Transport Partnership
U.S. ENVIRONMENTAL PROTECTION AGENCY
Shipper Partner 2.O.I3 Tool:
Quick Start Guide ^^B^,
2OI3 Data Year - United States Version
oEPA
United States
Environmental Protection
Agency
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Transport Partnership
U.S. ENVIRONMENTAL PROTECTION AGENCY
Shipper Partner 2.O.I3 Tool:
Quick Start Guide
2OI3 Data Year - United States Version
Transportation and Climate Division
Office of Transportation and Air Quality
U.S. Environmental Protection Agency
United States Office ofTransportation and Air Quality
Environmental Protection EPA-420-B-14-091
Agency
October 2014
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Table of Contents
Overview 4
Section 1 Basic Information for Shippers 6
What is the SmartWay Transport Partnership? 6
Why do Shippers join the SmartWay Transport Partnership? 6
How do Shippers join the SmartWay Transport Partnership? 7
How do I join if my parent company has multiple subsidiaries? 8
What Data Do I Need to Gather To Complete the Shipper Tool? 8
What is Included in the SmartWay Shipper Partnership Agreement? 10
What Software and Hardware Is Required for Completing the SmartWay Shipper Partner Tool?
11
Section 2 Overview of Shipper Data Collection Requirements 12
Establishing Your Data Collection Year 12
Section 1: Specify Official Partner Name 12
Section 2: Enter Company Contact Information 12
Sections: Define Your Shipper Companies 13
Section 4: Download the Latest Carrier Data File 14
Section 5: Enter Data for Each of Your Companies 14
Data Requirements for "Input Carriers" Screens 15
Data Requirements for "Activity Data" Screen 16
Data Requirements for "% SmartWay" Screen 20
Optional Analysis Screens 20
Next Steps 23
Appendix: Worksheets for Data Collection 24
Worksheet ffl: Company Contact Information 25
Worksheet ff2: Shipper Company Characterization 26
Worksheet #3A: Select Carrier(s) (page 1 of 2) 27
Worksheet #3A: Select Carrier(s) (page 2 of 2) 28
Worksheet #3B: Activity Data (page 1 of 5) 29
Worksheet #3B: Enter Activity Data (page 2 of 5) 30
Worksheet #3B: Enter Activity Data (page 3 of 5) 31
Worksheet #3B: Enter Activity Data (page 4 of 5) 32
Worksheet #3B: Enter Activity Data (page 5 of 5) 33
Worksheet #3C: Enter % SmartWay Allocation Data 34
Worksheet #4A: Enter Shipper Strategies Data 35
Worksheet #4B: Enter Modal Shift Data 36
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What's New in this version?
Version 2.0.13 of the Shipper Tool contains a number of updates and revisions to the prior
version, 2.0.12. These updates have been implemented to enhance the usefulness and clarity of
the Tool, and are summarized below:
The Contact Information screen layouts have been modified.
Working and Executive Contacts must be different people.
You may now search for your carriers using carrier address information.
Barge carrier data may now be entered.
Data Availability Options are now restricted to 2, 3, 5, and 6 for LTL carriers, and to 1 - 6
for package carriers due to the difficulty allocating miles for these carrier types.
% SmartWay Values can no longer be calculated based on carrier C02 distributions.
Weighted average payload is now displayed at the bottom of the Activity Data screen to
help ensure reasonable payload entries across a business unit's carriers.
A SmartWay Partner schedule and data flow diagram in now incorporated into the
introduction screens.
Information about the SmartWay Awards process has been added for reference.
Optional information may now be provided regarding your non-SmartWay carriers and
related companies to help with partner recruiting efforts using the Recruiting Targets
screen.
Miscellaneous text and format updates for clarification.
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Overview
In this guide you will learn about:
1) Basic SmartWay information,
2) Joining SmartWay Transport Partnership as a shipper company,
3) Understanding the details of the SmartWay partnership agreement,
4) Meeting software/hardware requirements for participating in the program, and
5) Gathering the necessary data to become a SmartWay Shipper Partner.
Please review this guide carefully BEFORE attempting to gather your company data, or enter data into
the Shipper Tool. Understanding the basics of the program will simplify your joining process.
NOTE: The Quick Start Guide consists of pages 6 through 23. Worksheets to help
you gather and identify data for your tool submission are an extra resource
provided here for your convenience; they are also available individually on the
SmartWay website.
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Section 1Basic Information for Shippers
This section covers frequently asked questions and essential information about the SmartWay Transport
Partnership and how shipper companies can participate.
WHAT is THE SMARTWAY TRANSPORT PARTNERSHIP?
Developed jointly in 2003 by EPA and charter partners represented by industry stakeholders,
environmental groups, American Trucking Associations, and Business for Social Responsibility, the
SmartWay Transport Partnership is EPA's flagship program for improving fuel efficiency and reducing
greenhouse gases and air pollution from the transportation supply chain industry.
Six types of freight transport companies can join SmartWay:
Freight shippers
Logistics companies (including 3PLS/4PLS1)
Truck carriers
Rail carriers
Barge carriers
Multi-modal carriers
Companies join the SmartWay Transport Partnership by submitting a partner tool to SmartWay. The
SmartWay tools (1) assess freight operations; (2) calculate fuel consumption and carbon footprints; and
(3) track fuel-efficiency and emission reductions. SmartWay tools must be submitted each year for the
company to remain a partner in good standing.
SmartWay ranks Partners' efficiency and environmental performance. Superior performance
in various Partner categories is also recognized through the SmartWay Excellence Awards.
WHY DO SHIPPERS JOIN THE SMARTWAY TRANSPORT PARTNERSHIP?
The SmartWay Transport Partnership provides shipper companies with ways to reduce the
environmental impact of their freight operations and address costs. Designed with and for the
freight sector, the SmartWay Transport Partnership delivers solutions to marketplace needs
and challenges. With access to the latest in EPA-tested technologies and peer-provided success
stories, carriers that join the SmartWay Transport Partnership can gain a better understanding
of their environmental footprint and assert their corporate leadership.
Additionally, SmartWay Partners are associated with an internationally recognized and
respected brand that symbolizes cleaner, more efficient transportation choices.
Shipper companies that join SmartWay move significant amounts of freight with SmartWay
Carriers. The higher efficiency of carriers in SmartWay compared to non-SmartWay carriers
gives SmartWay shipper companies an opportunity to improve corporate freight efficiency,
reduce their carbon footprint, and voluntarily advance freight sustainability for themselves and
their customers.
3PLs/4PLs Third party logistics companies/fourth-party logistics companies.
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Participation in SmartWay helps SmartWay Shipper Partners
identify opportunities to improve efficiency,
demonstrate efficiency to customers and stakeholders,
evaluate and compare carrier performance, and
determine the company's transportation carbon footprint.
SmartWay provides shippers with free tools that help assess and compare various freight transportation
options with detailed reports and analyses that support better business decision making.
How DO SHIPPERS JOIN THE SMARTWAY TRANSPORT PARTNERSHIP?
Shipper companies join SmartWay by submitting a SmartWay Shipper Tool (hereafter known as the
"Shipper Tool/' or simply, the "Tool.")
Shipper companies that submit tools that are approved by EPA are known as "SmartWay Shipper
Company Partners."
When a shipper company submits a Shipper Tool to EPA, they agree to the requirements stipulated in
the SmartWay Shipper Partnership Agreement-notably, that they will measure and report the emissions
performance of their company annually and provide supporting documentation to EPA upon request.
All SmartWay Shipper Partners agree to complete and submit the SmartWay Shipper Tool to
define company composition,
characterize company activity, and
track annual changes in performance.
Upon approval of a Shipper Tool submission, a shipper company will be identified as SmartWay Shipper
Partner on EPA's website, on the SmartWay Partner List, and in a database used to identify
companies that meet SmartWay's annual requirements. On-time submission and approval of the
Tool also qualifies Shipper Partners for use of the SmartWay Logo.
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HOW DO I JOIN IF MY PARENT COMPANY HAS MULTIPLE SUBSIDIARIES?
Shippers with subsidiaries may submit a single tool for their parent company and all of its subsidiaries. If
a shipper chooses to do this, the entire organization will be considered a SmartWay Partner and the
performance rating will be assigned to the entire organization. The partner will be listed on the
SmartWay website under the parent company's name.
Individual subsidiaries may join as separate partners if the parent company wishes to have them listed
individually on the SmartWay website. Each subsidiary would submit a separate tool.
SmartWay highly recommends developing your list of subsidiary
companies beforehand by using an organization chart or perhaps a
customer interface web page. For example, evaluate how your
organization contracts with carriers, identify your companies' different
NAICS codes, and determine how they choose what carriers to hire.
The best strategy is to have a clear idea of how to define your companies
before filling out the tool.
WHAT DATA Do I NEED TO GATHER To COMPLETE THE SHIPPER TOOL?
To participate in SmartWay, shippers need to gather the following essential information to complete the
Shipper Tool:
The official company name to be used on the SmartWay website for public recognition of
participation in SmartWay;
Company contact information
o Contact details for your working contact
o Contact details for an executive contact (cannot be the same as the working
contact);
North American Industry Classification System (NAICS) codes for the company; and
A comprehensive list of all SmartWay carriers that the shipper uses to haul their freight for the
reporting calendar year (this list should include all truck, rail, multi-modal, barge, and logistics
companies hired by the shipper).
For each carrier that the shipper uses, the shipper must supply activity data in order to calculate the
shipper company's emissions footprint. This data reflects the amount of freight shipped with each
carrier and the distance that freight is shipped.
total miles contracted, and/or ton-miles contracted by SmartWay carrier and non-SmartWay
carrier category for the reporting calendar year;
freight characterization (average density, average load percent, and average payload); and
description of data sources used to compile activity data.
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Ideally, shippers will have mileage and ton-mileage data for the carriers used; however, EPA recognizes
that in some cases, shippers will not have all of this information, and has made accommodations for
various combinations of available data. For example, in the absence of mile and/or ton-mile data
shippers may specify an alternative activity metric to designate their relative carrier activity, such as
percentage spent, weight, packages, or other metric. However, an emissions footprint cannot be
calculated without mileage-related data. You are encouraged to gather the best data available for each
carrier at the time of your submission.
Once the shipper activity data is entered, the tool calculates the shipper's freight transportation carbon
footprint and a "Percent SmartWay" performance metric for the shipper. EPA uses the "Percent
SmartWay" metric to determine which shippers are eligible to receive SmartWay Excellence Awards.
Shippers can decide whether they want their inventory assessment to be based on grams per mile or
grams per ton-mile.
Shippers also have the option of evaluating strategies for reducing emissions and fuel consumption from
their freight transportation activities.
The tool looks at strategies that either eliminate miles or weight from the freight operations to
reduce the shipper's carbon footprint (the carbon emissions produced by the shipper's freight
operations).
The tool also looks at strategies to shift freight transportation from one mode to another (e.g.,
from truck to rail.)
SmartWay Shipper partners are encouraged to use the performance assessment and strategy evaluation
tools as a core element of their businesses' environmental sustainability planning processes as well as
core corporate decision-making.
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WHAT is INCLUDED IN THE SMARTWAY SHIPPER PARTNERSHIP AGREEMENT?
To join the SmartWay Transport Partnership as a shipper company, you must agree to the language on
the "Partnership Agreement for Shippers." When you begin working within the tool, you will be asked
to check a box stating that you agree to the terms of the partnership agreement. This agreement must
be renewed annually.
Please review this language with the appropriate personnel within your organization before completing
or submitting a Tool to EPA.
Partnership Agreement for Shippers
With this agreement, your company joins EPA's SmartWay Transport Partnership and
commits to:
1. Measure and report to EPA on an annual basis the emissions performance of your company
using EPA's SmartWay Shipper Tool. (Existing companies must report the 12 months of data for
the prior year ending December 31. Newly formed companies require a minimum of 3 months
of operational data.)
2. Have performance results posted on the EPA SmartWay website/database.
3. Agree to submit supporting documentation to EPA for any data used to complete this tool and
agree to EPA audit of this data upon request by EPA.
In return, EPA commits to:
1. Promote company participation in the Partnership by posting Partner names on the EPA SmartWay
website and in related educational, promotional, and media materials. EPA will obtain express
written consent from the Partner before using the Partner's name other than in the context of
increasing public awareness of its participation as described here.
2. Provide companies with industry-wide performance benchmark data as this data becomes available
to EPA.2
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 Agreements.
5. The Partner agrees that it will not claim or imply that its participation in the SmartWay Transport
Partnership constitutes EPA approval or endorsement of anything other than the Partner's
commitment to the program. The Partner will not make statements or imply that EPA endorses the
purchase or sale of the Partner's products and services or the views of the organization.
6. Submittal of this SmartWay Shipper Tool constitutes agreement to all terms in this Partnership
Agreement. No separate agreement need be submitted.
1 Individual corporate data will be treated as sensitive business information.
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WHAT SOFTWARE AND HARDWARE Is REQUIRED FOR COMPLETING THE SMARTWAY
SHIPPER PARTNER TOOL?
The Shipper Tool was designed in "Microsoft Excel Forms." Completing the Shipper 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
A minimum of 5 megabytes of free 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
Please check with the user specifications for your computer, online support, or your company's IT
department to make sure your system is set up to use the Shipper Tool.
We encourage you to make sure that you virus software is up to date, and scan your PC before putting
data in the Shipper Tool.
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Section 2 Overview of Shipper Data Collection Requirements
This section will describe the data required for completing the required sections of the Shipper Tool. The
Shipper Tool Data Entry and Troubleshooting Guide explains more about the structure of the Tool and
the data entry process; this guide will focus primarily on the essentials for completing the Tool.
Worksheets are provided in the Appendix of this guide, starting on page 24, to help you prepare your
data before entering it into the Shipper Tool. Copies of these worksheets are also available on the
SmartWay shipper webpage. Visit www.epa.gov/smartway/forpartners/index.htm to download
additional copies of the worksheets.
ESTABLISHING YOUR DATA COLLECTION YEAR
Before beginning your data collection, identify the last calendar year for which you have full annual (12
months) data. This means that you have data from January of the calendar year through December of
the same year. If you are a new SmartWay partner and do not have a full year of operational data,
please collect o minimum of three months' data for input into the SmartWay tool. In your next update
year, you will be required to submit a full year's data.
SECTION 1: SPECIFY OFFICIAL PARTNER NAME
Your Partner Name is the official name that your customers would recognize for your company.
You must specify you company's official Partner Name, exactly as you want it to appear on the
SmartWay website.
For example, if you enter
ABC Company,
ABC Company, Inc., or
ABCCOMPANYLLC
Your company will be listed exactly as you've entered above. Therefore, it is important to pay special
attention to proper capitalization, abbreviations, annotations, and punctuation.
SECTION 2: ENTER COMPANY CONTACT INFORMATION
T
Worksheet #1 provided at www.epa.gov/smartway/forpartners/index.htm can help you
prepare for filling out the Company Contact Information screen of the Shipper Tool.
The SmartWay Tool asks for:
General company information such as location, web address, phone number, etc.
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A working contact3 for any questions about your company's participation and Tool
submissions
An executive contact4 for participation in awards and recognition events
Additional contacts (optional): Additional contacts may include anyone who is not the
working contact but may be involved with SmartWay (e.g., press/media contact, fleet
manager, etc.).
Note that all contacts listed must be different. SmartWay recommends developing an internal
succession plan to make sure that your Shipper Tool submission schedule is maintained, in the
event that a working contact is reassigned, or leaves the company for any reason. Please use
Worksheet #1 in Appendix A of this document to help you prepare your company's contact
information.
SECTION 3: DEFINE YOUR SHIPPER COMPANIES
The Shipper Tool tracks shipping operations at the company level.
Most partners should create one company, i.e. one line.
However, if you have multiple subsidiary companies all with separate corporate identities and
transportation systems, you may want to create multiple company records in the tool and characterize
their carrier operations individually.
Note that you will also have the option of further refining your transportation activity for each copy by
internally tracking different business units, inbound/outbound/internal freight, and domestic versus
international freight within the company's carrier data identification; therefore, there is no need to list
different internal divisions, product lines, etc. as separate companies.
NOTE: Your Company Names will NOT appear on the SmartWay website, only your Partner Name. If
you wish to have your companies appear separately on the SmartWay website, please submit
separate tools for each company to EPA.
9 Worksheet #2 provided at www.epa.gov/smartway/forpartners/index.htm can help you
prepare for filling out the Characterize Your Companies sections in the Shipper Tool. You may
wish to print multiple copies of Worksheet #2 if you have multiple companies.
Data Requirements for "Company Characterization" Screen
For each shipper company, you will need to specify:
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
company data; completing and updating the Tool itself; maintaining direct communication with SmartWay; and keeping interested parties within
the company apprised of relevant developments with SmartWay.) NOTE: To ensure that emails from SmartWay/EPA are not blocked, new
working contacts may need to add SmartWay/EPA to their preferred list of trusted sources.)
The executive contact is the company executive who is responsible for agreeing to the requirements in the SmartWay Partnership 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.
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Company Name(s): Name your companies, beginning with your Partner Name followed by the
specific company name.
NAICS Code(s): NAICS, or North American Industry Classification System codes, are the Federal
standard for classifying businesses by activity type. NAICS codes can be up to six digits in length.
Use the NAICS code(s) that most appropriately describes your company. Note: some large
companies with multiple operations may only use two or three digit NAICS codes; in this case,
you do not have to enter the full six digits.
Detailed information can be found at http://www.census.gov/eos/www/naics/.
Company Contact: This contact should be one of the contacts you already identified in the
Company Contact Information section as the contact for each company. You can go back and
add a contact in this section at a later date if necessary.
SECTION 4: DOWNLOAD THE LATEST CARRIER DATA FILE
To ensure that the Shipper Tool gives you the most current list of SmartWay carriers to select
from, you must click the "Download Latest SmartWay 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 shipper
company.
You will not be able to input the required logistics fleet data in Step 5 without this file. You
must have an active Internet connection to perform this step.
SECTION 5: ENTER DATA FOR EACH OF YOUR COMPANIES
Now that you have defined your shipper companies, you will be asked to provide additional
information for EACH shipper company separately.
Select Shipper Company for Data Entry
On the Home screen, you will now see all the shipper companies you created listed in the
window below item # 5: Select Company for Data Entry. There will be a status message after
each company, indicating whether or not the data entry for that company is complete. The
following information may appear beside a company name:
Not checked - Data has not been entered yet.
Incomplete - Some data is still missing and/or inconsistent.
Complete - All data requirements have been met and validation has occurred.
In addition to the status indicators above, you may also see one of two qualifiers: "Errors" or
"Warnings."
Errors will prevent you from generating the Internal Metrics Reports under item #8,
View Your Data Reports, and must be addressed before you can submit your Tool to
EPA.
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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 company, highlight the company name and then double-click. You
will then proceed to the Tool Data Entry Screens.
"Input Carriers" Screens
Worksheet #3A provided at www.epa.gov/smartway/forpartners/index.htm can help you
prepare for filling out the Input Carriers section in the Shipper Tool (make one copy for each
company).
To begin, you will need to identify the carriers included in each shipper company. Two options
are available for identifying your carriers. If you have a large number of carriers (e.g., as a large
3PL), you may wish to develop your carrier details separately and upload your data in a single
file using the Outside Data Import method. Alternatively, if your shipper company 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
Shipper Tool Data Entry and Troubleshooting Guide and the Guide to Importing Carrier Data Using the
Outside Data Import Function.
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.)
Next, you may also specify a ranking category for the Truck mode. Truck ranking categories
include:
Auto Carrier
Dray
Expedited
Flatbed
Heavy/Bulk
LTLDryVan
Mixed
Moving
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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 ranking category.)
After identifying the mode (and ranking category, if available), you should identify each carrier's
specific fleet name, as listed in the SmartWay Carrier Data file, along with any associated SCACs,
DOT #s, MCNs and addresses. The Carrier data file can be downloaded from the SmartWay
website by selecting the button under Step 4 on the Shipper Tool Home screen and viewed on
the Manual Input SmartWay Carriers screen or offline using Microsoftฎ 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
shipper company. 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 company have been added. If this company has non-SmartWay
carriers, select the carrier mode(s) the non-SmartWay carrier(s) belong to.
You may also specify supplemental information to help you further characterize your carrier use. For
example, you can designate certain carriers used for domestic or international routes. The optional
"tags" may be applied to any carrier and include the following:
Business Unit Identifier
ID Code
Inbound/Outbound/lnternal
Domestic/International
Internal Shipper Segment 1
Internal Shipper Segment 2
Please note that the use of the above carrier tag information is optional and is only provided to facilitate
characterization of your carriers.
Data Requirements for "Activity Data" Screen
Worksheet #3B provided at www.epa.gov/smartway/forpartners/index.htm can help you prepare
for filling out the Activity Data section in the Shipper Tool (make one copy for each company).
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NOTE: If you are not providing miles and/or ton-mile activity data for your carriers, skip to Data
Requirements for"% SmartWay" Screen below.
First provide detailed text describing the Data Source(s) used to estimate your mileage and ton-mile
data for your carriers. Be sure to indicate how you calculated the values, and where this data was
obtained.
Next, 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
These options are described in further detail in the Shipper Tool Data Entry and Troubleshooting Guide
and are explained within the Tool.
You should use the option for which you have the most reliable data:
If you have reliable data for both ton-miles and miles, you should select Option 1.
If you don't have reliable miles data, but do have reliable ton-mile data, select from options 2, 3,
and 4.
If you don't have reliable ton-miles data, but do have reliable miles data, select from options 5,
6, and 7.
NOTE: You may only select Data Availability options 2, 3, 5 or 6 for less-than-truckload (LTL) carriers,
and options 1 - 6 for package carriers, given the difficulty in apportioning activity for these carriers in
the absence of payload-related information.
Choose the method that uses the most accurate data at your disposal for each carrier. 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 (truck) mile;
grams per railcar-mile;
grams per barge-mile, and;
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.
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If the carrier mode is rail, record total railcar-miles, or barge, then record barge-miles,
otherwise specify total truckload-miles. Enter the data to the nearest whole number.
Data Availability Option 1 - Enter total ton-miles and total miles. 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.5
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 Shipper Tool hasten 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.
5 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.
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IMPORTANT: Correctly calculating Ton-Miles is critically important for the accurate
determination of your carbon footprint.
You can calculate your company's ton-miles as follows:
Enter the ton-miles hauled per year attributable to each carrier. A ton-mile is one ton moving one
mile. DO NOT ESTIMATE TON-MILES BY SIMPLY MULTIPLYING TOTAL MILES BY TOTAL TONS - this
calculation effectively assumes your entire tonnage is transported on EACH AND EVERY truck, and will
clearly overstate your ton-miles.
There are two ways to calculate ton-miles:
1. Companies can determine their average payload per carrier, multiply the average payload by
the total miles per carrier, and sum the results for all carriers for the reporting year; or
(total miles per carrier x total tons per carrier)
2. Set Ton-miles per carrier =
total # of trips per carrier
To check your estimate, divide ton-miles by miles. The result is your fleet-average payload. If this
number is not reasonable, please check your calculations.
SmartWay Shipper Tool: Quick Start Guide | 19
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"% SmartWav" Screen
Worksheet #3C provided at www.epa.gov/smartway/forpartners/index.htm can help you prepare
for filling out the % SmartWay section in the Shipper Tool (make one copy for each company).
The % SmartWay screen calculates your % SmartWay Value, reflecting the fraction of miles, ton-miles,
or a user-provided custom metric attributable to SmartWay carrier partners.
The % SmartWay Value is used to determine eligibility for SmartWay Excellence Awards.
Carriers identified in the Input Carriers screens are automatically carried over to this screen. In
addition, if the Activity Data screen has been completed, the fractional mileage and ton-mile
amounts attributable to each carrier are also shown here, and may be used as weighting factors
across your carriers to calculate your % SmartWay Value.
If you prefer, you may use other weighting factors across the different carriers, such as the
percentage of total payments, the percentage of total weight or total packages, or an
alternative "custom" for calculating your % SmartWay Value, by selecting the "% Custom"
button. If you select to use a custom metric, you must enter the type of data you use for your
percentage allocation estimates using the drop-down menu at the top left, and then enter the
percent allocated to each carrier. Percentages must sum to 100. The resulting weighted
average % SmartWay Value is displayed at the bottom right of the screen. You must also
document the custom factor methodology in the text box presented at the lower left of the
screen.
Note: If you selected % SmartWay Only on the Basic or Comprehensive screen, you will not
see the Ton-Mile or Total Mile columns presented on the % SmartWay screen.
Optional Shipper Strategy Analysis Screens
The Shipper Tool provides two optional screens under the Shipper Strategies tab, to help you calculate
the emissions savings impacts for a range of activities and best practices which are known to impact the
emission footprint of the transportation supply chain. These screens are covered in detail in the Shipper
Tool Data Entry and Troubleshooting Guide.
I
Worksheets #4a/4b provided at www.epa.gov/smartway/forpartners/index.htm can help you
prepare for filling out the Optional Analysis sections in the Shipper Tool (make one copy for each
strategy).
SmartWay Shipper Tool: Quick Start Guide | 20
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OPTIONAL STEPSYEAR 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.
Item #6 on the Home screen, the Year-to-Year Comparison Report allows the user to compare
the company characteristics and activity values, as well as performance metrics for the current
year with those of the 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.
Item #7 on the Home screen, the Logo Information and Feedback section allows you to provide
EPA with additional information about your company, potential use of the SmartWay Logo,
general feedback regarding the SmartWay program, and carriers/other companies for potential
recruitment. This information is optional and is not required in order to submit your Shipper
Tool data to EPA.
Item #8 on the Home screen, the View Your Data Reports section gives you access to fifteen
reports to help you understand your data and use it to make better performance decisions.
***Once you've reviewed these sections, you will be ready to submit your Tool to EPA.***
STEPS FOR SUBMITTING YOUR TOOL To EPA
1. Select the "Generate File to Send to EPA*" button, which will open a new screen.
2. Select the checkbox to indicate you understand the terms of the SmartWay Partnership
Agreement once again.
3. 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
4. When ready, select NEXT to create a file with the following naming convention:
jShipper_PartnerName_ Year_ VO.xml
where "PartnerName" is your company's name as entered for Step 1 on the Home screen, and
"Year" indicates the year for which you are submitting your data; for example:
Shipper_ABCShipper, lnc_ 2013 _VO.xml
SmartWay Shipper Tool: Quick Start Guide | 21
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5. Next, specify the folder where you would like to save the .xml file, and a screen will
appear.
6. Follow these instructions for submitting your .xml file to SmartWay. Note that the .xml
file is approximately 10 times smaller than the .xls files.
7. Upon selecting NEXT, a screen will appear that allows you to close the Shipper Tool or
return to the Home screen.
SmartWay Shipper Tool: Quick Start Guide | 22
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Next Steps
Your next step is to download the Tool and begin completing your Shipper Tool submission.
Please visit www.epa.gov/smartway/forpartners/index.htm for additional resources, including data
collection worksheets, video tutorials, and the Shipper Tool Data Entry and Troubleshooting Guide for
step-by-step guidance through every section of the Shipper Tool.
SmartWay Shipper Tool: Quick Start Guide | 23
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Appendix: Worksheets for Data Collection
List of Worksheets
#1: Company Contact Worksheet 25
#2: Shipper Company Characterization Worksheet 26
#3A: Select Carriers Worksheet 27
#3B: Activity Data Worksheet 29
#3C: %SmartWay Worksheet 34
#4A: Shipper Strategies Worksheet 35
#4B: Modal Shift Worksheet 36
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Worksheet #1: Company Contact Information
#1. Enter Your Contact Information:
General Company Contact Information
Company Name
Headquarters
Mailing Address
City
Main Phone
Number
Toll-free
Number
State/Province
Cell
number
Zip Country
Web Address
Working Contact Information
Working Contact Name
Working Contact Mailing
Address
City
Working Contact Phone
Number
| State/Province
Email
Address
Zip | | Country |
Executive Contact Information
Executive Contact Name
Executive Contact Mailing
Address
City
Executive Contact Phone
Number
State/Province
Email
Address
Zip Country
Other Contact Information
Other Contact Name
Other Contact Mailing
Address
City
Other Contact Phone Number
Contact's Role in Program
State/Province Zip Country
Email
Address
SmartWay Shipper Tool: Quick Start Guide | 25
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Worksheet #2: Shipper Company Characterization
Complete this worksheet for each shipper company you will be submitting in the Shipper Tool.
#2: Define your Shipper Companies
Company Name (Partner Name followed by specific company name)
NAICS:
Company Contact:.
Company Name (Partner Name followed by specific company name)
NAICS:
Company Contact:.
Company Name (Partner Name followed by specific company name)
NAICS:
Company Contact:,
Company Name (Partner Name followed by specific company name)
NAICS:
Company Contact:.
SmartWay Shipper Tool: Quick Start Guide | 26
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Worksheet #3A: Select Carrier(s) (page 1 of 2)
Complete the following for each shipper company you will be submitting in the Shipper Tool. Make
multiple copies of the table below to enter all carriers used by the company if needed.
#3A: Identify your Shipper Carriers
Shipper Company Name
Total number of Non-SmartWay carriers used during current reporting year
Non-SmartWay Carrier modes (circle all that apply)
Truck Logistics Multi-modal
SmartWay Shipper Tool: Quick Start Guide | 27
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Worksheet #3A: Select Carrier(s) (page 2 of 2)
List SmartWay Carriers
Carrier Name*
ModeA
Ranking
Category**
SCAC
MCN
DOT#
Business
Unit
Identifier
ID
Code
Inbound/
Outbound/
Internal
Domestic/
International
Internal
Shipper
Segments
* Exactly as it appears in SmartWay Carrier Data file
Truck, Rail, Logistics, Barge, Multi-modal
** Truck ranking categories include: Auto Carrier, Dray, Expedited, Flatbed, Heavy/Bulk, LTL Dry Van, Mixed, Moving, Package, Refrigerated,
Specialized, Tanker, TL Dry Van
Shipper Tool: Quick Start Guide | 28
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Worksheet #3B: Activity Data (page 1 of 5)
Complete the following for each shipper company you will be submitting in the Shipper Tool. Make
multiple copies of the tables if needed to enter all carriers used by the company.
#3B: Enter Activity Data
Shipper Company Name:
Provide Data Source Description:
Shipper Tool: Quick Start Guide 29
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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-milesAA
Miles
Average
Payload**
* Options include
1 = I know both Ton-miles and Total Miles - excludes LTL.
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.
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.
A g/ton-mile; g/mile; g/railcar mile; g/barge mile
** For Options 2 and 5 only
AA A "ton-mile" is one ton moving one mile - DO NOT MULTIPLY TOTAL TONS BY TOTAL MILES.
Shipper Tool: Quick Start Guide 30
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Worksheet #3B: Enter Activity Data (page 3 of 5)
Complete the following for each truck carrier used by the shipper company. Only required for Data
Availability Options 3 and 6. Make multiple copies of the tables as needed to enter all carriers used by
the company in the reporting year.
Commodity Distribution (for Average Density Calculator)
Carrier Fleet Name:
Truck 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, incl. 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
Shipper Tool: Quick Start Guide 31
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Worksheet #3B: Enter Activity Data (page 4 of 5)
Complete the following for each rail/intermodal and barge carrier used by the shipper company. Only
required for Data Availability Options 3 and 6.
Make multiple copies of the table as needed to enter all carriers used by the company in the reporting
year.
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
Shipper Partner Tool Users Guide Part 1 | P. 32
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Worksheet #3B: Enter Activity Data (page 5 of 5)
Complete the following for each carrier used by the shipper company. Only required for Data
Availability Options 3 and 6.
Make multiple copies of the table as needed to enter all carriers used by the company in the reporting
year.
Load Distribution (for Average Load Calculator)
Carrier Fleet Name:
Carrier Load Distribution
Load
Fraction*
1/10
2/10
3/10
4/10
5/10
6/10
7/10
8/10
9/10
Full
# Loads/yr
* Truckload or railcar-load, depending on mode
Shipper Partner Tool Users Guide Part 1 | P. 33
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Worksheet #3C: Enter % SmartWay Allocation Data
Make multiple copies of this worksheet as needed to enter all carriers used by the company in the
reporting year.
Shipper Company Name:
For each company, select the basis for allocating your % SmartWay Value across your carriers (circle
one).
Ton-Miles Miles
% Spent % Weight % Packages Custom Metric
Describe Custom Metric (if applicable):
Enter % allocation factors for each carrier, for % Spent, % Weight, % Packages, or Custom
Metric allocations. Totals must sum to 100.
Carrier Name
% Allocation
Shipper Partner Tool Users Guide Part 1 | P. 34
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Worksheet #4A: Enter Shipper Strategies Data
Make multiple copies of this worksheet as needed to enter all shipper strategies used by the
company.
Shipper Company Name:
Provide Name of Shipper Strategy
Select Activity Category (mark one):
Miles Removed from the System
o Distribution center relocation
o Retail sales relocation
o Routing optimization
o Cube optimization
o Larger vehicles and/or trailers
Weight Removed from System
o Product weight reduction
o Package weight reduction
o Vehicle weight reduction
Specify Percent Improvement:
Mode
Truck
Rail
Logistics
Multi-modal
Barge
% Improvement
Describe Data Source/Methodology for % Improvement estimate(s):
Shipper Partner Tool Users Guide Part 1 | P. 35
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Worksheet #4B: Enter Modal Shift Data
Make multiple copies of this worksheet as needed to enter all modal shifts used by the company.
Shipper Company Name:
Select "From" Mode (circle one):
Truck Rail Logistics Multi-modal Barge
Select "To" Mode (circle one):
Truck Rail Logistics Multi-modal Air Barge Marine-OGV
Select Emission Factor Source - "From" Mode (circle one):
Shipper Carrier's Average Modal (industry) Average User Input
Select Emission Factor Source - "To" Mode (circle one):
Shipper Carrier's Average Modal (industry) Average User Input
Select Activity Units (circle one): Miles Ton-Miles
Specify Activity Amount- "From" Mode:
Specify Activity Amount - "To" Mode:
Shipper Partner Tool Users Guide Part 1 | P. 36
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