Transport Partnership
U.S. ENVIRONMENTAL PROTECTION AGENCY
Multi-modal Carrier FLEET Tool:
Data Entry Guide    ^^B^^
Part3                       ^^Bfc
&EPA
United States
Environmental Protection
Agency

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Transport Partnership
U.S. ENVIRONMENTAL PROTECTION AGENCY
Multi-modal Carrier FLEET Tool:
Data Entry Guide
Part3                               ^
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-11-048
        Agency
                                             September 2011

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Part 3:  DATA ENTRY GUIDE
This guide is Part 3 of a three-part series designed to help your company participate fully in the
SmartWay Transport Partnership.

In Part 3, you will learn how to enter the company and fleet data you collected using Part 2 into the
SmartWay Multi-modal Carrier FLEET Tool. This guide covers:

   1.  Downloading and setting up to tool to run properly
   2.  Basic organization of the SmartWay Multi-modal Carrier FLEET Tool
   3.  Entering your data
   4.  Viewing fleet performance summary data
   5.  Submitting data to SmartWay
   6.  Troubleshooting the tool


      WARNING!

Completing this tool requires a considerable amount of information about your company, the divisions
that are joining SmartWay, and the fleets within those divisions. There are many 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 and 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 3 I  P. 3

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Downloading and Setting up the Tool
About Microsoft Excel

Microsoft Excel is an electronic spreadsheet program used for storing and manipulating data. The
SmartWay Multi-modal Carrier FLEET Tool was built using Microsoft Excel Forms.

Downloading the SmartWav Truck Carrier FLEET Tool

The tool can be downloaded from the SmartWay website at:
http://www.epa.gov/smartwavlogistics/partnership/multimodal.htm

Please save the tool in a folder on your hard drive; this folder will house copies of your data and future
updates.
Security Settings for the SmartWav Tools

The following instructions should appear on your screen //you need to change your security settings
before running the tool.

Excel 2003 Users

Before you begin, be sure to set your Excel security setting level to "Medium."

    1.  When using Excel 2003, on the menu bar, go to Tools -^ Macro -^Security Level.
       t window
       opens, click Medium.
                      Figure 1: Macro Drop-Down Menu
                                         Multi-modal Carrier FLEET Tool Users Guide Part 3 I P. 4

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                            Security
                              Security Level j  Trusted Publishers
                              (.) Very High. Only macros installed in trusted locations will be allowed
                                 to run. All other signed and unsigned macros are disabled.

                              ฉ High. Only signed macros from trusted sources will be allowed to
                                 run. Unsigned macros are automatically disabled.

                              
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        3)      Click on the Enable Macros button in the security warning box. The following screen
               (Figure 4) should appear:
                                         ilJOlI-09-aiJJGjli [Compatibility M
         B I a _ ;'ป-.A-    Eg* ^Mซn,ซaa

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                                         or emsi ttie Hat*ซ? dt: smaitwdvJrarscKtfWBrJd go
                                             Tool Help anil Navigation

                        Figure 4: Multi-modal Carrier FLEET Tool Welcome Screen
The part of the tool that you fill out resides in the gray, blue, and dark green forms that appear on the
screen. The Excel workbook that remains in the background - and which normally appears as a light
green screen as in Figure 4 - is where all of the data you enter is actually stored. However, for the
purpose of your data entry, please disregard the  background workbook.

Security Settings for Excel 2007 Users

The default settings for Excel 2007 should enable you to run the tool without any changes. To run the
tool:

        1)      Save the tool to your computer; and,

        2)      Open the file, and click the "Options..." button that appears after the Security Warning
               just below the menu bar (Figure  5).  Detailed instructions are also provided on the
               screen itself.
                                             Multi-modal Carrier FLEET Tool Users Guide Part 3 I  P. 6

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            I         *              truckMQdel_201Q-09-23_clean[l].XLS [Compatibility Mode] - Microsoft Excel

            lome I  Iniert   Page Layout   Formulas   Data   Review   View   Developer
                                                                                                            _ ffx
pa^ ^ T'-r 0 .„- ., A .V. - - - *",! s
Clipboard ^ Font ^ Alignment
Ji ^ 15 ฃr 5:
d* S - % ป llTnS -ฐS Conditional Format Cell ,.ttg
^ Number r- Styles Calls

Q Security Warning Some active content has been disabled. Options,,.

i/ -' -J J
SortBo Find Si
Filter- Select-
Editing
"
bAl -- Jfr j Security Settings for the SmartWay Models

[Security Settings for the SmartWay Models
A

3 C

        In order to run this application, you must have macros enabled.

        For Excel 2007 Users:  (If you are using Excel 2003. please sera// down.)

        If an "Options.. ' 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 dick OK

        If the "Options..." button does not appear, use the instructions below [NOTE, [f you do not have a round Office button
        (as shown in the picture below), you are probably using an earlier version of Excel, in which case you need to scroll to
        the instructions for Excel 2003 users.]
          1  Click the Office button. This button appears in the top left corner of the screen in Excel 2007
          2. Go to Excel Options. Click the "Excel Options" button in the bottom right corner of the pull-down menu:

      ' < > H  Security Settings
           H
                                       Figure 5: Security Warning Screen


3)         In the Microsoft Office Security Options dialog box (Figure 6), choose "Enable this
           content" and click OK.
                                                       Multi-modal Carrier FLEET Tool  Users Guide Part 3  I  P. 7

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             Microsoft Office Security Options
              0
Security Alert - Macros & ActiveX
               Macros & ActiveX
                 Macros and one or more ActiveX controls have been disabled. This active content 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;  F:\multiModal_2011-09-02_dean.xls

                  O Help p/otect me from unknown content (recommended)

                  (*> lEnable this content!
             Open the Trust Center
                                                                  OK
                                                        Cancel
                                 Figure 6: Security Options Dialogue Box
If you reach this point and the tool does not open, please review the "Software and Hardware
Requirements" on Page 7 of Part 1 of the guidance series. Otherwise, you may have your security set
too high. To adjust your security settings, click the Office button (in the top left corner of the screen)
and then click the "Excel Options" button in the bottom right corner of the pull-down menu (Figure 7):
                                              Multi-modal Carrier FLEET Tool Users Guide Part 3 I P. 8

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                                                          Microsoft Excel
                                                   View   Add-Ins   Nuance PDF
                                       Figure 7: Excel Options Drop-Down Menu
On the Excel Options screen, click on Trust Center in the left navigation bar (Figure 8):
                      Advanced

                      Add-Ins
 ^B Change the most popular options in Ext

Top options for working with Excel

 0 Enable Live Preview •
 CD Show Developer tab in the Ribbon •
 0 Always use Cleat-Type
 Color scheme;  Blue wl
                                     ScreenTip style:  Showfeature descriptions in ScreenTips
                                    When creating new workbooks
                                     Use this font:         B
                                     Font size:
                                     Default view for new sheets:
                                     Include this many sheets:
                                    Personalize your copy of Microsoft Office
                                     User name: JMHeyward
                                   -
                                        e the languages you want to use with Microsoft Office: [ language Settings... [
                                       Figure 8: Excel Options Drop-Down Menu
When the Trust Center options display opens, click on Trust Center Settings in the bottom right portion
of the screen (Figure 9):
                                                         Multi-modal Carrier FLEET Tool Users Guide Part 3  I  P. 9

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  Popular

  Formulas

  Proofing

  Save

  Advanced

  Customise

  Add-Ins
I  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 F_xcel 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 '.Vindovvs Security Center
                           Micro soft 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,
                                                                                   Trust Center Settings,.
                                         Figure 9: Trust Center Settings Screen
                                                          Multi-modal  Carrier FLEET Tool Users Guide Part 3  I  P. 10

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Choose the setting "Disable all macros with notification" (Figure 10) and click OK.
Trust Center

Trusted Publishers
Trusted Locations
Add-in s
ActiveX Settings
Macro Settings
Message Bar
External Content
Privacy Options




Macro Settings
For macros in documents not in a trusted location:
O Disable ajl macros without notification
ฉ Disable all macros with notification
O Enable all macros (not recommended; potentially dangerous code can run)
Developer Macro Settings
n Trust access to the VBA project object model
| 	 OK 	 |

0ฎ





Cancel

                                  Figure 10: Macro Settings Screen
Next, to run the tool:

       1)      Save it to your computer.

       2)      Open the file, and click the Options or Enable Content button as described above.

       3)      In the Microsoft Office Security Options dialog box (Figure 6), choose "Enable this
               content" and click OK.

If the tool does not open at this point, please review the Software and Hardware Requirements in Part 1
of this guide.
                                           Multi-modal Carrier FLEET Tool Users Guide Part 3 I  P. 11

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Basic Organization of the SmartWay Multi-modal Carrier FLEET Tool
Understanding the Tool Format and Structure

The SmartWay Multi-modal Carrier FLEET Tool  is organized around (1) information screens, (2) forms or
worksheets, and (3) reports/summaries that guide you through the process joining the SmartWay
Transport Partnership and/or providing your annual update to maintain your good standing with the
program.

Each screen or form opens up within a  Microsoft Excel spreadsheet. The screens generally look like the
one shown  here:
              SmartWay Introduction
                      •SmartWay
                                               Introduction
                Welcome to the SmartWay Multi-modal Tool, This version of the Multi-modal Tool encompasses ground truck
                      and rail freight movements, A future version will also cover marine and air freight movement,
                   For additional Information such as the tool user guide, technical manual or other support
                                     materials, click on the following weblink:
                                          SmartWav Multi-modal Tool Website
                                   Or call the SmartWay Helpline at: (734) 214-4767
                                  Or email the Helpline at: smartway_transport@>epa,gov
                                          Tool Help and Navigation
                   Throughout the tool, you will see numerous buttons. Becoming familiar with these buttons will make
                                       completing the tool easier and faster.
                              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

                              Provides additional information about data entry fields
                          Figure 11: Opening Screen of Multi-modal Carrier FLEET Tool
                                               Multi-modal Carrier FLEET Tool Users Guide Part 3 I  P. 12

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The name of each form appears at the top left-hand corner of the screen, in white text on the blue
window bar.
            SmartWay
                         Figure 12: Screenshot of Title of Screen/Form
Each screen contains text instructions or information about the program. Where applicable, the screen
will also include links to the SmartWay website or other sections of the tool (e.g., the various data entry
screens); these links will be underlined and shown in blue text.

   SmartWav Multi-modal Tool Website

Figure 13 Screenshot of Link in the Tool
The screens also contain navigation buttons to direct you through the tool.
      ZOOM IN
Figure 14 Screenshot Navigation Buttons in the Tool
When new concepts/ topic are introduced on a screen, a small question mark ([?]) appears next to it.
When you click on the question mark, you will find additional definitions of terms or instructions to help
you complete the screen properly.

 Reviewing the Introductory Screens

Before you reach your data entry section of the tool, you will move through five introductory pages that
allow you to review the basics of participation in SmartWay for multi-modal carriers:

    •   The "SmartWay Introduction" Screen
    •   The "Partnership Agreement" Screen
    •   The "Is this the Right Tool for Me?" Screen
    •   The "Required Information" Screen
    •   The Summary Guidance Screen

The features of these screens are described below.
                                        Multi-modal Carrier FLEET Tool Users Guide Part 3 I P. 13

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The "SmartWay Introduction" Screen

The SmartWay Introduction screen is the first window that appears when the tool is opened (Figure 15).
This screen contains a link 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.
             SmartWay
                                          Introduction

     Welcome to the SmartWay Multi-modal Tool. This version of the Multi-modal Tool encompasses ground truck
           and rail freight movements.  A future version will also cover marine and air freight movement.

        For additional Information such as the tool user guide, technical manual or other support
                              materials, click on the following weblink:

                                    SmartWav Multi-modal Tool Website

                            Or call the SmartWay Helpline at:  (734) 214-4767

                          Or email the Helpline at: smartway_transport@epa.gov
                                     Tool Help and Navigation

        Throughout the tool, you will see numerous buttons. Becoming familiar with these buttons will make
                                 completing the tool easier and faster.
                     Provides instructions for completing each screen
          ADD/VIEW
          COMMENTS
          VALIDATE
           SCREEN
           PRINT
           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
   I^H


_?J       Provides additional information about data entry fields
                              Figure 15: SmartWay Introduction Screen
                                           Multi-modal Carrier FLEET Tool Users Guide Part 3 I P. 14

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For your convenience, a link SmartWay Tool information is provided on this screen -
http://www.epa.gov/smartwaylogistics/partnership/multimodal.htm.


The "SmartWay Partner Agreement" Screen
            •SmartWay
   Partnership Agreement for Carriers

   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 Carrier Tool,
    (Existing companies must report the 12 months of data for the prior year ending December 31.  Newly formed companies require a
    minimum of 3 months of operational data,)
  2. Have performance results posted on the EPA SmartWay website/database,
  3. Agree to submit supporting documentation to EPA for any data used to complete this tool and agree to EPA audit of this data upon
    request by EPA.

    In return, EPA commits to:
  1. Promote company participation in the Partnership by posting Partner names on the EPA SmartWay Website and in related educational,
    promotional, and media materials. EPA will obtain express written consent from the Partner before using the Partner's name other
    than in the context of increasing public awareness of its participation as described here,
  2. Provide companies with industry-wide performance benchmark data as this data becomes available to EPA.
  3. Assist Partners in achieving emission and fuel usage reduction goals (subject to Federal Government Appropriations),

    General Terms
  1. If the Partner or EPA defaults upon this agreement  at any point, the agreement shall be considered null and void.
  2. Either party can terminate the agreement at any time without prior notification or penalties or any further obligation.
  3. EPA agrees not to comment publicly regarding the withdrawal of specific partners.
  4. EPA reserves the right to suspend or revoke Partner status for any Partner that fails to accomplish the specific actions to which it
    committed in the SmartWay Transport Partnership Agreement and subsequent Agreements.
  5. The Partner agrees that it will not claim or imply that its participation in the SmartWay Transport Partnership constitutes EPA approval
    or endorsement of anything other than the Partner's commitment to the program, The Partner will not make statements or imply
    that  EPA endorses the purchase or sale of the Partner's products and services or the views of the organisation.
  6. Subrnittal of this SmartWay Carrier 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).

     17 il understand and agree to the terms of this agreement, j
                                   Figure 16: SmartWay Partner Agreement
After clicking the  ^^^^^™ button on the SmartWay Introduction screen, the SmartWay Partner

Agreement for Carriers will appear.  This screen replicates the agreement language found in Part 1 of

this users guide series.

Submitting a SmartWay Multi-modal Carrier FLEET Tool to EPA constitutes agreement to all terms in the

Partnership Agreement, so please review this screen or the text version in Part 1 of this users guide

series before sending your tool to EPA.
                                                  Multi-modal Carrier FLEET Tool Users Guide Part 3 I P. 15

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To reach the data entry sections of the tool, you must agree to this language to join the SmartWay
Transport Partnership by clicking check box at the bottom left.

SmartWay Multi-modal Carrier FLEET 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/fleet from the SmartWay partner list.

  7\
      ' NOTE: While in the past, SmartWay supported a lengthy warning process for partners that were
delinquent submitting their partnership materials; however, due to the large number of partners
currently joining and submitting materials to SmartWay,  this level of customized service can no longer be
supported.

The "Is this the Right Tool for Me?" Screen

SmartWay offers several FLEET tools tailored for different business models and fleets.  Most trucking
companies will use the Truck Carrier FLEET Tool; however, it is advisable to review the  checklist in Part 1
of the user guide series and/or this screen in the Multi-modal Carrier FLEET Tool to make sure it is the
best option for your operations.
                                         Multi-modal Carrier FLEET Tool Users Guide Part 3 I P. 16

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  Too I Selection
             •SmartWay"
                                                                                        Multi-modal
                                                           United States Version: 2.0.10 BETA
   Is this the right SmartWay tool for me?
   SmartWay has a number of tools that may be appropriate for trucking companies: Truck Carrier; Logistics, and Multi-Modal.  Each of these
   tools is tailored to specific types of companies.  Partners may need to complete different tools based on the transport modes employed
   (truck only, or intermodal) and/or the amount of business contracted to other companies. To help make sure that you are filling out the
   right tool, SmartWay has included guidance below:

   Truck Tool
   The truck carrier tool is used by companies with fleets that operate predominantly in the truck sector with less than 5% of their miles in
   other transport modes such as rail, air or marine and that operate their equipment (owned or leased) such that they do less than 5% of
   their miles with contractors (includes seasonal, overflow, and spot hires).

   If you manage a dedicated truck fleet for another company, you should include those trucks in the Truck Tool and designate them as a
   private fleet. If you manage multiple dedicated fleets, you do not need to develop a separate tool for each dedicated fleet, they can be
   amalgamated into one fleet labeled private.

   Logistics Tool
   The logistics tool is intended for use by  companies that predominantly contract with other carriers to move freight, such as logistics
   companies, third-party logistics providers, fourth-party logistics providers, freight forwarders, and non-asset based carriers.  If you move
   more than 5% of your freight using your own internally managed carrier fleet, you should complete the appropriate carrier  tool for that
   fleet, and include the results in your logistics tool,

   Multi-modal Tool
   The multi-modal suite is an amalgamation of all of the SmartWay carrier tools. It contains the truck, rail, and logistics carrier tools,  The
   multi-modal suite is used by companies employing multiple modes of transport, and that move over 5% of their freight utilizing their own
   internal carrier companies,

   Examples
   Case 1: MH Trucking is a 200 truck fleet, that only contracts out a few loads at Christmas.  These loads constitute less than 5% of MH
   Trucking's total loads. MH Trucking should complete the Truck Tool,

   Case 2: RB Inc., operates none of its own trucks, and contracts other carriers to move all its freight. RB Inc.,  should complete the
   Logistics Tool,

   Case 3: MP Services operates three divisions. A truckload division with its own fleet of 100 trucks, a Contract  Carrier Division that
   contracts with 20 other truck companies, and an intermodal division that uses its own truck fleet and three rail companies. MP Services
   should use the Multi-Modal Suite, completing a Truck Tool for its own fleet, a Logistics Tool run for its contract services division, and a

   Still Not Sure?
   Call the SmartWay Help Line for assistance: 734-214-4767
                         Figure 16: Determining Which Tool is Appropriate for your Fleets
This screen provides basic information on three SmartWay tools (Truck, Logistics, and Multi-Modal)
appropriate for different types of trucking operations. Your choice of tool will depend primarily on the

transport modes you utilized and the amount of business you contract to other companies.


The "Required Information" Screen

The next screen summarizes the information needed to complete the Multi-modal Carrier FLEET Tool.
Click
in order to retain a hardcopy for reference as you complete the rest of the tool.
                                                    Multi-modal Carrier FLEET Tool Users Guide Part 3  I P. 17

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Smart Way - Required Information
          SmartWay*
                                                                     Multi-modal
United States Version: 2.0.10 BETA
 Following is a brief description of the information you will need to complete this tool. For further details,
 please consult the Multi-modal Tool User Guide.
  Partner Information
  ซ Company Name; Address, City, State, ZIP, Country, Main Phone, Website
  ซ Primary, Executive, and Other Contact Information:
    - Name, Title, Address, City, State, ZIP, Country, Phone, Email
  Company Characterization Information
  ซ Company Names and Contacts
  • Standard Carrier Alpha Codes (SCACs) and/or Motor Carrier numbers
  • Fleet type (private/for-hire/dedicated)
  • Operation Type and Body Type
  Component Fleet Profile*
   Types of equipment
   Vehicle use by type
   Fuel types used
   Engine information
   Total ton-miles
   Total miles
  Composite Fleet Characterization
  • Composite Fleet names
  • Associated Component Fleets
  • Component Fleet Allocation Percentages
  * Specific data required will depend on the mode selected, Items above are general guidelines.
                         Figure 17: Summary of Required Input Information
                                          Multi-modal Carrier FLEET Tool Users Guide Part 3 I P. 18

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The Summary Guidance Screen

The next screen provides guidance regarding use of the Multi-modal Carrier FLEET Tool, including an
example definition for different types of fleets defined within the tool.
      Smart Way Multi-modal Summary
                 SmartWay
                                                                                                  odal
United States Version: 2.0.10 BETA
       Multi-modal companies are somewhat more complicated to characterize than 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,

       To accomplish this, SrnartWay 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 Interrnodal 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 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 T has a Truckload Division, an Interrnodal 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,

       The partner will create component fleets:
       1, For its truckload fleet (using the truck tool)
       2, For its dray fleet (using the truck tool)
       3, For its 3PL fleet (using the logistics tool)
       4. For its rail and hired dray operations (using the  logistics tool)

       The partner will then assign the appropriate operations of these component fleets to create the  composite fleets  that
       the public can hire,
       A. Composite Fleet One (Truckload Division): 60% of its truckload fleet, 70% of its 3PL fleet
       B, Composite Fleet Two (Interrnodal 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
       C, Composite Fleet Three (Dray Division): 20% of  its hired dray fleet, 60% of its own dray fleet
                               Figure 18: Summary of Required Input Information



Once you have navigated through the five introductory screens, you will be taken to the SrnartWay

Multi-Modal Carrier FLEET Tool Home screen.
                                                   Multi-modal Carrier FLEET Tool Users Guide Part 3  I P. 19

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Navigating the "Home" Screen
Figure 19 displays the structure of the Home screen.
                   SmartWay
           Use the blue links below to navigate the tool. For more information, press the 'Help1 button.
           1. Enter Partner Name (Exactly as it should appear on the SmartWay website)
                                                                        Report Vear: 2010
           2. Enter Company and Contact Information
               Company and Contact Information
           3. Define Vour Component Fleets _?J
               Choose a Carrier Mode:               JLJ   View/Edit
           4. Download SmartWay Carrier Data File
               Download Latest SnnartWay Carrier Data File
           5. Select Component Fleet for Data Entry _?]
                                                                         View or change
                                                                          the selected
                                                                         component fleet
                                                 Show Report of All Comments
6. Define Vour Composite Fleets  ?l
    Define your Composite Fleets
7. View Reports _?]
    View Performance Data
8. Create Final Version
    Create File to Send to EPA*
           *Se sure to read carefully the ejections that appear when you select this/ink.
                                                      SAVE
                                                    PROGRESS
                           Figure 19: Main Tool Navigation or "Home" Screen
                                            Multi-modal Carrier FLEET Tool Users Guide Part 3 I  P. 20

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From the Home screen, you can:

       1)      Enter your company name;
       2)      Fill out company and contact information;
       3)      Define your component fleet(s) by mode;
       4)      Download the latest SmartWay Carrier data file;
       5)      Enter data to characterize your component fleet(s);
       6)      Define your composite (multi-modal) fleet(s);
       7)      View results of your data entry; and
       8)      Create final version to submit to EPA.

There are eight sections on the Home screen. Each section has links to additional screens or worksheets
within the tool which are described below:

   1.  Enter Partner Name: Here you will enter the name of your organization, exactly as it
          should appear on the Partner Listing of the SmartWay Web site.
   2.  Enter Company and Contact Information
          a. Enter your Contact Information: This link takes you to a screen that asks for
             general company contact information, a  primary SmartWay point of contact, and
             an executive-level contact. Additional contacts may also be included.
   3.  Define your Component Fleets
          a. Choose a Carrier Mode: Select the mode of interest.  The Multi-modal Carrier
             FLEET tool currently allows users to define truck and  logistics component fleets.
             Details regarding rail shipments may be entered by selecting the  logistics mode.
          b. View/Edit by Fleet Mode: Here you will define all of  the fleets your company
             operates in each transport mode. You will provide information describing the
             operation of those fleets. Once these parameters are defined, the software will
             automatically generate separate files to be completed for each fleet.
   4.  Download SmartWay Carrier File
          a. Download Latest SmartWay  Carrier File: Click this link to download the latest
             SmartWay Carrier performance data for  use with logistic fleets.
   5.  Select Component Fleet for Data Entry
          a. View or change the selected  component fleet: Select a component fleet to
             provide the performance and fleet composition information necessary to
             calculate the efficiency metrics for your carrier fleets.
   6.  Define Your Composite Fleets
          a. Define Your Composite Fleets: This selection will allow you to identify your
             composite fleets (made up of two or more of your component fleets)  and to
             allocate total annual mileage  and ton-miles across the corresponding  component
             fleets.  For example, a "composite fleet" representing intermodal services might

                                      Multi-modal  Carrier FLEET Tool Users Guide Part 3 I P. 21

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              include three component fleets - one logistics carrier and two truck carrier
              companies.
   7.  View Output: Here you can see final summaries of your data including:
          a.   View Fleet Performance Summary: This link provides multiple options for
              viewing your performance data and can generate multiple reports for you.
          b.   Show Report of All Comments: This link allows you to review any notes and
              comments made during the compilation of the different data inputs throughout
              the tool. These comments can provide a useful reference for documenting data
              sources and assumptions, as well as for preparation of subsequent year
              submittals. In addition, you can use this link to view questions and comments
              from your Partner Account Manager after they receive and return your data.
   8.  Create Final Version
          a.   Create File to Send to EPA: This link allows you to send your  data file as an  Excel
              attachment in an e-mail to your Partner Account Manager (PAM).  Pressing the
              OK button does not automatically submit the data file to EPA - follow the
              instructions on the popup screens carefully to complete this  process. In  the
              future this screen will automatically send your SmartWay submission to the
              SmartWay team via e-mail.


Entering Your Data

The first six sections of the home screen should be completed in order, and comprise all the steps needed
to complete your SmartWay Multi-Modal Tool.  After they are completed, you can review your output
and/or submit your tool to EPA.

Saving Your Data

In addition, in order to save data entered into the tool before exiting, you should click the "Save
Progress" button on the Home screen. Although you will also be prompted to save your data after
clicking "EXIT", we recommend saving your data entry intermittently, especially if you  are entering
information for large numbers of carriers and/or logistics fleets.

Reviewing Your Data

The data reports provided by the Multi-modal Carrier FLEET Tool are covered in detail  in the part 3 of
the user guide series which covers data entry and submission.
                                       Multi-modal Carrier FLEET Tool Users Guide Part 3 I P. 22

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Entering Your Data
You should complete the first six sections of the Home screen (see Figure 20) in order.  The next six
sections of this guide explain how to enter your data on each of the required and optional screens.

Section 1 Data Entry: Enter Partner Name
    •   Enter the name of your organization, exactly as it should appear on the Partner Listing of the
       SmartWay Web site.
    •   Note that the reporting year for your data entry is shown next to "Report Year" to the right of
       the Partner name.
                    SmartWay
                                                                     ulti-modal
          United States Version: 2.0.10 BETA
             Use the blue links below to navigate the tool. For more information, press the 'Help' button.
             1. Enter Partner Name (Exactly as it should appear on the SmartWay website)
                                                                      Report Vear:  2010
             2. Enter Company and Contact Information
                 Company and Contact Information
             3. Define Vour Component Fleets _?J
                 Choose a Carrier Mode:
             4. Download SmartWay Carrier Data File
                 Download Latest SmartWay Carrier Data File
             5. Select Component Fleet for Data Entry _IJ
                       Enter Name Here
                                                                       View or change
                                                                        the selected
                                                                       component fleet
             6. Define Vour Composite Fleets ?l
                 Define your Composite Fleets
             7. View Reports _?J
                 View Performance Data
             8. Create Final Version
                 Create File to Send to EPA*
             *Be sure to readcarefuSy the directions that appear when you select this ink.
Show Report of All Comments
                                Figure 20: Step 1 - Enter Partner Name
                                            Multi-modal Carrier FLEET Tool Users Guide Part 3 I  P. 23

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Section 2 Data Entry: Enter Company and Contact Information
PLEASE REFER TO WORKHEET #1: Company and Contact Information in the Part II Data Collection and
Workbook to complete this section of the Multi-modal Carrier FLEET Tool.
From the Home screen, select the blue text that says "Company and Contact Information."
                   SmartWay
           Use the blue links below to navigate the tool. For more information, press the 'Help1 button.
           1. Enter Partner Name (Exactly as it should appear on the SrmartWay website)
     Multi-modal Partner Name

2. Enter Company and Contact Information
    Company and Contact Information
3. Define Vour Component Fleets
    Choose a Carrier Mode:
4. Download SmartWay Carrier Data File
    Download Latest SrnartWav Carrier Data File
5. Select Component Fleet for Data Entry  ?l
                                                                      Report Year: 2010
                                                                       View or change
                                                                        the selected
                                                                       component fleet
                                                Show Report of All Comments
6. Define Vour Composite Fleets _ll
    Define your Composite Fleets
7. View Reports _?J
    View Performance Data
8. Create Final Version
    Create File to Send to EPA*
           *&e sure to readcarefuSy the ejections that appear when you select this/ink.
                                                    SAVE
                                                   PROGRESS
                    Figure 21: Accessing the Company and Contact Information Screen
You will then be taken to the "Company and Contact Information" Screen. The Partner Name entered in
Step 1 will be shown at the top of the screen. This screen will ask you to, provide the following
information:
                                           Multi-modal Carrier FLEET Tool Users Guide Part 3 I P. 24

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       Company and Contact Information
        1. Company Information:
       Company Name* |Miilti-rnodal Partner Name
                     Suite #210
Addressl*      I2000 Kem Street

Address2
City*
Main Phone*    ] (512) 555-5555
                     Austin
State* P   _l]  ZIP*
       Toll Free:
                                                                          Country* USA
       Web Site*      |compl.com

       2. Primary Contact: -^J

       Name         K  _d First* |John
       Title*
                                              MI
             .  f    Last* | Sample
              VP Operations
                       Use Company Address
       Addressl*      |2000 Kem street
       Address^       | Suite #210

       City*          I Austin
       Phone*        |(512)555-1212    Ext:|34

       Email*         js@cornpl.com

       3  Executive   ^ Same as Primary Contact _Ll
                                   State* fix   T] ZIP* 178731        Country* |USA

                                              Cell:  IF
                                 Fax:
          Contact*   (Daphne Aruda

       4. Other Contacts:
                                                                 Add/Edit Executive Contact
                     .:Jflaryin.Lasker...
        * - Required
                              Add New Contact
                                                    Edit Selected Contact   I Delete Selected Contact
                                                                        VALIDATE
                                                                         SCREEN
                           Figure 22: Entering Company and Contact Information
1.      Company Information
2.      Primary Contact information
3.      Executive Contact (Vice President or higher)
4.      Other Contacts
          Each field marked with an asterisk must be filled out. You will not be able to submit the tool
          to SmartWay without this information.
                                               Multi-modal Carrier FLEET Tool Users Guide Part 3  I P. 25

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Steps for Entering Company and Contact Information:

    •   Enter the Company data in section 1.
    •   Enter the Primary Contact data in section 2.

       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.
       If the Primary Contact shares the same address as the company, you may click the
                               button to auto -populate the address section of this record.
 Use Company Address
       Enter the Executive Contact Information by clicking the
                               Ibutton to the right; enter the required data.
Add/Edit Executive Contact
       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.

       If the Primary Contact and Executive Contact are one in the same, simply check the
        |~~ Same as Primary Contact ,.    .       li^ur    4.-   <-  4.  4. •  r     *.-
                                 box to auto-populate the Executive Contact information.

       Enter Other Contacts (if applicable) by clicking the

                                button. A new contact field will appear, labeled Other Contact
    Add New Contact
       Information (not pictured).

       Enter the first Other Contact then click OK when done.

         /l\,    NOTE: In some cases, companies with multiple business units will gather information
       /•_j   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 names 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 click the
      Edit Selected Contact
                            button.
   You can remove an existing contact by highlighting the contact and then clicking Delete Selected
   Contact.
                                         Multi-modal Carrier FLEET Tool Users Guide Part 3 I P. 26

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To make sure you have filled out all required
                           VALIDATE
                            SCREEN
                                      .at
contact information, click
the bottom of the screen. If any information
is missing, a dialogue box will appear
informing you what additional information is
required.
                                             3 Executive  ^~ ^ame as Primary Contact
                                               Contact*
                                                       Jack Small
                                             4. Other Contacts:
Next click the
                           button to return to the Home screen and go to Step 3.
                                            Multi-modal Carrier FLEET Tool Users Guide Part 3 I  P. 27

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Section 3 Data Entry: Define Your Component Fleets

PLEASE REFER TO WORKHEET #2: Component Fleet Characterization in the Part II Data Collection and
Workbook to complete this section of the Multi-Modal Carrier FLEET Tool.

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.

   2\   Note:  Multi-modal rail freight is defined as any freight transported by a multi-modal carrier,
   •3  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)

                                          Multi-modal Carrier FLEET Tool Users Guide Part 3  I P. 28

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4.  For its rail and hired dray operations (using the logistics mode selection)

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

    l\   NOTE:  Drayage operations should be included in the SmartWay Multi-modal tool if your
    •3  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).

Identifying Component Fleets:

On the Home screen select the pull-down  menu next to "Choose a Carrier Mode" to display the
available component fleet modes. The Multi-modal Carrier FLEET tool currently allows users to define
truck and logistics component fleets. Details regarding rail shipments may be entered by selecting the
logistics mode. Other modes will be added to the tool in  the future, including air,  marine, and a rail-
specific module.
                                          Multi-modal Carrier FLEET Tool Users Guide Part 3 I P. 29

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                  SmartWay
                                                                   Multi-modal
                                                  United States Version: 2.0.10 BETA
          Use the blue links below to navigate the tool. For more information, press the 'Help1 button.
          1. Enter Partner Name (Exactly as it should appear on the SmartWay website)
                                                                        Report Year: I 2010
     Multi-modal Partner Name

2. Enter Company and Contact Information
    Company and Contact Information
3. Define Vour Component Fleets J_\
    Choose a Carrier Mode:             ~Z\   View/Edit
          4. Download SmartWay Can
                                  .Logjstics...
                                  Truck
              Download Latest SmartWav Carrier Data File
          5. Select Component Fleet for Data Entry J\
                                                                         View or change
                                                                          the selected
                                                                         component fleet
                                                 Show Report of All Comments
6. Define Vour Composite Fleets  ?l
    Define your Composite Fleets
7. View Reports jj
    View Performance Data
8. Create Final Version
    Create File to Send to EPA*
          *Se sure to read carefully the directions that appear when you select this /ink.
                                                      SAVE
                                                    PROGRESS
                      Figure 23: Selecting Component Fleet Modes on Home Screen
Select the first mode of interest and click   Vie"^E      This will allow you to characterize the various
components of your fleet for that mode.
There are two tabs in the Fleet Characterization section of the tool:
    1.  Identify Fleets
    2.  Characterize Fleets
                                            Multi-modal Carrier FLEET Tool Users Guide Part 3 I  P. 30

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Tab  1: Identifying Fleets is shown below for the truck mode below.  Note that the data entry screens for
logistics carriers contains the same required fields as for the truck mode, with the exception of the
"95+% Control" field, as discussed  below.
 SniflitWay: Fleet Characterization - Truck
                            Characterize Fleets
  Input information for each component truck fleet operated internally by your company. Component fleets are fleets organized around your internal
  management of the company, while Composite Fleets (defined under Step 6 on the Multi-modal tool Home screen), represent entities that your customers
  can hire to move their freight. For example, component fleets might include truckload, dray, and/or 3PL fleets.

  For each component fleet, if you control over 95% of the operation of the fleet (weighted by miles) please check the box labeled "95+ฐ/o Control."
  "Control" means that you operate/route the fleet, regardless of ownership status. Control includes dedicated fleets that you operate for other parties. If
  you contract out more than 5% of a fleet's operation, return to Step 3 on the Home screen (Define Vour Component Fleets) and select Logistics carrier
  mode option for that fleet.  If you still have questions you may contact your assigned Smart Way Partner Account Manager, or the SmartWay help line at
  734-214-4767.

  To add component fleets, simply select the "Add Another Fleet" button at the bottom of the screen. When you have added all your component fleets and
  filled out the required information, select NEXT or select the "Characterize Fleets" tab at the top of the screen to proceed to the next step.
   Delete   Company / Division name
                                                       SCAC(s)
                                                                            Fleet Type _
                                                                                                   Fleet Contact
     \~  I 1   (Multi-modal Company Example Truckload Fleet
                                                                                                    ten Sample
     [~~  I 2  I Multi-modal Company Example Dray Fleet
                                                                                                    Daphne Aruda
       X Delete Checked Rows
                                                         Add Another Fleet
                                          Figure 24: Identifying Component Fleets
                                                          Multi-modal Carrier FLEET Tool Users Guide Part 3 I  P. 31

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Steps for Completing "Identify Fleets" Tab Mode

Using data collected using Worksheet #2: Component Fleet Characterization in the Part II Workbook,
enter data for your first fleet:

    •  Company/Division Name: Enter the Company/Division name, with your company name first
       followed by your division name, exactly as you would like it displayed on the SmartWay website.

    •  SCAC(s): If your fleet has a SCAC, please input that information. While it is not required to enter
       SCAC information for each fleet, it will help shippers searching by those parameters in the
       SmartWay database to easily find your fleet for inclusion in their Shipper and/or Logistics Tools.

    •  MCN: If your fleet has a Motor Carrier Number, please input that information. While it is not
       required to enter MCN information for each fleet, it will help shippers searching by those
       parameters in the SmartWay database to easily find your fleet for inclusion in their Shipper
       and/or Logistics Tool.

    •  Fleet Type: For private company operations or dedicated contract service, enter
       "Private/Dedicated." Otherwise select "For-Hire."

    •  95% Control: Click the box if your company controls over 95% of the operation of each fleet,
       weighted by miles. "Control" means that you operate/route the fleet, regardless of ownership
       status. Control includes dedicated fleets that you operate for other parties. If you contract out
       more than 5% of the fleet's operation, the SmartWay Logistics Tool should be used for that fleet.
       Note this box is not included in the Identify Fleets tab for the Logistics mode selection.

    •  Fleet Contact: Enter your division contact(s). Use the drop-down menu to display the list of
       contacts you entered in the Company and Contacts screen  and select one. If there is a contact
       for the division that is not already listed in the Company and Contacts screen, you will need to
       go back to that screen to add the contact information.
Modifying Component Fleets

-r    *.     j.u            4..ci   4.  i- i  4.U    Add Another Fleet ,   ..
To enter another component fleet, click the                  button.

To delete a fleet, click the box next to the fleet you wish to delete, and then click the
  X Delete Checked Rows
                       . button.
Adding Comments/Notes

Creating useful comments assists SmartWay tool reviewers in approving your tool as quickly as possible.
Your comments help reviewers understand your business model.  Any details that you can provide
related to your business operations will speed up approval time.
                                          Multi-modal Carrier FLEET Tool Users Guide Part 3 I  P. 32

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        Please note the
                           ADD
                        COMMENTS
button located at the bottom 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
                                                        ADD
                                                      COMMENTS
                            I button will be highlighted in
yellow on your screen and will now read
comments to be read.
                                       VIEW/EDIT
                                       COMMENTS
              to indicate to your reviewer that there are
A  ^^^^^^" button is also available should you need assistance. You will also notice small gray icons
with question marks [?] displayed throughout the tool. When clicked, these icons provide additional
information about specific items located on the screen.
To proceed, click the Characterize Fleets tab at the top, or simply click the
bottom of the screen.
                                            button at the
                                          Multi-modal Carrier FLEET Tool Users Guide Part 3 I P. 33

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Steps for Completing "Characterize Fleets" Tab:

Tab 2: Characterize Fleets is shown below in Figure 25.
 SmartWay: Fleet Characterization - Truck
      Identify Fleets
                       Characterize Fleets
  For each fleet, enter the percentage of trucks that fall into each category. Percentages under Operation Category must sum to 100 percent, as must those
  under Body Type. When finished, click the Create Fleet(s) button. The fleet names will appear on the HOME screen so that you may begin entering details for
  each fleet.
                                      Operation Category (%)
            Body Type (%)
   Company/Division Name
                                                   Package
                                             Drayage Delivery  Total
                           Special
Dry Van Reefer Flatbed Tanker  Chassis Hauler  Total
   1-Multi-modal Company Example Truckload Fleet

   2-Multi-modal Company Example Dray Fleet
                                 Figure 25: Characterizing Component Fleets
Using data collected using Worksheet #3: Fleet Characterization, enter data for your first truck fleet:

For each fleet, fill out the Operation Category (%) information by indicating the percentage of operation
on a mileage basis. Operational categories include:
                 Truckload (TL)
                 Less-than-truckload (LTL)
                 Drayage
                 Package delivery (PD)
Enter the percent of each operational type based on approximate mileage. This percentage calculation
does not need to be exact but should be reasonably reflective of your fleet.

Next, fill out the Body Type fields, indicating the percentage by body type for each fleet. Body Type
categories include:
                                                 Multi-modal Carrier FLEET Tool Users Guide Part 3 I  P. 34

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       •       Dry van
       •       Refrigerated (Reefer)
       •       Flatbed
       •       Tanker
       •       Intermodal chassis containers (pooled and owned)
       •       Special hauler (e.g., Heavy Haul, Auto Carriers, Bulk Carriers, Household Moving,
               Hopper, Livestock, Garbage, Utility, and other specialized carriers)

The percentages specified can be approximate, based on vehicle populations. The percentages for each
fleet must sum to 100%.
                                                                    CREATE
                                                                    FLEET(S)
Once you are sure your information is input correctly, you may click the  imimmtai^  button at the
bottom of the page.

If, at a  point later in the data entry process, you realize that you need to add a new fleet or delete an
existing fleet, you can return to the Identify Fleets tab. To add a new fleet, follow all of the instructions
on the screen regarding defining your fleets, including clicking the
                                                               CREATE
                                                              FLEET(S)
button. When you click
this button, the system will create blank data entry forms only for the new fleet(s) you have added; the
existing fleets will not be affected.

If you need to delete an existing fleet, simply check the box next to the fleet and then click the Delete
Checked Rows button. Note that, if you have already generated data entry forms for the fleet you are
deleting, the system will prompt you to confirm the deletion.

h        If you choose to delete a component fleet, and if you have allocated any activity to this fleet to
        the composite multi-modal fleets (defined under Step 6 on the Home screen) then you must re-
allocate your composite fleet activity to reflect this change. Similarly, adding a new component fleet
may require modifying your composite fleet activity allocations under Step 6 as well.
                                                               ADD
                                                             COMMENTS
As on the other tabs there is a '           '  button as well as an _       !?J button. Clicking
             . will take you back to the Home screen (see Figure 25). At this point you may define
another component fleet following the same process, or proceed to Step 4 on the Home screen.

Section 4: Download SmartWav Carrier Data File
On the Home screen, click the link below item # 4: Download Latest SmartWay Carrier Data File. This
will ensure that you have the latest carrier performance data for characterizing logistic fleet
performance. You will not be able to input the required logistics fleet data in Step 5 without this file.
You must have an active Internet connection to perform this step.
                                          Multi-modal Carrier FLEET Tool Users Guide Part 3 I P. 35

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Select Component Fleet for Data Entry
On the Home screen, you will now see all the fleets you created listed in the window below item # 5:
Select Component Fleet for Data Entry.
               SmartWay
                                                                  Multi-modal
                                                      lited States Version: 2.0.10 BETA
       Use the blue links below to navigate the tool. For more information, press the 'Help' button.
       1. Enter Partner Name (Exactly as it should appear on the SrnartWay website)
                                                                       Report Vear: I 2010
    I Multi-modal Partner Name|

2. Enter Company and Contact Information
    Company and Contact Information
3. Define Your Component Fleets  j?.|
           Choose a Carrier Mode:
                                                 View/Edit
       4. Download SmartWay Carrier Data File
           Download Latest SmartWav Carrier Data File
       5. Select Component Fleet for Data Entry _?J
             Truck 1; Multi-modal Company Example Truckload Fleet - Not Checked
             Truck 2; Multi-modal Company Example Dray Fleet - Mot Checked
             Logistics 1: Multi-modal Company Example 3PL Fleet - Not Checked
             Logistics 2: Multi-modal Company Example Rail-Dray Fleet - Not Checked
       6. Define Vour Composite Fleets ?l
           Define your Composite Fleets
                                                                  View or change
                                                                   the selected
                                                                 component fleet
                                               Show Report of All Comments
7. View Reports _?J
    View Performance Data
0. Create Final Version
    Create File to Send to EPA*
       *Be sure to read carefully the directions that appear when you select this link.
                                                    SAVE
                                                  PROGRESS
                      Figure 26: Home Screen with Component Fleet Status
                                           Multi-modal Carrier FLEET Tool Users Guide Part 3 I  P. 36

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There will be a status message after each fleet, indicating whether or not the data entry for that fleet is
complete.  The following information may appear beside a fleet name:

       •      Not checked - Data has not been entered yet.
       •      Incomplete - Some data is still missing and/or inconsistent.
       •      Complete - All data requirements have been met and validation has occurred.


In addition to the status indicators above, you may also see one of two qualifiers: "Errors" or
"Warnings."

    •   Errors will prevent you from generating the Internal Metrics Reports under item #7, View
        Reports, and must be addressed before you can submit your tool to EPA.
    •   Warnings will still allow you to run the Internal Metrics Reports and submit your data to EPA.
        However, it is strongly recommended that you carefully review each warning message before
        sending your data to  EPA so that you can anticipate questions that may come from a partner
        account manager (PAM) as a result of your data being outside the expected ranges. Addressing
        errors and warnings is described for subsequent input screens in the following sections.

To add data to a particular fleet, highlight the fleet name and then click View or change the selected
component fleet, or simply double-click on the name of the fleet. You will then proceed to the tool Data
Entry Screens for the selected fleet.
                                          Multi-modal Carrier FLEET Tool Users Guide Part 3 I P. 37

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         SmartWay
                                                       United States Version: 2.0.10 BETA
Use the blue links below to navigate the tool. For more information, press the 'Help' button.

1. Enter Partner Name (Exactly as it should appear on the SmartWay website)

                                                                     Report Vear: 12010
     Multi-modal Partner Name]

2. Enter Company and Contact Information

     Company and Contact Information

3. Define Your Component Fleets _?J

     Choose a Carrier Mode:
                                             View/Edit
4. Download SmartWay Carrier Data File

     Download Latest SmartWav Carrier Data File

5. Select Component Fleet for Data Entry  .?J
      Truck 1: Multi-modal Company Example TruckJoad Fleet - Not Checked
      Truck 2: Multi-modal Company Example Dray Fleet - Not Checked
      Logistics 1: Multi-modal Company Example 3PL Fleet - Not Checked
      Logistics 2: Multi-modal Company Example Rail-Dray Fleet - Not Checked
6. Define Your Composite Fleets  ?l
     Define your Composite Fleets
                                                                      View or change
                                                                       the selected
                                                                     component fleet
                                           Show Report of All Comments
7. View Reports _

     View Performance Data

8. Create Final Version

     Create File to Send to EPA*
*ffe sure to react'carefu8y the directions that appear when you select this link.
                                 PRINT
                                SCREEN
                                                SAVE
                                              PROGRESS
          Figure 27: Selecting Component Fleet for Data Entry from Home Screen
                                     Multi-modal Carrier FLEET Tool Users Guide Part 3 I  P. 38

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Section 5 Data Entry: Enter fuel and/or activity information for each of your
component fleets
PLEASE REFER TO THE TRUCK TOOL AND LOGISTICS TOOL USER GUIDES FOR
DETAILED INSTRUCTIONS REGARDING DATA ENTRY FOR YOUR COMPONENT
FLEETS.
                               Multi-modal Carrier FLEET Tool Users Guide Part 3 I P. 39

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Section 6 Data Entry: Define Your Composite Fleets

Once you have entered data for all of your component fleets, and resolved any error notifications, you
may proceed to Step 6, Define Your Composite Fleets. This step allows you to group your component
fleets into larger, composite fleets operating across one or more modes. 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 for hire.

First, enter the name of your composite fleets on the first screen, Define Composite Fleets, as shown in
Figure 28. Next, select the appropriate contact from the drop-down menu. You may add more fleets by
clicking Add Another Composite Fleet. To proceed to the next tab, click on the Allocate Component
Fleets tab or click NEXT.
 SmartWay: Composite Fleet Characterization
   Define Composite Fleets   Allocate Component Fleets
 Please input the names of your composite fleets, making sure they appear as you wish them to he listed on the SmartWay website Partner list. 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.
 When finished, select NEXT or select the "Allocate Component Fleets" tab at the top of the screen to proceed to the next step.
  Delete     Composite Fleet Name

        pT~ | Multi-modal Example TruckJoad Division
Composite Fleet Contact _?J
| Ken Sample
           | Multi-modal Example Intermodal Division
|Daphne Aruda
    X Delete Checked Rows
                                           Add Another Composite Fleet
                                 Figure 28: Defining Composite Fleets
                                               Multi-modal Carrier FLEET Tool Users Guide Part 3 I  P. 40

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Allocate Composite Fleets

The selection box in the upper left of the Allocate Component Fleets screen (Figure 29) lists all of the
component fleets you defined under Step 3 (Define Your Component Fleets).  All of the miles and ton-
miles associated with each of these fleets must be assigned across one or more of the composite fleets
you defined on the previous screen. You must allocate component fleet activity based on the
percentage of total miles and total  ton-miles attributable to each composite fleet.  The total miles and
ton-miles listed for each component fleet is automatically calculated from Step 5 where you entered the
activity data for your component fleets. (Note that total miles refers to truckload miles for truck modes,
and railcar-miles for rail modes.)
 SmartWay: Composite Fleet Characterization
   Define Composite Fleets    Allocate Component Fleets
  For each component fleet listed below, follow steps 1-3. Component fleets are fleets organized around your internal management of the company. As
  you assign each component fleet, its status will change from "Not Assigned" to "Allocated." Repeat the steps for each component fleet until they have all
  been allocated. To view a summary of the allocation percentages for all component fleets, click the "Show Allocations" button below the Component Fleet
  list.
  Component Fleets
    Truck2: Multi-modal Company Example Dray Fleet - Not Allocated
    Logistics 1: Multi-modal Company Example 3PL Fleet - Not Allocated
    Logistics2: Multi-modal Company Example Rail-Dray Fleet - Not Allocated
                     Show Allocations
   1. Select a fleet from the list by clicking on it. Note that the header below will change to
   indicate the selected component fleet. The Total Miles and Ton-Miles values will also change
   to reflect the miles and ton-miles for the selected component fleet.
   2. For each composite fleet in the bottom section of the screen enter the appropriate
   percentages for miles and ton-miles. (The miles and ton-miles associated with the selected
   component fleet will be calculated automatically, reflecting the percentage allocation
   entered.)
   3. Continue allocating the component fleet until you have accounted for 100% of its miles
   and ton-miles.
                                    Truck 1: Multi-modal Company Example Truckload Fleet
       Composite Fleets
   |T~  | Multi-modal Example Truckload Division
   | 2   | Multi-modal Example Intermodal Division
                                                     Total Miles'
80 %
20 %
               80,000
               20,000
67 %
33 %
                                        1,206,000
                                         594,000
  ซ Miles refers to truckload-miles and/or railcar-miles,       Totals:        100 %
  depending upon modes utilized.
                                                               100,000       100 %
                                                                                        1,800,000
                                    Figure 29: Allocating Component Fleets
Note that the percentage allocations must sum to 100 for each component fleet.  In addition, if you enter
a non-zero percentage for a particular total miles assignment, and zero percent for the corresponding
ton-mile assignment (or vice versa), the tool will display an error and you will not be allowed to proceed
until reconciling the discrepancy.

The Show Allocation button located below the component fleet list allows you to view a summary of
your composite fleet percentage  allocations across all of your different component fleets, in order to
confirm the accuracy of your assignments. An example is provided in Figure 30.
                                                   Multi-modal Carrier FLEET Tool Users Guide Part 3 I  P. 41

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Please refer to Appendix A for a description of the procedure used to calculate the gram per mile and
gram per ton-mile performance metrics for composite fleets.
    a
         Insert   P,geuioul  Formulas
                                  multiModaL2011-09-21 _UG.xls [Compatibility Mode] - Microsoft Excel
                               Review  View
J*cl in" '" • ซ ' KB™! ft
Paste 1 B / U II .\ =: = := '^ '= - . |~. . Insert Delete Format ' Find &
/ Format Painter - - , ^ Clear - Fittei Select-
Clipboard '"• Font -Migrant Number Styes Cells Editing
A2 <• vj J&
A H
Composite Fleet Allocation

^vSmartWay
2 Composite Fleet Allocation
4 Total Miles Allocation
5 Component Fleets



6 Truckl Multi-modal Company Example Truckload
7 Truck2. Multi-modal Company Example Dray Fleet
8 Logisticsl Multi-modal Company Example 3PL Fl
9 Logi5tics2 Multi-modal Company Example Rail-Dr
101
11

12 Ton-Miles Allocation
13 Component Fleets
14 Truckl Multi-modal Company Exam
15 Truck2 Multi-modal Company Exam
16 Logisticsl Multi-modal Company Ex
le Truckload
le Drsy Fleet
ample 3PL Fl
17 Logistics2 Multi-modal Company Example Rail-On
19
20
21"|
J*
25.




32

w ซ > w | Composite-Report . *3 _^

B
Return to E
c

rtrv Form

Status Total Miles
Allocated 100.000
Allocated 60.000
Allocated 1.100.000
Allocated
Total Miles


Status
Allocated
Allocated
Allocated
Allocated
Total Ton-Miles






3.750.000
D



E



TiucM: Mulli Truck2: MullU
modal Company modal Company
Truckload Float Fleet
80 00%
000%
100 00%
3800%
5,000.000


Tan-Miles
1 800 000
200 000
16.000 000
12.500.000
30.500.000
Truckl: Multi
F G H |
















j




20 00%
100 00%
0.00%
62.00%



Truck2: Multi





modal Company modal Company
67 00%
0 00%
100 00%
51 00%










33 00%
100 00%
0.00%
4900%






































































!• •

















L^H
                       Figure 30: Example Composite Fleet Allocation Summary
Click Return to Entry Form to leave the spreadsheet and return to the allocation screen shown in Figure
29.

Once you have allocated all of your component fleets across the composite fleets, click HOME to return
to the Home screen.
                                             Multi-modal Carrier FLEET Tool Users Guide Part 3 I  P. 42

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View Reports
Once you complete allocating component fleet activity across your composite fleets and return to the
Home screen, you may click View Performance Data which will take you to the following screen:
View Performance Data - Multi -modal [X |

Please select the type of summary report you would like to review.
Composite Fleets:
Composite Fleet Allocation Report
Composite Fleet Metrics Report
Component Fleets:
Air Fleet Report Menu
Marine Fleet Report Menu
Rail Fleet Report Menu
Truck Fleet Report Menu
Logistics Fleet Report Menu

ZOOM IN BACK











^^^^


                        Figure 31: View Fleet Performance Data Report Menu
                                         Multi-modal Carrier FLEET Tool Users Guide Part 3 I P. 43

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Clicking any of the blue links will display data for the selected fleet type (component by mode, or
composite). You will go to another screen where you can choose how to view the results. Clicking on any
of the summary report types will take you to a screen allowing you to preview and print your reports.
Figure 32 shows one of many sample reports that the model can generate for you, in this case
summarizing the performance metrics for each composite fleet. Similar composite reports are available
by carrier mode and Partner-level totals, as well as component fleet reports by mode type. (Note that
reports for air, marine, and rail component fleets will be available in the future.) These reports will
prove useful for your company's evaluation and improvement efforts.
^^SmartWay9
Composite Fleet Metrics Report
Tool Type: Multi-modal






Multi-modal Example Truckload Division
Mufti-modal Example Intermodal Division

NOx
Mufti-modal Example Truckload Division
Mufti-modal Example Intermodal Division


PM2.5
Mufti-modal Example Truckload Division
Mufti-modal Example Intermodal Division
PM10
Muft -modal Example Truckload Divis on
Mufti-modal Example Intermodal Division
Report Year: 2010
September 21, 2011

Company: Multi-modal Partner Name
Based on Annual Miles
Grams per Mile
(Statute)
1 166
930
Grams per Ton-Mile
(Statute)
54
60
Based on Annual Miles
Grams per Mile
(Statute)
164
17.2
Grams per Ton-Mile
(Statute)
05
0.4
Based on Annual Miles
Grams per Mile
(Statute)
048
0.46
Grams per Ton-Mile
(Statute)
0017
0.012
Based on Annual Miles
Grams per Mile
(Statute)
04907
04786
Grams per Ton-Mile
(Statute)
00171
0.0118









              Figure 32: Example of Completed Composite Fleet Performance Metrics Report
                                          Multi-modal Carrier FLEET Tool Users Guide Part 3 |  P. 44

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Submitting Data to SmartWay
Congratulations! You are now ready to send your data to EPA.

Click the Create file to send to EPA link, which will create a file with the following naming convention:

PartnerName_Year_Multi-modal_VO.xls

For example, ABCompany_2010_Multi-modal_VO.xls

where CompanyName 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.

The system will display a message indicating that an Excel file will be created with your company's
name as part of the file name.  The file will be saved to the same folder where the tool itself is
currently saved. You will need to locate the file and attach it in an e-mail to your Partner Account
Manager (PAM).

NOTE: DO NOT ZIP the File. Send it to EPA as a normal file attached in an e-mail. EPA security will not
allow zipped files through  the EPA firewall.

The system will first display a message asking you to confirm your decision to save a copy of your tool on
your hard  drive (Figure 33).
   i I  Click OK to automatically create a new Excel File with your company's name as part of the file name, which will enable EPA to better track and identify
   1J  your submitted data, Please email this new file to EPA.
        If you have any questions on this submission process, please contact the Smart Way Transport Partnership Call Center at (734) 214-4767 or email
        srnartway_transport(s>epa ,gov.
                                          OK    i   Cancel
                               Figure 33: Data Saving Confirmation

Upon clicking OK, the file will be saved, and the following instructions will appear.  Follow these
instructions for submitting your multi-modal tool to SmartWay. Upon clicking CLOSE a screen will
appear allowing you to close the Multi-modal  Carrier FLEET tool or return to the Home screen.
                                           Multi-modal Carrier FLEET Tool Users Guide Part 3 I P. 45

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 SmartWay - Instructions for Submitting File
           SmartWay8
                                                                   ulti-modal
United States Version: 2.0.10 BETA
   A copy of this file called 'Multi-modal Partner Name_2QlQ_Multi-modal_VQ.xls' has been created and is ready
   to be emailed to EPA.

   The file was saved in a folder called: F:\

   Please open a new email message;  attach this new file, and send it to smart way _transport@epa. go v, or to
   your Partner Account Manager (PAM) if your company is an existing SmartWay Partner.

   If you have any questions on this submission process, please contact  the SmartWay Transport Partnership
   Call Center at (734) 214-4767 or email smart way _transport@epa. go v.
                           Figure 34: Data Submission Instructions


If you have any comments about the tool and/or User Guide, please submit these with your tool in a

separate document.
                                        Multi-modal Carrier FLEET Tool Users Guide Part 3 I P. 46

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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 rather than
from a drive, or when multiple Excel files are open simultaneously. If you encounter an error during use
of the tool, please 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 2011 Tools (XP and Vista operating systems, and Excel Office 2003 and 2007.)

Note that some users have experienced problems when re-opening the tool without closing Excel.  It is
recommended that you close Excel before re-opening this tool, which could result in a loss of data in
other open Excel workbooks.

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.
                                         Multi-modal Carrier FLEET Tool Users Guide Part 3 I P. 47

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Appendix A - Calculating Composite Fleet Performance Metrics
The Multi-modal tool calculates gram per mile and gram per ton-mile performance metrics for
composite fleets using the carrier-specific performance metrics associated with the associated
component fleets. The percentage distributions provided for miles and for ton-miles are used as
weighting factors in developing these composite values.

The following example illustrates how the composite metrics are calculated for CO2 grams per mile.

    1)  Three Component Fleets are defined: Logistics 1, Truck 1, and Logistics 2

    2)  Three Composite Fleets are defined: Composite 1, Composite 2, Composite 3

    3)  Component fleet activity is allocated across the composite fleets as summarized below:
Total Miles Allocation
Component Fleets
Logistics 1
Truck 1
Logistics 2
Total

Total Miles
6,679,941
1,234,567
1,000,000
8,914,508

Composite 1
30%
50%
35%


Composite 2
50%
50%
12%


Composite 3
20%
0%
53%


Total
100%
100%
100%

   4)  The mileage associated with each component/composite fleet combination is calculated by
       multiplying the total miles in the table above by the associated fraction, with the results
       summarized as follows:
Miles
Composite 1
Composite 2
Composite 3
Total
Logistics 1
2,003,982
3,339,971
1,335,988
6,679,941
Truck 1
617,284
617,284
0
1,234,567
Logistics 2
350,000
120,000
530,000
1,000,000
Total
2,971,266
4,077,254
1,865,988
8,914,508
    5)  The corresponding composite-based mileage fractions are as follows:
Miles
Composite 1
Composite 2
Composite 3
Logistics 1
67%
82%
72%
Truck 1
21%
15%
0%
Logistics 2
12%
3%
28%
Total
100%
100%
100%
                                         Multi-modal Carrier FLEET Tool Users Guide Part 3 I P. 48

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    6)  The CO2 grams per mile values calculated for each component fleet are as follows:

       •   Logistics 1:  2,261 g/mi
       •   Truck 1:     1,649 g/mi
       •   Logistics 2:   1,163 g/mi
    7)  Using the composite-based mileage distributions and component fleet grams per mile values,
       the grams per mile value for Composite Fleet 1 is calculated as follows:
Composite 1 g/mi = (0.67 x 2,261 + 0.21 x 1,649 + 0.12 x 1,163) = 2,001 g/mi

Gram per mile values for Composite fleets 2 and 3 are calculated in a similar fashion, as are the
corresponding gram per ton-mile values.
                                           Multi-modal Carrier FLEET Tool Users Guide Part 3 I  P. 49

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