Transport Partnership
U.S. ENVIRONMENTAL PROTECTION AGENCY
Shipper Partner 2.O.I3 Tool:
Data Entry and Troubleshooting Guide
2OI3 Data Year - United States Version
&EPA
United States
Environmental Protection
Agency
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Transport Partnership
U.S. ENVIRONMENTAL PROTECTION AGENCY
Shipper 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
United States Office ofTransportation and Air Quality
Environmental Protection EPA-420-B-14-092
Agency
October 2014
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Table of Contents
Table of Contents 3
What's New in this version? 5
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: 5
Introduction 6
Downloading and Setting up the Tool 8
Software and Hardware Requirements 8
Downloading the SmartWay Shipper Company Tool 8
How to Set Security Levels for the SmartWay Tools 8
Security Settings For Excel 2003 Users 9
Security Settings For Excel 2007 Users 10
Security Settings For Excel 2010 and newer Users 16
Basic Organization of the Shipper Tool 21
Reviewing the Introductory Screens 23
SmartWay Introduction Screen 24
SmartWay Partnership Annual Agreement Screen 25
SmartWay Partner Schedule Screen 26
Required Information Screen 27
Navigating the Home Screen 28
Preparing for Data Entry. 33
Section 1 Data Entry: Enter Partner Name 34
Section 2 Data Entry: Enter Company and Contact Information 35
Section 3 Data Entry: Shipper Company Characterization 41
"Company Characterization" Screen Overview 41
Adding Companies to Your List of Shipper Companies 43
Deleting Companies from Your List of Shipper Companies 43
Adding Comments/Notes 44
Finishing Your Shipper Company Characterization 44
Section 4: Download Latest SmartWay Carrier Data File 46
Section 5: Select Company for Data Entry (providing carrier activity information for your
companies) 47
"Company Status Review" Overview 47
Selecting a Business Unit to Review: 48
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Basic or Comprehensive Screen 49
COMPLETING THE CARRIER SELECTION SCREENS 51
Overview 51
Steps for Inputting Carriers for a Shipper Company: 53
Steps for Completing the Manual Input SmartWay Carriers Tab: 54
Steps for Completing the Manual Input Non-SmartWay Carriers Tab: 55
Optional Carrier Differentiation Screen 55
Steps for Completing the Activity Data Screen 57
1. Entering Data Source Description 59
2. Selecting the Data Availability Option 60
3. Selecting the Preferred Inventory Calculation Metric 62
4. Entering Mile and Ton-Mile Data 62
5. Validating Your Activity Data 65
Viewing the % SmartWay Screen 68
Viewing the Data Display Screens 69
Viewing Shipper Strategies Sections 73
Two optional screens are available for evaluating emission reductions associated with
various initiatives under the Shipper Strategies tab 73
System Activities Screen 73
Modal Shift Screen 74
Checking Company Status 77
Validating Your Data 78
Sections 6-8: Optional Steps—Year to Year Comparisons, View Reports, and Logo Information
and Feedback 81
Viewing the Year-to-Year Comparison Report 81
Logo Information and Feedback 84
Viewing Data Reports 88
Submitting Data to SmartWay 90
Troubleshooting the Tool 94
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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.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 5
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Introduction
This document, the "Data Entry and Troubleshooting Guide" for the Shipper Tool, is the second of two
guides available to help your company participate fully in the SmartWay Transport Partnership as a
Shipper Partner. The Shipper Tool "Quick Start Guide" is a basic walk-through of the process of
identifying, gathering, preparing, and submitting your data by using the SmartWay Shipper Partner Tool,
and includes several worksheets referenced in this guide. (From this point on, this guide will refer to the
SmartWay Shipper Partner Tool as the "Shipper Tool" or simply, the "Tool," for brevity.) The Quick Start
Guide may be all you need to successfully complete the Shipper Tool. However, the Data Entry and
Troubleshooting Guide is intended for situations in which you have already read the Quick Start Guide
and prepared your data for entry, but need more information on how to complete your data submission
than is provided in the Quick Start Guide.
The Table of Contents for this guide is laid out so that, if you have a very specific area that you need to
review, you can find the relevant information without reading through the entire guide.
In this guide, you will learn how to enter the company and carrier data you collected (as mentioned in
the Quick Start Guide and the online data entry forms it references) into the Shipper Tool. This guide
covers:
• Downloading and setting up the Tool to run properly
• Basic organization of the Shipper Tool
• Entering your data
• Viewing company performance summary data
• Submitting data to SmartWay
• Troubleshooting the Tool
• Appendices
/j\ WARNING!
Completing this Tool requires a considerable amount of information about your company/companies
and the freight carriers used by your companies. While you will have the ability to save your Tool along
the way and return to it at anytime, we STRONGLY ENCOURAGE you to review the Quick Start Guide to
understand key information about joining the Partnership and preparing the required data BEFORE
attempting to complete the Tool.
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PART 1:
DOWNLOADING AND
SETTING UP THE TOOL
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 7
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Downloading and Setting up the Tool
Software and Hardware Requirements
The Shipper 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 Shipper 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 Shipper 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 Shipper Company Tool.
Downloading the SmartWay Shipper Company Tool
To download the Shipper 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).
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 8
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Security Settings For Excel 2003 Users
To use the Shipper 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.
Security
j ipcurity Level j Trusted Publishers
O Very High. Only macros installed in trusted locations will be allowed
to run. All other signed and unsigned macros are disabled.
O High. Only signed macros 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
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 9
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Running the Tool in Microsoft Excel 2003
1. Save the Tool to your computer in a folder on your hard drive.
2. Go to that folder and double-click on the file to open the Tool.
3. You will see a security-warning box appear (Figure 3). Select the
button in the security-warning box.
Security Warning
"S:\SnnartWay\Shipper.xls" contains macros,
Enabte Macros
Macros may contain viruses. It is usually safe to disable macros, but if the
macros are legitimate., you might lose some functionality,.
Disable Macros
Enable Macros
More Info
Figure 3: Screen showing "Enable Macros" button
The Welcome Screen for the Shipper 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.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 10
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i | Security Settings for the Tool
2 (Pour des instructions en lran$ais, faites deftler vers la dmile.->)
In order to run this application, you must have macros enabled.
4 For Excel 2007. Excel 2010, and Excel 2013 Users: (If you are using Excel 2003. please scroll down.)
If an "Options.. r button appears in the menu bar above, follow these instructions:
1. Click 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 click OK.
if the "Options..." button does not appear, use the instructions below. [NOTE. If you do not have around 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. Click the Office button. This button appears in the top left corner of the screen in Excel 2007/2010.
2. Go to Excel Options. ClicK 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, click on Trust Center in the left navigation bar.
4. Go to the Trust Center Settings. Click 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 click OK.
6. Reopen the file. Close the Excel file and then re-open it.
! For Excel 2003 Users:
* » 'i Security Settings
Figure 4: Security Warning Screen
3)
In the Microsoft Office Security Options dialog box (Figure 5), choose "Enable this
content" and select OK.
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: Ci^martway^hipper.xls
O Help n/otectme from unknown content [recommended)
'-'. E:-i5bje tnte cc-i-
Open the Trust Center
[ OK ] [ Cancel
Figure 5: Security Options Dialogue Box
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 11
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The Welcome Screen for the Shipper Company Tool should then appear and you will be ready to
begin working on your tool.
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
button (in the top left corner of the screen) and then
select the 23 Excel Options button in the bottom right corner of the pull-down menu (Figure 6).
fW rl
I
'
••
u
Click the "Enter
Options Button"
Figure 6: Excel Options Drop-Down Menu
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 12
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On the Excel Options screen, select Trust Center in the left navigation bar (Figure 7):
Excel Options
Popular
Formulas
Proofing
Save
Advanced
Customize
Add-Ins ^[
Trust Center
Resources
®®
'A, Change the most popular options in Excel,
Top options for working with Excel
Click the "Trust
Center" button ^^b0n
J
Color scheme: Blue v
ScreenTip style: Showfeature descriptions in ScreenTips v>
Create lists for use in sorts and fill sequences: Edit Custom Lists...
When creating new workbooks
Use this font: Body Font
Font size: |ll v |
Default view for new sheets: Normal View v
Include this many s_heets: 3
Personalize your copy of Microsoft Office
LJser name: MHeyward
Choose the languages you want to use with Microsoft Office: Language Settings...
[ OK Cancel
Figure 7: Excel Options Drop-Down Menu
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 13
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When the Trust Center options display opens, select Trust Center Settings in the bottom right portion of
the screen (Figure 8):
Excel Options
Popular
Formulas
Proofing
Save
Advanced
Customize
Add -Ins
1 Trust Center
Resources
m®
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 seethe privacy statements.
Show the Microsoft Office Excel privacy statement
Microsoft Office Online privacy statement
/^ \
Security & more Clickthe "TrUSt
Learn more about protecting your privacy and security from Micros CGntGT bGttingS
Microsoft Windows Security Center huttOH
Microsoft Trustworthy Corrmutina Bw
v vV
Microsoft Office Excel Trust Center ^B
secure. We recommend that you do not change these settings, Irust Center Settings... |
OK [ Cancel
Figure 8: Trust Center Settings Screen
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 14
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Choose the setting "Disable all macros with notification" (Figure 9) and select OK.
Trust Center
Trusted Publishers
Trusted Locations
Add-ins
ActiveX Settings
1 Macro Settings
Message Bar
External Content
Privacy Options
0[x]
For macros in documents not in a trusted location: CnOOSG DiS3ol6
O Disable all macros without notification ^
0 Disable all macros with notification "^^^™ a" HiacrOS WJth
O Disable all macros except digitally signed macros rtn-Kfir-^-Knit "
O Enable all macros (not recommended; potentially dangerol ,
Developer Macro Settings
HH Trust access to the VBA project object model
| QK H Cancel
Then run the Tool.
Figure 9: Macro Settings Screen
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.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 15
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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.
- ~
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 10: The Enable Editing Button
3) Depending on your Excel macro security settings, you may receive a e Content
popup. If you do, simply select the button. This will enable macros
in the tool you just opened.
Security Warning Some active content has been disabled. Click for more details. Enable Content
ft Security Settings forthe Tool
1 Security Settings for the Tool
2 (Pour des instructions en frangais. faites defiler vers la droite.->)
In rtrHar tr< n in thic annlir atinn wru i mi let ha wa mar rnc enahldH
Figure 11: 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
(in the top left corner of the screen) and then select the -J Options button in the
bottom right corner of the pull-down menu (Figure 12):
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 16
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Figure 12: Excel 2010 Options Drop-Down Menu
On the Excel Options screen, select Trust Center in the left navigation bar (Figure 13):
Select
Formulas
Proofing
Customize
Add-Ins
' a& Change the most popular options in Excel,
Top options for working with Excel
0 Show Mini Toolbar on selection •
0 Enable Live Preview •
Q Show Developertab in the Ribbon >
0 Always use ClearType
Color scheme'. | Blue V |
ScreenTip style:
Show feature descriptio
| Body Font
Create lists for use in sorts and i
When creating new workbooks
Use this font:
Font size;
Defaultyiewfornewsheets: | Normal Vie
Include this many sheets; \3 £ j
Personalize your copy of Microsoft Office
User name: jMHeyward
Choi
[ Edit Custom Lists..~
e the languages you want to use with Microsoft Offic
Figure 13: 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 (Figurel4):
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 17
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Excel Options
Popular
Formulas
Proofing
Save
Advanced
Customize
Add-Ins
' Trust Center
Resources
Help keep your documents safe and your computer secure and healthy.
Protecting your privacy
Microsoft cares about your privacy. For more information about how Microsoft Office Excel helps to protect your privacy,
please see the privacy statements.
Showthe Microsoft Office Excel privacy statement
Microsoft Office Online privacy statement
Customer Experience Improvement Program
Security & more
Learn more about protecting your privacy and securityfrom Microsoft Office Online.
Microsoft Windows Security Center
Microsoft Trustworthy Computing
Microsoft Office Excel Trust Center
The Trust Center contains security and privacy settings, These settings help keep your computer
secure, We recommend that you do not change these settings.
Figure 14: Trust Center Settings Screen
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 18
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Choose the setting "Disable all macros with notification" (Figure 15) and select OK.
Trust Center
Trusted Publishers
Trusted Locations
Add-ins
ActiveX Settings
1 Macro Settings
Message Bar
External Content
Privacy Options
ss
Macro Settings
i-or macros in documents not in a trusted location: ff~~ ~~\
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
| QK | Cancel
Figure 15: Macro Settings Screen
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 19
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PART 2:
TOOL ORGANIZATION
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 20
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Basic Organization of the Shipper Tool
The Shipper Tool is the basis of the SmartWay Partnership for Shipper Companies. Completion and
submission of a Shipper Tool is the first step to becoming a SmartWay Shipper Company Partner. Your
tool submission must be approved by EPA before you are officially a Partner.
The Shipper Tool is organized around:
• information screens,
• forms or worksheets, and
• reports and summaries
Each screen, or form, opens up within a Microsoft Excel spreadsheet. The screens generally look like the
one shown here in Figure 16, with the Report Year displayed prominently at the top:
SmartWay Introduction
SmartWay®
Report Year
2013
OMB 2060-O663
Expiration Date 07/31/2O17
(Revised 2014)
Shipper
United States Version: 2.0.13
Released on: 10/01/2014
Introduction
Welcome to the SmartWay Shipper Tool. This version of the Shipper Tool encompasses truck, rail and barge freight movements. A future version will also cover
ocean-going marine and air freight movement.
For additional Information such as the tool user guide, technical manual or other support materials, select the button below:
Go To Shipper Page of the SmartWay Website
Or call the SmartWay Helpline at: (734) 214^767
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 {At} key along with the underlined character.
ADD/VIEW
COMMENTS
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
Screen
Demo
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 file 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 include 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 induding 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.
Page S-l
Figure 16: Opening Screen of Shipper Tool
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 21
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The part of the Tool that you fill out resides in the gray and blue forms that appear on the screen. The
Excel workbook that remains in the background - and which normally appears as a blue screen as in
Figure 17 - is where all of the data you enter is actually stored. However, for the purpose of your data
entry, disregard the background workbook.
Gray = Data Entry
Blue = Background
•. • '.-... L •. .-••-••. .- : : ...,• !".:: . •' \- :' :•• ...,-.• . t -. - . . . , .:. .
Figure 17: Data Entry Screens and Background Screen Illustration
The name of each form appears at the top left-hand corner of the screen, in white text on the blue
window bar.
SmartWay Introductic
•SmartWay*
Report Year
2013
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014}
Shipper
United States Version: 2.0.13
Released on: 10/01/2014
Figure 18: Screenshot of Title of Screen/Form
Each screen contains text instructions or information about the program. Where applicable, the screen
will also include buttons linking to the SmartWay website or other sections of the Tool (e.g., the various
data entry screens); these buttons will be shown in blue and clearly labeled, as seen in Figure 19.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 22
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Go To Shipper Page of the SmartWay Website
Figure 19: Screenshot of Link in the Tool
The screens also contain navigation buttons to direct you through the Tool (Figure 20).
Figure 20: Example Navigation Buttons in the Tool
Reviewing the Introductory Screens
Before you reach your data entry section of the Tool, you will move through four introductory screens
that allow you to review the basics of participation in SmartWay for Shipper Partners:
• The "SmartWay Introduction" Screen
• The "Partnership Agreement" Screen
• The "SmartWay Partner Schedule" Screen
• The "Required Information" Screen
The features of these screens are described below.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 23
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SmartWay Introduction Screen
Smart Way Introduction
SmartWay8
Report Year
2013
OMB 2060-0663
Expiration Date 07/31/2O17
(Revised 2014}
Shipper
United States Version: 2.0.13
Released on: 10/01/2O14
Introduction
Welcome to the SmartWay Shipper Tool. This version of the Shipper Tool encompasses truck, rail and barge freight movements. A future version will also cover
ocean-going marine and air freight movement.
For additional Information such as the tool user guide, technical manual or other support materials, select the button below:
Go To Shipper Page of the SmartWay Website
Or call the SmartWay Helpline at: (734) 214^757
Or email the Helpline at: smartway_transport(Bepa.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 {At} key along with the underlined character.
Provides instructions for completing each screen
Allows you to add notes or clarfications (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
Jd
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 file or replv 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 induding 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.
Page S-l
Figure 21: SmartWay Introduction Screen
The SmartWay Introduction screen is the first window that appears when the Tool is opened (Figure
21). 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.
The screen also points out helpful buttons for Tool Help and Navigation that you will see throughout the
Tool. In particular, note the "Validate Screen" button. It's a good idea to use the "Validate Screen"
button whenever it appears in the Tool. This valuable function will help you screen for missing data,
errors in data entry, or information that may fall out of expected ranges. Taking a moment to validate
each screen helps you avoid time-consuming problems later.
When new concepts/topics are introduced on a screen, a small question mark ([?]) appears next to it.
When you select the question mark, you will find additional definitions of terms or instructions to help
you complete the screen properly. You may also find additional, detailed instructional material on how
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 24
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to successfully navigate and complete the different data entry screens within the Tool by selecting the
• m m m t t
I Screen
I Demo
buttons at the bottom of selected screens.
SmartWay Partnership Annual Agreement Screen
SmartWay Partnership Annual Agreement
SmartWay9
Report Year
2013
Shipper
United States Version: 2.0.13
Released on: 10/01/2014
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 webste/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 specfic actions to which it
cornmtted in the SmartWay Transport Partnership Agreement and subsequent Agreements.
5. The Partner agrees that it will not claim or imp!/ that its participation in the SmartWay Transport Partnership constitutes EPA approval
or endorsement of anything other than the Partner's commitment to the program. The Partner will not make statements or imp!/
that EPA endorses the purchase or sale of the Partner's products and services or the views of the organEation.
6. Submittal of this SmartWay Shipper Tool constitutes agreement to all terms in this Partnership Agreement.
No separate agreement need be submitted.
By checking the box below, I declare that the information submitted via this tool is, to the best of my knowledge, accurate. I understand that any
person who, in the course of negotiating or performing under this Agreement, makes, presents or submits a false or misleading statement to the
government, or any person who makes a material omission in the course of negotiating or performing under this Agreement, may be subject to
liability under all applicable civil and criminal statutes including 18 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). i
I understand and agree to the terms of this agreement. <
Click to accept
Agreement
Page S-2
Figure 22: SmartWay Partner Agreement for Shippers
After selecting the • Hbutton on the SmartWay Introduction screen, the SmartWay Partner
Agreement for Shippers will appear (Figure 22). This screen replicates the agreement language found
in the Quick Start Guide.
Submitting a Shipper Tool to EPA constitutes agreement to all terms of the Partnership Agreement,
which is required for a company to join and continue as a SmartWay Shipper Partner. Therefore, it is
important to review this screen or the text version in the Quick Start Guide and receive any necessary
approvals before trying to input data into the Tool. You will not be able to continue on to the next
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 25
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screen to enter data into the Tool until this box is selected, indicating that your company accepts the
terms of the agreement.
Shipper Tool submissions are due on an annual basis; therefore, when you submit your Tool each year,
this will constitute your renewal of your Partnership Agreement. Failure to send your annual Tool
update will constitute a violation of the terms of the agreement and will result in immediate removal
of your company name(s) from the SmartWay Partner list.
NOTE: While in the past, SmartWay supported a lengthy warning process for partners that were
delinquent submitting their partnership materials, due to the large number of partners currently joining
and submitting materials to SmartWay, this level of customized service can no longer be supported.
SmartWay Partner Schedule Screen
As seen in Figure 23, this screen shows the SmartWay Partner Schedule and Data Flow Diagram, which
provides the various Tool release and due dates for the 2014 calendar year, for tools completed using
2013 data. Refer to these dates to help ensure on-time delivery of your tool submittal.
SmartWay Partner Schedule and Data Flow Diagram
Tool release and due dates for 2014 calendar year using 2013 data
feb
]„„
Aug
Truck Tool
Available January 7
Group 1
Due March 4
Group 2
Due April 15
Group 3
Due May 20
Rail Tool
Available February 3
Due May 20
Barge Tool
Aval ab e February 3
Due May 20
Page S-3
Figure 23: SmartWay Partner Schedule and Data Flow Diagram
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 26
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Required Information Screen
This next screen summarizes the information needed to complete the Shipper Tool. Select
in order to retain a hardcopy for reference as you complete the rest of the Tool.
SmarWay - Required Information
•SmartWay9
Report Year
2013
Shipper
United States Version: 2.0.13
Released on: 10/01/2014
Following is a brief description of the information you will need to complete this Tool. For further details, please consult
the Shipper Tool User Guide.
Partner Information
• Company Name, Address, City, State, ZIP, Country, Main Phone, Website
• Working, Executive, and Other Contact Information:
- Name, Title, Address, City, State, ZIP, Country, Phone, Email
- SmartWay ID Number (for returning Partners)
Company Characterization Information
• Company Names and Contacts
• North American Industry Classification System (NAICS) Codes
Carrier Use Profile
• Identification information for carriers contracted in the reporting year (including mode, name, MCN and/or SCAC)
• Carrier pathways: inbound/outbound/internal, domestic/international
• Shipper-specific carrier identifiers: ID Codes, Business Unit ID, Internal Shipper Segment Codes
• Carrier activity details:
- Total miles contracted
- Ton-miles contracted
- Freight characterization (average density, average load percent, and average payload)
- Preferred emissions inventory calculation metric (g/mile, g/ton-mile)
- Description of data sources used to compile activity data
• % SmartWay Value calculation method (based on miles, ton-miles, weight, dollars spent, packages, or other metric)
• Optional information regarding modal shifts and other shipper efficiency strategies
Page
Figure 24: Summary of Shipper Tool Required Information
Once you have navigated through the three introductory screens, you will be taken to the Shipper Tool
Home screen.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 27
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Navigating the Home Screen
All data entry screens are reached by starting on the Home screen.
Figure 25 displays the structure of the Home screen.
Home
SmartWay
Report Year
2013
Shipper
United States Version: 2.0.13
Released on: 10/01/2014
Please complete the following steps. Check boxes on the left indicate successful completion of each step. For more information,
select the 'Help' button.
1. Enter Partner Name (Exactly as it should appear on the SmartWay website)
Enter Contact Information
Company Characterization
Download Latest SmartWay Carrier Data File
5. Select Company for Data Entry
(Double-click the company name or select and hit Enter)
6. |
7. |
8. |
9. I
Review Year-to-Year Comparison
Logo Information and Feedback
View Your Data Reports
Generate File to Send to EPA*
* Be sure to carefully read the directions when you select this option.
Page S-5
Figure 25: Main Tool Navigation or "Home" Screen
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 28
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There are nine sections on the Home screen, each described briefly below. Each section has buttons
linking to additional screens or worksheets within the Tool which are described below. The first five
sections of the Home screen comprise all the steps needed to complete your Shipper Tool, and you must
complete them in order. After they are completed, the remaining sections allow you to review your
output, provide additional information, and/or submit your Tool to EPA.
Section 1: Enter Partner Name (data field): Specify your company's Partner Name, exactly as you
want it to appear on the SmartWay website.
Section 2: Enter Contact Information (button): This button takes you to a screen that asks for
general company contact information, a working SmartWay point of contact, and a
different executive-level contact. Additional contacts may also be included.
Section 3: Company Characterization (button): This button takes you to a screen that asks you to
define all the shipper companies you operate. Once these companies are defined, the
software will enable you to generate blank data entry forms for each company.
Section 4: Download Latest SmartWay Carrier Data File (button): Select Download Latest
SmartWay Carrier File. Select this button to download the latest SmartWay Carrier
performance data for use with your shipper companies. You must download the latest
file to ensure you use the most up to date information on SmartWay Carrier Partners.
Section 5: Select Business Unit for Data Entry (selection list): Selecting a company name will take
you to screens asking for the carrier and activity information necessary to calculate
efficiency metrics for the company.
Section 6: (Optional) Review Year-to-Year Comparison (button): This optional step allows you to
compare previous year data entries to the data entered for the current year. The
comparison reports provide a useful tool for performing quality control of current data,
as well as a method for evaluating trends in operation changes, activity levels and
company performance overtime.
Section 7: (Optional) Logo Information and Feedback (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, company performance summaries, an "out of range"
report (summarizing inputs that are higher or lower than expected values) and a
summary of comments you have entered.
Section 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
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 29
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(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 9 will take you
to additional screens and worksheets that comprise the data entry segments of the Tool.
The first five sections of the Home screen are mandatory and MUST be completed in order. These
sections comprise all the data collection steps needed to complete your SmartWay Shipper Tool. After
they are completed, you can review your output and/or submit your Tool to EPA. Once you complete
each mandatory step, a I 1 will appear on the left of the screen.
Validating YOUR DATA
The Shipper 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
VALIDATE
SCREEN
quality data submission, select the I I 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 most screens (including the Home screen). EPA recommends saving your data
frequently if you are entering information for large numbers of carriers.
Providing Additional Information
The Shipper 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. This section also allows you to provide
information regarding your non-SmartWay carriers and related companies to help with partner
recruiting efforts. Access this section by clicking the
button on the HOME screen.
REVIEWING YOUR DATA
Logo Information and Feedback
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 30
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PRINT
SCREEN
button. To generate a hard copy of screen text or your
Each screen within the Tool has a
data inputs, select this button. The screen will be printed on your default printer. Alternately, you can
the report of interest using the Reports Menu, and print them out for review. The data reports provided
by the Shipper Tool are discussed further in the Finalize Data Entry and View Reports section of this
guide.
SUBMITTING DATA TO SMARTWAY
Detailed instructions on properly submitting your data to EPA is included in this guide on page 90.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 31
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PART 3:
SECTION-BY-SECTION
DATA ENTRY GUIDANCE
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 32
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Preparing for Data Entry
To participate in SmartWay, shipper companies need to gather the following essential information to
complete the Shipper Tool:
• The official Partner Name, EXACTLY as you would like it presented on the EPA website
• Company contact information
• Contact details for your Working Contact
• Contact details for an Executive Contact (cannot be the same as the Working Contact)
• Shipper company name(s) and associated NAICS codes and points of contact
• A comprehensive list of carriers used by your shipper companies including:
o SmartWay carrier fleet names
o Number and mode of non-SmartWay carriers (truck, logistics, multi-modal)
o Carrier-specific activity, including miles and/or ton-miles hauled
• Data sources for all data to be entered
• SmartWay ID number (if this is not your first Tool submission)
This data must be provided for all of your shipper companies. This data reflects the amount of freight
carried by each carrier and the distance that freight is carried.
The next five sections of this guide explain how to enter your data on each of the required screens. You
must complete these sections of the Home screen in order.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 33
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Section 1 Data Entry: Enter Partner Name
Section 1 of the Shipper Company Tool asks you to "Enter Partner Name."
SmartWay
1. Enter Partner Name (Exactly a£
ABC Shipping, Inc.
Please complete the following steps. Check boxes on the left indicat
select the 'Help' button.
Enter your Partner
Name precisely as
you want it on the
EPA website
Shipper
United States Version: 2.0.13
Released on: 10/01/2014
hformation,
Figure 26: Field for Entry of Partner Name on Shipper Tool Home Screen
EPA publishes your company's official name on the EPA SmartWay website. This is how your customers
will know that you are a SmartWay Partner. The name that EPA lists is known as your "Partner Name"
and is defined within Section 1 of the Shipper Tool.
Therefore, it is essential that you specify your company's Partner Name EXACTLY as you want it to
appear on the SmartWay website.
Pay special attention to proper capitalization, abbreviations, and punctuation, and remember that EPA
will use whatever you enter EXACTLY as reported.
Steps for Entering Partner Name
1. Type your Partner Name EXACTLY as you would like it to appear on the SmartWay website in the
field as indicated.
2. Proceed to Section 2 to enter contact information.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 34
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Section 2 Data Entry: Enter Company and Contact Information
REFER TO WORKSHEET #1: Company Contact Information in the Quick Start Guide, or go to
www.epa.gov/smartway/forpartners/index.htm for more information on how to complete this section
of the Shipper Tool.
The Contact Information section is where you identify all points of contact between EPA and your
company that are related to your participation in SmartWay.
Section 2 asks you to click the blue button labeled "Enter Contact Information."
Honw
SmartWay
Shipper
United States Version: 2.0.13
Released on: 10/01/2014
Please complete the following steps. Check boxes on the left indicate successful completion of each step. For more information,
select the 'Help' button.
1. Enter Partner Name (Exacfy as it should appear on the SmartWay website)
| ABC Shipping, Inc.
Enter Contact Information
Select to enter
contact information
Figure 27: 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
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 35
-------
Addressl*
Address2
City*
Main Phone*
Web Site
645 Ocean Way
Suite 203
Austin
State* |TX _-] ZIP* II76731 Country* |USA
512-555-5555
Toll Free 800-555-9999
. abcshiping. 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: _^J
Name K J-J First* |Glenn
lite*
MI
r
Last* Johnson
VP Operations
Executive Contact:
Name |l*- jj First*
Tide* M
* - Required
MI
r
Last'
[shephard
VALIDATE
SCREEN
'age S-6
Figure 28: 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
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 36
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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/EPA to their preferred list of trusted sources.)
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:
Please enter information about your Working Contact here.
Name
Addressl*
Address2
City*
Phone*
Email*
|Glenn Johnson
Use Partner Address
645 Ocean Way
Suite 203
Austin
1512-444-4444
ZIP* 78731
Country* USA
Cell| 512-777-7777
Fax 512-777-8888
I glenn.johnson@iabcshipping.com
Confirm Email* jglenn.johnsonlgiabcshipping.corrl
* - Required
'age S-7
Figure 29. Working Contact Information Screen
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 37
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1. Enter the Working Contact information. If the Working Contact shares the same
address as the company, you may select the
Use Partner Address
button to auto-
populate the address section of this record. Enter the email address twice to confirm its
accuracy. When confirmed a
Under the Executive Contact tab:
will appear to the right.
Partner Information
Working Contact
Executive Contact
Other Contacts
Please enter information about your Executive Contact here.
Name
Addressl*
Address2
City*
Phone*
Email*
Jack Shephard
Use Partner Address
645 Ocean Way
Suite 203
Austin
State*
ZIP* 78731
512-789-6789
Cellf
Country* |USA
Faxf
|jack.5hephard@abcshipping.com
Confirm Email* |jack.shephard@abcshipping.com
- Required
VALIDATE
SCREEN
Page S-8
Figure 30. Executive Contact Information Screen
1. Enter the Executive Contact information. If the Working Contact shares the same
address as the company, you may select the I KilJElldiiiiiiiiiifl I button to auto-
populate the address section of this record.
Under the Other Contacts tab:
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 38
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Please enter information about your additional contacts here.
Other Contacts:
Add New Contact
Edit Selected Contact
Delete Selected Contact
'age S-9
Figure 31. 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
and then selecting
1 button. You can remove an existing contact by highlighting the contact
Delete Selected Contact
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 39
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To make sure you have filled out all required contact information, select BliiiiiM 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 BUfl I button to return to the Home screen and go to Step 3.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 40
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Section 3 Data Entry: Shipper Company Characterization
The next section of the Tool is the "Company Characterization" section. This is the section where you
will define your companies.
The Shipper Tool allows you to assess your operations by defining multiple companies. If you operate
more than one separate and distinct company you may wish to track each company separately.
On the Home screen select the Company Characterization button (Figure 32) to display the Company
Characterization screen. This is the section where you will define the various components of your
shipper companies.
Hofne
^ mi
*\xSmartWay jjjj^
Pleas
setec
/
y
e complete the following steps. Check boxes on the left indicate successful completion of each
: the 'Help' button.
1. Enter Partner Name [Exactly as it should appear on the SmartWay website)
|ABC Shipping, Inc.
Enter Contact Information
. - -~
Company Characterization ^^^M
Shipper
United States Version: 2.0.13
Released on: 10/01/2014
tep. For more information.
information
Figure 32: Selecting Shipper Company Characterization on Home Screen
The steps required to complete the Company Characterization screen are described below.
"Company Characterization" Screen Overview
The Company Characterization screen is shown below:
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 41
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SmartWay: Company Characterization
For each separate business entity [company), please fill out the company name and NAICS code(s) and indicate a company contact. If entering multiple
NAICS codes, separate them with a comma. For help finding your NAICS code, select the binoculars to the right of the NAICS data entry field.
To add another company, select the Add Company button at the bottom of the screen. You may delete a company by selecting the Delete box to the left
of the company name and then selecting the Delete Checked Rows button at the bottom of the screen. Once data has been entered for all your
companies, select the Create Companies button at the bottom to proceed.
IMPORTANT NOTES:
You may define separate companies for your data entry and tracking purposes on this screen. Note that these company names will NOT be displayed on
the SmartWay website - onty the Partner Names entered on the Home screen will be displayed there. If you wish to have multiple company names
displayed on the SmartWay website you must submit separate Shipper Took for each company.
If you list multiple companies here, you will be required to provide detailed information for each company in subsequent sections of this Tool. Thus you
will need to be able to track freight activity separately for each company you list. Internal tracking of different business units, inbound, outbound and
internal freight, and domestic versus international freight can be done within a company, so there is no need to list different internal divisions, product
lines, etc. as separate companies.
Company Narr
NAICS Code(s)
Company Contact ?
| ABC Shipping -Retail
|44419
|jack Shepnard
2 | ABC Shipping -Wholesale
X Delete Checked Rows
Add Company
Page S-10
Figure 33: Characterizing Shipping Companies
This screen allows you to create multiple company data records. If you operate more than one separate
and distinct company you may wish to track each company separately. Each individual data file has the
ability to track companies, inbound/outbound freight, and international/domestic freight as well as
other user-defined distinctions.
Most Partners should create one company; i.e., one line. However, if you are a global conglomerate
that, for example, has a large home goods retail company, a wholesale parts supply company, and a
product manufacturer, all with separate corporate identities and transportation systems, you may want
to create three companies. However, note that these companies will not be listed separately on the
Partner Listing on the SmartWay website. If you would like multiple companies displayed on the Partner
Listing, submit separate Tools for each company.
REFER TO WORKSHEET #2: Shipping Company Characterization in the Quick Start Guide, or go to
www.epa.gov/smartway/forpartners/index.htm for more information on how to complete this section
of the Shipper Tool.
• Company Name(s): Name your companies, beginning with your partner name followed by the
specific company name. Example: Shipper Company 1 - Retail.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 42
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• NAICS Code: NAICS, or North American Industry Classification System codes, are the Federal
standard for classifying businesses by activity type. NAICS codes can be from two or three up to
six digits in length, and are organized hierarchically, with successive digits providing greater
specificity in its description. Use the NAICS code(s) that most appropriately describes your
company. You can use the search icon to the right of the data entry field to identify and select
NAICS code(s). If you need to enter multiple NAICS codes, you may check multiple boxes on the
popup screen while holding down the "Ctrl" key on your keyboard, or simply enter them directly
and separate them with commas.
Note: Detailed information on NAICS codes can be found at
http://www.census.gov/eos/www/naics/.
Alternatively, you may contact your accountant who can locate your NAICS code:
1. On your company's 1120 corporate tax return, filed with IRS, Schedule K, lines 2a, b and c.
2. Or, on the 1120S corporate tax return, filed with IRS, Schedule B, lines 2a and b.
• Company Contact: Select your company contact(s). Use the drop-down menu to display the list
of contacts you entered in the Contact Information screen and select one. If you need a contact
for the company that is not already listed in the Contact Information screen, you will need to
return to the Contact Information screen to add the contact information.
NOTE: SmartWay highly recommends developing your list of companies beforehand by using
an organization chart or perhaps a customer interface webpage. For example, evaluate how
your organization contracts with carriers, identify your companies'different NAICS codes, and
determine how they choose what carriers to hire. The best strategy is to have a clear idea of
how to define your companies before filling out the Tool.
Adding Companies to Your List of Shipper Companies
To enter a shipper company, select the Iny I button and fill in the Company Name, NAICS
Code, and Company Contact, as described above. At this point you may add another shipper company
by selecting ' I, or you may choose to delete a company, add notes, or finish data entry
on the company characterization screen by following the instructions below.
Deleting Companies from Your List of Shipper Companies
To delete a company, select the box next to the company you wish to delete, and then select the
X Delete Checked Rows
button. Then you may add a company as described above or complete your
shipper company characterization by selecting
CREATE
COMPANIES
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 43
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Adding Comments/Notes
Creating useful comments assists SmartWay Tool reviewers in approving your Tool as quickly as
possible. Your comments help reviewers understand your company operations. Any details that you
can provide related to your operations may speed up approval time.
NOTE: Please consider using the
ADD/VIEW
COMMENTS
! button located at the bottom right of the screen. This
allows you to enter notes about the collection process, your assumptions and methods, data, or other
information. These details could prove useful for your reviewer when you or someone else fills out the
Tool next year. If comments have been added for a particular screen, the button will be highlighted and
now read
VIEW/EDIT
COMMENTS
indicating to your reviewer that there are comments to be read.
A ^mm^g button is also available should you need assistance. You will also notice small gray icons
with question marks [?] displayed throughout the Tool. When selected, these icons provide additional
information about specific items located on the screen.
Finishing Your Shipper Company Characterization
Once you are sure you have entered your information correctly for each of your shipper companies, you
may select the
CREATE
COMPANIES
button at the bottom of the screen. Before proceeding to the next screen
however, a popup screen will appear asking you to verify your company name(s) (Figure 34).
Confirm Company Names
Please note that your Company Names will NOT appear on the SmartWay Partner
List located on the SmartWay website, If you wish to have your companies appear
separately on this SmartWay Partner List, please submit separate tools for each
company,
OK
Cancel
Figure 34: Shipper Company Name Verification Message
Select OK to proceed, or Cancel to revise your company name(s).
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 44
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If, at a point later in the data entry process, you realize that you need to add a new company or delete
an existing company, you can return to the Company Characterization screen. You can add or delete
companies in the same way as described above, being sure to select the ^HiiHiiii^llbutton at the
end of the process. When you select this button, the system will create blank data entry forms only for
the new company/companies you have added; any existing companies will not be affected. Note that, if
you are deleting a company for which you have already generated data entry forms, the system will
prompt you to confirm the deletion.
Selecting ^MBBI^B will take you back to the Home screen (see Figure 35). At this point you may
define another shipper company following the same process, or proceed to Step 4 on the Home screen.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 45
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Section 4: Download Latest SmartWay Carrier Data File
To ensure that the Shipper Tool gives you the most current list of SmartWay carriers to select from, you
must click the "Download Latest SmartWay Data Carrier Data File" button on the Home screen, as
shown in Figure 35. You will not be able to input the required shipper company data in Step 5 without
this file. You must have an active Internet connection to perform this step.
^& K^tfi
*V SmartWay HUH
Pleas
select
V
T/
e complete the following steps. Check boxes on the left indicate successful completion of each s
: the 'Help' button.
1. Enter Partner Name (Exactly as it should appear on the SmartWay webste)
|ABC Shipping, Ire.
Enter Contact Information
^•Jl Company Characterization
— —
Q Download Latest SmartWay Carrier Data File ^^^^^M
Shipper
United States Version: 2.0.13
Released on: 10/01/2014
tep. For more information.
Select to download
current carrier
Figure 35: Downloading Latest SmartWay Carrier Data File
After selecting the button, the carrier file will be downloaded to your computer and the date of the file
will be displayed to the right on the Home screen, as shown in Figure 36.
If you already have a SmartWay Carrier Data File located in the same folder as the Shipper Tool (perhaps
used to create last year's submittal), the Tool will notify you before downloading the new file. If you
would like to retain a copy of the old file for your records you can either rename the old file or move it
to another folder before downloading the latest file. Otherwise you can download the new carrier file
directly, over-writing the old file.
You are now ready to go on to selecting carriers and entering activity data for each company.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 46
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Section 5: Select Company for Data Entry (providing carrier activity
information for your companies)
Now that you have defined your shipper companies, in Section 5 of the Shipper Tool, you will be asked
to provide additional information for EACH company separately.
"Company Status Review" Overview
Once you have returned to the Home screen, you will see all of your shipper companies listed in the
window below item # 5: Select Company for Data Entry.
Ho™
SmartWay
Report Year
2013
Shipper
United States Version: 2.0.13
Released on: 10/01/2014
Please complete the following steps. Check boxes on the left indicate successful completion of each step. For more information,
select the 'Help' button.
1. Enter Partner Name (Exactly as it should appear on the SmartWay website)
ABC Shipping, Inc.
Enter Contact Information
Company Characterization
Download Latest SmartWay Carrier Data File
Date of Current Carrier File:
09/13/2014
5. Select Company for Data Entry
(Double-click the company name or select and hit Enter)
6. |
7. I
8. |
9. I
Review Year-to-Year Comparison
Logo Information and Feedback
View Your Data Reports
Generate He to Send to EPA
Company status
Not Checked
* Be sure to ca refully read the directions when you select this option.
Page S-5
Figure 36: Home Screen with Shipper Company Status Prior to Carrier Activity Data Entry
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 47
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A status message appears after each company name, indicating whether or not the data entry for that
company is complete. There are three possible status messages:
• Not checked - Data has not been entered yet.
• Incomplete - Some data is still missing and/or inconsistent.
• Complete - All data requirements have been met and validation has occurred.
In addition to the status messages above, you may also see one of two qualifiers: "Errors" or
"Warnings."
• Errors prevent you from generating internal metrics reports (under the "View Your Data
Reports" section of the Tool), and must be addressed before you can submit your Tool to
EPA. However, with errors, you will be able to use the Review Year-to-Year Comparison
report to help identify missing data or otherwise clarify uncertainties by referring to
previous year submissions.
• Warnings will still allow you to run internal metrics reports and submit your data to EPA.
However, it is strongly recommended that you carefully review each warning message
before sending your data to EPA so that you can anticipate questions that may come from a
partner account manager (PAM) as a result of your data being outside the expected ranges.
The method of addressing errors and warnings is described for the various input screens in
the following sections.
Selecting a Business Unit to Review:
1. Using your mouse, select and highlight the name of the company for which you wish to enter
data.
2. Double click the name; you will then be taken to the Awards/Data Entry Selection screen for
that company.
SmartWav Awards Screen:
The SmartWay Awards tab provides information regarding qualification for the SmartWay Excellence
Awards Program.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 48
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SmartWay Shipper Tool: ABC Shipping - Retail
I a
Awards/Data Entry Selection
Input Carriers
Activity Data
% SmartWay
Data Display
Shipper Strategies
SmartWay Awards
Bask or Comprehensive
Benchmarking and reporting your freight activity performance is key to optimizing efficiency and reducing emissions. The more skilled you and your
organization become at tracking and validating key data, the more you will be able to demonstrate success. Strong performance and rigorous data
quality are also crucial to positioning yourself as a leader.
Each year EPA reviews partner data submittals to assess overall program performance and emissions savings, but also to identify top performers for the
SmartWay Excellence Awards program. Awards criteria and other important information can be found at:
http://www.epa.gov/smartway/about/sw-awards.htm
EPA incenth/ize ongoing performance and data quality enhancement to ensure continuous improvement in the freight sector. The following factors may
affect your evaluation and/or quantification for Award consideration, and may set you apart from your peers in the competition:
extra points (TBD) in the evaluation.
o This is important because it helps capture more of your Scope 3 freight activity data and environmental footprint.
• Partners that elect to submit more than one activity parameter (e.g., ton-miles, total Miles, average payload, or number of loads and cargo density)
in their reporting will earn extra points (TBD) in the evaluation.
o This is important because actual data is more accurate than estimated data when it comes to benchmarking your environmental footprint.
• Partners that submit additional "optional" information in the Shipper Strategies section of the tool will earn extra points (TBD) in the evaluation.
o This is important because it helps you to see the benefit of implementing mode shifting and other operational strategies that will have a direct
impact on your environmental footprint.
If you have questions or need further information, please contact your Partner Account Manager.
Page S-ll
Figure 37: SmartWay Awards Screen
Basic or Comprehensive Screen
The second tab under the Awards/Data Entry Selection section is the Basic or Comprehensive tab
(Figure 38).
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 49
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SmartWay Shipper Tool: ABC Shipping - Retail
Data Display
Shipper Strategies
Selecting the 'Emission Footprint and % SmartWav' Value on this screen allows YOU to be considered for a SniartWay Annual Award. The Emissions
Footprint option requires you to enter direct activity estimates (i.e.r miles and/or ton-miles} which are used to calculate mass emissions estimates for your
carrier fleets. Once you've completed entering the required data on the Activity Screen you may calculate your % SniartWay Value on the % SmartWav
screen.
If mileage and/or ton-mile activity data are not available for your carriers, select the % SniartWay Only option below, select your carriers and proceed to
the % SniartWay screen. On the % SmartWav screen you may specify indirect activity indicators such as the proportion of dollars spent, weight or
packages shipped with each of your carriers. These indirect indicators will then be used as relative weights to estimate a % SmartWav Value for your
company, although this value cannot be used to calculate mass emissions or to qualify for Annual Awards. Therefore Shipper Partners are strongly
encouraged to collect and report direct activity data for use with the Emission Footprint option below.
The accuracy of your emission footprint estimate depends heavilv on both the quality of vour activity data as well as the accuracy of the associated carrier
performance metrics. Please think carefully about which data input option you will use, considering the availability, reliability and overall appropriateness
of the required activity and performance metrics.
Please Select an Option
r Emissions Footprint and % SmartWay
<~ % SmartWav Only
Page S-12
Figure 38: Basic or Comprehensive Screen
Two options are available for assessing the performance of the carriers used by your company on the
Basic or Comprehensive screen. Selecting Emissions Footprint and % SmartWay (Comprehensive
option) allows you to calculate the mass emissions associated with your company, as well as to
determine your % SmartWay Value based on percent of ton-miles or miles traveled, or other activity
measure attributable to SmartWay Carrier Partners (we will use the name "SmartWay Carriers" to
describe this group of Partners). The Emissions Footprint and % SmartWay selection also allows you to
determine emission reductions from mileage- or weight-reducing strategies employed by your company,
and to estimate the change in emissions due to various mode shifts.
Selecting % SmartWay Only (Basic option) allows you to estimate the relative percentage of your
carriers that are SmartWay Carriers, but does not allow you to estimate mass emissions.
If you select the Emission Footprint and % SmartWay option then you will be required to enter direct
activity estimates (i.e., miles and ton-miles) which are used to calculate mass emissions estimates for
your carriers. Once you've entered the required data on the Activity Data screen you will calculate your
% SmartWay Value on the % SmartWay screen. In this case, your % SmartWay Value will be used to
help determine if you qualify for a SmartWay Excellence Award.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 50
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If you do not have total mileage and/or ton-mile estimates available for each carrier you have hired in
the reporting year, select the % SmartWay Only option. This will allow you to calculate your %
SmartWay Value based on the weighted utilization of your carrier selections (using % spent, % weight,
% packages, or % custom). However, note that the Shipper Strategies and Modal Shift screens will be
unavailable, and you will be ineligible for the SmartWay Excellence Awards.
After you make your selection, use the • • button to proceed to the Input Carriers Screens.
COMPLETING THE CARRIER SELECTION SCREENS
Overview
The first screen you encounter under the Input Carriers tab is the Instructions screen, which describes
the two basic methods of data input to specify your fleets in detail (Figure 39). Carefully read the
instructions, using the scroll bar on the right to read the description of all five of the Input Carrier screen
options. Afterward, you must check the box that will appear at the bottom of the Instructions screen
acknowledging that you have read and understood the carrier data input instructions before proceeding
to the next screen.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 51
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SmartWay Shipper Toot Company 1
A wards/Data Entry Selection
Outside Data Import
Activity Data % SntartWay Data Display Shipper Strategies
The following five screens provide partners with multiple ways to identify and characterize their carriers. Partners may export their carrier lists, import
their data into the Tool via the "Outside Data Import" screen, manually enter their data on the "Manual Input Non-SmartWay Carriers*1 and "Manual
Input SmartWay Carriers" screens, or employ a combination of upload and manual entry. Partners may optionally further differentiate individual
carriers by inbound/outbound/internal freight designations, or by other differentiators on the "Optional Carrier Differentiation" screen. The following
provides an overview of the carrier input process.
Outside Data Import
Once your external CSV (comma separated values) file has been prepared you may import the file into the Tool using the Outside Data Import screen.
The screen allows you to validate your CSV file format and input values before importing, as well as to import your file when ready.
Export Carriers
Shipper companies with a large number of carriers may choose to prepare their carrier activity data offline, using outputs from their own freight
management software or related data systems. These companies should proceed directly to the "Export Carriers" screen and select the button labeled
'Detailed Instructions for Data Export/Import' to obtain specific information on how to prepare CSV (comma separated values} files for importing
carriers into the Shipper Tool,
Manual Input SmartWav Carriers
Shipper companies may manually select carriers from pre-populated lists of SmartWay program partners as an alternative to, or in addition to, the
Outside Data Import option. If you have imported your carrier list from a CSV file (see Outside Data Import above), check this screen to ensure your
carriers are shown in the list box at the bottom. You may select additional carriers to add to this list if you wish, as described below, or you may
proceed to the next screen.
If you are not using the Outside Data Import option, you must use this screen to identify and select all of your SmartWay carriers. The "Available
SmartWay Carriers" box at the top of the screen contains all current SmartWay carrier fleets, as downloaded under Step 4 on the Home screen. You
may specify and apply filters such as carrier name, mode, ranking category, address, and SCAC, MCN and/or DOT # to identify your carriers more
quickly. (Select the [?] buttons for detailed information regarding the filter options.) Once found, highlight the carrier(s) of interest in the upper list
box and select "Add Selected Carriers to List Below" to specify your carrier fleets. To select multiple carriers at the same time for addition to your list,
highlight the first carrier name in the upper box, press the "Ctrl" key and continue to highlight carriers as needed, then select the "Add Selected
Carriers" button. In the same way you can highlight one or more of your selected carrier fleets in the lower box and use the "Delete Selected
Carriers" button to remove rows from your list.
Manual Input H on-SmartWav Carriers
On this screen Shipper companies must specify if they utilize carriers that are not SmartWay partners, as well as the number of these carriers and their
modes (truck, multi-modal, and logistics). First select the appropriate non-SmartWay carrier "name" by highlighting your selection from the list of the
three modes shown in the upper list box, and select the "Add Selected Carriers to List Below" button. Your selections will be shown in the lower list
box. Next enter the total number of non-SmartWay carriers. Even if you only utilize SmartWay carriers, you must indicate this on the screen by
entering "0" for the number of non-SmartWay carriers. You must also confirm that you have identified all of your non-SmartWay carriers and their
i mnHoc hw rhorlnnn rhfl Krw at HIP ton nf HIP crroon hofnro nrnremHinn to HIP rwnrt e
Page S-13
Figure 39: Input Carriers Instructions Screen
After reading the Instructions screen, you will need to identify the carriers used by each shipper
company. Two options are available for identifying your carriers. If you have a large number of carriers
(e.g., as a large 3PL), you may wish to develop your carrier details separately and upload your data in a
single file using the 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 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
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 52
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(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 bin categories include:
• Auto Carrier • Moving
• Dray • Package
• Expedited • Refrigerated
• Flatbed • Specialized
• Heavy/Bulk • Tanker
• LTLDryVan • TL Dry Van
• Mixed
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 and
MCNs. 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 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 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 shipper
company have been added. If this company has non-SmartWay carriers, select the carrier mode(s) the
non-SmartWay carrier(s) belong to.
The following describes the detailed steps for identifying the carriers used for your shipper companies.
Steps for Inputting Carriers for a Shipper Company:
1. On the HOME page, select and highlight the name of the company for which you wish to
enter data.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 53
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2. Double click the name; you will then be taken to the Input Carriers data entry screen for
that company.
3. You will see the Instructions screen; read the instructions and scroll to the bottom.
4. Check the box next to the words "I have read and understand the carrier data input
instructions" when you have read them.
5. 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, Multi-modal and Shipper Partner
2.0.13 Tools: Guide to Importing Carrier Data Using the Outside Data Import Function -
2013 Data Year" on the shipper page of the SmartWay website for more information
about using the Outside Data Import function to enter your carriers.
Otherwise, proceed tO the Manual Input SmartWay Carriers
Steps for Completing the Manual Input SmartWay Carriers Tab:
1. To select carriers manually, you can enter all or part of the carrier's name directly into
Apply Filter | button_
the "Carrier Name" input box and the select the
filtered list will appear in the Available SmartWay Carriers box.
Double click on the carrier name to add it to the "Selected SmartWay Carriers" box.
2. You may also search for carriers by filtering using carrier mode, 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 Add selected came* to List Below button to add se,ected
carriers to the Selected SmartWay Carriers box.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 54
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4. Once you have successfully identified your carriers using the Manual Entry method,
Manual Input Ncn-Smart'A'av Carriers
proceed to the tab.
Steps for Completing the Manual Input Non-SmartWay Carriers Tab:
1. Enter the total number of Non-SmartWay Carriers for the company into the data field.
2. Check the box to confirm that you have added all of the Non-SmartWay Carriers for your
company.
3. Using your mouse, double-click on each non-SmartWay carrier type used by this
company; double clicking will add it to the "Selected Non SmartWay Carriers" list. You
Add Selected Ca rrier Types to List Below
may also use the button to add selected carrier
types to the Selected Non-SmartWay Carriers box.
Note - All rail carriers are treated identically in the Shipper Tool, assuming industry average
performance levels. If your company uses rail carriers please choose the "Rail Modal
Average" selection on the Manual Input SmartWay Carriers screen. In addition, the Shipper
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 Shipper Tool, and partner carbon footprints may be
underestimated accordingly.
4. Once the required data has been entered on the
Manual Input Non-SmartWav Carriers ^
tab, you can proceed to the Activity Data
screen.
Optional Carrier Differentiation Screen
If you wish, after specifying (and importing if necessary) all of your SmartWay and Non-SmartWay
carriers, you may provide additional information to help you reflect how your company uses and tracks
its carriers. This screen allows you to differentiate your carriers' activity based on a variety of
characteristics, including the following optional "tags":
• Business Unit Identifier
• ID Code
• Inbound/Outbound/lnternal
• Domestic/International
• Internal Shipper Segment 1
• Internal Shipper Segment 2
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 55
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An example Optional Carrier Differentiation screen is provided below (Figure 40).
SmartWay Shipper Tool; ABC Shipping - Retail
t-a-J
Awards/Data Entry Selection Activity Data °/o SmartWa
Instructions Outside Data Import Export Carriers Manual Input SmartWay Carriers Manual In
y Data Display Shipper Strategies
INPUTS ON THIS SCREEN ARE OPTIONAL - NOT REQUIRED FOR EPA SUBMITTAL
Ranking
a Selected Carriers 6 Carrier Mode Category SCAC HOI DOT
non-SmartWay Logistics Carrier Logistics
non-SrnarttVay Multi-modal Carrier Multi-modal
non-SrnarrV
-------
row appear in the lower list box with the same carrier name. Enter the different tag combinations for
each row as described above, and repeat the process as many times as necessary. Rows in the lower
text box may be deleted by highlighting them and selecting the
X Delete Selected Carrier's Optional Information
' button at the bottom right. Once finalized, your complete
list of differentiated carrier rows will be brought forward to the Activity Data screen.
At this point you may return to the Export Carriers screen to export your selected carrier list in CSV
format, or you may proceed to the Activity Data screen to input the mile and/or ton-mile data
associated with each of your carriers using the Tool itself. If you designated multiple tags for a given
carrier, you must provide separate activity data inputs for each carrier tag.
NOTE: Before proceeding to the Activity Data screen, check your carrier listing to be sure the list
includes all carriers that your company uses, and that the names, SCACs, MCNs and DOT
numbers match perfectly. You may review your carrier list using the Input Summary Report
available under the Reports Menu on the Home screen.
Steps for Completing the Activity Data Screen
REFER TO WORKSHEET #3B: Activity Data in the Quick Start Guide, or go to
www.epa.gov/smartway/forpartners/index.htm for additional help to complete this section.
Data reported on this screen are used to calculate your shipper company's overall performance and
mass emissions. Carriers specified in the Input Carriers screens are automatically listed on this screen,
along with their associated mode and performance ranking category, if applicable (Figure 41).
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 57
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1. Select to
enter Data
Source
SmartWay Shipper Tool: ABC Shipping - Wholesale
z
2. Select Data
Availability
Option
Awards/Data Entry Selection
Input Carriers
b SmartWay
DataC
Shipper Strategies
The carrier fleets identified in the previous steps are shown beloj^ Select the "Tag Info" button to sha^any optional carrier differentiators/t the top of this screen, and select
the "Close" button to re-dtspby these instructions. Next, for exh carrier, choose a Data Availability option that reflects the information yoafiiave for that carrier. Next, choose
the metric you want to use in calculating the emissions footprint associated with each carrier. (Based Vn the data you provide, the pe/orrier emission inventory and emission
efficiencies will be displayed in subsequent screens). Nex^nter the dats fields that are appropriate/or the Data Availability option^
activated (white); other fields will be grayed out. Oncej^u have completed entering your date
describe the source of all the information you enteredTFinaliy, select the % SmartWay screen c
information you've entered, it will automatically Nought the row number and provide detailed ii
information about errors/warn ings for that partigmr row. You can also run this validation procj'
highlight indicates that data is missing or is significantly higher/lower than the industry averagi
industry average. Red highlighted cells musVDe addressed before proceeding to the next screen, by entering r
enter a detailed explanation regarding tha-riigh/low value. You may also enter text explorations for ye How-high to
selected. The required fields will be
kt the "Describe Data Sourca/button just below these instructions to
NEXT button to proceed/if tilfl system detects problems with the
ration about the error/warning. Select a highlighted row number for
; by selecting the Validad^creen button at the bottom of the screen. A red
jhiie a yellow highligh^ndicates the value is somewhat higher/lower than the
values (if applicable) or by double-clicking on the cell to
red cells, although such entries are optional.
Describe Data Source
Selected Carriers
Ranting Data'' Invent)
Carrier Mode Category Avail.* Calc Metric
Avg Avg Load A Avg
Ton-Miles Total Miles" Density
Payload
sc :nfo A Logistics Mirader Inc: Truckle Logistics
4. Enter Ton-
miles and/or
Miles
-«:>'o non-SmartWav Multi-modal Cai Multi-modal
= JP-efef-ec) r tnort both 'orM-iles and "ool Mtes.
= : krcv, .on-nte ar---•.•=£ =-.: <-.='-•= :e-=-= -.fo-'"::o- Era.: -.-y='V o=cs i-crynscrcs-co,
= I lmow Toivirjiles orriy.
= ! trow Toul W.iss ="-: Ave-ogs Psybsd,
= E krow Total Miles and have general information about runner of toscs anc type of cargo,
= I krow Total Miles only.
Total Mites Total:
jj Wtd AvgPaytoad^
_ A Select the 'Validate Screen' button to
rj dispiav/update the Average Payload values.
SELECT VALIDATE SCREEN TO CALCULATE
WEIGHTED AVG PAYLOAD
Screen
Demo
Page S-19
Figure 41: Activity Data Screen
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 58
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Before proceeding with your activity data entry, note that you can display detailed tag information for
each carrier row on the Activity Data screen by selecting the a^ button. Selecting this button
will display the specific tags assigned to each carrier on the Optional Carrier Differentiation screen, as
shown in Figure 42. The Shipper Tool provides this feature to assist SmartWay Shipper Partners that
have defined multiple rows for a single carrier, in order to determine which activity data should be
entered in which row. Select the Close button to re-display the screen instruction text.
SmartWay Shipper Tool: ABC Shipping - Wholesale
Awards/Data Entry Selection
In put Carriers
% SmartWay
Data Display
Shipper Strategies
Tag Information
Carrier [Row Number 1}
|A Logistics Mirade, Inc: Truddoad and LTl
Business Unit Inbound/Outbound
Internal Shipper Segment 1
[ADI
Internal Shipper Segment 2
Ranking Data Inventory
Category Avail.* Calc Metric
Carrier specific
tag information
for row 1
zJ
Ton-Mites
A A 2\ 2\
Avg Avg Load AAv
Total Miles*
Avfl
Density
Wg
Payload
| n~3 |g/ton™le jj f
1 _lJ |g/tarn* _3 f
|3 Tag :nfe AEP River Operations: Comrnei
|4 ~=g :PTO 1 |lOeysen Group LP: Truddoad D
\5 Tsc'.rfo |non-SmartWay Logistics Carrie
\6 TK:™ [non^martWay Multi-modal Cai
|? T^Ir-fol non-SmartWay Truck Carrier
p ~ac >fo Palmer Moving and Storage: N.
J9 Tasinfp | Rail Modal Average
* Data Availabifity:
- (Preferetf I krow both Ton-rote arei Total Miles.
1 know EQrwT-rites and Average Paybad.
I rTo/j "O'.-T ...as s'c ••,= '.'a cane-= r-fo-n-s:oi =30.- r
! know Ton-rotes only,
1 fciww Total Mites a-nd Average Payload.
1 know ~ot=: M'.si =fL ^sve cere-*: n^y^atbn abcXil
I Icnon Too! Mtes ofdy.
Barge 1
Multi-modal Truck/Rail | 1
Logistics | | 1
Multi-modal | | 1
Truck | | 1
Truck | Mixed | 1
Ra« | | 1
ffibar of leads and type of o^go,
ijnber of bads arjj r,T)e of cargo.
JU |3/to"™'= Jj 1 | | | -
jJIg/tBn^le jj| | | | |
J|g/ton-mile Jl 1 1 1 1
Jlg/torH* dl 1 1 1 - 1 -
_-J jg/ton-mile _;J | | | | |
JlstoMnfe J| | III-
jdlQ/ton^le jJI 1 1 1 1
. "Total Miles = truck, rail, and/or barge
j | Totals mjes moT (j-an or tyu^iies).
Ton-Miles Total: °
A Select the Validate Screen1 button to
Total Miles Total- 1 ° *Pfay/i4«'ate *>= Average Payload valu
Screen
Demo
Figure 42: Activity Data Screen with Tag Information Displayed
The following describes the steps required for completing the Activity Data screen.
1. Entering Data Source Description
Describe Data Source
Before you begin entering activity data for your companies, select the
button and enter a detailed description of the sources used to generate your activity data in the popup
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 59
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text box (Figure 43). Be sure to indicate how you calculated miles and ton-miles, and where these data
were obtained. For example, you may use PC Miler, carrier reports, or accounting/purchasing records to
determine miles. Payload and ton-mile estimates may be based on bills of lading or other internal
records.
SmartWay: Activity Data Source
'lease provide a detailed description of the sources used for your Activity Data information. Indicate how you calculated
:on-milesr as well as payload, density and load percent if applicable. For example, your payload weight may come from bills
Df lading records, a company database, etc.
Figure 43: Activity Data Source Description Text Box
2. Selecting the Data Availability Option
To begin entering data regarding how you use each carrier, you must first specify a Data Availability
option. There are seven Data Availability options offered, as summarized below (and listed near the
bottom left area of the Activity Data screen for your reference; see Figure 42).
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.
Depending on the Data Availability option selected, the fields on the screen will become active (white)
or remain grayed out.
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Choose the method that uses the most accurate data at your disposal for each carrier. You can specify
various data availability options for carriers, depending on what type(s) of data you have for each and
the reliability of that data.
• If you have reliable data for both ton-miles and total miles, select Option 1.
• If you don't have reliable mile data, but do have reliable ton-mile data, select Options 2, 3 or 4.
In Option 2, you will need to provide average payload, which will be used to develop a mileage
estimate. In Option 3, you may include information on load percentages and the types of cargo, and the
Tool will calculate an average payload for you based on the commodities shipped with each carrier. In
Option 4, the Tool will use an average payload number based on the bin category of the carrier to
estimate a miles number for you. For all of these options, the miles estimates are paired with the
carriers' g/mile efficiency factors to estimate mass emissions for each carrier. Although dependent on
industry type and product mix, Option 2 is generally preferred to Option 3 in terms of data quality, while
Option 3 is generally preferred to Option 4 (again, depending upon the accuracy of the data available for
each carrier).
Providing ton-mile data (Options 2, 3, and 4) is generally preferable to simple mileage data for most
modes. For example, when shipping bulk commodities by rail, ton-mile estimates are often available and
will result in a more precise estimate of mass emissions (when combined with gram per ton-mile metrics
for each carrier) than relying on gram per mile metrics. Ton-mile estimates are also most appropriate for
LTL and package delivery truck shipments, given the uncertainty in cargo volume utilization. Ton-miles
are also more appropriate for heavier TL shipments. Alternatively, mileage activity measures are most
appropriate for light truckload shipments. However, for all calculations, where precise estimates of
weight are often unknown, and distance estimates are highly reliable, mileage activity measures may be
the better metric. See the SmartWay Shipper Tool Technical Documentation for additional information
on these calculations.
NOTE: Data Availability options for less-than-truckload (LTL) carriers are restricted to numbers
2, 3, 5, and 6 due to the difficulty apportioning mileage activity in the absence of payload-
related information. For a similar reason, Data Availability selections for Package
carriers do not allow the selection of Option 7.
• If you don't have reliable ton-mile data, but do have reliable mile data, select Options 5, 6 or 7.
In Option 5, you will also need to provide average payload which will be used to develop a ton-miles
estimate. In Option 6, you may include information on load percentages and the type of cargo, and the
Tool will calculate an average payload for you. In Option 7 (miles only), SmartWay will use an average
payload number based on the bin category of the carrier to estimate a ton-miles number for
you. (Option 7 requires additional off-line calculation to account for partial loads.) In each of these
three options, the ton-miles estimates are paired with the carriers' g/ton-mile efficiency factors to
estimate mass emissions for each carrier. Although dependent on industry type and product mix,
Option 5 is generally preferred to Option 6 in terms of data quality, while Option 6 is generally preferred
to Option 7 (again, depending upon the accuracy of the data available for each carrier).
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 61
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3. Selecting the Preferred Inventory Calculation Metric
For each carrier record in which you have selected Data Availability Option 1, you must define your
preferred metric (Inventory Calculation Metric) for calculating mass emissions. For all other data
availability options, the Tool will designate the metric for you.
Options for Data Availability Option 1 include grams per (truck) mile, grams per railcar-mile, grams per
barge-mile, and gram per ton-mile (all modes).
NOTE: The Shipper Tool calculates your emission performance based on the best available data
for each of your carriers. Since your mass emissions inventory can be produced using either
g/ton-mile or g/mile metrics, you may mix your selected metrics across carriers. Regardless of
the metric you select, the Tool will calculate tons of emissions. In order to compare
efficiencies across different carriers and/or modes, the Tool expresses performance in both
g/ton-mile and g/mile.
Use the metric most appropriate for characterizing your carrier activity where you have selected Data
Availability Option 1. Select g/mile metrics for estimating mass emissions for lighter weight truck
freight, while g/ton-mile should generally be used for rail and heavier truck freight.
4. Entering Mile and Ton-Mile Data
After specifying the Inventory Calculation Metric for each carrier, enter the total activity data for the
carrier for the associated unit type (ton-miles, miles, railcar-miles, or barge-miles). Enter the data to the
nearest whole number. If you selected Data Availability Option 1, enter both miles and ton-miles for
the given carrier.
If you selected Data Availability Option 2. you must enter ton-miles along with the average payload in
short tons (2,000 Ibs). In this case the total miles for the carrier will be back-calculated by dividing ton-
miles by tons.
If you selected Data Availability Option 3, first enter your ton-miles. Next, you must enter your freight
density using the Average Density Calculator. The calculator, which is activated by selecting the
appropriate Calc button in the Average Density column, allows you to specify the percentage of
shipments that fall into various commodity groupings. Each grouping has an associated average density,
expressed in pounds per cubic foot of available cargo space. The densities for a given commodity
category vary for rail/barge and truck/logistics/multi-modal modes, since utilized container space varies
by mode.1 Figure 44 presents example inputs for the Density Calculator.
1 The density categories for Logistics and Multi-modal carriers are assumed to be the same as for Truck carriers, while rail and
barge density categories are assumed to be the same.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 62
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Smart Way Shipper Density Calculator
This calculator breaks commodities into separate groups, each with its own
average density. Under "Freight Percentage" enter the percentage of your freight
(by weight) that is made up of that commodity group. Note that for each group, a
list of the commodity types appears in the bom at right.
Truck Service. Inc.
Freight
Percentage
53.1
Average
Density
(Ibs/cu ft):
Commodity Types
46.9|
Total
ir
100
Commodity Group 7:
Coal
Fuel oils
Gasoline and aviation turbine
Figure 44: Example Average Density Calculator Inputs (Truck, Logistics, and Multi-modal Carriers)
NOTE: Be as precise as possible entering your mileage and ton-mile data. Enter to the nearest
whole number.
After inputting your freight distribution data into the Average Density Calculator, use the Average Load
Percent Calculator to adjust your activity for partial loads. Load percentages can be either weight-
based (with full truckloads weighing out), or volume-based (with full truckloads cubing out).
For example, if 3,000 loads of your LTL shipments are 50% truckload and 5,000 loads are 70% truckload,
enter the corresponding load information in the Average Load Calculator (Figure 45). The calculator will
then estimate the weighted average load (in this case, 62 percent) which will be applied to your total
miles for this carrier.
" Average density categories differ for rail carriers.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 63
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NOTE: If you do not convert partial shipments into whole shipments, you will be assigned the
carbon impact of the entire load. Refer to the Shipper Tool Technical Documentation for details
regarding the application of the calculator inputs.
Smart Way Shipper Average Load Calculator
Enter the number of loads that fall into the categories below. The
calculator will determine an overall load percentage.
ABF Freight System. Inc.
1/10 Truckload
2/10 Truckload
3/10 Truckload
4/10 Truckload
5/10 Truckload
b 10 Truckload
7/10 Truckload
8/10 Truckload
9/10 Truckload
Full Truckload
Percent
#Loads
3; 000
5,000
62
Figure 45: Example Average Load Calculator (Truck, Logistics, and Multi-modal Carriers)
Once the calculator data have been entered, the resulting average density and load percentage will
appear on the Activity Data screen. The back-calculated mileage values will also appear in gray boxes
on the screen.
If you select Data Availability Option 4, simply enter your ton-miles, and the corresponding mileage will
be back-calculated using the carrier's average payload value, as determined from the performance
ranking category averages. This option is the least accurate of the ton-mile-based calculations, since no
information is provided regarding your shipper company's payload profile.
If you select Data Availability Option 5, enter your total miles, expressed as either truck miles (for truck,
logistics, and multi-modal carriers), railcar-miles for rail carriers, and barge-miles for barge carriers.
Next enter your average payload in tons and ton-miles will be back-calculated for you.
A similar calculator is used for calculating railcar and barge load percentages.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 64
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Selecting Data Availability Option 6 requires total miles to be entered, along with payload density
information and load percentages using the calculators described above.
Selecting Data Availability Option 7 only requires entry of total miles, and ton-miles will be back-
calculated using the carrier's average payload value.
NOTE: Correctly calculating Ton-Miles is critically important for the accurate determination of
your carbon foot-print.
Enter the ton-miles hauled per year attributable to each carrier. A ton-mile is one ton moving one mile.
NOTE: DO NOT ESTIMATE TON-MILES BY SIMPLY MULTIPLYING TOTAL MILES BY TOTAL TONS -
this calculation effectively assumes your entire tonnage is transported on EACH AND EVERY
truck, and will clearly overstate your ton-miles.
There are two ways to calculate your company's ton-miles:
1) Companies can determine their average payload per carrier, multiply the average payload by the
total miles per carrier, and sum the results for all carriers for the reporting year; or
(total miles per carrier x total tons per carrier)
2) Set Ton-miles per carrier =
total # of trips per carrier
To check your data, divide ton-miles by miles. The result is your fleet-average payload. If this number is
not reasonable, check your calculations.
5. Validating Your Activity Data
The Shipper Tool also contains data validation checks designed to identify missing and potentially
erroneous data. Selecting the I ^g^iiikH button at the bottom of the screen will allow you to view
any potential data entry errors. Figure 46 provides an example validation screen check result.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 65
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SmartWay Shipper Toot: ABC Shipping - Retail
Awards/Data Entry Selection
In put Carriers
The carrier fleets ident
ton to r
High calculated
Payload value
Errors -
select for
details
Warning -
select for
details
want t(
K displ
2); othi
hown below. Select the "Tag Info" button to show any optional carrier differentiators at the top of this screen, and select
Missing >xt, for each carrier, choose a Data Availability option that reflects the information you have for that carrier. Next, choose
rsipotprint associated with each carrier. (Based on the data you provide, the per-carrier emission inventory and emission
Payload value JexESateMhe data fields that are appropriate for the Data Availability option you selected. The required fields will be
_^_, te you have^WQpJeted entering your data, select the "Describe Data Source" button just below these instructions to
urce of all the information you entered. Finally, select theP'%*SrnartWa¥ screen or the NEXT button to proceed. If the system detects problems with the
entered, it will automatically highlight the row number andpTowdedetailed information about the error/warning. Select a highlighted row number for
lings for that particular row. You can also run this validaSfrsfttocess by selecting the Validate Screen button at the bottom of the screen, A red
ins significantly higher/lower than the industry averag£>«bje a yellow highlight indicates the value is somewhat higher/lower than the
id before proceeding to the next screen, oy^tering missing values (if applicable) or by double-clicking on the cell to
rou may also enter text explanations for yellow^hisjijjjghted cells, although such entries are optional.
information abo
highlkjht indicates that datai5"
industry average. Red highlighted
enter a detailed explanation regarding the high/low
Row
' Describe Data Source
Selected Carriers
ankim
_u 4] 2} *r*— ?i
Ranking Data Inventory
Carrier Mode Category Avail.* Cak Metric Ton-Mi
?r*s^ ?i _LJ
Avg Load AAvg
Jptal Miles** Densfeyk^ % Payload
* Dsia A_va liability:
':now both Ton-miles and Total Mtes.
= J know Toiwniies and Average Payloac,
'e general information ab
= I know Totvmiies onfy.
- ' Miles arxJAveraoe Payloac,
jT.be1' of b=cs and r/pe of G
y of loses arc r/pe of CSTC
jjTotab
Ton-Mites Total:]
Total Mites Total: I
IrwtdAvgPayload:]
•'Total Miles = truck, rail, and/or barge-
miles {NOT train or tyg-miles).
"Select the'Validate Screen'button to
13,621,691 display/update the Average Payload values.
258,114,804
—— SELECT VALIDATE SCREEN TO CALCULATE
WEIGHTED AVG PAYLOAD
Page s-19
Figure 46: Example Validate Screen Check Result
The red highlighting in row 1 indicates an error. Errors must be addressed before proceeding with the
rest of your data entry. Selecting the red highlighting will display details - in this case, informing you
that an Average Payload entry is required for Data Availability Option 2.
The yellow highlighting indicates a warning condition. Warnings do not have to be addressed before
proceeding, but may indicate a possible data entry error. In row 5 above, the average payload entered,
12.3 tons, is less than the validation threshold of 14.5 tons.
Finally, row 2 indicates a possible error - a high average payload value for this carrier (21.2 tons). By
double-clicking on the Average Payload cell (highlighted in red on the far right), you may enter an
explanation detailing the reasons for the unusual value (see Figure 47). After entering your text
explanation and selecting OK, the highlighting will change from red (error) to yellow (warning) status.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 66
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Smart Way Average Pay bad Validation
Please provide an explanation as to why your average payload (either
entered directly or calculated based on the ratio of ton-miles to miles) is
outside the industry average.
Heavy loads including rebar and other construction material,|
l~ This explanation applies to all instances that are outside industry average
Figure 47: Example Average Payload Validation Explanation
NOTE: By selecting the checkbox at the bottom of the Average Payload Validation text box, the
user may apply the explanation to all instances of potentially high/low payload values on the
Activity Data screen. This function is provided primarily for shippers importing large numbers
of carriers resulting in the same error/warning condition multiple times.
NOTE: While providing explanatory comments for "yellow" warnings is optional, you must
address all "red" errors. You can do this either by entering an explanation (by double-clicking on
the highlighted cells) concerning the validity of the value, or by making any necessary
corrections. Red errors will prevent you from submitting your Tool.
Other validation messages may be presented for a variety of payload and ton-mile values. Please refer
to the Shipper Tool Technical Documentation for a complete list of validation ranges used within the
Shipper Tool.
Finally, the Activity Data screen provides total company-level mile, ton-mile and average payload values
at the bottom of the screen (see Figure 42). You may check these values to help ensure the accuracy of
your carrier activity inputs. The Total Miles and Total Ton-Miles values are simple summations of the
individual carrier rows. However, the Weighted Average Payload is calculated by multiplying the
average payload for each carrier (as shown in the far right column) by the fraction of the total ton-miles
attributable to each carrier, and then summing across all carriers. Check this value for reasonableness
before proceeding.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 67
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NOTE: Select the
VALIDATE
SCREEN
. button to calculate the company level weighted average payload,
displayed at the bottom of the Activity Data screen (see Figure 42).
Viewing the % SmartWay Screen
REFER TO WORKSHEET #3C: % SmartWav in the Quick Start Guide, or go to
www.epa.gov/smartway/forpartners/index.htmto complete this section of the Shipper Tool.
Once you finish entering your data you may proceed to the % SmartWay screen (Figure 48). The %
SmartWay screen calculates your % SmartWay Value, reflecting the percentage of total activity
attributable to SmartWay Carriers. For Shipper Partners selecting the Emissions Footprint and %
SmartWay option on the Basic or Comprehensive screen, the % SmartWay Value is used to help
determine eligibility for the SmartWay Excellence Awards.
SmartWay Shipper Tool: ABC Shipping - Retail
Awards/Data Entry Selection
Data Display Shipper Strategies
This screen calculates your % SmartWav Value. When based on total miles, this value is used to help determine your eligibility for the SmartWay Annual Excellence Awards.
Comparing your % SmartWay Value over time provides a useful way of gauging your company's progress in reducing its overall emissions footprint.
Choose the appropriate radio button and/or drop-down menu selection to select the weighting factor you wish to use to determine your % SmartWay Value. If you have
completed the Activity Data screen, the associated percentages will appear in the % Ton-Miles and % Total Miles columns below. If you did not enter activity data, or if you would
prefer to use another factor, select the factor from the drop-down box on the right and enter a non-zero percentage for each carrier, making sure these percentages add up to
100%. The Tool will use only the weighting factor specified in calculating your % SmartWay Value. To see your company-level % SmartWay Value (calculated across all Fleets), go to
the % SmartWay report in the Reports Menu on the Home screen.
If the data source is not listed, simply type it in,
Data Source: \
Selected Carriers
Ton-Mites Total Mites I^Cusi
Carrier Mode
100.0000 j
r
[American Furniture Warehouse; Delivery
I
American Furniture Warehouse: Delrvery
[Truck
9.9040
| J.B. Hunt Transport, Inc.: Intermodal Division
i
non-SmartWay Logistics Carrier
| Logistics
r
non-SrrartWay Mutt-modal Carrier
22.6014
I
non-SmartWay Truck Carrier
[Truck
30.2661 [
ods, Inc.
| Logistics
r
14.0349
Description of Custom Factor and Methodology
jj % Smartway Value:
Carrier Mod)! Rating Carrier Mode Rating
Truck 33.8521% Logistics 75.8312%
Rail N/A Barge N/A
Mutt-Modal 36.7558% Overall 416593%
Page S-20
Figure 48: % SmartWay Screen
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 68
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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 select other weighting factors
(using the drop-down selection on the far right column) for calculating your % SmartWay Value,
including the percentage of total payments, the percentage of total weight or total packages, or an
alternative "custom" factor, across the different carriers. (If you selected % SmartWay Only on the
Basic or Comprehensive screen, you will not see the Ton-Mile or Total Mile columns.)
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. If you
select any of the user-defined allocation options under the far right column you must also specify a data
source in the cell on the upper left of the screen. In addition, if you select the "% Custom" option for
allocating your % SmartWay Value, you must provide a detailed description of the custom factor used in
the text box at the lower left of the screen.
Viewing the Data Display Screens
Once you finish entering your data, you may view your performance on the Emissions Summary, Carrier
Performance and Carrier Performance (Ranking Category Detail) screens under the Data Display tab.
Based on the shipper company activity data inputs and the carrier performance data downloaded from
the EPA website, weighted average g/mile and g/payload ton-mile factors are calculated for CO2, NOx,
PM10, and PM2.5 for each carrier, as well as total mass emissions (based on the preferred metric
designated for each carrier). The company-specific g/mile and g/ton-mile factors, as well as total mass
emissions, are shown on the Emissions Summary screen.4 A full range of summary data is displayed on
the Carrier Performance screen. The Carrier Performance (Ranking Category Detail) screen provides
this same information, but allows the user to display carrier data by truck performance ranking category
(e.g., TL/Dry Van, Dray, etc.) Note that mass emissions displays are only provided for partners selecting
the Emissions Footprint and % SmartWay option on the Basic or Comprehensive screen.
The Emissions Summary screen (see Figure 49) displays emissions performance by carrier and for your
shipper company as a whole, presented in terms of grams per mile and grams per ton-mile. Select the
pollutant to display using the buttons at the top of the screen.
4 The gram per mile and gram per ton-mile values provided for SmartWay Truck, logistics and multi-modal carriers actually
represent averages for a given ranking category (e.g., TL Dry Van operators), indicating range midpoints for the ranked set of all
operators in this category. In this way precise performance metrics are not attributed to any given carrier. Alternatively,
performance metrics for rail are industry-averages, without ranges. Values for rail carriers are all the same, based on industry
averages, while barge-carrier emissions are not averaged by specific to each carrier.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 69
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SmartWay Shipper Tool: ABC Shipping - Retail I"'"™
Awards/Data Entry Selection Input Carriers Activity Data % SmartWay Shipper Strategies
Carrier Performance Carrier Performance (Ranking Category Detail)
This display shows a summary of your carrier's performance based on the selected pollutant — CO2, NOx, or PM. Select a different option below to view a
summary for that pollutant. A more detailed presentation of performance is shown on the next tab: Carrier Performance.
~—" ' »/\» t/\A
1
Selected Pollutant:
<• CO! _?J r HOx _?J <~ PM10 _?J '" PM2.5 _?J
Jd JJ
Carrier
Selected Carriers Mode Ranking Category
Composite "
All All
American Furniture Warehouse: Delivery Truck LTL/Dry Van
American Furniture Warehouse: Delivery Truck LTl/Dry Van
IB. Hunt Transport, Inc. : Intermodai Divisic Multi-modal Truck^ail
non-SmartWay Logistics Carrier Logistics
|non-SmartWay Multi-modal Carrier Multi-modal
non-SmartWay Truck Carrier Truck
Whitfield Foods, Inc. Logistics
ai
Carrier Performance - CO2
±1
g/mle
1,881
1,323
1,325
1, 150
3,095
2,154
2,437
1,800
_d
Category
Ranking
-
i
i
i
2
_d
g/ton-mite
290
195
195
25
850
195
484
200
^J
Category
Ranking
-
5
5
1
2
acutj sal •=•
J
CO2
Mass Emissions
(tons/year)
46,939
3,344
5,929
1,008
11,673
8,212
11,440
5,332
f^rrf-ffft
Screen
Demo
sge S-21
Figure 49: Emissions Summary Screen
The Emissions Summary screen also displays the performance category ranking for any truck carriers.
Truck carrier emission factors are determined by placing similar trucking companies in groups called
Ranking Categories. There are 13 current ranking categories for truck carriers:
Auto Carrier
Dray
Expedited
Flatbed
Heavy/Bulk
LTL Dry Van
Mixed
Moving
Package
Refrigerated
Specialized
Tanker
TL Dry Van
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 70
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The fleets in each ranking category are divided by performance into five roughly equal sets (ranges.)
The midpoint of performance for each range represents the emission factor for all fleets in that range.
Thus, a fleet will have a ranking for each of the four pollutants and two performance metrics. Rankings
are currently used for truck, logistics, and multi-modal carriers. Mass emissions in tons per year are also
calculated in the right hand column of the Emissions Summary screen. The Composite row at the top of
the table provides the activity-weighted average performance metrics across all carriers and modes. This
summary, plus other detailed reports can be printed by returning to the Home screen and selecting Go
to Reports Menu.
The Carrier Performance screen displays data at a more detailed level than the Emissions Summary
screen. Emission factors, mass emissions or category ranking may be selected for display using the
Display Type drop-down box (Figure 50).
SmartWay Shipper Tool: ABC Shipping - Retail
Awards/Data Entry Selection
Input Carriers
Emissions Summary
Activity Data
% Smart Way-
Carrier Performance (Ranking Category Detail]
J
This display allows you to look at your company's emissions-related performance by mode and optional tags. Use the drop-down boxes provided to filter your
results. You can display carrier-specific emission factors by choosing the appropriate option from the Display Type drop-down. In addition, if you selected
Emissions Footprint and completed the Activity Data screen, you can also display mass emissions in tons per year., as well as the associated category ranking (for
non-rail and barge carriers). (If you selected % SmartWay Only, this mass emissions and category ranking options are not available.) In viewing your results, use
hk. i.._ h. i.L. ni. .t ...u mode name to hide/reveal details for that particular mode.
Select Emission Factors,
Mass Emissions or
Category Ranking
Ranking
Selected Carriers Category
002
g/niile g/ ton -mile
HOx
g/mile g/ton-mile
PM10
g/mile g/ton-mile
PM2.5
g/mile g/ton-mile
&N Logistics Carriers (2)
ff'l Multi-modal Carriers (2)
JG| Truck Carriers (3)
^^
[American Furniture Warehc ]LTL/Drv Van
American Furniture Warehc |lTL/Dry Van
2^042] 357
1^80 132
1,826 1| 386
1,325 1| 195
1,325 1| 195
14.60 1579
2O4l|[ 1.231
15.64 1| 2.592
4,50|| 1.150
4.5Q.|| 1150
0.680 1| 0.1738
0.729 OJ316
0.642 1| 0.1264
0.150 1| 0.0450
0.150 [| 0.0450
0.674 1| 0.1738
0.766 1| 0.3316
0.625 1| 0.1231
0.150 1| 0.0450
0.150 1[ 0.0450
A.
non-SmartWav Truck Carrie
Composite Weighted Average
2,437
.•••-••• i
Screen
Demo
'age S-22
Figure 50: Carrier Performance Screen
You may also expand or aggregate the display rows to show carrier performance by individual carrier by
clicking the icons to the left.
The Carrier Performance (Ranking Category Detail) screen displays data at an even more detailed level
than the Carrier Performance screen. Emission factors, mass emissions or category ranking may be
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 71
-------
selected for display on this screen using the Display Type drop-down box for any truck category of
interest (Figure 51).
ABC Shipping - Retail
Select the Ranking Category of interest to view performance for a subset of your carriers (e.g., just for Dray Carriers). Use the Display Type drop-down box to
filter your results. You can display carrier-specific emission factors, mass emissions in tons per year, or carrier ranking.
Display Type
Display Results For: | Emission Factors
^ |m./Dry Van
Ranking Categot
,. !.'=.. ^*^
Click to select specific
Ranking Categories
002
g/mite g/ton-mile
HOX
g/mile g/ton-mile
PM10
g/mile g/ton-mile
PM2.5
g/mile g/ton-mile
Selected Carriers (Z)
1.3Z5
[American Furniture Warehouse: Delivery
1,325
American Furniture Warehouse: Delivery
'age S-23
Figure 51: Carrier Performance (Ranking Category Detail) Screen
These data, plus other detailed reports, can be printed out by returning to the Home screen and
selecting]
View Your Data Reports
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 72
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Viewing Shipper Strategies Sections
Two optional screens are available for evaluating emission reductions associated with various
initiatives under the Shipper Strategies tab.
System Activities Screen
REFER TO WORKSHEET #4A: System Activities in the Quick Start Guide, or go to
www.epa.gov/smartway/forpartners/index.htm to complete this section.
The Shipper Tool calculates the emissions savings impacts for a range of activities and best practices
which are known to impact the emission footprint of the transportation supply chain. Using the System
Activities screen (Figure 52), you can input specific information pertaining to your company's strategies
to impact emissions that are already being implemented for the reporting year. On this screen, all
strategies are based on eliminating miles or weight from the system.
Note: The use of this screen is optional and not required for submitting the Tool to SmartWay.
SmartWay Shipper Tool: ABC Shipping - Retail
INPUTS OH THIS SCREEN ARE OPTIONAL - NOT REQUIRED FOR EPA SUBMITFAL.
Previously in this Tool, you calculated the emissions resulting from your movement of freight using various carriers. On this screen, you can input specific information pertaining to
your company's strategies to reduce emissions BEFORE freight is placed on transport. All strategies on this screen are based on eliminating miles or weight from the system. In
other words, this screen calculates the emissions that would have happened had you NOT implemented your efficiency improvements. Please list all strategies that your company
implemented for the reporting year to take miles or weight out of the freight system. Emissions results are calculated assuming a one-to-one reduction in miles and ton-miles.
The results only provide a rough estimate of emissions impacts.
Select a category: J~
Pick an activity: f
Selected Activities
ff Name of Activity
1. package Reconfiguration
Cube optimization
Miles removed from system
Remove Activity
Miles removed from system
_?J Percent jj
Carrier Mode Improvement
Ran| F
Truck | 3.5 |
Multi-Modal j 2.2 \
Logistics | 1.3
Barge |
Results (Tons/ Year)
C02 ? | NOx ? PM10 ?
Basic Quantification and Documentation of Shipper Strategies
PM2.5 ? | Data Source / Methodology ? |
0 0.0 [ 0.00 | 0,00
751 7.0 | 0.29 | 0.28
207 2,2 j 0,03 | 0.09
224 1,6 | 0.13 | 0.13
Reconfigured packaging shape from
cylindrical to rectangulare
0 0.0 j 0,00 | 0.00
Total Results (Tons/Year) I
Figure 52: Shipper Strategies Screen
First, select an activity category from the drop-down menu at the upper left, and then chose a specific
activity from the options provided. You may select from the following options:
• Miles Removed from the System
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 73
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o Distribution center relocation
o Retail sales relocation
o Routing optimization
o Cube optimization
o Larger vehicles and/or trailers
• Weight Removed from System
o Product weight reduction
o Package weight reduction
o Vehicle weight reduction
For each strategy selected, you must provide an estimate of the percentage impact (in terms of miles or
ton-miles, as appropriate), for each mode of interest, along with a text description of the strategy itself
and details regarding the methods and assumptions used to estimate the changes. Based on actual data
from your current carriers, the Tool will calculate the quantity of emissions changed for each pollutant.
You can repeat this process for each strategy that your company has implemented.
The Tool assumes that total mass emissions are changed in direct proportion with the specified mileage
or weight reductions. This assumption should be accurate for weight reduction strategies when applied
to truck-load shipments that weigh out. Additional uncertainty arises though in the case of LTL and
package delivery shipments, where such reductions may not result in one-to-one impact in miles hauled.
Uncertainties are even greater for non-truck modes, where the shipper commonly does not control the
entire content of the container.
Please carefully document the procedure used to estimate the percentage impacts associated
with your different measures, including how you established your baseline performance levels.
Use the Easic Quantificati°n and Documentation of Shipper Strategies bytton Qn the upper rjght Qf ^ screen ^
obtain additional information regarding how shipper strategies should be quantified and documented.
If you have questions regarding calculations and/or documentation, contact your SmartWay Partner
Account Manager.
Modal Shift Screen
REFER TO WORKSHEET #4B: Modal Shift in the Quick Start Guide, or go to
www.epa.gov/smartway/forpartners/index.htm to complete this section of the Shipper Tool.
The Modal Shift screen is intended for scoping purposes and scenario evaluations only. Shippers should
develop carrier emissions inventories (and associated average emissions factors for their company) by
inputting activity data in the Activity Data screen.
Note: The use of this screen is optional and not required for submitting the Tool to SmartWay.
The Modal Shift screen allows you to estimate the emissions impact of shifting modes by selecting one
or more modal shifts between air, marine, truck, logistics, multi-modal and rail operations. The resulting
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 74
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estimates of emissions impacts are for partner information only and are not used in determining
performance estimates.
On the Modal Shift screen (Figure 53), you can specify the mode from which you have shifted freight or
are considering shifting freight ("From Mode"), as well as the target mode ("To Mode"). You have
several options for selecting an emissions factor for both the "From Mode" and "To Mode":
Shipper's Carrier Average - This option will utilize the weighted average gram per mile or grams per
ton-mile metric from your carriers, for a specified mode (e.g., rail or truck), based on data you provided
in the Activity Data screen. If this option is selected for the "From" mode, filters can also be applied to
evaluate a subset of your current operations (e.g., inbound/domestic only). Note that in most cases
performance metrics represent midpoints for the given ranking category range, rather than the precise
value for a given carrier, as described above. If you have data specific to your carriers, select the User
Input option (see below). Note that the Shipper Carrier Average option is not available for air and self-
propelled marine modes at this time.
Modal Average-This option will use an industry-average performance metric for the mode in question.
Metric options include g/ton-mile and g/mile (or g/railcar-mile, as appropriate) and are currently
available for truck, rail, multi-modal and logistics modes. The data sources and assumptions used to
derive these values are discussed in the Shipper Tool Technical Documentation. You may want to use
this option to investigate shifting freight to a transportation mode that you have not used previously,
although we recommend that you use a more representative emission factor to analyze scenarios
whenever possible. The Modal Average option is not available for air and marine modes at this time.
User Input - This option allows you to input performance metric estimates for any carrier mode, using
alternative data sources. This is the only option available for air and self-propelled marine modes at this
time. If you select this option, you MUST provide a description of the data sources that you used to
develop these estimates (by clicking the User InPut Data Source | button.) This option may prove
particularly useful in those cases when you have access to carrier-specific performance estimates. We
also encourage you to use this option when you have access to an emissions factor that reflects the full
emissions impact (e.g., including likely drayage emissions) and/or that best represents the fleet
equipment and operational type that you are most likely to work with for your unique freight
movement.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 75
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SmartWay Shipper Tool: ABC Shipping - Retail
Awards/Data Entry Selection
In put Carriers
Activity Data
% SmartWay
Data Display
INPUTS ON THIS SCREEN ARE OPTIONAL - NOT REQUIRED FOR EPA SUBMITTAL.
The screen allows vou to estimate emission resuts from modal shfts. Deferent sources of emission factors will be available based on the carrier modes selected. In some
cases, the emesion factor can be based on your own carrier fleet mix, for others, onV a modal defaut will be avaibble, for others, the user will have to supply their own
emission factors. Refer to the User Guide for more detailed information.
Indicate the mode being dtspbced (From) and the new mode (To) using the drop-down boxes provided. Enter the amounts along with the spproprste units, and the
system will calcubte the results. Add new records by selecthg the Insert Additional Modal Shift button near the bottom of the screen. You can delete a record by selecting
its Delete Modal Shift button.
2\ 2\ 2l 2l 2l
Efficiency Efficiency Total Results
Before After (tons/yr)
Emission Factor Source
Amounts
Modal Shift 1
From Carrier Mode:|-rrud<
To Carrier Modeling
Delete Modal Shift
From: |shipper's Carrier Average
To: |wodal Average
(Optional) Inbound/Outbound: [A|
(Optional) Domestic/International:
Modal Shift 2
From Carrier Mode: |Multi modal3 Fram: [shipper's Carrier Average
To Carrier Mode:|Marine/OGV
Delete Modal Shift
] To: |user Input (Efficiency After)
(Optional) Inbound/Outbound:
(Optional) Domestic/International:
Insert Additional Modal Shift
Page 5-25
Figure 53: Modal Shift Screen
Note that emissions factors that automatically appear in the Modal Shift screen do not include all
potential emissions impacts; for example the factors do not include emissions associated with drayage
(i.e., short-distance trips often required to move freight from one mode to another) or the operation of
intermodal facilities.
You may select to perform the emission impact calculation based on miles or ton-miles inputs, by
specifying the Units in the drop-down menu under the Amounts column. Mile inputs for truck, logistics,
and multi-modal modes correspond to truckload miles, barge-miles for barge modes, and railcar-miles
for rail modes. Once the Units are selected for the calculation, the screen will present the "Before" and
"After" efficiency factors for the "From" and "To" modes for each of the four pollutants, in the table on
the right. (User Input selections will result in empty white cells which require manual entry of the
required values.) Next, the actual amount of freight to be shifted must be specified for both the "From"
and "To" modes, in terms of miles or ton-miles, as appropriate. (Note that these two values can be
different, since the point to point distance travelled is likely to be different across modes.) The
corresponding emissions impact is then presented in tons per year for each pollutant. Emissions
increases are shown as negative values.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 76
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Note that the Shipper Carrier Average and Modal Average values for railcar and barge gram per mile
values are adjusted to reflect truckload-equivalents (on a volume basis). Refer to the Shipper Tool
Technical Documentation for details.
Checking Company Status
Once you completed your activity and associated data entry and returned to the Home screen, notice
that the company that you filled out and validated now identifies its status as "Complete" or "Complete
(with Warnings)." You may now highlight the next company if you have another one to complete. In
the example below, the company listed as "Shipper Company 1 - Wholesale" remains to be finished. Fill
out unfinished company in the same manner as the previous company.
Home
SmartWay
Report Year
2013
Shipper
United States Version: 2.0.13
Released on: 10/01/2014
Please complete the following steps. Check boxes on the left indicate successful completion of each step. For more information,
select the 'Help' button.
1. Enter Partner Name (Exactly as t should appear on the SmartWay website)
[AflC Shipping, IncJ
Enter Contact Information
Company Characterization
Download Latest SmartWay Carrier Data File
Date of Current Carrier File:
09/13/2014
/ 5. Select Company for Data Entry
* _ (Double-click the company name or select and hit Enter)
ABC Shipping - Wholesale - Complete [with Warnings)
Review Year-to-Year Comparison
Logo Information and Feedback
View Your Data Reports
Updated fleet
status indicator
* Be sure to carefully read the directions when you select this option.
Page S-5
Figure 54: Home Screen - After Completing the Data Entry/Modification Process for First Company
Once you have filled out information for all your companies, be sure that all companies show
"Complete" or "Complete with Warnings" beside the name. If, and only if, all companies are marked as
such, you can move on to the next step. If one or more companies are not marked as such, review the
data you entered for errors or omissions.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 77
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Validating Your Data
The Shipper Tool has validation checks embedded at different points in the Tool to ensure data quality,
including checks of payload and ton-miles, to help ensure the reasonableness and quality of Partner
data.
In most instances the validation ranges are based on Truck Partner data distributions from the 2013
calendar year. (Refer to the Shipper Tool Technical Documentation (found on the website at
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 company-level
validation.
If you select the
VALIDATE
SCREEN
.button and no potential errors are identified, the following message will
be displayed. Select OK to proceed.
SmaitWay Validation Check
No errors Found on this screen.
OK j
Figure 55: Validation Check Notification - No Errors
If missing or potentially erroneous inputs are identified, you will see the following message.
There are currently errors on this screen.
Do you want to display these errors now?
Yes
No
Figure 56: Validation Check Notification - with Errors/Warnings
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 78
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Select Yes to see a complete list of validation errors/warnings. An example Validation Check results
screen is provided in Figure 57.
Smart Way Validation
Below are the errors/warnings that have been detected.
- Errors must be addressed before you can submit your data.
- Warnings should be reviewed but will not prevent you from submitting your data.
ERROR [Activity Data]: In row 8, your carrier-average payload (45.0) is substantially above industry averages (21.1
- 33.8) NOTE: If you are confident that the information that you have provided is correct; double-click the red
highlighted payload cell and provide text explaining the reasons for the extreme value, Doing so will cause the error to
be changed to a yellow-flagged warning instead.
WARNING: You have either added, deleted, or modified your carrier data. You must go back to the Modal Shift tab to
refresh your data.
WARNING [Activity Data]: In row 1, your calculated carrier-average payload (3.4) is below typical industry averages
(15.5-95). [EXPLAINED]
WARNING [Activity Data]: In row 7, your carrier-average payload (12.5) is below typical industry averages (14.5 -
22.4) You may add text explaining the reasons for the value by double-clicking the yellow highlighted payload cell if
you wish,
Why can't I make corrections?
Show my errors/warnings as a spreadsheet.
Figure 57: Validation Check Screen - Error/Warning Details
The
Why can't I make corrections?
Jand
Show my errors/warnings as a spreadsheet.
buttons at the bottom of the screen provide additional information to assist you in correcting any errors.
Once you close the Validation check screen, you will see warnings and errors highlighted in a red or
yellow on the Activity Information screen. Entering new data in a highlighted cell will cause the colored
shading to disappear, even if the new value is still invalid. To check the validity of your newly entered
data, select the
VALIDATE
SCREEN
.button again and repeat the procedure described above as necessary.
For a complete listing of all validation checks used in the Tool, refer to the Shipper Tool Technical
Documentation.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 79
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Once all potential validation errors have been corrected or otherwise verified, select
proceed to the next step or return to the HOME screen.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 80
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Sections 6-8: Optional Steps—Year to Year Comparisons, View
Reports, and Logo Information and Feedback
After completing Steps 1 - 5 on the Home screen, you have access to three optional sections of the Tool.
The Year-to-Year Comparison Report allows the user to compare the shipper company characteristics
and activity values, as well as 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. You can access this report by selecting
Review Year-to-Year Comparison
under item #6 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. Selecting the
Logo Information and Feedback
open the Partner Information forms.
button under item #7 on the Home screen will
The View Your Data Reports section gives you access to 15 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 EPA91
Viewing the Year-to-Year Comparison Report
The Year-to-Year Comparison Report allows the user to compare the activity values, as well as CO2, NOx
and PM performance metrics for the current reporting year with those of the previous year. This report
is particularly helpful in identifying any changes that may have occurred since your last reporting period,
determining trends in activity and performance over multiple years, and performing general quality
assurance of the inputs used for your current tool. You can access this report by selecting
Review Year-to-Vear Comparison
I under item #6 on the Home screen.
Figure 58 shows the data entry screen for the comparison report. Note that your current year's data is
already "loaded," including the data you have entered for your current company/companies. In order to
load data for the previous year, select the .ig^DatafromPreyioys Year, button. A screen wi|| appear allowing
you to specify the location of your 2012 file, using the
Browse—
. button as shown in Figure 59.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 81
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SmartWay Shipper Year to Year Comparison
In order to run a comparison report, you must have completed a Shipper Tool from a previous year.
Please select the Load Data from Previous 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
i Load Data from Previous Year,., i
Page S-26
Figure 58: Year-to-Year Comparison Report Input Screen
SmartWay: Load Data
Use the Browse button to navigate to the Shipper Tool (Excel file) containing your previous year's
information. Click LOAD to import the data for that year into this tool.
NOTE: If you experience problems while attempting to load a prior year Shipper Tool, please take note of any
error messages and then contact a PAH or the SmartWay Helpline at (734) 214-4767.
Shipper Tool: C:\smarhvay\ABC Shipper 2012.xls
! Browse...
Page 5-27
Figure 59: Data Load Screen for Year-to-Year Comparison Report
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 82
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Once your comparison years have been specified and your prior year data loaded into the Shipper Tool,
select the "RUN REPORT" button to view the line-item data entry comparisons. An example report is
presented in Figure 60.
SmartWay*
2 Comparison Report
Report Year2013
5
&
7
8
9
10
11
12
13
14
15
16
17
13
19
20
21
22
23
24
25
26
27
26
28
30
31
32
33
34
35
36
37
33
39
40
41
Metric
Partner Name
Workinq Contact
Phone
Total Miles Total
SmartWay Total Miles
% SmartWay Total Miles
NonSmartWay Total Miles
% NonSmartWay Tola Miles
Ton Miles Total
SmartWay Ton Miles
% SmartWay Ton Miles
NonSmartWay Ton Miles
% NonSmartWay Ton Miles
Ton-Miles % SmartWay Allocation Truck
Ton-Miles % SmartWay Allocation Rail
Ton-Miles % SmartWay Allocation Multi-modal
Ton-Miles % SmartWay Allocation Loqistics
Ton-Miles % SmartWay Allocation Barge
Ton-Miles % SmartWay Allocation Overall
Averaqe Weighted Payload
'Average Weighted Density
'Average Weighted Load Percent
Emission Metrics CO2 g/mile
Emission Metrics C02 q/ton-mile
Emission Metrics NOx g/mile
Emission Metrics NOx g/ton-mile
Emission Metrics PM10 g/mile
Emission Metrics PM10 q/ton-mile
Emission Metrics PM25 g/mile
Emission Metrics PM25 g/ton-mile
C02 Mass Ernisions
NOx Mass Emisions
PM10 Mass Emisions
PM25 Mass Emisrans
Change %
436 6%
6144%
33 1%
2090%
•42 3%
6249%
7653%
38.5%
194.3%
-530%
-654%
67.7%
-33 6%
106 7%
N/A
38.5%
4303%
-13 1%
15.1%
-3.3%
-235%
12.0%
-28.1%
-108%
42 3%
-5.6%
426%
13404%
9642%
10533%
11189%
Change Amount
X
X
X
26 839 054
21 201 934
18 57%
5.637 120
-1867%
676.369.396
570.930.549
22 31%
105.438.847
-2231%
-6402%
40 36%
-18 76%
49 94%
100 00%
02228
1164213
-24144
11
-75
-95
289
-087
-0 13
-0 113
-0.06
-0 114
217.060
1582.30
86232
86.591
2013
ABC Shipping. Inc
Glenn Johnson
512-4444444
32 986 549
24652710
74 70%
8333839
2530%
806.236902
645.530.682
80 20%
159 706.220
1980%
33 85%
100 00%
36 76%
96 75%
100.00%
08017
1434784
15 9704
83
2213
310
2699
2.23
1 05
0 154
1 04
0 154
233.263
174640
94419
94330
2012
EPA Shipper 2012 - Dua
Alpha Beta
1-800-1234567
6 147495
3 450 776
56 13%
2.696719
43 87%
128867.606
74600.133
57.89%
54.267.373
42 11%
97.87%
59 64%
56 51%
46 81%
0 00%
0.5789
270571
183848
72
2288
405
24 10
3 10
1 17
0268
1 10
0268
16193
16410
6 187
7739
WEIGHTED AVERAGE ONLY APPLICABLE WHERE DATA WAS ENTERED
Fleet
Example Year-to-Year Comparison Report
Figure 60:
The example above indicates that a change in Partner Name, Working Contact and phone number has
occurred since 2012. Comparisons are also shown for a number of activity parameters including:
• Total Miles and Ton-Miles, for both SmartWay and Non-SmartWay carriers
• Activity allocation (in this case based on ton-miles) for SmartWay Value by mode
• average payload, density and load percent
A variety of calculated annual performance metrics are also shown, including:
• mass emissions in short tons for all pollutants
• grams per mile for all pollutants
• grams per ton-mile for all pollutants
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 83
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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
company level.
Logo Information and Feedback
After completing Steps 1 - 5 on the Home screen, you may provide EPA with additional information
regarding 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. Selecting the
Logo Information and Feedback
Information screen (see Figure 61).
button on the Home screen will open the Partner
rtWay Addi: o~; !nto'f"a:ion: ABC Shipping. Inc
Providing your Information on THIS PAGE is OPTIONAL.
Partner Name: ABC Shipping, Inc.
Link to your company's environmental or SmsrtWay web page:
http://
Executive Officer's quote on your SmartWay participation: [500 characters max)
Description of your best investment in emissions or fuel saving best practices: (3000 characters max)
Goal for SmartWay participation: (3000 characters max)
My company encourages other companies to join SmartWay to improve their efficiency by: (1000 characters max)
Screen
Demo
Page S-2S
Figure 61: 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
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 84
-------
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 62 shows the Logo Qualification screen. The SmartWay Partner Logo is provided at the company
level to Partners that submit and have their Tools approved on-time. Use this screen to provide
information regarding your qualification for, and planned use of, the Partner Logo. Use the scroll bar to
display more questions and input fields. Additional information on Logo qualification and use can be
found by selecting the
SmartWay Partner Logo Information
button link.
SmartWay Additional Information: d
Partner Information
Logo Qualification
Suggestions
Recruiting Targets
The SmartWay Partner Logo is available to all Partners in good standing within the SmartWav program. To be in good standing you must submit your
SmartWay materials by the appropriate due date. Due dates are posted on the SmartWay website at epa.gov/smartway. The SmartWay Logo use
guidelines and Logo graphic files are accessible online - please select the button below for Information.
SmartWay Partner Logo Inl
Partner Name: d
SmartWav Partnership Logo
P I have read the SmartWay Logo Use Guidelines webpage
P I have read the SmartWay Logo Graphics Standards and Usage Guide (on webpage)
P 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)
f~ My website
P Marketing materials
P Internal company materials
|~~ Business Cards
P Advertising
P Apparel
F~ Briefings/presentations
P Company Letterhead
P Email Signature
r Flag
|~~ Company exhibit booth
Page S-29
Figure 62: Logo Qualification Screen
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 85
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Figure 63 displays the Suggestions screen. You may respond to some or all of these questions in order to
provide feedback regarding the various aspects of the SmartWay program. SmartWay values your
feedback. Any information you provide will be used to improve the program, and will be kept
confidential. Use the scroll bar to the right to display additional questions.
SmartWay Additional Information: ABC Shipping, Inc.
OPTIONAL SMARTWAY SATISFACTION AND FEEDBACK SURVEY
We are always trying to improve the SmartWay program and provide better service to our partners. By filling out this optional survey, you can help us improve the
program. Thank you.
Partner Name: ABC Shipping, Inc.
Yes
r
r
r
Mease answer Yes or No
Do you read the Tool User Guides?
Do you read the Tool Technical Documentation?
Do you regularly visfc 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 Webste?
How do you rate SmartWay support materials?
On a scale of 1 to 10, 10 meaning strongly agree:
I understand the goals of the SmartWay program
I understand how to participate in the program
I understand and know how to find information on the SmartWay website
I understand the SmartWay Shipper Tool
I understand the SmartWay emission factor ranking system
I understand the SmsrtWav Partnershio looo Guidelines
No
r
r
r
Page S-30
Figure 63: Suggestions Screen
Figure 64 displays the Recruiting Targets screen. You may respond to some or all of these questions in
order to help identify carriers, subsidiaries, suppliers and customers that are not currently participating
in SmartWay for potential recruitment into the program.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 86
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SmartWay Additional Information: ABC Shipping, Enc.
Partner Information
Logo Qualification
Suggestions
Recruiting Targets
A shipper's Smart Way score, and its chances of winning a SmartWay award, are largely based on using SmartWay registered carriers. To improve your
score, you want to ship more goods with SmartWay registered carriers. SmartWay shippers often provide preferential hiring terms to SmartWay carriers
or mandate that carriers be SmartWay registered in order to obtain their business. If you are not at 100% usage of SmartWay carriers, please list your
largest non -SmartWay carriers. In addition, SmartWay appreciates your help in recruiting fellow shippers, and considers this in the SmartWay awards
process. If applicable, please complete the forms below, (voluntary)
Partner Name: ABC Shipping, Inc.
List your 10 largest NON-SMARTWAY fleets (by amount of freight they move for you.)
Name
1
1
1
1
1
1
1
1
1
r
We will recruit
r
r
r
r
r
r
r
r
r
r
Please, SmartWay help us recruit
r
r
r
r
r
r
r
r
r
r
List any subsidiary companies that your company owns or is associated with that are NOT SmartWay partners.
may have subsidiaries under a different brand name.
For example, your company
-
Page S-31
Figure 64: Recruiting Targets Screen
Once you have completed these four screens, select the
screen.
. button to return to the Home
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 87
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Viewing Data Reports
Once you are ready to continue, select
following screen:
View Your Data Reports
to go to the
SmartWay Reports
Please select the summary report you would like to view:
Company Characterization
Input Summary
Emissions Summary
Carrier Performance
Emissions Footprints by Business Unit
Ranking Category Detail
Comments Report
Commodity Density Report
Average Load Percent
Out of Range Report
% SmartWay
Additional Information Report
System Activity
Modal Shift Reductions
Page S-33
Figure 65: View Reports Menu
Selecting any of the blue buttons on this screen will display the indicated data. Several reports
summarize the data you entered on specific data input screens, such as the Company Characterization
and Input Summary Report. The Out of Range Report may be particularly useful in identifying and
addressing those inputs flagged as potentially erroneous during company validation.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 88
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Selecting any of the summary report types will take you to a screen allowing you to preview and print
your reports. Figure 66 shows one of many sample reports that the Tool can generate for you; in this
case summarizing emission reductions in tons and assorted performance metrics at the carrier mode
level (including all carriers). These reports will prove useful for your company's evaluation and
improvement efforts.
SmartWay
EMISSIONS SUMMARY
Partner Name: ABC Shipping, Inc.
Report Year: 2013
September 15, 2014
Conpany Name -ABC Shipping, Inc.
Mode CC29
Barge 1
Rail
Truck
Multi-modal
Loojstics
ConpositaTotal"
ABC Shipping -Retail
UK CC5OT
5.548
1,072
1,826
1,830
2.042
2,059
C02V3SS
Entssteis
15 2,580
21 822
386 20,713
132 9.221
357 17,006
177 50,341
ai aim MJ
537.39
18.60
15.64
2041
14.60
24.W
JTOMB!
0.509
0.427
2.592
1231
2.5-79
1*t1
\c«l/ass
Emfcsbns
frof^'Vea/; P
89.16
16.89
191.95
99.11
123.81
520.91
Emfesbns PM2 5 JTw-
18.2*3
0.519
0.642
0.729
0.680
0.919
0.0174
0.0120
0.1264
0.3316
0.1738
0.1 2M
3.0491
0.4745
7.9702
3.6495
9.76B4
24,9118
17.793
0.503
0.625
0.766
0.674
0311
0.0168
0.0120
0.1231
0.3316
0.1738
0.1283
PM25M3K
ETnfesJDns
iTo^&'Year;
2.9439
0.4745
7.7966
3.8402
9.7684
24.8236
Corrpany Name -ABC Shipping. Inc.: ABC Shipprig -Wholesale
Mode C029
Logistics
Conpos*e/Total'
waa cce^i
2,400
2,400
CO2MMS
on-Mfe fTore.Year;
500 182,912
500 182,912
as JHB M
30.50
30.50
gfTOIVMB!
3.350
3.350
rt~ore.Treai) P
1,225.5-1
1,22551
v,ogr» =..•
1.200
1.200
OjT.rUM
0.1900
0.1900
wiowass
stnUfMts
69.5067
695067
R
1200
1200
Ifli
0.1900
0.1900
»t/2i >,'3is
;Ton&'Year;
69.5067
69.50fi7
Weighted average (composite; emission factors across all modes/ mass emissions totals across all modes
Figure 66: Example of Emissions Summary Report
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 89
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Submitting Data to SmartWay
Congratulations! You are now ready to send your data to EPA.
From the Home screen, select
Generate File to Send to EPA4
which will open the following screen.
Create submission file for EPA
Report Year
2013
Shipper
United States Version: 2.0.13
10/1/2014
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).
|i understand and agree to the terms of this agreement!
Screen
Demo
Page S-32
Figure 67: 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 you have
ever been a SmartWay partner you should 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.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 90
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Create submission file for EPA
SmartWay5
Report Year
2013
Shipper
United States Version: 2.0.13
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).
17 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?
No
r
Please enter your SmartWay ID that your PAM sent you in an email, If you do not have your SmartWay ID and you i
were either the designated Working Contact or Executive Contact in last year's submission, you can use the link below
to have your SmartWay ID emailed to you.
If you can't find your SmartWay ID, you can use the link below to have your SmartWay ID emailed to you providing that you are either the
Working Contact or Executive Contact on record and that your email address hasn't changed, ff you were designated as either the Working
Contact or Executive Contact in last year's submission, you are probably a contact on record.
You are now ready to create your .xml file. The tool will also automatically save your .xls file at: C:\Users\DPreusse\Documents\EPA
2011-2012\SmartWay\SHIPPER\Documentation\Tools\shippertool_video version_9-4-14jds. Please select the NEXT button below.
Page S-32
Figure 68: Completed Submission File Screen
When ready, select NEXT to create a file with the following naming convention:
Shipper_PartnerName_ Year_ VO.xml
For example, Shipper_ABCShipper, lnc_ 2013 _VO.xml
where PartnerName is your company's name, as entered for Step 1 on the Home screen, and Year
indicates the year for which you are submitting your data.
Next specify the folder where you would like to save the .xml file. After specifying the folder and
selecting Save, and the following screen will appear.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 91
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•SmartWay
Shipper
Released on: 10/01/2014
CONGRATULATIONS! Your SmartWay submission files are now located at:
Excel File
C:\Users\DPreu55e\Docurnents\EPA2011-2012\SmaitWay\SHIPPER\Documentation\Toob\shippertool_videoversion_9-4-
XML File
C:\Users\DPreusse\Documents\EPA 2011-2012\SmartWay\SHIPPER\Documentation\Tools\Shipper_ABC Shipping, Inc._2C
The .xls file is the file that you can view in MS Excel to look at your data reports, or view year-to-year comparison, etc.
Please make sure you keep this file in a safe place within your company so that you may refer to it when you complete
your SmartWay submission next year.
The .xml file is a file that copies JUST the data you input into the tool into a much smaller file. If you open this file it will
look like a long string of data and will not be useful for your own viewing. SmartWay created this function because some
partners had mailbox size limitations and thus couldn't mail the large .xls Excel file.
If you can, please email both files to SmartWay. If your mailbox can't send the .xls file, you may send the .xml data file
on^. YOU MUST RETRIEVE THIS FILE(s) FROM THIS FOLDER AND EMAIL THE FILE(S) TO SMARTWAY IN ORDER TO
COMPLETE YOUR SUBMISSION. Please open an email message, attach the new file(s) and send to
smartway_transport@epa.govr 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 your PAM, or the SmartWay Call Center at (734)
214-4767 or email 5martW3yjtransport@epa.gov. Once SmartWay has received your file, it will be reviewed and you will
receive an acknowledgement of acceptance.
Figure 69: Completed Submission File Screen
Follow these instructions for submitting your .xml and .xls files to SmartWay. Note that the .xml file is
approximately 10 times smaller than the .xls files the Tool generated in the past. If you have difficulty
submitting the .xls file due to file size limitations you may submit the .xml file alone.
Upon selecting
the Home screen.
a screen will appear that allows you to close the Shipper Tool or return to
NOTE: The XML and XLS files are not sent to EPA automatically. You will need to locate the files and
attach them in an e-mail to your Partner Account Manager).
NOTE: DO NOT ZIP the Files. Send them to EPA as normal files attached in an e-mail. EPA security will
not allow zipped files through the EPA firewall.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 92
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Please visit www.epa.gov/smartway/forpartners/index. for additional resources, including printable
data collection worksheets and technical documentation for the Shipper Tool.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 93
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Troubleshooting the Tool
Although the revised SmartWay Tools have been tested extensively, you may encounter errors.
Intermittent errors have been encountered when opening the Tools directly from an e-mail or from the
SmartWay website rather than from a drive, or when multiple Excel files are open simultaneously. If you
encounter an error during use of the Tool, try restarting it directly from a disk drive, with all other Excel
files closed. In addition, make sure that your computer is using a system and application version
validated for use with the SmartWay 2013 Tools (Windows XP or later operating system, and Excel Office
20032007, 2010, or 2013)
If you continue to encounter problems, please make a screen capture of the error message, and save the
data at that point. (You can make a screen capture by pressing Alt-Prt Scr, and then pasting the image
into a document such as MS Word.) Then send the screenshot, along with the saved data to your
Partner Account Manager for further assistance.
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.
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Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 94
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Bookl - Microsoft Excel
'Trace Precedents ^ Show Formulas
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Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 95
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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".
E Microsoft Excel - Bookl
:SJ°| File Edit View Insert Format
M6 " f*
1
2
3
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5
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7
8
9
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0 Update remote references 0 Save external [ink values
CH Precision as displayed Q Accept labels in formulas
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OK Cancel
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 96
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