Transport Partnership
U.S. ENVIRONMENTAL PROTECTION AGENCY
Logistics Partner 2.O.I3 Tool:
Data Entry and Troubleshooting Guide
2OI3 Data Year - United States Version
Unilc-d
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Transport Partnership
U.S. ENVIRONMENTAL PROTECTION AGENCY
Logistics Partner 2.O.I3 Tool:
Data Entry and Troubleshooting Guide
2OI3 Data Year - United States Version
Transportation and Climate Division
Office of Transportation and Air Quality
U.S. Environmental Protection Agency
:«J Stales Office ofTransportation and Air Quality
EPA-420-B-14-053
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Table of Contents
TABLE OF CONTENTS 3
INTRODUCTION 5
PARTI: DOWNLOADING AND SETTING UP THE TOOL 6
DOWNLOADING AND SETTING UP THE TOOL 7
Software and Hardware Requirements 7
Downloading the SmartWay Logistics Company Tool 7
How to Set Security Levels for the SmartWay Tools 7
Security Settings For Excel 2003 Users 8
Security Settings For Excel 2007 Users 9
Security Settings For Excel 2010 and newer Users 15
PART 2: TOOL ORGANIZATION 19
BASIC ORGANIZATION OF THE SMARTWAY LOGISTICS COMPANY TOOL 20
REVIEWING THE INTRODUCTORY SCREENS 22
SmartWay Introduction Screen 22
SmartWay Partnership Annual Agreement Screen 23
SmartWay Tool Selection Screen 24
Required Information Screen 25
The US/Canada Operations Screen 26
BASIC OVERVIEW OF How TO COMPLETE THE TOOL 29
Sections of the Tool 30
Entering Your Data 30
Validating Your Data 31
Saving Your Data 31
Providing Additional Information 31
Reviewing Your Data 31
Submitting Data to SmartWay 31
PART 3: SECTION-BY-SECTION DATA ENTRY GUIDANCE 33
PREPARING FOR DATA ENTRY 34
SECTION 1 DATA ENTRY: ENTER PARTNER NAME 35
Section 1 Overview 35
Steps for Entering Partner Name 35
SECTION 2 DATA ENTRY: ENTER COMPANY AND CONTACT INFORMATION 36
Section 2 Overview 36
SECTION 3 DATA ENTRY: LOGISTICS BUSINESS UNIT CHARACTERIZATION 41
"Identify Logistics Business Units" Screen Overview 42
Steps for Completing "Identify Business Units" Screen: 44
"Logistics Business Unit Details" Screen Overview 45
Steps for Completing "Business Unit Details" Screen 46
"BUSINES FOCUS "Screen Overview 47
Steps for Completing "Business Focus" Screen 48
SECTION 4: DOWNLOAD LATEST SMARTWAY CARRIER DATA FILE 49
SECTION 5: SELECT BUSINESS UNIT FOR DATA ENTRY (PROVIDING ACTIVITY AND FUEL CONSUMPTION INFORMATION FOR YOUR
BUSINESS UNITS) 50
"Business Unit Status Review" Overview 50
Steps for Selecting a Business Unit to Review: 51
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Completing the CARRIER SELECTION Screens 51
Steps for Inputting Carriers for a Business Unit: 52
Steps for Completing the Manual Input SmartWay Carriers Tab: 53
Steps for Completing the Manual Input Non-SmartWay Carriers Tab: 53
Completing the Activity Data Screen 54
Steps for Completing the Activity Data Tab for Your Business Unit: 55
SECTIONS 6-8: OPTIONAL STEPS—YEAR TO YEAR COMPARISONS, VIEW REPORTS, AND PROVIDE ADDITIONAL INFORMATION 58
VALIDATING YOUR DATA 58
VIEWING REPORTS 61
Viewing the Year-to-Year Comparison Report 61
PROVIDING ADDITIONAL INFORMATION 66
Once you have completed these three screens, select the button to return to the Home screen.
68
Viewing Other Data Reports 68
SUBMITTING DATA TO SMARTWAY 71
TROUBLESHOOTING THE TOOL 74
APPENDIX A: RECOMMENDED DATASOURCES FORACTIVITY DATA 77
WORKSHEET #1: COMPANY AND CONTACT INFORMATION 78
WORKSHEET #2: LOGISTICS BUSINESS UNIT CHARACTERIZATION 79
WORKSHEET#3A: SELECT CARRIER(S) 79
WORKSHEET #3B: ENTER ACTIVITY DATA (PAGE loF5) 81
WORKSHEET #3B: ENTER ACTIVITY DATA (PAGE 2 OF 5) 82
WORKSHEET #3B: ENTER ACTIVITY DATA (PAGE 3 OF 5) 83
WORKSHEET #3B: ENTER ACTIVITY DATA (PAGE 4 OF 5) 84
WORKSHEET #3B: ENTER ACTIVITY DATA (PAGE 5 OF 5) 85
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide Page 4
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Introduction
This guide is the second of two guides available to help your company participate fully in the SmartWay
Transport Partnership as a Logistics Company Partner.
The first guide, the Logistics Company Tool "Quick Start Guide/' provides a basic walk-through of the
process of identifying, gathering, preparing, and submitting your data using the SmartWay Logistics
Company BUSINESS UNIT Tool. (From this point on, this guide will refer to the SmartWay Logistics
Company BUSINESS UNIT Tool as the "Logistics Company Tool" or simply, the "Tool," for brevity.)
The Quick Start Guide may be all you need to successfully complete the Logistics Company Tool.
This guide, the Logistics Company Tool "Data Entry and Troubleshooting Guide," is intended to
supplement the Quick Start Guide and provide more detailed information for completing your tool
submission.
The Table of Contents for this guide is designed so that you can find the relevant information on specific
topics without reading the entire guide.
In this guide, you will learn how to enter the business unit composition and activity data you collected
(as mentioned Quick Start Guide and the online data entry forms it references) into the Logistics
Company Tool. This guide covers:
• Downloading and setting up the Tool to run properly
• Basic organization of the Logistics Company Tool
• Entering your data
• Viewing business unit performance summary data
• Submitting data to SmartWay
• Troubleshooting the Tool
• Appendices
WARNING!
Completing this Tool requires a considerable amount of information about yourfleet(s). There are many
sections and screens to complete for each fleet. While you will have the ability to save your Tool along the
way and return to it at anytime, we STRONGLY ENCOURAGE you to review the Quick Start Guide to
understand key information about joining the partnership and preparing the required data BEFORE
attempting to complete the Tool.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide Page 5
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PART 1:
DOWNLOADING AND
SETTING UP THE TOOL
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Downloading and Setting up the Tool
SOFTWARE AND HARDWARE REQUIREMENTS
The Logistics Company Tool was designed in Microsoft Excel. Microsoft Excel is an electronic
spreadsheet program used for storing and manipulating data. Microsoft Excel Forms were used to
enable the functional capabilities of the Tool.
Completing the Logistics Company Tool requires the following software and hardware:
• A 2003 or later version of Microsoft Excel
• Excel security level set at Medium or lower
• A PC running Windows XP or newer operating system, or a Mac that is running the
Windows XP operating system The tool does not currently work using the Mac
operating system
• At least 10 megabytes of available disk space (more disk space may be required based
on the number of companies you define in your tool).
• Adequate memory (RAM) to run Microsoft Office
• A monitor resolution of at least 1,024 x 768
Check with the user guides for your computer, online support, or your company's IT department to
make sure your system is set up to use the Logistics Company Tool.
We encourage you to make sure that you virus software is up to date, and scan your PC before putting
data in the Logistics Company Tool.
DOWNLOADING THE SMARTWAY LOGISTICS COMPANY TOOL
To download the Logistics Company Tool, visit: http://www.epa.gov/smartway/forpartners/index
Save the Tool in a folder on your hard drive; this folder will house copies of your data and future
updates.
How TO SET SECURITY LEVELS FOR THE SMARTWAY TOOLS
The following instructions should appear on your screen //you need to change your security settings
before running the Tool. The instructions differ depending upon what version of Excel you use (Excel
2003, 2007, 2010, or 2013).
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide Page 7
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SECURITY SETTINGS FOR EXCEL 2003 USERS
To use the Logistics Company Tool in Microsoft Excel 2003, you will need to have your security levels set
to "Medium."
Figure 1: Macro Setting Tabs in Excel 2003
Setting Security Levels to Medium in Excel 2003
1. When using Excel 2003, on the menu bar, go to
Tools -^ Macro -^Security Level.
2. When the "Security" window opens, select the
"Medium" level, and select OK.
i security Level j Trusted Publishers
0 Very High. 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 will be allowed to
run. Unsigned macros are automatically disabled.
0 Medium. You can choose whether or not to run potentially unsafe
macros.
O L°w (not recommended), You are not protected from potentially
unsafe macros. Use this setting only if you have virus scanning
software installed, or you have checked the safety of all documents
you open.
OK
Cancel
Figure 2: Security Level Setting Screen in Excel 2003
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide Page 8
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Running the Tool in Microsoft Excel 2003
1. Save the Tool to your computer in a folder on your hard drive.
2. Go to that folder and double-click on the file to open the Tool.
Enable Macros
3. You will see a security-warning box appear (Figure 3). Select the * 'button
in the security-warning box.
Security Warning
"S:\5martWay\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 ,.
y Disable Macros I Enable Macros More Info
I"- JTrT- JJ I J
Figure 3: Screen showing "Enable Macros" button
The Welcome Screen for the Logistics Company Tool should then appear and you will be ready to begin
working on your tool.
SECURITY SETTINGS FOR EXCEL 2007 USERS
The default settings for Excel 2007 should enable you to run the Tool without any changes.
Running the Tool in Microsoft Excel 2007
1) Save the Tool to your computer.
2) Open the file, and select the button that appears after the Security
Warning just below the menu bar (Figure 4). Detailed instructions are also provided on
the screen itself.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide Page 9
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jcST_Jan2c_dean.xls [Compatibility Mode] - Microsoft Excel
Filter- Setect-
Edltmg
A2 -r £* f, in order to run th
1 Security Settings for the SmartWay Tools
In order to run this application, you must he
s application, you must have macros enabled.
A
ve macros enabled.
B i C. | D | E | F I 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. Goto Excel Options. Select the "Excel Options" button in the bottom right corner of the pull-down menu:
3. Go to the Trust Center. On the Excel Options screen, select on Trust Center in the left navigation bar.
4 Go to the Trust Center Settings. Select on Trust Center Settings in the bottom right portion of the screen.
5. Change security settings. Choose the setting "Disable all macros with notification" and select OK.
6 Reopen the file. Close the Excel file and then re-open it
For Excel 2003 Users:
< > M Security Settings .j
Figure 4: Security Warning Screen
In the Microsoft Office Security Options dialog box (Figure 5), choose "Enable this
content" and select OK.
3)
Microsoft Office Security Options
Security Alert - Macro
Macro
Macros have been disabled. Macros might contain viruses or other security hazards. Do
not enable this content unless you trust the source of this file.
Warning: It is not possible to determine that this content came from a
trustworthy source. You should leave this content disabled unless the
content provides critical functionality and you trust its source.
More information
File Path; C: Ysmartway \Ehipper. xls
O Help protect me from unknown content (recommended)
9 EnaNe this content!
Open the Trust Center
OK Cancel
Figure 5: Security Options Dialogue Box
The Welcome Screen for the Logistics Company Tool should then appear and you will be ready to begin
working on your tool.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 10
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Troubleshooting the Security Settings in Microsoft Excel 2007
If you reach this point and the Tool does NOT open, you may have your security set too high.
To adjust your security settings, select the ^ta^Bbutton (in the top left corner of the screen) and then
select the ^ Excel Options button in the bottom right corner of the pull-down menu (Figure 6A).
Click the "Enter
Options Button"
Figure 6A: Excel Options Drop-Down Menu
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 11
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On the Excel Options screen, select Trust Center in the left navigation bar (Figure 6B):
Excel Options
1 Popular
Formulas
Proofing
Save
Advanced
Customize
Add-In s ^[
Trust Center
Resources
Balal
A Change the most popular options in Excel,
Top options for working with Excel
Click the "Trust >rti°n ':'
Center" button ^Ribbon
Color scheme: Blue v-
ScreenTip style: Showfeature descriptions in ScreenTips
Create lists for use in sorts and fill sequences: Edit Custom Lists...
Use this font; Body Font
Font size: 11 V
Default view for new sheets; Normal View
Include this manyiheets: J3
Personalize your copy of Microsoft Office
Llser name: MHeyward
Choose the languages you want to use with Microsoft Office: Language Settings...
[ OK ] Cancel
Figure 6B: Excel Options Drop-Down Menu
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When the Trust Center options display opens, select Trust Center Settings in the bottom right portion of
the screen (Figure 7):
Excel Options IZJl^J
Popular
Formulas
Proofing
Save
Advanced
Customize
Add -Ins
1 Trust Center
Resources
9 Help keep your documents safe and your computer secure and healthy.
Protecting your privacy
Microsoft cares about your privacy. For more information about how Microsoft Office Excel helps to protect your privacy,
please see the privacy statements.
Show the Microsoft Office Excel privacy statement
Microsoft Office Online privacy statement
Security & more ClJCK the
Learn more about protecting your privacy and security from Micros Center b6
Microsoft Windows Security Center huttC
Microsoft Trustworthy Computing
V
Microsoft Office Excel Trust Center
The Trust Center contains security and privacy settings. These settings help keep your cc
secure. We recommend that you do not change these settings,
"Trust |
ttings"
~—\
>
Trust Center Settings...
OK | Cancel
Figure 7: Trust Center Settings Screen
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 13
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Choose the setting "Disable all macros with notification" (Figure 8) and select OK.
Trust Center
Trusted Publishers
Trusted Locations
Add-ins
ActiveX Settings
Macro Settings
Message Bar
External Content
Privacy Options
BfcjIEj
For macros in documents not in a trusted location; CnOOSG DiS3ol6
O Disable aM macros without notification -
0 Disable all macros with notification "^^^^^ a" HiacrOS WJth
O Disable all macros except digitally signed macros itn-Kfir-^Knit "
O Enable all macros (not recommended; potentially dangerdl ,
Developer Macro Settings
O Trust access to the VBA project object model
| QK I Cancel
Figure 8: Macro Settings Screen
Then run the Tool.
If, at this point, the Tool does not open, review the "Software and Hardware Requirements" on page
7. If you after reviewing this section, you cannot determine how to correct the problem, contact your
SmartWay Partner Account Manager.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 14
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SECURITY SETTINGS FOR EXCEL 2010 AND NEWER USERS
The default settings for Excel 2010 and 2013 should enable you to run the tool without any changes. To
run the tool:
1) Save the tool to your computer.
2) Open the file. Depending on your Office settings, you may receive an "Enable Editing"
popup. If you do, simply select the -!!? — button. This will allow you to enter
data into the tool. You may only receive this popup the very first time you open the
tool.
iim
Home Insert Page Layout References Mailings Review View Developer Add-Ins
Protected View This file originated as an e-mail attachment and might be unsafe. Click for more details. Enable Editing
Figure 9: The Enable Editing Button
3) Depending on your Excel macro security settings, you may receive a I
popup. If you do, simply select the button. This will enable macros
in the tool you just opened.
I Security Warning Some active content has been disabled. Click for more details. Enable Content
Security Settings forthe Tool
1 | Security Settings for the Tool
2 (Pour des instructions en frangais, faites defiler vers la droite.->)
In f\rr4ar tf\ ri in thie aor»MoaHi->rt im.ii mnethawo mairrie ana
Figure 10: Security Warning Popup
If, at this point, the Tool does not open, review the "Software and Hardware Requirements" on page
7. Otherwise, you may have your security set too high. To adjust your security settings, select the
button (in the top left corner of the screen) and then select the $ Excel Options button in the
bottom right corner of the pull-down menu (Figure 11):
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 15
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Figure 11: Excel 2010 Options Drop-Down Menu
On the Excel Options screen, select Trust Center in the left navigation bar (Figure 12):
Customize
Add-Ins
Trust Center
Top options tor working with Excel
0 Show Mini Toolbar on selection •
0 Enable Live Preview '•
n ShowDevelopertab inthe Ribbon •
0 Always use ClearType
Color scheme: Blue V
When creating new workbooks
Use this font:
Font size:
Default view for new sheets: Noi
Include this many sheets: [3 £J
Personalize your copy of Mkrosoft Office
User name: iMHeyward
-
Choose the languages you want to use with Microsoft Olfice: | Language Settings.,^|
OK Car
Figure 12: Excel 2010 Options Drop-Down Menu
When the Trust Center options display opens, select Trust Center Settings in the bottom right portion of
the screen (FigurelS):
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 16
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Excel Options
Popular
Formulas
Proofing
Save
Advanced
Add-Ins
Trust Center
Resources
[ZJ£J
\jtf 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 orivacv statement
Customer Experience Improvement Program
Learn more about protecting your privacy and security from Microsoft Office Online.
Microsoft Windows Security Center
Microsoft Trustworthy Computing
Microsoft Office Excel Trust Center
secure, We recommend that YOU do not change these sett nas, 1 Trust Center Settings...
/
Select ^
OK Cancel
Figure 13: Trust Center Settings Screen
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 17
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Choose the setting "Disable all macros with notification" (Figure 14) and select OK.
Trust Center
Trusted Publishers
Trusted Locations
Add-ins
ActiveX Settings
Macro Settings
Message Bar
External Content
Privacy Options
[?i[x|
Macro Settings
(-or macros in documents not in a trusted location: /™~ ~~\
O Disable ail macros without notification Select
O Enable all macros (not recommended; potentially dangerous code can run)
Developer Macro Settings
O Trust access to the VBA project object model
| OK 1 Cancel
Figure 14: Macro Settings Screen
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 18
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PART 2:
TOOL ORGANIZATION
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 19
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Basic Organization of the SmartWay Logistics Company Tool
The Logistics Company Tool is the basis of the SmartWay Partnership for Logistics Companies.
Completion and submission of a Logistics Company Tool is the first step to becoming a SmartWay
Logistics Company Partner. Your tool submission must be approved by EPA before you are officially a
Partner.
The Logistics Company Tool is organized around
information screens
forms or worksheets
reports and summaries
Each screen or form opens up within a Microsoft Excel spreadsheet. The screens generally look like the
one shown here.
SmartWay Introduction
Gray =
Data Entry
T
Report Year
2013
Logistics
,-
Scn&
f. Clear- Fl|t5J .
Etftting
For additional Information such as the Tool user guide, technical manual or other support materials, select the button below:
ill the SmartWay Helpline at (734) 214-4767
li! tfie Helpline at smartiiV3yJnn5portiSiega.gov
Tool Help and Navigation
Provides Instructions for completing each sc
Sends an image of the screen to your default printer
Proceed to the next screen
Return to the previous screen
Provides additional information about data entry
fields
I Screen 1 Llnk to vldeo instruction regarding Tool date entry
Figure 15: Screenshot of the Orientation of the Logistics Company Tool in Microsoft Excel
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 20
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The gray screen is where you enter data. The light green background is the Excel workbook; this area
remains in the background is NOT used for data entry. For the purposes of your tool submission,
disregard the background workbook.
The name of each form appears at the top left-hand corner of the screen, in white text on the blue
window bar, and the reporting year for the Tool is prominently displayed at the top of the screen.
Logistics
United States Version: 2.O.13
Released on: 7/8/2014
SmartWay9
Introduction
Welcome to the SmartWay Logistics Tool. This version of the Logistics Tool encompasses ground truck, rail, and barge freight movements. A future version will also
cover ocean-going vessels and air freight movement
Figure 16: Screenshot of Title of Screen/Form
Each screen contains text instructions or information about the program. Where applicable, the screen
will also include buttons linking to the SmartWay website or other sections of the Tool (e.g., the various
data entry screens); these buttons will be shown in green and clearly labeled, as seen in Figure 17.
Go To Logistics Page of the SmartWay Website
Figure 17: Screenshot of Button Link in the Tool
The screens also contain navigation buttons to direct you through the Tool.
Figure 18: Screenshot of Selected Navigation Buttons in the Tool
When new concept/topic is introduced on a screen, a small question mark ([?]) appears next to it.
When you select the question mark, you will find additional definitions of terms or instructions to help
you complete the screen properly. You may also find additional, detailed instructional material on how
to successfully navigate and complete the different data entry screens within the Tool by selecting the
buttons at the bottom of selected screens.
Screen
Demo
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 21
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Reviewing the Introductory Screens
Before you reach your data entry section of the Tool, you will move through five introductory pages that
allow you to review the basics of participation in SmartWay for logistics companies. These screens are:
• The "SmartWay Introduction" Screen
• The "SmartWay Partnership Annual Agreement" Screen
• The "SmartWay Tool Selection" Screen
• The "Required Information" Screen
The features of these screens are described below.
SMARTWAY INTRODUCTION SCREEN
The SmartWay Introduction screen is the first window that appears when the Tool is opened (Figure
19). This screen contains:
• a button linking to the SmartWay website where you can view and download additional
information about the program, the Tool, and the technical basis for the calculations in the Tool
• descriptions of Tool Help and Navigation buttons found throughout the Tool
SmartWay Introduction
SmartWay9
Report Year
2013
OMB 2060-0663
Expiration Date 06/26/2017
(Revised 2014}
Logistics
United States Version: 2.0.13
Released on: 7/8/2014
In trod uctlon
Welcome to the SmartWay Logistics Tool. This version of the Logistics Tool encompasses ground truck, rail, and barge freight movements- A future version will
also cover ocean-going vessels and air freight movement.
For additional Information such as the Tool user guide, technical manual or other support materials, select the button below:
Go To Logistics Page of the SmartWay Website
Or call the SmartWay Helpline at: (734) 214-4767
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. 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.
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
Proceed to the next screen
Return to the previous screen
Provides additional information about data entry
fields
Link to video instruction regarding Tool data entry
and use
FILING FORMS WITH THE FEDERAL GOVERNMENT AND ESTIMATED REPORTING BURDEN: Respondents are not required to fife or reply to any Federal collection of information unless it has a
valid OMB control number. Public reporting burden for this collection of information is estimated to average 5.82 hours per response for initial registration, 2.66 hours for each annual update.
These estimates indude the time for reviewing instructions, searching existing data sources, gathering the data needed, and completing and reviewing the collection of information. Send
comments regarding this burden estimate or any other aspect of this collection of information including suggestions for reducing this burden to: SmartWay Transport Partnership, 2000
Traverwood, Ann Arbor, MI 48105, or the Office of Information and Regulatory Affairs, Office of Management and Budget, Washington D.C.
Figure 19: SmartWay Introduction Screen
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Of special note is the small question mark ([?]), which appears next to new concepts when they are
introduced throughout the Tool. Clicking the question mark will reveal additional definitions of terms or
instructions to help you complete the screen properly.
After selecting the ^^^^^™ button on the SmartWay Introduction screen, the SmartWay
Partnership Annual Agreement will appear.
SMARTWAY PARTNERSHIP ANNUAL AGREEMENT SCREEN
SmartWay Partnership Annual Agreement
-SmartWay*
Report Year
2013
Logistics
United States Version: 2.0.13
Released on: 7/8/2014
Partnership Annual Agreement for Carriers
With this annual agreement, your company joins EPA's SmartWay Transport Partnership and commits to:
1. Measure and report to EPA on an annual basis the environmental performance of your fleet(s) using EPA's SmartWay Tool. (Existing fleets must report the 12
months of data for the prior year ending December 31. Newly formed companies require a minimum of 3 months of operational data.)
2. Have performance results and Tool submitial status posted on the EPA SrnartWay website/database.
3. Agree to submit supporting documentation to EPA for any data used to complete this Tool and agree to EPA audit of this data upon request by EPA.
In return, EPA commits to:
1. Promote company participation in the Partnership by posting Partner names on the EPA SmartWay Website and in related educational,
promotional, and media materials. EPA will obtain express written consent from the Partner before using the Partner's name, other
than in the context of increasing public awareness of its participation as described here.
2, Provide companies with industry-wide performance benchmark data as this data becomes available to EPA.
3. Assist Partners in achieving emission and fuel usage reduction goals (subject to Federal Government Appropriations).
General Terms
1. If the Partner or EPA defaults upon this agreement at any point, the agreement shall be considered null and void.
2. Either party can terminate the agreement at any time without prior notification or penalties or any further obligation.
3. EPA agrees not to comment publicly regarding the withdrawal of specific Partners.
4. EPA reserves the right to suspend or revoke Partner status for any Partner that fails to accomplish the specific actions to which it
committed in the SmartWay Transport Partnership Agreement and subsequent annual agreements.
5. The Partner agrees that it will not claim or imply that its participation in the SmartWay Transport Partnership constitutes EPA approval
or endorsement of anything other than the Partner's commitment to the program. The Partner will not make statements or imply
that EPA endorses the purchase or sale of the Partner's products and services or the views of the Partner.
6. Submittal of this SmartWay Tool annually constitutes agreement to all terms in this Partnership Agreement
No separate agreement need be submitted.
By checking the box below, I declare that the information submitted via this Tool is, to the best of my knowledge, accurate. I understand that any
person who, in the course of negotiating or performing under this Agreement, makes, presents or submits a false or misleading statement to the
government, or any person who makes a material omission in the course of negotiating or performing under this Agreement, may be subject to
liability under all applicable civil and criminal statutes including 18 U.S.C. 1001 {criminal liability for false statements), 31 U.S.C. 3801 - 3812 (civil
liability for false statements) and 31 U.S.C. 3729-33 (The False Claims Act). OMB f 2060-0663 XX-XX-2012
|l understand and agr-;-; to th« terms oi IWs agreement!'
Click to accept
Agreement
Page L-2
Figure 20: SmartWay Partnership Annual Agreement
Submitting a Logistics Company Tool to EPA constitutes agreement to all terms of the Partnership
Agreement, which is required for joining SmartWay and remaining a partner in good standing
All participants in SmartWay are strongly advised to read the agreement thoroughly
This screen presents the agreement details; in addition, a text version of the agreement is included in
the Appendix of this guide and in the Quick Start Guide for your convenience.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 23
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If you have been assigned the responsibility for completing your tool submission but are not in the
position to approve the agreement, acquire any necessary approvals before trying to input data into the
Tool.
To move to next screen, you must check the box indicating that your company accepts the terms of the
agreement.
SMARTWAY TOOL SELECTION SCREEN
SmartWay offers several tools tailored for different business models and business units. Most logistics
companies will use the Logistics Company Tool; however, it is advisable to review this screen in the
Logistics Company Tool to make sure it is the best option for your operations.
This screen provides basic information on three SmartWay tools (Truck, Logistics, and Multi-modal)
appropriate for different types of trucking operations. Your choice of tool will depend primarily on your
transport modes and the amount of business you contract to other companies.
Follow the flow chart in Figure 21 to determine which Tool is most appropriate for your business unit(s).
Select this Button
for More
Information
Select the _Bjjflifiaij3HJ button for further details.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 24
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SmartWay Tool Selection
•SmartWay
Report Year
2013
Logistics
United States Version: 2.0.13
Released on: 7/8/2014
Is this the right SmanWay too! for me?
You operate your own managed fleet
(owned or leased) with less than 5% of
your freight contracted with outside
companies.
YES
NO
You contract out more than 5% of your
freight, i.e. you are a 3PL, broker, freight
forwarder or non-asset based carrier.
YES
NO
1
You operate your own managed fleet and:
Move 5% or more of your freight with a
third-party provider, or move more than
loin of your freight via rail
T
-YES-
L'
e Multi-modal Tool
Select this Button for
More Information
Page L-3
Figure 21: Determining Which Tool is Appropriate for Your Business Units
REQUIRED INFORMATION SCREEN
This next screen summarizes the information needed to complete the Logistics Company Tool.
You may select
to create a hard copy to reference as you complete the rest of the Tool.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 25
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SmartWay Logistics: Required Informatic
SmartWay*
Report Year
2013
Logistics
United States Version: 2.0.13
Released on: 7/8/2014
Following is a brief description of the information you will need to complete this Tool. For further details, please consult the Logistics
Tool User Guide.
Partner Information
• Company Name, Address, City, State, ZIP, Country, Main Phone, Website
• Working, Executive, and Other Contact Information:
- Name, Title, Address, City, State, ZIP, County, Phone, E-mail
• SmartWay ID Number (for returning Partners)
Business Unit Characterization Information
• Business Unit Names and Contact
• Standard Carrier Alpha Codes (SCACs), Motor Carrier Numbers (MCNsJ, and/or Department of Transportation (DOT) Numbers
• Business Focus
• Operation Type and Body Type
Carrier Use Profile
• Identification information of carriers contracted in given year (including mode, name, and ID codes)
• Carrier utilization details:
- Total Ton-Miles contracted
- Average payload information
PageL-5
Figure 22: Summary of Required Information
While this screen serves as a reminder of your data input needs, refer to the Logistics Company Tool
Quick Start Guide for more tips and worksheets to help you gather your data for efficient and accurate
tool completion.
THE US/CANADA OPERATIONS SCREEN
The last introductory screen asks for information about any operations you have in both the US and
Canada.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 26
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SmartWay US / Canadian Operations
SmartWay*
Report Year
2013
Logistics
United States Version: 2.O.13
Released on: 7/8/2014
The SmartWay Transport Partnership is now being administered in the United States and Canada. The Partnership operates the same in both
countries, allowing partners to submit one tool for all of their US-Canada operations. Partners will be recognized by both national programs and
will be listed on both the US and Canadian SmartWay websites. The US and Canadian SmartWay tools produce the same output results,
however the Canadian tools use metric rather than English measurements and are available in French as well as English.
Partners should submit to the country where their headquarters is geographically located.
If unsure about which country to which you should submit, please contact either national SmartWay Program for assistance.
United States: h ttp: / /www.epa.aov/sniartwav/
Canada: http://www.sniaitwav.nrcan.ac.ca
To allow the United States and Canada to determine country-specific impacts for internal tracking purposes, please answer the following question
about your freight operation. This answer is not used in any calculations regarding your score so therefore can be approximate.
Please indicate the percentage of your overall fuel consumed in the United States and Canada.
| iF % Operation in the United States
45 % Operation in Canada
PageL-6
Figure 23: US/Canadian Operations Screen
The SmartWay Transport Partnership is now being administered in both the United States and Canada.
The Partnership operates the same way in both countries; however, data collection for Canadian
Partners is collected in metric units and there are French translations of all Tool screens and guidance.
If your company operates in both the United States and Canada, note that you should ONLY SUBMIT
ONE TOOL. You may select either the US Tool or the Canadian Tool, and your Partnership participation
will be recognized in both countries. If unsure about which country to which you should submit, you
may contact either national SmartWay Program for assistance. Use the following program links:
United States: http://www.epa.gov/smartway/
Canada: http://www.smartway.nrcan.gc.ca
To allow the United States and Canada to accurately determine the impacts of freight operations in each
country, you are asked to complete a single screen indicating the approximate percentage of your total
fuel consumption that is US-based vs. Canada-based.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 27
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Once you have navigated through the six introductory screens, you will be taken to the SmartWay
Logistics Company Tool Home screen.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 28
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Basic Overview of How to Complete the Tool
All data entry screens are reached by starting on the Home screen.
Figure 24 displays the structure of the Home screen.
SmartWay
Report Year
2013
Logistics
United States Version: 2.0.13
Released on: 7/8/2014
Please complete the following steps. Check boxes on the left indicate successful completion of each step. For more information, select the 'Help'
1. Enter Partner Name (Exactly as it should appear on the SmartWay website)
Enter Contact Information
Logistics Business Unit Characterization
Download Latest SmartWay Carrier Data File
5. Select Business Unit for Data Entry:
(Double-click the business unit name or select and hit Enter)
Review Year-to-Year Comparison
Partner Profile / Loqo Info / Suggestions
View Your Data Reports
* After selecting this option, be sure to carefoty read all directions before proceeding.
Page L-7
Figure 24: Main Tool Navigation or "Home" Screen
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 29
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SECTIONS OF THE TOOL
The Logistics Company Tool Home screen contains nine sections. Each section links to additional
screens or worksheets within the Tool which are described below:
Section 1: Enter Partner Name (data field): Specify your company's Partner Name, exactly as you
want it to appear on the SmartWay website.
Section 2: Enter Contact Information (button): This button takes you to a screen that asks for
general company contact information, a working SmartWay point of contact, and an
executive-level contact. Additional contacts may also be included.
Section 3: Logistics Business Unit Characterization (button): This button takes you to a screen that
asks you to define all the business units your company operates and provide
information describing their operation. Once these parameters are defined, the
software will enable you to generate blank data entry forms for each business unit.
Section 4: Download Latest SmartWay Carrier Data File (button): Select Download Latest
SmartWay Carrier File. Select this button to download the latest SmartWay Carrier
performance data for use with your logistics business units. You must download the
latest file to ensure you use the most up to date information on SmartWay Carrier
Partners.
Section 5: Select Business Unit for Data Entry (selection list): Selecting a business unit name will
take you to screens asking for the carrier and activity information necessary to calculate
efficiency metrics for the business unit.
Section 6: (Optional) Review Year-to-Year Comparison (button): This optional step allows you to
compare previous year data entries to one another or to the data entered for the
current year. The comparison reports provide a useful tool for performing quality
control of current data, as well as a method for evaluating trends in operation changes,
activity levels and business unit performance overtime.
Section 7: (Optional) Partner Profile / Logo Info / Suggestions (button): Here you can provide
information about your company's environmental accomplishments and give EPA
feedback about the SmartWay program
Section 8: (Optional) View Your Data Reports (button): Here you can view final summaries of
your data including all data inputs, business unit performance summaries, an "out of
range" report (summarizing inputs that are higher or lower than expected values) and a
summary of comments you have entered.
Section 9: Generate File to Send to EPA (button): This button creates a version of the Tool (in XML
format) for you to send as an attachment in an e-mail to your Partner Account Manager
(PAM). Selecting the OK button on this screen does not automatically submit the file to
EPA; you still need to submit it to EPA by attaching it in an e-mail.
ENTERING YOUR DATA
With the exception of Section 1, clicking on the buttons or list items in Sections 2 through 7 will take you
to additional screens and worksheets that comprise the data entry segments of the Tool.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 30
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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 Logistics Company
Tool. After they are completed, you can review your output and/or submit your tool to EPA.
Once you complete each mandatory step, a
VALIDATING YOUR DATA
will appear on the left of the screen.
The Logistics Company Tool includes range checks and other validation rules to help identify potential
data entry errors and/or unusual data values. To identify potential data problems and ensure a high
quality data submission, select the
VALIDATE
SCREEN
button before moving on to the next screen.
The tool will identify any potential data problems on that screen and prompt you to modify the entry or
provide a text explanation for legitimate anomalies.
SAVING YOUR DATA
You can save the data you have entered at any time by selecting the ^^^^^^ button that appears
at the bottom of all screens (including the Home screen). EPA recommends saving your data frequently
if you are entering information for large numbers of business units and/or vehicle classes.
PROVIDING ADDITIONAL INFORMATION
The Logistics Company Tool includes an optional section that allows you to provide EPA with additional
information regarding your company's environmental stewardship, potential use of the SmartWay Logo,
and general feedback regarding the SmartWay program. Access this section by clicking the
button on the HOME screen.
Partner Profile / Loqo Info / Suggestions
REVIEWING YOUR DATA
Each screen within the Tool has a
PRINT
SCREEN
button. To generate a hard copy of screen text or your
data inputs, select this button. The screen will be printed on your default printer. Alternately, you can
return to the Home screen, select the I
View Your Data Reports
button, identify the report of interest using the Reports Menu, and print them out for review. The data
reports provided by the Logistics Company Tool are discussed further in the
(section of this guide.
View Your Data Reports
SUBMITTING DATA TO SMARTWAY
Detailed instructions on properly submitting your data to EPA is included in this guide on page 71.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 31
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SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 32
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PART 3:
SECTION-BY-SECTION
DATA ENTRY GUIDANCE
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 33
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Preparing for Data Entry
To participate in SmartWay, logistics companies need to gather the following essential information to
complete the Logistics Tool:
• The official company name, EXACTLY as you would like it presented on the EPA website
• Company contact information
• Contact details for your working contact
• Contact details for an executive contact (cannot be the same as the primary contact)
• A comprehensive list of business units, including:
o Business Unit details, such as:
• Standard Carrier Alpha Codes (SCACs)
• Motor Carrier Numbers (MCNs)
• US DOT Number
• Business Unit Type
• Business Unit Contact:
o Business Unit focus (e.g., logistics provider, freight forwarder, freight broker, truck
carrier, or rail freight broker)
o Operation categories
• Data sources for all data to be entered
• SmartWay ID number (if this is not your first Tool submission)
This data must be provided for all of your company's business units. This data reflects the amount of
freight carried by each carrier, the distance that freight is carried, and the fuel consumed to carry the
freight.
The next four sections of this guide explain how to enter your data on each of the required and optional
screens. You must complete these first four sections of the Home screen in order.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 34
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Section 1 Data Entry: Enter Partner Name
SECTION 1 OVERVIEW
Section 1 of the Logistics Company Tool asks you to "Enter Partner Name."
SmartWay Logistics: Home
Please complete the following steps. Check boxes ontljgjefflffificate successful com)
1. Enter Partner Name (Exacttyasjfe
-------
Section 2 Data Entry: Enter Company and Contact Information
SECTION 2 OVERVIEW
The Contact Information section is where you identify all points of contact between EPA and your
company that are related to your participation in SmartWay.
Section 2 asks you to click a green button labeled "Enter Contact Information."
Please complete the following steps. Check boxes on the left indicate successful completion of each step. For more information, select the 'Help'
1. Enter Partner Name (Exactiy as it should appear on the SmartWay website)
ABC Logistics, Inc.]
^ Select "Enter Contact Information"
Enter Contact Information
Figure 26: Select Contact Information Button on "Home" Screen
You will then be taken to the Contact Information screen. This screen will ask you to, provide the
following information:
1. Company Information
2. Working Contact information
3. Executive Contact (Vice President or higher)
4. Other Contacts
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 36
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artWay: Contact Information
Working Contact Executive Contact
Addressl*
Address2
City*
Main Phon
645 Ocean WaV
Suite 203
[Austin
|512-555-5555
State* 1™ jj ZIP*
Toll
Free 1
78731 county* |USA
www.MMl.com
There must be at least two different people that SmartWay can contact. The Working Contact is the person assigned to
work directly with EPA regarding timely and accurate Tool submission, and maintaining direct communication with
SmartWay.
The Executive Contact is the company executive who is responsible for agreeing to the requirements in the SmartWay
Partnership Annual Agreement and ensuring timely submission of the Tool to SmartWay. The Executive Contact should be
a Vice President or higher-level representative for the company.
Working Contact: _jj
Name K jj First* |Glenn Ml|~ Last*
jjflg* |VP Operations
Johnson
Executive Contact: |_i]
Name
Titie*
* - Required
First*
HI
r
Last*
jshephard
| CEO
Figure 27: Entering Company and Contact Information
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:
Under the Partner Information tab:
1. Enter the Company data.
2. Enter the Working Contact name and title.
The Working Contact is the individual designated by the Executive Contact to directly interface
with SmartWay regarding specific tasks involved in the timely submission of the Tool. The
Working Contact is responsible for coordinating the assembly of information to
complete/update fleet data; completing and updating the Tool itself; maintaining direct
communication with SmartWay; and keeping interested parties within the company apprised of
relevant developments with SmartWay. (NOTE: To ensure that e-mails from SmartWay/EPA are
not blocked, new contacts may need to add SmartWay/EPAto their preferred list of trusted
sources.)
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 37
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3. Enter the Executive Contact name and title
The Executive Contact is the company executive who is responsible for agreeing to the
requirements in the SmartWay Partnership Annual Agreement, overseeing the Working Contact
(as appropriate), and ensuring the timely submission of the Tool to SmartWay. The Executive
Contact also represents the company at awards/recognition events. This person should be a
Vice President or higher level representative for the company.
Under the Working Contact tab:
Partner Information
SmartWay: Contact Information
Working Contact
Executive Contact
Other Contacts
Please enter information about your Working Contact here.
Name
Glenn Johnson
• Use Partner Address •
Addressl* M5 Ocean WaV
AddressZ Suits 203
City* Austin state*
Phone* 512^44^1444 ExtJ212
|TX jj zip. |78731
Cell 512-777-7777
Country* USA
Fax 512-888-8888
Email* lglenn.johnson@mml.com . ,
99
Confirm Email* olenn.johnson@mml.com
- Required
Figure 28. Working Contact Information Screen
1. Enter the Working Contact information. If the Working Contact shares the same address as
Use Partner Address
the company, you may select the • ^g^m^m^^^^ I button to auto-populate the
address section of this record. Enter the email address twice to confirm its accuracy. When
confirmed a will appear to the right.
Under the Executive Contact tab:
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 38
-------
Please enter information about your Executive Contact here.
Name
pack Shephard
Addressl*
Address2
City*
Phone*
Email*
«** Partner Address •
645 Ocean Way
Suite 203
Austin State* 1™ _^j ZIP* |78731 Country* USA
512-789-6789 Extj Cell] Fax^
jack.shephard@mml.com
Confirm Email* [jack.shephard@mml.com
• Required
Figure 29. Executive Contact Information Screen
1. Enter the Executive Contact information. If the Working Contact shares the same address
button to auto-
as the company, you may select the
populate the address section of this record.
Under the Other Contacts tab:
Use Partner Address
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 39
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Partner Information
SmartWay: Contact Information
Working Contact Executive Contact
Please enter information about your additional contacts here.
Other Contacts:
Add Hew Contact
Edit Selected Contact
Delete Selected Contact
Figure 30. Other Contact Information Screen
1. Enter Other Contacts (if applicable) by selecting the
2. Enter the first Other Contact then click OK when done.
Add New Contact
button.
Note: You must supply at least two unique contacts on the contact screen to ensure
EPA has access to at least two people for Tool submission follow-up.
NOTE: In some cases, companies with multiple fleets will gather information from
different sources within the company. You may find it useful to have this additional
contact information stored within the Tool.
You can add more contacts to the Other Contacts box by repeating this process. If you wish to
edit an existing contact's information, highlight the name you wish to edit and then select the
Edit Selected Contact
button. You can remove an existing contact by highlighting the
contact and then selecting
Delete Selected Contact
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 40
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VALIDATE
SCREEN
To make sure you have filled out all required contact information, select _ _ at the
bottom of the screen on the Partner Information tab. If any information is missing or invalid, a
dialogue box will appear informing you what additional information is required.
4. Next select the —button to return to the Home screen and go to Step 3.
Section 3 Data Entry: Logistics Business Unit Characterization
The next section of the Tool is the "Logistics Business Unit Characterization" section. This is the section
where you will define the various components of your business units.
The Logistics Company Tool allows you to assess your operations by defining multiple business units. If a
customer has the ability to hire a specific business unit by name or type, you should add that business
unit to the list of business units that you will characterize in the Logistics Company Tool. Do not include
internal company business unit definitions or designations—only include separate business units as they
would be identified and hired by your customers.
There are three screens in the Logistics Business Unit Characterization section of the Tool:
1. Identify Logistics Business Units
2. Logistics Business Unit Details
3. Business Focus
Each screen, and the steps required to complete it, is described below.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 41
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"IDENTIFY LOGISTICS BUSINESS UNITS" SCREEN OVERVIEW
The Identify Logistics Business Units screen is shown below:
SmariWay: Business Unit Characterization - Logistics
Logistics Business Unit Details Business Focus
Smart Way will list your company's name and your logistics business unit name(s) on the SmartWay website to indicate your participation in the
SmartWay program. Customers can search for your company by your company's logistics business unit name(s), SCAC, Motor Carrier Number, or DOT
number. Please name your logistics business unit(s) as you want them to appear on the SmartWay website. Business Unit Names should start with
your Company Name first (corresponding to the left hand column below}, followed by the Business Unit Identifier (corresponding to the second
column below). If your company has only one business unit, you may leave the Business Unit Identifier field blank.
Input information for each logistics business unit in your company that a customer would have discretion to hire. Do not include internal business
units that are invisible to your customers. If "ABC Logistics" has two business units that a customer can hire, they should create two logistics
business units: for example, ABC Logistics Freight, and ABC Logistics Refrigerated.
To add logistics business units, simply select the "Add Another Logistics Business Unit'' button at the bottom of the page. When you have added all
your logistics business units and filled out the required information, select NEXT or select the ''Logistics Business Unit Details" tab at the top of the
screen to proceed to the next step.
Delete Company Name
Business Unit Identifier
Business Unit Ha me
(exactly as it will appear on the SmartWay Website)
ABC Logistics, Inc.|
ABC Logistics, Inc.
X Delete Checked Rows
MA Another Logistics Business Unit
Page L-9
Figure 31: Identify Logistics Business Units Screen
You will be asked to establish a name for each business unit that a customer can hire. The Logistics
Company Tool combines your Partner Name (as defined on the Home screen in Section 1) with a
Business Unit Identifier that you provide on the Identify Business Units screen to establish your final
Business Unit Name.
Each of your business unit names will begin with the name of your company. On the SmartWay
website, each of your business unit names will begin with the name of your company. This "prefix"
company name will be whatever you enter in the Company Name field on the "Identify Logistics
Business Units" screen. By default, the Company Name for your first business unit on the screen is
automatically populated with the first 50 characters of the Partner Name that was entered on the Home
screen. You should specify the Company Name so that it appears EXACTLY as it you want it to show
within each business unit name. (For example, if your company's name includes "Inc." or "Ltd.", you
may choose not to include that in your fleet names.) Please pay special attention to proper
capitalization, abbreviations, and punctuation. Remember that this name will be automatically inserted
at the start of each of your business unit names on the SmartWay website.
Remember that the company name will be automatically inserted at the start of each of your business
unit names in the SmartWay Carrier Data File. Whatever you enter for company name for the first
business unit will automatically be used for any additional business units you add. Similarly, any edits
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 42
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you make to the company name for the first business unit will automatically be reflected on each
subsequent business unit.
To define each business unit name, you will be required to enter the Business Unit Identifier. This
should be an identifier recognizable to your customers. Again, make sure to specify each Business Unit
Identifier name exactly as you want it displayed in the SmartWay Carrier Data File, including proper
capitalization, any abbreviations, and punctuation. Remember that it will automatically be combined
with the Company Name field.
Once you have added your Business Unit Identifiers, the complete business unit name (with Company
Name and Business Unit Identifier combined) will appear in the grayed-out box on the far right of the
Identify Business Units screen.
Delete Company Name
F | 1 ABC Logistics, Inc.
Final Business Unit Name ^^
Business Unit Identifier ?T
Truck Division
Business Unit Name
^^ (exactly as it will appear on the SmartWay Website)
~JABC Logistics, Inc. : Truck Division
Figure 32: Example of final Business Unit Name formatting
NOTE: If you have only one business unit, you may leave the Business Unit Identifier field blank, in which
case your business unit name will simply be presented as the "Partner Name" you entered on the HOME
screen.
If you have more than one business unit, you will need to add the business units separately. To enter
Add Another Logistics Business Unit
another business unit, select the button.
Adding Comments assists SmartWay Tool reviewers in approving your Tool as quickly as possible.
Your comments help reviewers understand your business operations. Any details that you can provide
related to your operations will speed up approval time.
ADD
COMMENTS
The ' U button located at the bottom of the screen allows you to enter notes about the data
collection process, your assumptions and methods, or other information. These details could prove
useful for your reviewer when you or someone else completes the Tool next year.
ADD
COMMENTS
The mmtmmiiiHim \ button wj|| be highlighted in yellow on your screen if comments have been added for
VIEUI/EDIT
COMMENTS
a particular screen. The button will then read mAtfmatifm to indicate to your reviewer that there are
comments to be read.
If, at a point later in the data entry process, you realize that you need to add a new business unit or
delete an existing business unit, you can return to the Identify Business Units screen.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 43
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To add a new business unit, follow all of the instructions on the screen regarding defining your business
CREATE
BUSINESS UNIT(S)
units, including selecting the n^sm button at the end of the process. When you select
this button, the system will create blank data entry forms only for the new business unit(s) you have
added; the existing business units will not be affected.
If you need to delete an existing business unit, simply check the box next to the business unit and then
X Delete Checked Rows
select the
button. And, as on the other tabs, there is a
button as well as an
screen
ADD
COMMENTS
button. Selecting
will take you back to the Home
STEPS FOR COMPLETING "IDENTIFY BUSINESS UNITS" SCREEN:
i.
2.
3.
4.
On the Home screen, select the
to display the Business Unit Characterization screens.
Logistics Business Unit Characterization
! button
Confirm that the Company Name (Partner Name) that appears automatically is correct and
appropriate for your business units. If not, make changes in the field under the heading
"Company Name."
Enter the "Business Unit Identifier" for your first (or only) business unit.
Enter additional business units as needed:
a.
b.
c.
To enter another business unit, select the
Add Another Logistics Business Unit
_ button.
To delete a business unit, select the box next to the row you wish to delete, and then
X Delete Checked Rows
select the
button.
Once you have confirmed or modified the Company Name and specified the Business
Unit Identifiers, the full Business Unit Names will be displayed on the screen to the right,
exactly how they will be displayed on the SmartWay website.
To proceed, select the Logistics Business Unit Details tab at the top, or simply select the
button at the bottom of the screen.
6. Before moving on, a popup screen will appear asking you to verify that you are satisfied with
your business unit name(s).
7. Verify that the business unit name(s) show exactly what you want customers to find in the
SmartWay Carrier Data File.
8. Select OK to proceed to the next screen. You may return to this screen later to revise your
business unit name(s) if necessary.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 44
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"LOGISTICS BUSINESS UNIT DETAILS" SCREEN OVERVIEW
The Logistics Business Unit Details Screen is shown below:
SmartWay: Business Unit Characterization - Logistics
Please provide Che additional details requested below for all of the business units you created on the previous screen.
Because customers will be able to search for your company by SCAC, Motor Carrier Number, or DOT number, in addition to your business unit name,
be sure to include this information where available.
Business Unit Name
SCAC(s)
Business Unit Type Business Unit Contact
1: ABC Logistics, Inc.: Truck Division
AECS
T Jenna Rossity
Screen
Demo
PageL-10
Figure 339: Logistics Business Unit Details Screen
The Logistics Company Tool asks you to provide three types of industry identifier codes for each your
business units.
• Standard Carrier Alpha Codes (SCACs): The Standard Carrier Alpha Code is a unique 2 to 4
character alphabetic code used by the transportation industry to identify transportation
companies. If you cannot remember your SCACs, please contact the National Motor Freight
Traffic Association before proceeding (see http://www.nmfta.org/Pages/ContactUs.aspx.) You
can enter multiple SCACs by separating them with commas in the Tool. This field is optional and
may be left blank in the Tool.
• Motor Carrier Numbers (MCNsl: The Motor Carrier Number is a 5 to 7 digit number provided
by the Federal Motor Carrier Safety Administration. This field is optional and may be left blank
in the Tool.
• US DOT Number: This number is assigned to commercial vehicles hauling cargo in interstate
commerce by the Federal Motor Carrier Safety Administration. DOT numbers are strictly
numeric and can be up to 7 digits in length. This field is optional and may be left blank in the
Tool.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 45
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Entering SCACs, MCNs, and DOT number is optional; however, if you have this information you are
encouraged to supply it to make sure that SmartWay Shippers and Logistics companies can find you.
You will also need to establish the Business Unit Type for each of your business units, which is defined
as the service type for your business unit. There are two options accepted by the Tool—"For-Hire" and
"Private/Dedicated." If your company has only one business unit, your "Business Unit Type" selection
will reflect your company's operations as a whole. If there are multiple business units, each will have its
business unit type defined separately.
Finally, you will identify a Business Unit Contact for each business unit. This contact should be one of
the contacts already identified in the Contact Information section as the contact for each business unit.
NOTE: A drop-down menu in the Tool will supply this information; if there is a contact for the business
unit that is not already listed in the Contacts worksheet, you will need to go back to the Contact
Information screen to add the required contact information.
STEPS FOR COMPLETING "BUSINESS UNIT DETAILS" SCREEN
1. For each business unit, you are asked to provide additional details, including SCAC, MCN, and DOT
identifiers (optional) for each business unit listed. If you have a single business unit that has
multiple SCACs, enter all of them into the SCAC field, and separate them with commas.
• While it is not required to enter SCAC, MCN, or DOT information for each business unit, it
will help shippers and logistics companies searching by those parameters in the SmartWay
database to easily find your business unit for inclusion in their Tool.
2. Select your Business Unit Type (either "For-Hire" or "Private/Dedicated") for each business unit
listed.
3. Select a Business Unit Contact from the drop-down menu for each business unit listed. If the
appropriate business unit contact is not listed, go back to the Contact Information screen (see
Section 2), and enter that name under "Other Contacts." Then return to this screen to add the name
from the drop-down menu.
4. Click the ' button or select the Business Focus tab at the top to proceed to the next
section.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 46
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"BUSINES FOCUS " SCREEN OVERVIEW
SmartWay: Business Unit Characterization - Logistics
Identify Logistics Business Units
Logistics Business Unit Details
Enter the percentage of total activity associated with each Business Focus category. Percentages should sum to 100 for each of your Business Units.
Business Focus (%)
Business Unit Name
Rail
Logistics Freight Freight Truck Freight
Provider Forwarder Broker Carrier Broker
Total
1: ABC Logistics, Inc.: Truck Division
Screen
Demo
PageL-11
Figure 34: Business Focus Screen
For each business unit, you will need to specify the percent of overall activity for each Business Focus
Category:
• Logistics Provider: Logistics providers are non-asset based third parties that provide multiple,
bundled logistics services. They may be involved in material management, transportation
management, inbound and outbound freight, inventory management, 4PL activities,
warehousing, cross docking, kitting, packaging, and sub assembly processes.
• Freight Forwarder: Freight forwarders are documentation specialists and consolidators of
freight such as LTL (less than truckload) and LCL (less than container load). Freight forwarders
normally provide pickup and delivery for domestic and international shipments, and provide the
property transportation for a compensation or fee basis.
• Freight Broker: A freight broker buys and sells transportation services and normally works on
behalf of a carrier or shipper.
• Truck Carrier: Truck carriers operate their own managed fleet (owned or leased). These fleets
can be for-hire or private/dedicated. Refer to "Choosing the Right Tool for your Business Units"
in Part I of this guide to determine if you should complete the SmartWay Truck Tool for the
Truck Carrier portion of your operations.
• Rail Freight Broker: Freight broker specializing in rail mode services.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 47
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STEPS FOR COMPLETING "BUSINESS Focus" SCREEN
1. For each business unit identified, estimate the percentage of total activity associated with each of
the five business focus categories listed. Enter your estimates in the fields provided. Leave the field
blank if no activity is associated with that operation category for that business unit.
2. Once you are sure your information is input correctly, you may select the
button at the bottom of the page. You will automatically be returned to
CREATE
BUSINESS UNIT(S)
the Home screen.
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Section 4: Download Latest SmartWay Carrier Data File
To ensure that the Logistics Tool gives you the most current list of SmartWay carriers to select from, you
must click the "Download Latest SmartWay Carrier Data File" button on the home screen. A new box
will appear next to the button indicating the "Date of Current Carrier File." You are now ready to go on
to selecting carriers and entering activity data for each business unit.
You will not be able to input the required logistics business unit data in Step 5 without this file. You
must have an active Internet connection to perform this step.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 49
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Section 5: Select Business Unit for Data Entry (providing activity and
fuel consumption information for your business units)
Now that you have defined your logistics business units, in Section 5 of the Logistics Company Tool, you
will be asked to provide additional information for EACH business unit separately.
"BUSINESS UNIT STATUS REVIEW" OVERVIEW
Once you have returned to the Home screen, you will see all of your business units listed in the window
below item # 5: Select Business Unit for Data Entry.
SmartWay
Report Year
2013
Logistics
United States Version: 2.0.13
Released on: 7/8/2014
Please complete the following steps. Check boxes on the left indicate successful completion of each step. For more information, select the 'Help'
1. Enter Partner Name (Exactly as It should appear on the SmartWay webste)
| ABC Logistics, Inc.
Enter Contact Information
Logistics Business Unit Characterization
Download Latest SmartWay Carrier Data Tile
5. Select Business Unit for Data Entry:
(Double-dick the business unit name or select and hit Enter)
Date of Current Carrier File
06/25/2014
Fleet File
Status
Indicator
Review Vear-to-Vear Comparison
Partner Profile / Logo Info / Suggestions
View Your Data Reports
ll
IJ
*After selecting this option? be sure to carefully read aS directions before proceeding.
Page L-7
Figure 35: Home Screen - Business Unit Status Prior to Activity and Fuel Data Entry
A status message appears after each business unit, indicating whether or not the data entry for that
business unit is complete. There are three possible status messages:
• Not checked - Data has not been entered yet.
• Incomplete - Some data is still missing and/or inconsistent.
• Complete - All data requirements have been met and validation has occurred.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 50
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In addition to the status messages above, you may also see one of two qualifiers: "Errors" or
"Warnings."
• Errors will prevent you from generating the Internal Metrics Reports under item #8, View
Your Data Reports, and must be addressed before you can submit your Tool to EPA.
• Warnings will still allow you to run the Internal Metrics Reports and submit your data to
EPA. However, it is strongly recommended that you carefully review each warning
message before sending your data to EPA so that you can anticipate questions that may
come from a Partner account manager (PAM) as a result of your data being outside the
expected ranges. The method addressing errors and warnings is described for subsequent
input screens in the following sections.
To add data to a particular business unit, highlight the business unit name and then double-click. You
will then proceed to the Tool data entry screens.
STEPS FOR SELECTING A BUSINESS UNIT TO REVIEW:
1. Using your mouse, select and highlight the name of the business unit for which you wish to
enter data.
2. Double click the name; you will then be taken to the Instructions screen for that business unit.
COMPLETING THE CARRIER SELECTION SCREENS
To begin, you will need to identify the carriers included in each logistics business unit. Two options are
available for identifying your carriers. If you have a large number of carriers (e.g., as a large 3PL), you
may wish to develop your carrier details separately and upload your data in a single file using the
Outside Data Import method. Alternatively, if your logistics business unit has a limited number of
carriers, you may choose to specify your carriers one at a time using the Manual Input SmartWay
Carriers Entry method. These two methods are described in detail in the Data Import/Export Guide.
Regardless of the method you choose, you will need to first identify the mode of transport for the
carrier. Five carrier mode selections are available, including:
• Rail
• Truck
• Multi-modal
• Logistics
• Barge
(Note: By selecting "AN" on the Tool's Manual Input SmartWay Carriers screen, you may search across
all carriers, regardless of mode.)
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 51
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Next, you may also specify a ranking category for the Truck mode. Truck bin categories include:
• Auto Carrier
• Dray
• Expedited
• Flatbed
• Heavy/Bulk
• LTL Dry Van
• Mixed
• Moving
• Package
• Refrigerated
• Specialized
• Tanker
• TL Dry Van
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 bin 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, DOT #s and
MCNs. The Carrier data file can be downloaded from the SmartWay website by selecting the button
under Step 4 on the Logistics Tool Home screen and viewed on the Manual Input SmartWay Carriers
screen or offline using Microsoft® Excel.
In certain cases, a carrier may have multiple fleets associated with its operations. In the case of
trucking, multi-modal and logistics partners, you may use the SCAC list in the Carrier Data file to select
among multiple fleets. The Manual Input SmartWay Carriers screen also allows you to filter carrier
fleets by SCAC, MCN, DOT number, and/or address if needed.
After identifying your SmartWay carriers, you must then go to the Manual Input Non-SmartWay
Carriers screen to enter the number of non-SmartWay carriers within the current business unit. Only
include carriers used during the reporting year. Enter the total number of non-SmartWay partners within
the current fleet and check the box to confirm that all the non-SmartWay carriers in this business unit
have been added. If this business unit has non-SmartWay carriers, select the carrier mode(s) the non-
SmartWay carrier(s) belong to.
STEPS FOR INPUTTING CARRIERS FOR A BUSINESS UNIT:
3. On the HOME page, select and highlight the name of the business unit for which you wish to enter
data.
4. Double click the name; you will then be taken to the Input Carriers data entry screen for that
business unit.
5. You will see the Instructions screen; read the instructions and scroll to the bottom.
6. Check the box next to the words "I have read and understand the carrier data input instructions"
when you have read them.
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7. You must now decide how you will enter your data; i.e., via manual input or through the outside
data import function. Refer to the "Logistics Company Partner 2.0.13 Tool: Guide to Importing
Carrier Data Using Outside Data Import Function-2013" on the logistics page of the SmartWay
website for more information about using the Outside Data Import function to enter your carriers.
Otherwise, proceed to the Manual Input 5martWav c*» | 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
Apply Filter | button_ A new fNtered |jst WJN
"Carrier Name" input box and the select the
appear in the Available SmartWay Carriers box.
Double click on the carrier name to add it to the "Selected SmartWay Carriers" box.
2. You may also search for carriers by filtering using carrier mode, ranking category, SCAC, MCN,
DOT, and/or address 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. Six carrier mode selections are available, including "All," "Rail," "Truck," "Multi-modal,"
"Barge," and "Logistics."
• Note that by selecting "AN", you may search across all carriers, regardless of mode.
• Next, if you select the Truck mode, you may also specify a carrier ranking category. Truck
ranking categories include auto carrier, dray, expedited, flatbed, heavy/bulk, LTL dry van, mixed,
moving, package, refrigerated, specialized, tanker, and TL dry van.
4.
Once you have applied the desired filters, a list of available SmartWay carriers meeting your filter
criterion appears in the Available SmartWay Carriers box. Using your mouse, double click on the
carrier name to add it to the "Selected SmartWay Carriers" box. You may also use the
button to add selected carriers to the Selected
SmartWay Carriers box.
5. Once you have successfully identified your carriers using the Manual Entry method, proceed to
Manual Input Ncn-Smai-t'A'av Carriers
the tab.
STEPS FOR COMPLETING THE MANUAL INPUT NON-SMARTWAY CARRIERS TAB:
1. Enter the total number of Non-SmartWay Carriers for the business unit into the data field.
2. Check the box to confirm that you have added all of the Non-SmartWay Carriers for your
business unit.
3. Using your mouse, double-click on each non-SmartWay carrier type used by this business unit;
double clicking will add it to the "Selected Non SmartWay Carriers" list. You may also use the
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 53
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Add Selected Carrier Types to List Below .
button to add selected carrier types to the Selected
Non-SmartWay Carriers box.1
Manual Input Non-SmartWav Carriers
4. Once the required data has been entered on the
tab, you can proceed to the Activity Data screen.
COMPLETING THE ACTIVITY DATA SCREEN
First provide a detailed text data source description for the sources used to estimate your mileage and
ton-mile data for your carriers by selecting the Describe Data Source button. Be sure to indicate how
you calculated the values, and where this data was obtained. For example, you may use PC Miler,
carrier reports, or accounting/purchasing records to determine miles. Payload and ton-mile estimates
may be based on bills of lading or other internal records.
Next you must specify a Data Availability option for each carrier. There are seven Data Availability
options:
1. Enter ton-miles and miles (preferred option)
2. Enter ton-miles and average payload
3. Enter ton-miles, average density, and average load percentage
4. Enter ton-miles only
5. Enter miles and average payload
6. Enter miles, average density, and average load percentage
7. Enter miles only
Ideally, when entering information for a carrier, you should use Data Availability Option 1. If this is not
possible, please choose the method that uses the most accurate data at your disposal. In this way the
Tool will utilize the most accurate data available for the ton-mile and mile comparison metrics, as well as
for the emissions footprint calculations.
After specifying the Data Availability options, you must then pick the preferred metric (Inventory
Calculation Metric) for calculating mass emissions for each of your carriers. Options include:
• grams per mile
• grams per railcar-mile
• grams per ton-mile (all modes)
Select the metric most appropriate for characterizing your carrier activity. You should select g/mile
metrics for estimating mass emissions for lighter weight truck freight, while g/ton-mile should generally
be used for rail, barge and heavier truck freight.
After specifying the Data Availability Option, record your activity data.
1 Note - the Logistics Tool does not currently contain performance information for non-SmartWay barge carriers. These carriers
may be selected starting next year. Until then non-SmartWay barge carrier activity cannot be quantified by the Logistics Tool,
and partner carbon footprints may be underestimated accordingly.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 54
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If the carrier mode is rail, record total railcar-miles, otherwise specify total (truckload or bargeload)
miles. Enter the data to the nearest whole number.
Data Availability Option 1 - Enter total ton-miles and total miles. Total miles corresponds to truck
miles, railcar miles, or barge miles, as appropriate. For rail carriers, DO NOT enter train miles, and for
barge carriers, DO NOT enter miles for the entire string of barges - enter the sum of miles for each
individual railcar and/or barge load.
Data Availability Option 2 - Enter total ton-miles along with your estimated average payload (per truck
or railcar, as appropriate) in short tons (2,000 Ibs).
Data Availability Option 3 - Enter your total ton-miles. Next, you must estimate your freight density
using the Average Density Calculator on the Activity Data screen. The calculator allows you to specify
the fraction of shipments that fall into various commodity groupings. Each grouping has an associated
average density, expressed in pounds per cubic foot of available cargo space. The densities for a given
commodity category vary for rail/barge and truck modes, since utilized container space varies by mode.2
For each carrier, record the percentage distribution (as a fraction of total miles) for each of the
Commodity Groupings, as shown in Worksheet 3B.
Next you will need to estimate the number of loads (truck, railcar or barge) by load fraction category.
The Logistics Tool has ten load categories:
• 1/10 truckload (or railcar/barge-load)
• 2/10 truckload (or railcar/barge -load)
• ...(incremental categories)...
• 9/10 truckload (or railcar/barge -load)
• Full truckload (or railcar/barge -load)
Record the annual number of loads for each of these categories, for each carrier, matching your
estimates to the most appropriate (closest) category. Load estimates can be volume-based (with full
truckload equivalent to cubing out) or weight-based (with full truckload equivalent to weighing out).
Data Availability Option 4 - Enter total ton-miles.
Data Availability Option 5 - Enter total miles along with your estimated average payload (per truck,
barge or railcar, as appropriate) in short tons (2,000 Ibs).
Data Availability Option 6 - Enter total miles. Next enter your freight density and load percentage
information, as described for Data Availability Option 3.
Data Availability Option 7 - Enter total miles.
STEPS FOR COMPLETING THE ACTIVITY DATA TAB FOR YOUR BUSINESS UNIT:
Describe Data Source
1. Click the I HtfilUiiaiHiifilMiB button.
2 The density categories for Logistics and Multi-modal carriers are assumed to be the same as for Truck carriers. Density
categories for rail and barge are assumed to be the same.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 55
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2. Enter a detailed description of the sources used for your Activity data information, including a
description of how you calculated miles, ton-miles, payload, density and load percent (if
applicable) in the space provided.
4. For each carrier listed, specify your data availability:
1=1 know both Ton-miles and Total Miles
2=1 know Ton-miles and Average Payload.
3=1 know Ton-miles and have general information about number of loads and type of cargo.
4=1 know Ton-miles only.
5=1 know Total Miles and Average Payload.
6=1 know Total Miles and have general information about number of loads and type of
cargo.
7=1 know Total Miles only.
5. For carriers where you've selected Data Availability Option 1, enter total ton-miles along with
total miles.
6. For carriers where you've selected Data Availability Option 2, enter total ton-miles along with
your estimated average payload (per truck, barge, or railcar, as appropriate) in short tons (2,000
Ibs).
7. For carriers where you've selected Data Availability Option 3, enter your total ton-miles. Next,
you must estimate your freight density using the Average Density Calculator on the Activity
Data screen.
a. Click the "Calc" button under the heading "Average Density."
b. Enter the percentage distribution (as a fraction of total miles) for each of the
Commodity Groupings (see Worksheet 3B.)
c. Click
to return to the Activity screen.
d. Next, click the "Calc" button under the heading "Average Load Pet."
e. Estimate and enter the number of loads (truck or railcar) by load fraction category.
f. The Logistics Tool has ten load categories:
• 1/10 truckload (or railcar/barge-load)
• 2/10 truckload (or railcar/barge -load)
...(incremental categories)...
• 9/10 truckload (or railcar/barge -load)
• Full truckload (or railcar/barge -load)
g. Record the annual number of loads for each of these categories, for each carrier,
matching your estimates to the most appropriate (closest) category. Load estimates can
be volume-based (with full truckload equivalent to cubing out) or weight-based (with
full truckload equivalent to weighing out).
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 56
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8. For carriers where you've selected Data Availability Option 4, enter total ton-miles.
9. For carriers where you've selected Data Availability Option 5, enter total miles along with your
estimated average payload (per truck, barge, or railcar, as appropriate) in short tons (2,000 Ibs).
10. For carriers where you've selected Data Availability Option 6, enter your total miles. Next,
estimate your freight density and average load percent using the calculators as described above
for Data Availability Option 3.
11. For carriers where you've selected Data Availability Option 7, enter total miles.
Note: Data Availability selections for LTL carriers are restricted to Options 2, 3, 5, and 6,
due to the difficulty in adjusting mileage for partial loads. For a similar reason, Data
Availability selections for Package carriers do not allow the selection of Option 7.
VALIDATE
SCREEN
12. Click the I™""*™11 button and correct any errors.
a. If you have errors, they will appear either as red boxes for significant errors, or as yellow
warning boxes for less-extreme errors. Red errors will prevent you from submitting
your Tool.
b. If your values are out of range, but you are confident that they are correct, double click
the box with the error. A comment box will then appear. Enter an explanation for the
value and click OK. The box will become yellow, and you will be able to proceed to
submit your Tool.
13. Proceed to the
% Smart Way
I tab to see your % SmartWay Value to assess your overall all
progress in utilizing SmartWay carriers. You may also go to the
to review your carriers' performance levels.
Data Display
tab
14. Click the
button to return to the Home screen.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 57
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Sections 6-8: Optional Steps—Year to Year Comparisons, View
Reports, and Provide Additional Information
After completing Steps 1 - 5 on the Home screen, you have access to three optional sections of the Tool.
The Year-to-Year Comparison Report allows the user to compare the business unit characteristics and
activity values, as well as CO2 performance metrics for the current year with those of a prior year. This
report is particularly helpful in identifying any changes that may have occurred since your last reporting
period, determining trends in activity and performance over multiple years, and performing general
quality assurance of the inputs used for your current Tool. You can access this report by selecting
1
Review Year-to-Year Comparison
under item #6 on the Home screen.
The Partner Profile / Logo Info / Suggestions section allows you to provide EPA with additional
information about your company, potential use of the SmartWay Logo, and general feedback regarding
the SmartWay program. This information is optional and is not required in order to submit your
button under item #7 on the Home screen will open the Partner Information forms.
The View Your Data Reports section gives you access to twelve reports to help you understand your
data and use it to make better performance decisions. You can access these reports by selecting
View Your Data Reports
I under item #8 on the Home screen.
***Once you've reviewed these sections, you will be ready to submit your Tool to EPA.***
Validating Your Data
The Logistics Company Tool has validation checks embedded at different points in the Tool to ensure
data quality, including checks of payload and ton-miles, to help ensure the reasonableness and quality of
Partner data.
In most instances the validation ranges are based on Truck Partner data distributions from the previous
calendar year. (Refer to the Logistics Company Tool Technical Documentation (found on the website at
http://www.epa.gov/smartway/forpartners/index.htm) for a detailed discussion of all validation criteria
used within the Tool.)
At any time, you can select the
VALIDATE
SCREEN
button at the bottom of the screens to make sure you
have filled out everything properly before proceeding to the next screen.
Any time you leave a particular screen, the Tool will automatically perform a screen validation.
Any time you return to the Home screen, the Tool will automatically perform a business unit-level
validation.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 58
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VALIDATE
SCREEN
If you select the ' ' button and no potential errors are identified, the following message will
be displayed. Select OK to proceed.
SmartWay - Validation Check
No errors found on this screen,
OK
Figure 36: Validation Check Notification - No Errors
If missing or potentially erroneous inputs are identified, you will see the following message.
Select Yes to see a complete list of validation errors/warnings. An example Validation Check results
screen is provided in Figure 37.
SmartWay
There are currently errors on this screen,
•' Do you want to display these errors now?
Yes
No
Figure 37: Validation Check Notification -with Errors/Warnings
The
Why can't I make corrections?
land
Show my errors/warnings as a spreadsheet.
buttons at the bottom of the screen provide additional information to assist you in correcting any errors.
Once you close the Validation check screen, you will see warnings and errors highlighted in a red or
yellow on the Activity Data 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
VALIDATE
SCREEN
data, select the ' • (button again and repeat the procedure described above as necessary.
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The Logistics Company Tool also utilizes a number of "logical" validation checks to ensure the
reasonableness of various inputs and category selections. If inconsistencies are found, in most instances
a simple warning is indicated, and text explanations are not required. For a complete listing of all
validation checks used in the Tool, refer to the Logistics Company Tool Technical Documentation.
Once all potential validation errors have been corrected or otherwise verified, select
proceed to the next step.
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Viewing Reports
Once you have returned to the Home screen, notice that the business unit that you filled out and
validated now identifies its status as "Complete" or "Complete (with Warnings)." You may now highlight
the next business unit if you have another one to complete. In the example below, the business unit
listed as "Example Dray Business Unit" remains to be finished. Fill out unfinished business units in the
same manner as the previous business unit.
lartWay Logistics: Home
SmartWay
Report Year
2013
Logistics
United States Version: 2.0.13
Released on: 7/8/2014
Please complete the following steps. Check boxes on the left indicate successful completion of each step. For more information, select the 'Help'
I—-y-i 1. Enter Partner Name (Exactly as it should appear on the SmartWay website)
| ABC Logistics, Inc.|
7
Enter Contact Information
Logistics Business Unit Characterization
Download Latest SmartWay Carrier Data File
5. Select Business Unit for Data Entry:
(Double-click the business unt name or select and hit Enter)
Date of Current Carrier File
06/25/2014
6. |
7- I
ABC Logistics, Inc.: Example Dray Business Unit - Not Checked
Review Year- to- Year Comparison
Partner Profile / Logo Info / Suggestions
View Your Data Reports
ll
* After selecting this option, be sure to carefully read aH directions before proceeding.
Page L-7
Figure 38: Home Screen - After Completing the Data Entry/Modification Process for First Business Unit
Once you have filled out information for all your business units, be sure that all business units show
"Complete" or "Complete with Warnings" beside the name. If, and only if, all business units are marked
as such, you can move on to the next step. If one or more business units are not marked as such, review
the data you entered for errors or omissions.
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,
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 61
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determining trends in activity and performance over multiple years, and performing general quality
assurance of the inputs used for your current tool. You can access this report by selecting
Review Year-to-Year Comparison
under item #6 on the Home screen.
Figure 37 shows the data entry screen for the comparison report. Note that your current year's data is
already "loaded," including the data you have entered for your current business unit(s). In order to load
data for the previous year, select the Load Data From Previous Year button. A screen will appear allowing
you to specify the location of your 2012 file, using the
Browse...
. button as shown in Figure 40.
SmartWay Logistics Year to Year Comparison
In order to run a comparison report, you must have completed a Logistics Tool from a previous year.
Please select the Load Data from Previous Year button below and follow the instructions to select
the appropriate file containing your company's 2012 data. After selecting your file, select Run
Report to compare your current data with your submittal from last year.
Year 1:
Year 2:
2013
Load Data from Previous Year...
Screen
Demo
Page L-Z3
Figure 39: Year-to-Year Comparison Report Input Screen
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SmartWay: Load Data
Use the Browse button to navigate to the Logistics Tool (Excel file) containing your previous year's
information. Click LOAD to import the data for that year into this tool.
NOTE: If you experience problems while attempting to load a prior year Logistics Tool, please take note of any
error messages and then contact a PAM or the SmartWay Helpline at: (734) 214-4767.
Logistics Tool: C:\smartway\ABC Logistics_201Zjtls
Browse—
Page L-24
Figure 40: Data Load Screen for Year-to-Year Comparison Report
Once your comparison years have been specified and your prior year data loaded into the Logistics
Company Tool, select the HllUfldHl button to view the line-item data entry comparisons. An
example report is presented in Figure 41.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 63
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SmartWay*
Comparison Report
Tool: Logistics
Report Year 2012
July 5, 2013
Metric
Partner Name
Primary1 Contact
Phone
Total Miles Total
SmartWay Total Miles
% SmartWay Total Miles
NonSmartW ay Total Miles
% NonSmartW ay Total Miles
Ton Miles Total
3 mart Way Ton Miles
% Smart'A'ay Ton Miles
NonSmartW ay Ton Miles
% NonSmartW ay 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 C02 g/'mile
Emission Metrics C02 g/ton-mile
Emission Metrics NOx g/mile
Emission Metrics NOx g/ton-mile
Emission Metrics PM 10 g/mile
Emission Metrics PM10 g/ton-rrile
Emission Metrics PM25 g/mile
Emission Metrics PM25 g/ton-mile
CO 2 MassEmisions
NOx MassEmisions
PM10 MassEmisions
PM 25 MassEmisions
Change %
10.8%
2.0%
-jm
49.9%
35.4%
18.0%
5.0%
-11.0%
103.9%
726%
-1.0%
-35.9%
-6.8%
-8.2%
-11.0%
6.7%
-9.204
-10.0%
-8.4%
-13.9%
-3.5%
-9.4%
-5.2%
-11.0%
-5.3%
-11.1%
1.5%
6.9%
4.9%
4.9%
Change Amount
X
13.578
2.091
-6.46%
11,487
6.46%
495,563
119,433
-9.55%
376,130
9.55%
-0.61%
-35.93%
-6.81%
-8.17%
-9.57%
1.4529
-1.4000
-10.0000
-290
-22
-0.93
0
-0.062
-0.0060
-0.062
-0.0060
7
0.3
0.0081
0.0080
2012
ABC Logistics, Inc.
James Stephenson
512-919-8795
139.743
105.249
75.30%
34.494
24.70%
3,248,350
2.510,217
77.30%
738,133
22.70%
59.96%
64.07%
93.19%
91.83%
77.28%
23.2601
13.8000
90.0000
3.168
136
25.97
1.117
1.122
0.0483
1.114
0.0479
488
4.0
0.1728
0.1716
2011
ABC Logistics, Inc.
James Stephenson
512-407-1822
126.165
103.158
81.76%
23.007
18.24%
2,752,787
2,390.784
86.85%
362,003
13.15%
60.57%
100.00%
100.00%
100.00%
86.85%
21.8072
15.2000
100.0000
3.458
158
26.90
1.233
1.184
0.0543
1.176
0.0539
481
3.7
0.1647
0.1636
•WEIGHTED AVERAGE ONLY APPLICABLE WHERE DATA WAS ENTERED
Figure 41: Example Year-to-Year Comparison Report
Comparisons are shown for a number of activity parameters including:
• Total Miles and Ton-Miles, for both SmartWay and Non-SmartWay carriers
• Activity allocation (in this case based on ton-miles) for SmartWay Value by mode
• average payload, density and load percent
A variety of calculated annual performance metrics are also shown, including:
• mass emissions in short tons for all pollutants
• grams per mile for all pollutants
• grams per ton-mile for all pollutants
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 64
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Percentage changes are also indicated for each of these items, relative to the earlier year baseline
values. Note that all comparisons are at the aggregated Partner level rather than the individual business
unit level.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 65
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Providing Additional Information
After completing Steps 1 - 4 on the Home screen, you may provide EPA with additional information
regarding your company, potential use of the SmartWay Logo, and general feedback regarding the
SmartWay program. This information is optional and is not required in order to submit your Logistics
Partner Profile / Logo Info / Suggestions
Company Tool data to EPA. Selecting the I
the Home screen will open the Partner Information form (see Figure 42).
button on
SmartWay Additional Informatic
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.
Partner Name: ABC Logistics, Inc.
Link to your company's environmental or SmartWay web page:
Mtp-.ll
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 L-36
Figure 42: Partner Information Screen
Use this page to provide information you would like to share publicly. Information should be entered in
the text boxes displayed. Use the scroll bar to the right to display additional questions. SmartWay will
use this information to create a SmartWay Partner profile page for your company on the SmartWay
website. You do not need to complete every question. SmartWay will NOT edit for spelling or grammar,
so make sure the text is exactly as you wish it to appear. If your company contains public relations
functions, you may want them to review this information before submittal, however, keep your
SmartWay due date in mind. SmartWay WILL review this data for appropriate content. Information
provided should be informational in nature, and speak to the question.
Figure 43 shows the Logo Qualification screen. The SmartWay Partner Logo is provided at the company
level to Partners that meet SmartWay's Partner environmental performance thresholds. Use this screen
to provide information regarding your qualification for, and planned use of, the Partner Logo. Use the
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 66
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scroll bar to display more questions and input fields. Additional information on Logo qualification and
SmartWay Additional Information: ABC Logistics, Inc.
Partner Information
Suggestions
For information on the SmartWay Partnership Logo, please visit the SmartWay website by selecting the button below. Please allow For two weeks
processing time of all logo requests.
SmartWay Partner Logo Information
Partner Name: ABC Logistics, Inc.
SmartWay Partnership Logo
F~ |I have read the SmartWay Logo Use Guidelines vvebpage i
I~~ I have read the SmartWay Logo Graphics Standards and Usage Guide (on webpage)
l~~ I agree to abide by SmartWay's logo use guidelines should I earn the right to use the SmartWay Partner Logo
If I earn the right to use the SmartWay Partnership logo I intend to: (Does not constitute an agreement to actually do it]
P My website
F~ Marketing materials
l~~ Internal company materials
l~~ Business Cards
r Advertising
r Apparel/hats
r~ Briefings/presentations
F~ Company Letterhead
F Email Signature
FFfeg
F Company exhibit booth
Screen
Demo
Page 1-27
Figure 43: Logo Qualification Screen
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 67
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Figure 44 displays the Suggestions screen. You may respond to some or all of these questions in order to
provide feedback regarding the various aspects of the SmartWay program. SmartWay values your
feedback. Any information you provide will be used to improve the program, and will be kept
confidential. Use the scroll bar to the right to display additional questions.
SmartWay Additional Information
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 filling out this optional surveyr you can help us improve the
program. Thank you.
Partner Name: ABC Logistics, Inc.
Please answer Yes or No Yes
Do you read the Tool User Guides?
Do you read the Tool Technical Documentation?
Do you regularly visit the SmartWay website?
On a scale of 1 to 10, 10 being the best:
How do you rate the SmartWay Tool?
How do you rate the SmartWay User Guide?
How do you rate the SmartWay Technical Document?
How do you rate the SmartWay Website?
How do you rate SmartWay support materials?
On a scale of 1 to 10, 10 meaning strongly agree:
I understand the goals of the SmartWay program
I understand how to participate in the program
I understand and know how to find information on the SmartWay website
I understand the SmartWay Logistics Tool
I understand the SmartWay emission factor ranking system
I understand the SmartWay Partnership logo guidelines
No
r
r
r
Page L-28
Figure 44: Suggestions Screen
ONCE YOU HAVE COMPLETED THESE THREE SCREENS. SELECT THE
TO THE HOME SCREEN.
BUTTON TO RETURN
VIEWING OTHER DATA REPORTS
Once you are ready to continue, select
the following screen:
View Your Data Reports
I to go to
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 68
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SmartWay Reports
Please select the summary report you would like to view:
Business Unit Characterization
Input Summary
Emissions Summary
Carrier Performance
Ranking< Category Detail
Comments Report
Commodity Density Report
Average Load Percent
Out of Range Report
Data Sources
% SmartWay
Partner Information Report
Page L-25
Figure 45: View Reports Menu
Selecting any of the green buttons on this screen will display the indicated data. Several reports
summarize the data you entered on specific data input screens, such as the Business Unit
Characterization and Input Summary Report. The Out of Range Report may be particularly useful in
identifying and addressing those inputs flagged as potentially erroneous during business unit validation.
Selecting any of the summary report types will take you to a screen allowing you to preview and print
your reports. Figure 46 shows one of many sample reports that the Tool can generate for you; in this
case summarizing emission reductions in tons and assorted performance metrics at the Partner Total
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 69
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level (including all business units). These reports will prove useful for your company's evaluation and
improvement efforts.
tig}
•vSmartWay8
EMISSIONS SUMMARY
Partner Name: ABC Logistics, Inc.
Business Unit NameABC Logistics, Inc.: Truck Division
C02 J/Ton-
Mode C02 g/Mfc Mile
Logistics 2400 500
Composite/Total* 2,400 500
C02 Mass
Emissions
(Tons/year)
11 023
11,023
Report Y«
ar:2013
June 26, 2014
NOxMass PMIOMass Pl.12.5 Mass
NOxp/Ton- Emissions PM10g/Ton- Emissions PM2.5p/Ton- Emissions
NOxjJUite Mile (Tons/Year) PU10 gfMfe life (Tons/Year) PM2.5g/Mfe Kite (Tons/Year)
30 50 3 350 73 9 1 200 0 1900 4 1338 1 200 0 1900 4 1888
30.50 3.350 73.9 1.200 0.1900 4.1888 1.200 0.1900 4.1888
Business Unit NameABC Logistics. Inc.: Example Dray Business Unit
Mode
C02g/Ule
C02p/yon-
Mile
C02Mass
Emissktns
CTonsft-ear)
KOxgyMite
NOxg/Ton-
Mile
NOxUass
Emissions
(Tons/Year)
PMIOgfMie
PM10p/Ton-
Mile
PMIOUass
Emssions
(TonsA-ear)
PM2.5g/Ton-
PM2.5o;Mile Mile
PM2.5Mass
EmKsions
(TonsA-ear)
Barge
18.636
492
419.21
0334
11.1
13773
00110
03638
13364
00107
03538
Composite/Total*
18,636
15
492
419.21
0.334
11.1
13.778
0.0110
0.3638
13.364
0.0107
0.3538
*Weighted average (composite) emission factors across all modes / mass emissions totals across all modes
Figure 46: Example of Completed Reports
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 70
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Submitting Data to SmartWay
Congratulations! You are now ready to send your data to EPA.
Select the
Generate Rle to Send to EPA*
Create submission file for EPA
SmartWay*
Report Year
2013
button, which will open the following screen.
mm
Logistics
United States Version: 2.0.13
Released on: 7/8/2014
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.
Page L-Z9
Figure 47: Creating Submission File for EPA
Select the checkbox to indicate you understand the terms of the SmartWay Partnership Agreement once
again. Next, a question will appear asking if you are an existing SmartWay Partner (Y/N). If you are, a
question will appear asking if you submitted your data the previous reporting year. If so, you must then
enter your Annual Submission ID, which has been sent to you by your SmartWay PAM via email. If you
cannot locate your submission ID you can select the link "Email me my SmartWay ID" to have your ID
sent to you.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 71
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Create submission file for EPA
•SmartWay*
Report Year
2013
Logistics
United States Version: 2.0.13
Released on: 7/8/2014
By checking the box below, I declare that the information submitted via this Tool is, to the best of my knowledge, accurate. I understand
that any person who, in the course of negotiating or performing under this Agreement, makes, presents or submits a false or misleading
statement to the government, or any person who makes a material omission in the course of negotiating or performing under this
Agreement, may be subject to liability under all applicable civil and criminal statutes including 18 U.S.C. 1001 (criminal liability for false
statements), 31 U.S.C. 3801 - 3812 (civil liability for false statements) and 31 U.S.C. 3729-33 (The False Claims Act).
P I understand and agree to the terms of this agreement.
Please answer the question that appears below. Depending on your answer(s), additional questions may appear that also requires an answer. Your answers
will allow EPA to better process your submission.
Are you an existing Partner in SmartWay?
Did you submit data last year?
Yes
a
-------
SmartWay - Instructions for Submitting File
5martWay
Logistics
United States Version: 2.0.13
Released on: 7/8/2014
Your SmartWay Submission File has been created. The fully qualified name is
C:\smartway\Logistics_ABC Logistics, Inc_2013_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.gov, or to your
Partner Account Manager (PAM) if your company is an existing SmartWay Partner.
If you have any questions on this submission process, please contact the SmartWay Transport Partnership Call
Center at (703) 214-4767 or email smartway_transport@epa.gov.
PRINT
SCREEN
Figure 49: Instructions for Submitting xml File to EPA
Follow these instructions for submitting your .xml file to SmartWay. Note that the .xml file is
approximately 10 times smaller than the .xls files the tool generated in the past. Upon selecting CLOSE, a
screen will appear that allows you to close the Logistics Company Tool or return to the Home screen.
NOTE: DO NOT ZIP the File. Send it to EPA as a normal file attached in an e-mail. EPA security will not
allow zipped files through the EPA firewall.
Please visit http://www.epa.gov/smartway/forpartners/index.htm for additional resources, including
printable data collection worksheets, technical documentation, and the Data Import/Export Guide.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 73
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Troubleshooting the Tool
Although the SmartWay tools have been tested extensively, you may encounter errors. Intermittent
errors have been encountered when opening the Tool from an e-mail rather than from a drive. In
addition, note that you will not be able to open the Tool successfully directly from the SmartWay
website, so save the Tool to your hard drive before opening. If you encounter an error during use of the
Tool, try restarting the Tool directly from a disk drive, with all other Excel files and applications closed.
In addition, make sure that your computer is using a system and application version validated for use
with the SmartWay tools (Windows XP or later operating system, and Excel Office 2003 2007, 2010, or
2013).
If you continue to encounter problems, make a screen capture of the error message, and save the Tool
at that point. (You can make a screen capture by pressing the keys Alt and Print Screen at the same
time, and then pasting the image into a document such as MS Word.) Then send the screenshot, along
with the saved Tool to your Partner Account Manager for further assistance.
Proper Calculation Setting
By default, Microsoft Excel is set to automatically calculate formulas. If values within your Tool are not
calculating automatically, then your Excel may be set to "Manual". Follow these instructions to change
your Excel Calculation setting.
Office 2010 and Newer
Choose the "Formulas" tab. Select the "Calculation Options" button in the "Calculation" section to view
the drop-down list of options. Choose "Automatic" from the list of options to switch to automatic
calculation.
Home Insert Page layoul Formulas fcata Review View Developer
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Insert AutoSum Recently Financial Logical Text Date & Lookup & Math More Name
Function - Used' » Time' Reference'&Trig'Functions ' Manager®
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SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 74
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Book! - Microsoft Excel
'Trace Precedents Jjy Show Formulas
;Trace Dependents ^!> Error Checking *•
Remove Arrows T ^Evaluate Formula Window
Formula Auditing
Watch
M
i
Calculate Now
Calculation _"*j Calculate Sheet
Options - -"*
[ / ] Automatic
Automatic Except for Data Tables
Manual
Office 2007
Select the Office button at the top left. Then select the Excel Options button and the Excel Options
dialog box will appear. Select the Formulas tab and the Formulas options will appear in the right pane.
Select the "Automatic" radio button in the Calculation options section.
fettdoptao irfl-ani
1 *"' f, ilhsngt options f elated to lormula a
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... , <^UUMnOSb^>
•,!(( W«l»
-------
Office 2003
From the tools menu, select "Options". When the Options dialog box is displayed, select the
"Calculation" tab. Under the Calculation section, select the "Automatic" radio button and then select
"OK".
E3 Microsoft Excel - Bookl
File Edit View Insert Format
Data Window Help
U_;dji_iii_iJ,l^&
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1
2
3
4
5
6
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O Manual Calc Now (F9)
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O Accept labels in formulas
1 OK | Cancel
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 76
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APPENDIX A: RECOMMENDED DATA SOURCES FOR ACTIVITY DATA
List of Worksheets
#1: Company and Contact Worksheet 78
#2: Logistics Business Unit Characterization Worksheet 79
#3A: Select Carriers Worksheet 80
#3B: Activity Data Worksheet 81
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 77
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Worksheet #1: Company and Contact Information
#1. Enter Your Contact Information:
General Company Contact Information
Company Name
Headquarters
Mailing Address
City State/Province Zip Country
Main Phone Toll-free Cell Web Address
Number Number number
Working Contact Information
Working Contact Name
Working Contact Mailing
Address
City
Primary Contact Phone
Number
State/Province Zip Country
Email
Address
Executive Contact Information
Executive Contact Name
Executive Contact Mailing
Address
City
Executive Contact Phone
Number
State/Province Zip Country
Email
Address
Other Contact Information
Other Contact Name
Other Contact Mailing
Address
City
Other Contact Phone Number
Contact's Role in Program
State/Province
Email
Address
Zip Country
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 78
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Worksheet #2: Logistics Business Unit Characterization
Complete this worksheet for each business unit you will be submitting in the Logistics Tool.
#2: Define Your Business Units
Business Unit Name (Company Name followed by Business Unit Identifier name)
SCAC(s):
MCN:
DOT:
BUSINESS UNIT TYPE: (for-hire, private/dedicated)
Business Unit Contact:
Business Unit Focus (activity %s):
Logistics Provider Freight Forwarder Freight Broker Truck Carrier
Rail Freight Broker
Worksheet #3A: Select Carrier(s)
Complete the following for each business unit you will be submitting in the Logistics Tool. Make
multiple copies of the table below to enter all carriers in the business unit if needed.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 79
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#3A: Identify Your Business Units
Logistics Business Unit Name
Carrier Name*
ModeA
Ranking Category
**
# Non-SmartWay CarriersAA_
* Exactly as it appears in SmartWay Carrier data file
A Truck, Rail, Logistics, Multi-modal
** Truck bin categories include:
TL Dry Van; LTL Dry Van;
Refrigerated; Flatbed;
Tanker; Dray;
Package; Specialized; Mixed
AA If applicable, for current reporting year only
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 80
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Worksheet #3B: Enter Activity Data (page 1 of 5)
Complete the following for each business unit you will be submitting in the Logistics Tool. Make
multiple copies of the tables if needed to enter all carriers in the business unit.
#3B: Enter Activity Data
Logistics Business Unit Name:
Provide Data Source Description:
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 81
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Worksheet #3B: Enter Activity Data (page 2 of 5)
Data Availability Option, Inventory Calculation Metric, Miles, Ton-Miles, and Average Payload
Carrier Name
Data
Availability
Option (1-7)*
Inventory
Calculation
MetricA
Ton-miles
Miles
Average
Payload**
* Options include
1 = (Preferred) I know both Ton-miles and Total Miles (excludes LTL carriers).
2 = I know Ton-miles and Average Payload.
3 = I know Ton-miles and have general information about number of loads and cargo density.
4 = I know Ton-miles only (excludes LTL carriers).
5 = I know Total Miles and Average Payload.
6 = I know Total Miles and have general information about number of loads and cargo density.
7 = I know Total Miles only (excludes LTL and package carriers).
A g/ton-mile; g/mile; g/railcar-mile
** For Options 2 and 5 only
-------
Worksheet #3B: Enter Activity Data (page 3 of 5)
Complete the following for each truck, logistics, and multi-modal carrier in the business unit. Only
required for Data Availability Options 3 and 6.
Make multiple copies of the tables as needed to enter all carriers in the business unit.
Commodity Distribution (for Average Density Calculator)
Carrier Fleet Name:
Truck/Logistics/Multi-modal Carrier Commodity Distribution
Commodity
Group
1
2
3
4
5
6
7
8
Description
Pharmaceutical products
Electronic and electrical equipment; furniture,
mattresses, lamps, etc.; machinery; mail and courier
parcels; misc. manufactured products; mixed freight;
non-powered Tools; plastic and rubber; powered Tools;
precision instruments and apparatus; printed products;
vehicles, including parts.
Alcoholic beverages; all other agricultural products; all
other prepared foodstuff; all other transportation
equipment; articles of base metal; bakery and milled
grains; base metal -finished or semi-finished; live
animals and fish; meat, seafood and their preparation;
paper and paperboard articles; pulp, newsprint, paper
or paperboard; recyclable products; textile, leather,
and related products; tobacco products; wood
products.
All other waste and scrap, animal feed or products of
animal origin, hazardous waste, misc/other;
monumental or building stones, non-metallic mineral
products.
All other chemical products, all other coal and refined
petroleum, base chemicals, crude petroleum; fertilizers
and fertilizer materials.
All other non-metallic minerals, cereal grains, logs and
other wood in rough, metallic ores and concentrates;
natural sand.
Coal, fuel oils, gasoline and aviation turbine.
Gravel and crushed stones
Avg Ibs/cu ft
7.8
9.3
11.3
13.2
14.1
16.3
17.2
18.3
% of Carrier
Freight*
mileage basis - must sum to 100
-------
Worksheet #3B: Enter Activity Data (page 4 of 5)
Complete the following for each rail/intermodal and barge carrier in the logistics business unit.
Make multiple copies of the table as needed to enter all carriers in the business unit.
Commodity Distribution (for Average Density Calculator)
Carrier Fleet Name:
Rail/Barge Carrier Commodity Distribution
Commodity
Group
1
2
3
4
5
6
7
Description
Electrical equipment, furniture, live animals and fish,
textiles and leather, vehicles.
Mixed freight
Machinery, tobacco products, transportation
equipment
Logs and rough wood; meat, fish, seafood; misc.
manufacturing; paper products; products of
petroleum
Alcoholic beverages; animal feed; fabricated base
metals; fats and oils; fuel oils; gasoline and fuel;
milled grain products; other agricultural products;
pulp and paper; waste and scrap; wood products
Base metal, basic chemicals, building stone, cereal
grains, chemical products, fertilizers, gravel and
crushed stone, metallic ores, natural sands, non-
metallic minerals, plastics and rubber
Coal
Avg Ibs/cu ft
7.7
16.1
22.6
34.6
42.0
48.3
54.3
%of
Carrier
Freight*
mileage basis - must sum to 100
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 84
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Worksheet #3B: Enter Activity Data (page 5 of 5)
Complete the following for each carrier in the logistics business unit.
Make multiple copies of the table as needed to enter all carriers in the business unit.
Load Distribution (for Average Load Calculator)
Carrier Fleet Name:
Carrier Load Distribution
Load Fraction*
1/10
2/10
3/10
4/10
5/10
6/10
7/10
8/10
9/10
Full
# Loads/yr
* Truckload, barge load or railcar-load, depending on mode
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 85
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