Transport Partnership
U.S. ENVIRONMENTAL PROTECTION AGENCY
Logistics 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
Logistics 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                       EPA-420-B-13-031

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Table of Contents
  TABLE OF CONTENTS	3
  INTRODUCTION	5
PARTI: DOWNLOADING AND SETTING UP THE TOOL	6
  DOWNLOADING AND SETTING UP THE TOOL	7
     Software and Hardware Requirements	7
     Downloading the SmartWay Logistics Company Tool	7
     How to Set Security Levels for the SmartWay Tools	7
        Security Settings For Excel 2003 Users	8
        Security Settings For Excel 2007 Users	9
        Security Settings For Excel 2010 Users	15
PART 2: TOOL ORGANIZATION	19
  BASIC ORGANIZATION OF THE SMARTWAY LOGISTICS COMPANY TOOL	20
  REVIEWING THE INTRODUCTORY SCREENS	22
     SmartWay Introduction Screen	23
     SmartWay Partnership Annual Agreement Screen	24
     SmartWay Tool Selection Screen	25
     Required Information Screen	26
  BASIC OVERVIEW OF How TO COMPLETE THE TOOL	28
     Sections of the Tool	29
     Entering Your Data	29
     Validating Your Data	30
     Saving Your Data	30
     Reviewing Your Data	30
     Providing Additional Information	30
     Submitting Data to SmartWay	30
PART 3: SECTION-BY-SECTION DATA ENTRY GUIDANCE	31
  PREPARING FOR DATA ENTRY	32
  SECTION 1 DATA ENTRY: ENTER PARTNER NAME	33
        Section 1 Overview	33
            Steps for Entering Partner Name	33
  SECTION 2 DATA ENTRY:  ENTER COMPANY AND CONTACT INFORMATION	34
        Section 2 Overview	34
            Steps for Entering Contact Information:	36
  SECTION 3 DATA ENTRY:  LOGISTICS BUSINESS UNIT CHARACTERIZATION	37
        "Identify Logistics Business Units" Screen Overview	38
            Steps for Completing "Identify Business Units" Screen:	40
        "Logistics Business Unit Details" Screen  Overview	41
            Steps for Completing "Business Unit Details" Screen	42
        "BUSINES FOCUS "Screen Overview	43
            Steps for Completing "Business Focus" Screen	44
        "Operation Categories" Screen Overview	44
            Steps for Completing "Operation Categories" Screen:	45
        "Body Types" Screen Overview	45
     Steps for Completing The "Body Types" Screen:	46
  SECTION 4: DOWNLOAD LATEST SMARTWAY CARRIER DATA FILE	47

                        SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 3

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SECTION 5: SELECT BUSINESS UNIT FOR DATA ENTRY (PROVIDING ACTIVITY AND FUEL CONSUMPTION INFORMATION FOR YOUR
BUSINESS UNITS)	47
      "Business Unit Status Review" Overview	47
          Steps for Selecting a Business Unit to Review:	49
      Completing the Select Carrier(s) Screen	49
  Steps for Inputting Carriers for a Business Unit:	50
  Steps for Completing the Manual Input SmartWay Carriers Tab:	51
  Steps for Completing the Manual Input Non-SmartWay Carriers Tab:	51
      Completing the Activity Data Screen	52
  Steps for Completing the Activity Data Tab for Your Business Unit:	54
SECTIONS 6-8: OPTIONAL STEPS—YEAR TO YEAR COMPARISONS, VIEW REPORTS, AND PROVIDE ADDITIONAL INFORMATION	56
VALIDATING YOUR DATA	57
VIEWING REPORTS	59
          Viewing the Year-to-Year Comparison Report	60
          Viewing Other Data Reports	63
PROVIDING ADDITIONAL INFORMATION	65
SUBMITTING DATA TO SMARTWAY	68
  Steps for Submitting Your Tool To EPA	Error! Bookmark not defined.
TROUBLESHOOTING THE TOOL	72
APPENDIX A: RECOMMENDED DATA SOURCES FOR ACTIVITY DATA	73
WORKSHEET #1: COMPANY AND CONTACT INFORMATION	74
WORKSHEET #2: LOGISTICS BUSINESS UNIT CHARACTERIZATION	75
WORKSHEET#3A: SELECT CARRIER(S)	76
WORKSHEET #3B: ENTER ACTIVITY DATA (PAGE loF5)	77
WORKSHEET #3B: ENTER ACTIVITY DATA (PAGE 2 OF 5)	78
WORKSHEET #3B: ENTER ACTIVITY DATA (PAGE 3 OF 5)	79
WORKSHEET #3B: ENTER ACTIVITY DATA (PAGE 4 OF 5)	80
WORKSHEET #3B: ENTER ACTIVITY DATA (PAGE 5 OF 5)	81
                      SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide  | Page 4

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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 Logistics Company Partner.

The first guide, the Logistics Company Tool "Quick Start Guide/' provides a basic walk-through of the
process of identifying, gathering, preparing, and submitting your data using the SmartWay Logistics
Company Tool. (From this point on, this guide will refer to the SmartWay Logistics Company Tool as
the "Logistics Company Tool" or simply, the "Tool," for brevity.)

The Quick Start Guide may be all you need to successfully complete the Logistics Company Tool.

This guide, the Logistics Company 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 business unit composition and activity data you collected
(as mentioned Quick Start Guide and the online data entry forms it references) into the Logistics
Company Tool. This guide covers:
       •   Downloading and setting up the Tool to run properly
       •   Basic organization of the Logistics Company Tool
       •   Entering your data
       •   Viewing business unit 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.
                      SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 5

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PART 1:
DOWNLOADING AND
SETTING UP THE TOOL
     SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 6

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Downloading and Setting up the Tool
SOFTWARE AND HARDWARE REQUIREMENTS

The Logistics Company 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 Logistics Company 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 768

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 Logistics Company Tool.

We encourage you to make sure that you virus software is up to date, and scan your PC before putting
data in the Logistics Company Tool.


DOWNLOADING THE SMARTWAY LOGISTICS COMPANY TOOL

To download the Logistics Company Tool, visit: http://epa.gov/smartway/partnership/logistics.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).
                     SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 7

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SECURITY SETTINGS FOR EXCEL 2003 USERS

 To use the Logistics Company Tool in Microsoft Excel 2003, you will need to have your security levels set
to "Medium."
C Wtcrewlt Itttl
. .
l«»ifi*« WM<~ •**
« ~~" ft •
^^^^^^^•^^^^^^^^^^•••LI
• ' • JL • »

                                   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.
                                                              I Security Level ; 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 Prom trusted sources will be allowed to
  run. Unsigned macros are automatically disabled,

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

•'.._) 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
                         SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide |  Page 8

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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
         "S:\5martWay\5hipper.xls" contains macros,
                               [   Ejiabte Macros    J
                                                   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
         I"-	JTTT-	
Enable Macros
More Info
                          Figure 3: Screen showing "Enable Macros" button







The Welcome Screen for the Logistics Company 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.
                      SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide |  Page 9

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                                                        jcST.Jan2c.clean.yls [Compatibility Mode] - Microsoft Excel

J

"!" _/F.™«P,™r » ' »
Clipboard 15 II F,
^ Security Warning Macros have been di
A2 - ft

Formulas Data Hev.ew View
LI 1
•12 - A' A" 1— ='=|I*M &W,apTBdj General - jg jgjf .Ejf :
a-iifr-A-.^^^^c^,. ,,-* , Mi3 «|-s™_^
abled. Options...
'«».• - « X
=1 I— i I"""'. 5! flirt S A-» *^.

3 ™ "
Jiaear- Firte,, 5^^.
Cells Editing
X
In order to run this application, you must have macros enabled.
A B |
C 1 D 1 E | F j G |
i 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 .." button appears in the menu bar above, follow these instructions:
                1. Select the Options button. This button appears after the Security Warning jnthe 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. Goto Excel Options. Select the "Excel Options" button in the bottom right corner of the pull-down menu:
                3 Go to the Trust Center. On the Excel Options screen, select on Trust 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:

               Ynn haw> roarhoH thic err
           3)
                            Figure 4: Security Warning Screen


In the Microsoft Office Security Options dialog box (Figure 5), choose "Enable this
content" and select OK.
                                    Microsoft Office Security Options
                                      0
                       Security Alert - Macro
                                      Macro
                                        Macros have been disabled. Macros might contain viruses or other security hazards. Do
                                        not enable this content unless you trust the source of this file.

                                        Warning: It is not possible to determine that this content came from a
                                        trustworthy source. You should leave this content disabled unless the
                                        content provides critical functionality and you trust its source.
                                        More information

                                        File Path:  C^marhvay'^hipper.xls

                                         0 Help protect me from unknown content (recommended)

                                            ;E'-:ai--e :!MI- :orte'v;;
                                     3pen the Trust Center
                                                                                         OK         Cancel
                                               Figure 5: Security Options Dialogue Box


The Welcome Screen for the Logistics Company Tool should then appear and you will be  ready to begin
working on your tool.
                                SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide  |  Page 10

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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
                                       Opl
                                                  (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).
                                    Click the "Enter
                                    Options Button"
                            Figure 6A: Excel Options Drop-Down Menu
                    SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 11

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On the Excel Options screen, select Trust Center in the left navigation bar (Figure 6B):
Excel Options

1 Popular
Formulas
Proofing
Save
Advanced
Customize
Add-Ins ^[
Trust Center
Resources












F?W]

Top options for working with Excel
Click the "Trust >rtlon *
Center" button theRibbon
y
Color scheme: Blue v
ScreenTip style: Showfeature descriptions in ScreenTips
Create lists for use in sorts and fill sequences: Edit Custom Lists...
When creating new workbooks

Use this forit: Body Font
Font size: 11 V
Default view for new sheets: Normal View
Include this manys.heets: J3 	
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
                     SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 12

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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):
                                Help keep your documents safe and your computer secure and health)
                          Protecting your privacy
                           Microsoft cares about your privacy. For more information about how Microsoft Office Excel helps to protect your privacy,
                           please seethe privacy statements.
                             Show the Micro son office E;
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Choose the setting "Disable all macros with notification" (Figure 8) and select OK.
Trust Center 0®

Trusted Publishers
Trusted Locations
Add-ins
ActiveX Settings
Macro Settings
Message Ear
External Content
Privacy Options


For macros in documents not in a trusted location: CnOOSG DiS3ol6
O Disable aM macros without notification -
© Disable all macros with notification "^^^^ a" HiaCrOS WJth
O Disable all macros except digitally signed macros notification "
O .Enable all macros (not recommended; potentially dangercl
Developer Macro Settings
O Trust access to the VBA project object model
| QK I Cancel

                                Figure 8: Macro Settings Screen
Then run the Tool.
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.
                    SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 14

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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.

          - o i-
           Home    Insert   Page Layout    References    Mailings    Review    View    Developer    Add-Ins
 A
   f 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
               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, Click for more details.   Enable Content
            Al            •> (*     £  Security Settings forthe Tool
 1 [Security Settings for the Tool
 2  (Pour des instructions en frangais. faites defiler vers ia droite.->)
   In rtrHar tf\ n in thie annlir- aHi-.r-i \tm i mi let hai/a mas*me
                                  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
       button (in the top left corner of the screen) and then select the  &  Excel Options  button in the
bottom right corner of the pull-down menu (Figure 11):
                      SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 15

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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):

Proofing
Advanced
Customize
Add -Ins
Resource;








rv
Top options for working with Excel
0 Enable Live Preview •
0 Always use C earType
Color scheme: j Blue vl
When creating new workbooks
Use this font: Body Font
Font size: 11 *• |
Default view for new sheets: Normal View v
Include this many sheets: 3 	 ^J
Personalize your copy of Microsoft Office

User name: MHeyward

1 °* 1 1 c"""' 1
                           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):
                     SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 16

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Excel Options
  Popular

  Formulas

  Proofing

  Save

  Advanced

  Customize

  Add-Ins
 I 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 F_xcel helps to protect your privacy,
 please see the privacy statements.

   5 how the Microsoft Office Eycel privacy statement
   Microsoft Office Online privacy statement
   Customer Experience Improvement Program


Security & more

 Learn more about protecting your privacy and securityfrom 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
                        SmartWay Logistics  Partner Tool Data Entry and Troubleshooting Guide  |  Page 17

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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


f?lfxj

Macro Settings

i-or macros in a cum nts not in a trusted location: r ~\
O Disable 1 ma ros without notification Select

O Inable ma os (not recommended; potentially dangerous code can run)
Developer Macro Settings
n Trust access to the VBA project object model
j OK j Cancel

                                  Figure 14: Macro Settings Screen
                     SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 18

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PART 2:
TOOL ORGANIZATION
      SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 19

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Basic Organization of the SmartWay Logistics Company Tool

The Logistics Company Tool is the basis of the SmartWay Partnership for Logistics Companies.
Completion and submission of a Logistics Company Tool is the first step to becoming a SmartWay
Logistics Company Partner. Your tool submission must be approved by EPA before you are officially a
Partner.

The Logistics Company 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.
                                 _F	S	H_
                                                       _J	K_
                                                                                    _0	P_
 1
 2
 3
 4
 5
 G
 7
 S
 9
 10
 11
 -]2
 13
 14
 15
jH3
 17
 18
 19
 20
 21
 22
 23
 24
 -A
 26
 27

 29
"30
 31
 32
 33
 34
 35
 36
 37
 38
19
 40
 41
 42
 43
 44
 45
     Gray=Data Entry
           Light Green=
           Background
              I
                       Rep2°"


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

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

                                             Or email the Helpline at: smartway_transport@epa.gov
                   Tool Help and Navigation
 Throughout the tool, you will see numerous buttons. Becoming famriar wth these buttons will make
                completing the tool easier and faster.

         Provides instructions for completing each screen


         Allows you to add notes or darfications (button becomes yellow f a comment exGts)


         Checks your data input for missing or invalid inforrratKm

         Enlarges the text on the screen


         Sends an image of the screen to your defaut printer

         Provides addtional information about data entry fiekjs

NOTE: If a button contains an underlined character, you can also select that button using the
      keyboard by typing the {Alt} key along with the underlined character.
            Figure 15:  Screenshot of the Orientation of the Logistics Company Tool in Microsoft Excel
                         SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 20

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The gray screen is where you enter data. The light green background is the Excel workbook; this area
remains in the background is NOT used for data entry.  For the purposes of your tool submission,
disregard the background workbook.

The name of each form appears at the top left-hand corner of the screen, in white text on the blue
window bar, and the reporting year for the Tool is prominently displayed at the top of the screen.
 SmartWay Introduction
          -SmartWay
 _rtYear
2012
        Logistics
United States Version: 2.0.12
   Released on: 07/08/2013
                                             Introduction
        Welcome to the SmartWay Logistics Tool. This version of the Logistics Tool encompasses ground truck and rail freight
                      movements. A future version will also cover marine and air freight movement.
                            Figure 16: Screenshot of Title of Screen/Form
Each screen contains text instructions or information about the program. Where applicable, the screen
will also include buttons linking to the SmartWay website or other sections of the Tool (e.g., the various
data entry screens); these buttons will be shown in green and clearly labeled, as seen in Figure 17.
                           Go To Logistics Page of the SmartWay Website
                           Figure 17: Screenshot of Button Link in the Tool
The screens also contain navigation buttons to direct you through the Tool.
                    Figure 18: Screenshot of Selected Navigation Buttons in the Tool
When new concept/topic is introduced on a screen, a small question mark ([?]) appears next to it.
When you select the question mark, you will find additional definitions of terms or instructions to help
you complete the screen properly. 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.
                     SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 21

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Reviewing the Introductory Screens
Before you reach your data entry section of the Tool, you will move through five introductory pages that
allow you to review the basics of participation in SmartWay for logistics companies. These screens are:

          •  The "SmartWay Introduction" Screen
          •  The "SmartWay Partnership Annual Agreement" Screen
          •  The "SmartWay Tool Selection" Screen
          •  The "Required Information" Screen

The features of these screens are described below.
                   SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 22

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SMARTWAY INTRODUCTION SCREEN

The SmartWay Introduction screen is the first window that appears when the Tool is opened (Figure
19).  This screen contains:

    •   a button linking to the SmartWay website where you can view and download additional
        information about the program, the Tool, and the technical basis for the calculations in the Tool
    •   descriptions of Tool Help and Navigation buttons found throughout the Tool
 SmartWay Introduction
           •SmartWay
                              Report Year
                                  2012
                                                Introduction
   Logistics
 States Version: 2.0.12
leased on: 07/08/2013
         Welcome to the SmartWay Logistics Tool.  This version of the Logistics Tool encompasses ground truck and rail freight
                       movements. A future version will also cover marine and air freight movement.

       For additional Information such as the tool user guide, technical manual or other support materials, select the
                                             button below:
                                   Go To Logistics Page of the SmartWay Website
                                   Or call the SmartWay Helpline at: (734) 214^1767

                                 Or email the Helpline at: smartway_transport®epa.gov
                                         Tool Help and Navigation

               Throughout the tool, you will see numerous buttons. Becoming familiar with these buttons will make
                                     completing the tool easier and faster.


                          Provides instructions for completing each screen


                          Allows you to add notes or clarifications (button becomes yellow if a comment exists)


                          Checks your data input for missing or invalid information


                          Enlarges the text on the screen


                          Sends an image of the screen to your default printer


                          Provides additional information about data entry fields

             NOTE: If a button contains an underlined character, you can also select that button using the
                      keyboard by typing the {Alt} key along with the underlined character.
ADD/VIEW
COMMENTS
VALIDATE
 SCREEN
                                                                                                 Page 1
                                Figure 19: SmartWay Introduction Screen


Of special note is the small question mark ([?]), which appears next to new concepts when they are

introduced throughout the Tool. Clicking the question mark will reveal additional definitions of terms or

instructions to help you complete the screen properly.
                      SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 23

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After selecting the  ^^^^^™ button on the SmartWay Introduction screen, the SmartWay
Partnership Annual Agreement will appear.
SMARTWAY PARTNERSHIP ANNUAL AGREEMENT SCREEN
 SmartWay Partnership Annual Agreement
           -SmartWay9
Report Yea
     2012
     Logistics
  i States Version: 2.0.12
Released on: 07/08/2013
   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. Newry formed companies require a minimum of 3 months of operational data.)
  2, Have performance results and Tool submittal status posted on the EPA SmartWay website/database.
  3. Agree to submit supporting documentation to EPA for any data used to complete this Tool and agree to EPA audit of this data upon request by EPA.


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

    General Terms
  1. If the Partner or EPA defaults upon this agreement at any point, the agreement shall be considered null and void.
  2. Either party can terminate the agreement at any time without prior notification or penalties or any further obligation.
  3. EPA agrees not to comment public!/ 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 imp!/
    that EPA endorses the purchase or sale of the Partner's products and services or the views of the  Partner.
  6. Submittal of this SmartV'/ay Tool annually constitutes agreement to all terms in this Partnership Agreement.
    Ho separate agreement need be submitted.
  By checking the box below, I declare that the information submitted via this Tool is, to the best of my knowledge, accurate. I understand that any
  person who, in the course of negotiating or performing under this Agreement, makes, presents or submits a false or misleading statement to the
  government, or any person who makes a material omission in the course of negotiating or performing under this Agreement, may be subject to
  liability under all applicable civil and criminal statutes including 18  U.S.C. 1001 (criminal liability for false statements), 31 U.S-i
  liability for false statements) and 31 U.S.C. 3729-33 (The False Claims Act).
                                             I understand and agree to the terms of this agreement.
                                                               Click to accept
                                                                 Agreement
                                                                                                                   Page 2
                                Figure 20: SmartWay Partnership Annual Agreement


Submitting a Logistics Company Tool to EPA constitutes agreement to all terms of the Partnership

Agreement, which is required for joining SmartWay and remaining a partner in good standing

All participants in SmartWay are strongly advised to read the agreement thoroughly, especially since

some changes in the Agreement's wording have been made since the 2011 version of this Tool.

This screen presents the agreement details; in addition, a text version of the agreement is included in
the Appendix of this guide and in the Quick Start Guide for your convenience.
                          SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide |  Page 24

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If you have been assigned the responsibility for completing your tool submission but are not in the
position to approve the agreement, acquire any necessary approvals before trying to input data into the
Tool.

To move to next screen, you must check the box indicating that your company accepts the terms of the
agreement.

SMARTWAY TOOL SELECTION SCREEN

SmartWay offers several tools tailored for different business models and business units. Most logistics
companies will use the Logistics Company Tool;  however, it is advisable to review this screen in the
Logistics Company 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 21 to determine which Tool is most appropriate for your business unit(s).
          Select this Button
             for More
            Information
Select the 1	I button for further details.
                     SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 25

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     SmartWay
Report Year
    2012
United States Version: 2.0.12
   Released on: 07/08/2O13
                             Is this The right SmanWay toot for me?
                        You operate your own managed fleet
                        (owned or leased) with less than 5% of
                        your freight contracted with outside
                        companies.
                                    I
                                   NO
                        You contract out more than 5% of your
                        freight, i.e. you are a 3PL, broker, freight
                        forwarder or non-asset based carrier.
                        You operate your own managed fleet and:
                        Move 5% or more of your freight with a
                        third-party provider, or move more than
                        1.0% of your freight via rail
                                    I
                                   NO
                          YES
                         *YES
                               Select this Button
                                  for More
                                 Information
                  Figure 21: Determining Which Tool is Appropriate for Your Business Units
REQUIRED INFORMATION SCREEN

This next screen summarizes the information needed to complete the Logistics Company Tool.
You may select
   to create a hard copy to reference as you complete the rest of the Tool.
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 SmartWay - Required Information
           SmartWay*
Report Year
    2012
        Logistics
United States Version: 2.0.12
   Released on: 07/O8/2013
  Following is a brief description of the information you will need to complete this Tool. For further details, please
  consult the Logistics 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, E-mail
   Business Unit Characterization Information
   • Business Unit Names and Contacts
   • Standard Carrier Alpha Codes (SCACs),  Motor Carrier Numbers (MCNs), and/or Department of Transportation (DOT) Numbers
   • Business Focus
   • Operation Type and Body Type
   Carrier Use Profile
   • Identification information of carriers contracted in given year (including mode, name, and ID codes)
   • Carrier utilization details:
    - Total Ton-Miles contracted
    - Average payload information
                                                                                             PageB
                                 Figure 22: Summary of Required Information


While this screen serves as a reminder of your data input needs, refer to the Logistics Company Tool

Quick Start Guide for more tips and worksheets to help you gather your data for efficient and accurate

tool completion.


Once you have navigated through the four introductory screens, you will be taken to the SmartWay

Logistics Company Tool Home screen.
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Basic Overview of How to Complete the Tool
All data entry screens are reached by starting on the Home screen.

Figure 23 displays the structure of the Home screen.
           SmartWay
                      Report Year
                         2012
        Logistics
United States Version: 2.0.12
  Released on: 07/08/2013
   Use the green buttons below to navigate the Tool. For more information select the Help button

         1. Enter Partner Name (Exactly1 as it should appear on the SrnartWay website)
                        Enter Contact Information
                   Logistics Business Unit Characterization
                 Download Latest SmartWay Carrier Data File
        5. Select Business Unit for Data Entry:
          (Double-click the business unit name or select and hit Enter)
                                                          ll
Review Year-to-Year Comparison
                          Go To Reports Menu
                      Provide Additional Information
                      Generate File to Send to EPA
           ' After selecting this option, be sure to carefully read all directions before proceeding.
                                                                                     Screen
                                                                                     Demo
                                                                                            Page 6
                          Figure 23: Main Tool Navigation or "Home" Screen
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SECTIONS OF THE TOOL

The Logistics Company Tool Home screen contains nine sections. Each section links to additional
screens or worksheets within the Tool which are described below:

   Section 1:  Enter Partner Name (data field): Specify your company's Partner Name, exactly as you
              want it to appear on the SmartWay website.
   Section 2:  Enter Contact Information (button): 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.
   Section 3:  Logistics Business Unit Characterization: This button takes you to a screen that asks you
              to define all the business units your company operates and provide information
              describing their operation. Once these parameters are defined, the software will enable
              you to generate blank data entry forms for each business unit.
   Section 4:  Download Latest SmartWay Carrier Data File: Select Download Latest SmartWay Carrier
              File.  Select this button to download the latest SmartWay Carrier performance data for
              use with your logistics business units. You must download the latest file to ensure you
              use the most up to date information on SmartWay Carrier Partners.
   Section 5:  Select Business Unit for Data Entry: Selecting a business unit name will take you to
              screens asking for the carrier and activity information necessary to calculate efficiency
              metrics for the business unit.
   Section 6:  (Optional) Review Year-to-Year Comparison (button): This optional step allows you to
              compare previous year data entries to one another or to the data entered for the
              current year. The comparison reports provide a useful tool for performing quality
              control of current data, as well as a method for evaluating trends in operation changes,
              activity levels and business unit performance overtime.
   Section 7:  (Optional) Go To Reports Menus (button):  Here you can view final summaries of your
              data including all data inputs, business  unit performance summaries, an "out of range"
              report (summarizing inputs that are higher or lower than expected values) and a
              summary of comments you have entered.
   Section 8:  (Optional) Provide Additional Information (button): Here you can provide information
              about your company's environmental accomplishments and give EPA feedback about
              the SmartWay program
   Section 9:  Generate File to Send to EPA (button): 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.
ENTERING YOUR DATA

With the exception of Section 1, clicking on the buttons or list items in Sections 2 through 7 will take you
to additional screens and worksheets that comprise the data entry segments of the Tool.
                    SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 29

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The first four sections of the home screen are mandatory and MUST be completed in order. These
sections comprise all the data collection steps needed to complete your SmartWay Logistics Company
Tool. After they are completed, you can review your output and/or submit your tool to EPA.
Once you complete each mandatory step, a

VALIDATING YOUR DATA
 will appear on the left of the screen.
The Logistics Company 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  ^™^^^™  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 business units 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
                                                   Go To Reports Menu
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 provided by the Logistics Company Tool are discussed further in the
                   Go To Reports Menu
PROVIDING ADDITIONAL INFORMATION
            (section of this guide.
The Logistics Company 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 72.
                    SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide |  Page 30

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PART 3:
SECTION-BY-SECTION
DATA ENTRY GUIDANCE
     SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 31

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Preparing for Data Entry
To participate in SmartWay, logistics companies need to gather the following essential information to
complete the Logistics Tool:

    •   The official company name, EXACTLY as you would like it presented on the EPA website
    •   Company contact information
    •   Contact details for your primary contact
    •   Contact details for an executive contact (cannot be the same as the primary contact)
    •   A comprehensive list of business units, including:
           o  Business Unit details, such as:
                  •   Standard Carrier Alpha Codes (SCACs)
                  •   Motor Carrier Numbers (MCNs)
                  •   US DOT Number
                  •   Business  Unit Type
                  •   Business  Unit Contact:
           o  Business Unit focus (e.g., logistics provider, freight forwarder, freight broker, or truck
              carrier)
           o  Operation categories
    •   Data sources for all data to be entered
    •   SmartWay ID number (if this is not your first Tool submission)


This data must be provided for all of your company's business units. This data reflects the amount of
freight carried by each carrier, the distance that freight is carried, and the fuel consumed to carry the
freight.

The next four sections of this guide explain how to enter your data on each of the required and optional
screens. You must complete these first four sections of the Home screen in order.
                     SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide |  Page 32

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Section 1 Data Entry: Enter Partner Name
SECTION 1 OVERVIEW
Section 1 of the Logistics Company Tool asks you to "Enter Partner Name."
                                                            Enter your Partner Name
                                                            precisely as you want it
                                                              on the EPA website
  Use the green buttons below to navigate the Tool. Forjjje»ep1flTormation select the Help butto
       1. Enter Partner Name (Exacttf asjfcehCtflclappear on the SmartWay website)
            Figure 24: Field for Entry of Partner Name on Logistics Company Tool Home Screen
 EPA publishes your company's official name on the EPA SmartWay website. This is how your customers
will know that you are a SmartWay Partner. The name that EPA lists is known as your "Partner Name"
and is defined within Section 1 of the Logistics Company Tool.

Therefore, it is essential that you specify your company's Partner Name EXACTLY as you want it to
appear on the SmartWay website.

Pay special attention to proper capitalization, abbreviations, and punctuation, and remember that EPA
will use whatever you enter EXACTLY as reported.
Steps for Entering Partner Name

    1.  Type your Partner Name EXACTLY as you would like it to appear on the SmartWay website in the
       field as indicated.
    2.  Proceed to Section 2 to enter contact information.
                    SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 33

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Section 2 Data  Entry:  Enter Company and Contact Information

SECTION 2 OVERVIEW

The Contact Information section is where you identify all points of contact between EPA and your
company that are related to your participation in SmartWay.

Section 2 asks you to click a green button labeled "Enter Contact Information."

  Use the green buttons below to navigate the Tool. For more information select the Help button
       1. Enter Partner Name (Exactly as it should appear on the SmartWay website)
        | ABC Logistics, Inc.
                                                                Select "'Enter Contact
                    Enter Contact Information
                    Figure 25: Select Contact Information Button on "Home" Screen
You will then be taken to the Contact Information Screen. The Partner Name entered on the Home
screen will appear automatically at the top (see arrow in Figure 26).  On this screen you establish the
following details about your company:

       1.  Partner Information includes details about the company location, phone numbers, and web
           address.
       2.  The Primary Contact is the person assigned to work directly with EPA regarding timely and
           accurate tool submission, and is responsible for assembling information to complete/update
           business unit 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.)
       3.  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 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.  Other Contacts include any other company representatives that have a role in your
           participation in SmartWay. These may include representatives from other business units,
           media/public relations, staff, or anyone who has responsibility for specific business units
           beyond the person listed as the primary contact. This is especially important as you will be
           identifying individual business units in the Tool and will be assigning contacts to each
           business unit separately.
NOTE: You must supply at least two unique contacts on the contact page. While the primary contact
and the executive contact can be there same person, you must also supply another person's name in
the "Other Contacts" field to ensure EPA has access to at least two people for Tool submission follow-
up.
                    SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 34

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1. Partner Information:
Partner Name:   | ABC Logistics, Inc.
Addressl*
AddressZ       |
City*          |
Main Phone*
Web Site*
2. Primary Contact: ? |
                                         State*
                                       Toll Free:
                                        ZIP*
                                             Country*
   Name:
   Title*

   Addressl*
   Address2
   City*
   Phone*
   Email*
   3. Executive Contact:  ? |
    Name*
   4. Other Contacts:  ?
   First*
                                                  MI:
                             Last*
Use Partner Address
                  State*
                           ZIP* |
Exti
                               Celh
                                                                             Country*
                                                                             Fax:
                                                Add /Edit Executive Contact
     - Required
                       Add Hew Contact
                          Edit Selected Contact
                                                       VALIDATE
                                                        SCREEN
                                         Delete Selected Contact
                                                                   Screen
                                                                    Demo
                                                                                                Page?
                             Figure 26: Blank Contact Information Screen
Each field marked with an asterisk must be filled out. You will not be able to submit the Tool to
SmartWay without this information.
                       SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide  | Page 35

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STEPS FOR ENTERING CONTACT INFORMATION:

1.  Enter the Partner Information details in Section 1 of the Contact Information screen.
2.  Enter Primary Contact details in Section 2.  If the Primary Contact's address is the same as the

    company, you can select the ^^gjg^jjj||f||^mm button to automatically fill in the address
    section of this record.
3.  Enter the Executive Contact details in Section #3 by selecting the
                             button to the right; enter the required data. If the Primary Contact and

                                                    -ijmc JS  ' "™" > -°" a'L
    Executive Contact are the same, simply check the     -i              -    '   ^QX to auto-populate
    the Executive Contact information. However, note that you MUST have at least two different
    contacts on the Contact Information screen, and in this case you will be required to add a contact to
    the "Other Contacts" section.
4.  Enter Other Contacts (if applicable) in Section 4 by selecting the
                                                                  Add New Contact
                                                              button.
    A new contact field will appear, labeled Other Contact Information. Enter the first Other Contact
    then select OK when done.  You can add more contacts by selecting "Add New Contact" again.  If
    you wish to edit an existing contact's information, highlight the name you wish to edit and then
    select the
                 Edit Selected Contact
               button. You can remove an existing contact by highlighting
    the contact and then selecting the
                                       Delete Selected Contact
                                        button.
5.  Select
            VALIDATE
             SCREEN
at the bottom of the screen. If any information is missing, a dialogue box will
    appear informing you what additional information is required.
6.  When finished, select the
    Section 3.
                 button to return to the Home screen and proceed to
                     SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 36

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Section 3 Data  Entry:  Logistics Business Unit Characterization

The next section of the Tool is the "Logistics Business Unit Characterization" section. This is the section
where you will define the various components of your business units.

The Logistics Company Tool allows you to assess your operations by defining multiple business units. If a
customer has the ability to hire a specific business unit by name or type, you should add that business
unit to the list of business units that you will characterize in the Logistics Company Tool. Do not include
internal  company business unit definitions or designations—only include separate business units as they
would be identified and hired by your customers.

There are five screens in the Logistics Business Unit Characterization section of the Tool:

    1.   Identify Logistics Business Units
    2.   Logistics Business Unit Details
    3.   Business Focus
    4.   Operation Categories
    5.   Body Types

Each screen, and the steps required to complete it, is described below.
                    SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 37

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"IDENTIFY LOGISTICS BUSINESS UNITS" SCREEN OVERVIEW

The Identify Logistics Business Units screen is shown below:
 SmartWay: Business Unit Characterization - Logistics
                               Logistics Business Unit Details
                                                       Business Focus
                                                                     Operation Categori
                                                                                        Body Types
  SmartWay will list your company's name and your logistics business unit name(s) on the SmartWay website to indicate your participation in the
  SmartWay program. Customers can search for your company by your company's logistics business unit name(s), SCAC, Motor Carrier Number, or DOT
  number. Please name your logistics business unit(s) as you want them to appear on the SmartWay website. Business Unit Names should start with
  your Company Name first (corresponding to the left hand column below), followed by the Business Unit Identifier (corresponding to the second
  column below).  If your company has only one business unit, you may leave the Business Unit Identifier field blank.
  Input information for each logistics business unit in your company that a customer would have discretion to hire. Do not include internal business
  units that are invisible to your customers. If "ABC Logistics" has two business units that a customer can hire, they should create two logistics
  business units: for example, ABC Logistics Freight, and ABC Logistics Refrigerated.
  To add logistics business units, simpty select the "Add Another Logistics Business Unit" button at the bottom of the page. When you have added all
  your logistics business units and filled out the required information, select NEXT or select the "Logistics Business Unit Details" tab at the top of the
  screen to proceed to the  next step.
          Company Name
                                        5 Unit Identifier
                                                   2\
Business Unit Name
(exactly as it will appear on the SmartWay Website)
          |ABC Logistics, Inc.
 ABC Logistics, Inc.
      X Delete Checked Rows
                                        Add Another Logistics Business Unit
                              Figure 27: Identify Logistics Business Units Screen
You will be asked to establish a name for each business unit that a customer can hire.  The Logistics
Company Tool combines your Partner Name (as defined on the Home screen in Section 1) with a
Business Unit Identifier that you provide on the Identify Business Units screen to establish your final
Business Unit Name.

Each of your business unit names will begin with the name of your company. This business unit
"prefix" will be whatever you enter in the Business Unit (Partner Name) field on the Identify Business
Units screen.  By default, this field is automatically populated with the first 50 characters of the Partner
Name that was entered on the Home screen; however, you may change the prefix here by simply typing
your desired prefix into the field below the heading Business Unit (Partner Name). You should  specify
the Business Unit prefix so that it  appears  EXACTLY as it you want it to show within each business unit
name.  Pay special attention to proper capitalization, abbreviations, punctuation, and suffixes (such as
Inc. or Ltd.) and adjust as necessary.

Remember that this prefix will be automatically inserted at the start of each of your business unit
names in the SmartWay Carrier Data File. Whatever you enter for business unit prefix for the  first
business unit will automatically be used for any additional business units you add. Similarly, any edits
you  make to the business unit  prefix for the first business unit will automatically be reflected on each
subsequent business unit.
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To define each business unit name, you will be required to enter the Business Unit Identifier. This
should be an identifier recognizable to your customers.  Again, make sure to specify each Business Unit
Identifier name exactly as you want it displayed in the SmartWay Carrier Data File, including proper
capitalization, any abbreviations, and punctuation.  Remember that it will automatically be combined
with the Business Unit prefix (Partner Name) field.

Once you have added your Business Unit Identifiers, the complete business unit name (with Partner
Name prefix and  Business Unit Identifier combined) will appear in the grayed-out box on the far right of
the Identify Business Units screen.
  Delete    Company I-
                   Final BUSineSS Unit Name     *"*»»^__              Business Unit Marae
                                                                 (exactly as it will appear on the SmartWay Website)
          ABC Logistics, Inc.                                              ABC Logistics, Inc.
                       Figure 28: Example of final Business Unit Name formatting

NOTE: If you have only one business unit, you may leave the Business Unit Identifier field blank, in which
case your business unit name will simply be presented as the "Partner Name" you entered.

If you have more than one business unit, you will need to add the business units separately. To enter
                                 Add Another Logistics Business Unit
another business unit, select the  -                                 — button.

Adding Comments assists SmartWay Tool reviewers in approving your Tool as quickly as possible.
Your comments help reviewers understand your business operations. Any details that you can provide
related to your operations will speed up approval time.
         ADD
      COMMENTS
The            U button located at the bottom of the screen allows you to enter notes about the data
collection process, your assumptions and methods, or other information. These details could prove
useful for your reviewer when you or someone else completes the Tool next year.
        ADD
      COMMENTS
The _ mmmanfm \ button wj|| be highlighted in yellow on your screen if comments have been added for
                                            VIEUI/EDIT
                                            COMMENTS
a particular screen. The button will then read  '          •  to indicate to your reviewer that there are
comments to be read.

If, at a point later in the data entry process, you realize that you need to add a new business unit or
delete an existing business unit, you can return to the Identify Business Units screen.

To add a new business unit, follow all of the instructions on the screen regarding defining your business

units, including selecting the   ^ifllUayjmiUHB  button at the end of the process. When you select


                     SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide  | Page 39

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this button, the system will create blank data entry forms only for the new business unit(s) you have
added; the existing business units will not be affected.

If you need to delete an existing business unit, simply check the box next to the business unit and then

              X Delete Checked Rows
select the


button as well as an
screen
                                   button.  And, as on the other tabs, there is a
                   ADD
                COMMENTS
                            button. Selecting
will take you back to the Home
STEPS FOR COMPLETING "IDENTIFY BUSINESS UNITS" SCREEN:
i.

2.


3.
4.
                                              Logistics Business Unit Characterization
7.
    On the Home screen, select the
    to display the Business Unit Characterization screens.
    Confirm that the Business Unit (Partner Name) that appears automatically is correct and
    appropriate for your business units. If not, make changes in the field under the heading
    "Business Unit (Partner Name)."
    Enter the "Business Unit Identifier" for your first (or only) business unit.
    Enter additional business units as needed:
                        ! button
       a.
       b.
       c.
           To enter another business unit, select the
                                                       Add Another Logistics Business Unit

                                                                                    . button.
           To delete a business unit, select the box next to the row you wish to delete, and then
                         X Delete Checked Rows
              select the
                                                   button.
           Once you have confirmed or modified the Partner Name and specified the Business Unit
           Identifiers, the full Business Unit Names will be displayed on the screen to the right,
           exactly how they will be displayed on the SmartWay website.

   To proceed, select the Logistics Business Unit Details tab at the top, or simply select the
                 button at the bottom of the screen.
    Before moving on, a popup screen will appear asking you to verify that you are satisfied with
    your business unit name(s).


    Verify that the business unit name(s) show exactly what you want customers to find in the
    SmartWay Carrier Data File.

8.   Select OK to proceed to the next screen. You may return to this screen later to revise your
    business unit name(s) if necessary.
                     SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 40

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"LOGISTICS BUSINESS UNIT DETAILS" SCREEN OVERVIEW
The Logistics Business Unit Details Screen is shown below:
 SmartWay: Business Unit Characterization - Logistics
    Identify Logistics Business Units
                            Logistics Business Unit Details
                                                               Operation Categories
                                                                                 Body Types
  Please provide the additional details requested below for all of the business units YOU created on the previous screen.
  Because customers will be able to search for your company by SCAC, Motor Carrier Number, or DOT number, in addition to your business unit name,
  be sure to include this information where available.
   Business Unit Name
                                       SCAC(s)
                                                         _d
                                                         DOT
                                                               Business Unit Type  Business Unit Contact
   1: ABC Logistics:
                                                                                               Page 10
                             Figure 29: Logistics Business Unit Details Screen
The Logistics Company Tool asks you to provide three types of industry identifier codes for each your
business units.
    •   Standard Carrier Alpha Codes (SCACs) are unique 2-4 alphabetic character codes used by the
        transportation industry to identify transportation companies. SCACs are assigned by the
        National Motor Freight Traffic Association, Inc., (NMFTA). If you cannot remember your SCAC(s),
        contact NMFTA before proceeding. You can find NMFTA contact information at
        http://www.nmfta.org/Pages/ContactUs.aspx.
    •   Motor Carrier Numbers (MCNs): are 6 or 7 digit numbers provided by the Federal Motor Carrier
        Safety Administration.

    •   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.
Entering SCACs, MCNs, and DOT number is optional; however, if you have this information you are
encouraged to supply it to make sure that SmartWay Shippers and Logistics companies can find you.
You will also need to establish the Business Unit Type for each of your business units, which is defined
as the service type for your business unit. There are two options accepted by the Tool—"For-Hire" and
"Private/Dedicated."  If your company has only one business unit, your "Business  Unit Type" selection
                      SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 41

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will reflect your company's operations as a whole.  If there are multiple business units, each will have its
business unit type defined separately.

Finally, you will identify a Business Unit Contact for each business unit. This contact should be one of
the contacts already identified in the Contact Information section as the contact for each business unit.

NOTE: A drop-down menu in the Tool will supply this information; if there is a contact for the business
unit 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.


STEPS FOR COMPLETING "BUSINESS  UN IT DETAILS" SCREEN

1.  For each business unit, you are asked to provide additional details, including SCAC, MCN, and DOT
    identifiers (optional) for each business unit listed. If you have a single business unit that has
    multiple SCACs, enter all of them into the SCAC field, and separate them with commas.

    •      While it is not required to enter SCAC, MCN, or DOT information for each business unit, it
            will help shippers and logistics companies searching by those parameters in the SmartWay
            database to easily find your business unit for inclusion in their Tool.
2.  Select your Business Unit Type (either "For-Hire" or "Private/Dedicated") for each business unit
    listed.
3.  Select a Business Unit Contact from the drop-down menu for each business unit listed.  If the
    appropriate business unit contact is not listed, go back to the Contact Information screen (see
    Section 2), and enter that name under "Other Contacts." Then return to this screen to add the name
    from the drop-down menu.
4.  Click the            ' button or select the Operation Categories tab at the top to proceed to the
    next section.
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"BUSINES FOCUS " SCREEN OVERVIEW
    Identify Logistics Business Units
                         Logistics Business Unit Details
                                            Business Focus
                                                       Operation Categories
                                                                      Body Types
 Enter the percentage of total activity associated with each Business Focus category. Percentages should sum to 100 for each of your business units.
                                                       Business Focus
  Business Unit N
                                                 Logistics
                                                 Provider
 Freight  Freight  Truck
Forwarder Broker  Carrier
  1: ABCLogistcs:
                                                                                   Page 11
                               Figure 30: Business Focus Screen
For each business unit, you will need to specify the percent of overall activity for each business
focus category (e.g., logistics provider, freight forwarder, freight broker or truck carrier).
For each business unit, you will need to specify the percent of overall activity for each Business
Focus Category:
    •   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 docking, 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.
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STEPS FOR COMPLETING "BUSINESS Focus" SCREEN

1.  For each business unit identified, estimate the percentage of total activity associated with each of
    the four business focus categories listed.  Enter your estimates in the fields provided. Leave the field
    blank if no activity is associated with that operation category for that business unit.
2.
Click the
section.
button or select the Body Types tab at the top to proceed to the next
"OPERATION CATEGORIES" SCREEN OVERVIEW
The Operation Categories Screen is shown below:
 SmartWay: Business Unit Characterization - Logistics
    Identify Logistics Business Units
                            Logistics Business Unit Details
                                                 Business Focus
                                                                               Body Types
 For each business unit, enter the percentage of total activity that falls into each Operation Category. Percentages must sum to 100 percent for each
 business unit.
                                                      Operation Category (%)
  Business Unit Name
                                          ~      ~~~~
                                                LessThan         Package
                                         Truckkad  Truckload  Drayage  Delivery   Expedited  Total
  11: ABC Logistics:
                  Figure 31: Operation Categories Screen - Example Business Unit Inputs
For each business unit, you are asked to estimate the percentage of total mileage that is operated in
each of five operation categories defined in the Tool. These Operational Categories are defined below:

       •      Truckload (TL) operations involve 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) operations involve collecting freight from various shippers and
               consolidating that freight onto enclosed trailers for linehaul to the delivering terminal or
               to a hub terminal where the freight will be further sorted  and consolidated for
               additional linehauls.
       •      Drayage (Dray) operations are predominantly associated with port or
               railhead connections where freight is picked up  and moved to a transfer facility
               or transport mode terminal. These moves are often short in nature, but can be longer
               depending on specific situations.
       •      Package delivery (PD) operations are characterized by residential or business package
               pickup/delivery consisting primarily of single or small  groups of packages. Package
               delivery does not include larger scale pickup/delivery operations that are more properly
               characterized as LTL operations.
       •      Expedited operations are time-sensitive freight shipments, with trucks typically waiting
               on stand-by.
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You will be asked to enter the percent of each operational type based on approximate mileage. This
percentage calculation does not need to be exact; however, it should be a reasonable representation of
your business unit's operations.

NOTE: You should define your business unit's operations based on your customers' ability to choose
them.  For example:

    •  If a business unit is a mix of TL and LTL, you will indicate the percentages of each.

    •  If customers can choose to hire your TL business unit, your LTL business unit, or your dray
       business unit separately, then each should be regarded as a separate business unit.
STEPS FOR COMPLETING "OPERATION CATEGORIES" SCREEN:

1.   For each business unit identified, estimate the percentage of mileage each business unit spends in
    the five defined operation categories and enter your estimates in the fields provided.  Leave the
    field blank if no mileage is associated with that operation category for that business unit.
2.  Click the
    section.
button or select the Body Types tab at the top to proceed to the next
"BODY TYPES" SCREEN OVERVIEW
The Body Types screen is shown below:
martWay: Business Unit Characterization - Logistics [X
Identify Logistics Business Units Logistic-
For each business unit, enter the percentage of tota

Business Unit Details Business Focus Operation Categories Body Types
activity by each Body Type. Percentages must sum to 100 percent for each business unit.
Body Type (%)
_d ^J ^J _d _d _d _d _d _d jd
Heavv/ Auto Special
Business Unit Name DnrVan "«'« Flatbed Tanker Chassis „„£' Carrier Moving Utility Hau|er Total

1: ABC Logistics: 1 i

>°rrrrrrrrr n^

                             Figure 32: Example for Body Types Screen


For each business unit you will need to specify Body Type (by percentage of vehicles).  Determine the
percent of each body type represented in the business unit. Percentages can be approximate, based on
overall activity, but must sum to 100%. Body type categories include:

           •   Dry van/box van

           •   Refrigerated (Reefer)

           •   Flatbed

           •   Tanker
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           •  Intermodal chassis containers (pooled and owned)

           •  Heavy/Bulk

           •  Auto carrier

           •  Moving

           •  Utility

           •  Special hauler (e.g., Hopper, Livestock, and other specialized carriers)
NOTE: Define your business units based on the ability of your customers to choose them. If customers
can choose to hire your dry van business unit, or your reefer business unit, or your flatbed business unit,
then create each as a separate business unit. The percentages for each business unit must sum to 100%.

Once you have defined your logistics business units, you will need to enter detailed information
regarding vehicles and activity levels.

STEPS FOR COMPLETING THE "BODY TYPES" SCREEN:

1.  For each business unit,  enter an estimate of the percentage of business unit mileage associated with
    each body type.  The percentages specified can be approximate, based on vehicle populations.

    NOTE: If you specify activity for Special Haulers, a —     J button will appear next to the cell entry.
    You must select this button and provide a text description of your specialty haulers.
                                                                           CREATE
                                                                       BUSINESS UNIT(5)
2.  Once you are sure your information is input correctly, you may select the
    button at the bottom of the page. You will automatically be returned to the Home screen.
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Section 4: Download Latest SmartWay Carrier Data File

To ensure that the Logistics Tool gives you the most current list of SmartWay carriers to select from, you
must click the "Download Latest SmartWay Data Carrier Data File" button on the home screen. A new
box will appear next to the button indicating the "Date of Current Carrier File." You are now ready to go
on to selecting carriers and entering activity data for each business unit.
Section 5: Select Business Unit for Data Entry (providing activity and
fuel consumption information for your business units)

Now that you have defined your logistics business units, in Section 5 of the Logistics Company Tool, you
will be asked to provide additional information for EACH business unit separately.

"BUSINESS UNIT STATUS REVIEW" OVERVIEW

Once you have returned to the Home screen, you will see all of your business units listed in the window
below item # 5: Select Business Unit for Data Entry.
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           SmartWay
                       Report Year
                           2012
                 United States Version: 2.0.12
                    Released on: 07/08/2013
   Use the green buttons below to navigate the Tool. For more information select the Help button
         1. Enter Partner Name (Exactly as it should appear on the SmartWay website)
           | ABC Logistics
         2.
         3.
         4.
                         Enter Contact Information
                    Logistics Business Unit Characterization
                  Download Latest SmaitWay Carrier Data File
                                               Date of Current Carrier File
                                                   06/29/2013
         5. Select Business Unit for Data Entry:
           (Double-click the business unit name or select and hit Enter)
                                                             Fleet File
                                                              Status
                                                            Indicators
         6.

         7.

         8.

         g.
Review Year-to-Year Comparison
     Go To Reports Menu
 Provide Additional Information
                       Generate File to Send to EPA'
ll
           * After selecting this option, be sure to carefully read all directions before proceeding.
                                                                                                 Page 6
             Figure 33: Home Screen -Business Unit Status Prior to Activity and Fuel Data Entry

A status message appears after each business unit, indicating whether or not the data entry for that
business unit is complete. There are three possible status messages:

        •       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.
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In addition to the status messages above, you may also see one of two qualifiers: "Errors" or
"Warnings."

       •   Errors prevent you from generating internal metrics reports (under the "View Your Data
           Reports" section of the tool), and must be addressed before you can submit your tool to
           EPA.  However, with errors, you will be  able to use the Review Year-to-Year Comparison
           Report to help identify missing data or otherwise clarify uncertainties by referring to
           previous year submissions.

       •   Warnings will still allow you to run 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 of addressing errors and warnings is described for the various input screens in
           the following sections.

To add data to  a particular business unit file, highlight the business unit name and then double-click. You
will then proceed to the Tool data entry screens.

STEPS FOR SELECTING A BUSINESS UNIT TO REVIEW:

    1.  Using your mouse, select and  highlight the name of the business unit for which you wish to
       enter data.
    2.  Double click the name; you will then be taken to the Instructions screen for that business unit.
COMPLETING THE  CARRIER SELECTION SCREENS

To begin, you will need to identify the carriers included in each logistics business unit. Two options are
available for identifying your carriers. If you have a large number of carriers (e.g., as a large 3PL), you
may wish to develop your carrier details separately and upload your data in a single file using the Data
Import method. Alternatively, if your logistics business unit has a limited number of carriers, you may
choose to specify your carriers one  at a time using the Manual Entry method. These two methods are
described in detail in the Logistics Tool Data Entry and Troubleshooting Guide.

Regardless of the method you choose, you will need to first identify the mode of transport for the
carrier.  Four carrier mode selections are available, including:

    •   Rail

    •   Truck

    •   Multi-modal

    •   Logistics

(Note: By selecting "AN" on the Tool's Select Carrier(s) screen, you may search across all carriers,
regardless of mode.)

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Next, you may also specify a carrier bin category for the Truck mode. Truck bin categories include:

       •   TL Dry Van
       •   LTL Dry Van
       •   Refrigerated
       •   Flatbed
       •   Tanker
       •   Dray
       •   Heavy/Bulk
       •   Package
       •   Auto Carrier
       •   Moving
       •   Utility
       •   Specialized
       •   Mixed
       •   Expedited

Bin category selections are not currently available for other modes but may be added in the future.
(Note: Multi-modal selections list "Truck/Rail" as the bin category.)

After identifying the mode (and bin category, if available), you should identify each carrier's specific fleet
name, as listed in the SmartWay Carrier Data file, along with any associated SCACs and MCNs. The
Carrier data file can be downloaded from the SmartWay website by selecting the button under Step 4 on
the Logistics Tool Home screen and viewed on the Select Carrier(s) screen or offline using Microsoft®
Excel.

In certain cases, a carrier may have multiple fleets associated with its operations.  In the case of
trucking, multi-modal and logistics partners, you may use the SCAC list in the Carrier Data file to select
among multiple fleets.  The Select Carrier(s) screen also allows you to filter carrier fleets by SCAC, MCN
and/or DOT number if needed.

If one or more carriers in your business unit are not SmartWay Partners, you should specify "Non-
SmartWay" for the given mode - for example, Non-SmartWay Truck Carrier or Non-SmartWay Multi-
modal Carrier. If you have any non-SmartWay carriers in your list, then you must also specify the
number of non-SmartWay carriers utilized for each mode, but only include carriers used during the
reporting year.

STEPS FOR INPUTTING CARRIERS FOR A BUSINESS UNIT:

3. On the  HOME page, select and highlight the name of the business unit for which you wish to enter
   data.
4. Double click the name; you will then be taken to the Input Carriers screen  data entry screen for that
   business unit.
5. You will see the Instructions screen; read the instructions and scroll to the bottom.
6. Check the box next to the words "I have read and understand the carrier data input instructions"
   when you have read them.
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7.  You must now decide how you will enter your data; i.e., via manual input or through the outside
   data import function. Refer to the "Logistics Company Partner 2.0.12 Tool: Guide to Importing
   Carrier Data Using Outside Data Import Function-2012" on the logistics page of the SmartWay
   website for more information about using the Outside Data Import function to enter your carriers.

   Otherwise, proceed to the   Manual Input 5™rtWav Carriers
STEPS FOR COMPLETING THE MANUAL INPUT SMARTWAY CARRIERS TAB:

    1.  To select carriers manually, you can enter all or part of the carrier's name directly into the
                                                  Apply Filter
       "Carrier Name" input box and the select the
  button. A new filtered list will
       appear in the Available SmartWay Carriers box.

      Double click on the carrier name to add it to the "Selected SmartWay Carriers" box.

    2.  You may also search for carriers by filtering using carrier mode, bin category, SCAC, MCN, and/or
       DOT to find your carriers in the SmartWay Carrier data file.
    3.  To search by Carrier Mode, select the mode of transport from which you wish to choose a
       carrier. Five  carrier mode selections are available, including "All," "Rail," "Truck," "Multi-modal"
       and "Logistics."

    •        Note that by selecting "AN", you may search across all carriers, regardless of mode.

    4.  Next, if you select the Truck mode, you may also specify a carrier bin category. Truck bin
       categories include TL Dry Van, LTL Dry Van, Refrigerated, Flatbed, Tanker, Dray, Heavy/Bulk,
       Package, Auto Carrier, Moving, Utility, Specialized, Mixed, and Expedited.
      To select carriers manually, you can enter all or part of the carrier's name directly into the
      "Carrier Name" input box and the select the
      appear in the Available SmartWay Carriers box.
I button. A new filtered list will
       Using your most, double click on the carrier name to add it to the "Selected SmartWay Carriers"
       box.
    5.  Once you have successfully identified your carriers using the Manual Entry method, proceed to
       ..     Manual Input Hon-SmartWay Carriers     .
       the                                  tab.
STEPS FOR COMPLETING THE MANUAL INPUT NON-SMARTWAY CARRIERS TAB:

    1.  Enter the total number of Non-SmartWay Carriers for the business unit into the data field.
    2.  Check the box to confirm that you have added all of the Non-SmartWay Carriers for your
       business unit.
    3.  Using your mouse, double-click on each non-SmartWay carrier type used by this business unit;
       double clicking will add it to the "Selected Non SmartWay Carriers" list.


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    it  r\    j.u      •   _i _i  j.  u   u      j.   _i   j.u     Manual Input Non-SmartWay Carriers      ,
    4.  Once the required data has been entered on the                                    tab, you
       can proceed to the Activity Data screen.
COMPLETING THE ACTIVITY DATA SCREEN

First provide a detailed text Data Source Description for the sources used to estimate your mileage and
ton-mile data for your carriers. Be sure to indicate how you calculated the values, and where this data
was obtained. For example, you may use PC Miler, carrier reports, or accounting/purchasing records to
determine miles.  Payload and ton-mile estimates may be based on bills of lading or other internal
records.

Next you must specify a Data Availability option for each  carrier. There are seven Data Availability
options, as summarized below.

    1.   Enter ton-miles and miles (preferred option)

    2.   Enter ton-miles and average payload

    3.   Enter ton-miles, density, and load fraction

    4.   Enter ton-miles only

    5.   Enter miles and average payload

    6.   Enter miles, density, and load fraction

    7.   Enter miles only
Ideally, when entering information for a carrier, you should use Data Availability Option 1. If this is not
possible, please choose the method that uses the most accurate data at your disposal. In this way the
Tool will utilize the most accurate data available for the ton-mile and mile comparison metrics, as well as
for the emissions footprint calculations.1

After specifying the Data Availability options, you must then pick the preferred metric (Inventory
Calculation Metric) for calculating mass emissions for each of your carriers. Options include:

    •  grams per (truck) mile

    •  grams per railcar-mile

    •  grams per ton-mile (all modes)
1 Data Availability selections for LTL carriers are restricted to Options 2, 3, and 4, due to the difficulty in adjusting mileage for
partial loads.
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Select the metric most appropriate for characterizing your carrier activity.  You should select g/mile
metrics for estimating mass emissions for lighter weight truck freight, while g/ton-mile should generally
be used for rail and heavier truck freight.

After specifying the Data Availability Option, record your activity data.

If the carrier mode is rail, record total railcar-miles, otherwise specify total truckload-miles.  Enter the
data to the nearest whole number.

Data Availability Option 1 - Enter total ton-miles and total miles.

Data Availability Option 2 - Enter total ton-miles along with your estimated average payload (per truck
or railcar, as appropriate) in short tons (2,000 Ibs).

Data Availability Option 3 - Enter your total ton-miles.  Next, you must estimate your freight density
using the Average Density Calculator on the Activity Data screen. The calculator allows you to specify
the fraction of shipments that fall into various commodity groupings. Each grouping has an  associated
average density, expressed in pounds per cubic foot  of available cargo space.  The densities  for a given
commodity category vary for rail  and truck modes, since utilized container space varies  by mode.2

For each carrier, record the percentage distribution (as a fraction  of total miles) for each of the
Commodity Groupings, as shown in Worksheet 3B.

Next you will need to estimate the number of loads (truck or railcar) by load fraction category.  The
Logistics Tool hasten load categories:

    •   1/10 truckload (or railcar-load)

    •   2/10 truckload (or railcar-load)

    •   ...(incremental categories)...

    •   9/10 truckload (or railcar-load)

    •   Full truckload (or railcar-load)
Record the annual number of loads for each of these categories, for each carrier, matching your
estimates to the most appropriate (closest) category.  Load estimates can be volume-based (with full
truckload equivalent to cubing out) or weight-based (with full truckload equivalent to weighing out).

Data Availability Option 4 - Enter total ton-miles.

Data Availability Option 5 - Enter total miles along with your estimated average payload (per truck or
railcar, as appropriate) in short tons (2,000 Ibs).
2 The density categories for Logistics and Multi-modal carriers are assumed to be the same as for Truck carriers.
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Data Availability Option 6 - Enter total miles.  Next enter your freight density and load percentage
information, as described for Data Availability Option 3.

Data Availability Option 7 - Enter total miles.
STEPS FOR COMPLETING THE ACTIVITY DATA TAB FOR YOUR BUSINESS UNIT:
                     Describe Data Source
    1.  Click the I  BrtHtriUAtMM^d   • button.
    2.  Enter a detailed description of the sources used for your Activity data information, including a
       description of how you calculated miles, ton-miles, payload, density and load percent (if
       applicable) in the space provided.
    3.  Click the             11 button.
    4.  For each carrier listed, specify your data availability:

           1=1 know both Ton-miles and Total Miles

           2=1 know Ton-miles and Average Payload.

           3=1 know Ton-miles and have general information about number of loads and type of cargo.

           4=1 know Ton-miles only.

           5=1 know Total Miles and Average Payload.

           6=1 know Total Miles and have general information about number of loads and type of
           cargo.

           7=1 know Total Miles only.

    5.  For carriers where you've selected Data Availability Option 1, enter total ton-miles along with
       total miles.
    6.  For carriers where you've selected Data Availability Option 2, enter total ton-miles along with
       your estimated average payload (per truck or railcar, as appropriate) in short tons (2,000 Ibs).
    7.  For carriers where you've selected Data Availability Option 3, enter your total ton-miles.  Next,
       you must estimate your freight density using the Average Density Calculator on the Activity
       Data screen.
           a.   Click the "Calc" button under the heading "Average Density."
           b.   Enter the percentage distribution (as a fraction of total miles) for each of the
               Commodity Groupings (see Worksheet 3B.)
           c.  Click
                        IT:
to return to the Activity screen.
           d.   Next, click the "Calc" button under the heading "Average Load Pet."
           e.   Estimate and enter the number of loads (truck or railcar) by load fraction category.
               The Logistics Tool has ten load categories:
                      •    1/10 truckload (or railcar-load)
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                  •   2/10 truckload (or railcar-load)
                      ...(incremental categories)...
                  •   9/10 truckload (or railcar-load)
                  •   Full truckload (or railcar-load)
       f.   Record the annual number of loads for each of these categories, for each carrier,
           matching your estimates to the most appropriate (closest) category. Load estimates can
           be volume-based (with full truckload equivalent to cubing out) or weight-based (with
           full truckload equivalent to weighing out).
8.   For carriers where you've selected Data Availability Option 4, enter total ton-miles.
9.   For carriers where you've selected Data Availability Option 5, enter total miles along with your
    estimated average payload (per truck or railcar, as appropriate) in short tons (2,000 Ibs).
10. For carriers where you've selected Data Availability Option 6, enter your total miles. Next,
    estimate your freight density and average load percent using the calculators as described above
    for Data Availability Option 3.
11. For carriers where you've selected Data Availability Option 7, enter total miles.
              VALIDATE
               SCREEN
12. Click the ••HflHM l| button and correct any errors.
       a.   If you have errors, they will appear either as red boxes for significant errors, or as yellow
           warning boxes for less-extreme errors. Red errors will prevent you from submitting
           your Tool.
       b.   If your values are out of range, but you are confident that they are correct, double click
           the box with the error. A comment box will then appear.  Enter an explanation for the
           value and click OK. The box will become yellow, and you will be able to proceed to
           submit yourTool.

13. Proceed to the   ••••••I^Btab to see your % SmartWay Value for determining your
    eligibility for using the SmartWay Logo. You may also go to the  I     HiH9iiS3i£fl    I tab
    to review your carriers' performance levels.
14. Click the
button to return to the Home screen.
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Sections 6-8: Optional Steps—Year to Year Comparisons, View
Reports, and Provide Additional Information

After completing Steps 1 - 5 on the Home screen, you have access to three optional sections of the Tool.

The Year-to-Year Comparison Report allows the user to compare the business unit characteristics and
activity values, as well as CO2 performance metrics for the current year with those of a prior year. This
report is particularly helpful in identifying any changes that may have occurred since your last reporting
period, determining trends in activity and performance over multiple years,  and performing general
quality assurance of the inputs used for your current Tool. You can access this report  by selecting
         Review Year-to-Year Comparison
                                                under item #6 on the Home screen.
The View Your Data Reports section gives you access to eleven reports to help you understand your
data and use it to make better performance decisions. You can access these reports by selecting
                   Go To Reports Menu
                                                         under item #7 on the Home screen.
The Provide Additional Information section allows you to provide EPA with additional information
about 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 Logistics
                                    Provide Additional Information
Tool data to EPA. Selecting the
item #8 on the Home screen will open the Partner Information forms.
button under
        "Once you've reviewed these sections, you will be ready to submit your Tool to EPA.4
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Validating Your Data
The Logistics Company Tool has validation checks embedded at different points in the Tool to ensure
data quality, including checks of payload and ton-miles, to help ensure the reasonableness and quality of
Partner data.

 In most instances the validation ranges are based on Truck Partner data distributions from the 2011
calendar year.  (Refer to the Logistics Company Tool Technical Documentation (found on the website at
http://epa.gov/smartway/partnership/logistics.htm) for a detailed discussion of all validation criteria
used within the Tool.)
At any time, you can select the
                                VALIDATE
                                  SCREEN
              button at the bottom of the screens to make sure you
have filled out everything properly before proceeding to the next screen.

Any time you leave a particular screen, the Tool will automatically perform a screen validation.

Any time you return to the Home screen, the Tool will automatically perform a business unit-level
validation.
 If you select the
                   VALIDATE
                    SCREEN
button and no potential errors are identified, the following message will
be displayed. Select OK to proceed.
                                    Smart Way Validation Check | X
                                     No errors found on this screen.
                            Figure 34: Validation Check Notification - No Errors
If missing or potentially erroneous inputs are identified, you will see the following message.

Select Yes to see a complete list of validation errors/warnings. An example Validation Check results
screen is provided in Figure 35.
   SmartWay - Error
           There are errors and/or warnings on this screen that have been highlighted for your attention. Red indicates errors (which must be addressed);
           yellow indicates warnings.
           NOTE: IP you are confident that the information you have provided is correct, double-click on the highlighted field and provide text explaining the
           reasons for the out-of-range value. Doing so will cause the error to be changed to a yellow-flagged warning instead.
           Do you want to see a list describing the problems with these items?
                                            Yes
                                                       No
                      Figure 35: Validation Check Notification -with Errors/Warnings
                      SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 57

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The
             Why can't I make corrections?
                   land
                           Show my errors/warnings as a spreadsheet.
buttons at the bottom of the screen provide additional information to assist you in correcting any errors.
Once you close the Validation check screen, you will see warnings and errors highlighted in a red or
yellow on the Activity Information screen.  Entering new data in a highlighted cell will cause the colored
shading to disappear, even if the new value is still invalid.  To check the validity of your newly entered
data, select the
                 VALIDATE
                  SCREEN
I button again and repeat the procedure described above as necessary.
The Logistics Company Tool also utilizes a number of "logical" validation checks to ensure the
reasonableness of various inputs and category selections. For example, checks are applied regarding the
consistency between body types specified in the Business Unit Characterization section and those
selected in the payload and volume calculators. If inconsistencies are found, in most instances a simple
warning is indicated, and text explanations are not required. For a complete listing of all validation
checks used in the Tool, refer to the Logistics Company Tool Technical  Documentation.
Once all potential validation errors have been corrected or otherwise verified, select
proceed to the next step.
                                                              , to
                     SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 58

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Viewing Reports
Once you have returned to the Home screen, notice that the business unit that you filled out and
validated now identifies its status as "Complete" or "Complete (with Warnings)." You may now highlight
the next business unit if you have another one to complete. In the example below, the business unit
listed as "Example Dray Business Unit" remains to be finished. Fill out unfinished business units in the
same manner as the previous business unit.
           SmartWay
Report Year
    2012
        Logistics
United States Version: 2.0.12
                                   Released on: 07/08/2013
   Use the green buttons below to navigate the Tool. For more information select the Help button
         1. Enter Partner Name (Exactly as it should appear on the Smart Way website)
           ABC Logistics, Inc.
                        Enter Contact Information
                   Loqistics Business Unit Characterization
                 Download Latest SmartWay Carrier Data File
          . Select Business Unit for Data Entry:
          (Double-click the business unit name or select and hit Enter)

            ABC Logistics, Inc.: Example Dray Business Unit - Not Checked
                       Date of Current Carrier File
                          06/29/2013
                                                           Updated fleet
                                                           status indicator
                     Review Vear-to-Year Comparison
                          Go To Reports Menu
                      Provide Additional Information
                il
                       Generate File to Send to EPA1
           * After selecting this option, be sure to carefully read all directions before proceeding.
                                                                                      Screen
                                                                                      Demo
                                                                                             Page 6
     Figure 36: Home Screen - After Completing the Data Entry/Modification Process for First Business Unit
Once you have filled out information for all your business units, be sure that all business units show
"Complete" or "Complete with Warnings" beside the name. If, and only if, all business units are marked
as such, you can move on to the next step. If one or more business units are not marked as such, review
the data you entered for errors or omissions.
                      SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide  | Page 59

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VIEWING THE YEAR-TO-YEAR COMPARISON REPORT

The Year-to-Year Comparison Report allows the user to compare the activity values, as well as CO2, NOx
and PM performance metrics for the current reporting year with those of the previous year. This report
is particularly helpful in identifying any changes that may have occurred since your last reporting period,
determining trends in activity and performance over multiple years, and performing general quality
assurance of the inputs used for your current tool. You can access this report by selecting
         Review Year-to-Year Comparison
                                                    under item #6 on the Home screen.
Figure 37 shows the data entry screen for the comparison report.  Note that your current year's data is
already "loaded," including the data you have entered for your current business unit(s).  In order to load
data for the previous year, select the ...Lo^d Data from Previous Year button. A screen will appear allowing you

to specify the location of your 2011 file, using the
                          Browse—
                                  . button as shown in Figure 38.
 Smart Way Logistics Year to Year Comparison
  In order to run a comparison report, you must have completed a Logistics Tool from a previous year.
  Please select the Load Data from Previous Year button below and follow the instructions to select
  the appropriate file containing your company's 2011 data.  After selecting your file, select Run
  Report to compare your current data with your submittal from last year.
  Year 1:

  Year 2:
2012
                                         Load Data from Previous Year...
                                                                 !•"*"•
                                                                  Screen
                                                                 I  Demo
                                                                                       Page 24
                        Figure 37: Year-to-Year Comparison Report Input Screen
                     SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide |  Page 60

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 SmartWay: Load Data
  Use the Browse button to navigate to the Logistics Tool (Excel file) containing your previous year's
  information. Click LOAD to import the data for that year into this tool.

  NOTE: If you experience problems while attempting to load a prior year Logistics Tool, please take note of any
  error messages and then contact a RAM or the SmartWay Helpline at: (734) 214-4767.
  Logistics Tool:  C:\smartway\ABC Logistics_2011 .K!S
                                                                                     Browse...
                                                                                          Page 25
                     Figure 38: Data Load Screen for Year-to-Year Comparison Report
Once your comparison years have been specified and your prior year data loaded into the Logistics
Company Tool, select the "RUN REPORT" button to view the line-item data entry comparisons. An
example report is presented in Figure 39.
                     SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 61

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            'SmartWay9
  Comparison Report
  Tool: Logistics
Report Year 2012
July 5, 2013
Metric
Partner Name
Primary Contact
Phone
Total Miles Total
Smart1,",1' ay Total Miles
% SmartWay Total Miles
N on Sma rt'.V a v T ot al M il es
% NonSmart'A1 ay Total M lies
Ton Miles Total
Smart 'A1 ay Ton Miles
% SmartWay Ton Miles
N on Sma rt W ay T on M il es
% NonSmart'A1' a/ Ton Miles
Ton-Miles % Smart'A'ay Allocation Truck
Ton-Miles % Smart1/.1' av Allocation Rail
Ton-Miles CA Smart;'.1 a, Allocation Multi-modal
Ton-Miles % Smart1.1'1.1 a-.-1 Allocation Loaistics
Ton-Miles % Smart1,1.1' a v Allocation Overall
'Average Weighted Payload
'Average Weighted Density
Average Weighted Load Percent
Emission Metrics C02 g/mile
Emission Metrics C02 9'ton-mile
Emission Metrics NOx g/mile
Emission Metrics NOx g/ton-mile
Emission MetricsPMIO g/mile
Emission MetricsPMIO g/ton-nrile
Emission Metrics PM25 g.'mile
Emission MetricsPM25 g.ton-rrile
C02 MassEmisions
NOx MassEmisions
PM10 MassEmisions
PM25 MassEmisions
Changed



10.8%
2.0%
-7.9%
49.9%
35.4%
13.0%
5.0%
-11.0%
103.9%
72.6%
-1.0%
-35.9%
-6.8%
-8.2%
-11.0%
6.7%
-9.2%
-10.0%
-8.4%
-13.9%
-3.5%
-9.4%
-5.2%
-11.0%
-f.3%
-11.1%
1.5%
6.9%
4.9%
4.9%
Change Amount


X
13.578
2,091
-6.46%
11.487
6.46%
495,563
119.433
-9.55%
376.130
9.55%
-0.61%
-35.93%
-6.81%
-8.17%
-9.t;7%
1.4529
-1.4000
-10.0000
-290
-22
-0.93
0
-0.062
-0.0060
-0.062
-0.0060
7
0.3
0.0081
0.0080
2012
ABC Logistics, Inc.
JamesStephenson
512-919-8795
139.743
105.249
75.30%
34.494
24.70%
3,248.350
2,510,217
77.30%
738.133
22.70%
59.96%
64.07%
93.19%
91.83%
77.28%
23.2601
13.8000
90.0000
3,168
136
25.97
1.117
1.122
0.0483
1.114
0.0479
488
4.0
0.1728
0.1716
2011
ABC Logistics, Inc.
James Stephenson
512-407-1822
126.165
103,158
81.76%
23,007
18.24%
2,752,787
2,390.784
86.85%
362.003
13.15%
60.57%
100.00%
100.00%
100.00%
86.85%
21.8072
15.2000
100.0000
3,458
158
26.90
1.233
1.184
0.0543
1.176
0.0539
481
3.7
0.1647
0.1636
  'WEIGHTED AVERAGE ONLY APPLICABLE WHERE DATA WAS ENTERED
                        Figure 39: Example Year-to-Year Comparison Report
The example above indicates that a change in phone number has occurred for the primary contact since
2011, with no other changes in basic contact information. Comparisons are also shown for a number of
activity parameters including:

    •   Total Miles and Ton-Miles, for both SmartWay and Non-SmartWay carriers
    •   Activity allocation (in this case based on ton-miles) for SmartWay Value by mode
    •   average payload, density and load percent

A variety of calculated annual performance metrics are also shown, including:

    •   mass emissions in short tons for all pollutants
    •   grams per mile for all pollutants
    •   grams per ton-mile for all pollutants
                    SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 62

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Percentage changes are also indicated for each of these items, relative to the earlier year baseline
values. Note that all comparisons are at the aggregated Partner level rather than the individual business
unit level.

VIEWING OTHER DATA REPORTS
Once you are ready to continue, select
                    Go To Reports Menu
                                                           I to go to the following screen:
  Smart Way Reports
                    Please select the summary report you would like to view:
                                  Business Unit Characterization
                                        Input Summary
                                      Emissions Summary
                                      Carrier Performance
                                       Bin Category Detail
                                       Comments Report
                                   Commodity Density Report
                                      Average Load Percent
                                      Out of Range Report
                                         Data Sources
                                         °b SmartWay
                                   Partner Information Report
                                                                                     Page 26
                                  Figure 40: View Reports Menu
Selecting any of the green buttons on this screen will display the indicated data. Several reports
summarize the data you entered on specific data input screens, such as the Business Unit
Characterization and Input Summary Report.  The Out of Range Report may be particularly useful in
identifying and addressing those inputs flagged as potentially erroneous during business unit validation.
                     SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 63

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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 41 shows one of many sample reports that the Tool can generate for you; in this
case summarizing emission reductions in tons and assorted performance metrics at the Partner Total
level (including all business units). These reports will prove useful for your company's evaluation and
improvement efforts.
        •SmartWay
   ToM: True*             Partner A BC TrucMnj
   Mtptty Option tM: Totals Only
002 UWTO-.
IT eta*
oramwr
^Tote*
ari-fls** sr^sMr


"«<»'«"»
druucar
T~m*
nm-tt-tr Oorniwr


i5£fiLta
orami p»r 3tan s »t a urns »r
IRmHH] i*v«ventpri >^.tw t.;>
                                                                        I	

                                                                     i nr
                                                                     UMB*
                                                                     at-MMi ic-.iMrvn:
                                                                     «. I .Ra^riir.
F"1° (IMrt"
OrnscerMIB
(TMill
**r!««P*)lM3
TOE 41 IB
0-3UD
=>3l-«ll» C-tbllr-JM-*lltSI
aabo a-omi
PL4«S«.
-•-•X:-T. ;?.
T'StS*-: c.i1: T*.; .!»•:.;.=:
= ^:-«'H £it'.i ==-::-«•«
>.6.a«. ,-.«««•,
OumjperHle
ii-r-;: =!,CJC rbStMtS -EtEIS TdOUHM UIIKM
I-jr-MIs Fwi-Hlles CnUi F»l-MI*s
.ij*rL-. .:i.4v»r,L*i .s-wt.L
                         cs;    :iei   cc«c    ; i-j;    :;iio    c ^?   c :=;;    cisis    ciyi    c^r   c*u    tzsz    c^s
                               Figure 41: Example of Completed Report
                      SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 64

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Providing Additional Information
After completing Steps 1 - 4 on the Home screen, you may provide EPA with additional information
regarding your company, potential use of the SmartWay Logo, and general feedback regarding the
SmartWay program.  This information is optional and is not required in order to submit your Logistics
                                                   Provide Additional Information
Company Tool data to EPA. Selecting the
button on the Home screen will open the Partner Information form (see Figure 42).
 SmartWay Additional Information ABC Logistics, Inc.
                               Logo qualification
                                                        Suggestions
  Providing your information on THIS PAGE is OPTIONAL. SmartWay will use the information you submit via this page to make a PUBLIC partner company
  page on the SmartWay website. Please limit your responses to the specific questions asked as SmartWay will review your submission for appropriateness.
  SmartWay will not edit the data for spelling or grammar so please make sure it appears below EXACTLY as you want it displayed. EPA expects this
  information to be available on our website by June 2013.
   Partner Name: ABC Logistics, 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 best practices: (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)
                                                                                                Page 27
                                  Figure 42: 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.

Figure 43 shows the Logo Qualification screen. The SmartWay Partner Logo is provided at the company
level to Partners that meet SmartWay's Partner environmental performance thresholds.  Use this screen
to provide  information regarding your qualification for, and planned use of, the Partner Logo.  Use the
                       SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 65

-------
scroll bar to display more questions and input fields. Additional information on Logo qualification and
use can be found by selecting the                                     button link.
 SmartWay Additional InformationABC Logistics, Inc.
        Partner Information
                                       Logo Qualification
                                                                        Suggestions
   For information on the SmartWay Partnership Logo, please visit the SmartWay website by selecting the button below. Please allow for two weeks
   processing time of all logo requests.
                                                    SmartWay Partner Logo Information
    Partner Name: ABC Logistics, Inc.
   SmartWay Partnership Logo

       'T agrpp tn ahir|p. hy SmatlA'Va'A lono U'"e gi nrlelines shoi i|r| T eai n thp right tn USP
                                                                    'nrlrior I ngn :
    If I earn the right to use the SmartWay Partnership logo I intend to: (Does not constitute an agreement to actually do it)
     F My website
     F Marketing materials
     l~" Internal company materials
     F Business Cards
     F Advertising
     f~ Apparel/hats
     F Briefings/presentations
     F~ Company Letterhead
     F Email Signature
     l~Flag
     f~ Company exhibit booth
     F Posters/internal signage
     I   Packaging (only per EPA approval)
                                                                                                                            Page 28
                                             Figure 43: Logo Qualification Screen
                             SmartWay Logistics Partner Tool Data  Entry and Troubleshooting Guide  | Page 66

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Figure 44 displays the Suggestions screen. You may respond to some or all of these questions in order to
provide feedback regarding the various aspects of the SmartWay program.  SmartWay values your
feedback. Any information you provide will be  used to improve the program, and will be kept
confidential.  Use the scroll bar to the right to display additional questions.
 SmartWay Additional Information ABC Logistics, Inc.
       Partner Information
                                   Logo qualification
                                                                Suggestions
   OPTIONAL SMARTWAY SATISFACTION AND FEEDBACK SURVEY
    We are always trying to improve the SmartWay program and provide better service to our partners. By filling out this optional survey, you can help us improve the
    program, Thank you,
    Partner Name: ABC Logistics, Inc.
     Please answer Yes or No
      Do you read the Tool User Guides?
      Do you read the Tool Technical Documentation?
      Do you regularly visit the SmartWay website?

     On a scale of 1 to 10, 10 being the best:
      How do you rate the SmartWay Tool?
      How do you rate the SmartWay User Guide?
      How do you rate the SmartWay Technical Document?
      How do you rate the SmartWay Website?
      How do you rate SmartWay support materials?

     On a scale of 1 to 10, 10 meaning strongly agree:
      I understand the goals of the SmartWay program
      I understand how to participate in the program
      I understand and know how to find information on the SmartWay website
      I understand the SmartWay Logistics Tool
      I understand the SmartWay emission factor ranking system
      I understand the SmartWay Partnership logo guidelines	
Ves
 r
 r
 r
No
r
r
r
                                                                                                                Page 29
                                           Figure 44:  Suggestions Screen
Once you have completed these three screens, select the
screen.
                              button to return to the Home
                          SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 67

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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 EPA*
                   button, which will open the following screen.
 Create submission file for EPA
         •SmartWay
Report Year
    2012
    ogi sties
States Version: 2.0.12
                                                       I on: 07/08/2013
 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).

                            r I understand and agree to the terms of this agreement.
                               Figure 45: 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 Logistics Partner Tool Data Entry and Troubleshooting Guide |  Page 68

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 Create submission file for EPA
          •SmartWay
Report Year
     2012
United States Version: 2.0.12
   Released on: 07/03/2013
 Jy 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).

                                M 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?      <*
                                                       [Jo
                                                       r
       Please enter your SmartWay 10 that your RAM sent you in an email. If you do not have your SmartWay ID and you    i—
       were either the designated Primary Contact or Executive Contact in last year's submission, you can use the link below to I  12312312
       have your SmartWay ID emailed to you.


      If you can't find your SmartWay ID, you can use the link below to have your SmartWay ID emailed to you providing that you are either the
      Primary Contact or Executive Contact on record and that your email address hasn't changed. If you were designated as either the Primary
      Contact or Executive Contact in last year's submission, you are probably a contact on record.

      Email me my SmartWav ID.
                      You are now ready to create your submission Tile. Please select the NEXT button below.
                                   Figure 46: Completed Submission File Screen

When ready, select NEXT to create a file with the following naming convention:

Logistics_PartnerName_ Year_ VO.xml

For example, Logistics_ABCLogistics,  lnc_ 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 Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 69

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 SmartWay - Instructions for Submitting File
             SmartWay8
         Logistics
United States Version: 2.0.12
   Released on: 07/08/2013
   A copy of this file called C:\Documents and Settings\TJacks01\pesktop\CURRENT PROJECTS\srnartway-
   logi5tic5-toor\Logistic5_ABC Logistics, Inc._2012_VO.xml has been created and is ready to be emailed to EPA.

   The file was saved in a folder called: C:\Documents and Settings\TJacks01\Desktop\CURRENT PROJECTS
   \srna rtway-lo g istics-to o l\

   YOU MUST RETRIEVE THE FILE FROM THIS FOLDER AND EMAIL IT TO EPA IN ORDER TO COMPLETE YOUR
   SUBMISSION.

   Please open a new email message, attach this new file, and send it to smartway_transport@epa.gov, or to
   your Partner Account Manager (PAM) if your company is an existing SmartWay Partner.

   If you have any questions on this submission process, please contact the SmartWay Transport Partnership
   Call Center at (703) 214-4767 or email smartway_transport@epa.gov.
                        Figure 47: 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 Logistics Company 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
a How zipped files through the EPA firewall.
                    SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 70

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Please visit http://www.epa.gov/smartway/partnership/logistics.htm for additional resources, including
printable data collection worksheets and technical documentation for the Logistics Tool.
                     SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 71

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Troubleshooting the Tool
Although the SmartWay tools have been tested extensively, you may encounter errors. Intermittent
errors have been encountered when opening the Tool from an e-mail rather than from a drive. In
addition, note that you will not be able to open the Tool successfully directly from the SmartWay
website, so save the Tool to your hard drive before opening. If you encounter an error during use of the
Tool, try restarting the Tool directly from a  disk drive, with all other Excel files and applications closed.
In addition, make sure that your computer  is using a system and application version validated for use
with the SmartWay tools (Windows XP or later operating system, and Excel Office 2003 or 2007).

If you continue to encounter problems, make a screen capture of the error message, and save the Tool
at that point.  (You can make a screen capture by pressing the keys Alt and Print Screen at the same
time, and then pasting the image into a document such as MS Word.) Then send the screenshot, along
with the saved Tool to your Partner Account Manager for further assistance.
                    SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 72

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APPENDIX A: RECOMMENDED DATA SOURCES FOR ACTIVITY DATA





List of Worksheets




   #1: Company and Contact Worksheet	75




   #2: Logistics Business Unit Characterization Worksheet	76




   #3A:  Select Carriers Worksheet	77




   #3B:  Activity Data Worksheet	78
                  SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 73

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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 State/Province Zip Country
Main Phone Toll-free Cell Web Address
Number Number 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
Other Contact Name
Other Contact Mailing
Address
City
Other Contact Phone Number
Contact's Role in Program




State/Province


Email
Address
Zip Country


                SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 74

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Worksheet #2: Logistics Business Unit Characterization

Complete this worksheet for each business unit you will be submitting in the Logistics Tool.

#2: Define Your Business Units

Business Unit Name (Company Name followed by Business Unit Identifier name)
SCAC(s):.

MCN:
DOT:
BUSINESS UNIT TYPE:
Business Unit Contact:
  (for-hire, private/dedicated)
Business Unit Focus (activity %s):
Logistics Provider	Freight Forwarder	Freight Broker	Truck Carrier _
Operation Category (activity %s):
Truckload	LTL	Drayage	Package Delivery	Expedited
Body Type (activity %s):
Dry Van	Reefer	Flatbed	Tanker_
Heavy/Bulk	Auto Carrier
Moving
               Chassis
Utility	 Special Hauler_
                    SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 75

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Worksheet #3A:  Select Carrier(s)
Complete the following for each business unit you will be submitting in the Logistics Tool. Make
multiple copies of the table below to enter all carriers in the business unit if needed.
#3A: Identify Your Business Units
Logistics Business Unit Name
 Carrier Name*
ModeA
Bin Category
                                                                  **
 # Non-SmartWay Carriers™,
 * Exactly as it appears in SmartWay Carrier data file
 A Truck, Rail, Logistics, Multi-modal
 ** Truck bin categories include:
   TL Dry Van; LTL Dry Van;
   Refrigerated; Flatbed;
   Tanker; Dray;
   Package; Specialized; Mixed
AA If applicable, for current reporting year only
                    SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 76

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Worksheet #3B:  Enter Activity Data (page 1 of 5)	

Complete the following for each business unit you will be submitting in the Logistics Tool. Make
multiple copies of the tables if needed to enter all carriers in the business unit.
#3B: Enter Activity Data

Logistics Business Unit Name:




Provide Data Source Description:
                   SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 77

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Worksheet #3B:  Enter Activity Data (page 2 of 5)
Data Availability Option, Inventory Calculation Metric, Miles, Ton-Miles, and Average Payload
Carrier Name













Data
Availability
Option (1-7)*













Inventory
Calculation
MetricA













Ton-miles













Miles













Average
Payload**













 * Options include
           1 = (Preferred) I know both Ton-miles and Total Miles.
           2 = I know Ton-miles and Average Payload.
           3 = I know Ton-miles and have general information about number of loads and cargo density.
           4 = I know Ton-miles only.
           5 = I know Total Miles and Average Payload.
           6 = I know Total Miles and have general information about number of loads and cargo density.
           7 = I know Total Miles only.
 A g/ton-mile; g/mile; g/railcar-mile
 ** For Options 2 and 5 only

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Worksheet #3B: Enter Activity Data (page 3 of 5)	

Complete the following for each truck, logistics, and multi-modal carrier in the business unit. Only
required for Data Availability Options 3 and 6.

Make multiple copies of the tables as needed to enter all carriers in the business unit.
Commodity Distribution (for Average Density Calculator)
Carrier Fleet Name:
Truck/Logistics/Multi-modal Carrier Commodity Distribution
Commodity
Group
1
2
3
4
5
6
7
8
Description
Pharmaceutical products
Electronic and electrical equipment; furniture,
mattresses, lamps, etc.; machinery; mail and courier
parcels; misc. manufactured products; mixed freight;
non-powered Tools; plastic and rubber; powered Tools;
precision instruments and apparatus; printed products;
vehicles, including parts.
Alcoholic beverages; all other agricultural products; all
other prepared foodstuff; all other transportation
equipment; articles of base metal; bakery and milled
grains; base metal -finished or semi-finished; live
animals and fish; meat, seafood and their preparation;
paper and paperboard articles; pulp, newsprint, paper
or paperboard; recyclable products; textile, leather,
and related products; tobacco products; wood
products.
All other waste and scrap, animal feed or products of
animal origin, hazardous waste, misc/other;
monumental or building stones, non-metallic mineral
products.
All other chemical products, all other coal and refined
petroleum, base chemicals, crude petroleum; fertilizers
and fertilizer materials.
All other non-metallic minerals, cereal grains, logs and
other wood in rough, metallic ores and concentrates;
natural sand.
Coal, fuel oils, gasoline and aviation turbine.
Gravel and crushed stones
Avg Ibs/cu ft
7.8
9.3
11.3
13.2
14.1
16.3
17.2
18.3
% of Carrier
Freight*








  mileage basis - must sum to 100

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Worksheet #3B: Enter Activity Data (page 4 of 5)




Complete the following for each rail/intermodal carrier in the logistics business unit.



Make multiple copies of the table as needed to enter all carriers in the business unit.






Commodity Distribution (for Average Density Calculator)



Carrier Fleet Name:






Rail Carrier Commodity Distribution
Commodity
Group
1
2
3
4
5
6
7
Description
Electrical equipment, furniture, live animals and fish,
textiles and leather, vehicles.
Mixed freight
Machinery, tobacco products, transportation
equipment
Logs and rough wood; meat, fish, seafood; misc.
manufacturing; paper products; products of
petroleum
Alcoholic beverages; animal feed; fabricated base
metals; fats and oils; fuel oils; gasoline and fuel;
milled grain products; other agricultural products;
pulp and paper; waste and scrap; wood products
Base metal, basic chemicals, building stone, cereal
grains, chemical products, fertilizers, gravel and
crushed stone, metallic ores, natural sands, non-
metallic minerals, plastics and rubber
Coal
Avg Ibs/cu ft
7.7
16.1
22.6
34.6
42.0
48.3
54.3
%of
Carrier
Freight*







  mileage basis - must sum to 100
                             Logistics Company Tool Data Entry and Troubleshooting Guide | P. 80

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Worksheet #3B: Enter Activity Data (page 5 of 5)	




Complete the following for each carrier in the logistics business unit.



Make multiple copies of the table as needed to enter all carriers in the business unit.






Load Distribution (for Average Load Calculator)



Carrier Fleet Name:






Carrier Load Distribution
Load Fraction*
1/10
2/10
3/10
4/10
5/10
6/10
7/10
8/10
9/10
Full
# Loads/yr










 * Truckload or railcar-load, depending on mode
                             Logistics Company Tool Data Entry and Troubleshooting Guide |  P. 81

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