Transport Partnership
U.S. ENVIRONMENTAL PROTECTION AGENCY
Shipper Partner 2.O.I2 Tool:
Guide to Importing Carrier Data Using
the Outside Data Import Function
&EPA
United States
Environmental Protection
Agency
-------
Transport Partnership
U.S. ENVIRONMENTAL PROTECTION AGENCY
Shipper Partner 2.O.I2 Tool:
Guide to Importing Carrier Data Using
the Outside Data Import Function
Transportation and Climate Division
Office of Transportation and Air Quality
U.S. Environmental Protection Agency
United States Office ofTransportation and Air Quality
Environmental Protection pp/\ /ion R 17 flR9
Agency tm-4^U-b-13-Ut,^
October 2013
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Table of Contents
OVERVIEW 4
THE OUTSIDE DATA IMPORT FUNCTION 4
PREPARING YOUR CARRIER DATA TO IMPORT INTO YOUR SHIPPER TOOL 5
STEP 1: START YOUR SHIPPER TOOL SET-UP 6
STEP 2: CREATE YOUR CSV FILE 6
Option A: Export a Master CSV File 8
Option B: Manually Build a CSV File 9
Option C: Create a Custom CSV File from Scratch 12
STEP 3: POPULATE THE CSV FILE WITH CARRIER DATA FROM YOUR IN-HOUSE COMPUTER SYSTEMS 13
STEP 4: IMPORT AND VALIDATE YOUR CSV FILE 13
STEPS: ENTER ADDITIONAL DATA INTO THE TOOL 15
APPENDIX 16
SPECIAL CASES/CONSIDERATIONS 16
GLOSSARY 17
CSV FILE FIELD DESCRIPTIONS.... ...18
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Overview
The SmartWay Shipper Tool has an Outside Data Import function. This function reduces the
need to manually enter carrier activity data by allowing you to create a data file that merges
your company's in-house carrier data with SmartWay's prescribed data format.
THE OUTSIDE DATA IMPORT FUNCTION IS RIGHT FOR YOU IF:
you use a relatively large number of carriers (both SmartWay and/or non-
SmartWay) and you have an in-house data collection system that contains
carrier activity data necessary to populate your SmartWay Shipper Tool for
submission to EPA.
The Outside Data Import Function
This function allows you to import data from your in-house data tracking systems directly into
your Shipper Tool.
To input your company's carrier data into the Shipper Tool, you will create a Comma-Separated
Values (CSV) file that meets certain basic SmartWay specifications, and merge that file with
your in-house data to produce a complete profile of your carriers' activity.
This CSV file will be uploaded into the Tool and will save you the time of manually entering data
to calculate your emissions footprint and/or percent SmartWay (% SmartWay).
SmartWay suggests that you use Microsoft Excel to develop and modify your CSV files. Excel
has standard support for CSV files, in that it can easily read and write this type of file.
You must ALWAYS save your file as a CSV file. If you accidently save your
file as an Excel workbook, you can easily change the format back to a CSV
file by using the "Save As" function in Excel.
SmartWay Shipper Tool: Guide to Importing Carrier Data Using the Outside Data Import Function | Pg 4
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Preparing Your Carrier Data to Import into Your Shipper Tool
There are six steps to preparing your CSV file for import into the Tool.
Step 1: Start your Shipper Tool setup
Step 2: Create your CSV file
Step 3: Populate the CSV file with carrier data from your in-house computer systems
Step 4: Import and validate your CSV file
Step 5: Enter additional data into the Tool
Please note that due to the variability in Partner data systems, EPA does not have the
resources to assist you in creating and importing this file. You should rely on your own in-
house IT/MIS computer staff.
SmartWay Shipper Tool: Guide to Importing Carrier Data Using the Outside Data Import Function | Pg 5
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Step 1: Start Your Shipper Tool Set-up
Before you can import outside data, you must take these initial steps for completing your
Shipper Tool:
1. Enter your company name and contact information.
2. Define your shipper company(ies).
3. Download the latest carrier data file.
4. When you have at least company defined, you can then import carrier data for that
company.
5. Double click on the company name in Section 5 of the ShipperTool Home screen.
6. When the data entry section of the Tool opens, you will automatically be on the first tab
labeled "Basic or Comprehensive". On this screen you will specify if you will provide
carrier-specific activity data including miles and ton-miles in order to calculate your
company's emission footprint (i.e., selecting the "Emissions Footprint and % SmartWay"
option). Alternatively you may select the more basic "% SmartWay Only" option, which
does not require mile/ton-mile data for your carriers.
7. After making your selection on the "Basic or Comprehensive" screen, proceed to the
"Input Carriers" tab where you will see a sub-tab labeled "Instructions." You must
review the instructions.
8. On the Instructions sub-tab, check the box to indicate that you understand these
instructions.
Once you have performed these steps, you will be ready to use the Outside Data Import
function.
Step 2: Create Your CSV File
There are three basic methods for creating your CSV file:
• Option A —Export a Master CSV File
This method is ideal if you have a very large number of SmartWay Carriers. With this
approach, you generate a CSV file complete with all current SmartWay Carriers in the
SmartWay Shipper Tool: Guide to Importing Carrier Data Using the Outside Data Import Function | Pg 6
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correct format. You can then open this CSV file in Excel and delete any SmartWay
Carriers you don't use, and enter data regarding activity and other details related to
how you use your carriers. Once this is completed, you will import the updated CSV file
back into the Tool using the "Outside Data Import" screen.
• Option B— Manually Build a CSV File
This method is a good option if you have a somewhat smaller number of carriers and
you want to merge your in-house data with the carrier list (instead of manually entering
carrier activity metrics). In this approach, you manually select carriers in the Shipper
Tool using the "Manual Input SmartWay Carriers" tab, then export a CSV file (using the
"Export Master File" button on the "Export Carriers" tab). This new CSV file can then be
populated outside of the Tool with activity data from your in-house data system.
Option C —Create a Custom CSV File from Scratch
You may also choose to create your CSV from scratch using your in-house system. If you
choose this approach, the best way to ensure compatibility between your file and the
Shipper Tool is to start with a file exported from the Tool, as listed in Option 1; this will
aid your IT staff in producing a CSV file with the correct format. Recommendations for
developing a custom CSV file are detailed below.
Step by step instructions for all three methods follow.
SmartWay Shipper Tool: Guide to Importing Carrier Data Using the Outside Data Import Function | Pg 7
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Option A: Export a Master CSV File
1. Select the "Export Carriers" Tab.
Smart Way Shipper Tool: Example Shipper Company
Basic or Comprehensive
Outside Data Import
Optional Sections
Manual Input SmartWay Carriers Manual Input Non-SmartWay Carriers
Optional Carrier Differentiation
2. Select the "Export Master File" button.
Export Status
Export Master File Detailed Instructions for Data Export/Import (gdf)
3. A "Save As" screen will pop up.
4. Save document as "XXX.csv" file, where "XXX" is a name of your choosing, in any
folder on your computer for which you have read/write access.
File name: CarrierDataMaster. csv
Save as type: |C5V Files (*.csv)~
5. Open this CSV file in Microsoft Excel (recommended) or other software that
supports CSV files.
6. Delete any SmartWay Carriers that you did not use during the reporting year.
7. Note that the first four lines in the master file represent non-SmartWay carriers. If
you used any non-SmartWay carriers you must account for their combined mileage
and/or ton-mileage in the appropriate non-SmartWay designation.
8. Save this modified CSV file to your designated computer folder.
9. Proceed to Step 4 on page 13 ("Populate the CSV file with Carrier Data from Your In-
house Computer Systems").
SmartWay Shipper Tool: Guide to Importing Carrier Data Using the Outside Data Import Function | Pg 8
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Option B: Manually Build a CSV File
1. Select the " Manual Input SmartWay Carriers" tab.
SmartWay Shipper Tool: Example Shipper Company
Basic or Comprehensive
Optional Sections
Manual Input No n- Smart Way Carriers
Optic
tal Carrier Differentiation I
2. Select your SmartWay Carriers using the Tool's user interface filters (e.g., the Carrier
Name box, the Carrier Mode drop-down list box, the Ranking Category drop-down list
box, and the SCAC, MCN and/or DOT box.
3. As you find each of your carriers, click the 'Add Selected Carriers to List Below' button.
When you use this button, the carrier selected in the upper list box will be added to the
list in the "Selected SmartWay Carriers" box at the bottom of the screen. An example
selection screen is shown below for the Shipper Tool.
SmartWay Shipper Tool: Example Shipper Company
<%, SmartWay
Data Display
Optional Sections
Manual Input Non-SmartWay Car
Optic
l Carrier Differentiation
Carrier Name ? 1
r~
Carrier Mode jj
| Truck _»]
Ranking Category ? | SCAC ? 1
|LTL/Dry Van jj |
MCN 2\
r
Apply
DOT _d
Remov
Filter | jj
2 Filter , |
Available SmartWay Carriers: 136
Ranking
Category
Monroe Transportation Services, Inc.
Mountain Valley Express Co Inc
fKH Transfer Co., Inc.: Transfer
National Retail Systems, Inc. : Mystic Island Transport
Nebraska Transport Co., Inc.
New England Motor Freight
Noble Delivery LLC
Truck
Truck
Truck
Truck
Truck
Truck
Truck
LTL/Dry Van
LTL/Dry Van
LTL/Dry Van
LTL/Dry Van
LTL/Dry Van
LTL/Dry Van
LTL/Dry Van
MONC
N/A
NMTF
MYIL
NEBT
NEMF
NDEY
MC121265
MC154495
MC1B9278
MC121066
MC031120
MC406688
DOTI31898
DOT191755
DOT268066
DOT068033
DOT31120
DOT948998
a
d
Add Selected Carriers to List Below
Press the CTRL button to select multiple items
Selected SmartWay Carriers: 4
Carrier Mode
Ranking
Category
3 Rivers Logistics, Inc.
CONU5 Transportation Inc
IB. Hunt Transport, Inc.: Intermodal Division
National Delivery Systems, Inc.
Logistics
Truck
Multi-modal
Truck
TVQI
TL/Dry Van CNUT
HJBT
LTL/Dry Van NDSN
MC376181
MC2047772
MC135797
MC429253
DOT305794
DOT966390
X Delete Selected Carriers
Page 12
4. Select the "Manual Input-Non SmartWay Carriers" tab.
SmartWay Shipper Tool: Example Shipper Company
Basic or Comprehensive
Optional Sections
Instructions Outside Data Import
Manual Input Smart Way Carrier!
SmartWay Shipper Tool: Guide to Importing Carrier Data Using the Outside Data Import Function | Pg 9
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5. Enter the total number of non-SmartWay carriers used by your company in the
reporting year, and specify their modes (truck, logistics, rail, and/or multi-modal) by
selecting the appropriate non-SmartWay carrier(s) from the list and clicking the "Add
Selected Carriers to List Below" button.
Enter your non-SmartWay carrier information on this screen. You can reference the complete list of SmartWay carriers on the previous screen in order to
determine if particular carriers are currently Partnership members, and return to this screen as needed.
Required Information Regarding Your Nnn-Smartway Carriers
Total Number of Non-SmartWay Carriers for this fleet: |765
Please check this box to indicate that all Non-SmartWay Carriers have been added for this fleet "
AVAILABLE NON-SMARTWAY CARRIER TYPES
Carrier Name
non-SmartWay Multi-modal Carrier
non-5rnartWay non-Class 1 Rail Carrier
non-SmartWay Truck Carrier
Add Selected Carriers to List Below
Press the CTRL button to select multiple items
Multi-modal
Rail
Truck
SELECTED NON-SMARTWAY CARRIERS
Carrier Name
non-SmartWay Multi-modal Carrier
non-SrnartWay Truck Carrier
MuKi-modal
Truck
X Delete Selected Carriers
Screen
Demo
Page 13
6. Select the "Optional Carrier Differentiation" tab.
SmartWay Shipper Tool: Example Shipper Company
Basic or Comprehensive
Instructions
Activity Data
Optional Sections
Outside Data Import
Manual Input SmartWay Carriers
Manual Input Non-SmartWay Carriers
7. Enter any distinguishing data you wish for each carrier selected, such as
inbound/outbound and domestic/international designations on this screen. Begin by
selecting a carrier in the "All Selected Carriers" box at the top of the screen. Then
highlight the carrier name in the lower box. At this time the optional carrier descriptor
cells will become active at the bottom of the screen. After entering the desired
information, select the "Apply Descriptive Data to Selected Carrier" button to save your
SmartWay Shipper Tool: Guide to Importing Carrier Data Using the Outside Data Import Function | Pg 10
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data. Repeat this process for as many of your selected carriers as needed.
SmartWay Shipper Tool: Example Shipper Company
Basic or Comprehensive 1 Activity Data % SmartWay Data Display
Instructions Outside Data Import Export Carriers Manual Input SmartlVay Carriers Manual Input No n- Smart VI ay Carriers
NPUTS ON THIS SCREEN ARE OPTIONAL - NOT REQUIRED FOR EPA SUBMITTAL
Ranking
411 Selected Carriers: 7 Carrier Mode Category SCAC MCN DOT
Optional Sections
non-SmartWay Logistics Carrier Logistics
non-SmartWay Multi-modal Carrier Multi-modal
non-5martWay Truck Carrier Truck
3 Rivers Logistics, Inc. Logistics TVQI MC376131
CONU5 Transportation Inc Truck TL/Dry Van CNUT MC2047772 DOT305794
National Delivery Systems, Inc, Truck LTL/Dry Van NDSW MC429253 DOT96639Q
Select Carrier for Descriptive Data ? 1
larrier Rows For J.B. Hunt Transport, Inc.: Intermodal Division: 1
Carrier Name Business Unit ID Code Inbound/Outbound Domestic/International 1 Ir
Business Unit Inbound/Outbound Internal Shipper Segment 1
_?J II-7E _?J|lnbound ^ jj J23D Apply Descriptive Data to S
ID Code Domestic/International Internal Shipper Segment 2
_?J 34321 _?J (Domestic 3 jj 1 A ^lete Selected Carrier's Opt
a a EC, tj «=a •=• •• •=•
terna Shipper Seament 1
•letted Carrier _ij
ional Information
Screen 1
Page 14
8. Once you have selected all of your SmartWay and non-SmartWay carriers, and entered
any Optional Carrier Differentiation information, go to the "Export Carriers" tab.
SmartWay Shipper Tool: Example Shipper Company
Activity Data
SmartWay
Data Display
Optional Sections
Manual Input SmartUJay Carrier;
Manual Input Non-SmartWay Carriers
Optional Carrier Differentiation
SmartWay Shipper Tool: Guide to Importing Carrier Data Using the Outside Data Import Function | Pg 11
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9. Select the "Export Selected Carriers" button.
Export Selected Carriers Export Master File
Detailed Instructions for Data Export/Import Cpdfi
10. A "Save As" screen will pop-up.
11. Save document as "XXX.csv" file, where "XXX" is a name of your choosing, in any folder
on your computer for which you have read/write access.
12. Proceed to Step 4 on page 13 ("Populate the CSV file with Carrier Data from Your In-
house Computer Systems").
Option C: Create a Custom CSV File from Scratch
You may also choose to create your CSV file from scratch using your in-house data system. If
you choose this approach, EPA strongly advises you to start with a file exported from the Tool:
this is the best way to ensure compatibility with your final CSV file and the Shipper Tool.
To create your starter file, simply follow the procedure outlined in Option 2, but select a few
carriers on the Manual Input SmartWay Carriers screen and export the file using the Export
Selected Carriers button as described. This will give you a sample CSV file with the correct
format, with all of the fields properly labeled and in the appropriate order. At this point you
would delete the sample carriers from the CSV file and in their place insert rows for your
carriers. You will need to enter your carrier's name, mode, and carrier ranking category exactly
as they are specified in the Tool, so the Tool recognizes the carrier to which you are referring.
You are now ready to proceed to Step 4 on page 13 ("Populate the CSV file with Carrier Data
from Your In-house Computer Systems").
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Step 3: Populate the CSV file with Carrier Data from Your In-house Computer
Systems
1. Open the CSV file you created in the previous step.
2. At the top of the file are important warnings and descriptions of the data that need to
be entered in each column. These warnings and descriptions can be deleted from your
CSV; however, do not change the header row that begins with the label "Carrier ID."
NOTE: A list of the CSV fields can also be found at the end of this document, including a
list of valid values.
EPA recommends that you save a backup copy of the CSV file at this point
and at periodic intervals with different file names in case you make a
mistake.
3. Populate the CSV file with carrier data from your in-house spreadsheet.
You will need to work with your company's IT department to develop the
best way to merge your in-house data with the CSV file's fields; EPA cannot
provide support on data merging procedures.
4. Save your completed CSV on your computer—again, make sure that you save the file as
a CSV file (with the .csv extension), or it will not load into the Tool.
You are now ready to upload and import your final CSV file into the SmartWay Shipper Tool.
Step 4: Import and Validate Your CSV File
Make sure you have reopened your Shipper Tool. On the main Home screen of the Shipper
Tool, click on the business unit into which you will be importing your CSV file.
1. You will now select the "Outside Data Import" tab under "Input Carriers."
SmartWay Shipper Tool: Example Shipper Company
Basic or Comprehensive
Optional Sections
Export Carriers Manual Input SmartWay Carriers Manual Input Non-SmartWay Carriers Optional Carrier Differentiation I
SmartWay Shipper Tool: Guide to Importing Carrier Data Using the Outside Data Import Function | Pg 13
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2. Click the "Select File" button on the Outside Data Import screen.
Smart Way Shipper Tool: Example Shipper Company
Basic or Comprehensive
Input Carriers
Act!
Instructions
Outside Data Impart
Euport Carriers
Manual
USE OF THIS SCREEN IS OPTIONAL - NOT REQUIRED FOR EPA SUBMITTAL
Shipper Companies with a large number of carriers may choose to prepa
software or related data systems. Please select the button labeled "Oet
how to prepare a CSV (comma separated values) file for import into the
data, you may import the data file into the Shipper Tool by specifying tl
right in order to find the appropriate file on your computer or network.
to check the file for proper format and content. Depending upon the si
percentage of your file that has been validated. Once complete, the nun
errors and/or warnings associated with specific records at the bottom c
offline and repeat the above steps, or cdrHjnue and import the file into
indicate when your file import is complete. SeltesLJthe Next button to co
File Path:
Select File...
3. Select the XXX.CSV file you created in the preceding steps, and click the "Open" button.
4. After specifying the file path, you need to validate the data in your CSV file by using the
"Validate File" button. This performs an initial validation of the data in your CSV file.
Select File.,.
Validate File
5. After the validation is complete, the Tool will display a list of errors and warnings for
your review, and it will display a count of total records and valid records summarizing
the validation results.
File Path:
|o\Documents and Settings\TJack501\Desktop\test,csv
Select File,,,
Validate File
Import File Detailed Instructions for Data Export/Import (pdf)
Import Status
Total Records Valid Records Invalid Records Validating Record 2 of 2
r
r
If your file contains errors or warnings, a message box will appear at the bottom
of the screen identifying what they are. You may still import the file even if
warnings or errors are detected, although any data field failing validation may
be ignored or may have been set to zero. In that case, corrections can be made
to the CSV file or within the Tool after importing your data.
SmartWay Shipper Tool: Guide to Importing Carrier Data Using the Outside Data Import Function | Pg 14
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6. The "Import File" button will now be enabled if there is at least one valid carrier entry in
the file, allowing you to import your CSV file.
7. To import the file, select the "Import File" button.
WARNING: At this point the system will delete any current carrier records
you may have entered for this company using the Manual Input screens, as
well as any Data Source descriptions you may have entered on the Activity
Data screen.
8. After importing your file, text will appear saying "Import successfully completed."
Once you have imported your CSV file into the Tool, you may augment, correct, or modify any
of the carrier data using the Tool screens.
Step 5: Enter Additional Data into the Tool
In addition to carrier-specific information, the Tool will require you to enter additional
information using the Tool user-interface, including:
• Data source for your activity data,
• Explanations for any data that is significantly outside expected ranges (e.g., high/low
payloads).
You will also need to specify a % SmartWay option, and a description of a Custom Factor and
associated data sources if you chose to use that option for your % SmartWay allocation.
After importing your carrier data, please review every screen among the data entry screens to
verify completeness by selecting the Validate Screen button at the bottom of each screen. The
Tool will then prompt you when data is missing or in error.
You are now ready to review your Tool, view data reports, and submit your final Tool to EPA for
approval.
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Appendix
***SPECIAL CASES/CONSIDERATIONS*
YOU WISH TO ADD MORE CARRIER DATA ATA LATER DATE.
The Outside Data Import function was designed so that you can also add more carrier data at a
later date. To add carrier data, you should use the Export Selected Carriers option so that all of
the carrier data in the Tool is exported to a CSV file. You can then insert your additional carrier
data into this exported CSV file using Excel and then re-import the modified CSV file.
YOU HA VE MANUALLY ENTERED CARRIER DATA INTO THE TOOL AND THEN DECIDE TO
IMPORT OUTSIDE DATA.
When you perform an Outside Data Import, all previously entered or imported carrier data in
the Tool is deleted. If you need to merge carrier data from the Tool with other carrier data, you
can either manually enter the additional information into the Tool, or enter it into an exported
CSV file. If you chose the latter approach, you should use the 'Export Selected Carriers" button
to export that data, and then add or copy/paste your additional carrier data into this newly
exported CSV, then re-import the updated CSV back into the Tool.
YOU CHOOSE TO EXPORT THE DATA AS A CSV FILE AFTER YOU HA VE ENTERED ACTIVITY DATA
IN THE "Average Density" AND "Average Load Percentage" POP-UP CALCULATORS.
When exporting and then re- importing your selected carriers, any values you may have entered
into the Average Density and Average Load Percentage pop-up calculators prior to export will be
lost. The previously-calculated output values from the calculators will still be retained, although
the calculator inputs themselves will be wiped out. You will also lose any previously entered
Out of Range explanations.
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Glossary:
Ranking Category: This refers to the operation type category used for ranking carriers (e.g., TL,
Dry Van, Dray, etc.). Carriers are grouped by these categories to ensure an "apples-to-apples"
comparison. The emissions factors associated with truck carriers are the midpoint values for
their ranking categories, while factors associated with rail carriers are industry averages, based
on publicly available information.
Emissions Factors: Emissions factors have long been the fundamental tool in developing
national, regional, state, and local emissions inventories for air quality management decisions
and in developing emissions control strategies. More recently, emissions factors have been
applied in determining site-specific applicability and emissions limitations in operating permits
by industry, consultants and federal, state, local, and tribal agencies.
EPA's SmartWay Database: EPA maintains a database containing key SmartWay Partner
information. This database is used to create the SmartWay Carrier Data file.
MCN: This is a truck carrier's Motor Carrier Number (MCN) number. This is an optional field
you can use to visually determine if a SmartWay carrier is one of the carriers you use. This field
is not currently used to merge SmartWay data with your carrier data. If you created your CSV
file using one of the two Export buttons on the Select Carriers screen, you should not change
these values.
SCAC: The Standard Carrier Alpha Code (SCAC) is a unique two-to-four-letter code used to
identify transportation companies. SCACs are assigned by the National Motor Freight Traffic
Association, Inc. (NMFTA). If you cannot remember your SCAC(s), please contact NMFTA before
proceeding. You can find NMFTA contact information at
http://www.nmfta.org/Pages/ContactUs.aspx.
DOTff: This is a truck carrier's US Department of Transportation number. Companies that
operate commercial vehicles transporting passengers or hauling cargo in interstate commerce
must be registered with the Federal Motor Carrier Safety Administration and must have a
USDOT Number. This is an optional field you can use to visually determine if a SmartWay carrier
is one of the carriers you use. This field is not currently used to merge SmartWay data with
your carrier data. If you created your CSV file using one of the two Export buttons on the Select
Carriers screen, you should not change these values.
SmartWay Shipper Tool: Guide to Importing Carrier Data Using the Outside Data Import Function | Pg 17
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CSV File Field Descriptions:
• Carrier ID: This is an internal identifier that can be used to identify your carriers. This
number originates from the SmartWay Database. A negative number identifies the
carrier as a non-SmartWay carrier. If you created your CSV file using one of the two
Export buttons on the Export Carriers screen, you should not change these values. If
you are merging your carrier data with the SmartWay Carrier data using the carrier
name, carrier mode, and carrier ranking category, you do not need to specify this
internal ID field.
• Carrier Name: This is simply the name of the carrier. If you are using the internal Carrier
ID field to merge your data with the SmartWay data, you do not need to specify this
field. If you are using this field to merge the data together, the names must be an exact
match, but the names are not case sensitive. If you created your CSV file using one of
the two Export buttons on the Export Carriers screen, you should not change these
values.
• Carrier Mode: In this field, the carrier mode must be identified as "Truck," "Rail,"
"Multi-modal," or "Logistics." This field is required and must be an exact match if you
are using carrier name, carrier mode, and ranking category to merge the SmartWay data
with your carrier data. If you created your CSV file using one of the two Export buttons
on the Export Carriers screen, you should not change these values.
• Ranking Category: This refers to the operation/equipment type category SmartWay
uses for ranking carriers; e.g., TL, Dry Van, Dray, etc. (For more information on Ranking
Categories, please see the Glossary) If you created your CSV file using one of the two
Export buttons on the Export Carriers screen, you should not change these values.
Valid values for Truck carriers are as follows:
o Auto carrier o Moving
o Dray o Package
o Expedited o Refrigerated
o Flatbed o Specialized
o Heavy/Bulk o Tanker
o LTL/DryVan o TL/DryVan
o Mixed
The only valid ranking category value for Multi-modal carriers is Truck/Rail. Rail carriers
and Logistics carriers do not have ranking categories.
• SCAC: This is a truck carrier's Standard Carrier Alpha Code. This is an optional field you
can use to visually determine if a SmartWay carrier is one of the carriers you use. This
field is not currently used to merge SmartWay data with your carrier data. If you
SmartWay Shipper Tool: Guide to Importing Carrier Data Using the Outside Data Import Function | Pg 18
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created your CSV file using one of the two Export buttons on the Select Carriers screen,
you should not change these values.
• MC7V;This is a truck carrier's Motor Carrier J\kimber. This is an optional field you can
use to visually determine if a SmartWay carrier is one of the carriers you use. This field
is not currently used to merge SmartWay data with your carrier data. If you created
your CSV file using one of the two Export buttons on the Select Carriers screen, you
should not change these values.
• DOT #: This is a truck carrier's US Department of Transportation number. Companies
that operate commercial vehicles transporting passengers or hauling cargo in interstate
commerce must be registered with the Federal Motor Carrier Safety Administration and
must have a USDOT Number. This is an optional field you can use to visually determine if
a SmartWay carrier is one of the carriers you use. This field is not currently used to
merge SmartWay data with your carrier data. If you created your CSV file using one of
the two Export buttons on the Select Carriers screen, you should not change these
values.
• Data Availability: This is an optional integer field whose valid values are 1 to 7. The
Data Availability Option entered/selected for a carrier identifies which carrier activity
data you have available. The data that you enter in your CSV file for Ton-Miles, Total
Miles, Average Density, Average Load Percent, and Average Payload must be consistent
with the carrier's Data Availability. If you do not specify a Data Availability Option, the
Tool will select a default.
The seven Data Availability Options are:
1. I know both Ton-miles and Total Miles.
2. I know Ton-miles and Average Payload.
3. I know Ton-miles and have general information about number of loads
and type of cargo.
4. I know Ton-miles only.
5. I know Total Miles and Average Payload.
6. I know Total Miles and have general information about number of loads
and type of cargo.
1. I know Total miles only.
Note that Data Availability Options for LTL carriers are restricted to 2, 3, 5, and 6 due
to the difficulty allocating mileage fractions for these carriers without payload-related
information.
• Co/c Metric: The Calculation Metric is a required field. In general, there are three valid
values, but some of these values are only available for certain Mode and Data
Availability combinations. The three valid values are g/mile, g/ton-mile, and g/railcar-
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mile. This field specifies the method for calculating each carrier's emission footprint. In
making your selection, consider the most appropriate measure for the carrier's
operation type. In general, ton-miles are good for LTL, package delivery, rail, multi-
modal and logistics companies as well as heavier truck loads (roughly above 10 tons),
while g/mile may be better for trucks with lighter payloads. Railcar-miles are also an
available option for the rail mode, although ton-miles are preferred.
• Ton-Miles: Depending on your Data Availability option, this field may be required or
ignored. The Ton-Miles field is an integer that must not exceed 209,207,446,000.
• Total Miles: Depending on your Data Availability option, this field may be required or
ignored. When entered, this field will contain the total miles per year attributed to each
truck and /or rail carrier. The Tool assumes that miles entered for truck carriers
correspond to (full) truckload-equivalent miles. Rail-miles correspond to truckload
equivalent railcar miles. Please see the Shipper Tool Technical Documentation for
details regarding the calculation of truckload-equivalents for railcars. The Total Miles
field is an integer that must not exceed 999,999,999,999,999.
• Average Density: Depending on your Data Availability Option, this field may be required
or ignored. This field is used to calculate Total Miles, accounting for shipper-company-
specific freight densities. The density calculator must be used for Data Availability
Options 3 and 6. The Average Density field is a numeric field greater than zero, with up
to one decimal place.
• Average Load Pet: Depending on your Data Availability Option, the Average Load Pet
(percent) field may be required or ignored. Use the Average Load Pet calculator to
determine what fraction of your truck and rail carrier's cargo space is used to ship your
freight. The Load Percent calculator must be used for Data Availability Options 3 and 6.
Enter the load information as requested. The resulting percentages (shown on the
Activity Data screen) are multiplied directly by Total Miles to scale carrier mileage. The
Average Load Pet field is an integer field that must be between 1 and 100.
• Average Payload: Depending on your Data Availability Option, this field may be
required or ignored. Enter payload (in short tons - i.e., 2,000 Ibs) representing the
average cargo weight per loaded trip. Average Payload must be entered for Data
Availability Options 2 and 5. The Average Payload field is a numeric field that must be
greater than zero. Maximum allowable payloads vary by mode and truck operation
category - please see the Shipper Tool Technical Documentation for details. The total
number of digits, including the decimal point, must not exceed 5 digits.
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