Transport Partnership
U.S. ENVIRONMENTAL PROTECTION AGENCY
Multi-modal Partner Tool:
Data Entry and Troubleshooting Guide
2014 Data Year - United States Version
2.O.14 k
United States
Environmental Protection
Agency
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Transport Partnership
U.S. ENVIRONMENTAL PROTECTION AGENCY
Multi-modal Partner Tool:
Data Entry and Troubleshooting Guide
2014 Data Year - United States Version
2.O.14 ^
Transportation and Climate Division
Office of Transportation and Air Quality
U.S. Environmental Protection Agency
United States Office of Transportation and Air Quality
Environmental Protection EPA 420 B 15 072
May 2015
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Table of Contents
TABLE OF CONTENTS 3
INTRODUCTION 5
DOWNLOADING AND SETTING UP THE TOOL 7
SOFTWARE AND HARDWARE REQUIREMENTS 7
DOWNLOADING THE SMARTWAY MULTI-MODAL CARRIER TOOL 7
How TO SET SECURITY LEVELS FOR THE SMARTWAY TOOLS 7
Security Settings For Excel 2007 Users 8
Security Settings For Excel 2010 and newer Users 13
BASIC ORGANIZATION OF THE SMARTWAY MULTI-MODAL CARRIER TOOL 18
REVIEWING THE INTRODUCTORY SCREENS 20
THE "SMARTWAY INTRODUCTION" SCREEN 20
THE "SMARTWAY PARTNER AGREEMENT" SCREEN 22
SMARTW AY TOOL SELECTION SCREEN 23
REQUIRED INFORMATION SCREEN 24
SUMMARY GUIDANCE SCREEN 24
SMARTW AY PARTNER SCHEDULE SCREEN 26
THE US/CANADA OPERATIONS SCREEN 26
BASIC OVERVIEW OF HOW TO COMPLETE THE TOOL 29
SECTIONS OF THE TOOL 30
ENTERING YOUR DATA 31
VALIDATING YOUR DATA 31
SAVING YOUR DATA 31
REVIEWING YOUR DATA 31
PROVIDING PARTNER PROFILE/LOGO INFORMATION/SUGGESTIONS 32
SUBMITTING DATA TO SMARTW AY 32
ENTERING YOUR DATA 34
SECTION 1 DATA ENTRY: ENTER PARTNER NAME 34
SECTION 2 DATA ENTRY: ENTER COMPANY AND CONTACT INFORMATION 35
SECTION 3 DATA ENTRY: DEFINE YOUR COMPONENT FLEETS 40
SECTION 4: DOWNLOAD SMARTWAY CARRIER DATA FILE 56
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 3
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SECTION 5 DATA ENTRY: ENTER FUEL AND/OR ACTIVITY INFORMATION FOR EACH OF YOUR
COMPONENT FLEETS 58
SECTIONS DATA ENTRY: DEFINE YOUR COMPOSITE FLEETS 58
SECTION 7: PROVIDING ADDITIONAL INFORMATION 63
SECTIONS: VIEWING YEAR-TO-YEAR REPORTS 66
SECTION 9: VIEWING OTHER REPORTS 68
SECTION 10: SUBMITTING DATATOSMARTWAY 70
TROUBLESHOOTING THE TOOL 73
APPENDIX A - CALCULATING COMPOSITE FLEET PERFORMANCE METRICS 76
APPENDIX B-WORKSHEETS 78
WORKSHEET #1: COMPANY AND CONTACT INFORMATION 79
WORKSHEET #2: COMPONENT FLEET CHARACTERIZATION 80
WORKSHEET #3A: IDENTIFY COMPOSITE FLEETS AND COMPOSITE FLEET DETAILS 81
WoRKSHEET#3B: ALLOCATE COMPONENT FLEETS 82
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 4
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Introduction
This guide is the second of two guides available to help your company participate fully in the SmartWay
Transport Partnership as a Multi-modal Carrier Partner.
The first guide, the Multi-modal Carrier Tool "Quick Start Guide/' provides a basic walk-through of the
process of identifying, gathering, preparing, and submitting your data using the SmartWay Multi-modal
Carrier Tool. (From this point on, this guide will refer to the SmartWay Multi-modal Carrier Tool as the
"Multi-modal Tool" or simply, the "Tool," for brevity.)
The Quick Start Guide may be all you need to successfully complete the Multi-modal Carrier Tool.
This guide, the Multi-modal Carrier Tool "Data Entry and Troubleshooting Guide," is intended to
supplement the Quick Start Guide and provide more detailed information for completing your tool
submission.
The Table of Contents for this guide is designed so that you can find the relevant information on specific
topics without reading the entire guide.
In this guide, you will learn how to enter the fleet composition and activity data you collected (as
mentioned Quick Start Guide and the online data entry forms it references) into the Multi-modal Carrier
Tool. This guide covers:
• Downloading and setting up the Tool to run properly
• Basic organization of the Multi-modal Carrier Tool
• Entering your data
• Viewing fleet performance summary data
• Submitting data to SmartWay
• Troubleshooting the Tool
• Appendices
WARNING!
Completing this Tool requires a considerable amount of information about yourfleet(s). There
are many sections and screens to complete for each fleet. While you will have the ability to
save your Tool along the way and return to it at anytime, we STRONGL Y ENCOURAGE you to
review the Quick Start Guide to understand key information about joining the partnership and
preparing the required data BEFORE attempting to complete the Tool.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 5
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PART 1:
DOWNLOADING AND
SETTING UP THE TOOL
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 6
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Downloading and Setting up the Tool
SOFTWARE AND HARDWARE REQUIREMENTS
The Multi-modal Carrier 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 Multi-modal Carrier Tool requires the following software and hardware:
• A 2007 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 application
suite) does not currently support the macros used in the SmartWay tools. Therefore SmartWay tools
do not 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 Multi-modal Carrier Tool.
We encourage you to make sure that you virus software is up to date, and scan your PC before putting
data in the Multi-modal Carrier Tool.
DOWNLOADING THE SMARTWAY MULTI-MODAL CARRIER TOOL
To download the Multi-modal Carrier 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
2007, 2010, or 2013).
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 7
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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
Options...
button that appears after the Security
Warning just below the menu bar (Figure 1). Detailed instructions are also provided on
the screen itself.
* Ul' Attll
• ~0ft
) ••- - • «
«
Security Settings for the Smart
- In order to run this application.
J A" .- " •
., ,
rVay Tools
you must nave m
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NUM»H
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'
LS.
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For Exeat 2007 and Excai 2010 Uiera: ftf jrar/H/e uwraj f-xire/ ^003 pJsase SCTD//rfown J
if an 'Options ' nuflon apf^flrs. in me menu nar ahfwe. ronow rtwqfi irKirud^arts
1 Sdect the Options bnunon. Tnts ouoon appears after the Security Warreng in Ehe Excel 2007 menu bar.
? Frw!]te caritEHS In Ihe ^KJOSO!) OffinH Swciunlv OfHiarra (JaakHj box. chcrase 'Fnabltf ItiiK t:ont«iil' and select OK
If me "Opftorts " burton does not appear, use (he mstnjcliorts betow (NOTE ff you do na have a rouri Office button (as
K^xnvn in Ihe pidure b«lcnv). yaiiiirw pioljeb^ using an earh«r ver^iwi of Fxeel in wfitrh rase you rt»?ed [o scroll tolhe
inaniciions tor E XCPI ^()i):i us^s ]
1 Select the Office button This button appears art the top left comer of the screen in Excel 2QQ7C01Q
? Co In Fw:ei CifHior^ finlwl Us« Fxc^l OpiitHis" hirtlon in ihe liolEmn nghl corrwr of im [MiS-ttown menu
3 Go lo the Trust Cenlur On the hxcel Options snc«n. S^IHL.I on Trust Carrier iri the ktrl riHviqalion tmr
4 Go to the I rust Certer Settings. Select on I rusl Center Settings jn th« ooflom ngnt potion of the screen
5 Change security sctiings CrwosoBw sorting'Disable all macros with notification* and select OK
(• !iH
-------
Microsoft Office Security Options
0
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: \smartA'av '^Shipper, xls
O Help protect me from unknown content (recommended)
© finable :•-»; :;rre">;j
"..," •>:
OK Cancel
Figure 2: Security Options Dialogue Box
The Welcome Screen for the Truck Carrier 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 k^flbutton (in the top left corner of the screen) and then
button in the bottom right corner of the pull-down menu (Figure 3A).
select the ^ B
-------
On the Excel Options screen, select Trust Center in the left navigation bar (Figure 3B):
Popular
Formulas
Proofing
Save
Advanced
Customize
Add-Ins
Trust Center
Resources
Change the most popular options in Excel.
Top options for working with Excel
Click the "Trust
Center" button
election <
Color scheme: Blue vl
ScreenTip style: Showfeature descriptions in ScreenTips
Create lists for use in sorts and fill sequences: [ Edit Custom Lists,..
When creating new workbooks
Use this forit:
Font size:
Body Font
11
Default view for new sheets: Normal View
Include this many sheets: 3
Personalize your copy of Microsoft Office
JJser name; |MHeyward
Choose the languages you want to use with Microsoft Office: Language Settings..
Figure 3B: Excel Options Drop-Down Menu
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 10
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When the Trust Center options display opens, select Trust Center Settings in the bottom right portion of
the screen (Figure 4):
Excel Options
Popular
Formulas
Proofing
Save
Advanced
Customize
Add-In 5
Trust Center
Resources
BE
\J 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 security from Micros CGHtGT bGttlHgS
Microsoft Windows Security Center buttOH
Mj .cros of t_Tr_u at worthy Cqrnputinq ^
v J\^
Microsoft Office Excel Trust Center -^l
secure. We recommend that you do not change these settings. Trust Center Settings...
OK Cancel
Figure 4: Trust Center Settings Screen
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 11
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Choose the setting "Disable all macros with notification" (Figure 5) and select OK.
Trust Center 0®
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 DJSSulS
O Disable aM macros without notification ^^»^ 1
0 Disable all macros with notification "^^^^ a" HiaCrOS WJth
1 IU LI 1 1 La LI Ul 1.
O Enable all macros (not recommended; potentially dangerol
Developer Macro Settings
O Trust access to the VBA project object model
| OK J Cancel
Then run the Tool.
Figure 5: Macro Settings Screen
If, at this point, the Tool does not open, review the "Software and Hardware Requirements" on page
7. If you after reviewing this section, you cannot determine how to correct the problem, contact your
SmartWay Partner Account Manager.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 12
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SECURITY SETTINGS FOR EXCEL 2010 AND NEWER USERS
The default settings for Excel 2010 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.
>|v
Home Insert Page Layout References Mailings Review View Developer Add-Ins
Protected View This file originated as an e-mail attachment and might be unsafe. Click for more details, Enable Editing
Figure 6: The Enable Editing Button
3) Depending on your Excel macro security settings, you may receive a
popup. If you do, simply select the button. This will enable macros
in the tool you just opened.
!
Security Warning Some active content has been disabled. Click for more details. Enable Content
Security Settings forthe Tool
A
1 Security Settings for the Tool
2 (Pour des Instructions en franc.als, faites defiler vers la droite.~>)
In i-irHor tsv ri in f hie aonlir-atinn \im i mi let hawa mas* me ana
Figure?: 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
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 8):
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 13
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Microsoft Excel
|f View Add-Ins Nuance PDF
•
m
_ CT T
§
fi
• - . . r~nd«t
-
Cells Editing
1
Figure 8: Excel 2010 Options Drop-Down Menu
On the Excel Options screen, select Trust Center in the left navigation bar (Figure 9):
Advar
Customize
Add-In s
Trust Center
' djl Change the most popular options in Excel.
Top options tor working with Excel
0 Show MiniToolbar on selection •
0 Enable Live Preview '
D Show Developertab in the Ribbon •
0 Always use GearType
Color scheme: I Blue vl
ScreenTip style: Show feature descriptions in ScreenTips
~~
When creating new workbooks
Use this font
Font size:
Default view for new sheets:
Include this many sheets:
Personalize your copy of MicrosoH Office
User name: |MHeyward
Choose the languages you want to use with Microsoft Offic
| Language Settings...
Figure 9: Excel 2010 Options Drop-Down Menu
When the Trust Center options display opens, select Trust Center Settings in the bottom right portion of
the screen (FigurelO):
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 14
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Excel Options
Popular
Formulas
Proofing
Save
Advanced
Customize
Add-In s
Trust Center
Resources
Help keep your documents safe and your computer secure and healthy.
Protecting your privacy
Microsoft cares about your privacy. For more information about how Microsoft Office Excel helps to protect your privacy,
please see the privacy statements,
5ho'..vthe Microsoft Office Ex.ce! privacy statement
Microsoft Office Online privacy statement
Customer E/penence Improvement Program
Security & more
Learn more about protecting your privacy and securityfrom Microsoft Office Online.
Microsoft Windows Security Center
Microsoft Trustworthy Computing
Microsoft Office Excel Trust Center
The Trust Center contains security and privacy settings, These settings help keep your computer
secure, We recommend that you do not change these settings.
Figure 10: Trust Center Settings Screen
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 15
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Choose the setting "Disable all macros with notification" (Figure 11) and select OK.
Trust Center
Trusted Publishers
Trusted Locations
Add-ins
ActiveX Settings
Macro Settings
Message Bar
External Content
Privacy Options
BE
Macro Settings
i-or macros m a cum nts not in a trusted location: ff~~ ~~\
O Disable .1 ma ros without notification 1 Select
O Enable ma os (not recommended; potentially dangerous code can run)
Developer Macro Settings
O Trust access to the VBA project object model
1 QK j [ Cancel ]
Figure 11: Macro Settings Screen
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 16
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PART 2:
TOOL ORGANIZATION
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 17
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Basic Organization of the SmartWay Multi-modal Carrier Tool
The Multi-modal Carrier Tool is the basis of the SmartWay Partnership for Multi-modal Carriers.
Completion and submission of a Multi-modal Carrier Tool is the first step to becoming a SmartWay
Multi-modal Carrier Partner. Your Tool submission must be approved by EPA before you are officially a
Partner.
The Multi-modal Carrier Tool is organized around
• information screens
• forms or worksheets
• reports and summaries
Each screen or form opens up within a Microsoft Excel spreadsheet. The screens generally look like the
one shown here:
STiaitWay Introduction
5martWays
Report Year
2014
OMB 2060-O663
Expiration Date 07/31/2017
(Revised 2014}
Multi-modal
United States Version: 2.0.14
Released on: 5/19/2015
Introduction
Welcome to the SmartWay Multi-modal Tool. This version of the Tool encompasses ground truck, rail, air and barge movements.
For additional information such as the Tool user guide, technical manual or other support materials, select the button below:
Go To Multi-modal Page of the SmartWay Websit
Or call the SmartWay Helpline at: (734) 214-4767
Or email the Helpline at: srnartway_tran5port@-epa.gov
Tool Help and Navigation
Throughout the Too!, you will see numerous buttons. Becoming familiar with these buttons will make completing the Tool easier and faster. If a button contains
an underlined character, you can also select that button using the keyboard by typing the {At} key along with the underlined character.
Provides instructions for completing each screen
Allows you to add notes or clarifications (button
becomes yellow if a comment exists)
Checks your data input for missing or invalid
information
Enlarges the text on the screen
Sends an image of the screen to your default
printer
Screen
Demo
Proceed to the next screen
Return to the previous screen
Provides additional information about data entry
fields
Link to video instruction regarding Tool data entry
and use
FILING FORMS WITH THE FEDERAL GOVERNMENT AND ESTIMATED REPORTING BURDEN: Respondents are not required to file or replv to any Federal collection of information unless it has a
valid OMB control number. Public reporting burden for this collection of information is estimated to average 5.82 hours per response for initial registration, 2.66 hours for each annual update.
These estimates indude the tme 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 including suggestions for reducing this burden to: SmartWav 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 MM-1
Figure 12: Opening Screen of Multi-modal Carrier Tool
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 18
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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.
I
SmattWay Introduction
-SmartWay8
Report Year
2014
OMB 2060 0663
Expiration Date O7/31/2017
(Revised 2014)
Multi-modal
United States Version: 2.0.14
Released on: 5/19/2015
Figu re 23: Screenshot of Title of Screen/Form
Each screen contains text instructions or information about the program. Where applicable, the screen
will also include buttons linking to the SmartWay website or other sections of the Tool (e.g., the various
data entry screens); these buttons will be appear in green as shown below.
Go To Multi-modal Tool Page of the SmartWay Website
Figure 34 Screenshot of Button Link in the Tool
The screens also contain navigation buttons to direct you through the Tool.
ZOOM IN
Figure 45 Screenshot Navigation Buttons in the Tool
When a 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. You may also find additional, detailed instructional material on how
to successfully navigate and complete the different data entry screens within the Tool by selecting the
buttons at the bottom of selected screens.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 19
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Reviewing the Introductory Screens
Before you reach your data entry section of the Tool, you will move through seven 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 "Partner Schedule" Screen
• The "US/Canada Operations" Screen
The features of these screens are described below.
THE "SMARTWAY INTRODUCTION" SCREEN
The SmartWay Introduction screen is the first window that appears when the Tool is opened (Figure
16). 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 Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 20
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Smart Way Introduction
SmartWay9
Report Year
2014
OMB 3060 0663
Expiration Date 07/31/2017
(Revised 2014}
Multi-modal
United States Version: 2.0.14
Released on: 5/19/2015
Introduction
Welcome to the SmartWay Multi-modal Tool. This version of the Tool encompasses ground truck, rail, air and barge movements.
For additional information such as the Tool user guide, technical manual or other support materials, select the button below:
Go To Multi-modal Page of the SmartWay Website
Or call the SmartWay Helpline at: (734) 214^767
Or email the Helpline at: smartway_transportg>epa.gov
Tool Help and Navigation
Throughout the Tool, you will see numerous buttons. Becoming familiar with these buttons will make completing the Tool easier and faster. If a button contains
an underlined character, you can also select that button using the keyboard by typing the {Alt} 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 exKs)
Checks your data input for missing or invalid
information
Enlarges the text on the screen
Sends an image of the screen to your default
printer
Screen
Demo
Proceed to the next screen
Return to the previous screen
Provides additional information about data entry
fields
Link to video instruction regarding Tool data entry
and use
FILING FORMS WITH THE FEDERAL GOVERNMENT AND ESTIMATED REPORTING BURDEN: Respondents are not required tofileorreplytDanyFederal collection of information unfess it has a
valid OMB control number. Public reporting burden for this collection of information is estimated to average 5.32 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 including suggestions for reducing this burden to: SmartWay Transport Partnership, 200U
Traverwood, Ann Arbor, MI 43105, or the Office of Information and Regulatory Affairs, Office of Management and Budget, Washington D.C.
Page MM-1
Figure 16: SmartWay Introduction Screen
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 21
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THE "SMARTWAY PARTNER AGREEMENT" SCREEN
.TiartWay Partnership Annual Agreerre"t
SmartWay9
Report Year
2014
Multi-modal
United States Version: 2.0.14
Released on: 5/19/2015
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 your fleet(s) using EPA's SmartWay Tool. (Existing fleets must report the 12
months of data for the prior year ending December 31. NewV formed companies require a minimum of 3 months of operational data.)
2. Have performance results and Tool submlttal 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 EPA SmartWay Website and in retated 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 annual agreements.
5. The Partner agrees that it will not cbim 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 Partner.
6. Submittal of this SmartWay Tool annually 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. 38D1 - 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 MM-2
Figure 17: SmartWay Partner Agreement
After selecting 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 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.
To reach the data entry sections of the Tool, you must agree to this language to join the SmartWay
Transport Partnership by selecting check box at the bottom of the screen.
SmartWay Multi-modal Carrier 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
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 22
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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.
SMARTWAY TOOL SELECTION SCREEN
SmartWay offers several Tools tailored for different business models and fleets. Most trucking
companies will use the Truck Carrier 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 Tool to make sure it is the best option for
your operations.
S-nartWav Tool Selection
SmartWay*
Report Year
2014
Multi-modal
United States Version: 2.O.14
Released on: 5/19/2015
Is this the right SmartWay tool for me?
You operate your own managed fleet
(owned or leased) with less than 5% of
your freight contracted with outside
companies.
NO
You contract out more than 5% of your
freight (i.e., you are a 3PL, broker, freight
forwarder or non-asset based carrier.
NO
You operate your own managed fleet and:
Move 5% or more of your freight with a
third-party provider, or move more than
10% of your freight via rail, barge, and/or
air.
NO
Select this Button for
More Information
Page MM-3
Figure 18: 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.
Follow the flow chart in Figure 18 to determine which Tool is most appropriate for your fleet(s).
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 23
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Select the
Select this Button for
More Information
button for further details.
REQUIRED INFORMATION SCREEN
The next screen summarizes the information needed to complete the Multi-modal Carrier Tool. Select
in order to retain a hardcopy for reference as you complete the rest of the Tool.
STianVVay: Required Information
SmartWay*
Report Year
2014
Multi-modal
United States Version: 2.0.14
Released on: 5/19/2015
Following is a brief description of the information vou will need to complete this tool. For further details, please consult the Multi-
modal Tool User Guide.
Partner Information
• Company Namer Address, City, State, ZIP, Country, Main Phone, Website
• Working, Executive, and Other Contact Information:
- Name, Title, Address, City, State, ZIP, Country, Phone, Email
• SmartWay ID (for returning partners)
Company Characterization Information
• Company Names and Contacts
• Standard Carrier Alpha Codes (SCACs), Motor Carrier Numbers, DOT Numbers, NAICS Codes
• Fleet type (private/for-hire/dedicated)
• Operation Type and Body Type
Component Fleet Profile*
• Identification info
• Types of equipment
• Vehicle/Vessel/Aircraft use by type
• Fuel types and amount used
• Engine information
• Total ton-miles
• Total miles
Composite Fleet Characterization
• Composte Fleet names and associated Component Fleets
• Component Fleet Allocation Percentages
• Composite Fleet SCAC and/or Motor Carrier Numbers
* Specific data required will depend on the mode selected. Items above are general guidelines.
Page MM-5
Figure 19: Summary of Required Input Information
SUMMARY GUIDANCE SCREEN
The next screen provides guidance regarding use of the Multi-modal Carrier Tool, including an example
definition for different types of fleets defined within the Tool.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 24
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SmartVVay Multi-modal Summary
SmartWay9
Report Year
2014
Multi-modal
United States Version: 2.0.14
Released on: 5/19/2015
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, barge, rail, air, 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, 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 DivBion 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 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 Divsion, 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.
The Partner will create these 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 and hired dray operations [using the Logistics Tool)
4. For its rail fleet (using the Rail 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 Dwsion): 60% of its truckload fleet, 70% of its 3PL fleet
B. 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
C. Composite Fleet Three (Dray Division): 20% of its hired dray fleet, 60% of its own dray fleet
Page MM-6
Figure 20: Summary of Required Input Information
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 25
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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 21). 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.
SmartWay Partner Schedule I" ^^
SmartWay Partner Schedule and Data Flow Diagram
Tool release and due dates for 2015 calendar year using 2014 data
Feb
Aug
Oct
Dec
Truck Tool
Available January 7
Group 1
Due March 4
Group 2
Due April 8
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
Logistics Tool
Available July 8
Accepts Truck, Raii, Barge, Air,
and MM Data
Due September 16
Shipper Tool
Available October 3
Accepts Truck, Rail, Barge,
Air, MM, and Logistics Data
Due December 3
PageMM-7
Figure 21: Screenshot of the Shipper Schedule Screen
THE US/CANADA OPERATIONS SCREEN
The last screen asks for information about any operations you have in both the US and Canada.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 26
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Smart Way US / Canadian Operations
SmartWay9
Report Year
2014
Multi-modal
United States Version: 2.0.14
Released on: 5/19/2015
The SmartWay Transport Partnership is now being administered in the United States and Canada. The Partnership operates the same in both
countries, allowing partners to submit one tool for all of their US-Canada operations. Partners will be recognized by both national programs and
will be listed on both the US and Canadian SmartWay websites. The US and Canadian SmartWay tools produce the same output results, however
the Canadian tools use metric rather than English measurements and are available in French as well as English.
Partners should submit to the country where their headquarters is geographically located.
If unsure about which country to which you should submit, please contact either national SmartWay Program for assistance.
United States: httD://www.epa.aov/smartwav/
Canada: http://www.sm3rtwav.nrcan.ac.ca
To allow the United States and Canada to determine country-specific impacts for internal tracking purposes, please answer the following question
about your freight operation. This answer is not used in any calculations regarding your score so therefore can be approximate.
Please indicate the approximate percentage of your overall operations in the United States and Canada. ? |
85 % Operation in the United States
15 % Operation in Canada
"Page MM-S
Figure 22: US/Canadian Operations Screen
The SmartWay Transport Partnership is now being administered in both the United States and Canada.
The Partnership operates the same way in both countries; however, data collection for Canadian
Partners is collected in metric units and there are French translations of all Tool screens and guidance.
If your company operates in both the United States and Canada, note that you should ONLY SUBMIT
ONE TOOL. You may select either the US Tool or the Canadian Tool, and your Partnership participation
will be recognized in both countries. If unsure about which country to which you should submit, you
may contact either national SmartWay Program for assistance. Use the following program links:
United States: http://www.epa.gov/smartway/
Canada: http://www.smartway.nrcan.gc.ca
To allow the United States and Canada to accurately determine the impacts of freight operations in each
country, you are asked to complete a single screen indicating the approximate percentage of your total
operations that is US-based vs. Canada-based.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 27
-------
Once you have navigated through the seven introductory screens, you will be taken to the SmartWay
Multi-modal Carrier Tool Home screen.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 28
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Basic Overview of How to Complete the Tool
All data entry screens are reached by starting with the Home screen.
Figure 23 displays the structure of the Home screen.
SmarcWay Multi-modal: Home
SmartWay
Report Year
2014
Multi-modal
United States Version: 2.0.14
Released on: 5/19/2015
Please complete the following steps. Check boxes on the left indicate successful completion of each step. For more information, select the 'Help'
1. Enter Partner Name (Exact!/ as It should appear on the SmartWay website):
Enter Contact Information
3. Define Your Component Fleets
Download Latest SmartWay Carrier Data File
5. Select Component Fleet for Data Entry
Define your Composite Fleets
Partner Profile / Logo Info / Suggestions
Review Year-to-Vear Comparison
10.
View Your Data Reports
Generate Files to Send to EPA*
*After selecting ths option, be sure to carefullyread'afl'dfecfrons before
proceeding.
* m m • « • a I
Screen
Demo
Page MM-9
Figure 23: Main Tool Navigation or Home Screen
From the Home screen, you can:
1) Enter your Partner 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) Enter partner profile, logo information, and suggestions;
8) Review year-to-year comparisons;
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 29
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9) View results of your data entry; and
10) Create final version to submit to EPA.
SECTIONS OF THE TOOL
The Multi-modal Carrier Tool Home screen contains ten sections. Each section 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 Contact Information
a. Go To Contact Information Screen: This button takes you to a screen that asks for
general company contact information, a SmartWay working 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(s) of interest. The Multi-modal Carrier Tool
currently allows users to define truck, logistics, barge, air and rail component fleets.
b. When you select a Carrier mode, the software will automatically display screens where
you will define all of the fleets your company operates in each transport mode. You will
provide information describing the operation of those fleets.
4. Download SmartWay Carrier File
a. Download Latest SmartWay Carrier File: Select this button to download the latest
SmartWay Carrier performance data for use with logistic component fleets.
5. Select Component Fleet for Data Entry
a. View or change information for the selected component fleet: Select a component
fleet to provide the activity, performance and fleet composition information necessary
to calculate the efficiency metrics for your carrier fleet.
6. Define Your Composite Fleets
a. Define Your Composite Fleets: This selection will allow you to identify your composite
fleets (made up of one or more of your component fleet) and to allocate total annual
mileage and ton-miles across the corresponding component fleets. For example, a
"composite fleet" representing intermodal services might include three component
fleets - one logistics carrier and two truck carrier companies.
7. Partner Profile / Logo Info / Suggestions: In this optional step you can provide information
about your company's environmental accomplishments as well as potential use of the
SmartWay Logo, and give EPA feedback about the SmartWay Program.
8. Review Year-to-Year Comparison: This optional step allows you to compare previous year data
entries to one another or to the data entered for the current year. The comparison reports
provide a useful tool for performing quality control of current data, as well as a method for
evaluating trends in operation changes, activity levels and fleet performance over time.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 30
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9. View Reports: This button will display a reports menu screen which has multiple options for
viewing and printing all of the data, as well as performance data for either your Component
Fleets or your Composite Fleets.
10. Create Final Version
a. Generate Files to Send to EPA: This button creates a version of the Tool (in XML format)
and saves your Excel tool for you to send as attachments in an e-mail to your Partner
Account Manager (PAM). Selecting the OK button on this screen does not automatically
submit the files to EPA; you still need to submit them to EPA by attaching them in an e-
mail.
ENTERING YOUR DATA
The first six sections of the Home screen are mandatory, and should be completed in order. These
sections comprise all the data collection steps needed to complete your SmartWay Multi-modal Carrier
Tool. After they are completed, you can review your output and/or submit your files to EPA.
Once you complete each mandatory step, a I I will appear on the left of the screen.
VALIDATING YOUR DATA
The Tool includes range checks and other validation rules to help identify potential data entry errors
and/or unusual data values. To identify potential data problems and ensure a high quality data
submission, select the
VALIDATE
SCREEN
button before moving on to the next screen.
The Tool will identify any potential data problems on that screen and prompt you to modify the entry or
provide a text explanation for legitimate anomalies.
SAVING YOUR DATA
You can save the data you have entered at any time by selecting the ^*^^^™ button that appears
at the bottom of all screens (including the Home screen). EPA recommends saving your data frequently
if you are entering information for large numbers of fleets and/or vehicle classes.
REVIEWING YOUR DATA
Each screen within the Tool has a
PRINT
SCREEN
button. To generate a hard copy of screen text or your
data inputs, select this button. The screen will be printed on your default printer. Alternately, you can
identify the report of interest using the Reports Menu, and print them out for review. The data reports
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 31
-------
Go To Reports Menu
I section of this
are discussed further in the,
guide.
PROVIDING PARTNER PROFILE / LOGO INFORMATION / SUGGESTIONS
The Multi-modal Carrier Tool includes an optional section that allows you to provide EPA with additional
information regarding your company's environmental stewardship, potential use of the SmartWay Logo,
and general feedback regarding the SmartWay program.
SUBMITTING DATA TO SMARTWAY
Detailed instructions on properly submitting your data to EPA is included in this guide on page 70.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 32
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PART 3:
SECTION-BY-SECTION
DATA ENTRY GUIDANCE
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 33
-------
Entering Your Data
You should complete the first six sections of the Home screen (see Figure 24) 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.
• marWay Multi-modal: Hoire
•SmartWay
Report Year
2014
Multi-modal
United States Version: 2.0.14
Released on: 5/19/2O15
Please complete the following steps. Check boxes on the left indicate successful completion of each step. For more information, select the 'Help'
1. Enter Partner Name (Exactly as it should appear on the SmartWay website):
Enter Contact Information
3. Define Vour Component Fleets
Enter Name Here
4.
Download Latest SmartWay Carrier Data File
5. Select Component Fleet for Data Entry
Define your Composite Fleets
Partner Profile / Logo Info / Suggestions
Review Year-to-Year Comparison
li
10.
View Your Data Reports
Generate Files to Send to EPA
"After selecting this option, be sure to carefully readafl directions before
proceeding.
Screen
Demo
Page MM-9
Figure 24: Step 1 - Enter Partner Name
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 34
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SECTION 2 DATA ENTRY: ENTER COMPANY AND CONTACT INFORMATION
From the Home screen, select the Go To Contact Information Screen button.
SmartWay Multi-modal: Home
SmartWay
Report Year
2013
Multi-modal
United States Version: 2.0.13
Released on: 06/06/2014
Please complete the following steps. For more information, select the 'Kelp' button.
1. Enter Partner Name (Exadiy as it should appear on the SmartWay website):
I Multi-Modal 1, IncJ
Go To Contact Information Screen
3. Define Your Component Fleets
Download Latest Sma rtWay Carrier Data File
5. Select Component Fleet for Data Entry
Define vour Composite Fleets
Partner Profile / Logo Info / Suggestions
Review Year-to-Year Comparison
10.
Go To Reports Menu
Generate file to Send to EPA
Page MM-8
Figure 25: Accessing the Contact Information Screen
You will then be taken to the Contact Information screen. This screen will ask you to, provide the
following information:
1. Company Information
2. Working Contact information
3. Executive Contact (Vice President or higher)
4. Other Contacts
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 35
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Partner Information Working Contact Executive Con
.act Other Contacts
Addressl* J645 Ocean Way
Address2 |Suite203
City« (Austin state* \n _J ^p*
Main Phone* |512-555-5555 Toll Free
|78731 Country* |USA
Web Site jwww. 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- _l] First* |Glefln Ml| Last* Johnson
yitjg* |VP Operations
Executive Contact: |_?J
Name K jj First* Jack Ml| Last* |shephard
Titie* (CEO
* - Required
mm mm •• BS
9 HSU H^tJB
Page MM-9
Figure 26: 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
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 36
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communication with SmartWay; and keeping interested parties within the company apprised of
relevant developments with SmartWay.
NOTE: To ensure that e-mails from SmartWay/EPA are not blocked, new contacts may need to
add SmartWay/EPA to their preferred list of trusted sources.
3. Enter the Executive Contact name and title
The Executive Contact is the company executive who is responsible for agreeing to the
requirements in the SmartWay Partnership Annual Agreement, overseeing the Working Contact
(as appropriate), and ensuring the timely submission of the Tool to SmartWay. The Executive
Contact also represents the company at awards/recognition events. This person should be a
Vice President or higher level representative for the company.
Under the Working Contact tab:
SmartWay: Contact Information
Working Contact Executive Contact
Please enter information about your Working Contact here.
Name
Addressl*
Address2
City*
Phone*
Email*
Glenn Johnson
Use Partner Address
545 Ocean Way
Suite 203
Austin
ZIP* 78731
1512-444^444
glennjohnson@mml.com
State* |TX jj
1212 Cell|512-777-7777
Country* |uSA
Fax 512-888-8888
Confirm Email* |glenn.johnson@mml.com
' - Required
"Page MM-10
Figure 27: Working Contact Information Screen
1. Enter the Working Contact information. If the Working Contact shares the same address as
Use Partner Address
the company, you may select the • 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.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 37
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Under the Executive Contact tab:
Partner Information
Working Contact
SmartWay: Contact Information
Executive Conl
Please enter information about your Executive Contact here.
Name
Addressl*
Address2
City*
Phone*
|jack Shephard
Use Partner Address
645 Ocean Way
Suite 203
Austin
Stats*
ZIP* 78731
Country*
USA
512-789-6789
Cell
Fax
Email* |jack.shephard
-------
Under the Other Contacts tab:
SmartWay: Contact Information
Pa rtn er Information
Working Contact
Executive Contact
Please enter information about your additional contacts here.
Other Contacts:
Add Hew Contact
Edit Selected Con tact
Delete Selected Contact
"Page MM-12
Figure 29: Other Contact Information Screen
1. Enter Other Contacts (if applicable) by selecting the
Add New Contact
button.
2. Enter the first Other Contact then click OK when done.
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.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 39
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You can add more contacts to the Other Contacts box by repeating this process. If you wish to
edit an existing contact's information, highlight the name you wish to edit and then select the
Edit Selected Contact
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: DEFINE YOUR COMPONENT FLEETS
Understanding Component and Composite Fleets:
Multi-modal companies are somewhat more complicated to characterize than truck, rail or barge-only
companies. Often, multi-modal services are comprised of a wide range of truck, rail, barge, and/or dray
services that may be provided by the company or purchased from third party providers by the company.
To properly characterize the emission rates for multi-modal companies, one must account for this wide
variety of operations and service levels.
Note: Multi-modal rail freight is defined as any freight transported by a multi-modal
carrier, which may include intermodal containers as well as other cargo
configurations such as boxcars, tanker cars, etc.
To accomplish this SmartWay has developed the concept of "component" and "composite"
fleets.
Composite fleets are entities that your customers can hire to move their freight. For example you may
have a Truckload Division and an Intermodal Division, whereas Component fleets are organized around
your internal management of the company.
In the Multi-modal Carrier Tool you will be asked to input data for all of your component fleets which
will include those 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.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 40
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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 and hired dray operations (using the Logistics Mode selection)
4. For its rail operations(usingthe Rail 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 3 PL fleet
Composite Fleet Two: Intermodal Division
40% of its truckload fleet, 30% of its 3 PL fleet, 100% of its hired rail, 80% of its hired dray fleet,
and 40% of its own dray fleet
Composite Fleet Three: Dray Division
20% of its hired dray fleet, 60% of its own dray fleet
NOTE: Drayage operations should be included in the SmartWay Multi-modal Carrier
Tool if your company controls drayage movements (e.g., receives payments directly
to move the freight using your own drayage trucks, or purchases drayage services
directly from a third party).
SPECIAL CASE: Freight carried by a partner's component truck fleet (A) for their composite intermodal
business unit (B) should be allocated to business unit (B) in the "Allocate Component Fleets" tab
(accessed through Section 6. of the Home screen). It should not be added in the Logistics section of the
tool, which would create a risk of "double-counting" that freight.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 41
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Identifying Component Fleets:
On the Home screen select the pull-down menu next to "Define Your Component Fleets" to display the
available component fleet modes. The Multi-modal Carrier Tool currently allows users to define truck,
logistics, barge, air and rail component fleets. Other modes will be added to the Tool in the future,
including an ocean-going vessel.
Note that some terminology on the Define Component Fleets screens are slightly inconsistent between
the Truck mode and the others modes such as Logistics, however the modes generally work and act the
same. For example, "fleets" within the Truck mode are referred to as "Business Units" within the
Logistics mode.
SmartWay Multi-modal: Home
SmartWay
Report Year
2014
Multi-modal
United States Version: 2.0.14
Released on: 5/19/2015
Please complete the following steps. Check boxes on the left indicate successful completion of each step. For more information, select the 'Help'
1. Enter Partner Hame (Exact!/ as it should appear on the SmartWay website):
Multi-Modal 1, Inc.
Enter Contact Information
3. Define Your Component Fleets
Download Latest SmartWay >
Air
Barge
Logistics
Rail
Trudt
5. Select Component Fleet for Data Entry
Define your Composite Fleets
Partner Profile / Logo Info / Suggestions
Review Year-lo-Year Comparison
10.
View Your Data Reports
Generate Tries to Send to EPA
"After selecting fas option, be sure to carefully read ail directions before
proceeding.
Page MM-9
Figure 30: Selecting Component Fleet Modes on Home Screen
When you select a Component Carrier Mode, a set of screens will automatically appear allowing you to
characterize your fleet(s) for that mode.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 42
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There are five screens in the Truck Fleet Characterization section of the Tool. These screens are also
common to the Logistics mode:
1. Identify Fleets
2. Fleet Details
3. Operation Categories
4. Body Types
5. SmartWay Category
Screen 1: Identify 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.
SmartWay. Fleet Characterization - Truck
Identify Fleets
Fleet Details
Operation
Bodvlvpes
SmartWay Category
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 vour customers
can hire to move their freight. For example, component fleets might include truckload, dray, and/or 3PL fleets. Component fleets serve as the building
blocks for your Composite Fleets.
Truck Fleet names should start with your Company Name first (corresponding to the left hand column below), followed by the Fleet Identifier
(corresponding to the second column below). If your company has only one fleet, you may leave the Fleet Identifier field blank.
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 "Fleet Details" tab at the top of the screen to proceed to the next step.
Delete
Fleet (Partner Name)
Fleet Identifier
Fleet Name
Mult-Modal 1, Inc.
Intermodal Division
Multi-Modal 1, Inc.: Intermodal Division
Mult-Modal 1, Inc.
Truckload Division
MulS-Modal 1, Inc.: Truckload Division
Delete Checked Rows
Add Another Fleet
Page T-l
Figure 31: Identifying Component Fleets
Steps for Completing "Identify Fleets" Screen
Using data collected using Worksheet #2: Component Fleet Characterization in the Part II Workbook,
enter data for your first fleet:
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 43
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• Fleet (Partner Name): Each of your component fleet names will begin with the name of your
company. This fleet name will be whatever you enter in the Fleet Name (Partner Name) field on
the Identify Fleets screen. By default, this field is automatically populated with the first 50
characters of the Partner Name that was entered on the Home screen. Whatever you enter for
Fleet Name for the first fleet will automatically be used for any additional fleets you add.
Similarly, any edits you make to the Fleet Name for the first fleet will automatically be reflected
on each subsequent fleet. Note that this field is called Company Name for Logistics component
fleets.
• Fleet Identifier: Please make sure to specify each fleet identifier name 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 Fleet Name (Partner
Name) field. NOTE: If you have only one fleet, you may leave the Fleet Identifier field blank, in
which case your fleet name will simply be your Partner Name. Note that this field is called the
Business Unit Identifier for Logistics component fleets.
Adding and Deleting Component Fleets
To enter another component fleet, select the Add Another Fleet button. To delete a component fleet,
select the box next to the row you wish to delete, and then select the Delete Checked Rows button.
Once you have confirmed or modified the Partner Name and specified the Fleet Identifiers, the full Fleet
Names will be displayed on the screen to the right of the screen.
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.
ADD
COMMENTS
> Please note the • ' I button located at the bottom of the screen. This allows you to
J_j 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
VIEW/EDIT
COMMENTS
will be highlighted in yellow on your screen and will now read m^^maiifm ^o jnc|jcate to your reviewer
that there are comments to be read.
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.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 44
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To proceed, select the Fleet Details tab at the top of the screen, or simply select the
button at the bottom of the screen.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 45
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Screen 2: Fleet Details is shown below for the Truck mode below.
y F;ee~ Characterization -Truck
Identify Fleets
Operation
Borfylvpes
SmartWay Category
This Tool should onty be used by companies that "control" their own truck fleets. If you move 10% or more of your freight via rail, or have a logistics
division, you should use the Multi-modal Tool. "Control" means that you own or lease, and route/maintain the trucks in your fleet for at least 95% of the
mites that fleet travels. A 5% "non-control" allowance is made for contracting occasional overflow or seasonal scheduling. For each fleet, check the 95+%
Control box to verify this status.
Enter your SCAC, MCN and DOT information. Your CUSTOMERS use this information to search for your fteet(s) in their own SmartWay Tools, and if they
can't identify you, they may assume you are NOT a SmartWay partner, will become frustrated, and may contact you regarding your SmartWay status. If
your fleets share any SCAC, MCN, and/or DOT information, make sure your Partner/Fleet name is descriptive enough for your CUSTOMERS to differentiate
between your different fleets.
Identify your Fleet type. If you are a private fleet, ideally your parent Shipper company should be a Smartway Partner. Identify your Fleet Contact.
After completing the information on this screen, select the "Operation" tab above or select the NEXT button at the bottom of this screen.
Partner/Fleet Name
+ °'° 1\ »| »|
ntrol^. SCAC(s)^ MCN^.
Fleet Type
_Ll Fleet ContactjJ
1: Multi-Modal 1, Inc.: Inter-modal Division
:2: Multi-Modal 1, Inc.: Truddoad Division
»' [
ZYXW,GFDS I 852369 54541 |Dedicated T] JMeredith Singer
PageT-2
Figure 32: Fleet Details (Truck Mode)
Steps for Completing "Fleet Details" Screen
Using data collected using Worksheet #2: Component Fleet Characterization in the Part II Workbook,
enter data for your fleets. For each you will need to specify:
• 95% Control: Select this 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 Logistics mode should be selected instead for that
fleet. (Note this box is not included in the Fleet Details screen for the Logistics mode selection.)
The key question regarding definition of "control" is: Am I able to influence the fuel efficiency of
the trucks, and can I collect data on the trucks? SmartWay understands that control within the
trucking business exists along a continuum. On one hand, some fleets purchase their own trucks,
spec, maintain, and route the trucks, and have full operational control over the trucks, for
example controlling the speed the trucks are allowed to drive, when and where they can idle,
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 46
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etc. These fleets have a high degree of control. On the other end of the continuum, some
companies hire other parties to move the freight, and other than assigning a load with a
pickup/destination point, have no interaction with the freight delivery, or ability to influence the
fuel efficiency of the truck or the collection of data on the truck.
If you can actively affect the fuel efficiency of the truck and collect the data necessary on that
truck to include in this Tool, you have control. SmartWay understands that there are many
organizational/operational permutations in the trucking industry and there may be "gray" areas
that need further clarification. If you still have questions, you may contact your assigned
SmartWay Partner Account Manager or the SmartWay help line at 734-214-4767.
Standard Carrier Alpha Codes (SCACs): The Standard Carrier Alpha Code is a unique 2-4
alphabetic character code used by the transportation industry to identify transportation
companies. If your fleet has a SCAC, please input that information. If you have a single fleet that
has multiple SCACs, enter all of the codes into the SCAC field, and separate them with commas.
It is not required to enter SCAC information for each component fleet. SCACs are assigned by
the National Motor Freight Traffic Association, Inc., (NMFTA). If you cannot remember your
SCAC(s), please contact NMFTA before proceeding. You can find NMFTA contact information at
http://www.nmfta.org/Pages/ContactUs.aspx.
Motor Carrier Number (MCN): The Motor Carrier Number is a 5 to 7 digit number provided by
the Federal Motor Carrier Safety Administration. If your fleet has a Motor Carrier Number,
please input that information. It is not required to enter MCN information for each component
fleet.
Department of Transportation (DOT) Numbers are carrier identification number issued to all
carriers in the U.S. by the Federal Motor Carrier Safety Administration, and can be up to 7 digits
in length.
NOTE: Entering SCACs, MCNs, and DOT numbers are optional; however, if you have
this information you are encouraged to supply it to make sure that SmartWay
Shippers and Logistics companies can identify you.
• Fleet Type: Fleet Type is defined as the service type for your fleet. There are two options
accepted by the Tool—"For-Hire," "Private," and "Dedicated." If your company has only one
fleet, your "Fleet Type" selection will reflect your company's operations as a whole. If there are
multiple fleets, each will have its fleet type defined separately.
• 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
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 47
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worksheet, you will need to go back to the Contact Information screen to add the required
contact information.
Screen 3: Operation Categories is shown below.
.•nartWay-. F;eet Characterization - Truck
Identify Fleets
Fleet Details
Bodvlypes
SmartWay Category
For each fleet, enter the percentage of total miles driven that fall into each operation category. Percentages must sum to 100 percent for each fleet.
When finished, select the "Body Types' tab above or select the NEXT button at the bottom of this screen.
Partner/Fleet Name
Less Than Package
Trucktoad Truckload Drayage Delivery Expedited Total
1: Multi-Modal 1, Inc.: Intermodal Division
2: Multi-Modal 1, Inc.: Truddoad Division
50
85
100
100
Screen
Demo
Page T-3
Figure 33: Operation Categories Screen
Steps for Completing "Operation Categories" Screen (Truck mode Only):
For each component fleet, fill out the Operation Category (%) information by indicating the percentage
of operation on a mileage basis. Operational categories include:
• Truckload (TL) - Truckload shipping is the movement of large amounts of homogeneous cargo,
generally the amount necessary to fill an entire semi-trailer or intermodal container. A truckload
carrier is a trucking company that generally contracts an entire trailer-load to a single customer.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 48
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• Less-than-truckload (LTL) - Less-than-truckload carriers collect freight from various shippers and
consolidate that freight onto enclosed trailers for linehaul to the delivering terminal or to a hub
terminal where the freight will be further sorted and consolidated for additional linehauls.
• Drayage - Predominantly associated with port, or rail-head connections where freight is picked
up, and moved to another transfer facility or transport mode terminal. Often these moves are
short in nature, but can be longer depending on specific situations.
• Package delivery (PD) - Commonly referred to as parcel delivery, this category covers
operations characterized by residential or business package delivery/pickup, consisting primarily
of single or small groups of packages. It does not include larger scale pickup delivery operations
that are more properly characterized as LTL operations. Common examples of this type of
operation are the brown UPS and white FedEx delivery vehicles.
• Expedited - Time-sensitive freight shipments, with trucks typically on stand-by.
Enter the percent of each operational category based on approximate mileage. This percentage
calculation does not need to be exact but should be reasonably reflective of your fleet.
Screen 4: Body Types is shown below.
SmarWay Fee: Characterization - Truck
Identify Fleets
SmartWay Category
For each fleet, enter the percentage of total vehicles by body type. Percentages must sum to 100 percent for each fleet.
When finished, select the "SmartWay Category" tab above or select the NEXT button at the bottom of this screen.
Body Type («*)
Partner/Fleet Name
Heavy/ Auto
Dry Van Reefer Flatbed Tanker Chassis Bulk Carrier Moving Utility
Special
Hauler
1: Mult-Modal 1, Inc.: Intermodal Division
!: Multi-Modal 1, Inc.: Truddoad Division
33
80
PageT-^t
Figure 34: Body Types Screen
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 49
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Steps for Completing "Body Types" Screen (Truck mode Only):
Next, fill out the Body Type fields, indicating the percentage by body type for each component fleet.
Body Type categories include:
• Dry van
• Refrigerated (Reefer)
• Flatbed
• Tanker
• Intermodal chassis containers (pooled and owned)
• Heavy/Bulk hauler
• Auto carriers
• Moving
• Utility1
• Special hauler (e.g., Hopper, Livestock, 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 mtmmiSl^ 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 screen. 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 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.
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.
1 The utility category encompasses class 2b to 8b vehicles that do not carry typical commercial freight. Examples include garbage,
recycle, service, work, dump, landscape, cement, bucket, boom, ambulance, armored, fire, farm, wrecker and other similar trucks.
Because these trucks do not carry traditional freight payload, the user should self-define their payloads so as to make the emissions
per payload efficiency useful to the user. SmartWay will not use the emissions per payload results for the utility category. Users may
experience yellow or red warning labels on the Activity screen of the Truck component due to the unique nature of utility "payload."
In the case of red alerts, simply input text defining your special conditions in the required text boxes that appear.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 50
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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.
As on the other screens there is a
button as well as an
ADD
COMMENTS
button. Clicking
will take you back to the Home screen (see Figure 30). At this point you may define
another component fleet following the same process, or proceed to Step 4 on the Home screen.
Data Requirements for Business Unit Focus Screen (Logistics Tool Only):
The Business Unit Focus screen is shown below.
SmartWay: Business Unit Characterisation - ^ogi
I-a-I
Identify Logistics Business Units Logistics Business Unit Details
Enter the percentage of total activity associated with each Business Focus category. Percentages should sum to 100 for each of your Business Units.
When you have filled out the required information, select the "Create Business Unit(s)" button at the bottom of the screen.
Business Focus (%)
Business Unit Name
Logistics
Provider
Freight
Forwarder
Freight
Broker
Truck
Carrier
Rail
Freight
Broker
1: Multi-Modal 1, Inc.: Freight Forwarder 1
Screen
Demo
Page L-3
Figure 35: Business Unit Focus Screen (Logistics Mode Only)
For each Logistics business unit you will need to specify the percent of total activity associated with the
different Business Unit Focus categories, listed below.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 51
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• Logistics Provider: Logistics providers are non-asset based third parties that provide multiple,
bundled logistics services. They may be involved in material management, transportation
management, inbound and outbound freight, inventory management, 4PL activities,
warehousing, cross dock, kitting, packaging, and sub assembly processes.
• Freight Forwarder: Freight forwarders are documentation specialists and consolidators of
freight such as LTL (less than truckload) and LCL (less than container load). Freight forwarders
normally provide pickup and delivery for domestic and international shipments, and provide the
property transportation for a compensation or fee basis.
• Freight Broker: A freight broker buys and sells transportation services and normally works on
behalf of a carrier or shipper.
• Truck Carrier: Truck carriers operate their own managed fleet (owned or leased). These fleets
can be for-hire or private/dedicated. Refer to "Choosing the Right Tool for your Business Units"
in Part I of this guide to determine if you should complete the SmartWay Truck Tool for the
Truck Carrier portion of your operations.
• Rail Freight Broker: A freight broker buys and sells transportation services and normally works
on behalf of a carrier or shipper.
The following presents the unique data requirements for other component fleet modes.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 52
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Data Requirements for Rail Fleet Characterization Screen:
The Rail Fleet Characterization screen is shown below.
SmarWay Rail: -leet Characterization
Input information for each component rail 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 rail, truckload, dray, and/or 3PL fleets. Component fleets serve as the
building blocks for your Composite Fleets.
Rail Fleet names should start with your Company Name first (corresponding to the left hand column below), followed by the Fleet/Division (corresponding
to the second column below). If your company has only one fleet, you may leave the Fleet Identifier field blank.
Next select the Class for the fleet (1, 2, or 3) and the Fleet Contact person from the remaining drop-downs.
To add fleets, simply select the "Add Another Fleet" button at the bottom of the screen. Note that when you do this, the partner name portion carries
forward from the first row.
Delete Fleet (Partner Name)
Fleet Identifier
fi~ [Mule-Modal 1, Inc.l
Multi-Modal 1, Inc.: On-dockRail
Delete Checked Rows
Figure 36: Rail Fleet Characterization Screen
The fleet naming procedure for Rail fleets is identical to that for Truck and Logistics fleets. In addition,
the user must also specify the Class of the rail carrier with Class 1 corresponding to the largest North
American carriers, Class 2 to mid-sized regional carriers, and Class 3 to local shortline companies.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 53
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Data Requirements for Air Fleet Details Screen:
The Air Fleet Details screen is shown below.
SmattWay: Fleet Characterization -Air
Fleet Identification
Please provide the requested information for each fleet defined on the previous screen. The total number of aircraft specified must match the values
entered in the upcoming Aircraft Inventory screen. Once complete select the 'Create Fleets' button at the bottom of the screen in order to generate the
blank data templates for each fleet. Refer to the help buttons in the column headers and at the bottom of this screen for additional information
regarding data entry selections.
Partner/Fleet Name
Fleet Type
Service
Ares
Revenue
Category
>i
' I
Fleet Contact
1: Multi-Modal 1, Inc.: Air 1
Dedicated Freight
»' (Medium
Meredith Singer
Page A-2
Figure 37: Air Fleet Details Screen
For each air fleet, you are asked to provide additional details.
• Fleet Tvoe: Fleet types include dedicated freight services, passenger services and mixed
freight and passenger services. A fleet is considered a dedicated freight service provider
if 75 % or more of their business is associated with shipments of cargo. If 25% or less of
a partner's business is associated with shipments of cargo then they are considered
primarily passenger service. Airlines where cargo shipments are less than 75 % and
greater than 25 % of their business are considered mixed service providers.
• Service Area: The Service Area allows you to differentiate between international
services, domestic services including national or regional service areas. If your fleet
provides a mixture of international and domestic services, select international.
• Revenue Category: The Revenue Categories allow for future comparisons of similar
sized business operations. For this data field, a fleet is considered large if its annual
revenues are over $1 billion; medium if its annual revenue is between $100 million and
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 54
-------
$1 billion; small if its annual revenue is between $20 and $100 million; and micro if its
annual revenue is less than 20 million.
• Total Number of Aircraft: For each fleet, identify the number aircraft.
Data Requirements for Barge Fleet Details Screen:
The Barge Fleet Details screen is shown below.
SmartWay; Fleet Characterization - Barge
Fleet Characterization
Fleet Details
Fleet Cargo
For each fleet specify the type of fleet (open-water barge or river barge), the total number of barges, the total number of tugs, and the Fleet Contact for
each. Make sure to report ALL vessels included in your fleet, including those used for hub operations and harbor services, as long as these are freight-
related.
After completing the information on this screen, select the 'Fleet Cargo' tab above or select the NEXT button at the bottom of this screen.
JLJ
Partner/Fleet Name
Fleet Type
Total Number Total Number
of Ba rg es of Tugs
Fleet Contact
1: Multi-Modal 1, Inc.: Intercoastal Waterway
Open-water Barge
Page B-2
Figure 38: Barge Fleet Details Screen
For each barge fleet specify the type of fleet (open-water barge or river barge), the total number of
barges, the total number of tugs, and the Fleet Contact for each.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 55
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Data Requirements for Barge Fleet Cargo Screen:
The Barge Fleet Cargo screen is shown below.
SmartWay: Ree. Characterization - Barge
Fleet Characterization Fleet Details Fleet Cargo
For each fleet, enter the amount of cargo shipped per year by commodity category. Specify the amount in short tons, except for containers. For containers,
specify the preferred unit (short tons or TEUs) using the dropdown.
A total summation is included on the far right for your information (the total will include the containers value if you specify this in short tons). If any cargo
falls in the "other" category, you should add a comment describing the material shipped in the pop up screen that appears when entering the field.
When finished, select the CFtEATE FLEET(S) button at the bottom of this screen to create the data entry forms for your fleets.
Units for containers; j TEUs ^ | ?
Commodity Group (Tons)
M Sand Chemicals Metallic Finished Lumber & Pulp, Paper Motor All Other
Containers and and Farm Ores a Metals & Wood Si Allied Vehicles & Commod- Tola 1
Partner/Fleet Name rj£Us) Coa| Grave| ^4 products Scrap Products Petroleum Coke Products Products Equip. ities Tons
nc.:Intercoas| 5,554 | 65,431 8,979|
| | | 74,410
msm
BE] mam ^sm ••• ^B EBM |
mm K29 ^
Page B-3
Figure 39: Barge Fleet Cargo Screen
For each barge fleet, enter the amount of cargo shipped per year by commodity category, in short tons.
Containers may be entered in TEUs by selecting TEUs from the "Units for containers" drop-down box. A
total summation is included on the far right for your reference. If any cargo falls in the "other" category,
you will be asked to add a description regarding the type of material shipped.
SECTION 4: DOWNLOAD SMARTWAY CARRIER DATA FILE
Once you are back on the Home screen, if you have any Logistics Component Fleet, you will need to
select the button in step # 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.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 56
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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.
Smart Way Multi-modal: Home
SmartWay
Report Year
2014
Multi-modal
United States Version: 2.0.14
Released on: 5/19/2015
Please complete the following steps. Check boxes on the left indicate successful completion of each step. For more information, select the 'Help'
1. Enter Partner Hame (Exactly as it should appear on the SmartWay website):
1 Multi-Modal 1, Inc.
Enter Contact Information
if 3. Define Your Component Fleets
Download Latest SmartWay Carrier Data File
5. Select Component Fleet for Data Entry
Date of Current Carrier File:
03/28/2015
Multi-Modal 1
Multi-Modal 1
Mult-Modal 1
Multi-Modal 1
Multi-Modal 1
MulS -Modal 1
Inc.
Inc.
Inc.
Inc.
Inc.
Inc.
Intermodal Division fTrucklJ -Not Checked i
Truckload Dr. is.co jTi\,o:2] - Not Checked
Freight Forwarder 1 [Logistics 1] -Not Checked
On-dock Rail pail 1] -Not Checked
Intercoastal Waterway [Barge 1] -Not Checked
Air 1 [Airl] -Not Checked
Define your Composite Fleets
Partner Profile / Logo Info / Suggestions
Review Year-to-Year Comparison
10.
View Your Data Reports
Generate Files to Send to EPA*
111
* After selecting this option, be sure to carefuBy read all directions before
proceeding.
Screen
Demo
Page MM-9
Figure 40: Home Screen with Component Fleet Status
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."
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• Errors will prevent you from generating the Internal Metrics Reports under item #9, View Your
Data 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. The method
for addressing errors and warnings is described for subsequent input screens in the following
sections.
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.
SECTION 5 DATA ENTRY: ENTER FUEL AND/OR ACTIVITY INFORMATION FOR EACH OF YOUR
COMPONENT FLEETS
PLEASE REFER TO THE TRUCK. LOGISTICS. BARGE. AIR. AND RAIL TOOL USER
GUIDES FOR DETAILED INSTRUCTIONS REGARDING DATA ENTRY FOR YOUR
COMPONENT FLEETS.
SECTION 6 DATA ENTRY: DEFINE YOUR COMPOSITE FLEETS
Now that you have identified and characterized your component fleets, you will be asked to provide
information for EACH composite fleet. In this section, you will be asked to allocate component fleet
miles and ton-miles across the different composite fleets.
The "Define Your Composite Fleet" section of the Tool has three subsections:
1. Identify Composite Fleet
2. Allocate Component Fleet
3. Composite Fleet Details
The requirements for each subsection are described below.
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.
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Identify Composite Fleets
First, enter the name of your composite fleets on the first screen, Identify Composite Fleets, as shown
in Figure 41. Names include your Partner Name combined with your Fleet Identifier. Remember to
enter your composite fleet names exactly as you want them to be seen on the SmartWay website.
Note: Your company's name and your composite fleet(s) will be listed on the
SmartWay website to indicate your participation in the SmartWay Transport
Partnership. Your shipper and logistics customers can also use the SmartWay Online
Database to search for your company by the name you submit in the Tool, your SCAC
number or your Motor Carrier Number. Therefore, it is critical that you identify your
company and composite fleet(s) in the Tool as you would have them appear on the
SmartWay website and within other SmartWay Tools.
SmartWay: Composite Fleet Characterization
Identify Composite Fleets
Allocate Component Fleets
Composite Fleet Details
Please input the names of your composite fleets, making sure they appear as you wish them to be listed on the SmartWay website. 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. The fleet naming
convention is the same as for your component fleets.
Company Name
Composite Fleet Identifier
Composite Fleet Name
|Multi-Modal 1, Inc.
| Intermodal
Multi-Modal 1, Inc.: Intermodal
Iwulti-Modal 1, Inc.
|Truckload
Multi-Modal 1, Inc.: Truckload
X Delete Checked Rows
Page MM-13
Figure 41: Identifying Composite Fleets
You may add more fleets by selecting Add Another Composite Fleet. To proceed to the next screen,
select the Allocate Component Fleets tab or select NEXT.
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Allocate Composite Fleets
Proceed to the Allocate Component Fleets screen (Figure 42) to see a list of 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 the Truck mode, railcar-miles for
the Rail mode, barge-miles for the Barge mode, and aircraft miles for the Air mode.)
Identify Composite Fleets
SmartWay: Composite Fleet Characterization
e Component Fleets Composite Fleet Details
For each component fleet listed below, follow steps 1-3. Component fleets are 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, select the "Show Allocations" button, when you are done, please proceed to the final step of entering your Composite Fleet Details.
Component Fleets
Mult-Modal 1, Inc.: Intermodal Division [Truckl] - Allocated
Multi-Modal 1, Inc.: Truddoad Division [Truck!] - Allocated
Mult-Modal 1, Inc.: Rail Division [Rail] -allocated
Multi-Modal 1, Inc.: Logistics Division [Logistics 1] - Allocated
Show Allocations
1, Select a fleet from the list. 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^niies. (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.
Multi-Modal 1, Inc.: Barge Division [Bargel]
Composite Fleets
Tola I Miles*
J L
| Multi-Modal 1, Inc.: Intermodal
|~2~ | Multi-Modal 1, Inc.: Truckload
32 %
48,864,358
1,809,075
59,723,105
* Miles refers to truckload-miles and/or raiicar-miles,
depending uoon modes utilized.
Totals:
2,660,405
100 % 108,587,463
Page MM-H
Figure 42: 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 Allocations 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 43.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 60
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The Validate Screen button will validate the information you enter on this screen. The ratio of total
allocated ton-miles to total miles is checked for each composite fleet. If any of these ratios differ from
industry average payload standards, you will receive a warning message. These warning messages are
intended to flag possible data entry errors; however these warning messages will not prevent you from
submitting your completed Multi-modal Carrier Tool to EPA.2
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 your composite fleets.
Page Layout Fonmitas
mmt2Q12june3g_finaiCleanS2_bcmb.xls [Compatibility Mode] - Microsoft Excel
Review View Developer
AM
p |j-.;:
Clipboard '» Font '• Alignment Number
A2 - f.
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Insert Delete Format
Cell!
B~ ' *
Sort & Find &
^ Clear' FliTer 5e|ect-
Edtting
Composite Fleet Allocation
A
'^vSmartWay
Composite Fleet Allocation
Total Miles Allocation
Component Fleet
Multi-modal 1 Inc Intermodsl Division [Truckl]
Multi-modal 1 Inc Truckload Division [Truck2]
Multi-modal Line Rail 1 [Rail!]
Multi-modal 1. Inc . Logistics 1 [Logisticsl]
Multi-modal 1. Inc.: Logistics 2 [Logistics2]
Composite Fleet Allocation
Ton Miles Allocation
Component Fleet
Multi-modal 1 Inc. Intermodsl Division [Truckl]
Multi-modal 1 Inc Truckload Division [Truck2]
Multi-modal 1 Inc.. Rail 1 [Rail!]
Multi-modal 1. Inc Logistics 1 [Logisticsl]
Multi-modal 1. Inc Logistics 2 [Logistics2]
B E F G H
Return to El
Status Total Miles ntermoda Truckload
I
J
K
Allo ated 100 001 100 00% 0 00%
Allo ated 50 001 84 00% 16 00%
Allo ated
Allo ated
Allocated
Status
Allocated
Allocated
Allocated
Allocated
Allocated
0 100 00% 0 00%
49.481 3500% 6500%
26.041 52 00% 48 00%
225,524
Ton Miles ntermoda Truckload
1 900 019 100.00% 0.00%
100 002 79 00% 21.00%
2313212 10000% 0.00%
1.000001 3000% 70.00%
500.001 50 00% 50.00%
5,813,235
Figure 43: Example Composite Fleet Allocation Summary
2 Validation warnings are issued for low payloads if the average payload for a composite fleet is < 14.5 tons (based on the out of
range warning for Class 8b TL/Dry Vans - see Truck Tool Technical Documentation for details). Warnings are issued at the high
end if the average composite fleet payloads are > 60 tons. This value was chosen based on the distribution of payloads reported by
Multi-modal Partners in 2012, with approximately two thirds of Partners having payloads less than this cutoff.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 61
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Select the Return to Entry Form button to leave the spreadsheet and return to the allocation screen
shown in Figure 42.
Composite Fleet Details
First proceed by entering the SCAC and MCN values for each composite fleet if available (see Figure 44).
Separate multiple values by a comma if necessary. These values are not mandatory but will assist
Shippers and Logistics Companies in identifying your fleets. Next select the appropriate contact from the
drop-down menu. Note that the primary category designation for each composite fleet (truck, logistics,
or multi-modal) is listed to the right of the fleet names. Fleets with the same category designation will
be grouped together in order to compare performance.
Once you have allocated all of your component fleets across the composite fleets, select the HOME
button to return to the Home screen.
Identify Composite Fleets
Allocate Component Fleets
SmartWay: Composite Fleet Characterization
Composite Fleet Details
Please enter the following detail information for each of Your Composite Fleets listed below. The SCAC and MCN information you enter here will be what the SmartWav partners
will see when they are searching for SmartWay Multi-modal carriers. Please enter 'N/A' for SCAC and/or MCN if your composite feet doesn't have these.
Composite Fleet Name
Type
SCAC(s)
HCN{s)
|»lult-Modal 1, Inc.: Intermodal
Mule-modal IABCD
| Glenn Johnson
1, Inc.: Truckload
Mult™odal IADFJ.MSDS
|jackShephard
Page MM-15
Figure 44: Example Composite Fleet Details Screen
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 62
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SECTION 7: PROVIDING ADDITIONAL INFORMATION
After completing Steps 1 - 6 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 Multi-
Partner Profile / Logo Info / Suggestions
modal Carrier Tool data to EPA. Selecting the I
on the Home screen will open the Partner Information form (see Figure 45).
button
I- &-\
Logo Qualification
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: Multi-Modal 1, 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)
* The explanation field does not wrap in Office 2013 due to an Excel bug.
My company encourages other companies to join SmartWay to improve their efficiency by: (1000 characters max)
Page MM-17
Figure 45: Partner Information Screen
Use this page to provide information you would like to share publicly. Information should be entered in
the text boxes displayed. Use the scroll bar to the right to display additional questions. SmartWay will
use this information to create a SmartWay Partner profile page for your company on the SmartWay
website. You do not need to complete every question. SmartWay will NOT edit for spelling or grammar,
so make sure the text is exactly as you wish it to appear. If your company contains public 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.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 63
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Figure 46 shows the Logo Qualification screen. The SmartWay Partner Logo is provided at the company
level to Partners in good standing in 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 EPA website at
epa.gov/smartway. Use this screen to provide information regarding your qualification for, and planned
use of, the Partner Logo. Additional information on Logo qualification and use can be found by
SmartWay Partner Logo Information
selecting the
View the SmartWav Designated Trailer specifications
button or the View the SmartWay Deslqnated Tractor spedtations and
links.
SmartWay Additional Information
Partner Information
Logo Qualification
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 SmartWav 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: Multi-Modal 1, Inc.
SmaitWay Partnership Logo
P I have read the SmartWay Logo Use Guidelines webpage.
P I have read the SmartWay Logo Graphics Standards and Usage Guide (on webpage),
I 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 ft on the following: (does not constitute a commitment to actually do it)
f~ My website
F Markptinn matpriak
SCROLL FOR MORE OPTIONS —
SmartWav TRACTOR Logo
View the SmartWav Designated Tractor specifications
j— If my tractors meet the SmartWav designated specifications, send me the digital TRACTOR
Logo files,
j— If my tractors meet the SmartWay designated specifications, I agree to SmartWay's
TRACTOR Logo use guidelines [on web page).
F I intend to use the SmartWay Truck Logo on my tractors.
Based on the guidelines, I intend to use the TRACTOR Logo on this number of
eligible tractors,
SmartWay TRAILER Logo
View the SmarUVav Designated Trailer specifications
r— If my trailers meet the SmartWav designated specifications, send me the digital TRAILER
Logo files,
p If my trailers meet the SmartWay designated specifications, I agree to SmartWay's TRAILER
Logo use guidelines (on web page).
P I intend to use the SmartWay Truck Logo on my trailers,
Based on the guidelines, I intend to use the TRAILER Logo on this number of
eligible tractors.
Page MM-18
Figure 46: Logo Qualification Screen
Figure 47 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 Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 64
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y Additional Information
I- a-l
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: Multi-Modal 1, Inc.
Please answer Yes or No Yes
Do you read the Tool User Guides?
Do you read the Tool Technical Documentation?
Do you regularry visit the SmartWay webste?
On a scale of 1 to 10, ID being the best:
How do you rate the SmartWay Tool?
How do you rate the SmartWay User Guide?
How do you rate the SmartWay Technical Document?
How do you rate the SmartWay Website?
How do you rate SmartWay support material?
On a scale of 1 to 10, 10 meaning strongly agree:
I understand the goat of the SmartWay program
I understand how to participate in the program
I understand and know how to find information on the SmartWay website
I understand this SmartWay Too!
I understand the SmartWay emission factor ranking system
I understand the SmartWay Partnership logo guidelines
Ho
r
r
r
PageMM-19
Figure 47: Suggestions Screen
Once you have completed these three screens, select the
screen.
button to return to the Home
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 65
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SECTION 8: VIEWING YEAR-TO-YEAR REPORTS
The Year-to-Year Comparison Report allows the user to compare the fleet characteristics and activity
values, as well as CO2 performance metrics for the current reporting year with the previous year. This
report is particularly helpful in identifying any changes that may have occurred since your last reporting
period, determining trends in activity and performance over multiple years, and performing general
quality assurance of the inputs used for your current Tool. You can access this report by selecting
Review Year-to-Year Comparison
under item #8 on the Home screen.
Figure 48 shows the data entry screen for the comparison report. Note that your most recent year's
data is already "loaded," including the data you have entered for your current fleet(s). In order to load
data for the previous year fleets, select the Load Data from Previous Year... | button. A
screen will appear allowing you to specify the location of your prior year file, using the
button.
Multi-rroda Year to Year Comoarison
In order to run a comparison report, you must have completed a Multi-modal Tool from a previous
year.
Please select the Load Data from Previous Year button below and follow the instructions to select
the appropriate file containing your company's 2013 data. After selecting your file, select Run
Report to compare your current data with your submittal from last year.
Year 1:
Year 2:
2014
2013
Load Data from Previous Year
Page MM-21
Figure 48. Load Previous Year Data for Year-to-Year Report
Once your prior year data loaded into the Multi-modal Carrier Tool, select the "RUN REPORT" button to
view the line-item data entry comparisons. An example report is presented in Figure 49.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 66
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SmartWay9
Report Year: 2013
6
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
in
Field
Composite Fleets:
Number of fleets:
Total Miles:
Total Ton-Miles'
Avg Payload:
Avg C02 g/m:
Avg C02 g/tm
Avg Nox M1:
Avg Nox M2:
AvgPM2.5 M1:
Avg PM2.5 M2-
AvgPM10M1
AvgPMIO M2
Truck Component Fleets:
Number of fleets
Total Miles:
Total Ton-Miles:
Avg Payload:
Avg C02 g/m:
Avg C02 g/tm
Avg Nox M1:
Avg Nox M2:
AvgPM2.5M1:
Avg PM2.5 M2:
Awn PMin M1-
Percent Difference
-100%
-960%
-4676%
-351%
51%
88%
19%
81%
13%
84%
12%
84%
-100%
0%
-65%
-65%
-12%
32%
33%
60%
0%
39%
n%
Delta
-3.00
-65G34976.00
-6057387932.00
-66.42
831.00
98.72
2.77
0.77
0.08
0.04
0.07
0.04
-1.00
-1423.00
-8509271.00
-7.72
-201.00
46.30
5.85
0.88
0.01
2012
3
G. 834.218
129539.533
18.95
1.640
111. 5G
14.65
0.951
0.5950
0.0480
0.6050
0.0481
1
1.098.583
13,140,844
11.96
1.724
144.13
17.62
1.473
0.3676
0.0307
r n ?7qi
2013
6
72.469.194
6.186.927,465
85.37
809
12.84
11.88
0184
0.5147
0.0076
0.5306
0.0079
2
1.100006
21,650,115
19.68
1 925
97.83
11.77
0.595
0.3679
0.0186
r n UP?
MultiComparisonReport | _ (+)
Figure 49. Example Year-to-Year Report
Comparisons are also shown for a number of activity parameters for the composite fleet and each
component fleet including:
• Number of fleets
• Total miles
• Total ton-miles
• Average payload
A variety of calculated annual performance metrics are also shown, including:
• Average grams CO2 per mile
• Average grams CO2 per ton-mile
• Average grams NOx per mile (Ml)
• Average grams NOx per ton-mile (M2)
• Average grams PM2.5 per mile (Ml)
• Average grams PM2.5 per ton-mile (M2)
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 67
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• Average grams PM10 per mile (Ml)
• Average grams PM10 per ton-mile (M2)
Percentage changes are also indicated for each of these items, relative to the earlier year baseline
values.
SECTION 9: VIEWING OTHER REPORTS
Once you complete allocating component fleet activity across your composite fleets and return to the
Home screen, you may select View Your Data Reports which will take you to the following screen:
Multi-modai Report; menu
Please select the type of summary report you would like to review.
Composite Fleet Reports:
posite Fleet Allocation
Composite Fleet Metrics Report
Composite Fleet Comments Report
US/CAN Operations Report
Partner Information Report
Component Fleet Reports:
Truck Fleet Report Menu
Logistics Fleet Report Menu
Rail Fleet Report Menu
Barge Fleet Report Menu
Air Fleet Report Menu
Page MM-23
Figure 50: Multi-modal Reports Menu
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 68
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Selecting any of the green buttons will display data for the selected fleet type (component by mode, or
composite). You will then proceed to another screen where you can choose how to view the results.
Selecting any of the summary report types will take you to a screen allowing you to preview and print
your reports. Figure 51 shows one of many sample reports that the Tool 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.
These reports will prove useful for your company's evaluation and improvement efforts.
SmartWay
Composite Fleet Metrics Report jReport Year: 2013
By Composite Fleet Company: Multi-Modal 1, Inc.
May 27,2014
CO2
Based on Annual Miles
Grams per Mile
(Statute)
Grams per Ton-Mile
(Statute)
Total Emissions
Multi-Modal 1. Inc.: Intermodal 811 12 35.342
Multi-Modal 1. Inc.: Truckload 809 11 42.723
NOx
Multi-Modal 1
Multi-Modal 1
Based on Annual Miles
Grams per Mile
(Statute)
Grams per Ton-Mile
(Statute)
Total Emissions
Inc.: Intermodal 11.9 02 508.23
Inc.: Truckload 11.9 0.2 618.06
PM2.5
Multi-Modal 1
Multi-Modal 1
Based on Annual Miles
Grams per Mile
(Statute)
Grams per Ton-Mile
(Statute)
Total Emissions
Inc.: Intermodal 0.51 0.007 22.2317
Inc.: Truckload 0.51 0.007 27.0736
Figure 51: Example of Completed Composite Fleet Performance Metrics Report
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 69
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SECTION 10: SUBMITTING DATA TO SMARTWAY
Congratulations! You are now ready to send your data to EPA.
Select the I
Generate Files to Send to EPA=
button, which will open the following screen.
Create submission "lie for EPA
SmartWay9
Report Year
2014
..ulti-modal
United States Version: 2.0.14
Released on: 5/19/2015
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).
1 I understand and agree to the terms of this agreement.
Screen
Demo
Page MM-25
Figure 52: Creating Submission Files 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 this is your first
year as a SmartWay Partner you will be asked how your company first heard about the SmartWay
program. 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.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 70
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Create submisz-icn file fo? EPA
SmartWay8
Report Year
2014
Multi-modal
United States Version: 2.0.14
Released on: 5/19/2015
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).
PI 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?
No
r
Please enter your SmartWay ID that your RAM sent you in an email. If 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 ! JKD4HF94
to have your SmartWay ID emailed to you.
Email me my SmartWay ID
You are now ready to create your ,xrnl file. The tool will also automatically save your .xml file and .xfs file at: S:\Rjck\EPA\2012 Program Support \WA_00_04
_5W\MMT\Tool\2015 Release unless you designate another location. Please select the NEXT button below to continue.
Page MM-25
Figure 53: Completed Submission File Screen
When ready, select NEXT to create a file with the following naming convention:
Multi-modal_PartnerName_ Year_ VO.xml3
For example, Multi-modal_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., Multi-modal_ABCompany_2014_V1.XML for
the second iteration, etc.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 71
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•martWay - Insertion:- for Submitting File
'SmartWay
Multi-modal
United States Version: 2.0.14
Released on: 5/19/2015
CONGRATULATIONS! Your SmartWay submission files are now located at:
Excel File
| S:\Rick\EPA\2012 Program Support\WA_OQ_rj4_SW\MMT\Tool\2015 Release\Multi-modal_Multi-Modal 1, Inc_2014_VO.>
XML File
| S:\Rick\EPA\2012 Program Support\WA_QQ_Q4_SW\MMT\Tool\2rjl5 Release\Multi-moda]_Mutti-Modal 1, Inc_2014_VO.)
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
onfy. YOU MUST RETRIEVE THIS FILE(s) FROM THIS FOLDER AND EMAIL THE FILE(S) TO SMARTWAY IN ORDER TO
COMPLETE YOUR SUBMISSION. Please open an email message, attach the new file(s) and send to
smartway_transp ort@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 Emartway_transport@epa.gov. Once SmartWay has received your file, it will be reviewed and you will
receive an acknowledgement of acceptance.
Figure 54: Instructions for Submitting xml Files 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 file itself. Upon selecting CLOSE, a screen will appear that
allows you to close the Multi-modal Carrier Tool or return to the Home screen.
NOTE: DO NOT ZIP the Files. Send them 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.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 72
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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 2013 Tools (XP, Vista, or Windows 7 operating systems; Excel Office 2007, 2010, or 2013.)
If you continue to encounter problems, please make a screen capture of the error message, and save the
data at that point. (You can make a screen capture by pressing Alt-Prt Scr, and then pasting the image
into a document such as MS Word.) Then send the screenshot, along with the saved data to your
Partner Account Manager for further assistance.
Proper Calculation Setting
By default, Microsoft Excel is set to automatically calculate formulas. If values within your Tool are not
calculating automatically, then your Excel may be set to "Manual". Follow these instructions to change
your Excel Calculation setting.
Office 2010
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.
A
Home Insert Page Layout Formulas Data Review View Developer
Insert AutoSum Recently Financial Logical Text Date & Lookup & Math More Name
Function
Used
Time" Reference" &Trig» Functions" Manager »
Function Library D
Al
1
2
A
B
C
D
E
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SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 73
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SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 74
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Users of MS Office 2013 may encounter problems displaying text entries. The example below shows
how the information typed into the "Goal for SmartWay participation" text box is barely visible. This is
due to a bug in the MS Office system itself.
Goal for SmartWay participation: (3000 characters max)
EPA has corrected the display problem in certain locations within the Tool, but if you encounter this
problem we recommend opening a different word processor such as MS Word, typing the desired entry
in the word processor, then cutting and pasting the entry back into the text box within the Tool. This
should allow you to view your entry properly within the Tool.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 75
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Appendix A - Calculating Composite Fleet Performance Metrics
The Multi-modal Carrier Tool calculates gram per mile and gram per ton-mile performance metrics for
composite fleets using the carrier-specific performance metrics associated with the 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%
6) The CO2 grams per mile values calculated for each component fleet are as follows:
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 76
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• 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. Values for NOx and PM are calculated in an identical fashion.
Note: Class 2 and 3 Rail component fleets do not report railcar miles. Accordingly, grams per mile values
cannot be calculated directly from their fleet inputs and must be estimated. In order for the Multi-
modal Carrier Tool to calculate gram per mile values for composite fleets containing Class 2 or 3
component rail fleets, SmartWay assumes these fleets have gram per mile emission rates equal to those
assumed for modal average rail carriers.
Emission factors for all rail fleets within the Multi-modal Carrier Tool are reported in grams per truck-
equivalent mile to facilitate compositing with truck fleets. Therefore the grams per railcar-mile values
for Rail Carriers are converted to grams per truck-equivalent mile, using the fleet average rail car volume
value of 6,091 cubic feet and the average truck trailer volume of 3,180 cubic feet, resulting in the
following modal average gram per mile factors used for all rail fleets:
CO2 g/mi = 1,072
NOx g/mi = 18.6
PM10 g/mi = 0.52
PM2.5 g/mi = 0.50
Please see the Rail Tool Technical Documentation for details.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 77
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Appendix B - Worksheets
List of Worksheets
WORKSHEET #1: COMPANY AND CONTACT INFORMATION 79
WORKSHEET #2: COMPONENT FLEET CHARACTERIZATION 80
WORKSHEET #3A: IDENTIFY COMPOSITE FLEETS AND COMPOSITE FLEET DETAILS 81
WoRKSHEET#3B: ALLOCATE COMPONENT FLEETS 82
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 78
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WORKSHEET #1: COMPANY AND CONTACT INFORMATION
#1. Enter your Contact Information:
General Company Contact Information
Company Name
Headquarters
Mailing Address
City State/Province Zip Country
Main Phone Toll-free Number Cell Web Address
Number number
Working Contact Information
Working Contact Name
Working Contact Mailing
Address
City
Working Contact Phone
Number
State/Province Zip Country
Email
Address
Executive Contact Information
Executive Contact Name
Executive Contact Mailing
Address
City
Executive Contact Phone
Number
State/Province Zip Country
Email
Address
Other Contact Information
Other Contact Name
Other Contact Mailing
Address
City
Other Contact Phone Number
Contact's role in program
State/Province
Email
Address
Zip Country
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 79
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WORKSHEET #2: COMPONENT FLEET CHARACTERIZATION
Complete this worksheet for each component truck and/or logistic fleet you will be submitting in the
Multi-modal Carrier Tool.4
#2: Define your Fleets
Partner Name and Fleet Identifier
NAICS: SCAC: MCN: DOT#:.
FLEET TYPE: 95% Control*
Fleet Contact:
Operation Category Percentages:
Truckload LTL Drayage Package Delivery Expedited,
Body Type Percentages:
Dry Van Reefer Flatbed Tanker Chassis Heavy Bulk.
Auto Carrier Moving Utility Special Hauler
Business Unit Focus Percentages (Logistics Only):
Logistics Provider Freight Forwarder Freight Broker Truck Carrier,
Rail Freight Broker
* Applicable for Truck fleets, not Logistics fleets
4 Component Rail fleets only require Partner Name, Fleet Identifier, NAICS code, Rail Class (1,2,or 3),
and Fleet Contact.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 80
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WORKSHEET #3A: IDENTIFY COMPOSITE FLEETS AND COMPOSITE FLEET DETAILS
Complete the following for each composite fleet you will be submitting in the Multi-modal Carrier
Tool.
#3A: Define Your Composite Fleets
Company Name / Component Fleet Identifier
SCAC:
Motor Carrier Number:
Fleet Contact:
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 81
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WORKSHEET #3B: ALLOCATE COMPONENT FLEETS
Complete the following table for each component fleet you will be assigning to the composite fleets
listed in Worksheet 3A.
#3B: Allocate Your Component Fleets
List each composite fleet identified in Worksheet 3A. Add lines to the table below or copy
the table multiple times if necessary.
"% Miles" and "% Ton-Miles" columns must each sum to exactly 100% for each component
fleet.
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
Composite Fleet Name
% Miles
% Ton-Miles
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 82
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