 6 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 Multi-
Provide Additional Information
modal Carrier Tool data to EPA. Selecting the
button on the Home screen will open the Partner Information form (see Figure 37).
SmartWay Additional InformationMulti-Modal 1, Inc.
Partner Information
Logo Qualification
Suggestions
This page is optional. SmartWay will use the information you submit 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 please make sure the text is exactly as you
wish it to appear. If your company contains a public relations function, you may want them to review before submittal, however, keep your SmartWay
due date in mind. SmartWay WILL review for appropriate content. Information provided should be informational in nature, and speak to the question.
Partner Name: Multi-Modal 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)
Screen
Demo
Figure 37: Partner Information Screen
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.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 61
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Figure 38 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. Tractor and
Trailer Logos may be placed directly on your equipment to display your fleet's qualification. Use this
screen to provide information regarding your qualification for, and planned use of, the Partner, Truck
and Trailer Logos. Use the scroll bars to display more questions and input fields. Additional information
on Logo qualification and use can be found by selecting the
SmartWay Partner Logo Information
button or the
.~ ... View the SmartWay Designated Trailer specifications
View the SmartWav Designated Tractor specifications _n_j ~ " linl^c
SmartWay Additional InformationMulti-Modal 1,
Partner Information
Suggestions
The SmartWay PARTNER Logo is provided at the company level to Partners that meet SmartWay's Partner environmental performance thresholds. For
detailed information on the SmartWay Partner Logo, select the button below:
SmartWay Partner Logo Information
Partner Name: Multi-Modal 1, Inc.
SmartWay Partnership Logo
The SmartWay PARTNER Logo is provided at the company level to Partners
that meet SmartWay's Partner environmental performance thresholds.
P I have read the SmartWay Logo Graphics Standards and Usage Guide (on webpage)
l~~ I have read the SmartWay Logo Qualification Fact sheet (on webpage)
p If I earn the right to use the SmartWay PARTNER Logo I agree to SmartWay's
PARTNER Logo use guidelines, (on webpage)
j If I earn the right to use the SmartWay PARTNER Logo, send me the digital
PARTNER Logo Files.
I intend to use to use the SmartWay Partner Logo on:
l~ My website
i~~ Marketing materials
P Internal company materials
SmartWay TRACTOR Logo
View the SmartWav Designated Tractor specifications
r- If my tractors meet the SmartWay designated specifications, send me the digital
TRACTOR Logo files.
If my tractors meet the SmartWay designated specifications, I agree to SmartWay's
TRACTOR Logo use guidelines, (on web page)
I intend to use the SmartWay Truck Logo on my tractors
Eased on the guidelines, I intend to use the TRACTOR Logo on this
number of eligible tractors.
SmartWay TRAILER Logo
View the SmartWav Designated Trailer specifications
j If my trailers meet the SmartWay designated specifications, send me the digital
1 TRAILER Logo files,
p If my trailers meet the SmartWay designated specifications, I agree to SmartWay's
TRAILER Logo use guidelines, (on web page)
I intend to use the SmartWay Truck Logo on my trailers
Figure 38: Logo Qualification Screen
Figure 39 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 Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 62
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SmartWay Additional InformationMulti-Modal 1, Inc.
Partner Information
Logo Qualification
IT
Suggestions
OPTIONAL: Provide Feedback to SmartWay
Partner Name: Multi-Modal 1, Inc.
This page is optional. SmartWay values your feedback and information you provide will be kept confidential within SmartWay and will be used to improve the
program.
Please answer Ves or No
Did you use the Quick Start User Guide?
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
Screen
Demo
Figure 39: Suggestions Screen
Once you have completed these three screens, select the
screen.
button to return to the Home
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 63
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Submitting Data to SmartWay
Congratulations! You are now ready to send your data to EPA.
Select the
Generate File to Send to EPA1
button, which will open the following screen.
Create submission file for EPA
SmartWay9
Report Year
2013
Multi-modal
United States Version: 2.0.12
Released on: 6/6/2013
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 IB U.S.C. 10B1 (criminal liability for false
statements), 31 U.S.C. 3B01 - 3812 (civil liability for false statements) and 31 U.S.C. 3729-33 (The False Claims Act).
I" I understand and agree to the terms of this agreement.
Screen
Demo
Figure 40: 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 SmartWay ID" to have your ID
sent to you.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 64
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Create submission file for EPA
SmartWay*
Report Year
2013
Multi-modal
United States Version: 2.0.12
Released on: 6/6/2013
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).
B" 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.
Yes
Are you an existing Partner in SmartWay?
Did you submit data last year?
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
were either the designated Primary Contact or Executive Contact in last year's submission, you can use the link below ID
have your SmartWay ID emailed to you.
JIKD4HF94
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.
Screen
Demo
Figure 41: Completed Submission File Screen
When ready, select NEXT to create a file with the following naming convention:
Multi-modal_PartnerName_ Year_ VO.xml
For example, Multi-modal_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.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 65
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SmartWay - Instructions for Submitting File
SmartWay9
Multi-modal
United States Version: 2.0.12
Released on: 6/6/2013
A copy of this file called C:\Rick's Desktop\Smart Way \MMT\Multi-modal_Multi-Modal 1, Inc._2013_VQ.xml has
been created and is ready to be emailed to EPA.
The file was saved in a folder called: C:\Rick's Desktop\SmartWay\MMT\
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.govj or to
your Partner Account Manager (PAM) if your company is an existing SmartWay Partner.
If you have any questions on this submission process, please contact the SmartWay Transport Partnership
Call Center at (703) 214-4767 or email smartway_transport@epa.gov.
Figure 42: 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 Multi-modal Carrier 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.
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Troubleshooting the Tool
Although the revised SmartWay Tools have been tested extensively, you may encounter errors.
Intermittent errors have been encountered when opening the Tools directly from an e-mail rather than
from a drive, or when multiple Excel files are open simultaneously. If you encounter an error during use
of the Tool, please try restarting it directly from a disk drive, with all other Excel files closed. In addition,
make sure that your computer is using a system and application version validated for use with the
SmartWay 2012 Tools (XP, Vista, or Windows 7 operating systems; Excel Office 2003, 2007, or 2010.)
If you continue to encounter problems, please make a screen capture of the error message, and save the
data at that point. (You can make a screen capture by pressing Alt-Prt Scr, and then pasting the image
into a document such as MS Word.) Then send the screenshot, along with the saved data to your
Partner Account Manager for further assistance.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 67
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Appendix A - Calculating Composite Fleet Performance Metrics
The Multi-modal Carrier Tool calculates gram per mile and gram per ton-mile performance metrics for
composite fleets using the carrier-specific performance metrics associated with the associated
component fleets. The percentage distributions provided for miles and for ton-miles are used as
weighting factors in developing these composite values.
The following example illustrates how the composite metrics are calculated for CO2 grams per mile.
1) Three Component Fleets are defined: Logistics 1, Truck 1, and Logistics 2
2) Three Composite Fleets are defined: Composite 1, Composite 2, Composite 3
3) Component fleet activity is allocated across the composite fleets as summarized below:
Total Miles Allocation
Component Fleets
Logistics 1
Truck 1
Logistics 2
Total
Total Miles
6,679,941
1,234,567
1,000,000
8,914,508
Composite 1
30%
50%
35%
Composite 2
50%
50%
12%
Composite 3
20%
0%
53%
Total
100%
100%
100%
4) The mileage associated with each component/composite fleet combination is calculated by
multiplying the total miles in the table above by the associated fraction, with the results
summarized as follows:
Miles
Composite 1
Composite 2
Composite 3
Total
Logistics 1
2,003,982
3,339,971
1,335,988
6,679,941
Truck 1
617,284
617,284
0
1,234,567
Logistics 2
350,000
120,000
530,000
1,000,000
Total
2,971,266
4,077,254
1,865,988
8,914,508
5) The corresponding composite-based mileage fractions are as follows:
Miles
Composite 1
Composite 2
Composite 3
Logistics 1
67%
82%
72%
Truck 1
21%
15%
0%
Logistics 2
12%
3%
28%
Total
100%
100%
100%
6) The CO2 grams per mile values calculated for each component fleet are as follows:
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 68
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Logistics 1: 2,261 g/mi
Truck 1: 1,649 g/mi
Logistics 2: 1,163 g/mi
7) Using the composite-based mileage distributions and component fleet grams per mile values,
the grams per mile value for Composite Fleet 1 is calculated as follows:
Composite 1 g/mi = (0.67 x 2,261 + 0.21 x 1,649 + 0.12 x 1,163) = 2,001 g/mi
Gram per mile values for Composite Fleets 2 and 3 are calculated in a similar fashion, as are the
corresponding gram per ton-mile values. Values for NOx and PM are calculated in an identical fashion.
Note: Class 2 and 3 Rail component fleets do not report railcar miles. Accordingly, grams per mile values
cannot be calculated directly from their fleet inputs and must be estimated. In order for the Multi-
modal Carrier Tool to calculate gram per mile values for composite fleets containing Class 2 or 3
component rail fleets, SmartWay assumes these fleets have gram per mile emission rates equal to those
assumed for non-SmartWay Class 1 rail carriers.
Emission factors for all rail fleets within the Multi-modal Carrier Tool are reported in grams per truck-
equivalent mile to facilitate compositing with truck fleets. Therefore the grams per railcar-mile values
for Class 1 non-SmartWay Rail Carriers were converted to grams per truck-equivalent mile, using the
fleet average rail car volume value of 6,091 cubic feet and the average truck trailer volume of 3,180
cubic feet, resulting in the following gram per mile factors used for Class 2 and 3 rail fleets:
CO2 g/mi = 650
NOx g/mi = 11.54
PM10 g/mi = 0.322
PM2.5 g/mi = 0.312
Please see the Rail Tool Technical Documentation for details.
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Appendix B - Worksheets
List of Worksheets
Worksheet #1: Company and Contact Information 71
Worksheet #2: Component Fleet Characterization 72
Worksheet #3A: Identify Composite Fleets and Composite Fleet Details 73
Worksheet #3B: Allocate Component Fleets 74
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WORKSHEET #1: COMPANY AND CONTACT INFORMATION
#1. Enter your Contact Information:
General Company Contact Information
Company Name
Headquarters
Mailing Address
City
Main Phone
Number
State/Province Zip Country
Toll-free Number Cell Web Address
number
Primary Contact Information
Primary Contact Name
Primary Contact Mailing
Address
City
Primary Contact Phone
Number
State/Province Zip Country
Email
Address
Executive Contact Information
Executive Contact Name
Executive Contact Mailing
Address
City
Executive Contact Phone
Number
State/Province Zip Country
Email
Address
Other Contact Information
Executive Contact Name
Executive Contact Mailing
Address
City
Executive Contact Phone
Number
Contact's role in program
State/Province
Email
Address
Zip Country
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WORKSHEET #2: COMPONENT FLEET CHARACTERIZATION
Complete this worksheet for each component truck and/or logistic fleet you will be submitting in the
Multi-modal Carrier Tool.4
#2: Define your Fleets
Partner Name and Fleet Identifier
NAICS: SCAC: MCN: DOT#:
FLEET TYPE: 95% Control*
Fleet Contact:
Operation Category Percentages:
Truckload LTL Drayage Package Delivery Expedited,
Body Type Percentages:
Dry Van Reefer Flatbed Tanker Chassis Heavy Bulk
Auto Carrier Moving Utility Special Hauler
Applicable for Truck fleets, not Logistics fleets
4 Component Rail fleets only require Partner Name, Fleet Identifier, NAICS code, Rail Class (1,2,or 3),
and Fleet Contact.
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WORKSHEET #3A: IDENTIFY COMPOSITE FLEETS AND COMPOSITE FLEET DETAILS
Complete the following for each composite fleet you will be submitting in the Multi-modal Carrier
Tool.
#3A: Define Your Composite Fleets
Company Name / Component Fleet Identifier
SCAC:
Motor Carrier Number:
Fleet Contact:
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WORKSHEET #3B: ALLOCATE COMPONENT FLEETS
Complete the following table for each component fleet you will be assigning to the composite fleets
listed in Worksheet 3A.
#3B: Allocate Your Component Fleets
List each composite fleet identified in Worksheet 3A. Add lines to the table below or copy
the table multiple times if necessary.
"% Miles" and "% Ton-Miles" columns must each sum to exactly 100% for each component
fleet.
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
Composite Fleet Name
% Miles
% Ton-Miles
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