Transport Partnership
U.S. ENVIRONMENTAL PROTECTION AGENCY
Rail Carrier Partner 2.O.I4Tool:
Data Entry G u ide "^1^8^.
2OI4 Data Year - United States Version
Unilc-d 5'.n:es
Errijiron
Ag«ncv
-------
Transport Partnership
U.S. ENVIRONMENTAL PROTECTION AGENCY
Rail Carrier Partner 2.O.I4Tool:
Data Entry Guide ^ ^
2OI4 Data Year - United States Version
Transportation and Climate Division
Office of Transportation and Air Quality
U.S. Environmental Protection Agency
i:wJ Stales Office ofTransportation and Air Quality
ErYvironmerU*! PtnatBCtion EPA-420-B-15-016
.- . „..,.-
February 2015
-------
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 Rail Tool. This guide covers:
1. Downloading and setting up the Tool to run properly
2. Basic organization of the SmartWay Rail Tool
3. Entering your data
4. Data validation
5. Viewing fleet performance summary data
6. Submitting data to SmartWay
7. Troubleshooting the Tool
|\ WARNING!
Completing this Tool requires a considerable amount of information about your company and the fleets
that are joining SmartWay. 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.
Rail Carrier Tool Users Guide Part 3 I P. 1
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Downloading and Setting up the Tool
Software and Hardware Requirements
The Rail Tool was designed in Microsoft Excel. Microsoft Excel is an electronic spreadsheet program used
for storing and manipulating data. Microsoft Excel Forms were used to enable the functional capabilities
of the Tool.
Completing the Rail Tool requires the following software and hardware:
• A 2003 or later version of Microsoft Excel
• Excel security level set at Medium or lower
• A PC running Windows XP or newer operating system, or a Mac that is running the
Windows XP operating system The tool does not currently work using the Mac operating
system
• At least 10 megabytes of available disk space (more disk space may be required based on
the number of companies you define in your Tool).
• Adequate memory (RAM) to run Microsoft Office
• A monitor resolution of at least 1,024 x 768
NOTE: The Excel web application in MS Office 365 (the cloud-based version of the Office operating
system) does not currently support the macros used in the SmartWay tools. Therefore SmartWay tools
do no function properly in Office 365 at this time.
Check with the user guides for your computer, online support, or your company's IT department to make
sure your system is set up to use the Rail Tool.
We encourage you to make sure that you virus software is up to date, and scan your PC before putting
data in the Rail Tool.
Downloading the SmartWay Rail Tool
To download the Rail Tool, visit: http://www.epa.gov/smartway/forpartners/index.htm
Save the Tool in a folder on your hard drive; this folder will house copies of your data and future updates.
How to Set Security Levels for the SmartWay Tools
The following instructions should appear on your screen //you need to change your security settings
before running the Tool. The instructions differ depending upon what version of Excel you use (Excel
2003, 2007, 2010 or 2013).
Rail Carrier Tool Users Guide Part 3 I P. 2
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Security Settings For Excel 2003 Users
To use the Rail Tool in Microsoft Excel 2003, you will need to have your security levels set to "Medium."
figure 1: Macro Setting Tabs in Excel 2003
Setting Security Levels to Medium in Excel 2003
1. When using Excel 2003, on the menu bar, go to Tools -^ Macro -^Security Level.
Security
2. When the "Security" window opens, select
the "Medium" level, and select OK.
Security Level j Trusted Publishers
O Very High. Only macros installed in trusted locations will be allowed
to run, All other signed and unsigned macros are disabled.
i...:1 High. Only signed macros from trusted sources will be allowed to
run. Unsigned macros are automatically disabled,
0 Medium. You can choose whether or not to run potentially unsafe
macros,
O L°w (not recommended). You are not protected from potentially
unsafe macros. Use this setting only if you have virus scanning
software installed, or you have checked the safety of all documents
you open.
OK Cancel
Figure 2: Security Level Setting Screen in Excel 2003
Rail Carrier Tool Users Guide Part 3 I P. 3
-------
Running the Tool in Microsoft Excel 2003
1. Save the Tool to your computer in a folder on your hard drive.
2. Go to that folder and double-click on the file to open the Tool.
3. You will see a security-warning box appear (Figure 3). Select the
button in the security-warning box.
Enable Macros
"S:\5martWay\Shipper.xls" contains macros.
Macros may contain viruses. It is usually safe to disable macros, but if the
macros are legitimate, you might lose some functionality.
some fun^tic
Disable Macros
Enable Macros
More Info
Figure 3: Screen showing "Enable Macros" button
The Welcome Screen for the Rail Tool should then appear and you will be ready to begin working on your
tool.
Security Settings For Excel 2007 Users
The default settings for Excel 2007 should enable you to run the Tool without any changes.
Running the Tool in Microsoft Excel 2007
1) Save the Tool to your computer.
2) Open the file, and select the
button that appears after the Security
Warning just below the menu bar (Figure 4). Detailed instructions are also provided on
the screen itself.
Rail Carrier Tool Users Guide Part 3 I P. 4
-------
id
jcSTJan2c_clean,xis [Compatibly Model - Microsoft Excel
-
" /™r,,n,=, « * I-IIEHI4.-A-
Cltphoard ^.i font
Security Warning Macros have b.
ft In order :o run this application, you rnusi nave rr
i Security Settings for the SmartWay Tools
In order to run this application, you must have macros enabled.
For Excel 2007 and Excel 2010 Users: (Ifyou are using Excel 2003. please scroll down.)
If an "Options. " button appears in the menu bar above, follow these instructions'
1. Select the Options button This button appears after the Security Warning in the Excel 2007 menu bar.
2. Enable content. In the Microsoft Office Security Options dialog box. choose "Enable this content" and select OK.
If the "Options..." button does not appear, use the instructions below. [NOTE: If you do not have a round Office button (as
shown in the picture below), you are probably using an earlier version of Excel, in which case you need to scroll to the
instructions for Excel 2003 users.]
1. Select the Office button. This button appears in the top left comer of the screen in Excel 2007/2010.
2. Go to Excel Options Select the "Excel Options" button in the bottom right corner of the pull-down menu
3 Go to the Trust Center. On the Excel Options screen, select on Trust Center in the left navigation bar
4. Go to the Trust Center Settings. Select on Trust Center Settings in the bottom right portion of the screen.
5. Change security settings. Choose the setting "Disable all macros with notification" and select OK.
6. Reopen the file Close the Excel file and then re-open it.
For Excel 2003 Users:
100% '^r
Figure 4: Security Warning Screen
3) In the Microsoft Office Security Options dialog box (Figure 5), choose "Enable this
content" and select OK.
Microsoft Office Security Options
Security Alert - Macro
Macro
Macros have been disabled. Macros might contain viruses or other security hazards. Do
not enable this content unless you trust the source of this file,
Warning: It is not possible to determine that this content came from a
trustworthy source. You should leave this content disabled unless the
content provides critical functionality and you trust its source.
More information
File Path; C:\smartway'£hipperlxls
0 Help protect me from unknown content (recommended)
.. .: !|n.?b!e rh? :onrerr;
Open the Trust Center
OK Cancel
Figure 5: Security Options Dialogue Box
Rail Carrier Tool Users Guide Part 3 I P. 5
-------
The Welcome Screen for Rail Tool should then appear and you will be ready to begin working on your
Tool.
Troubleshooting the Security Settings in Microsoft Excel 2007
If you reach this point and the Tool does NOT open, you may have your security set too high.
To adjust your security settings, select the
TJ,?
ll_a:
I button (in the top left corner of the screen) and then
select the & Excel Options button in the bottom right corner of the pull-down menu (Figure 6A).
•
U
B|
Click the "Enter
Options Button"
4
i— X *f*l«i
J t..*o*tTpm X l»«
Figure 6A: Excel Options Drop-Down Menu
Rail Carrier Tool Users Guide Part 3 I P. 6
-------
On the Excel Options screen, select Trust Center in the left navigation bar (Figure 6B):
Excel Options
Popular
Formulas
Proofing
s
Save
Advanced
Customize
Add -Ins ^f
Trust Center
Resources
0®
rv
d^j Change the most popular options in Excel.
Top options for working with Excel
"s
Click the "Trust
Center" button the Ribbon >
J
Color scheme: Blue v
ScreenTip style: Showfeature descriptions in ScreenTips v
Create lists for use in sorts and fill sequences: Edit Custom Lists...
When creating new workbooks
Use this font; Body Font v |
Font size: |ll v |
Default view for new sheets: Normal View v
Include this many .sheets: J3 Oj
tJser name: MHeyward
Choose the languages you want to use with Microsoft Office: Language Settings...
j OK ] Cancel
Figure 6B: Excel Options Drop-Down Menu
Rail Carrier Tool Users Guide Part 3 I P. 7
-------
When the Trust Center options display opens, select Trust Center Settings in the bottom right portion of
the screen (Figure 7):
Excel Options BS
Popular
Formulas
Proofing
Save
Advanced
Customize
Add -In s
Trust Center
Resources
\j4f Help keep your documents safe and your computer secure and healthy.
Protecting your privacy
Microsoft cares about your privacy. For more information about how Microsoft Office Excel helps to protect your privacy,
please see the privacy statements.
Show the Microsoft Office Excel privacy statement
Microsoft Office Online privacy statement
Security & more | Click the "TrUSt
Learn more about protecting your privacy and securityfrom Micro CGntGT bGttingS
Microsoft Windows Security Center huttOH
Microsoft Trustworthy ConiDutina K.
v vV
Microsoft Office Excel Trust Center ^B
secure. We recommend that you do not change these settings, Trust Center Settings... |
OK Cancel
Figure 7: Trust Center Settings Screen
Rail Carrier Tool Users Guide Part 3 I P. 8
-------
Choose the setting "Disable all macros with notification" (Figure 8) and select OK.
Trust Center [?)(x]
Trusted Publishers
Trusted Locations
Add-ins
ActiveX Settings
Macro Settings
Message Bar
External Content
Privacy Options
For macros in documents not in a trusted location: CnOOSG DiS3ol6
O Disable aH macros without notification^
0 Disable all macros with notification "^^^™ a" HiacrOS WJth
O Disable all macros except dicj.it ally signed macros notification "
O Enable all macros (not recommended; potentially dangerl ,
Developer Macro Settings
HH Trust access to the VBA project object model
[ OK 1 Cancel
Figure 8: Macro Settings Screen
Then run the Tool.
If, at this point, the Tool does not open, review the "Software and Hardware Requirements" on page 7.
If you after reviewing this section, you cannot determine how to correct the problem, contact your
SmartWay Partner Account Manager.
Rail Carrier Tool Users Guide Part 3 I P. 9
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Security Settings For Excel 2010 and 2013 Users
The default settings for Excel 2010 and 2013 should enable you to run the tool without any changes. To
run the tool:
1) Save the Tool to your computer.
2) Open the file. Depending on your Office settings, you may receive an "Enable Editing"
popup. If you do, simply select the button. This will allow you to enter
data into the Tool. You may only receive this popup the very first time you open the
Tool.
- *
Home Insert Page Layout References Mailings Review View Developer Acid-Ins
Protected View This file originated as an e-mail attachment and might be unsafe. Click for more details. Enable Editing
Figure 9: The Enable Editing Button
3) Depending on your Excel macro security settings, you may receive a I
popup. If you do, simply
the tool you just opened.
popup. If you do, simply select the button. This will enable macros in
Security Warning Some active content has been disabled. Click for more details. Enable Content
ft Security Settings forthe Tool
1 Security Settings for the Tool
2 (Pour des instructions en frangais. faites defiler vers la droite.->)
In f\rr\ar tn n in thic annliratinn wra i mi let ha wo mar rntc enahldH
Figure 10: Security Warning Popup
If, at this point, the Tool does not open, review the "Software and Hardware Requirements" on page 7.
Otherwise, you may have your security set too high. To adjust your security settings, select the MMH
button (in the top left corner of the screen) and then select the ^ Excel Options button in the bottom
right corner of the pull-down menu (Figure 11):
Rail Carrier Tool Users Guide Part 3 I P. 10
-------
Figure 11: Excel 2010/2013 Options Drop-Down Menu
On the Excel Options screen, select Trust Center in the left navigation bar (Figure 12):
Select
Popular
Formulas
Proofing
Sane
Advanced
Customize
Add-Ins
Trust Center
Top options for working with Excel
0 Show Mini Toolbar on selection D
0 Enable Live Preview •
0 Always use Clearjype
Color scheme: Blue vl
ScreenTip style: Show feature descriptions in ScreenTip; v
Create lists for use in sorts and fid sequences: Edit Custom Lists,,,
When creating new workbooks
Use this font: Body Font
Font size: [ll v|
Default viewfor new sheets: Normal View V
Includethis many sheets; 3 0
Personalize your copy of Microsoft Office
User name: MHeyward
E^Ljr^n
Figure 12: Excel 2010/2013 Options Drop-Down Menu
When the Trust Center options display opens, select Trust Center Settings in the bottom right portion of
the screen (FigurelS):
Rail Carrier Tool Users Guide Part 3 I P. 11
-------
Excel Options
Popular
Formulas
Proofing
Save
Advanced
Add -Ins
1 Trust Center
Resources
p?](x]
\^ff Help keep your documents safe and your computer secure and healthy.
Protecting your privacy
Microsoft cares about your privacy. For more information about how Microsoft Office Excel helps to protect your privacy,
please see the privacy statements.
Show the Microsoft Office Excel privacy statement
Microsoft Office Online privacy statement
Customer Experience Improvement Proaram
Security & more
Learn more about protecting your privacy and securityfrom Microsoft Office Online.
Microsoft Windows Security Center
Microsoft Trustworthy Computing
Microsoft Office Excel Trust Center
secure. We recommend that you do not change these settings, 1 Iru!t Center Settings...
/
Select j'
OK Cancel
Figure 13: Trust Center Settings Screen
Rail Carrier Tool Users Guide Part 3 I P. 12
-------
Choose the setting "Disable all macros with notification" (Figure 14) and select OK.
Trust Center
Trusted Publishers
Trusted Locations
Add-ins
ActiveX Settings
Macro Settings
Message Bar
External Content
Privacy Options
^^^^^^^^^^^^^^^^^^^^^^^^^•jO
Macro Settings
i-or macros in documents not in 3 trusted location: ff~~ ~~\
O Disable ail macros without notification 1 Select
O .Enable all macros (not recommended; potentially dangerous code can run)
Developer Macro Settings
HH Trust access to the VBA project object model
| QK | Cancel
Figure 14. Macro Settings Screen
Rail Carrier Tool Users Guide Part 3 I P. 13
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Basic Organization of the SmartWay Rail Tool
Understanding the Tool Format and
Structure
The SmartWay Rail Tool is organized around (1)
information screens, (2) forms or worksheets, and
(3) reports/summaries that guide you through
the process of 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:
Welcome to the Smartltay Kai Tool The versnn of die Rat Tool encompasses ral freight movements.
For additional Information such as the Tool user guide, technical manual or other support materials, select the button below:
Tool Help and Navigation
Return to the |
Proves addltlc
tl information about date entry
Enlarges the text on the screen
Sends an Image of the ween to your default
printer
FJLJHG FORMS WT1H ThE FEDERAL GOVERNMENT AND ESTIMATED RBWRTT4G BURDEN: Respoofcnt! ae not reqiwd to «e or reply to any Federi collection of nformaion otess it has a
Traveroood, Ann Arbor, MI -BIOS, or Sie Office of Info™(on and Regulator Affars, Office of Management and Budgef, WashngtonD.C '
Figure 2 Opening Screen of Rail Tool
The name of each form appears at the top left-hand corner of the screen, in white text on the blue
window bar.
SmartWay Introduction
Title of Screen/Form
Report Year
2014
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014}
United States Version: 2.0.14
Released on: 2/3/2015
Figure 3 Screenshot of Title of Screen/Form
Each screen contains text instructions or information about the Program. Where applicable, the screen
will also include buttons to link to the SmartWay website or other sections of the Tool (e.g., the various
data entry screens); these buttons are shown in green with white text.
Go To Rail Tool Page of the SmartWay Website
Figure 4 Screenshot of Button Link in the Tool
The screens also contain navigation buttons to direct you through the Tool.
Figure 5 Screenshot of Selected Navigation Buttons in the Tool
Rail Carrier Tool Users Guide Part 3 I P. 14
-------
When new concept/topic is introduced on a screen, a small question mark ([?]) appears next to it. When
you select the question mark, you will find additional definitions of terms or instructions to help you
complete the screen properly.
Reviewing the Introductory Screens
Before you reach your data entry section of the Tool, you will move through four introductory pages that
allow you to review the basics of participation in SmartWay for Rail Carriers:
• The "SmartWay Introduction" Screen
• The "SmartWay Partnership Agreement" Screen
• The "Required Information" Screen
. The "SmartWay Partner Schedule" Screen
The features of these four screens are described below.
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 button linking to the SmartWay website where you can view and download
additional information about the Program, the Tool, and the technical basis for the calculations in the
Tool.
Rail Carrier Tool Users Guide Part 3 I P. 15
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SmartWay Introduction
"vSmartVVciy*
Report Year
2014
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014)
~~
United States Version: 2.0.14
Released on: 2/3/2015
Introduction
Welcome to the SmartWay Rail Tool. This version of the Rail Tool encompasses rail freight movements.
For additional information such as the Tool user guide, technical manual or other support materials, select the button below:
Go To Rail Tool Page of the SmartWay Website
Or call the SmartWay Helpline at: (734) 2144767
Or email the Helpline at: smartway_transport(g!epa.gov
Tool Help and Navigation
Throughout the Tool, you will see numerous buttons. Becoming familar with these buttons will make completing the Tool easier and faster. If a button contains
an underlined character, you can also select that button using the keyboard by typing the {At} key along with the underlined character.
Provides instructions for completing each screen
Allows you to add notes or clarifications (button
becomes yellow if a comment exists)
Checks your data input for missing or invalid
information
Entarges the text on the screen
Sends an image of the screen to your default
printer
Proceed to the next screen
Return to the previous screen
Provides additional information about data entry
fields
FILING FORMS WITH THE FEDERAL GOVERNMENT AND ESTIMATED REPORTING BURDEN: Respondent are not required to file or reply to any Federal collection of information unless it has a
valid OMB control number, Public reporting burden for this collection of information is estimated to average 5,82 hours per response for initial registration, 2.66 hours for each annual update,
These estimates indude the time for reviewing instructions, searching existing data sources, gathering the data needed, and completing and reviewing the collection of information. Send
comments regarding this burden estimate or any other aspect of this collection of information induding suggestions for redudng this burden to: SmartWay Transport Partnership, 2000
Traverwood, Ann Arbor, MI 48105, or the Office of Information and Regulatory Affairs, Office of Management and Budget, Washington D,C.
Page R-l
Figure 6: SmartWay Introduction Screen
For your convenience, links to key Rail Tool resources are included here:
• General SmartWay information:
o http://epa.gov/smartway/index.htm
• SmartWay Rail Tool information:
o http://www.epa.gov/smartway/forpartners/index.htm
Rail Carrier Tool Users Guide Part 3 I P. 16
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The "SmartWay Partnership Agreement" Screen
SmartWay Partnership Agreement
SmartWay*
Report Year
2014
TsT
United States Version: 2.0.14
Released on: 2/3/2015
Partnership Annual Agreement for Carriers
With this annual agreement, your company joins EPA's SmartWay Transport Partnership and commits to:
1. Measure and report to EPA on an annual basis the environmental performance of yourfleet(s) using EPA's SmartWay Tool. (Existing fleets must report the 12
months of data for the prior year ending December 31. Newly formed companies require a minimum of 3 months of operational data.)
2. Have performance results and Tool submttal status 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 SmartWay webstes and in related educational, promotional, and meda
materials. NRCan 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 the data becomes available to NRCan.
3. Assist Partners in achieving emission and fuel usage reduction goals.
General Terms
1. If the Partner or EPA defaults upon this agreement at any point, the agreement shall be considered null and void.
2. Ether party can terminate the agreement at any time without prior notification or penalties or any further obligation.
3. EPA agrees not to comment public!/regarding the wthdrawalof specific Partners.
4. EPA reserves the right to suspend or revoke Partner status for any Partner that fails to accomplish the specific actions to which it
committed in the SmartWay Transport Partnership Agreement and subsequent annual agreements.
5. The Partner agrees that it will not claim or imp^ that ts participation in the SmartWay Transport Partnership constitutes EPA approval
or endorsement of anything other than the Partner's commtment to the program. The Partner will not make statements or imply
that EPA endorses the purchase or sale of the Partner's products and services or the views of the Partner.
6. Submttal of the SmartWay Tool annually' constitutes agreement to all terms in the Partnership Agreement.
No separate agreement need be submitted.
By checking the box below, I declare that the information submitted via this Tool is, to the best of my knowledge, accurate. I understand that any
person who, in the course of negotiating or performing under this Agreement, makes, presents or submits a false or misleading statement to the
government, or any person who makes a material omission in the course of negotiating or performing under this Agreement, may be subject to
liability under all applicable civil and criminal statutes including 18 U.S.C. 1001 [criminal liability for false statements), 31 U.S.C. 3801 - 3812 (civil
liability for false statements) and 31 U.S.C. 3729-33 (The False Claims Act).
I understand and agree to the terms of this agreement.
Page R-2
Figure 7: SmartWay Partner Agreement
After selecting the ^^^^^™ button on the SmartWay Introduction screen, the SmartWay
Partnership Annual Agreement will appear. This screen replicates the agreement language found in Part
1 of this users guide series.
Submitting a SmartWay Rail Tool to EPA constitutes agreement to all terms in the Partnership Annual
Agreement, so please review this screen or the text version in Part 1 of this users guide series before
sending your Tool to EPA.
To reach the data entry sections of the Tool, you must agree to this language to join the SmartWay
Transport Partnership by selecting the check box at the bottom left of the screen.
SmartWay Rail 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.
Rail Carrier Tool Users Guide Part 3 I P. 17
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The "Required Information" Screen
This screen provides a summary listing of the information you will need to collect to complete the
SmartWay Rail Tool. Each of these items is discussed in detail later in this guide. Please refer to Part 2 of
this guide series for a further discussion of the process used to gather the necessary data for the Tool.
SmartWay Rail; Required Information
IEMBH "-ssj- -rrd!!!
^^^^ffl
Following is a brief description of the information you will need to complete the SmartWay Rail Tool. For further details,
please consult Part II of the the SmartWay Rail Tool User Guide.
Partner Information
Company Information:
• Company Name, Address, City, State, ZIP, Country
• Main Phone, Website
Working, Executive, and Other Contact Information:
• Name, Title
• Address, City, State, ZIP, Country
• Phone, E-mail
• SmartWay ID Number (for returning Partners)
...._* ..
• Partner and Fleet Names, Contacts
• Fleet Class (1, 2, 3)
.. ™
Power Unit Information:
• Activity (£ of units or hours/year)
- By type (line haul vs. switcher)
- By engine tier level
- Data source description
• Locomotive Unit Miles/Year
- Unit, way, and through trains
- Train and yard switching
Railcar Information:
• Railcar mfies/year
- Owned/leased vs. private
- Loaded vs. empty
• Railcar volume by type (Box, Gondola, etc.)
Operations Information:
• Gallons/year
- Freight, passenger, switching
-By fuel type (diesel biodiesel, LNG, CNG, electric)
» Ton-miles/year
- Gross, revenue, non-revenue
1 fug ^gj ES Hi
Page R-3
Figure 17: Summary of Required Information
The "SmartWay Partner Schedule" Screen
The SmartWay Partner Schedule screen shows the release dates and due dates for the various Partner
tools for the 2015 calendar year (Figure 18). The screen also shows how the outputs from the various
carrier tools serve as inputs to other "downstream" tools such as Multi-modal, Logistics, and Shipper.
Rail Carrier Tool Users Guide Part 3 I P. 18
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SmartWay Partner Schedule
SmartWay Partner Schedule and Data Flow Diagram
Tool release and due dates for 2015 calendar year using 2014 data
Truck Tool
Available January 7
Group 1
Due March 4
Group 2
Due April 3
Group 3
Due May 6
Rail Tool
Available February 3
Due May 6
Barge Tool
Available February 3
Due May 6
Air Tool
Available April 2
Due May 6
Page R-
Figure 18: Screenshot of the Shipper Schedule Screen
Once you have navigated through the four introductory screens, you will be taken to the SmartWay Rail
Tool Home screen.
Rail Carrier Tool Users Guide Part 3 I P. 19
-------
Navigating the "Home" Screen
Figure 19 displays the structure of the Home screen.
SmartWay Rail: Home
Report Year
Rail
United States Version: 2.0.14
Please complete the following steps. Check boxes on the left indicate successful completion of each step. For more
information, select the 'Help' button.
l 1 1. Enter Partner Name (Exactly as It should appear on the SmartWay website):
Enter Contact Information
Characterize your Fleets
4. Select Fleet for Data Entry (Double-click the fleet name or select and hit Enter):
Partner Profile / Logo Info / Suggestions
View Your Data Reports
* After selecting this option, be sure to carefutty read all directions before proceeding.
r View Tool as a Partner
Page R-5
Figure 19: Main Tool Navigation or "Home" Screen
Rail Carrier Tool Users Guide Part 3 I P. 20
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From the Home screen, you can:
1) Specify your Partner Name;
2) Fill out company contact information;
3) Characterize your fleet(s) and create your blank data entry forms;
4) Enter the required data for each fleet;
5) Provide additional optional information and obtain Logo information;
6) View results of your data entry; and,
7) Create the final file to submit to EPA.
There are seven sections on the Home screen. With the exception of the first, each section links to
additional screens or worksheets within the tool which are described below:
1. Enter Partner Name: Specify your company's Partner Name, exactly as you want it to
appear on the SmartWay website.
2. Enter Contact Information
Go to Contact Information Screen: This button takes you to a screen that asks for
general company contact information, a working SmartWay point of contact, and
an executive-level contact. Additional contacts may also be included.
3. Characterize your Fleets
Go to Fleet Characterization Screen: On this screen you will define all the fleets
your company operates and provide information describing their operation. Once
these parameters are defined, the software will enable you to generate blank
data entry forms for each fleet.
4. Select Fleet for Data Entry
These screens ask for data relating to the performance and fleet composition
information necessary to calculate efficiency metrics for your fleet(s).
5. (Optional) Provide Additional Information: Here you may provide EPA with additional
information regarding your company, potential use of the SmartWay Logo, and
general feedback regarding the SmartWay Program. This information is optional and
is not required in order to submit your Rail Tool to EPA.
6. (Optional) View Your Data Reports: Here you can see final summaries of your data
including all data inputs, fleet performance summaries, and a summary of entered
comments.
7. Generate Files to Send to EPA: This button creates a version of the Tool in XML format
for you to send as an attachment in an e-mail to your Partner Account Manager
(PAM). Selecting the OK button on this screen does not automatically submit the file
to EPA; you still need to submit it to EPA by e-mail.
Rail Carrier Tool Users Guide Part 3 I P. 21
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Entering Your Data
The first four sections of the home screen must be completed in order, and comprise all the steps needed
to complete your SmartWay Rail Tool. After they are completed, you can review your output and/or
submit your Tool to EPA.
Saving Your Data
At any stage of the process above, you can save the data you have entered by selecting the "Save" button
that appears at the bottom of all screens (including the Home screen). We recommend saving your data
frequently if you are entering information for large numbers of fleets.
Validating Your Data
The SmartWay Carrier Tools include a variety of range checks and other validation rules designed to help
identify potential data entry errors and/or unusual data values. In order to identify potential problems
with your data entry and ensure the highest quality in your data submission, we highly recommend
selecting the "Validate Screen" button at the bottom of each screen after completion of each data entry
screen. The Tool will then identify any potential data problems on that screen for you to modify or to
provide a text explanation. Please refer to the Rail Tool Technical Documentation available from the Rail
Tool page of the SmartWay website, for details regarding the validation ranges used in the Tool.
Reviewing Your Data
Each screen within the tool has a KSSiiB button. If you need a hard copy of introductory screen text
you may select this button to send a copy to your default printer. Selecting the KS3SB button on
data entry screens will direct you to a specific report under the Reports Menu. The data reports
provided by the Rail Tool are discussed in detail in the View Your Data Reports section of this guide.
Rail Carrier Tool Users Guide Part 3 I P. 22
-------
Entering Your Data
You must complete the first four sections of the Home screen in order. The next four sections of this
guide explain how to enter your data on each of the screens.
Section 1 Data Entry: Enter Partner Name
Here you must specify your company's Partner Name, exactly as you want it to appear on the SmartWay
website. For example, if your company's name includes "Inc." or "Ltd.", you may choose not to include
that in your Partner Name. Please also pay special attention to proper capitalization, abbreviations, and
punctuation.
SmartWay Rail: Home
•SmartWay
Report Year
2014
United States Version: 2.0.14
Released on: 2/3/2015
Please complete the following steps. Check boxes on the left indicate successful completion of each step. For more
information, select the 'Help' button.
1. Enter Partner Name (Exactly as t should appear on the SmartWay website):
4, Select Fleet for Data Entry (Double-click the fleet name or select and hit Enter):
Partner Profile / Logo Info / Suggestions
View Your Data Reports
* After selecting this option, be sure to carefuBy read aH directions before proceeding.
r View Tool as a Partner
Page R-5
Figure 20: Enter Partner Name on Home Screen
Rail Carrier Tool Users Guide Part 3 I P. 23
-------
Section 2 Data Entry: Enter Company and Contact Information
PLEASE REFER TO WORKHEET #1: Company Contact Information from Part 2 of this guidance to
complete this section of the Rail Tool.
From the Home screen, select the button that says "Enter Contact Information".
SmartWay Rait; Home
•SmartWay
Report Year
2014
United States Version: 2.0.14
Released on: 2/3/2015
Please complete the following steps. Check boxes on the left indicate successful completion of each step. For more
information, select the 'Help' button.
1. Enter Partner Name (Exactly as It should appear on the SmartWay webste):
Mountain Rail, Inc.
Enter Contact Information
Characterize your fleets
Select Contact
Information
4. Select Fleet for Data Entry (Double-click the fleet name or select and hit Enter):
Partner Profile / Logo Info / Suggestions
View Your Data Reports
7 ^^•gargsraregiTii^ningsi^^M _?]
* After selecting this option, be sure to carefully read atf directions before proceeding.
F View Tool as a Partner
Page R-5
Figure 21: Select Contact Information Button on Home Screen
You will then be taken to the Contact Information screens. These screens will ask you to, provide the
following information:
1. Company Information
2. Working Contact information
3. Executive Contact (Vice President or higher)
4. Other Contacts
Rail Carrier Tool Users Guide Part 3 I P. 24
-------
SmartWay: Contact Information
Working Contact Executive Contact
Addressl*
Address2
Oty*
Main Phone*
Web Site
545 Ocean Way
Suite 203
Austin
512-555-5555
State* 1"™ d ZIP* 78731 Country* USA
Toll Free \
www.MMl.com
There must be at least two different people that SmartWay can contact. The Working Contact is the person assigned to
work directly with EPA regarding timely and accurate Tool submission, and maintaining direct communication with
SmartWay.
The Executive Contact is the company executive who is responsible for agreeing to the requirements in the SmartWay
Partnership Annual Agreement and ensuring timely submission of the Tool to SmartWay. The Executive Contact should be
a Vice President or higher-level representative for the company.
Working Contact: _^J
Name ||Mr _lJ First* |Glenn HI
Last*
r
Johnson
|VP Operations
Executive Contact: |jj
Name |Mr- _IJ First* ]
Titie*
* - Required
HI
r
Last*
jshephard
I CEO
Figure 22: Entering Company and Contact Information
Each field marked with an asterisk must be filled out. You will not be able to submit
the Tool to SmartWay without this information.
Steps for Entering Contact Information:
Under the Partner Information tab:
1. Enter the Company data.
2. Enter the Working Contact name and title.
The Working Contact is the individual designated by the Executive Contact to directly interface
with SmartWay regarding specific tasks involved in the timely submission of the Tool. The
Working Contact is responsible for coordinating the assembly of information to complete/update
fleet data; completing and updating the Tool itself; maintaining direct communication with
SmartWay; and keeping interested parties within the company apprised of relevant
Rail Carrier Tool Users Guide Part 3 I P. 25
-------
developments with SmartWay. (NOTE: To ensure that e-mails from SmartWay/EPA are not
blocked, new contacts may need to add SmartWay/EPAto their preferred list of trusted sources.)
3. Enter the Executive Contact name and title
The Executive Contact is the company executive who is responsible for agreeing to the
requirements in the SmartWay Partnership Annual Agreement, overseeing the Working Contact
(as appropriate), and ensuring the timely submission of the Tool to SmartWay. The Executive
Contact also represents the company at awards/recognition events. This person should be a Vice
President or higher level representative for the company.
Under the Working Contact tab:
SmartWay: Contact Information
Contact Executive Contact Other Contacts
Please enter information about your Working Contact here.
Name
Glenn Johnson
• Use Partner Address •
Addressl*
Address2
City*
Phone*
Email*
645 Ocean Way
Suite 203
Austin State* |T* _^J
512^44^444 Ext) 212 Cell 512-7
glenn.johnson@mml.com
ZIP* 78731 County* JUSA
77-7777 Fax 1 512-888-8888
.
Confirm Email* |glenn.johnson@mml.com
- Required
Figure 23. Working Contact Information Screen
Enter the Working Contact information. If the Working Contact shares the same address as the
Use Partner Address
company, you may select the I ••••••••••••• I button to auto-populate the
address section of this record. Enter the email address twice to confirm its accuracy. When
confirmed a
will appear to the right.
Rail Carrier Tool Users Guide Part 3 I P. 26
-------
Under the Executive Contact tab:
martWay: Contact Information
Contact
Other Contacts
Please enter information about your Executive Contact here.
Name
Addressl*
Address2
City'
Phone*
Email*
|jack Shephard
Use Partner Address
645 Ocean Way
Suite 203
Austin
State* |™ jj ZIP*
78731
512-789-6789
Cell
Country* |
FaxF
pack.shephard@mml.com
Confirm Email* |jack.5hephard@mml.com
Required
Figure 24. Executive Contact Information Screen
Enter the Executive Contact information. If the Working Contact shares the same address as the
button to auto-populate the address
company, you may select the
section of this record.
Use Partner Address
Rail Carrier Tool Users Guide Part 3 I P. 27
-------
Under the Other Contacts tab:
artWay: Contact Information
Partner Information
Working Contact
Executive Contact
Please enter information about your additional contacts here.
Other Contacts:
Add New Contact
Edit Selected Contact
Delete Selected Contact
Figure 25. Other Contact Information Screen
1. Enter Other Contacts (if applicable) by selecting the
2. Enter the first Other Contact then click OK when done.
Add New Contact
I button.
Note: You must supply at least two unique contacts on the contact screen to ensure
EPA has access to at least two people for Tool submission follow-up.
NOTE: In some cases, companies with multiple fleets will gather information from
different sources within the company. You may find it useful to have this additional
contact information stored within the Tool.
You can add more contacts to the Other Contacts box by repeating this process. If you wish to
edit an existing contact's information, highlight the name you wish to edit and then select the
Rail Carrier Tool Users Guide Part 3 I P. 28
-------
Edit Selected Contact
button. You can remove an existing contact by highlighting the
contact and then selecting
Delete Selected Contact
To make sure you have filled out all required contact information, select
VALIDATE
SCREEN
.at the
bottom of the screen on the Partner Information tab. If any information is missing or invalid, a
dialogue box will appear informing you what additional information is required.
4. Next select the
. button to return to the Home screen and go to Step 3.
Section 3 Data Entry: Characterize vour Fleets
PLEASE REFER TO WORKHEET #2: Fleet Characterization of Part 2 of this guidance to complete this
section of the Rail Tool.
Next, on the Home screen select^^^^MSSBaaaitBays^^^^^Bl to display the Fleet
Characterization screen. This is the section where you will define the various components of your fleets.
The Fleet Characterization screen is shown below:
SmartWay Rail: Fleet Characterization
SmartWay will list your company's fleet name(s) on the SmartWay website to indicate your participation in the SmartWay program. On the website, each
name will begin with your Fleet Name (Partner Name), followed by your Fleet Identifier.
In the first row below, edit the Fleet Name (Partner Name) so that it appears exactly as you want it to show within each fleet name. For example, if your
company's name includes "Inc." or "Ltd.", you may choose not to include that in your fleet names. Next, enter your Fleet Identifiers) exactly as you want
them to appear on the SmartWay website, recognizing that they will automatically receive your Fleet Name (Partner Name) as a prefix. If your company
has only one fleet, you may leave the Fleet Identifier field blank, in which case the fleet name will simply be the Fleet Name (Partner Name).
ONLY ENTER FLEETS IN YOUR COMPANY THAT A CUSTOMER WOULD HAVE DISCRETION TO HIRE. DO NOT INCLUDE INTERNAL DIVISIONS THAT ARE INVISIBLE
TO YOUR CUSTOMERS.
Select the Class for the fleet (1, 2, or 3) and the Fleet Contact person from the remaining drop-downs.
To add fleets, select the "Add Another Fleet" button at the bottom of the screen. You may delete a fleet by selecting the Delete box to the left of the
fleet name and then selecting the "Delete Checked Rows" button at the bottom of the screen. When you have added all your fleets, select the CREATE
FLEET(S) button at the bottom of this screen to create the data entry forms for your fleets.
Delete Fleet (Partner Name) -
Fleet Identifier-
Fleet Name (exactly as it will appear on the
SmartWay Website)
J
Fleet Contact-
fi~ (Mountain Rail, Inc.
Mountain Rail, Inc.
Delete Checked Rows
Add Another Fleet
Page R-10
Rail Carrier Tool Users Guide Part 3 I P. 29
-------
Figure 26: Blank Fleet Characterization Screen
Steps for Completing Fleet Characterization Screen:
For each fleet, you will need to specify:
• Fleet (Partner) Name: On the SmartWay website, each of your fleet names will begin with the
name of your company. This fleet name will be whatever you enter in the Partner Name field on
the Tool screen. By default, this field is automatically populated with the first 50 characters of
the Partner Name that is entered on the Home screen. You should specify the name so that it
appears EXACTLY as it you want it to show within each fleet name. (For example, if your
company's name includes "Inc." or "Ltd.", you may choose not to include that in your fleet
names.) Please pay special attention to proper capitalization, abbreviations, and punctuation.
• Fleet Identifier: Specify each fleet identifier exactly as you want it displayed on the SmartWay
website, including proper capitalization, any abbreviations, and punctuation. Remember that it
will automatically be combined with the Partner Name field.
• Class: Enter the Class of the associated rail fleet (1, 2, or 3).
• Fleet Contact: This contact should be one of the contacts you already identified in the Contact
Information section as the contact for each fleet. NOTE: A drop-down menu in the Tool will
supply this information; if there is a contact for the fleet that is not already listed in the Contacts
worksheet, you will need to go back to that screen to add the required contact information.
Adding Fleets
•
To enter another fleet, select the JjnummmnBj button. To delete a fleet, select the box next to the
Add Another Fleet
Delete Checked Rows
row you wish to delete, and then select the mmmmgjmyjff | button.
Once you have confirmed or modified the Partner Name and specified the Fleet Identifier, the full
SmartWay Website Fleet Name will be displayed on the screen to the right, exactly how they will be
displayed on the SmartWay website.
Rail Carrier Tool Users Guide Part 3 I P. 30
-------
SroartWay Rail: Fleet Characterization
SmartWay will list your company's fleet name(s) on the SmartWay website to indicate your participation in the SmartWay program. On the website, each
name will begin with your Fleet Name (Partner Name}, followed by your Fleet Identifier.
In the first row below, edit the Fleet Name (Partner Name) so that it appears exactly as you want it to show within each fleet name. For example, if your
company's name includes "Inc." or "Ltd.", you may choose not to include that in your fleet names. Next, enter your Fleet Identifiers) exactly as you want
them to appear on the SmartWay website, recognizing that they will automatically receive your Fleet Name {Partner Name) as a prefix. If your company
has only one fleet, you may leave the Fleet Identifier field blank, in which case the fleet name will simply be the Fleet Name [Partner Name).
ONLY ENTER FLEETS IH YOUR COMPANY THAT A CUSTOMER WOULD HAVE DISCRETION TO HIRE. DO NOT INCLUDE INTERNAL DIVISIONS THAT ARE INVISIBLE
TO YOUR CUSTOMERS.
Select the Class for the fleet (1, 2, or 3} and the Fleet Contact person from the remaining drop-downs.
To add fleets, select the "Add Another Fleet" button at the bottom of the screen. You may delete a fleet by selecting the Delete box to the left of the
fleet name and then selecting the "Delete Checked Rows" button at the bottom of the screen, when you have added all your fleets, select the CREATE
FLF_ET(S) button at the bottom of this screen to create the data entry forms for your fleets.
Fleet (Partner Name)
ll
Mountain Rail, Inc,
[Mountain Rail, Inc.
Fleet Identifier
Fleet Name (exactly as it will appear on the
SmartWay Website)
Mountain Rail, Inc.: Class 1
Mountain Rail, Inc.; Class 2
Final Fleet Names
T] |George Stephenson
Delete Checked Rows
Page R-10
Figure 27: Example Fleet Name Definition
Remember to create separate fleets for each entity your customers have discretion to
hire.
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 operations. Any details that you can provide
related to your operations will speed up approval time.
I
Please note the
ADD
COMMENTS
I 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
button will be highlighted in
Rail Carrier Tool Users Guide Part 3 I P. 31
-------
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 selected, these icons provide additional
information about specific items located on the screen.
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 Fleet Characterization screen. To add a new fleet, follow all of the
CREATE
FLEET(S)
instructions on the screen regarding defining your fleets, including selecting the mamnst^ button at
the end of the process. When you select 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.
NOTE: After selecting the CREATE FLEET(S) button you will be asked to confirm that you have identified
all of your fleets (see below). Select OK to proceed or CANCEL to add more fleets.
SmartWay
—
j, PLEASE CONRRM THAT YOU HAVE IDENTIFIED AND CHARACTERIZED
M> ALL OF YOUR FLEETS BY SELECTING "OK". OTHERWISE SELECT
"CANCEL" AND RETURN TO THE SCREEN TO ADD MORE FLEETS.
OK
Cancel
If you need to delete an existing fleet, simply check the box next to the fleet and then select the Delete
Checked Rows button.
As on the other screens there is a
button as well as an
ADD
COMMENTS
button. Selecting
will take you back to the Home screen (see Figure 24).
Rail Carrier Tool Users Guide Part 3 I P. 32
-------
Reviewing Fleet Status
On the Home screen, you will now see all the fleets you created listed in the window below item # 4:
Select Fleet for Data Entry.
SmartWay Rail; Home
SmartWay
Report Year
2014
United States Version: 2.0.14
Released on: 2/3/2015
Please complete the following steps. Check boxes on the left indicate successful completion of each step. For more
information, select the 'Help' button.
1. Enter Partner Hame (Exactly as it should appear on the SmartWay website):
7
7
|l»lountain Rail, Inc.
Enter Contact Information
lfl^^,y,'^m,m,^im
4. Select Fleet for Data Entry (Double-click the fleet name or select and hit Enter):
Mountain Rail, Inc.: Class 1 - Not Checked
Mountain Rail, Inc.: Class 2 - Not Checked
Fleet File
Status
Indicators
Partner Profile / Logo Info / Suggestions
View Your Data Reports
Generate Files to Send to EPA*
'After selecting this option, be sure to carefully read aff directions before proceeding.
F View Tool as a Partner
Page R-5
Figure 28. Home Screen - Fleet Status Prior to Activity and Fuel Data Entry
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.
Rail Carrier Tool Users Guide Part 3 I P. 33
-------
In addition to the status indicators above, you may also see an "Error" qualifier. Errors will prevent you
from generating the Internal Metrics Reports and must be addressed before you can submit your Tool to
EPA.
To add data to a particular fleet file, highlight the fleet name and then double-click. You will then proceed
to the tool Data Entry Screens.
Rail Carrier Tool Users Guide Part 3 I P. 34
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Section 4 Data Entry: Enter activity and fuel consumption information for each of
your fleets
Steps for Completing Power Units Screen
At this stage, you will be entering information about each fleet separately. For each fleet you will first fill
out the Power Units screen, shown below in Figure 29.
Rail: Mountain Rail, Inc.: Class 1
»—
Cars Operations
Please enter information on your power units. Select the dat
boxes provided. Next fill out the part B data. Finally, describe
Part A: Power Unit Inventory Pa
Select Data Input Method
<• 1, * of total Power Units
*~ 2. 3 Power unite - line haul vs. switch
^ 3. hours per tier
f 4. hours per tier - line haul and switch
jjj Engine Tier # of power Unrt5
^ non-tier I
i : !=
?
?
•>
?
H
ji=
a entry method (1 through 4) for part A, and then fill out the required information in the
the sources for all the data on this page in the text area below.
rt B. Total Locomotive Unit Mites/Year
, Unit Trains
, Way Trails
*> Through Trains
Subtotal
, 1 Train Switching |
1 Yard Switching |
Subtotal
Total |
scribe the source of information used to generate the user input values
3000 dwacters remaining
Page R-ll
Figure 29. Power Units Screen
PLEASE REFER TO WORKHEET #3: Power Units in Part 2 of this guidance to begin data entry for this
section of the Rail Tool. Use the instructions below if you have questions about filling in the data.
NOTE: If you are a new SmartWay Partner you should enter the most recent 12 months of data
into the tool. If you do not have a full year of operational data, please collect a minimum of
three months' data for input into the SmartWay Tool. In your next update year, you will be
required to submit a full year's data.
First, select your Data Input Method. You may select from four input methods, depending upon the type
of data you have available. Methods 1 and 2 only require the input of the number of power units by
engine tier level. Under Method 1 you may aggregate your fleet's line-haul and switch units together,
Rail Carrier Tool Users Guide Part 3 I P. 35
-------
while Method 2 requires that you report the unit type counts separately. Methods 3 and 4 are similar,
but require inputting hours of operation by tier, rather than unit counts. In general, Method 4 will
provide the most accurate estimate for NOx and PM emissions, followed by Method 3.
After selecting your preferred Data Input Method, please enter the tier-level data in the cells at the
lower left of the screen. These data are used to estimate your fleet's NOx and PM emission performance
levels. (See the Rail Tool Technical Documentation for details regarding emission performance
calculations.) The different engine tier-level definitions are provided in the ? help text to the left of the
cells.
Next, for Class 1 fleets only, enter your fleet's Total Locomotive Unit Miles/Year data under Part B.
Break out your unit miles data by line haul and switching categories, as appropriate. Note: the Part B
data entry section is not presented for Class 2 and 3 fleets, given the difficulty of obtaining this data for
smaller operations.
Finally, enter a detailed description of the data sources used to obtain your power unit data (e.g., R-l
Form section and line numbers for Class 1 carriers).
VALIDATE
SCREEN
You can select the ^"*"*"">"^* button to make sure you have filled out everything on this screen
properly.
Once your Power Units data has been validated as complete and correct, select the * button
or select the Cars tab at the top of the screen to proceed.
NOTE: The Cars tab is not active for Class 2 and 3 fleets given the difficulty in obtaining car-mile data
for smaller operations. For these fleets, proceed to the Operations tab.
Rail Carrier Tool Users Guide Part 3 I P. 36
-------
Steps for Completing Power Units Screen
PLEASE REFER TO WORKHEET#4in Part 2 of this guidance to complete this section of the Rail Tool.
Rail Tool: Mountain Rail, Inc.: Class 1
Operations
Please enter information on railcar miles below. These data are based on those provided in Rl report section 755 (Rl value x 1,000). You may
enter your company-specific car volume data by selecting the Review/Update Volume Data button below.
Total Railcar Miles/Year
Box-Plain 50' +
Box Equipped
Gondola Plain
Gondola Equipped
Hopper Covered
Hopper Open Top
Refrigerator Mechanical
Refrigerated Non -Mechanical
FiatTOFC/COFC
Flat General Service
Fiat All Other
Tank Under 22,000 gallons
Tank Over 22,000 gallons
All Other Cars
Work Equip & Company Freight
No Payment Car-Miles
Owned and Leased
Loaded Empty
Loaded
Empty
Total
Review/Update
Volume Data
[Currently using Default
volume data]
PageR-12
Figure 30. Cars Screen
Enter your Class 1 fleet's annual railcar miles for the reporting year on this screen, by car type (e.g., box,
gondola, etc.) and ownership type (Owned/Leased or Private). These data may be obtained from R-l
Report Section 755. If available you can also provide fleet-specific railcar volumes by car type, by
selecting the Review/Update Volume Data button (see Figure 31).
NOTE: Make sure to enter your car-mile data in actual miles, rather than 1,000's of miles (as reported
in the R-l forms).
NOTE: Hopper Open Top cars should include activity for both general service hoppers and special
service hoppers.
Rail Carrier Tool Users Guide Part 3 I P. 37
-------
SmartWay Data Volume by Car
Below are the default volume data by car type that will be used in
calculations. These values reflect national averages across Class 1 carriers -
see the Rail Tool Technical Documentation for details.
If you would like the Tool to use a different value, enter value(s) in the Fleet-
Specific column; the default value will be used for any car type where an
override value is not provided. Select OK to save and return or Cancel to
return without saving changes.
Default Values
(Qjft)
Fleet-Specific
Values {cu ft)
Box - Plain 40'
Box-Plain 50'+
Box Equipped
Gondola Plain
Gondola Equipped
Hopper Covered
Hopper Open Top
Refrigerator Mechanical
Refrigerated Non-Mechanical
FlatTOFC/COFC
Flat Multi-Level
Flat General Service
Flat All Other
Tank Under 22,000 gallons
Tank Over 22,000 gallons
All Other Cars
Work Equip & Company Freight
No Payment Car-Miles
4t555
7,177
7,177
5,190
5,190
4,188
4,220
6,202
6,202
6,395
13,625
6,395
6,395
2,314
3,857
5,014
5,014
5,014
Page R-13
Figure 31. Volume by Railcar Type
The Volume by Car screen shows the default (Class 1 national average) railcar volumes used in the Rail
Tool. (See the Rail Tool Technical Documentation for the sources of this data.) The railcar volume data
from this form will be used to estimate the grams per truck-equivalent mile performance metrics for your
fleet. You may enter your own fleet-specific volume data in the right hand column in order to override
the default values.
Rail Carrier Tool Users Guide Part 3 I P. 38
-------
Once your Cars data has been validated as complete and correct, select the ^^^^^^* button or
select the Operations tab at the top of the screen to proceed.
Steps for Completing the Operations Screen
PLEASE REFER TO WORKHEET #5 in Part 2 of this guidance to complete this section of the Rail Tool.
Rail Tool: Mountain Rail. Inc.: Class 1
Power Units Cars Operations
P
n
I
i^-
lease fill out the required information below. Ton-mile data are based on those provided in Rl report section 755 (Rl value x 1,000). Report line
umbers are referenced below.
ftll Freight
Fuel Used Unite Frejght Passenger Switching 21 Total
Diesd_?J (salons/year) \~ |~~ I~~
BbdadrB [ jj (gate/year) | | |
ING (galons/vear) |~~ | |
CMS i (cubtfeet) _*jjj r~ r~ r~
Sectric 8**/year) |~~ | |
1\ Gross Ton Miles/Vear | Rl: 755-104
? 1 Revenue Freight Ton Miles/Vear | Rl: 755-110
, 1 Non-Revenue Freight Ton Miles/Tear | Rl: 755-113
^g|| IJ^LJ m^-m C3 E3 k:
Page R-14
Figure 32. Operations Screen
You will enter your fleet's annual fuel consumption and ton-mile data on this screen. First enter annual
fuel use per year by fuel type (diesel, biodiesel, LNG, CNG, and electric) and train category (freight,
passenger, and switch). Petroleum diesel, biodiesel, and LNG entries must be in gallons per year. Specify
your CNG units using the associated drop-down menu, indicating standard cubic feet or gasoline-
equivalent gallons per year. Electricity use is specified in kWh/year.
If you enter biodiesel consumption data, you must also specify the blend level (between 0 and 100) in the
cell to the left.
Next, enter your gross, revenue, and non-revenue ton-mile data at the bottom of the screen. The
corresponding R-l form section and line numbers for these are indicated on the screen for Class 1 fleets.
Rail Carrier Tool Users Guide Part 3 I P. 39
-------
Once your Operations data has been validated as complete and correct you may return to the Home
screen.
NOTE: Make sure to enter your ton-mile data in actual miles, rather than 1,000's of ton-miles (as
reported in the R-l forms).
NOTE: Switch engine fuel usage should also include fuels used by Work Trains involved in track
maintenance (Schedule 750 line 6).
Viewing Your Fleet Status
Once you have returned to the Home screen, notice that the fleet for which you provided data now
identifies its status as "Complete." You may now highlight the next fleet if you have another one to
complete. Fill out unfinished fleets in the same manner as the previous fleet.
SmartWay Rail: Home
SmartWay
Report Year
2014
United States Version: 2.0.14
Released on: 2/3/2015
Please complete the following steps. Check boxes on the left indicate successful completion of each step. For more
information, select the 'Help' button.
1. Enter Partner Name (Exactly as it should appear on the SmartWay webste):
(Mountain Rail, Inc.
Enter Contact Information
Characterize your Fleets
4. Select Fleet for Data Entry (Double-click the fleet name or select and hit Enter):
Mountain RsJ toe.:
i . ...
- Mot Checked
Updated Fleet
Status
Indicator
6.
Partner Profile / Logo Info / Suggestions
View Your Data Reports
* After selecting this option, be sure to carefully read al directions before proceeding.
r View Tool as a Partner
PageR-5
Figure 32. Home Screen after Data Entry for First Fleet
Rail Carrier Tool Users Guide Part 3 I P. 40
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Provide Additional Information
After completing Steps 1 - 4 on the Home screen, you may provide EPA with additional information
regarding your company, potential use of the SmartWay Logo, and general feedback regarding the
SmartWay Program. This information is optional and is not required in order to submit your Rail Tool
data to EPA.
Partner Profile / Logo Info / Suggestions
Selecting the
Additional Information screen (see Figure 33).
button on the Home screen will open the
SmartWay Additional Information: Mountain Rail, Inc,
Suggestions
Providing your information on THIS PAGE is OPTIONAL. SmartWay will use the information you submit via this page to make a PUBLIC partner company
page on the SmartWay website. Please limit your responses to the specific questions asked as SmartWay will review your submission for appropriateness.
SmartWay will not edit the data for spelling or grammar so please make sure it appears below EXACTLY as you want it displayed.
Partner Name: Mountain Rail, Inc.
Link to your company's environmental or SmartWay web page:
http://
Executive Officer's quote on your SmartWay participation: (500 characters max)
Description of your best investment in emissions or fuel saving best practices: (3000 characters max)
Goal for SmartWay participation: (3000 characters max)
My company encourages other companies to join SmartWay to improve their efficiency by: (1000 characters max)
PageR-19
Figure 33. Partner Information Screen
Rail Carrier Tool Users Guide Part 3 I P. 41
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Use this page to provide information you would like to share publicly. Information should be entered in
the text boxes displayed. Use the scroll bar to the right to display additional questions. SmartWay will
use this information to create a SmartWay Partner profile page for your company on the SmartWay
website. You do not need to complete every question. SmartWay will NOT edit for spelling or grammar,
so make sure the text is exactly as you wish it to appear. If your company contains public relations
functions, you may want them to review this information before submittal, however, keep your
SmartWay due date in mind. SmartWay WILL review this data for appropriate content. Information
provided should be informational in nature, and speak to the question.
Figure 34 shows the Logo Qualification screen. The SmartWay Partner Logo is provided at the company
level to Partners that meet SmartWay's Partner environmental performance thresholds. Use this screen
to provide information regarding your qualification for, and planned use of, the Partner Logos.
Additional information on Logo qualification and use can be found by selecting the
SmartWay Partner Logo Information
! button.
SmartWay Additional Information: Mountain Rail, Inc
Partner Information
The SmartWay Partner Logo is available to all Partners in good standing within the SmartWay program. To be in good standing you must submit your
SmartWay materials by the appropriate due date. Due dates are posted on the SmartWay website at epa.gov/smartway. The SmartWay Logo use
guidelines and Logo graphic files are accessible online - please select the button below for information.
Partner Name: Mountain Rail, Inc.
SmartWay Partnership Logo
!~~ I have read the SmartWay Logo Use Guidelines webpage,
!~ I have read the SmartWay Logo Graphics Standards and Usage Guide (on webpage).
P I agree to abide by SmartWay's logo use guidelines should I earn the right to use the SmartWay Partner Logo.
If I qualify for the SmartWay Partner Logo, I intend to use it on the following: (does not constitute a commitment to actually do it)
l~~ My website
l~~ Marketing materials
l~ Internal company materials
r Business Cards
l~~ Advertising
r Apparel
P Briefings/presentations
l~~ Company Letterhead
P Email Signature
FFlag
!~ Company exhibit booth
SCROLL FOR MORE OPTIONS —
Page R-20
Figure 34. Logo Qualification Screen
Rail Carrier Tool Users Guide Part 3 I P. 42
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Figure 35 displays the Suggestions screen. You may respond to some or all of these questions in order to
provide feedback regarding the various aspects of the SmartWay Program. SmartWay values your
feedback. Any information you provide will be used to improve the program, and will be kept
confidential. Use the scroll bar to the right to display additional questions.
SmartWay Additional Information: Mountain Rail, Inc
Partner Information
Logo Qualification
OPTIONAL SMARTWAY SATISFACTION AND FEEDBACK SURVEY
We are always trying to improve the SmartWay program and provide better service to our partners. By filling out this optional survey, you can help us improve the
program. Thank you.
Partner Name: Mountain Rail, Inc.
r
r
r
Please answer Yes or Ho
Do you read the Tool User Guides?
Do you read the Tool Technical Documentation?
Do you regularly visit the SmartWay website?
On a scale of 1 to 10,10 being the best:
How do you rate the SmartWay Tool?
How do you rate the SrnartWay User Gukie?
How do you rate the SmartWay Technical Document?
How do you rate the SmartWay Website?
How do you rate SmartWay support materials?
On a scale of 1 to 10,10 meaning strongly agree:
I understand the goals of the SrnartWay program
I understand how to participate in the program
I understand and know how to find information on the SmartWay website
I understand this SmartWay Tool
I understand the SmartWay emission factor ranking system
I understand the SmartWay Partnership togo guidelines
No
r
r
r
Page R-21
Figure 35. Suggestions Screen
Once you have completed these three screens, select the
screen.
button to return to the Home
Rail Carrier Tool Users Guide Part 3 I P. 43
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Viewing Reports
Once you are ready to continue, select
will take you to the following screen:
SmartWay Reports
View Your Data Reports
from the Home screen which
Please select the report YOU would like to view.
Internal Metrics Report
Fleet Summary Report
Power Units Report
Operations Report
Comments Report
Partner Information Report
Estimates fleet-level CO2, NQx, and PM performance,
expressed in grams per ton-mile (gross, revenue and
non-revenue), and grams per mile (railcar and truck-
equivalent miles).
Displays the name, Class and contact for each fleet
defined.
Displays all of the data you entered in the Power Units
Information section.
Displays all of the data you entered in the Cars section.
Displays all of the data you entered in the Operations
section.
Displays all of the comments that have been entered
throughout the tool.
Displays the partner information, logo qualification and
suggestions you provided in Step 6.
Page R-15
Figure 36. View Fleet Reports Screen
Rail Carrier Tool Users Guide Part 3 I P. 44
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Selecting any of the green buttons on this screen will display the indicated data. Several reports
summarize the data you entered on specific data input screens, such as the Power Units, Cars, and
Operations Reports.
NOTE: The Comments Report 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 report to view questions and
comments from your Partner Account Manager after they receive and return your Tool.
Internal Metrics Report
Select the 1^ ••"••"'••'•'•••••ggg !1 button to review the performance of your fleet(s) in terms of
grams per ton-mile (gross, revenue and non-revenue), and grams per mile (railcar-mile and truck-
equivalent mile), by pollutant type.
If you have defined multiple fleets, a drop-down box will appear allowing you to select the desired fleet
for a given report type (see Figure 37 below).
Rail Carrier Tool Users Guide Part 3 I P. 45
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SmartWay Rail: Reports
Choose the appropriate fleet from the drop-down and then select OK to run the report:
Rail lj Inc.: Eastern
I Rail 1, Inc.: Western
Figure 37. Fleet Selection Screen - Reports Menu
Rail Carrier Tool Users Guide Part 3 I P. 46
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Submitting Data to SmartWay
Congratulations! You are now ready to send your data to EPA.
Select the
Generate Files to Send to EPA:
Create submission file for EPA
•SmartWay
Report Year
2014
button, which will open the following screen.
Rail
United States Version: 2.0.14
Released on: 2/3/2015
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).
f~ I understand and agree to the terms of this agreement.
Page R-22
Figure 38. Creating Submission File for EPA
Select the checkbox to indicate you understand the terms of the SmartWay Partnership Agreement once
again. Next, a question will appear asking if you are an existing SmartWay Partner (Y/N). If you are, a
question will appear asking if you submitted your data the previous reporting year. If you have ever been
a SmartWay Partner you can enter your Annual Submission ID, which has been sent to you by your
SmartWay PAM via email. If you cannot locate your submission ID you can select the Email me my
SmartWay ID button to have your ID sent to you. Submission of the SmartWay ID is optional.
Rail Carrier Tool Users Guide Part 3 I P. 47
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Create submission file for EPA
SmartWay9
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).
19 I understand and agree to the terms of this agreement.
Please answer the question that appears below. Depending on your answer(s), additional questions may appear that also requires an answer. Your answers
will allow EPA to better process your submission.
Yes
Are you an existing Partner in SmartWay? <•
Did you submit data last year? ^
r
r
Please enter your SmartWay ID that your PAM sent you in an email, ff you do not have your SmartWay ID and you
were either the designated Working Contact or Executive Contact in last year's submission, you can use the link below
to have your SmartWay ID emailed to you.
Email me my SmartWay ID
N834KD98|
You are now ready to create your xml file. The tool will also automatically save your jcml file and .xls file ab C:\Users\DPreusse\Documents\EPA SmartWay
\RAIL\201S0120\corrected (v3) unless you designate another location. Please select the NEXT button below to continue.
Page R-22
Figure 39. Completed Submission File Screen
When ready, select NEXT to create a file with the following naming convention:
Rail_PartnerName_Year_VO. xml 1
For example, Rail_ABCompany_ 2014 _VO.xml
where PartnerName is your company's name as entered for Step 1 on the Home screen, and Year
indicates the year for which you are submitting your data.
Next specify the folder where you would like to save the xml file, and the following screen will appear.
If you create the XML file multiple times the file name will increment each time (e.g., Rail_ABCompany_2014_V1.XMLfor the
second iteration, etc.
Rail Carrier Tool Users Guide Part 3 I P. 48
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SmartWay - Instructions for Submitting Fi
"SmartWay
CONGRATULATIONS! Your SmartWay submission files are now located at:
Excel File
|C:\smartway\Rail_Mountain Rail, Inc_2014_Vl.xls
XML File
| C:\smartway\RaiLMountain Rail, Inc_2014_Vl.XML
The .xls file is the file that you can view in MS Excel to look at your data reports, or view year-to-year comparison, etc.
Please make sure you keep this file in a safe place within your company so that you may refer to it when you complete
your SmartWay submission next year.
The .xml file is a file that copies the data you input into the tool into a much smaller file. If you open this file it will look
like a big string of data and will not be useful for your own viewing. SmartWay created this function because some
partners had mailbox size limitations and thus couldn't mail the large .xls Excel file.
If you can, please email both files to SmartWay. If your mailbox can't send the .xls file, you may send the .xml data file
only. YOU MUST RETRIEVE THIS FILE(s) FROM THIS FOLDER AND EMAIL THE FILE(S) TO SMARTWAY IN ORDER TO
COMPLETE YOUR SUBMISSION. Please open an email message, attach the new file(s) and send to
5martway_tran5port@epa.gov, or to your Partner Account Manager (PAM) if your company has an existing SmartWay
Partner.
If you have any questions on this submission process, please contact your PAM, or the SmartWay Call Center at (734)
214-4767 or email srnartway_transport@epa.gov. Once SmartWay has received your file, it will be reviewed and you will
receive an acknowledgement of acceptance.
Figure 40. Instructions for Submitting xml File to EPA
Follow these instructions for submitting your xml and xls files to SmartWay. Note that the xml file is
approximately 10 times smaller than the xls files the Tool generated in the past. Upon selecting NEXT, a
screen will appear that allows you to close the Rail Tool or return to the Home screen.
NOTE: DO NOT ZIP the File. Send it to EPA as a normal file attached in an e-mail. EPA security will not
allow zipped files through the EPA firewall.
NOTE: DO NOT CHANGE THE NAME OF THE XML OR XLS FILES.
NOTE: DO NOT DELETE YOUR EXCEL (XLS) TOOL-SAVE THIS FILE FOR YOUR REFERENCE.
Rail Carrier Tool Users Guide Part 3 I P. 49
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Troubleshooting the Tool
Although the SmartWay Tools have been tested extensively, you may encounter errors. Intermittent
errors have been encountered when opening the Tool directly from the SmartWay website, or from an e-
mail, rather than from a drive, or when multiple Excel files or other applications are open simultaneously.
If you encounter an error during use of the Tool, please try restarting the Tool directly from a disk drive,
with all other Excel files and applications closed. In addition, make sure that your computer is using a
system and application version validated for use with the SmartWay Tools (Windows XP or later
operating system, and Excel 2003 or later version).
If you continue to encounter problems, please make a screen capture of the error message, and save the
Tool at that point. (You can make a screen capture by pressing Alt-Print Screen, and then pasting the
image into a document such as MS Word.) Then send the screenshot, along with the saved Tool to your
Partner Account Manager for further assistance.
Proper Calculation Setting
By default, Microsoft Excel is set to automatically calculate formulas. If values within your Tool are not
calculating automatically, then your Excel may be set to "Manual". Follow these instructions to change
your Excel Calculation setting.
Office 2010
Choose the "Formulas" tab. Select the "Calculation Options" button in the "Calculation" section to view
the drop-down list of options. Choose "Automatic" from the list of options to switch to automatic
calculation.
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Rail Carrier Tool Users Guide Part 3 I P. 50
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Office 2003
From the tools menu, select "Options". When the Options dialog box is displayed, select the "Calculation"
tab. Under the Calculation section, select the "Automatic" radio button and then select "OK".
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Rail Carrier Tool Users Guide Part 3 I P. 52
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