vvEPA
United States
Environmental Protection
Agency
-------
Shipper 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-13-051
Agency „„.,„
October 2013
-------
Table of Contents
Table of Contents 3
Introduction 5
Downloading and Setting up the Tool 7
About Microsoft Excel 7
Downloading the Shipper Tool 7
Security Settings for the SmartWay Tools 7
For Excel 2003 Users 7
For Excel 2007 Users 9
Basic Organization of the Shipper Tool 16
Understanding the Tool Format and Structure 16
Reviewing the Introductory Screens 17
SmartWay Introduction Screen 18
SmartWay Partnership Annual Agreement Screen 19
Required Information Screen 20
Navigating the Home Screen 22
Preparing for Data Entry. 27
Section 1 Data Entry: Enter Partner Name 28
Section 2 Data Entry: Enter Company and Contact Information 29
Steps for Entering Contact Information: 31
Section 3 Data Entry: Shipper Company Characterization 32
"Company Characterization" Screen Overview 32
Adding Companies to Your List of Shipper Companies 34
Deleting Companies from Your List of Shipper Companies 34
Adding Comments/Notes 35
Finishing Your Shipper Company Characterization 35
Section 4: Download Latest SmartWay Carrier Data File 37
Section 5: Select Company for Data Entry (providing carrier activity information for your
companies) 38
"Company Status Review" Overview 38
Steps for Selecting a Business Unit to Review: 39
Steps for Completing the Basic or Comprehensive Screen 39
COMPLETING THE CARRIER SELECTION SCREENS 41
Instructions Screen 41
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 3
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Steps for Completing the Manual Input SmartWay Carriers Tab: 43
Steps for Completing the Manual Input Non-SmartWay Carriers Tab: 44
Optional Carrier Differentiation Screen 44
Steps for Completing the Activity Data Screen 46
1. Entering Data Source Description 48
2. Selecting the Data Availability Option 49
3. Selecting the Preferred Inventory Calculation Metric 51
4. Entering Mile and Ton-Mile Data 51
5. Validating Your Activity Data 55
Viewing the % SmartWay Screen 57
Viewing the Data Display Screens 59
Viewing Optional Sections 63
The Shipper Strategies Screen 63
Modal Shift Screen 64
Sections 6-8: Optional Steps—Year to Year Comparisons, View Reports, and Provide
Additional Information 68
Validating Your Data 69
Viewing Reports 72
Viewing the Year-to-Year Comparison Report 73
Viewing Other Data Reports 76
Providing Additional Information 79
Submitting Data to SmartWay 82
Troubleshooting the Tool 85
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 4
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Introduction
This document, the "Data Entry and Troubleshooting Guide" for the Shipper Tool, is the second of two
guides available to help your company participate fully in the SmartWay Transport Partnership as a
Shipper Partner. The Shipper Tool "Quick Start Guide" is a basic walk-through of the process of
identifying, gathering, preparing, and submitting your data by using the SmartWay Shipper Partner Tool,
and includes several worksheets referenced in this guide. (From this point on, this guide will refer to the
SmartWay Shipper Partner Tool as the "Shipper Tool" or simply, the "Tool," for brevity.) The Quick Start
Guide may be all you need to successfully complete the Shipper Tool. However, the Data Entry and
Troubleshooting Guide is intended for situations in which you have already read the Quick Start Guide
and prepared your data for entry, but need more information on how to complete your data submission
than is provided in the Quick Start Guide.
The Table of Contents for this guide is laid out so that, if you have a very specific area that you need to
review, you can find the relevant information without reading through the entire guide.
In this guide, you will learn how to enter the company and carrier data you collected (as mentioned in
the Quick Start Guide and the online data entry forms it references) into the Shipper Tool. This guide
covers:
• Downloading and setting up the Tool to run properly
• Basic organization of the Shipper Tool
• Entering your data
• Viewing company performance summary data
• Submitting data to SmartWay
• Troubleshooting the Tool
• Appendices
WARNING!
Completing this Tool requires a considerable amount of information about your company/companies
and the freight carriers used by your companies. While you will have the ability to save your Tool along
the way and return to it at anytime, we STRONGLY ENCOURAGE you to review the Quick Start Guide to
understand key information about joining the Partnership and preparing the required data BEFORE
attempting to complete the Tool.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 5
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PART 1:
DOWNLOADING AND
SETTING UP THE TOOL
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 6
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Downloading and Setting up the Tool
About Microsoft Excel
Microsoft Excel is an electronic spreadsheet program used for storing and manipulating data. The
Shipper Tool was built using Microsoft Excel Forms.
Downloading the Shipper Tool
The Tool, and information about the Tool, can be downloaded from the SmartWay website at:
http://www.epa.gov/smartway/partnership/shippers.htm.
Save the Tool in a folder on your hard drive; this folder will house copies of your data and future
updates.
Security Settings for the SmartWay Tools
The following instructions should appear on your screen //you need to change your security settings
before running the Tool. The instructions differ depending upon what version of Excel you use.
For Excel 2003 Users
Before you begin, be sure to set your Excel security setting level to "Medium."
1. When using Excel 2003, on the menu bar, go to Tools -^ Macro -^Security Level.
EM 6* «•> H«R FarM j i«t I Biti EMS. tM>
Figure 1: Macro Drop-Down Menu
2. When the "Security" window opens, select the Medium level.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 7
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Security
..! Irusted Publishers
O VerY HiQh' Only macros installed in trusted locations will be allowed
to run. All other signed and unsigned macros are disabled.
(_.) High. Only signed macros from trusted sources Hill be allowed to
run. Unsigned macros are automatically disabled.
0 Medium. You can choose whether or not to run potentially unsafe
macros.
O LOW (not recommended). You are not protected from potentially
unsafe macros. Use this setting only if you have virus scanning
software installed, or you have checked the safety of all documents
you open.
OK
Cancel
To run the Tool:
1)
2)
Figure 2: Security Dialog Box
Save the Tool to your computer in a folder on your hard drive; and,
Go to that folder and double-click on the file to open the Tool.
3) You will see a security warning box appear (Figure 3). Select the Enable Macros button
in the security warning box.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 8
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Security Warning
"S:\SmartWay\5hipper.xls" contains macros.
Macros may contain viruses. It is usually safe to disable macros, but if the
macros are legitimate; you might lose some functionality.
Disable Macros
Enable Macros
More Info
Figure 1: Security Warning Box
3) The following screen (Figure 4) should appear:
Figure 2: Shipper Tool Welcome Screen
For Excel 2007 Users
The default settings for Excel 2007 should enable you to run the Tool without any changes. To run the
Tool:
1) Save the Tool to your computer; and,
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 9
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2) Open the file, and select the "Options..." button that appears after the Security Warning
just below the menu bar (Figure 5). Detailed instructions are also provided on the
screen itself.
Page Layout Formulas
Data
jcSTjan2c.clean.xls [Compatibility Mode] - Microsoft Excel
View
e
/Format Painter
Clipboard '"
Ariai - 12 - [A* A'| |— "»J
B i u HlEHI<3»-A'>
Font
3-
II+.D .00, Conditional Format
Formatting- as Table-
Insert Delete Format
Editing
Security Warning Macros have been disabled,
A2 T (^ jt | in orderto run this application, you must have macros enabled. g
i A
1
2
Security Settings for the SmartWay Tools
In orderto run this application, you must have macros enabled.
B C D E F G
For Excel 2007 and Excel 2010 Users: (If you are using Excel 2003, please scroll down.)
If an "Options..." button appears in the menu bar above, follow these instructions:
1. Select the Options button. This button appears after the Security Warning in the Excel 2007 menu bar
2 Enable content. In the Microsoft Office Security Options dialog box, choose "Enable this content" and select OK.
If the "Options..." button does not appear, use the instructions below. [NOTE: If you do not have a round Office button (as
shown in the picture below), you are probably using an earlier version of Excel, in which case you need to scroll to the
instructions for Excel 2003 users.]
1 Select the Office button This button appears in the top left corner of the screen in Excel 2007/2010.
2. Go to Excel Options. Select the "Excel Options1' button in the bottom right corner of the pull-down menu:
3. Go to the Trust Center. On the Excel Options screen, select on Trust Center in the left navigation bar.
4. Go to the Trust Center Settings. Select on Trust Center Settings in the bottom right portion of the screen.
5. Change security settings. Choose the setting 'Disable all macros with notification" and select OK.
6. Reopen the file. Close the Excel file and then re-open it.
For Excel 2003 Users:
Yni i have rparhorH thic crrpc
< » »' Security Settings J
Qptc.rtc.tH "Hicahlp Ma
Figure 3: Security Warning Screen
3) In the Microsoft Office Security Options dialog box (Figure 6), choose "Enable this
content" and select OK. The Tool should open after a short delay.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 10
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Microsoft Office Security Options
0
Security Alert - Macro
Macro
Macros have been disabled. Macros might contain viruses or other security hazards, Do
not enable this content unless vou trust the source of this file.
Warning: It is not possible to determine that this content came from a
trustworthy source. You should leave this content disabled unless the
content provides critical functionality and you trust its source.
More information
File Path: C: 'ismartway Chipper. xls
O Help pjotect me from unknown content [recommended)
0 ijjjpable this content!
Open the Trust Center
Figure 4: Security Options Dialogue Box
If the Tool opens, skip ahead to the next section, "Basic Organization of the Shipper Tool."
If you reach this point and the Tool does NOT open, you may have your security set too high. To adjust
your security settings, select the Office button (in the top left corner of the screen) and then select the
"Excel Options" button in the bottom right corner of the pull-down menu (Figure 7). Otherwise, please
review the "Software and Hardware Requirements" in the Quick Start Guide.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 11
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u
H
J l..*i:S**~- X M'
Figure 5: Excel Options Drop-Down Menu
On the Excel Options screen, select Trust Center in the left navigation bar (Figure 8):
~i
Advanced
Customize
Add-Ins
,
. Change the most popular options in Excel,
Top options for working with Excel
0 Enable Live Preview •
EH Show Developer tab in the Ribbon <
0 Always use Clearlype
Color scheme: [ Blue v|
ScreenTip style: Show feature descriptions in Scr
Create lists for use in sorl
When creating new workbooks
Use this font;
Font size;
Default view for new sheets:
Personalize your copy of Microsoft Office
| Edit Custom Lists...
User name: MHeyward
Choose the languages you want to use with Microsoft Office: [ Language Settings,.,)
Figure 6: Excel Options Drop-Down Menu
When the Trust Center options display opens, select Trust Center Settings in the bottom right portion of
the screen (Figure 9):
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 12
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Excel Options
Popular
Formulas
Proofing
Save
Advanced
Customize
Add-In s
Trust Center
Resources
Help keep your documents safe and your computer secure and healthy.
Protecting your privacy
Microsoft cares about your privacy. For more information about how Microsoft Office Excel helps to protect your privacy,
please see the privacy statements.
Show the Microsoft Office Excel privacy statement
Microsoft Office Online privacy statement
Customer Experience Improvement Program
Security & more
Learn more about protecting your privacy and security from Microsoft Office Online.
Microsoft Windows Security Center
Microsoft Trustworthy Computing
Microsoft Office Excel Trust Center
The Trust Center contains security and privacy settings. These settings help keep your computer
secure. We recommend that you do not change these settings,
Trust Center Settings..
Figure 7: Trust Center Settings Screen
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 13
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Choose the setting "Disable all macros with notification" (Figure 10) and select OK.
Trust Center 0S
Trusted Publishers
Trusted Locations
Add-in s
ActiveX Settings
Macro Settings
Message Bar
External Content
Privacy Options
Macro Settings
For macros in documents not in a trusted location:
O Disable ajl macros without notification
0 Disable all macros with notification
O Disable all macros except digitally signed macros
O Enable all macros (not recommended; potentially dangerous code can run)
Developer Macro Settings
n Trust access to the VBA project object model
I OK I \ Cancel |
Figure 8: Macro Settings Screen
Next, to run the Tool:
1) Save it to your computer.
2) Open the file, and select the Options or Enable Content button as described above.
3) In the Microsoft Office Security Options dialog box (Figure 6), choose "Enable this
content" and select OK. The Tool will then open after a brief delay.
If the Tool does not open at this point, return to the Software and Hardware Requirements in the
Quick Start Guide. If after reviewing this section, you cannot determine how to correct the problem,
contact your SmartWay Partner Account Manager or the SmartWay help line at 734-214-4767.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 14
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PART 2:
TOOL ORGANIZATION
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 15
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Basic Organization of the Shipper Tool
Understanding the Tool Format and Structure
The Shipper Tool contains (1) information screens, (2) forms or worksheets, and (3) reports/summaries
that guide you through completing your tool.
Each screen, or form, opens up within a Microsoft Excel spreadsheet. The screens generally look like the
one shown here in Figure 11, with the Report Year displayed prominently at the top:
SmartWay Introduction
•SmartWay*
Report Year
2012
Shipper
United States Version: 2.0.12
Released on: 10/01/2013
Introduction
Welcome to the SmartWay Shipper Tool, This version of the Shipper Tool encompasses ground truck and rail freight movements.
A future version will also cover marine and air freight movement.
For additional Information such as the tool user guide, technical manual or other support materials, select the
button below:
Go To Shipper Page of the SmartWay Website
Or call the SmartWay Helpline at: (734) 21-4-4767
Or email the Helpline at: srnartway_transport<0>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
Pagel
Figure 9: Opening Screen of Shipper Tool
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 16
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The part of the Tool that you fill out resides in the gray and blue forms that appear on the screen. The
Excel workbook that remains in the background - and which normally appears as a blue screen as in
Figure 4 - is where all of the data you enter is actually stored. However, for the purpose of your data
entry, disregard the background workbook.
The name of each form appears at the top left-hand corner of the screen, in white text on the blue
window bar.
SmartWay*
Report Year
2012
Shipper
United States Version: 2.0.12
Released on: 10/01/2013
Figure 10: Screenshot of Title of Screen/Form
Each screen contains text instructions or information about the program. Where applicable, the screen
will also include buttons linking to the SmartWay website or other sections of the Tool (e.g., the various
data entry screens); these buttons will be shown in blue and clearly labeled, as seen in Figure 13.
Go To Shipper Page of the SmartWay Website
Figure 11: Screenshot of Link in the Tool
The screens also contain navigation buttons to direct you through the Tool (Figure 14).
Figure 12: Example Navigation Buttons in the Tool
Reviewing the Introductory Screens
Before you reach your data entry section of the Tool, you will move through three introductory screens
that allow you to review the basics of participation in SmartWay for Shipper Partners:
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 17
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• The "SmartWay Introduction" Screen
• The "Partnership Agreement" Screen
• The "Required Information" Screen
The features of these screens are described below.
SmartWay Introduction Screen
SmartWay Introduction
-SmartWay
Report Year
2012
Shipper
United States Version: 2.0.12
Released on: 10/01/2013
Introduction
Welcome to the SmartWay Shipper Tool, This version of the Shipper Tool encompasses ground truck and rail freight movements.
A future version will also cover marine and air freight movement.
For additional Information such as the tool user guide, technical manual or other support materials, select the
button below:
Go To Shipper Page of the SmartWay Website
Or call the SmartWay Helpline at: (734) 214-4767
Or email the Helpline at: smartway_transport@epa.gov
Tool Help and Navigation
Throughout the tool, you will see numerous buttons. Becoming familiar with these buttons will make completing the tool
easier and faster.
Provides instructions for completing each screen
Allows you to add notes or clarifications (button becomes 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 15: SmartWay Introduction Screen
The SmartWay Introduction screen is the first window that appears when the Tool is opened (Figure
15). This screen contains a button linking to the SmartWay website where you can view and download
additional information about the program, the Tool, and the technical basis for the calculations in the
Tool.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 18
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The screen also points out helpful buttons for Tool Help and Navigation that you will see throughout the
Tool. In particular, note the "Validate Screen" button. It's a good idea to use the "Validate Screen"
button whenever it appears in the Tool. This valuable function will help you screen for missing data,
errors in data entry, or information that may fall out of expected ranges. Taking a moment to validate
each screen helps you avoid time-consuming problems later.
When new concepts/topics are introduced on a screen, a small question mark ([?]) appears next to it.
When you select the question mark, you will find additional definitions of terms or instructions to help
you complete the screen properly. 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
• ^a '•'rtf ^"'<
I Screen 1
I Demo
buttons at the bottom of selected screens.
SmartWay Partnership Annual Agreement Screen
SmartWay Partnership Annual Agreement
SmartWay*
Report Year
2012
Shipper
United States Version: 2.0.12
Released on: 10/01/2013
Partnership Annual Agreement for Carriers
With this agreement, your company joins EPA's SmartWay Transport Partnership and commits to:
1. Measure and report to EPA on an annual basis the emissions performance of your company using EPA's SmartWay Shipper Tool.
(Existing companies must report the 12 months of data for the prior year ending December 31. Newly formed companies require a
minimum of 3 months of operational data.)
2. Have performance results posted on the EPA SmartWay website/database.
3. Agree to submit supporting documentation to EPA for any data used to complete this tool and agree to EPA audit of this data upon
request by EPA.
In return, EPA commits to:
1. Promote company participation in the Partnership by posting Partner names on the EPA SmartWay Website and in related educational,
promotional, and media materials. EPA will obtain express written consent from the Partner before using the Partner's name other
than in the context of increasing public awareness of its participation as described here.
2. Provide companies with industry-wide performance benchmark data as this data becomes available to EPA.
3. Assist Partners in achieving emission and fuel usage reduction goals (subject to Federal Government Appropriations).
General Terms
1. If the Partner or EPA defaults upon this agreement at any point, the agreement shall be considered null and void.
2. Either party can terminate the agreement at any time without prior notification or penalties or any further obligation.
3. EPA agrees not to comment publicly regarding the withdrawal of specific partners.
4. EPA reserves the right to suspend or revoke Partner status for any Partner that falls to accomplish the specific actions to which it
committed in the SmartWay Transport Partnership Agreement and subsequent Agreements,
5. The Partner agrees that it will not claim or imply that its participation in the SmartWay Transport Partnership constitutes EPA approval
or endorsement of anything other than the Partner's commitment to the program. The Partner will not make statements or imply
that EPA endorses the purchase or sale of the Partner's products and services or the views of the organization.
6. Submittal of this SmartWay Shipper Tool constitutes agreement to all terms in this Partnership Agreement.
No separate agreement need be submitted.
By checking the box below, I declare that the information submitted via this tool is, to the best of my knowledge, accurate. I understand that any
person who, in the course of negotiating or performing under this Agreement, makes, presents or submits a false or misleading statement to the
government, or any person who makes a material omission in the course of negotiating or performing under this Agreement, may be subject to
liability under all applicable civil and criminal statutes including 18 IJ.S.C. 1001 (criminal liability for false statements), 31 LI.S.C. 3801 - 3812 (civil
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;j
Click to accept
Agreement
Page 2
Figure 16: SmartWay Partner Agreement for Shippers
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 19
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After selecting the •••^•button on the SmartWay Introduction screen, the SmartWay Partner
Agreement for Shippers will appear (Figure 16). This screen replicates the agreement language found
in the Quick Start Guide.
Submitting a Shipper Tool to EPA constitutes agreement to all terms of the Partnership Agreement,
which is required for a company to join and continue as a SmartWay Shipper Partner. Therefore, it is
important to review this screen or the text version in the Quick Start Guide and receive any necessary
approvals before trying to input data into the Tool. You will not be able to continue on to the next
screen to enter data into the Tool until this box is selected, indicating that your company accepts the
terms of the agreement.
Shipper Tool submissions are due on an annual basis; therefore, when you submit your Tool each year,
this will constitute your renewal of your Partnership Agreement. Failure to send your annual Tool
update will constitute a violation of the terms of the agreement and will result in immediate removal
of your company name(s) from the SmartWay Partner list.
NOTE: While in the past, SmartWay supported a lengthy warning process for partners that were
delinquent submitting their partnership materials, due to the large number of partners currently joining
and submitting materials to SmartWay, this level of customized service can no longer be supported.
Required Information Screen
The Required Information screen summarizes the information needed to complete the Shipper Tool.
Select - ••••••I jto prjnt a hardcopy to use as a for reference as you complete the rest of the Tool.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 20
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•SmartWay
United States Version: 2.0.12
Released on: 10/01/2013
Following is a brief description of the information you will need to complete this Tool. For further details, please consult
the Shipper Tool User Guide.
Partner Information
• Company Name, Address, City, State, ZIP, Country, Main Phone, Website
• Primary, Executive, and Other Contact Information:
- Name, Title, Address, City, State, ZIP, Country, Phone, email
- SmartWay ID Number (for returning Partners)
Company Characterization Information
• Company Names and Contacts
• North American Industry Classification System (NAICS) Codes
Carrier Use Profile
* Identification information for carriers contracted in the reporting year (including mode, name, MCN and/or SCAC)
• Carrier pathways: inbound/outbound/internal, domestic/international
* Shipper-specific carrier identifiers; ID Codes, Business Unit ID, Internal Shipper Segment Codes
* Carrier activity details;
- Total miles contracted
- Ton-miles contracted
- Freight characterization (average density, average load percent, and average payload)
- Preferred emissions inventory calculation metric (g/mile, g/ton-mile)
- Description of data sources used to compile activity data
* % SmartWay Value calculation method (based on miles, ton-miles, CO2, weight, dollars spent, packages, or other metric)
* Optional information regarding modal shifts and other shipper efficiency strategies
Page 3
Figure 17: Summary of Shipper Tool Required Information
Once you have navigated through the three introductory screens, you will be taken to the Shipper Tool
Home screen.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 21
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Navigating the Home Screen
All data entry screens are reached by starting on the Home screen.
Figure 18 displays the structure of the Home screen.
SmartWay
Report Year
2012
Shipper
United States Version: 2.0.12
Released on: 10/01/2013
Use the blue buttons below to navigate the Tool. For more information select the Help button.
1. Enter Partner Name (Exactly as it should appear on the Smart Way website)
Enter Contact Information
Company Characterization
Download Latest SmartWay Carrier Data File
5. Select Company for Data Entry
(Double-click the company name or select and hit Enter)
6.
7.
8.
9.
Review Year-to-Vear Comparison
Go To Reports Menu
Provide Additional Information
Generate File to Send to EPA'
Jd
Be sure to carefully read the directions when you select this option.
rm-*rff~fM~rt
I Screen |
I Demo I
Page 4
Figure 18: Main Tool Navigation or "Home" Screen
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 22
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There are nine sections on the Home screen, each described briefly below. Each section has buttons
linking to additional screens or worksheets within the Tool which are described below. The first five
sections of the Home screen comprise all the steps needed to complete your Shipper Tool, and you must
complete them in order. After they are completed, the remaining sections allow you to review your
output, provide additional information, and/or submit your Tool to EPA.
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 a
different executive-level contact. Additional contacts may also be included.
Section 3: Shipper Company Characterization: This button takes you to a screen that asks you to
define all the shipper companies you operate. Once these companies are defined, the
software will enable you to generate blank data entry forms for each company.
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 shipper companies. 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 company name will take you to screens
asking for the carrier and activity information necessary to calculate efficiency metrics
for the company.
Section 6: (Optional) Review Year-to-Year Comparison (button): This optional step allows you to
compare previous year data entries 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
company performance overtime.
Section 7: (Optional) Go To Reports Menus (button): Here you can view final summaries of your
data including all data inputs, company 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.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 23
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Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 24
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ENTERING YOUR DATA
With the exception of Section 1, clicking on the buttons or list items in Sections 2 through 9 will take you
to additional screens and worksheets that comprise the data entry segments of the Tool.
The first five 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 Shipper Tool. After
they are completed, you can review your output and/or submit your Tool to EPA. Once you complete
each mandatory step, a I 1 will appear on the left of the screen.
SAVING YOUR DATA
You can save your data you have entered at any time by selecting the ' •••I button that appears at
the bottom of most screens (including the Home screen). EPA recommends saving your data frequently
if you are entering information for large numbers of carriers.
REVIEWING YOUR DATA
Before submitting, you should review your data. To generate a hard copy of screen text or your data
inputs, select this button. The screen will be printed on your default printer.
Alternately, you can return to the Home screen, select the
Reports Menu, and print them out for review. The data reports provided by the Shipper Tool are
discussed further in the Finalize Data Entry and View Reports section of this guide.
SUBMITTING DATA TO SMARTWAY
Detailed instructions on properly submitting your data to EPA is included in this guide on page 72.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 25
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PART 3:
SECTION-BY-SECTION
DATA ENTRY GUIDANCE
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 26
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Preparing for Data Entry
To participate in SmartWay, shipper companies need to gather the following essential information to
complete the Shipper Tool:
• The official Partner 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)
• Shipper company name(s) and associated NAICS codes and points of contact
• A comprehensive list of carriers used by your shipper companies including:
o SmartWay carrier fleet names
o Number and mode of non-SmartWay carriers (truck, rail, logistics, multi-modal)
o Carrier-specific activity, including miles and/or ton-miles hauled
• 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 shipper companies. This data reflects the amount of freight
carried by each carrier and the distance that freight is carried.
The next five sections of this guide explain how to enter your data on each of the required screens. You
must complete these sections of the Home screen in order.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 27
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Section 1 Data Entry: Enter Partner Name
SECTION 1 OVERVIEW
Section 1 of the Shipper Tool asks you to "Enter Partner Name."
Enter your Partner
Name precisely as
you want it on the
EPA website
"^information select the Help button.
on the SmartWay website)
Use the blue buttons below to navigate the Tool
1. Enter Partner Name (Exactly
Shipper Company 1, Inc.
Figure 19: Field for Entry of Partner Name on Shipper 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 Shipper 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.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 28
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Section 2 Data Entry: Enter Company and Contact Information
REFER TO WORKSHEET #1: Company Contact Information in the Quick Start Guide, or go to
http://www.epa.gov/smartway/partnership/shippers.htm to complete this section of the Shipper Tool.
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 the blue button labeled "Enter Contact Information."
SmartWay
Report Year
2012
Shipper
United States Version: 2.0.12
Released on: 10/01/2013
Ose the blue buttons below to navigate the Tool. For more information select the Help button.
1. Enter Partner Name (Exactly as it should appear on the SmartWay website)
Shipper Company 1, Inc.
Select to enter
contact information
2.
Enter Contact Information
Figure 20: 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 21). 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 company data; completing and updating the Tool itself; maintaining direct
communication with SmartWay; and keeping interested parties within the company
apprised of relevant developments with SmartWay. (NOTE: To ensure that e-mails from
SmartWay/EPA are not blocked, new primary contacts may need to add SmartWay/EPAto
their preferred list of trusted sources.)
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 companies,
media/public relations, staff, or anyone who has responsibility for specific companies
beyond the person listed as the Primary Contact. This is especially important as you may be
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 29
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identifying individual companies in the Tool and will be assigning contacts to each company
separately.
NOTE: You must supply of least two unique contacts on the contact page to ensure EPA has access to
at least two people for Tool submission follow-up. Duplicate contacts will be flagged as an error by
the Tool.
SmartWay: Contact Information
1. Partner Information:
Partner Name: [shipper Company 1, Inc.
Address 1*
Address2
City* P~~
Main Phone*
Partner Name from
Home screen
State* | Zl
Toll Free:
Country"
Web Site*
2. Primary Contact: J?J
Name: _IJ First*
Title*
MI
•r
Last*
r
Use Partner Address
Address!*
Address2
City*
Phone*
Email*
3. Executive Contact: ? |
Name*
4. Other Contacts:
StateH
ZIP*
Ext:[
Cell:
Country*
Fax: f
Add/Edit Executive Contact
' - Required
Add New Contact
Edit Selected Contact
VALIDATE
SCREEN
Delete Selected Contact
Screen
Demo
Page 5
Figure 21: Entering Company Contact Information
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 30
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Each field marked with an asterisk must be filled out. You will not be able to submit the Tool to
SmartWay without this information.
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
button to automatically fill in the address
company, you can select the
section of this record.
Use Partner Address
3. Enter the Executive Contact details in Section #3 by selecting the
Add/Edit Executive Contact
button to the right; enter the required data. Note that you
MUST have at least two different contacts on the Contact Information screen.
Add New Contact
4. Enter Other Contacts (if applicable) in Section 4 by selecting the ^^^njjjjjjjjjjjugij^^^f 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
Edit Selected Contact
select the MMMBiBiiiiiaMiiii^^B button. You can remove an existing contact by highlighting
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
3.
.button to return to the Home screen and proceed to Section
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 31
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Section 3 Data Entry: Shipper Company Characterization
The next section of the Tool is the "Company Characterization" section. This is the section where you
will define your companies.
The Shipper Tool allows you to assess your operations by defining multiple companies. If you operate
more than one separate and distinct company you may wish to track each company separately.
On the Home screen select the Go To Company Characterization Screen button (Figure 22) to display
the Company Characterization screen. This is the section where you will define the various components
of your shipper companies.
SmartWay
Report Year
2012
Shipper
United States Version: 2.0.12
Released on: 10/01/2013
Use the blue buttons below to navigate the Tool. For more information select the Help button.
1. Enter Partner Name (Exactly as it should appear on the SmartWay website)
Shipper Company 1, Inc.l
2.
3.
Enter Contact Information
Company Characterization
Select to enter company
characterization
information
Figure 22: Selecting Shipper Company Characterization on Home Screen
The steps required to complete the Company Characterization screen are described below.
"Company Characterization" Screen Overview
The Company Characterization screen is shown below:
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 32
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SmartWay: Company Characterization
For each separate business entity (company), please fill out the company name and NAICS code(s) and indicate a company contact. If entering multiple
NAICS codes, separate them with a comma. For help finding your NAICS code, select the binoculars to the right of the NAICS data entry field.
To add another company, select the Add Company button at the bottom of the screen. Vou may delete a company by selecting the Delete box to the left
of the company name and then selecting the Delete Checked Rows button at the bottom of the screen. Once data has been entered for all your
companies, select the Create Companies button at the bottom to proceed.
IMPORTANT NOTES:
Vou may define separate companies for your data entry and tracking purposes on this screen. Note that these company names will NOT be displayed on
the SmartWay website — only the Partner Names entered on the Home screen will be displayed there. If you wish to have multiple company names
displayed on the SmartWay website you must submit separate Shipper Tools for each company.
If you list multiple companies here, you will be required to provide detailed information for each company in subsequent sections of this Tool. Thus you
will need to be able to track freight activity separately for each company you list. Internal tracking of different business units, inbound, outbound and
internal freight, and domestic versus international freight can be done within a company, so there is no need to list different internal divisions, product
lines, etc. as separate companies.
Company Name ?
NAICS Code(s) ? | Company Contact ? |
T | 1 | Shpper Company 1-Retail
| 2 | Shpper Company 1 - Wholesale
[44419"
| Stephen McCarty
|48412
Jennifer Jackson
Page?
Figure 23: Characterizing Shipping Companies
This screen allows you to create multiple company data records. If you operate more than one separate
and distinct company you may wish to track each company separately. Each individual data file has the
ability to track companies, inbound/outbound freight, and international/domestic freight as well as
other user-defined distinctions.
Most Partners should create one company; i.e., one line. However, if you are a global conglomerate
that, for example, has a large home goods retail company, a wholesale parts supply company, and a
product manufacturer, all with separate corporate identities and transportation systems, you may want
to create three companies. However, note that these companies will not be listed separately on the
Partner Listing on the SmartWay website. If you would like multiple companies displayed on the Partner
Listing, submit separate Tools for each company.
Using data collected using Worksheet #2: Shipping Company Characterization in the Quick Start Guide,
or go to http://www.epa.Qov/smartwav/partnership/shippers.htm. enter data for your first company.
• Company Name(s): Name your companies, beginning with your partner name followed by the
specific company name. Example: Shipper Company 1 - Retail.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 33
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• NAICS Code: NAICS, or North American Industry Classification System codes, are the Federal
standard for classifying businesses by activity type. NAICS codes can be from two or three up to
six digits in length, and are organized hierarchically, with successive digits providing greater
specificity in its description. Use the NAICS code(s) that most appropriately describes your
company. You can use the search icon to the right of the data entry field to identify and select
NAICS code(s). If you need to enter multiple NAICS codes, you may check multiple boxes on the
popup screen while holding down the "Ctrl" key on your keyboard, or simply enter them directly
and separate them with commas.
Note: Detailed information on NAICS codes can be found at
http://www.census.gov/eos/www/naics/.
Alternatively, you may contact your accountant who can locate your NAICS code:
1. On your company's 1120 corporate tax return, filed with IRS, Schedule K, lines 2a, b and c.
2. Or, on the 1120S corporate tax return, filed with IRS, Schedule B, lines 2a and b.
• Company Contact: Select your company contact(s). Use the drop-down menu to display the list
of contacts you entered in the Contact Information screen and select one. If you need a contact
for the company that is not already listed in the Contact Information screen, you will need to
return to the Contact Information screen to add the contact information.
NOTE: SmartWay highly recommends developing your list of companies beforehand by using
an organization chart or perhaps a customer interface webpage. For example, evaluate how
your organization contracts with carriers, identify your companies'different NAICS codes, and
determine how they choose what carriers to hire. The best strategy is to have a clear idea of
how to define your companies before filling out the Tool.
Adding Companies to Your List of Shipper Companies
Add Company
To enter a shipper company, select the button and fill in the Company Name, NAICS
Code, and Company Contact, as described above. At this point you may add another shipper company
Add Company
by selecting I, or you may choose to delete a company, add notes, or finish data entry
on the company characterization screen by following the instructions below.
Deleting Companies from Your List of Shipper Companies
To delete a company, select the box next to the company you wish to delete, and then select the
X Delete Checked Rows
button. Then you may add a company as described above or complete your
shipper company characterization by selecting
CREATE
COMPANIES
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Adding Comments/Notes
Creating useful comments assists SmartWay Tool reviewers in approving your Tool as quickly as
possible. Your comments help reviewers understand your company operations. Any details that you
can provide related to your operations may speed up approval time.
NOTE: Please consider using the
ADD/VIEW
COMMENTS
! button located at the bottom right of the screen. This
allows you to enter notes about the collection process, your assumptions and methods, data, or other
information. These details could prove useful for your reviewer when you or someone else fills out the
Tool next year. If comments have been added for a particular screen, the button will be highlighted and
now read
VIEW/EDIT
COMMENTS
indicating to your reviewer that there are comments to be read.
A ^mm^g button is also available should you need assistance. You will also notice small gray icons
with question marks [?] displayed throughout the Tool. When selected, these icons provide additional
information about specific items located on the screen.
Finishing Your Shipper Company Characterization
Once you are sure you have entered your information correctly for each of your shipper companies, you
may select the
CREATE
COMPANIES
button at the bottom of the screen. Before proceeding to the next screen
however, a popup screen will appear asking you to verify your company name(s) (Figure 24).
Confirm Company Names
Please note that your Company Names will NOT appear on the SmartWay website, only your Partner Name. If you wish to have your companies appear
separately on the SmartWay website, please submit separate tools For each company to EPA.
OK
Cancel
Figure 24: Shipper Company Name Verification Message
Select OK to proceed, or Cancel to revise your company name(s).
If, at a point later in the data entry process, you realize that you need to add a new company or delete
an existing company, you can return to the Company Characterization screen. You can add or delete
companies in the same way as described above, being sure to select the
CREATE
COMPANIES
I button at the
end of the process. When you select this button, the system will create blank data entry forms only for
the new company/companies you have added; any existing companies will not be affected. Note that, if
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 35
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you are deleting a company for which you have already generated data entry forms, the system will
prompt you to confirm the deletion.
Selecting ^••MB will take you back to the Home screen (see Figure 25). At this point you may
define another shipper company following the same process, or proceed to Step 4 on the Home screen.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 36
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Section 4: Download Latest SmartWay Carrier Data File
To ensure that the Shipper 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, as
shown in Figure 25. You will not be able to input the required shipper company data in Step 5 without
this file. You must have an active Internet connection to perform this step.
SmartWay
Report Year
2012
Shipper
United States Version: 2.0.12
Released on: 10/01/2013
Use the blue buttons below to navigate the Tool. For more information select the Help button.
1. Enter Partner Name (Exactly as it should appear on the SmartWay website)
Shipper Company 1, Inc.|
Enter Contact Information
Company Characterization
Download Latest SmartWay Carrier Data File
Select to download
current carrier
performance information
Figure 25: Downloading Latest SmartWay Carrier Data File
After selecting the button, the carrier file will be downloaded to your computer and the date of the file
will be displayed to the right on the Home screen, as shown in Figure 26.
If you already have a SmartWay Carrier Data File located in the same folder as the Shipper Tool (perhaps
used to create last year's submittal), the Tool will notify you before downloading the new file. If you
would like to retain a copy of the old file for your records you can either rename the old file or move it
to another folder before downloading the latest file. Otherwise you can download the new carrier file
directly, over-writing the old file.
You are now ready to go on to selecting carriers and entering activity data for each company.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 37
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Section 5: Select Company for Data Entry (providing carrier activity
information for your companies)
Now that you have defined your shipper companies, in Section 5 of the Shipper Tool, you will be asked
to provide additional information for EACH company separately.
"Company Status Review" Overview
Once you have returned to the Home screen, you will see all of your shipper companies listed in the
window below item # 5: Select Company for Data Entry.
SmartWay
Report Year
2012
Shipper
United States Version: 2.0.12
Released on: 10/01/2013
Use the blue buttons below to navigate the Tool. For more information select the Help button.
1. Enter Partner Name (Exactly as it should appear on the SmartWay website)
Shipper Company 1, Inc,
2.
3.
Enter Contact Information
Company Characterization
Shipper Company 1 - Wholesale - Not Checked
6.
7.
8.
9.
Download Latest SmartWay Carrier Data File
5. Select Company for Data Entry
(Double-click the company name or select and hit Enter)
Date of Current Carrier File:
09/21/2013
Review Year-to-Vear Comparison
Go To Reports Menu
Provide Additional Information
Generate File to Send to EPA1
h: Be sure to carefully read the directions when you select this option.
Company status
Not Checked
Ef*m t m * m t
Screen I
Demo
Page 4
Figure 26: Home Screen with Shipper Company Status Prior to Carrier Activity Data Entry
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 38
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A status message appears after each company name, indicating whether or not the data entry for that
company 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.
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 "Go to Reports
Menu" 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.
Steps for Selecting a Business Unit to Review:
1. Using your mouse, select and highlight the name of the company for which you wish to enter
data.
2. Double click the name; you will then be taken to the Basic or Comprehensive screen for that
company.
Steps for Completing the Basic or Comprehensive Screen
After selecting a shipper company for data entry, you will see the Basic or Comprehensive screen
(Figure 27).
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 39
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Smart Way Shipper Tool: Shpper Company 1 Retail
Optional Sections
The Shipper Tool allows you to evaluate activity data in two ways: 1) Emissions Footprint and % SmartWay or 2) % Smart Way Only.
To he eligible for consideration for a SmartWay Excellence Award, you must use the "Emissions Footprint and % SmartWay" option. To use this option,
you will first complete the Emissions Footprint sections, which requires direct activity estimates (i.e., miles and/or ton-miles), which will be used to
calculate mass emissions. Dnce you enter activity data, you can then proceed to the % SmartWay screen.
If mileage and /or ton-mile activity data are not available, you may select the % SmartWay Only option. Selecting % SmartWay Only allows you to
estimate the relative percentage of your carriers that are SmartWay Carriers, but does not allow you to estimate mass emissions.
The accuracy of your emissions footprint estimate depends heavily on both the quality of your activity data as well as the accuracy of the associated carrier
performance metrics. Please think carefully about which data input option you will use, considering the availability, reliability and overall appropriateness
of the required activity and performance metrics.
Please Select an Option
T Emissions Footprint and % SmartWay
<~ % SmartWay Only
Pages
Figure 27: Basic or Comprehensive Screen
Two options are available for assessing the performance of the carriers used by your company on the
Basic or Comprehensive screen. Selecting Emissions Footprint and % SmartWay (Comprehensive
option) allows you to calculate the mass emissions associated with your company, as well as to
determine your % SmartWay Value based on percent of ton-miles or miles traveled, or CO2 emitted, or
other activity measure attributable to SmartWay Carrier Partners (we will use the name "SmartWay
Carriers" to describe this group of Partners). The Emissions Footprint and % SmartWay selection also
allows you to determine emission reductions from mileage- or weight-reducing strategies employed by
your company, and to estimate the change in emissions due to various mode shifts.
Selecting % SmartWay Only (Basic option) allows you to estimate the relative percentage of your
carriers that are SmartWay Carriers, but does not allow you to estimate mass emissions.
If you select the Emission Footprint and % SmartWay option then you will be required to enter direct
activity estimates (i.e., miles and ton-miles) which are used to calculate mass emissions estimates for
your carriers. Once you've entered the required data on the Activity Data screen you will calculate your
% SmartWay Value on the % SmartWay screen. In this case, your % SmartWay Value will be used to
determine if you qualify for a SmartWay Excellence Award.
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If you do not have total mileage and/or ton-mile estimates available for each carrier you have hired in
the reporting year, select the % SmartWay Only option. This will allow you to calculate your %
SmartWay Value based on the weighted utilization of your carrier selections (using % spent, % weight,
% packages, or % custom). However, note that the Shipper Strategies and Modal Shift screens will be
unavailable, and you will be ineligible for the SmartWay Excellence Awards.
After you make your selection, use the • 1 button to proceed to the Input Carriers Screens.
COMPLETING THE CARRIER SELECTION SCREENS
Instructions Screen
The first screen you encounter under the Input Carriers tab is the Instructions screen, which describes
the two basic methods of data input to specify your fleets in detail (Figure 28). Carefully read the
instructions, using the scroll bar on the right to read the description of all five of the Input Carrier screen
options. Afterward, you must check the box that will appear at the bottom of the Instructions screen
acknowledging that you have read and understood the carrier data input instructions before proceeding
to the next screen.
SmartWay Shipper Tool: Shpper Company 1 - Retail
Basic or Comprehensive
artWay
a Display
Optional Sectic
Outside Data Import
Export Carriers
Manual Input SmartWay Carriers
Manual Input Non-SmartWay Carriers
Optional Carrier Differentiation
The following five screens provide partners with multiple ways to identify and characterize their carriers. Partners may export their carrier lists, import
their data into the Tool via the "Outside Data Import" screen, manually enter their data on the "Manual Input Non-SmartWay Carriers" and "Manual
Input SmartWay Carriers" screens, or employ a combination of upload and manual entry. Partners may optionally further differentiate individual
carriers by inbound/outbound/internal freight designations, or by other differentiators on the "Optional Carrier Differentiation" screen. The following
provides an overview of the carrier input process.
Outside Data Import
Once your external CSV (comma separated values) file has been prepared you may import the file into the Tool using the Outside Data Import screen.
This screen allows you to validate your CSV file format and input values before importing, as well as to import your file when ready.
Export Carriers
Shipper companies with a large number of carriers may choose to prepare their carrier activity data offline, using outputs from their own freight
management software or related data systems. These companies should proceed directly to the "Export Carriers" screen and select the button labeled
Detailed Instructions for Data Export/ Import* to obtain specific information on how to prepare CSV (comma separated values) files for importing
carriers into the Shipper Tool.
Manual Input SmartWav Carriers
Shipper companies may manually select carriers from pre-populated lists of SmartWay program partners as an alternative to, or in addition to, the
Outside Data Import option. If you have imported your carrier list from a CSV file (see Outside Data Import above), check this screen to ensure your
carriers are shown in the list box at the bottom. You may select additional carriers to add to this list if you wish, as described below, or you may
proceed to the next screen.
If you are not using the Outside Data Import option, you must use this screen to identify and select all of your SmartWay carriers. The "Available
SmartWay Carriers" box at the top of the screen contains all current SmartWay carrier fleets, as downloaded under Step 4 on the Home screen. You
may specify and apply filters such as carrier name, mode, ranking category and SCAC, MCN and/or DOT # to identify your carriers more quickly. (Select
the [?] buttons for detailed information regarding the filter options.) Once found, highlight the carrier(s) of interest in the upper list box and select
"Add Selected Carriers to List Below" to specify your carrier fleets. To select multiple carriers at the same time for addition to your list, highlight the
first carrier name in the upper box, press the "Ctrl" key and continue to highlight carriers as needed, then select the "Add Selected Carriers" button.
In the same way you can highlight one or more of your selected carrier fleets in the lower box and use the "Delete Selected Carriers" button to remove
rows from your list.
Manual Input Non-SmartWav Carriers
On this screen Shipper companies must specify if they utilize carriers that are not SmartWay partners, as well as the number of these carriers and their
modes (e.g., truck, rail, etc.). First select the appropriate non-SmartWay carrier "name" by highlighting your selection from the list of the four modes
shown in the upper list box, and select the "Add Selected Carriers to List Below" button. Your selections will be shown in the lower list box. Next
enter the total number of non-Smart Way carriers. Even if you only utilize SmartWay carriers, you must indicate this on the screen by entering "0" for
the number of non-SmartWay carriers. You must also confirm that you have identified all of your non-SmartWay carriers and their associated modes by
rhortinn the hnv .,i the inn nf HUP crrppn hpfnrp rirnrpprlinrt tn thp npvt crrppn
Page 9
Figure 28: Input Carriers Instructions Screen
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 41
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After reading the Instructions screen, you will need to identify the carriers used by each shipper
company. 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 company 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 Data Import/Export Guide located at
http://www.epa.gov/smartway/documents/partnership/shipper/partnership/420B13052.pdf
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.)
Next, you may also specify a carrier ranking category for the Truck mode. Truck ranking categories
include:
• TL Dry Van • Package
• LTL Dry Van • Auto Carrier
• Refrigerated • Moving
• Flatbed • Utility
• Tanker • Specialized
• Dray • Mixed
• Heavy/Bulk • Expedited
Ranking 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 ranking category.)
After identifying the mode (and ranking 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, MCNs, and DOT
numbers. The Carrier Data File can be downloaded from the SmartWay website by selecting the button
under Step 4 on the Shipper 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
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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 used by your company 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.
After reading the Instructions screen 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 "Shipper Company Partner 2.0.12 Tool:
Guide to Importing Carrier Data Using Outside Data Import Function-2012" on the shipper page of the
SmartWay website for more information about using the Outside Data Import function to enter your
carriers.
Otherwise, proceed to the Hanual Input SmartWav Carriers tab
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
"Carrier Name" input box and the select the
appear in the Available SmartWay Carriers box.
Apply Filter | button_ A new fNtered |jst WJN
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, ranking 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 ranking category. Truck
ranking 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
PPV i | button. A new filtered list will
"Carrier Name" input box and the select the
appear in the Available SmartWay Carriers box.
After identifying the desired carrier, double click on the carrier name to add it to the "Selected
SmartWay Carriers" box.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 43
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5. Once you have successfully identified your carriers using the Manual Entry method, proceed to
, Manual Input Non-SmarfWay Carriers ,
Steps for Completing the Manual Input Non-SmartWay Carriers Tab:
1. Enter the total number of Non-SmartWay Carriers for the shipper company into the data field.
2. Check the box to confirm that you have added all of the Non-SmartWay Carriers for your
company.
3. Using your mouse, double-click on each non-SmartWay carrier type used by this company;
double clicking will add it to the "Selected Non SmartWay Carriers" list.
4. Once the required data has been entered on the Manual Input N™-SmarfWa¥ Carriers ^ you
can proceed to the Activity Data screen.
Optional Carrier Differentiation Screen
If you wish, after specifying (and importing if necessary) all of your SmartWay and Non-SmartWay
carriers, you may provide additional information to help you reflect how your company uses and tracks
its carriers. This screen allows you to differentiate your carriers' activity based on a variety of
characteristics, including the following optional "tags":
• Business Unit Identifier
• ID Code
• Inbound/Outbound/lnternal
• Domestic/International
• Internal Shipper Segment 1
• Internal Shipper Segment 2
An example Optional Carrier Differentiation screen is provided below (Figure 29).
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 44
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SmartWay Shipper Tool: Shpper Company 1 - Retail
Basic or Comprehensive
Optional Sections
Outside Data Im
Manual Input SmartlVay Carri
Manual Input Non-SmartVJay Carrie
INPUTS ON THIS SCREEN ARE OPTIONAL - NOT REQUIRED FOR EPA SUBMITTAL
Ranking
Carrier Mode Category
All Selected Carriers: E
non-SrnartWay Logistics Carrier
nori-SrriartVv'ay Multi-modal Carrier
Logistics
Multi-modal
CSX Transportation
Dee King Trucking
J.B. Hunt Transport, Inc.: Intermodal
Rail
Truck
Multi-modal
DKGT,DKTI
QPMT
MC617964
MC135797
a ? 1
Select Carrier For Descriptive Dat
Carrier Rows For Bridger Transportation, LLC: 2
I Inbound/Outbound Domestic/International I Internal Shipper Segment 1
ID Code
Inbound
International
Business Unit
_dPv~
ID Code
_?J [903
Inbound/Outbound
±|l**
_dF
ternal
Domestic/International
Internal Shipper Segment 1
±JF~
Apply Descriptive Data to Selected Carrier
? 1
u±ir
Internal Shipper Segment 2
X Delete Selected Carrier's Optional InFormation
Page 14
Figure 29: Optional Carrier Differentiation Screen
If you do not wish to provide such information you may proceed directly to the Activity Data screen.
If you do wish to provide additional information, look near the top of the Optional Carrier Differentiation
screen for the complete list of carrier names you have specified up to this point, either manually or
through data import, along with carrier information such as mode, ranking category, and
SCAC/MCN/DOT. In order to provide additional information for a given carrier, first highlight the carrier
name in the upper list box and you will see the carrier name appear in the lower list box. At this point
you may enter one or more tags for the selected carrier. Once you enter the desired information, select
Apply Descriptive Data to Selected Carrier
the _ button at the lower right to associate the tag information
with the carrier. If you wish to change the tag information, simply highlight the carrier name in the
lower list box and repeat the process.
If you wish to differentiate the activity associated with a single carrier (e.g., splitting inbound and
outbound freight movements), highlight the carrier name in the upper list box select the
select carrier For Descriptive Data button immediately below the box. You will then see an additional
row appear in the lower list box with the same carrier name. Enter the different tag combinations for
each row as described above, and repeat the process as many times as necessary. Rows in the lower
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 45
-------
text box may be deleted by highlighting them and selecting the
X Delete Selected Carrier's Optional Information
' button at the bottom right. Once finalized, your complete
list of differentiated carrier rows will be brought forward to the Activity Data screen.
At this point you may return to the Export Carriers screen to export your selected carrier list in CSV
format, or you may proceed to the Activity Data screen to input the mile and/or ton-mile data
associated with each of your carriers using the Tool itself. If you designated multiple tags for a given
carrier, you must provide separate activity data inputs for each carrier tag.
NOTE: Before proceeding to the Activity Data screen, check your carrier listing to be sure the list
includes all carriers that your company uses, and that the names, SCACs, MCNs and DOT
numbers match perfectly. You may review your carrier list using the Input Summary Report
available under the Reports Menu on the Home screen.
Steps for Completing the Activity Data Screen
REFER TO WORKSHEET #3B: Activity Data in the Quick Start Guide, or go to
http://www.epa.gov/smartwaylogistics/partnership/shippers.htm for additional help to complete this
section.
Data reported on this screen are used to calculate your shipper company's overall performance and
mass emissions. Carriers specified in the Input Carriers screens are automatically listed on this screen,
along with their associated mode and performance ranking category, if applicable (Figure 30).
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 46
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1. Select to
enter Data
Source
SmartWay Shipper Tool: Shpper Company 1 - Retail
Basic or Comprehensive
Input Carriers
o SmartWay
Data Display
2. Select Data
Availability
Option
The carrier fleets identified in the previous steps are shown below. Select the Tag Info"bMrfon to show any optional carrier differentiators at the topoKnis screen, and
the "Close" button to re-display these instructions. Next, for each carrier, choose a Dairfwailability option that reflects the information you have foj^Hlat carrier. Next, choose
the metric you want to use in calculating the emissions footprint associated wit|>e9cri carrier, (Based on the data you provide, the per-carrie^Bfrtission inventory and emission
efficiencies will be displayed in subsequent screens). Next, enter the datajjetfls that are appropriate for the Data Availability option youspk-cted. The required fields will be
activated (white); other fields will be grayed out. Once you have comptefed entering your data, select the "Describe Data Source"hw*fon just below these instructions to
describe the source of all the information you entered, Finally, sgtetffthe % SmartWay screen or the NEXT button to proceed^iffne system detects problems with the
information you've entered, it will automatically highlight thp*rt5w number and provide detailed information about the error^Sfning. Select a highlighted row number for
information about errors/warnings for that particular rpX^You can also run this validation process by selecting the VajicHfe Screen button at the bottom of the screen. A rec
highlight indicates that data is missing or is signifjcjrlfly higher/lower than the industry average, while a yellow higjalir^m indicates the value is somewhat higher/lower
industry average. Red highlighted cells mu^Ieaddressed before proceeding to the next screen, by enterips'rnissing values (if applicable) or by doubte-dlcldnfljwHll5"cell to
enter a detailed explanation regardinaJsHehigh/low value. You may also enter text explanations for yellattf-highlighted cells, although such entries an
Describe Data Source
Row
Selected Carriers
Carrier Mode
Ranking D.
Category Avail.4
Ton-Miles
Total Miles**
Avg
Tag Info Bridger Transportation, LLC
| 1 _rJ |g/ton-mile3
Tag Info Bridger Transportation, LLC
| 1 _iJ |g;ton-mile3 [~
-d
Avg Avg Load
Density Pet _Pa,j 4. Enter Ton.
miles and/or
Miles
Tag Info CSX Transportation
|T3 |g;ton-mileV|
Tag Info pee King Trucking
1 J-J jg/ton-mileT| \
Tag Info |].B. Hunt Transport, Inc.: Ints [Multi-modal
J ]g/ton-mile
Tag Info Mnon-SmartWay Logistics Carrie jLogistics
T| |g/ton-mile^]
kon-mile T] \
*Data Availabilit./:
1 = (Preferred) I know both Ton-miles and Total Miles.
2 = 1 know Ton-miles and Average Payload.
3 = 1 know Ton-miles and have general information about number of loads and type oFcango.
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 = IknowTotalMilesonly.
jl Totals
Ton-Miles Total:
Total Miles Total: I
jj Wtd Avg Payload:
** Total Miles - Truck-miles or Railcar-
miles (NOT Train-miles)
^ Select the 'Validate Screen' button to
0 display/update the Average Payload values.
SELECT VALIDATE SCREEN TO CALCULATE
WEIGHTED AVG PAYLOAD
Screen
Demo
Page 15
Figure 30: Activity Data Screen
Before proceeding with your activity data entry, note that you can display detailed tag information for
each carrier row on the Activity Data screen by selecting the a^ button. Selecting this button
will display the specific tags assigned to each carrier on the Optional Carrier Differentiation screen, as
shown in Figure 31. The Shipper Tool provides this feature to assist SmartWay Shipper Partners that
have defined multiple rows for a single carrier, in order to determine which activity data should be
entered in which row. Select the Close button to re-display the screen instruction text.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 47
-------
SmartWay Shipper Tool: Shpper Company 1 - Retail
Basic or Comprehensive
Input Carriers
SmartWay
Data Display
Tag Information
Carrier (Row Number 1)
JBridger Transportation, LLC
Business Unit
|TY&
ID Code
Inbound/Outbound
Inbound
Domestic/International
[w | International
Close
Internal Shipper Segment 1
IDVT
Internal Shipper Segment 2
Carrier specific
tag information
for row 1
Selected Carriers
Rdiikiny Data Inventory
Carrier Mode Category Avail.* Calc Metric
Ton-Miles
I 1 jd |g/ton-m«e
J.J jj J.J
Avg Avg Load ^Avg
Avg Avg L
Total Miles** Density Pet Payload
* Data Availability:
1 = (Preferred) I know both Ton-miles and Total Miles.
2 = 1 know Ton-miles and Average Payload,
3 = 1 know Ton-miles and have general information about number of loads and type oF cargo,
4=1 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 type of cargo.
7 = I know Total Miles only.
, I Totals
Ton-Miles Total: I
Total Miles Total:I
I Wtd Avg Payload:I
** Total Miles = Truck-miles or Railcar-
miles (NOT Train-miles)
" Select the 'Validate Screen1 button to
0 display/update the Average Payload values.
SELECT VALIDATE SCREEN TO CALCULATE
WEIGHTED AVG PAYLOAD
Page 15
Figure 31: Activity Data Screen with Tag Information Displayed
The following describes the steps required for completing the Activity Data screen.
1. Entering Data Source Description
Describe Data Source
Before you begin entering activity data for your companies, select the
button and enter a detailed description of the sources used to generate your activity data in the popup
text box (Figure 32). Be sure to indicate how you calculated miles and ton-miles, and where these data
were 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.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 48
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Smart Way: Activity Data Source
Please provide a detailed description of the sources used for your Activity Data information. Indicate how you calculated
miles and ton-miles and where the data was obtained. For example; you may use PC Miler to determine miles, it may be
reported to you by your carrier, or it may be stored in your accounting/purchasing or transportation database. Similarly;
your payload weight may come from bills of lading records, a company database, etc.
Figure 32: Activity Data Source Description Text Box
2. Selecting the Data Availability Option
To begin entering data regarding how you use each carrier, you must first specify a Data Availability
option. There are seven Data Availability options offered, as summarized below (and listed near the
bottom left area of the Activity Data screen for your reference; see Figure 31).
1. Enter ton-miles and miles
2. Enter ton-miles and average payload
3. Enter ton-miles, density, and load percentage
4. Enter ton-miles only
5. Enter miles and average payload
6. Enter miles, density, and load percentage
7. Enter miles only
Depending on the Data Availability option selected, the fields on the screen will become active (white)
or remain grayed out.
Choose the method that uses the most accurate data at your disposal for each carrier. You can specify
various data availability options for carriers, depending on what type(s) of data you have for each and
the reliability of that data.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 49
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• If you have reliable data for both ton-miles and total miles, select Option 1.
• If you don't have reliable mile data, but do have reliable ton-mile data, select Options 2, 3 or 4.
In Option 2, you will need to provide average payload, which will be used to develop a mileage
estimate. In Option 3, you may include information on load percentages and the types of cargo, and the
Tool will calculate an average payload for you based on the commodities shipped with each carrier. In
Option 4, the Tool will use an average payload number based on the bin category of the carrier to
estimate a miles number for you. For all of these options, the miles estimates are paired with the
carriers' g/mile efficiency factors to estimate mass emissions for each carrier. Although dependent on
industry type and product mix, Option 2 is generally preferred to Option 3 in terms of data quality, while
Option 3 is generally preferred to Option 4 (again, depending upon the accuracy of the data available for
each carrier).
Providing ton-mile data (Options 2, 3, and 4) is generally preferable to simple mileage data for most
modes. For example, when shipping bulk commodities by rail, ton-mile estimates are often available and
will result in a more precise estimate of mass emissions (when combined with gram per ton-mile metrics
for each carrier) than relying on gram per mile metrics. Ton-mile estimates are also most appropriate for
LTL and package delivery truck shipments, given the uncertainty in cargo volume utilization. Ton-miles
are also more appropriate for heavier TL shipments. Alternatively, mileage activity measures are most
appropriate for light truckload shipments. However, for all calculations, where precise estimates of
weight are often unknown, and distance estimates are highly reliable, mileage activity measures may be
the better metric. See the SmartWay Shipper Tool Technical Documentation for additional information
on these calculations.
NOTE: Data Availability options for less-than-truckload (LTL) carriers are restricted to numbers
2, 3, 5, and 6 due to the difficulty apportioning mileage activity in the absence of payload-
related information.
• If you don't have reliable ton-mile data, but do have reliable mile data, select Options 5, 6 or 7.
In Option 5, you will also need to provide average payload which will be used to develop a ton-miles
estimate. In Option 6, you may include information on load percentages and the type of cargo, and the
Tool will calculate an average payload for you. In Option 7 (miles only), SmartWay will use an average
payload number based on the bin category of the carrier to estimate a ton-miles number for
you. (Option 7 requires additional off-line calculation to account for partial loads.) In each of these
three options, the ton-miles estimates are paired with the carriers' g/ton-mile efficiency factors to
estimate mass emissions for each carrier. Although dependent on industry type and product mix,
Option 5 is generally preferred to Option 6 in terms of data quality, while Option 6 is generally preferred
to Option 7 (again, depending upon the accuracy of the data available for each carrier).
NOTE: Do not use Data Availability Option 6 or 7 for rail carriers.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 50
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3. Selecting the Preferred Inventory Calculation Metric
For each carrier record in which you have selected Data Availability Option 1, you must define your
preferred metric (Inventory Calculation Metric) for calculating mass emissions. For all other data
availability options, the Tool will designate the metric for you.
Options for Data Availability Option 1 include grams per (truck) mile, grams per railcar-mile, and gram
per ton-mile (all modes).
NOTE: The Shipper Tool calculates your emission performance based on the best available data
for each of your carriers. Since your mass emissions inventory can be produced using either
g/ton-mile or g/mile metrics, you may mix your selected metrics across carriers. Regardless of
the metric you select, the Tool will calculate tons of emissions. In order to compare
efficiencies across different carriers and/or modes, the Tool expresses performance in both
g/ton-mile and g/mile.
Use the metric most appropriate for characterizing your carrier activity where you have selected Data
Availability Option 1. Select g/mile metrics for estimating mass emissions for lighter weight truck
freight, while g/ton-mile should generally be used for rail and heavier truck freight.
NOTE: If your company uses Package Delivery carriers, choose ton-miles as the calculation metric
if possible. However, if it is not properly calculated, you can make significant overestimates of
the ton-miles. For example, consider the case in which your company has one pallet on a truck
that is also carrying 21 other pallets belonging to other companies. If you base your calculations
on miles x the g/mile factor for that truck carrier, your carbon allocation would be overstated a
factor of 22. The same calculation for one package on a truck carrying 300 packages would
overstate the carbon by a factor of 300.
4. Entering Mile and Ton-Mile Data
After specifying the Inventory Calculation Metric for each carrier, enter the total activity data for the
carrier for the associated unit type (ton-miles, miles, or railcar-miles). Enter the data to the nearest
whole number. If you selected Data Availability Option 1. enter both miles and ton-miles for the given
carrier.
If you selected Data Availability Option 2, you must enter ton-miles along with the average payload in
short tons (2,000 Ibs). In this case the total miles for the carrier will be back-calculated by dividing ton-
miles by tons.
If you selected Data Availability Option 3. first enter your ton-miles. Next, you must enter your freight
density using the Average Density Calculator. The calculator, which is activated by selecting the
appropriate Calc button in the Average Density column, allows you to specify the percentage of
shipments that fall into various commodity groupings. Each grouping has an associated average density,
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 51
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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.1 Figure 33
presents example inputs for the Density Calculator.
Smart Way Shipper Density Calculator
This calculator breaks commodities into separate groups, each with its own
average density. Under "Freight Percentage" enter the percentage of your freight
(by weight) that is made up of that commodity group. Note that For each group, a
list of the commodity types appears in the box at right.
Truck Service. Inc.
Freight
Percentage
53.1
Average _?J
Density
(Ibs/cu ft): Commodity Types
\n
46.9|
Total
100
Commodity Group 7:
Coal
Fuel oils
Gasoline and aviation turbine
Figure 33: Example Average Density Calculator Inputs (Truck, Logistics, and Multi-modal Carriers)
NOTE: Be as precise as possible entering your mileage and ton-mile data. Enter to the nearest
whole number.
After inputting your freight distribution data into the Average Density Calculator, use the Average Load
Percent Calculator to adjust your activity for partial loads. Load percentages can be either weight-
based (with full truckloads weighing out), or volume-based (with full truckloads cubing out).
1 The density categories for Logistics and Multi-modal carriers are assumed to be the same as for Truck carriers.
2 Average density cagegories differ for rail carriers.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 52
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For example, if 3,000 loads of your LTL shipments are 50% truckload and 5,000 loads are 70% truckload,
enter the corresponding load information in the Average Load Calculator (Figure 34). The calculator will
then estimate the weighted average load (in this case, 62 percent) which will be applied to your total
miles for this carrier.
NOTE: If you do not convert partial shipments into whole shipments, you will be assigned the
carbon impact of the entire load. Refer to the Shipper Company Tool Technical Documentation
for details regarding the application of the calculator inputs.
Smart Way Shipper Average Load Calculator
Enter the number of loads that fall into the categories below. The
calculator will determine an overall load percentage.
ABF Freiqht System. Inc.
1/10 Truckload
2/10 Truckload
3/10 Truckload
4/10 Truckload
5/10 Truckload
6/10 Truckload
7/10 Truckload
8/10 Truckload
9/10 Truckload
Full Truckload
Percent
# Loads
3,000
5,000
62
Figure 34: Example Average Load Calculator (Truck, Logistics, and Multi-modal Carriers)
Once the calculator data have been entered, the resulting average density and load percentage will
appear on the Activity Data screen. The back-calculated mileage values will also appear in gray boxes
on the screen.
If you select Data Availability Option 4. simply enter your ton-miles, and the corresponding mileage will
be back-calculated using the carrier's average payload value, as determined from the performance
A similar calculator is used for calculating railcar load percentages.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 53
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ranking category averages. This option is the least accurate of the ton-mile-based calculations, since no
information is provided regarding your shipper company's payload profile.
If you select Data Availability Option 5, enter your total miles, expressed as either truck miles (for truck,
logistics, and multi-modal carriers), or railcar-miles for rail carriers. Next enter your average payload in
tons and ton-miles will be back-calculated for you.
Selecting Data Availability Option 6 requires total miles to be entered, along with payload density
information and load percentages using the calculators described above.
Selecting Data Availability Option 7 only requires entry of total miles, and ton-miles will be back-
calculated using the carrier's average payload value.
NOTE: Correctly calculating Ton-Miles is critically important for the accurate determination of
your carbon foot-print
Enter the ton-miles hauled per year attributable to each carrier. A ton-mile is one ton moving one mile.
NOTE: DO NOT ESTIMATE TON-MILES BY SIMPLY MULTIPLYING TOTAL MILES BY TOTAL TONS -
this calculation effectively assumes your entire tonnage is transported on EACH AND EVERY
truck, and will clearly overstate your ton-miles.
There are two ways to calculate your company's ton-miles:
1) Companies can determine their average payload per carrier, multiply the average payload by the
total miles per carrier, and sum the results for all carriers for the reporting year; or
(total miles per carrier x total tons per carrier)
2) Set Ton-miles per carrier =
total # of trips per carrier
To check your data, divide ton-miles by miles. The result is your fleet-average payload. If this number is
not reasonable, check your calculations.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 54
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5. Validating Your Activity Data
The Shipper Tool also contains data validation checks designed to identify missing and potentially
erroneous data. Selecting the ^HSiiii^l button at the bottom of the screen will allow you to view
any potential data entry errors. Figure 35 provides an example validation screen check result.
SmartWay Shipper Tool: Slipper Company 1 - Retail
Basic or Comprehensive
Input Carriers
% SmartWay
Data Display
Optional Sections
Low calculated
Payload value
;r fleets identified in the previous steps are shown below. Select the Tag Info" button to show any optional carrier differentiators at the top of this screen, and select
i" button to re-display these instructions, Next, for each carrier, choose a Data Availability option that reflects the information you have for that carrier, Next, choose
: you want to use in calculating the emissions footprint associated with each carrier. (Based on the data you provide, the per-carrier emission inventory and emission
is will be displayed in subsequent screens). Next, enter the data fields that are appropriate for the Data Availability option you selected. The required fields will be
(white); other fields will be grayed out. Once you have completed entering your data, select the "Describe Data Source" button just below these instructions to
i ueiLiiLjB-tte^ource of all the information you entered. Finally, select the % SmartWay screen or the NEXT button to proceed. If the system detects problems with the
I information yoiTve^Bntej^ci^Jtwill automatically highlight the row number and provide detailed information about the error/warning, Select a highlighted row number for
I i..i-.-. ^ion about errors/warRfflgsfiar^hat particular row. You can also run this validation process by selecting the Validate Screen button at the bottom of the screen. A red
t indicates that data is missingoTTfsifBiScantly higher/lower than the industry average, while a yellow highlight indicates the value is somewhat higher/lower than the
^average. Red highlighted cells must be ac&8BesUae|ore|proceeding to the next screen, by entering missing values (if applicable) or by double-clicking on the cell to
ination regarding the high/low value. YouTnaTsslsi.ejTter text explanations for yellow-highlighted cells, although such entries are optional.
_ 2]
,vg Avg Load Avg
isity Pet Payload
Availability:
Femad) I know both Ton-miles and Total Miles.
iow Ton-miles and Average Payload.
•miles and have general information about number oF loads and type oF cargo,
•miles only.
3 = I kn.
4 = I km
5 = 1 know Total Miles and Average Payload
6 = I know Total Miles and have general information about number of load:
7 = I know Total Miles only.
md type of cargo.
Total Miles Total:
Wtd Avg Payload:
__ "^ Select the 'Validate Screen' button to
3j325j491 display/update the Average Payload values.
SELECT VALIDATE SCREEN TO CALCULATE
WEIGHTED AVG PAYLOAD
Page 15
Figure 35: Example Validate Screen Check Result
The red highlighting in Row 4 indicates an error. Errors must be addressed before proceeding with the
rest of your data entry. Selecting the red highlighting will display details - in this case, informing you
that an Average Payload entry is required for Data Availability Option 2.
The yellow highlighting indicates a warning condition. Warnings do not have to be addressed before
proceeding, but may indicate a possible data entry error. In row 7 above, the average payload entered,
12.5 tons, is less than the validation threshold of 14.5 tons.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 55
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Finally, row 1 indicates a possible error - dividing ton-miles by total miles results in a very low average
payload value for this carrier (3.4 tons). By double-clicking on the Average Payload cell (highlighted in
red on the far right), you may enter an explanation detailing the reasons for the unusual value (see
Figure 36). After entering your text explanation and selecting OK, the highlighting will change from red
(error) to yellow (warning) status.
Smart Way Average Payload Validation
Please provide an explanation as to why your average payload (either
entered directly or calculated based on the ratio of ton-miles to miles) is
outside the industry average,
Hauling processed foods including potato chipSj etc.
f~ This explanation applies to all instances that are outside industry average
Figure 36: Example Average Payload Validation Explanation
NOTE: By selecting the checkbox at the bottom of the Average Payload Validation text box, the
user may apply the explanation to all instances of potentially high/low payload values on the
Activity Data screen. This function is provided primarily for shippers importing large numbers
of carriers resulting in the same error/warning condition multiple times.
NOTE: You must address all errors, whether highlighted in red or yellow. You can do this either
by entering an explanation (by double-clicking on the highlighted cells) concerning the validity of
the value, or by making any necessary corrections.
Other validation messages may be presented for a variety of payload and ton-mile values. Please refer
to the Shipper Tool Technical Documentation for a complete list of validation ranges used within the
Shipper Tool.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 56
-------
Finally, the Activity Data screen provides company-level mile, ton-mile and payload summaries at the
bottom of the screen (see Figure 35). You may check these values to help ensure the accuracy of your
carrier activity inputs. The Total Miles and Total Ton-Miles values are simple summations of the
individual carrier rows. However, the Weighted Average Payload is calculated by multiplying the
average payload for each carrier (as shown in the far right column) by the fraction of the total ton-miles
attributable to each carrier, and then summing across all carriers. Check this value for reasonableness
before proceeding.
VALIDATE
SCREEN
NOTE: Select the •ataa^ button to calculate the company level weighted average payload,
displayed at the bottom of the Activity Data screen (see Figure 35).
Viewing the % SmartWay Screen
REFER TO WORKSHEET #3C: % SmartWav in the Quick Start Guide, or go to
http://www.epa.gov/smartwaylogistics/partnership/shippers.htm to complete this section of the
Shipper Tool.
Once you finish entering your data you may proceed to the % SmartWay screen (Figure 37). The %
SmartWay screen calculates your % SmartWay Value, reflecting the percentage of total emissions
attributable to SmartWay Carriers. For Shipper Partners selecting the Emissions Footprint and %
SmartWay option on the Basic or Comprehensive screen, the % SmartWay Value is used to determine
eligibility for the SmartWay Excellence Awards.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 57
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SrnartWay Shipper Tool: Shpper Company 1 - Retail
Basic or Comprehensive
Input Carriers
Activity Data
Data Display
Optional Sections
This screen calculates your % SmartWay Value. When based on total miles, this value is used to help determine your eligibility for the SmartWay Annual
Excellence Awards. Comparing your % SmartWay Value over time provides a useful way of gauging your company's progress in reducing its overall emissions
footprint.
Choose the appropriate radio button and/or drop-down menu selection to select the weighting factor you wish to use to determine your % SmartWay Value. If
you have completed the Activity Data screen, the associated percentages will appear in the % Ton-Miles, % Total Miles, and % C02 columns below. If you did
not enter activity data, or if you would prefer to use another factor, select the factor from the drop-down box on the right and enter a non-zero percentage for
each carrier, making sure these percentages add up to 100%.
If the data source is not listed, simply type it in.
Data Source: Distribution and Warehousing
Selected Carriers
|ABF Freight System, Inc,
|ABJ Express Inc,
|ATS, INC
| CSX Transportation
| non-SrnartWay Truck Carrier
[Seagate Transportation Services., Inc.; Logistics Trucks
[Truck Service Inc.
| United Express System, Inc
^J
Carrier Mode
| Multi-modal
Truck
| Truck
M
| Truck
j Logistics
[Truck
|Truck
Ton-Miles Total Miles
100.0000 | 100.0000 |
I 66 | 8,5885 |
40. n? | 32,6156 |
Vi 75 | 19,OJ5L |
1 81 \ !62 |~~
r r~ r
r * r~ r
16,40 | |
•••„•.•! | 3.1200 |
C02
100.0000
4.7606
22.1620
10.8922
0.2396
29.2332
15.2426
14.2236
3.2410
0,0000
0.0000
0,0000
Description of Custom Factor and Methodology
2\
% SmartWay Value:
Carrier Mode Rating Carrier Mode Rating
Truck 63.3409% Logistics 100.0000%
Rail 100.0000% Overall 70.7618
-------
Viewing the Data Display Screens
Once you finish entering your data, you may view your performance on the Emissions Summary, Carrier
Performance and Carrier Performance (Ranking Category Detail) screens under the Data Display tab.
Based on the shipper company activity data inputs and the carrier performance data downloaded from
the EPA website, weighted average g/mile and g/payload ton-mile factors are calculated for CO2, NOx,
PM10, and PM2.5 for each carrier, as well as total mass emissions (based on the preferred metric
designated for each carrier). The company-specific g/mile and g/ton-mile factors, as well as total mass
emissions, are shown on the Emissions Summary screen.5 A full range of summary data is displayed on
the Carrier Performance screen. The Carrier Performance (Ranking Category Detail) screen provides
this same information, but allows the user to display carrier data by truck performance ranking category
(e.g., TL/Dry Van, Dray, etc.) Note that mass emissions displays are only provided for partners selecting
the Emissions Footprint and % SmartWay option on the Basic or Comprehensive screen.
The Emissions Summary screen (see Figure 38) displays emissions performance by carrier and for your
shipper company as a whole, presented in terms of grams per mile and grams per ton-mile. Select the
pollutant to display using the buttons at the top of the screen.
5 The gram per mile and gram per ton-mile values provided for SmartWay Truck carriers actually represent averages for a given
truck operating category (e.g., TL Dry Van operators), indicating range midpoints for the ranked set of all operators in this
category. In this way precise performance metrics are not attributed to any given carrier. Alternatively, performance metrics
for rail are industry-averages, without ranges.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 59
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SmartWay Shipper Tool: Slipper Company 1
- Retail [XJ
Basic or Comprehensive Input Carriers
Activity Data SmartWay Optional Sections
Carrier Performance Carrier Performance (Ranking Category Detail)
This display shows a summary of your carrier's performance based on the selected pollutant - CO2, NUx. or PM. Select a different option helow to view a
summary for that pollutant. A more detailed presentation of performance is shown on the next tab: Carrier Performance.
Select Pollutant
Selected Pollutant: <=" CO^?J ^
I
Selected Carriers
Composite ?
±J
Carrier
Mode
All
^ABF Freight System, Inc. Multj-
AB3 Express Inc.
ATS, INC
| CSX Transportation
modal
Truck
Truck
Rail
JLj
Ranking Category
All
Mixed
TL/Dry Van
jnon- SmartWay Truck Carrier Truck
Seagate Transportation Services, Inc.: Logi: Logistics
Truck Service Inc.
Truck
United Express System, Inc Truck
^E
M —
TL/Dry Van
Mixed
BH,
NOx _?J " PM10 _?J * PM2.5 2]
Carrier Performance - CO2
0/mile
1,810
1,550
1,900
1,600
1,072
2,437
2,300
1,700
1,500
—
jj
Category
Ranking
-
5
5
2
4
3
1
g/ ton-mile
154
65
105
85
21
484
400
115
105
Category
Ranking
5
4
2
4
5
4
—
Jd
CD2
Mass Emissions
(tons/ year)
11,861
565
2,629
1,292
28
3,468
1,808
1,687
384
m
Screen
Demo
Page 17
Figure 38: Emissions Summary Screen
The Emissions Summary screen also displays the performance category ranking for any truck carriers.
Truck carrier emission factors are determined by placing similar trucking companies in groups called
Ranking Categories. There are 13 current ranking categories for truck carriers:
• Truckload-dry van /container
• Less than truckload-dry van
• Refrigerated
• Tanker
• Flatbed
• Package delivery
• Dray
• Auto Carrier
• Expedited
• Heavy/bulk
• Moving
• Specialized hauler
• Mixed
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 60
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The fleets in each ranking category are divided by performance into five roughly equal sets (ranges.)
The midpoint of performance for each range represents the emission factor for all fleets in that range.
Thus, a fleet will have a ranking for each of the four pollutants and two performance metrics. Rankings
are currently used for truck, logistics, and multi-modal carriers. Mass emissions in tons per year are also
calculated in the right hand column of the Emissions Summary screen. The Composite row at the top of
the table provides the activity-weighted average performance metrics across all carriers and modes. This
summary, plus other detailed reports can be printed by returning to the Home screen and selecting Go
to Reports Menu.
The Carrier Performance screen displays data at a more detailed level than the Emissions Summary
screen. Emission factors, mass emissions or category ranking may be selected for display using the
Display Type drop-down box (Figure 39).
SmartWay Shipper Tool: Shpper Company 1 - Retail
Basic or Comprehensive
Input Carriers
Activity Data
SmartWay
Optional Sections
Emissions Summary
Carrier Performance (Ranking Category Detail)
This display allows you to look at your company's emissions-related performance by mode and optional tags. Use the drop-down boxes provided to filter your
results. You can display carrier-specific emission factors by choosing the appropriate option from Display Type drop-down. In addition, if you selected Emissions
Footprint and completed the Activity Data screen, you can also display mass emissions in tons per year, as well as the associated category ranking (for non-rail
carriers^. (If van selected °/° SmartWay Only, this mass emissions and category ranking options are not available.) In viewing your results, use the icon to the
hide/reveal details for that particular mode.
Select Emission Factors,
Mass Emissions or
Category Ranking
*• Display Type
Display Results For: .Emission Factors
Domestic /
International
Business
Unit
ID
Code
^J
Internal
Shipper
Segment 1
JJ
Internal
Shipper
Segment 2
Ranking
Selected Carriers Category
Jjty Multi-modal Carriers (1)
ffi'lR.ilC.rri.r. CO
CO2
g/mile g/ton-mile
1,550 1| 65
NOX
g/mile g/ton-mile
13.50 1| 0.525
PM10
g/mile g/ton-mile
PM2.5
g/mile g/ton-mile
0.375 1| 0.0215
0.375 1| 0.0215
1,072)1 21
10.60 0.42T
0.519 1| 0.0120
0.503 1 1 0.0120
' "
JEij Truck Carriers (5)
r
AEO Express Inc. j Mixed
|ATS, INC |TL/DryVan
non-5rnartWay Truck Carrie
|Truck Service Inc. |tL/DryVan
| United Express System, Inc Mixed
Composite Weighted Average
1,811 1| 142
1,900 1| 105
1,600 1| 85
2, 437 || 484
1,700 1| 115
1,500 1| 105
1,810 1| 154
11.94 1| 0.837
14. 50 || 0.725
5.50 1| 0.275
29. 24 || 3,330
8.50 0.425
8.50 1| 0.575
1Z.78|| 0.946
0.345 1| 0.0329
0.450 | [ 0.0260
0.050 1| 0.0015
1.242 1| 0.1680
0.150| 0.0115
0.350 1| 0.0260
0.387 1| 0.0384
0.342 |
0.450
0.050 |
1.205|
0.150
0.350 |
0.385 |
0.8324
0.0260
0.0015
0.1630
0.0115
0.0260
8.8379
~~
Page 18
Figure 39: Carrier Performance Screen
You may also expand or aggregate the display rows to show carrier performance by individual carrier by
clicking the icons to the left.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 61
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The Carrier Performance (Ranking Category Detial) screen displays data at an even more detailed level
than the Carrier Performance screen. Emission factors, mass emissions or category ranking may be
selected for display on this screenusing the Display Type drop-down box for any truck category of
interest (Figure 40).
Shpper Company 1 - Retail
Basic or Comprehensive
Input Carriers
Activity Data
-------
Viewing Optional Sections
The Shipper Strategies Screen
REFER TO WORKSHEET #4A: Shipper Strategies in the Quick Start Guide, or go to
http://www.epa.gov/smartway/partnership/shippers.htm to complete this section.
The Shipper Tool calculates the emissions savings impacts for a range of activities and best practices
which are known to impact the emission footprint of the transportation supply chain. Using the Shipper
Strategies screen (Figure 41), you can input specific information pertaining to your company's strategies
to impact emissions that are already being implemented for the reporting year. On this screen, all
strategies are based on eliminating miles or weight from the system.
Note: The use of this screen is optional and not required for submitting the Tool to SmartWay.
SmartWay Shipper Tool: Shpper Company 1 - Retail
Input Carriers
c or Comprehensive
Data Display
Shipper Strategies
Modal ShiR
INPUTS ON THIS SCREEN ARE OPTIONAL - NOT REQUIRED FOR EPA SUBMITTAL. Previously in this Tool, you calculated the emissions resulting from your movement of freight
using various carriers. On this screen, you can input specific information pertaining to your company's strategies to reduce emissions BEFORE freight is placed on transport. All
strategies on this screen are based on eliminating miles or weight from the system. In other words, this screen calculates the emissions that would have happened had you NOT
implemented your efficiency improvements. Please list all strategies that your company implemented for the reporting year to take miles or weight out of the freight system.
Emissions results are calculated assuming a one-to-one reduction in miles and ton-miles. The results only provide a rough estimate of emissions impacts.
Add Activity
Select a category: | Miles removed From system
Pick an activity: | Cube optimization
A
Add Activity
Selected Activities
_?J Percent jj
Carrier Mode Improvement
Results (Tons/Year)
NDx i PM10
Use the button below to access information on quantification
and documentation of your activities:
Basic Quantification and Documentation of Shipper Strategies
PM2.5 2] Data Source / Methodology _H
# Name of Activity
1. [Package reconfiguration
Cube optimization
Miles removed from system
Rail | | 0
Truck | 3.5 343
Multi-Modal | 2.2 13
Logistics | o
0.0 | 0.00
2.1 | 0.08
0,1 | 0.00
0.0 0.00
0.00
0.08
0.00
0.00
Reconfigured containers from cylinders
to rectangular packaging.
Remove Activity
Total Results (Tons/Vear) I 356 \ 2-2 I °-08 I
Page 20
Figure 41: Shipper Strategies Screen
First, select an activity category from the drop-down menu at the upper left, and then chose a specific
activity from the options provided. You may select from the following options:
• Miles Removed from the System
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 63
-------
o Distribution center relocation
o Retail sales relocation
o Routing optimization
o Cube optimization
o Larger vehicles and/or trailers
• Weight Removed from System
o Product weight reduction
o Package weight reduction
o Vehicle weight reduction
For each strategy selected, you must provide an estimate of the percentage impact (in terms of miles or
ton-miles, as appropriate), for each mode of interest, along with a text description of the strategy itself
and details regarding the methods and assumptions used to estimate the changes. Based on actual data
from your current carriers, the Tool will calculate the quantity of emissions changed for each pollutant.
You can repeat this process for each strategy that your company has implemented.
The Tool assumes that total mass emissions are changed in direct proportion with the specified mileage
or weight reductions. This assumption should be accurate for weight reduction strategies when applied
to truck-load shipments that weigh out. Additional uncertainty arises though in the case of LTL and
package delivery shipments, where such reductions may not result in one-to-one impact in miles hauled.
Uncertainties are even greater for non-truck modes, where the shipper commonly does not control the
entire content of the container.
Please carefully document the procedure used to estimate the percentage impacts associated
with your different measures, including how you established your baseline performance levels.
Use the Easic Quantificati°n and Documentation of Shipper Strategies bytton Qn the upper rjght Qf ^ screen ^
obtain additional information regarding how shipper strategies should be quantified and documented.
If you have questions regarding calculations and/or documentation, contact your SmartWay Partner
Account Manager.
Modal Shift Screen
REFER TO WORKSHEET #4B: Modal Shift in the Quick Start Guide, or go to
http://www.epa.gov/smartway/partnership/shippers.htm to complete this section of the Shipper Tool.
The Modal Shift screen is intended for scoping purposes and scenario evaluations only. Shippers should
develop carrier emissions inventories (and associated average emissions factors for their company) by
inputting activity data in the Activity Data screen.
Note: The use of this screen is optional and not required for submitting the Tool to SmartWay.
The Modal Shift screen allows you to estimate the emissions impact of shifting modes by selecting one
or more modal shifts between air, marine, truck, logistics, multi-modal and rail operations. The resulting
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 64
-------
estimates of emissions impacts are for partner information only and are not used in determining
performance estimates.
On the Modal Shift screen (Figure 42), you can specify the mode from which you have shifted freight or
are considering shifting freight ("From Mode"), as well as the target mode ("To Mode"). You have
several options for selecting an emissions factor for both the "From Mode" and "To Mode":
Shipper's Carrier Average - This option will utilize the weighted average gram per mile or grams per
ton-mile metric from your carriers, for a specified mode (e.g., rail or truck), based on data you provided
in the Activity Data screen. If this option is selected for the "From" mode, filters can also be applied to
evaluate a subset of your current operations (e.g., inbound/domestic only). Note that in most cases
performance metrics represent midpoints for the given ranking category range, rather than the precise
value for a given carrier. If you have data specific to your carriers, select the User Input option (see
below). Note that the Shipper Carrier Average option is not available for air and marine modes at this
time.
Modal Average-This option will use an industry-average performance metric for the mode in question.
Metric options include g/ton-mile and g/mile (or g/railcar-mile, as appropriate). The data sources and
assumptions used to derive these values are discussed in the Shipper Tool Technical Documentation.
You may want to use this option to investigate shifting freight to a transportation mode that you have
not used previously, although we recommend that you use a more representative emission factor to
analyze scenarios whenever possible. The Modal Average option is not available for air and marine
modes at this time.
User Input - This option allows you to input performance metric estimates for any carrier mode, using
alternative data sources. This is the only option available for Air and Marine modes at this time. If you
select this option, you MUST provide a description of the data sources that you used to develop these
estimates (by clicking the User input Data Source button.) This option may prove particularly useful in
those cases when you have access to carrier-specific performance estimates. We also encourage you to
use this option when you have access to an emissions factor that reflects the full emissions impact (e.g.,
including likely drayage emissions) and/or that best represents the fleet equipment and operational
type that you are most likely to work with for your unique freight movement.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 65
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SrnartWay Shipper Tool: Shpper Company 1 - Retail | X |
Basic or Comprehensive Input Carriers Activity Data
Shipper Strategies
V« SnurtWay
Data Display
mmmfmm^^m
E^^^H
INPUTS ON THIS SCREEN ARE OPTIONAL - NOT REQUIRED FOR EPA SUBMITTAL. This screen allows you to estimate emission results from modal shifts. Different sources of
emission factors will be available based on the carrier modes selected. In some cases, the emission factor can be based on your own carrier fleet mix, for others, only a modal
default will be available, for others, the user will have to supply their own emission factors. Refer to the User Guide for more detailed information.
Indicate the mode being displaced (From) and the new mode (To) using the drop-down boxes provided. Enter the amounts along with the appropriate units, and the
system will calculate the results. Add new records by selecting the Insert Additional Modal Shift button near the bottom of the screen. You can delete a record by selecting
its Delete Modal Shift button.
_d ^j ^j ^ ^j
.-.,.,, Efficiency Efficiency Total Results
Emission Factor Source Amounts Before flfta. (tons/yr)
Modal Shift 1
To Carrier Mode: 1 Raj| •,
Delete Modal Shift
Modal Shift 2
From: Shipper's Carrier Average *
To : Modal Average ^_
(Optional) Inbound/Outbound: JAII »
(Optional) Domestic/International: fjjj T
Unit! Jon-Miles jj C
02 112. OS f 20,76
1,314.25
From 10,000,000 NOx 0.84 | 0.427 | 4.05
To |u,ooo,000 P
p
M10 | 0,033 | 1.23711340 | 0.212
M2.5 | 0.032 0.012 | 0.211
Units |p,ij|es »| CO2 1,550 | 950 J87
From Carrier Mode: [Multi-modal J From: | shipper's Carrier Average _^
To Carrier Mode ; |Marine/OGV •»
Delete Modal Shift
To : User Input (Efficiency After)
(Optional) Inbound/Outbound; JAII »
(Optional) Domestic/International: [AH -r
From |600,000 NOl< | 13.50 | 12.5 -2.09
To |soo,ooo P
p
User Input Data Source
M1° | 0.375 | 0.45 | -0.149
^2-5 | 0.375 | 0.43 | -0.131
Insert Additional Mode Shift
^SM H
Total Results (tons/yr) CO2:
1,501 NOx: | 1.96
PM10: 0.063 PM2.
5: | o.oso
Screen 1
1 Demo 1
Page 21
Figure 42: Modal Shift Screen
Note that emissions factors that automatically appear in the Modal Shift screen do not include all
potential emissions impacts; for example the factors do not include emissions associated with drayage
(i.e., short-distance trips often required to move freight from one mode to another) or the operation of
intermodal facilities.
You may select to perform the emission impact calculation based on miles or ton-miles inputs, by
specifying the Units in the drop-down menu under the Amounts column. Mile inputs for truck, logistics,
and multi-modal modes correspond to truckload miles, or railcar-miles for rail modes. Once the Units
are selected for the calculation, the screen will present the "Before" and "After" efficiency factors for
the "From" and "To" modes for each of the four pollutants, in the table on the right. (User Input
selections will result in empty white cells which require manual entry of the required values.) Next, the
actual amount of freight to be shifted must be specified for both the "From" and "To" modes, in terms
of miles or ton-miles, as appropriate. (Note that these two values can be different, since the point to
point distance travelled is likely to be different across modes.) The corresponding emissions impact is
then presented in tons per year for each pollutant. Emissions increases are shown as negative values.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 66
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Note that the Shipper Carrier Average and Modal Average values for railcar gram per mile values are
adjusted to reflect truckload-equivalents (on a volume basis). Refer to the Shipper Tool Technical
Documentation for details.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 67
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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 shipper company 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
screen.
Reviev/ Year-to-Year Comparison
under item #6 on the Home
The Reports section gives you access to 14 reports to help you understand your data and use it to make
better performance decisions. You can access these reports by selecting
The Provide Additional Information section allows you to provide EPA with input 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 Shipper Tool data to EPA. Selecting
^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^m
the
Provide Additional Information
button under item #8 on the Home
screen will open the Partner Information forms.
Once you've reviewed these sections, you will be ready to submit your Tool to EPA91
***<
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 68
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Validating Your Data
The Shipper 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 2012
calendar year. (Refer to the Shipper Tool Technical Documentation (found on the website at
http://epa.gov/smartway/partnership/shippers.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 company-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.
SmartWay Validation Check [Xj
No errors found on this screen.
Figure 43: Validation Check Notification - No Errors
If missing or potentially erroneous inputs are identified, you will see the following message.
SmartWay
There are currently errors on this screen.
Do you want to display these errors now?
Yes
No
Figure 44: Validation Check Notification - with Errors/Warnings
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 69
-------
Select Yes to see a complete list of validation errors/warnings. An example Validation Check results
screen is provided in Figure 45.
SmartWay Validation
Below are the errors/warnings that have been detected.
- Errors must he addressed before you can submit your data.
- Warnings should be reviewed but will not prevent you from submitting your data.
ERROR [Activity Data]: In row 8, your carrier-average payload (45,0) is substantially above industry averages (21.1
- 33.8) NOTE: If you are confident that the information that you have provided is correct, double-click the red
highlighted payload cell and provide text explaining the reasons for the extreme value. Doing so will cause the error to
be changed to a yellow-flagged warning instead.
WARNING: You have either added, deleted, or modified your carrier data. You must go back to the Modal Shift tab to
refresh your data.
WARNING [Activity Data]: In row 1, your calculated carrier-average payload (3.4) is below typical industry averages
(15.5 - 95). [EXPLAINED]
WARNING [Activity Data]: In row 7, your carrier-average payload (12.5) is below typical industry averages (14,5 -
22.4) You may add text explaining the reasons for the value by double-clicking the yellow highlighted payload cell if
you wish.
Why can't I make corrections?
Show my errors/warnings as a spreadsheet.
Figure 45: Validation Check Screen - Error/Warning Details
The
Why can't I make corrections?
Jand
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
.button again and repeat the procedure described above as necessary.
For a complete listing of all validation checks used in the Tool, refer to the Shipper Tool Technical
Documentation.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 70
-------
Once all potential validation errors have been corrected or otherwise verified, select
proceed to the next step.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 71
-------
Viewing Reports
Once you have returned to the Home screen, notice that the company that you filled out and validated
now identifies its status as "Complete" or "Complete (with Warnings)." You may now highlight the next
company if you have another one to complete. In the example below, the company listed as "Shipper
Company 1 - Wholesale" remains to be finished. Fill out unfinished company in the same manner as the
previous company.
SmartWay
Report Year
2012
Shipper
United States Version: 2.0.12
Released on: 10/01/2013
Use the blue buttons below to navigate the Tool. For more information select the Help button.
1. Enter Partner Name (Exactly as it should appear on the SmartWay website)
[shipper Company 1, Inc.
Enter Contact Information
Company Characterization
Download Latest SmartWay Carrier Data File
5. Select Company for Data Entry
(Double-click the company name or select and hit Enter)
Date of Current Carrier File:
09/21/2013
- Retai - Compete (with Warninasj
Shipper Company 1 - Wholesale - Not Checked
Updated fleet
status indicator
6.
7.
8.
9.
Review Year-to-Year Comparison
Go To Reports Menu
Provide Additional Information
Generate File to Send to EPA1
ll
* Be sure to carefully read the directions when you select this option.
Screen
Demo
Page 4
Figure 46: Home Screen - After Completing the Data Entry/Modification Process for First Business Unit
Once you have filled out information for all your companies, be sure that all companies show
"Complete" or "Complete with Warnings" beside the name. If, and only if, all companies are marked as
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 72
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such, you can move on to the next step. If one or more companies are not marked as such, review the
data you entered for errors or omissions.
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
I under item #6 on the Home screen.
Figure 47 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 company/companies. In order to
load data for the previous year, select the .iggdPataftom.Prey bus Year button. A screen will appear allowing
you to specify the location of your 2011 file, using the I—Browse™— button as shown in Figure 48.
SmartWay Shipper Year to Year Comparison
In order to run a comparison report, you must have completed a Shipper Tool from a previous year.
Please select the Load Data from Previous Vear 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:
Vear 2:
2012
r
Load Data from Previous Year...
***fffft
Screen
Demo
•' " > ' "L
Pane 22
Figure 47: Year-to-Year Comparison Report Input Screen
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 73
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SmartWay: Load Data
Use the Browse button to navigate to the Shipper 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 Shipper Tool, please take note of any
error messages and then contact a PAM or the SmartWay Helpline at: (734) 214-4767.
Shipper Tool: C:\Rick's Desktop\SmartWay\5T\Shipper Company 1_201 l.xls
Browse
Page 23
Figure 48: Data Load Screen for Year-to-Year Comparison Report
Once your comparison years have been specified and your prior year data loaded into the Shipper Tool,
select the "RUN REPORT" button to view the line-item data entry comparisons. An example report is
presented in Figure 49.
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Comparison Report
Tool: Shipper
Report Year:
2012
Metric
Partner Name
Primary Contact
Phone
Total Miles Total
SmartWay Total Miles
% SmartWay Total Miles
Non-SmartWay Total Miles
% Non-SmartWay Total Miles
Ton Miles Total
SmartWay Ton Miles
% SmartWay Ton Miles
Non-SmartWay Ton Miles
% Non-SmartWay Ton Miles
Ton-Miles % SmartWay Allocation Truck
Ton-Miles % SmartWay Allocation Rail
Ton-Miles % SmartWay Allocation Multi-modal
Ton-Miles % SmartWay Allocation Logistics
Ton-Miles % SmartWay Allocation Overall
'Average Weighted Payload
'Average Weighted Density
Average Weighted Load Percent
Emission Metrics CO2 g/mile
Emission Metrics CO2 g/ton-mile
Emission Metrics NOx g/mile
Emission Metrics NOx g/ton-mile
Emission Metrics PM10 g/mile
Emission Metrics PM10 g/ton-mile
Emission Metrics PM25 g/mile
Emission Metrics PM25 g/ton-mile
CO2 Mass Emissions
NOx Mass Emissions
PM10 Mass Emissions
PM25 Mass Emissions
Change
%
-38.4%
-40.2%
-3.0%
62.4%
-41.3%
-43.7%
-4.2%
70.9%
-33.4%
-25.5%
-4.7%
4.7%
24.0%
29.3%
40.9%
52.7%
64.5%
52.8%
64.2%
-26.7%
-15.6%
-3.7%
-3.8%
Change
Amount
X
-2,409,246
-2,409,246
-2.88%
2.88%
-47,761,475
-47,761,475
-3.98%
3.98%
-31.35%
-24.09%
-0.8586
82
30
2.91
0
0.135
0.0151
0.134
0.0149
-4,245
-14.1
-0.1092
-0.1092
2012
Shipper- 1, Inc.
Stephen
McCarty
214-817-8946
3,866,542
3,576,735
92.50%
289,807
7.50%
67,943,910
61 ,443,880
90.40%
6,500,030
9.60%
62.61%
100.00%
100.00%
100.00%
70.30%
17.5578
14.6815
90.5613
1,812
155
12.84
0.950
0.391
0.0385
0.388
0.0381
11,675
76.4
2.8250
2.7892
2011
Shipper- 1, Inc.
Stephen McCarty
214-817-8989
6,275,788
5,985,981
95.38%
289,807
4.62%
115,705,385
109,205,355
94.38%
6,500,030
5.62%
93.96%
100.00%
100.00%
100.00%
94.38%
18.4164
14.6815
90.5613
1,730
125
9.93
0.674
0.256
0.0234
0.254
0.0232
15,920
90.5
2.9342
2.8984
"WEIGHTED AVERAGE ONLY APPLICABLE WHERE DATA WAS ENTERED
Figure 49: Example Year-to-Year Comparison Report
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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
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
company level.
Viewing Other Data Reports
Once you are ready to continue, select
go to the following screen:
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SmartWay Reports
Please select the summary report you would like to view:
Company Characterization
Input Summary
Emissions Summary
Carrier Performance
Ranking Category Detail
Comments Report
Commodity Density Report
Average Load Percent
Out of Range Report
Data Sources
Additional Information Report
Shipper Strategies
Modal Shift Reductions
Page 28
Figure 50: View Reports Menu
Selecting any of the blue buttons on this screen will display the indicated data. Several reports
summarize the data you entered on specific data input screens, such as the Company 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 company validation.
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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 51 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 carrier mode
level (including all carriers). These reports will prove useful for your company's evaluation and
improvement efforts.
SmartWay*
EMISSIONS SUMMARY
Partner Name: Shipper Company Line.
Company Name- Shipper C
Mode
Rail
Trudc
Multi-medal
Lc-gBtics
Compos iteTotalT
Report Year201 2
September 22, 201 3
:::mf:?n:; Line.: 3)ip|T &r C.:.nip3ny 1 - Retsi
ZCfZ h'aie SQtt.'ajj PKMOt.Bw
ErnEikxii Emtstjni EmfciOns PI
co:grt.'ie CO2£TOT-V.'I& (rora'Year;. \oxg.t.'fe Nffl grron+lie frons.Tear;. PhMO.j'K'11 PMIOgfTor-Mie [Tons.'reac PMJSgMB
1.372
1,811
1.550
2,2.00
1,812
21 28
112 9,274
8E 565
400 1,808
155 11,675
11.94
25.00
1284
D.427
0.340
D.S25
2.87E
0.950
O.EE
f?.S2
492
12.99
7G.42
0.519
0.346
0.275
1.100
0.391
3.0120
0.0330
0.3215
3.13.EO
0.0335
2.0618
0. 1 3K
O.S102
2.3250
0.502.
0.^2
03T5
1.103
0. 338
t.'IB |
00120
0.0324
0.021E
0 1 350
0.0331
't/25 Wa«
fmfiifrli
ToraTear;.
0.0154
Z02CO
0.1395
O.ei02
27392
Figure 51: Example of Emissions Summary Report
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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 Shipper
Provide Additional Information
Tool data to EPA. Selecting the
the Home screen will open the Partner Information form (see Figure 52).
button on
SmartWay Additional Information: Shipper Company 1, hit
Logo Qualification
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: Shipper Company 1, Inc.
Link to your company's environmental or SmartWay web page:
I 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 24
Figure 52: 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.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 79
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Figure 53 shows the Logo Qualification screen. The SmartWay Partner Logo is provided at the company
level to Partners that submit and have their Tools approved on-time. Use this screen to provide
information regarding your qualification for, and planned use of, the Partner Logo. Use the scroll bar to
display more questions and input fields. Additional information on Logo qualification and use can be
found by selecting the
SmartWay Partner Logo Information
button link.
Smart Way Additional Information: Shipper Company 1, Inc.
Partner Information
Suggestions
The SmartWay Partner Logo is available to all Partners in good standing within the SmartWay program. To he in good standing you must submit your
SmartWay materials by the appropriate due date. Due dates are posted on the SmartWay website at epa.gov/smartway. The SmartWay Logo use
guidelines and Logo graphic files are accessible online - please select the button below for information.
Partner Name: Shipper Company 1, Inc.
SmartWay Partnership Logo
-: .Kjti'o t,j,-,!,i, jo |,y 5martWay's Logo use guidelines;should I earn UM? sigh!, to Use t.\ •<•••• Sin iri.Vv.iv i'-ittLnr-r Logo, I
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
P Marketing materials
j~~ Internal company materials
\~ Business Cards
F~ Advertising
r~ Apparel
f~ Briefings/presentations
P Company Letterhead
F Email Signature
PFlag
l~ Company exhibit booth
P Posters/internal signage
l~ Packaging (only per EPA approval)
Page 25
Figure 53: Logo Qualification Screen
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Figure 54 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: Shipper Company 1, Inc.
Partner Information
Logo Qualification
OPTIONAL SMARTWAY SATISFACTION AND FEEDBACK SURVEY
We are always trying to improve the SmartWay program and provide better service to our partners. By fling out this optional survey, you can help us improve the
program. Thank you,
Partner Name: Shipper Company 1, 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 Shipper Tool
I understand the SmartWay emission factor ranking system
I understand the SmartWav Partnership loao Guidelines
Ves
r
r
r
No
r
r
r
Page 26
Figure 54: Suggestions Screen
Once you have completed these three screens, select the
screen.
.button to return to the Home
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Submitting Data to SmartWay
Congratulations! You are now ready to send your data to EPA.
From the Home screen, select
Generate File to Send to EPA*
I, which will open the following screen.
Create submission file for EPA
•SmartWay*
Report Year
2012
Shipper
United States Version: 2.0.12
10/01/2013
By checking the box below, I declare that the information submitted via this Tool is, to the best of my knowledge, accurate. I understand
that any person who, in the course of negotiating or performing under this Agreement, makes, presents or submits a false or misleading
statement to the government, or any person who makes a material omission in the course of negotiating or performing under this
Agreement, may be subject to liability under all applicable civil and criminal statutes including 18 U.S.C. 1001 (criminal liability for false
statements), 31 U.S.C. 3801 - 3812 (civil liability for false statements) and 31 U.S.C. 3729-33 (The False Claims Act).
r |I understand and agree to the terms of this agreement, I
Page 27
Figure 55: 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.
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Create submission file for EPA
SmartWay*
Report Year
201Z
United States Version: 2.0.12
10/01/2013
By checking the box below, I declare that the information submitted via this Tool is, to the best of my knowledge, accurate. I understand
that any person who, in the course of negotiating or performing under this Agreement, makes, presents or submits a false or misleading
statement to the government, or any person who makes a material omission in the course of negotiating or performing under this
Agreement, may be subject to liability under all applicable civil and criminal statutes including 18 U.S.C. 1001 (criminal liability for false
statements), 31 U.S.C. 3801 - 3812 (civil liability for false statements) and 31 U.S.C. 3729-33 (The False Claims Act).
B" I understand and agree to the terms of this agreement,
Please answer the question that appears below, Depending on your answer(s), additional questions may appear that also requires an answer. Your answers
will allow EPA to better process your submission.
Yes
Are you an existing Partner in SmartWay?
Did you submit data last year?
No
r
Please enter your SmartWay ID that your PAM sent you in an email. If you do not have your SmartWay ID and you ,— —j—
were either the designated Primary Contact or Executive Contact in last year's submission, you can use the link below to S547S915|
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 SmartWay ID
Vou are now ready to create your submission file. Please select the NEXT button below.
[Screen
I Demo
Page 27
Figure 56: Completed Submission File Screen
When ready, select NEXT to create a file with the following naming convention:
PartnerName_ Year_Shipper_VO.xls
For example, ABC Company_2012_Shipper_VO.xls
where PartnerName is your company's name, as entered for Step 1 on the Home screen, and Year
indicates the year for which you are submitting your data.
Next specify the folder where you would like to save the .xml file. After specifying the folder and
selecting Save, and the following screen will appear.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 83
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SmartWay - Instructions for Submitting File
'SmartWay
Shipper
United States Version: 2.0.12
Released on: 10/01/2013
Your SmartWay Submission File has been created. The fully qualified name is
C:\Rick's Desktop\SmartWay\ST\Shipper_Shipper Company 1, Inc_2012_VO,XML
The file is ready to be emailed to EPA.
YOU MUST RETRIEVE THE FILE FROM THIS FOLDER AND EMAIL IT TO EPA IN ORDER TO COMPLETE YOUR
SUBMISSION,
Please open a new email message; attach this new file, and send it to smartway_transport@epa.govj or to
your Partner Account Manager (PAM) if your company is an existing SmartWay Partner.
If you have any questions on this submission process, please contact the SmartWay Transport Partnership
Call Center at (734) 214-4767 or email smartway_transport@epa.gov.
PRINT
SCREEN
Figure 57: Completed Submission File Screen
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
a screen will appear that allows you to close the Shipper Tool or return to the Home
screen.
NOTE: The XML file is not sent to EPA automatically. You will need to locate the file and attach it in an
e-mail to your Partner Account Manager).
NOTE: DO NOT ZIP the File. Send it to EPA as a normal file attached in an e-mail. EPA security will not
allow zipped files through the EPA firewall.
Please visit http://www.epa.gov/smartwav/partnership/shippers.htm for additional resources, including
printable data collection worksheets and technical documentation for the Shipper Tool.
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Troubleshooting the Tool
Although the revised SmartWay Tools have been tested extensively, you may encounter errors.
Intermittent errors have been encountered when opening the Tools directly from an e-mail or from the
SmartWay website rather than from a drive, or when multiple Excel files are open simultaneously. If you
encounter an error during use of the Tool, try restarting it directly from a disk drive, with all other Excel
files closed. In addition, make sure that your computer is using a system and application version
validated for use with the SmartWay 2012 Tools (XP and Vista operating systems, and Excel Office 2003
and 2007.)
If you continue to encounter problems, please make a screen capture of the error message, and save the
data at that point. (You can make a screen capture by pressing Alt-Prt Scr, and then pasting the image
into a document such as MS Word.) Then send the screenshot, along with the saved data to your
Partner Account Manager for further assistance.
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