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Introduction to Part 2: DATA COLLECTION OVERVIEW AND
WORKBOOK
This guide is Part 2 of a three-part series to help trucking companies participate in the SmartWay
Transport Partnership.
In this guide you will learn about:
1. The general organization of the SmartWay Multi-modal Carrier FLEET Tool, and
2. Data needs for each section of the tool.
You will also have the opportunity to collect your data using our data collection worksheets in
preparation for the data entry step (Part 3).
Please review this guide carefully BEFORE attempting to use the tool or enter data. Understanding the
data requirements and gathering all data in advance will save considerable time and frustration while
completing your tool submission.
If you wish to explore the Multi-modal Carrier FLEET tool in preparation for joining the program,
please review Part 3: Data Entry Guide and return to this workbook to prepare for gathering your data.
Please note that each fleet that you operate will be characterized separately. If you have multiple
fleets with different operations modes, or you contract segments of your freight operations to other
companies, you may need to complete additional tools (e.g., Logistics FLEET and/or Truck FLEET) to
accurately assess your operations.
In the event that you have a question about any of the data collection activities, you can contact
SmartWay Email Support at smartway transport@epa.gov and a member of our SmartWay Partner
Support Team will assist you.
WARNING!
Completing the Multi-modal Carrier FLEET tool requires a considerable amount of
information about your company, the divisions that are joining SmartWay, and the fleets within those
divisions. There are multiple sections and screens to complete for each fleet that you operate.
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 Part 1 to understand key information about joining the
partnership. Then, use Part 2 of this series to learn about the data requirements and gather your data
BEFORE attempting to use Part 3 to complete the tool.
Multi-modal Carrier FLEET Tool Users Guide Part 2 I P. 3
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Overview of Data Collection Requirements
The SmartWay Multi-modal Carrier FLEET tool is the data collection and calculation system for truck
carriers that join the SmartWay Transport Partnership. There are three sections of the SmartWay Multi-
modal Carrier FLEET Tool that require data about your company's operations:
1. Enter Company and Contact Information
2. Define Your Component Fleets
3. Define Your Composite Fleets
This guide will explore the data required for completing these four sections. Part 3 of the three-part user
guide series explains more about the structure of the tool and the data entry process; this guide will
focus primarily on what you need to do to prepare for completing the tool.
/l\ NOTE: Before beginning your data collection, select the last calendar year for which you
/ 13 have full annual (12 months) data. This means that you have data from January of the
calendar year through December of the same year. If you are a new SmartWay partner and
do not have a full year of operational data, please collect a minimum of three months' data for input
into the SmartWay tool. In your next update year, you will be required to submit a full year's data.
Section 1: Enter Company and Contact Information
SmartWay needs complete company information for correspondence, web posting, press releases, and
awards and recognition (where applicable). The SmartWay tool asks for:
General company information (e.g., name, location, web address, etc.)
A primary contact1 for any questions about your company's participation and tool submissions
An executive contact 2for participation in awards and recognition events
Additional contacts (optional): Additional contacts may include your press/media contact, your
fleet manager, etc.anyone who is not the primary contact for tool and participation issues but
may be involved in your involvement with SmartWay.
Please use Worksheet #1 in this guide to prepare for filling out the Contact Information Screen in the
Multi-modal Carrier FLEET Tool.
The Primary 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 to SmartWay. The Primary Contact coordinates communication between SmartWay and the
partner's company.
The Executive Contact is the company executive who is responsible for agreeing to the requirements in its SmartWay Partnership Agreement,
overseeing the Primary Contact (as appropriate) and ensuring the timely submission of the Tool to SmartWay.
Multi-modal Carrier FLEET Tool Users Guide Part 2 I P. 4
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Section 2: Define Your Component Fleets
Understanding Component and Composite Fleets:
Multi-modal companies are somewhat more complicated to characterize that truck or rail-only
companies. Often, multi-modal services are comprised of a wide range of truck, rail, and/or dray
services that may be provided by the company or purchased from third party providers by the company.
To properly characterize the emission rates for multi-modal companies, one must account for this wide
variety of operations and service levels.
Note: Multi-modal rail freight is defined as any freight transported by a multi-modal carrier, which
may include intermodal containers as well as other cargo configurations such as boxcars, tanker cars,
etc.
To accomplish this SmartWay has developed the concept of "component" and "composite" fleets.
Composite fleets are entities that your customers can hire to move their freight. For example you may
have a Truckload Division and an Intermodal Division, whereas Component fleets are fleets organized
around your internal management of the company.
In the Multi-modal tool you will be asked to input data for all of your component fleets which will
include the fleets you own and manage as well as any hired services you purchase. Once these
component fleets have been characterized you will be asked to build your composite fleets (the ones
the public sees and can hire) from your component fleets. This process will attribute the appropriate
weighted emission factors to your composite fleets, and demonstrate to your customers the benefits of
using your multi-modal freight services.
Example: Company "J" has a Truckload Division, an Intermodal Division, and a Dray Division that the
public can hire. Internally the company has its own truckload fleet, it hires a 3PL, it hires rail services, it
has its own dray fleet, and it hires dray companies.
The Truckload Division's services are provided by its own truckload fleet and its hired 3PL fleet.
The Dray Division's services are provided by its own dray fleet and hired dray services
The Intermodal Division's services are provided for by its own truckload fleet, its own dray fleet, its hired
rail services, and its hired dray services.
Therefore the partner defines the following component fleets:
1. For its truckload fleet (using the truck mode selection)
2. For its dray fleet (using the truck mode selection)
3. For its 3PL fleet (using the logistics mode selection)
4. For its rail and hired dray operations (using the logistics mode selection)
Multi-modal Carrier FLEET Tool Users Guide Part 2 I P. 5
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The partner will then assign the appropriate operations of these component fleets to define the
composite fleets that the public can hire:
Composite Fleet One: Truckload Division
60% of its truckload fleet, 70% of its 3PL fleet
Composite Fleet Two: Intermodal Division
40% of its truckload fleet, 30% of its 3PL fleet, 100% of its hired rail, 80% of its hired dray fleet,
and 40% of its own dray fleet
Composite Fleet Three: Dray Division
20% of its hired dray fleet, 60% of its own dray fleet
NOTE: Drayage operations should be included in the SmartWay Multi-modal tool if your company
controls drayage movements (e.g., receive payments directly to move the freight using your own
drayage trucks, or purchase drayage services directly from a third party).
, SmartWay highly recommends developing your list of component and composite fleets
5_3 offline using a company organization chart or perhaps a customer interface webpage. The
best strategy is to have a clear idea of how to define your fleets before filling out the tool.
Identifying Your Component Fleets:
The "Define Your Fleet" section of the tool has two tabbed subsections:
1. Identify Fleets
2. Characterize Fleets
These apply to both Truck and Logistic component fleets. The requirements for each tabbed section are
described below.
Please use the Worksheet #2 provided in this guide to prepare for filling out the Identify Fleets and
Characterize Fleets sections in the Multi-modal Carrier FLEET Tool.
NOTE: You may wish to print multiple copies of Worksheet #2 if you have multiple divisions.
Multi-modal Carrier FLEET Tool Users Guide Part 2 I P. 6
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Data Requirements for "Identify Fleets" Tab
For each component fleet, you will need to specify:
Company / Division Name(s): To name your fleets properly for listing on the website, begin with
your company name followed by the fleet or division name. Example: for the truckload division
of Acme Trucking, the naming convention would be: Acme Trucking-Truckload Services
Standard Carrier Alpha Codes (SCACs) and/or Motor Carrier Numbers (MCNs): The Standard
Carrier Alpha Code is a unique 2-4 alphabetic character code used by the transportation industry
to identify transportation companies. The Motor Carrier Number is a 6 or 7 digit number
provided by the Federal Motor Carrier Safety Administration.
Division-level Fleet Type: Fleet Type is defined as the service type for your fleet. There are two
options accepted by the tool"For-Hire" and "Private/Dedicated." If your company has only
one division, your "Fleet Type" selection will reflect your company's operations as a whole. If
there are multiple divisions, each will have its fleet type defined separately.
Percent Operational Control: "Control" means that you operate/route the fleet, regardless of
ownership status. Control includes dedicated fleets that you operate for other parties. Specify
if your company controls over 95% of the operation of each fleet, weighted by miles. If you
contract out more than 5% of the fleet's operation, the Logistics mode should be selected for
that fleet. Note this box is not included in the Identify Fleets tab for the Logistics mode
selection.
Fleet Contact: This contact should be one of the contacts you already identified in the Company
Information section as the fleet contact for each fleet. NOTE: A drop-down menu will supply
this information; if there is a contact for the division that is not already listed in the Company
and Contacts worksheet, you will need to go back to that screen to add the contact information.
Data Requirements for "Characterize Fleets" Tab
For each component fleet, you will also need to specify:
Division-level Operational Category (by percentage of mileage): Determine the percent of
each operational type based on approximate mileage. The percentages for each fleet must sum
to 100%. This percentage calculation does not need to be exact but should be reasonably
reflective of your fleet. Operational categories include:
o Truckload (TL) - A truckload carrier is a trucking company that generally contracts an
entire trailer-load to a single customer.
o Less-than-truckload (LTD - Less-than-truckload carriers collect freight from various
shippers and consolidate that freight onto enclosed trailers for linehaul to the delivering
terminal or to a hub terminal where the freight will be further sorted and consolidated
for delivery.
o Dravage (Drav) - Dray carriers are predominantly associated with port, or rail-
head connections where freight is picked up, and moved to another transfer facility
or transport mode terminal. Often these moves are short in nature, but can be longer
depending on specific situations.
o Package delivery (PD) - Package delivery covers operations characterized by residential
or business package delivery/pickup consisting primarily of single or small groups of
Multi-modal Carrier FLEET Tool Users Guide Part 2 I P. 7
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packages. It does not include larger scale pickup delivery operations that are more
properly characterized as LTL operations.
Division-level Body Type (by percentage of equipment): Determine the percent of each body
type represented in the fleet. Percentages can be approximate, based on vehicle populations,
but must sum to 100%. Body type categories include:
o Dry van/box van
o Refrigerated (Reefer)
o Flatbed
o Tanker
o Intermodal chassis containers (pooled and owned)
o Special hauler (e.g., Heavy Haul, Auto Carriers, Bulk Carriers, Household Moving,
Hopper, Livestock, Garbage, Utility, and other specialized carriers)
/ | Use the Logistics mode selection within the Multi-modal tool to characterize rail freight
movement. Body type selections for rail freight should match the above selections as
closely as possible.
Once you have defined your component truck and/or logistic fleets, you will need to enter detailed
information regarding fleet vehicles and activity levels. Please refer to the Data Collection Overview
and Workbook for the Truck Carrier FLEET Tool (Part 2) and Data Collection Overview and Workbook
for the Logistics Company FLEET Tool (Part 2) for guidance on gathering and preparing this data.
Multi-modal Carrier FLEET Tool Users Guide Part 2 I P. 8
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Section 3: Define Your Composite Fleets
Now that you have identified and characterized your component fleets, you will be asked to provide
information for EACH composite fleet. In this section, you will be asked to allocate component fleet
miles and ton-miles across the different composite fleets.
Similar to the component fleet definition section described above, the "Define Your Composite Fleet"
section of the tool has two tabbed subsections:
1. Define Composite Fleets
2. Allocate Component Fleets
The requirements for each tabbed section are described below.
Please use Worksheet # 3 to prepare for filling out the composite fleet information in the Multi-
modal Carrier FLEET Tool.
Note: Your company's name and your composite fleet(s) will be listed on the SmartWay
website to indicate your participation in the SmartWay Transport Partnership. Your shipper
and logistics customers can also use the SmartWay Online Database to search for your
company by the name you submit in the tool, your SCAC number or your Motor Carrier Number.
Therefore, it is critical that you identify your company and composite fleet(s) in the tool as you would
have them appear on the SmartWay website.
Data Requirements for "Define Composite Fleets" Tab
Under the "Define Composite Fleets" tab, you may add a new composite fleet or delete an existing
composite fleet and associate each fleet with a fleet contact.
Data Requirements for "Allocate Component Fleets" Tab
For each component fleet you identify, you will allocate their usage across the various
composite fleets by specifying the percentages for miles and ton-miles that are accumulated by
each composite fleet. The percent miles and percent ton-miles for each component fleet must
total 100%. All component fleets listed must be allocated to one or more composite fleets.
Multi-modal Carrier FLEET Tool Users Guide Part 2 I P. 9
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Worksheets for Data Collection
List of Worksheets
#1: Company and Contact Worksheet 10
#2: Component Fleet Characterization Worksheet 11
#3A: Define Composite Fleets Worksheet 12
#3B: Allocate Component Fleets Worksheet 13
Multi-modal Carrier FLEET Tool Users Guide Part 2 I P. 10
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Worksheet #1: Company and Contact Information
#1. Enter your Contact Information:
General Company Contact Information
Company Name
Headquarters
Mailing Address
City
Main Phone
Number
Primary Contact Information
Primary Contact Name
Primary Contact Mailing
Address
City
Primary Contact Phone
Number
Toll-free
Number
State/Province
Cell
number
Zip Country
Web Address
State/Province
Email
Address
Zip Country
Executive Contact Information
Executive Contact Name
Executive Contact Mailing
Address
City
Executive Contact Phone
Number
State/Province
Email
Address
Zip Country
Other Contact Information
Executive Contact Name
Executive Contact Mailing
Address
City
Executive Contact Phone
Number
Contact's role in program
State/Province
Email
Address
Zip Country
Multi-modal Carrier FLEET Tool Users Guide Part 2 I P. 11
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Worksheet #2: Component Fleet Characterization
Complete this worksheet for each component fleet you will be submitting in the Multi-modal Carrier
FLEET Tool.
#2: Define your Fleets
Company/ Division Name
SCAC:
MCN:
FLEET TYPE:
95% Control"
Fleet Contact:
Operation Category Percentages:
Truckload LTL Drayage.
Body Type Percentages:
Dry Van Reefer Flatbed_
Package Delivery_
Tanker
Chassis
Special Hauler_
Applicable for Truck fleets, not Logistics fleets
Multi-modal Carrier FLEET Tool Users Guide Part 2 I P. 12
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Worksheet #3A: Define Composite Fleets
Complete the following for each composite fleet you will be submitting in the Multi-modal Carrier
FLEET Tool.
#3A: Define Your Composite Fleets
Company/ Component Fleet Name
Fleet Contact:
Multi-modal Carrier FLEET Tool Users Guide Part 2 I P. 13
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Worksheet #3B: Allocate Component Fleets
Complete the following table for each component fleet you will be assigning to the composite fleets
listed in worksheet 3A.
#3B: Allocate Your Component Fleets
List each composite fleet identified in worksheet 3A. Add lines to the table below or copy the
table multiple times if necessary.
"% Miles" and "% Ton-Miles" columns must each sum to exactly 100% for each component
fleet.
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
Composite Fleet Name
% Miles
% Ton-Miles
Multi-modal Carrier FLEET Tool Users Guide Part 2 I P. 14
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Next Steps
Now that you understand the data collection requirements for the SmartWay Multi-modal Carrier FLEET
Tool, and you have collected the data you need in the worksheets, you are ready to download the tool
and begin the data entry process. Part 3 of the user guide series will guide you through the tool screens,
and help you enter the data and troubleshoot any problems you may have with your submission. Please
visit http://www.epa.gov/smartway/partnership/multimodal.htm to download Part 3: Data Entry Guide
and the Multi-modal Carrier FLEET Tool if you haven't already.
Multi-modal Carrier FLEET Tool Users Guide Part 2 I P. 15
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