Transport Partnership
U.S. ENVIRONMENTAL PROTECTION AGENCY
Logistics Company Partner 2.O.14 Tool:
Quick Start Guide ^^^M^^
2014 Data Year - United States Version
United States
Environmental Protection
Agency
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Transport Partnership
U.S. ENVIRONMENTAL PROTECTION AGENCY
Logistics Company Partner 2.O.14 Tool:
Quick Start Guide ^ ^
2014 Data Year - United States Version
Transportation and Climate Division
Office of Transportation and Air Quality
U.S. Environmental Protection Agency
United States Office ofTransportation and Air Quality
Environmental Protection EPA-420-B-15-079
July 2015
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TABLE OF CONTENTS 3
WHAT'S NEW IN THIS VERSION? 5
OVERVIEW 6
SECTION 1-BASIC INFORMATION FOR LOGISTICS COMPANIES 7
WHAT is THE SMARTWAY TRANSPORT PARTNERSHIP? 7
WHY Do LOGISTICS COMPANIES JOIN THE SMARTWAY TRANSPORT PARTNERSHIP? 7
How Do LOGISTICS COMPANIES JOIN THE SMARTWAY TRANSPORT PARTNERSHIP? 8
How Do I JOIN IF MY PARENT COMPANY HAS MULTIPLE BUSINESS UNITS? 8
WHAT DATA Do I NEED TO GATHER TO COMPLETE THE LOGISTICS TOOL? 9
WHAT is INCLUDED IN THE SMARTWAY LOGISTICS COMPANY PARTNERSHIP AGREEMENT? 10
WHAT SOFTWARE AND HARDWARE is REQUIRED FOR COMPLETING THE SMARTWAY LOGISTICS TOOL?....H
SECTION 2- OVERVIEW OF DATA COLLECTION REQUIREMENTS 12
INTRODUCTORY SCREENS 12
PROVIDING US/CANADA OPERATIONS INFORMATION 12
ESTABLISHING YOUR DATA COLLECTION YEAR 12
SECTION 1: SPECIFY OFFICIAL PARTNER NAME is
SECTION 2: ENTER CONTACT INFORMATION is
SECTION 3: LOGISTICS BUSINESS UNIT CHARACTERIZATION 14
SECTION 4: DOWNLOAD LATEST SMARTWAY CARRIER DATA FILE 16
SECTION 5: DATA ENTRY FOR BUSINESS UNITS 17
SECTION 3-STEP BY STEP INSTRUCTIONS FOR DATA ENTRY 21
DOWNLOADING THE SMARTWAY LOGISTICS TOOL 21
SETTING YOUR SECURITY LEVELS FOR THE SMARTWAY TOOLS 21
ENTERING YOUR PARTNER NAME 22
ENTERING YOUR CONTACT INFORMATION: 22
COMPLETING THE "IDENTIFY BUSINESS UNITS" SCREEN: 28
COMPLETING THE "LOGISTICS BUSINESS UNIT DETAILS" SCREEN 29
COMPLETING THE "BUSINESS Focus" SCREEN: 29
DOWNLOADING THE LATEST SMARTWAY CARRIER DATA FILE 29
INPUTTING CARRIERS FORA BUSINESS UNIT: 29
COMPLETING THE MANUAL INPUT SMARTWAY CARRIERS TAB: so
COMPLETING THE MANUAL INPUT NON-SMARTWAY CARRIERS TAB: so
COMPLETING THE ACTIVITY DATA TAB FOR YOUR BUSINESS UNIT: si
OPTIONAL STEPSYEAR TO YEAR COMPARISONS, VIEW REPORTS, AND PROVIDE ADDITIONAL
INFORMATION 32
STEPS FOR SUBMITTING YOUR TOOL To EPA 34
APPENDIX A: DATA SOURCES FOR ACTIVITY DATA 35
WORKSHEET #1: COMPANY AND CONTACT INFORMATION 36
WORKSHEET #2: LOGISTICS BUSINESS UNIT CHARACTERIZATION 37
WORKSHEET #3A: SELECT CARRIER(S) 38
WORKSHEET #3B: ENTER ACTIVITY DATA (PAGE 1 OF 5) 39
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WORKSHEET #3B: ENTER ACTIVITY DATA (PAGE 2 OF 5) 40
WORKSHEET #3B: ENTER ACTIVITY DATA (PAGE 3 OF 5) 41
WORKSHEET #3B: ENTER ACTIVITY DATA (PAGE 4 OF 5) 42
WORKSHEET #3B: ENTER ACTIVITY DATA (PAGE 5 OF 5) 43
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What's New in this version?
Version 2.0.14 of the Logistics Tool contains a number of updates and revisions to the prior
version, 2.0.13. These updates have been implemented to enhance the usefulness and clarity of
the Tool, and are summarized below:
Logistics business units with a large number of carriers may use a new carrier matching function
to help match their carrier lists with the records in the SmartWay database.
A SmartWay Partner schedule and data flow diagram in now incorporated in the introduction
screens.
Air carrier data may now be entered.
Data Availability Options are now restricted to 1-5 for LTL, package, and multi-modal carriers
due to the difficulty allocating miles for these carrier types.
Payload validation ranges for LTL and Package carriers have been updated.
Partners are now requested to submit both their .xls and .xml files to EPA.
A new "Recruiting Targets" screen has been added to coordinate recruiting your largest non-
SmartWay carriers.
New partners must indicate how they initially heard about SmartWay.
Miscellaneous text and format updates.
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Overview
In this guide you will learn about:
1) SmartWay Basic Information
2) Joining SmartWay Transport Partnership as a logistics company
3) Understanding the details of the SmartWay Partnership Agreement
4) Meeting software/hardware requirements for participating in the program
5) Gathering the data necessary for participation in SmartWay
Please review this guide carefully BEFORE attempting to gather your company data, or entering data
into the Logistics Tool. Understanding the basics of the program will simplify your SmartWay
experience.
WARNING:
***Before beginning, use this chart to make sure you are choosing the right Tool for your operations! ***
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.
YES
Use Truck Tool
NO
You contract out more than 5% of your
freight {i.e., you are a 3PL, broker, freight
forwarder or non-asset based carrier.
YES
Use Logistics Tool
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
YES
Use Multi-modal Tool
NO
Select this Button for
More Information
If none of the above statements is applicable, contact EPA SmartWay at 734-214-4647 for assistance.
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Section 1Basic Information for Logistics Companies
This section covers frequently asked questions and essential information about the SmartWay Transport
Partnership and how logistics companies can participate.
WHAT is THE SMARTWAY TRANSPORT PARTNERSHIP?
Launched in 2003, the SmartWay Transport Partnership is a public/private collaboration between the
EPA and the freight industry to improve fuel efficiency, increase environmental performance, and
encourage supply chain sustainability.
Seven types of freight transport companies can join SmartWay.
Freight shippers
Logistics companies (including 3PLS/4PLS1)
Truck carriers
Rail carriers
Barge carriers
Air carriers
Multi-modal carriers
Companies join the SmartWay Transport Partnership by submitting a Partner Tool to SmartWay. The
SmartWay Tools (1) assess freight operations, (2) calculate fuel consumption and carbon footprints, and
(3) track fuel-efficiency and emission reductions. SmartWay Tools must be submitted each year for the
company to remain a partner in good standing. Tools submitted and approved on time qualify partners
to use the SmartWay Logo.
SmartWay ranks Partners' efficiency and environmental performance and recognizes superior
performance through the SmartWay Excellence Awards.
WHY Do LOGISTICS COMPANIES JOIN THE SMARTWAY TRANSPORT
PARTNERSHIP?
The SmartWay Transport Partnership provides logistics companies with ways to reduce the
environmental impact of their freight operations and address costs. Designed with and for the freight
sector, the SmartWay Transport Partnership delivers solutions to marketplace needs and challenges.
With access to the latest in EPA-tested technologies and peer-provided success stories, carriers that join
the SmartWay Transport Partnership can gain a better understanding of their environmental footprint
and assert their corporate leadership.
Additionally, SmartWay Partners are associated with an internationally recognized and respected brand
that symbolizes cleaner, more efficient transportation choices.
Logistics companies that join SmartWay move significant amounts of freight with SmartWay Carriers.
The higher efficiency of carriers in SmartWay compared to non-SmartWay carriers gives SmartWay
1 3PLs/4PLs Third party logistics companies/fourth-party logistics companies.
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logistics companies an opportunity to improve corporate freight efficiency, reduce their carbon
footprint, and voluntarily advance freight sustainability for themselves and their customers.
Participation in SmartWay helps SmartWay Logistics Partners
identify opportunities to improve efficiency,
demonstrate efficiency to customers and stakeholders,
evaluate and compare carrier performance, and
determine the company's transportation carbon footprint.
SmartWay provides logistics companies with free Tools that help assess and compare various freight
transportation options with detailed reports and analyses that support better business decision making.
How Do LOGISTICS COMPANIES JOIN THE SMARTWAY TRANSPORT
PARTNERSHIP?
Logistics companies join SmartWay by submitting a SmartWay Logistics Tool (hereafter known as the
"Logistics Tool," or simply, the "Tool.")
Logistics companies that submit Tools that are approved by EPA are known as "SmartWay Logistics
Company Partners."
When a logistics company submits a Logistics Tool to EPA, they agree to the requirements stipulated in
the SmartWay Logistics Company Partnership Agreement-notably, that they will measure and report
the emissions performance of their company annually and provide supporting documentation to EPA
upon request.
All SmartWay Logistics Company Partners agree to complete and submit the SmartWay Logistics Tool to:
define business unit(s) composition
characterize company activity
individually benchmark multiple business units
track annual changes in performance
Upon approval of a Logistics Tool submission, a logistics company will be identified as a SmartWay
Logistics Partner on EPA's website, on the SmartWay Partner List, and in a database used to identify
companies that meet SmartWay's annual requirements.
How Do I JOIN IF MY PARENT COMPANY HAS MULTIPLE BUSINESS UNITS?
Companies that join the SmartWay partnership should include all of their business units in their
submission. If a company wishes to list multiple business units in the Logistics Tool, they should list
these business units as their customers can hire them. Internal fleets invisible to a customer should not
be listed separately. Companies will be listed at the Company level in the SmartWay Partner list on the
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SmartWay website, and each individually defined fleet will appear as a separate entity in the SmartWay
Carrier Data file that customers use to identify which fleets they do business with in the Logistics Tool.
SmartWay highly recommends developing your list of business units before
beginning your data entry process. Any business unit that a shipper could
hire directly should be listed as a separate business unit in your Logistics
Tool submission.
The best strategy is to have a clear idea of how to define your companies
before filling out the Tool.
WHAT DATA Do I NEED TO GATHER TO COMPLETE THE LOGISTICS TOOL?
To participate in SmartWay, logistics companies need to gather the following essential information to
complete the Logistics Tool:
The official company name, EXACTLY as you would like it presented on the EPA website
Company contact information
Contact details for your Working Contact
Contact details for an Executive Contact (cannot be the same as the Working Contact)
Split between US/Canada operations
A comprehensive list of business units, including:
o Business unit details, such as:
Standard Carrier Alpha Codes (SCACs)
Motor Carrier Numbers (MCNs)
US DOT Number
Business Unit Type
Business Unit Contact
o Business unit focus (e.g., logistics provider, freight forwarder, freight broker, truck
carrier, or rail freight broker)
o Operation categories
Data sources for all data to be entered
SmartWay ID number (if this is not your first Tool submission)
This data must be provided for all of your company's fleets. This data reflects the amount of freight
carried by each carrier, the distance that freight is carried, and the fuel consumed to carry the freight.
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WHAT is INCLUDED IN THE SMARTWAY LOGISTICS COMPANY PARTNERSHIP
AGREEMENT?
To join the SmartWay Transport Partnership as a Logistics Company, you must agree to the language on
the "Partnership Agreement for Logistics Companies." When you begin working within the Tool, you will
be asked to check a box stating that you agree to the terms of the Partnership Agreement. This
agreement must be renewed annually.
Please review this language with the appropriate personnel within your organization before completing
or submitting a Tool to EPA. Your company's Executive Contact must approve this agreement.
Partnership Agreement for Logistics Companies
With this agreement, your company joins EPA's SmartWay Transport Partnership and commits to:
1. Measure and report to EPA on an annual basis the environmental performance of your fleet(s)
using EPA's SmartWay Logistics Tool. (Existing fleets must report the 12 months of data for the
prior year ending December 31. Newly formed companies require a minimum of 3 months of
operational data.)
2. Allow EPA to post performance results on the EPA SmartWay website/database.
3. Agree to submit supporting documentation to EPA for any data used to complete this Tool and
agree to EPA audit of this data upon request by EPA.
In return, EPA commits to:
1. Promote company participation in the Partnership by posting Partner names on the EPA SmartWay
website and in related educational, promotional, and media materials. EPA will obtain express
written consent from the Partner before using the Partner's name other than in the context of
increasing public awareness of its participation as described here.
2. Provide companies with industry-wide performance benchmark data as this data becomes available
to EPA.2
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 claim or imply that its participation in the SmartWay Transport
Partnership constitutes EPA approval or endorsement of anything other than the Partner's
commitment to the program. The Partner will not make statements or imply that EPA endorses the
purchase or sale of the Partner's products and services or the views of the organization.
6. Submittal of this SmartWay Logistics Tool annually constitutes agreement to all terms in this
Partnership Agreement. No separate agreement need be submitted.
2 Individual corporate data will be treated as sensitive business information.
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WHAT SOFTWARE AND HARDWARE is REQUIRED FOR COMPLETING THE
SMARTWAY LOGISTICS TOOL?
The Logistics Tool was designed in "Microsoft Excel Forms." Completing the Logistics Tool requires the
following software and hardware:
A 2003 or later version of Microsoft Excel
Excel security level set at Medium or lower
A PC running Windows XP or a 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)
A minimum of 10 megabytes of free disk space. More disk space may be required based
on the number of companies you define in your Tool
Adequate memory (RAM) to run Microsoft Office
A monitor resolution of at least 1,024 x 768
NOTE: The Excel web application in MS Office 365 (the cloud-based version of the Office operating
system) does not currently support the macros used in the SmartWay tools. Therefore SmartWay tools
do no function properly in Office 365 at this time.
Please 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 Logistics Tool.
We encourage you to make sure that you virus software is up to date, and to scan your PC before
putting data in the Logistics Tool.
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Section 2 Overview of Data Collection Requirements
This section will explore the data needed for completing the required sections of the Logistics Tool. The
Logistics Tool Data Entry and Troubleshooting Guide explains more about the structure of the Tool and
the data entry process; this guide will focus primarily on the essentials for completing the Tool.
INTRODUCTORY SCREENS
There are five screens that orient you to the Tool: the Introduction, the Partnership Agreement, Tool
selection guidance, data collection needs, and the SmartWay Partner Schedule for 2015. These are
general information screens; note that you MUST click the box indicating that you agree to the terms of
the Partnership Agreement before moving on to the next screen.
PROVIDING US/CANADA OPERATIONS INFORMATION
To begin, you must specify the percentage of your total operations in the United States and in Canada.
Acceptable metrics include miles, fuel consumption, or any reasonable quantitative means of allotting
the approximate percentage of operations in the two countries.
ESTABLISHING YOUR DATA COLLECTION YEAR
Before beginning your data collection, identify the last calendar year for which you have full annual (12
months) data. This means that you have data from January of the calendar year through December of
the same year. If you are submitting for the first time and do not have a full year of operational data,
please collect o minimum of three months' data for input into the SmartWay Tool. In your next update
year, you will be required to submit a full year's data.
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SECTION 1: SPECIFY OFFICIAL PARTNER NAME
Your Partner Name is the official name that your customers would recognize for your companyin
other words, the name someone hiring you would look for.
You must specify you company's official Partner Name, exactly as you want it to appear on the
SmartWay website.
For example, if you enter:
ABC Company
ABC Company, Inc.
ABCCOMPANYLLC
Your company will be listed exactly as you've entered above. Therefore, it is important to pay special
attention to proper capitalization, abbreviations, annotations, and punctuation.
SECTION 2: ENTER CONTACT INFORMATION
The SmartWay Tool asks for:
General company information such as location, web address, phone number, etc.
A Working Contact3 for any questions about your company's participation and Tool submissions
An Executive Contact4 for participation in awards and recognition events
Additional contacts (optional): Additional contacts may include anyone who is not the Working
Contact but may be involved with SmartWay (e.g., press/media contact, fleet manager, etc.).
Note that you MUST have at least two contacts listed in the contact information section of the Tool, and
the Working and Executive Contacts must be different. SmartWay recommends developing an internal
succession plan to make sure that your Logistics Carrier Tool submission schedule is maintained, in the
event that a Working Contact is reassigned, or leaves the company for any reason.
3 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 company data; completing and updating the Tool itself; maintaining direct communication with SmartWay; and keeping
interested parties within the company apprised of relevant developments with SmartWay.) NOTE: To ensure that emails from SmartWay/EPA
are not blocked, new working contacts may need to add SmartWay/EPA to their preferred list of trusted sources.)
4 The Executive Contact is the company executive who is responsible for agreeing to the requirements in the SmartWay Partnership
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.
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SECTION 3: LOGISTICS BUSINESS UNIT CHARACTERIZATION
The Logistics Tool tracks business unit-level operations. Most logistics companies should create one
business unit; i.e., one line.
However, if you have multiple business units that can be hired by customers individually, you should
create multiple business unit records in the Tool and characterize their operations individually. You
should not include internal company fleet definitions or designationsonly separate business units as
they would be identified and hired by your customers.
There are three screens in the Business Unit Characterization section of the Tool:
Identify Logistics Business Units: For each business unit that a customer can hire, you will
be asked to establish a name. Each business unit name will begin with your Partner Name,
and will include a business unit identifier. Use a business unit identifier that is recognizable
by your customers.
Logistics Business Unit Details: For each business unit, you will be asked to provide SCACs,
MCN, and/or DOT numbers (optional-for fleet identification); define the business unit as
"for-hire" or "private;" and identify a point of contact.
Business Focus: For each business unit, you will need to specify the percent of overall
activity for each business focus category (e.g., logistics provider, freight forwarder, freight
broker, truck carrier, or rail freight broker).
Data requirements for these three screens are described in greater detail below.
"Identify Logistics Business Units" Screen
For each logistics business unit, you will need to specify:
Company Name: On the SmartWay website, each of your business unit names will begin with
the name of your company. This company name will be whatever you enter in the Company
Name field on the "Identify Logistics Business Units" screen. By default, the Company Name for
your first business unit on the screen is automatically populated with the first 50 characters of
the Partner Name that was entered on the Home screen. You should specify the Company Name
so that it appears EXACTLY as it you want it to show within each business unit name. (For
example, if your company's name includes "Inc." or "Ltd.", you may choose not to include that in
your fleet names.) Please pay special attention to proper capitalization, abbreviations, and
punctuation. Remember that this name will be automatically inserted at the start of each of
your business unit names on the SmartWay website.
Business Unit Identifier: Please make sure to specify each business unit identifier exactly as
you want it displayed on the SmartWay website, including proper capitalization, any
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abbreviations, and punctuation. Remember that it will automatically be combined with your
Company Name. NOTE: If you have only one business unit, you may leave the Business Unit
Identifier field blank, in which case your business unit name will simply be your Company Name.
NOTE: Define your business units based on the ability of your customers to choose them. If a business
unit includes a mix of TL and LTL, you will indicate the percentages of each. If customers can choose to
hire your TL business unit, your LTL business unit, or your dray business unit separately, then each
should be regarded as a separate business unit.
"Logistic Business Unit Details" Screen
For each business unit, you will need to specify:
Standard Carrier Aloha Codes (SCACs): The Standard Carrier Alpha Code is a unique 2 to 4
character alphabetic code used by the transportation industry to identify transportation
companies. If you cannot remember your SCACs, please contact the National Motor Freight
Traffic Association before proceeding (see http://www.nmfta.org/Pages/ContactUs.aspx.) You
can enter multiple SCACs by separating them with commas in the Tool. This field is optional and
may be left blank in the Tool.
Motor Carrier Numbers (MCNsl: The Motor Carrier Number is a 6 or 7 digit number provided
by the Federal Motor Carrier Safety Administration. This field is optional and may be left blank
in the Tool.
US DOT Number: This number is assigned to commercial vehicles hauling cargo in interstate
commerce by the Federal Motor Carrier Safety Administration. DOT numbers are strictly
numeric and can be up to 7 digits in length. This field is optional and may be left blank in the
Tool.
Business Unit Type: Business Unit Type is defined as the service type for your business unit.
There are three options accepted by the Tool"For-Hire," "Private," and "Dedicated". If your
company has only one business unit, your "Type" selection will reflect your company's
operations as a whole. If there are multiple business units, define each unit's type separately.
Business Unit Contact: This contact should be one of the contacts you already identified in the
Contact Information section as the contact for each business unit. NOTE: A drop-down menu in
the Tool will supply this information; if there is a contact for the business unit that is not already
listed in the Contacts worksheet, you will need to go back to that screen to add the required
contact information.
"Business Focus" Screen
For each business unit, you will need to specify the percent of overall activity for each Business Focus
Category:
Logistics Provider: Logistics providers are non-asset based third parties that provide multiple,
bundled logistics services. They may be involved in material management, transportation
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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: Freight broker specializing in rail mode services.
Please use Worksheet #2 in Appendix A of this document to help you prepare your company's business
unit characterization information.
SECTION 4: DOWNLOAD LATEST SMARTWAY CARRIER DATA FILE
To ensure that the Logistics Tool gives you the most current list of SmartWay carriers to select from, you
must click the "Download Latest SmartWay Carrier Data File" button on the home screen. A new box
will appear next to the button indicating the "Date of Current Carrier File." You are now ready to select
carriers and enter activity data for each business unit.
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.
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SECTION 5: DATA ENTRY FOR BUSINESS UNITS
Now that you have defined your logistics business units, you will be asked to provide additional
information for EACH business unit separately.
Select Business Unit for Data Entry
On the Home screen, you will now see all the business units you created listed in the window below
item # 5: Select Business Unit for Data Entry.
There will be a status message after each business unit, indicating whether or not the data entry for that
business unit is complete. The following information may appear beside a business unit name:
Not checked - Data has not been entered yet.
Incomplete - Some data is still missing and/or inconsistent.
Complete - All data requirements have been met and validation has occurred.
In addition to the status indicators above, you may also see one of two qualifiers: "Errors" or
"Warnings."
Errors will prevent you from generating the Internal Metrics Reports under item #8, 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
addressing errors and warnings is described for subsequent input screens in the following
sections.
To add data to a particular business unit, highlight the business unit name and then double-click. You
will then proceed to the Tool Data Entry Screens.
Select Carrier(s) Screens
To begin, you will need to identify the carriers included in each logistics business unit. Two options are
available for identifying your carriers. If you have a large number of carriers (e.g., as a large 3PL with
100 or more carriers), you may wish to develop your carrier details separately and upload your data in a
single file using the Outside Data Import method. Alternatively, if your logistics business unit has a
limited number of carriers, you may choose to specify your carriers one at a time using the Manual
Input SmartWay Carriers Entry method. These two methods are described in detail in the Logistics Tool
Data Entry and Troubleshooting Guide.
Regardless of the method you choose, you will need to first identify the mode of transport for the
carrier. Six carrier mode selections are available, including:
Rail
Truck
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Multi-modal
Logistics
Barge
Air
(Note: By selecting "AN" on the Tool's Manual Input SmartWay Carriers screen, you may search across
all carriers, regardless of mode.)
Next, you may also specify a ranking category for the Truck mode. Truck ranking categories include:
Auto Carrier
Dray
Expedited
Flatbed
Heavy/Bulk
LTL Dry Van
Mixed
Moving
Package
Refrigerated
Specialized
Tanker
TL Dry Van
Ranking category selections are not currently available for other modes but may be added in the future.
(Note: Multi-modal selections list "Truck/Rail" as the ranking category.)
After identifying the mode (and ranking category, if available), you should identify each carrier's specific
fleet name, as listed in the SmartWay Carrier Data file, along with any associated SCACs, DOT #s and
MCNs. The Carrier data file must be downloaded from the SmartWay website by selecting the button
under Step 4 on the Logistics Tool Home screen. This data can then be viewed on the Manual Input
SmartWay Carriers screen or offline using Microsoftฎ Excel. In addition, a new function is now available
to assist you in matching your carrier names with the fleets listed in the SmartWay carrier data file. This
matching process is explained in detail on the Match My Carriers screen.
In certain cases, a carrier may have multiple fleets associated with its operations. In the case of
trucking, multi-modal and logistics partners, you may use the SCAC list in the Carrier Data file to select
among multiple fleets. The Manual Input SmartWay Carriers screen also allows you to filter carrier
fleets by SCAC, MCN, DOT number, and/or address if needed.
After identifying your SmartWay carriers, you must then go to the Manual Input Non-SmartWay
Carriers screen to enter the number of non-SmartWay carriers within the current business unit. Only
include carriers used during the reporting year. Enter the total number of non-SmartWay partners within
the current fleet and check the box to confirm that all the non-SmartWay carriers in this business unit
have been added. If this business unit has non-SmartWay carriers, select the carrier mode(s) the non-
SmartWay carrier(s) belong to.
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Activity Data Screen
First provide a detailed text data source description for the sources used to estimate your mileage and
ton-mile data for your carriers by selecting the Describe Data Source button. Be sure to indicate how
you calculated the values, and where this data was obtained. For example, you may use PC Miler,
carrier reports, or accounting/purchasing records to determine miles. Payload and ton-mile estimates
may be based on bills of lading or other internal records.
Next you must specify a Data Availability option for each carrier. There are seven Data Availability
options:
1. Enter ton-miles and miles (preferred option)
2. Enter ton-miles and average payload
3. Enter ton-miles, average density, and average load percentage
4. Enter ton-miles only
5. Enter miles and average payload
6. Enter miles, average density, and average load percentage
7. Enter miles only
Ideally, when entering information for a carrier, you should use Data Availability Option 1. If this is not
possible, please choose the method that uses the most accurate data at your disposal. In this way the
Tool will utilize the most accurate data available for the ton-mile and mile comparison metrics, as well as
for the emissions footprint calculations.5
After specifying the Data Availability options, you must then pick the preferred metric (Inventory
Calculation Metric) for calculating mass emissions for each of your carriers. Options include:
grams per (truck, railcar, barge or aircraft) mile
grams per ton-mile (all modes)
Select the metric most appropriate for characterizing your carrier activity. You may select g/mile
metrics for estimating mass emissions for lighter weight truck freight, while g/ton-mile should generally
be used for rail and heavier truck freight.
After specifying the Data Availability Option, record your activity data. Enter the data to the nearest
whole number.
Data Availability Option 1 - Enter total ton-miles and total miles. Total miles corresponds to truck
miles, railcar miles, air miles, or barge miles, as appropriate. For rail carriers, DO NOT enter train miles,
and for barge carriers, DO NOT enter miles for the entire string of barges - enter the sum of miles for
each individual railcar and/or barge load.
Data Availability Option 2 - Enter total ton-miles along with your estimated average payload (per truck
railcar, etc. as appropriate) in short tons (2,000 Ibs).
5 Data Availability selections for LTL, package and multi-modal carriers are restricted to Options 1-5 due to the difficulty in
adjusting mileage for partial loads. Air carriers are restricted to Options 1, 2, 4 and 5 due to the lack of air cargo density data.
SmartWay Logistics Partner Tool Quick Start Guide | Page 19
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Data Availability Option 3 - Enter your total ton-miles. Next, you must estimate your freight density
using the Average Density Calculator on the Activity Data screen. The calculator allows you to specify
the fraction of shipments that fall into various commodity groupings. Each grouping has an associated
average density, expressed in pounds per cubic foot of available cargo space. The densities for a given
commodity category vary for rail/barge and truck modes, since utilized container space varies by mode.6
For each carrier, record the percentage distribution (as a fraction of total miles) for each of the
Commodity Groupings, as shown in Worksheet 3B.
Next you will need to estimate the number of loads (truck, railcar or barge) by load fraction category.
The Logistics Tool has ten load categories:
1/10 truckload (or railcar/barge-load)
2/10 truckload (or railcar/barge-load)
...(incremental categories)...
9/10 truckload (or railcar/barge-load)
Full truckload (or railcar/barge-load)
Record the annual number of loads for each of these categories, for each carrier, matching your
estimates to the most appropriate (closest) category. Load estimates can be volume-based (with full
truckload equivalent to cubing out) or weight-based (with full truckload equivalent to weighing out).
Data Availability Option 4 - Enter total ton-miles.
Data Availability Option 5 - Enter total miles along with your estimated average payload (per truck,
barge or railcar, as appropriate) in short tons (2,000 Ibs).
Data Availability Option 6 - Enter total miles. Next enter your freight density and load percentage
information, as described for Data Availability Option 3.
Data Availability Option 7 - Enter total miles.
6 The density categories for Logistics and Multi-modal carriers are assumed to be the same as for Truck carriers. Density
categories for rail and barge are assumed to be the same.
SmartWay Logistics Partner Tool Quick Start Guide | Page 20
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Section 3Step by Step Instructions for Data Entry
DOWNLOADING THE SMARTWAYLOGISTICS TOOL
To download the Logistics 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.
SETTING YOUR SECURITY LEVELS FOR THE SMARTWAY TOOLS
In some cases, Microsoft Excel will ask you to adjust your security settings before opening the Tool.
Instructions should appear on your screen //you need to change your security settings before running
the Tool. The instructions differ depending upon what version of Excel you use (Excel 2003, 2007, 2010,
or 2013).
If you need additional assistance with your security settings, download the guidance document labeled
"Logistics Company Partner 2.0.14 Tool: Data Entry and Troubleshooting Guide2014 Data Year-
United States Version" from the logistics page of the SmartWay website noted above and review the
screen-by-screen guidance in Part 1: Downloading and Setting Up the Tool.
SmartWay Logistics Partner Tool Quick Start Guide | Page 21
-------
ENTERING YOUR PARTNER NAME
1. Type your Partner Name EXACTLY as you would like it to appear on the SmartWay website in the
field as indicated.
2. Proceed to Section 2 to enter contact information.
ENTERING YOUR CONTACT INFORMATION:
From the Home screen, select the Enter Contact Information button.
SmartWay
Report Year
2014
Logistics
United States Version: 2.0.14
Released on: 7/8/2O15
Please complete the following steps. Check boxes on the left indicate successful completion of each step. For more information, select the 'Help'
button.
1. Enter Partner Name (Exactly as it should appear on the SmartWay website):
(logistics 1, Inc.
2.
3. I
4. I
Enter Contact Information
Logistics Business Unit Characterization
Download Latest SmartWay Carrier Data File
5. Select Business Unit for Data Entry:
(Double-dick the business unit name or select and hit Enter)
6.
^
9.
Review Year to-Year Comparison
Partner Profile / Logo Info / Suggestions
View Your Data Reports
Generate Files to Send to EPA*
*!
1J
I
*After selecting this option, be sure to carefully read all directions before proceeding.
Screen
Demo
Page L-8
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 Logistics Partner Tool Quick Start Guide | Page 22
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martWay: Contact Informal!
Working Contact
Executive Contact
Suite 203
Addressl* I645 Ot:ean WaV
Address2
City*
Main phoneซ 1512-555-5555
Web Sits
[Austin
State*
Toll Free
ZIP*
Country* |USA
www.MMl.com
There must be at least two different people that SmartWay can contact. The Working Contact is the person assigned to
work directly with EPA regarding timely and accurate Tool submission, and maintaining direct communication with
SmartWay.
The Executive Contact is the company executive who is responsible for agreeing to the requirements in the SmartWay
Partnership Annual Agreement and ensuring timely submission of the Tool to SmartWay. The Executive Contact should be
a Vice President or higher-level representative for the company.
Working Contact: ? |
Name |Mn _Z\ First* |Glenn HI
Titieป IVP Operations
r
|johnson
Executive Contact: I ?|
Name I1*' _IJ First* |Jack
Title*
' - Required
MI
r
|shephard
CEO
"Page MM-9
Each field marked with an asterisk must befitted out. You will not be able
to submit the Tool to SmartWay without this information.
Steps for Entering Contact Information:
Under the Partner Information tab:
1. Enter the Company data.
2. Enter the Working Contact name and title.
The Working Contact is the individual designated by the Executive Contact to directly interface
with SmartWay regarding specific tasks involved in the timely submission of the Tool. The
Working Contact is responsible for coordinating the assembly of information to
complete/update fleet data; completing and updating the Tool itself; maintaining direct
communication with SmartWay; and keeping interested parties within the company apprised of
relevant developments with SmartWay. (NOTE: To ensure that e-mails from SmartWay/EPA are
not blocked, new contacts may need to add SmartWay/EPAto their preferred list of trusted
sources.)
3. Enter the Executive Contact name and title.
SmartWay Logistics Partner Tool Quick Start Guide | Page 23
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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
Please enter information about your Working Contact here.
Name
JGIenn Johnson
1645 Ocean Way
Addressl*
AddressZ | Suite 203
City* | Austin
Phone* |512-444-4444
Email*
State* |TX jj
:212 Cell 512-777-7777
ZIP* [78731 Country*
Fax 512-888-8888
| glennjohnson@mml.com
Confirm Email* glenn.johnson@mml.com
Required
1. Enter the Working Contact information. If the Working Contact shares the same address as
Use Partner Address
the company, you may select theB ^gjg^jjjjj^j^jgj^ | 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.
Under the Executive Contact tab:
SmartWay Logistics Partner Tool Quick Start Guide | Page 24
-------
Partner Information Working Contact Executive Contact Other Contacts
Please enter inforr
Name
nation about your Executive Contact here.
Jack Shephard
Addressl*
Address2
City*
Phone*
Email*
545 Ocean Way
Suite 203
Austin State* 1 ^\
512-789-6789 Extj Cell
j a ck. sh ep h a rd ฉ mml . com
ZIP* 78731 Country* USA
Fax|~
&*
Confirm Email* [jack.shephard@mml.com
- Required
Figure 27. Executive Contact Information Screen
1. Enter the Executive Contact information. If the Working Contact shares the same address
as the company, you may select the!
Use Partner Address
button to auto-
populate the address section of this record.
Under the Other Contacts tab:
SmartWay Logistics Partner Tool Quick Start Guide | Page 25
-------
SmartWay: Contact Information
Partner Information
Working Contact
Executive Contact
Please enter information about your additional contacts here.
Other Contacts:
Add New Contact
Edit Selected Contact
Delete Selected Contact
"Page MM-12
Figure 28. 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
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
SmartWay Logistics Partner Tool Quick Start Guide | Page 26
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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.
SmartWay Logistics Partner Tool Quick Start Guide | Page 27
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COMPLETING THE "IDENTIFYBUSINESS UNITS" SCREEN:
Logistics Business Unit Characterization
1. On the Home screen, select the
button to display the Business Unit Characterization screens.
2. Confirm that the Business Unit (Company Name) that appears automatically is correct and
appropriate for your business units. If not, make changes in the field under the heading "Company
Name."
3. Enter the "Business Unit Identifier" for your first (or only) business unit.
4. Enter additional business units as needed:
a. To enter another business unit, select the
Add Another Logistics Business Unit
button.
b. To delete a business unit, select the box next to the row you wish to delete, and then select
X Delete Checked Rows
the
button.
c. Once you have confirmed or modified the Company Name and specified the Business Unit
Identifiers, the full Business Unit Name(s) will be displayed on the screen to the right,
exactly as they will be displayed on the SmartWay website.
5. To proceed, select the Logistics Business Unit Details tab at the top, or simply select the
button at the bottom of the screen.
SmartWay Logistics Partner Tool Quick Start Guide | Page 28
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COMPLETING THE "LOGISTICS BUSINESS UNIT DETAILS" SCREEN
1. For each business unit, you are asked to provide additional details, including SCAC, MCN, and DOT
identifiers (optional) for each business unit listed. If you have a single business unit that has
multiple SCACs, enter all of them into the SCAC field, and separate them with commas.
While it is not required to enter SCAC, MCN, or DOT information for each business unit, it
will help shippers and logistics companies searching by those parameters in the SmartWay
database to easily find your business unit for inclusion in their Tool.
2. Select your Business Unit Type (either "For-Hire," "Private." or "Dedicated") for each business unit
listed.
3. Select a Business Unit Contact from the drop-down menu for each business unit listed. If the
appropriate business unit contact is not listed, go back to the Contact Information screen (see
Section 2), and enter that name under "Other Contacts." Then return to this screen to add the name
from the drop-down menu.
4. Select the ' button or select the Operation Categories tab at the top to proceed to the
next section.
COMPLETING THE "BUSINESS Focus" SCREEN:
1. For each business unit identified, estimate the percentage of total activity associated with each of
the five business focus categories listed. Enter your estimates in the fields provided. Leave the field
blank if no activity is associated with that operation category for that business unit.
2. Once you are sure your information is input correctly, you may select the
CREATE
BUSINESS UNIT(S)
button at the bottom of the page. You will automatically be returned to the Home screen.
DOWNLOADING THE LATEST SMARTWAY CARRIER DATA FILE
1. On the HOME page, select the
Download Latest Smart Way Carrier Data Tile
button and allow the Tool to download the latest carrier data (SmartWayCarrierData2014.xls).
2. Proceed to next section to enter data for your business unit(s).
INPUTTING CARRIERS FOR A BUSINESS UNIT:
1. On the HOME page, select and highlight the name of the business unit for which you wish to enter
data.
2. Double click the name; you will then be taken to the Input Carriers screen data entry screen for that
business unit.
3. You will see the Instructions screen; read the instructions and scroll to the bottom.
4. Check the box next to the words "I have read and understand the carrier data input instructions"
when you have read them.
SmartWay Logistics Partner Tool Quick Start Guide | Page 29
-------
5. You must now decide how you will enter your data; i.e., via manual input or through the outside
data import function. Refer to the "Logistics Company Partner 2.0.14 Tool: Guide to Importing
Carrier Data Using Outside Data Import Function-2014" on the logistics page of the SmartWay
website for more information about using the Outside Data Import function to enter your carriers,
as well as using the new carrier matching function.
Otherwise, proceed to the Manual Input 5martWav Carriers
COMPLETING THE MANUAL INPUT SMARTWAY CARRIERS TAB:
1. To select carriers manually, you can enter all or part of the carrier's name directly into the
Apply Filter | button_ A new fj|tered |jst wj||
"Carrier Name" input box and the select the
appear in the Available SmartWay Carriers box.
Double click on the carrier name to add it to the "Selected SmartWay Carriers" box.
2. You may also search for carriers by filtering using carrier mode, ranking category, SCAC, MCN,
DOT, and/or various address fields to find your carriers in the SmartWay Carrier data file.
3. To search by Carrier Mode, select the mode of transport from which you wish to choose a
carrier. Seven carrier mode selections are available, including "All," "Rail," "Truck," "Multi-
modal", "Barge," "Logistics," and "Air".
Note that by selecting "AN", you may search across all carriers, regardless of mode.
4. Next, if you select the Truck mode, you may also specify a carrier ranking category. Truck
ranking categories include TL Dry Van, LTL Dry Van, Refrigerated, Flatbed, Tanker, Dray,
Heavy/Bulk, Package, Auto Carrier, Moving, Specialized, Mixed, and Expedited.
To select carriers manually, you can enter all or part of the carrier's name directly into the
I button. A new filtered list will
"Carrier Name" input box and the select the
appear in the Available SmartWay Carriers box.
Using your mouse, double click on the carrier name to add it to the "Selected SmartWay
Carriers" box.
5. Once you have successfully identified your carriers using the Manual Entry method, proceed to
Manual Input Non-SmartWay Carriers
the tab.
COMPLETING THE MANUAL INPUT NON-SMARTWAY CARRIERS TAB:
1. Enter the total number of Non-SmartWay Carriers for the business unit into the data field.
2. Check the box to confirm that you have added all of the Non-SmartWay Carriers for your
business unit.
3. Using your mouse, double-click on each non-SmartWay carrier type used by this business unit;
double clicking will add it to the "Selected Non SmartWay Carriers" list.
SmartWay Logistics Partner Tool Quick Start Guide | Page 30
-------
-jjj.il j.jj.j.1 Manual Input Non-5martWay Carriers
4. Once the required data has been entered on t the _ tab,
you can proceed to the Activity Data screen.
COMPLETING THE ACTIVITY DATA TAB FOR YOUR BUSINESS UNIT:
2. Enter a detailed description of the sources used for your Activity data information, including a
description of how you calculated miles, ton-miles, payload, density and load percent (if
applicable) in the space provided.
3. Select the 11 button.
4. For each carrier listed, specify your data availability:
1 = I know both Ton-miles and Total Miles
2 = I know Ton-miles and Average Payload
3 = I know Ton-miles and have general information about number of loads and type of cargo
4 = I know Ton-miles only
5 = I know Total Miles and Average Payload
6 = I know Total Miles and have general information about number of loads and type of
cargo
7 = I know Total Miles only
5. For carriers where you have selected Data Availability Option 1, enter total ton-miles along with
total miles.
6. For carriers where you have selected Data Availability Option 2, enter total ton-miles along with
your estimated average payload (per truck, barge or railcar, as appropriate) in short tons (2,000
Ibs).
7. For carriers where you nave selected Data Availability Option 3, enter your total ton-miles.
Next, you must estimate your freight density using the Average Density Calculator on the
Activity Data screen.
a. Select the "Calc" button under the heading "Average Density."
b. Enter the percentage distribution (as a fraction of total miles) for each of the
Commodity Groupings (see Worksheet 3B.)
c. Select
to return to the Activity screen.
d. Next, select the "Calc" button under the heading "Average Load Pet."
e. Estimate and enter the number of loads (truck, barge or railcar) by load fraction
category.
The Logistics Tool has ten load categories:
1/10 truckload (or railcar/barge-load)
2/10 truckload (or railcar/barge-load)
SmartWay Logistics Partner Tool Quick Start Guide | Page 31
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...(incremental categories)...
9/10 truckload (or railcar/barge-load)
Full truckload (or railcar/barge-load)
f. Record the annual number of loads for each of these categories, for each carrier,
matching your estimates to the most appropriate (closest) category. Load estimates can
be volume-based (with full truckload equivalent to cubing out) or weight-based (with
full truckload equivalent to weighing out).
8. For carriers where you have selected Data Availability Option 4, enter total ton-miles.
9. For carriers where you have selected Data Availability Option 5, enter total miles along with
your estimated average payload (per truck, barge or railcar, as appropriate) in short tons (2,000
Ibs).
10. For carriers where you have selected Data Availability Option 6, enter your total miles. Next,
estimate your freight density and average load percent using the calculators as described above
for Data Availability Option 3.
11. For carriers where you have selected Data Availability Option 7, enter total miles.
Note: Data Availability selections for LTL, package and multi-modal carriers are
restricted to Options 1-5 due to the difficulty in adjusting mileage for partial loads. Air
carriers are restricted to Options 1, 2, 4 and 5 due to the lack of air cargo density data.
VALIDATE
SCREEN
12. Select the I ' I button and correct any errors.
a. If you have errors, they will appear either as red boxes for significant errors, or as yellow
warning boxes for less-extreme errors. Red errors will prevent you from submitting
your Tool.
b. If your values are out of range, but you are confident that they are correct, double click
the box with the error. A comment box will then appear. Enter an explanation for the
value and click OK. The box will become yellow, and you will be able to proceed to
submit your Tool.
13. Proceed to the I fj^DfjjOfj^^ ^a^ to see yOur % SmartWay Value to assess your overall all
progress in utilizing SmartWay carriers. You may also go to the I HMMฃaiฃfl I tab
to review your carriers' performance levels.
14. Select the
button to return to the Home screen.
OPTIONAL STEPSYEAR TO YEAR COMPARISONS, VIEW REPORTS, AND
PROVIDE ADDITIONAL INFORMATION
After completing Steps 1 - 5 on the Home screen, you have access to three optional sections of the Tool.
The Year-to-Year Comparison Report allows the user to compare the business unit characteristics and
activity values, as well as CO2 performance metrics for the current year with those of a prior year. This
report is particularly helpful in identifying any changes that may have occurred since your last reporting
SmartWay Logistics Partner Tool Quick Start Guide | Page 32
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period, determining trends in activity and performance over multiple years, and performing general
quality assurance of the inputs used for your current Tool. You can access this report by selecting
Review Year-to-Year Comparison
under item #6 on the Home screen.
The Partner Profile / Logo Info / Suggestions section allows you to provide EPA with additional
information about your company, potential use of the SmartWay Logo, general feedback regarding the
SmartWay program, and information regarding your largest non-SmartWay carriers for potential
recruitment. This information is optional and is not required in order to submit your Logistics Tool data
the Home screen will open the Partner Information forms.
The View Your Data Reports section gives you access to twelve reports to help you understand your
data and use it to make better performance decisions. You can access these reports by selecting
View Your Data Reports
under item #8 on the Home screen.
***Once you've reviewed these sections, you will be ready to submit your Tool to EPA.***
SmartWay Logistics Partner Tool Quick Start Guide | Page 33
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STEPS FOR SUBMITTING YOUR TOOL To EPA
2. Select the checkbox to indicate you understand the terms of the SmartWay Partnership
Agreement once again.
3. 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.
a. If so, you can then enter your Annual Submission ID, which has been sent to you by your
SmartWay PAM via email. If you cannot locate your submission ID, you can select the
link "Email me my SmartWay ID" to have your ID sent to you.
b. If you did not submit data last year, indicate how your company first heard about
SmartWay.
4. When ready, select NEXT to create a file with the following naming convention:
Logistics_PartnerName_ Year_ 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; for example:
Logistics_ABCLogistics, lnc_ 2014 _VO.xml
5. Next, specify the folder where you would like to save the .xml file, and a screen will appear.
6. 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.
7. Upon selecting NEXT, a screen will appear that allows you to close the Logistics Tool or return to
the Home screen.
NOTE: DO NOT ZIP the Files. Send them to EPA as normal files attached in an e-mail.
EPA security will not allow zipped files through the EPA firewall.
Please visit http://www.epa.gov/smartway/forpartners/index.htm for additional resources, including
printable data collection worksheets, technical documentation, and the Logistics Tool Data Entry and
Troubleshooting Guide for more in-depth exploration of each section of the Logistics Tool.
SmartWay Logistics Partner Tool Quick Start Guide | Page 34
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APPENDIX A: DATA SOURCES FOR ACTIVITY DATA
List of Worksheets
#1: Company and Contact Worksheet 36
#2: Logistics Business Unit Characterization Worksheet 37
#3A: Select Carriers Worksheet 38
#3B: Activity Data Worksheet 39
SmartWay Logistics Partner Tool Quick Start Guide | Page 35
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Worksheet #1: Company and Contact Information
#1. Enter Your Contact Information:
General Company Contact Information
Company Name
Headquarters
Mailing Address
City
Main Phone
Number
State/Province Zip Country
Toll-free 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 Logistics Partner Tool Quick Start Guide | Page 36
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Worksheet #2: Logistics Business Unit Characterization
Complete this worksheet for each business unit you will be submitting in the Logistics Tool.
#2: Define Your Business Units
Business Unit Name (Company Name followed by Business Unit Identifier name)
SCAC(s):
MCN:
DOT:
BUSINESS UNIT TYPE: (for-hire, private, dedicated)
Business Unit Contact:
Business Unit Focus (activity %s):
Logistics Provider Freight Forwarder Freight Broker Truck Carrier
Rail Freight Broker
SmartWay Logistics Partner Tool Quick Start Guide | Page 37
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Worksheet #3A: Select Carrier(s)
Complete the following for each business unit you will be submitting in the Logistics Tool. Make
multiple copies of the table below to enter all carriers in the business unit if needed.
#3A: Identify Your Business Units
Logistics Business Unit Name
Carrier Name*
ModeA
Ranking Category
**
# Non-SmartWay Carriers,
* Exactly as it appears in SmartWay Carrier data file
A Truck, Rail, Logistics, Multi-modal
** Truck ranking categories include:
TL Dry Van; LTL Dry Van;
Refrigerated; Flatbed;
Tanker; Dray;
Package; Specialized; Mixed
AA If applicable, for current reporting year only
SmartWay Logistics Partner Tool Quick Start Guide | Page 38
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Worksheet #3B: Enter Activity Data (page 1 of 5)
Complete the following for each business unit you will be submitting in the Logistics Tool. Make
multiple copies of the tables if needed to enter all carriers in the business unit.
#3B: Enter Activity Data
Logistics Business Unit Name:
Provide Data Source Description:
SmartWay Logistics Partner Tool Quick Start Guide | Page 39
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Worksheet #3B: Enter Activity Data (page 2 of 5)
Data Availability Option, Inventory Calculation Metric, Miles, Ton-Miles, and Average Payload
Carrier Name
Data
Availability
Option (1-7)*
Inventory
Calculation
MetricA
Ton-miles
Miles
Average
Payload**
* Options include
1 = (Preferred) I know both Ton-miles and Total Miles (excludes LTL carriers).
2 = I know Ton-miles and Average Payload.
3 = I know Ton-miles and have general information about number of loads and cargo density.
4 = I know Ton-miles only (excludes LTL carriers).
5 = I know Total Miles and Average Payload.
6 = I know Total Miles and have general information about number of loads and cargo density.
7 = I know Total Miles only (excludes LTL and package carriers).
A g/ton-mile; g/mile; g/railcar-mile
** For Options 2 and 5 only
-------
Worksheet #3B: Enter Activity Data (page 3 of 5)
Complete the following for each truck, logistics, and multi-modal carrier in the business unit. Only
required for Data Availability Options 3 and 6.
Make multiple copies of the tables as needed to enter all carriers in the business unit.
Commodity Distribution (for Average Density Calculator)
Carrier Fleet Name:
Truck/Logistics/Multi-modal Carrier Commodity Distribution
Commodity
Group
1
2
3
4
5
6
7
8
Description
Pharmaceutical products
Electronic and electrical equipment; furniture,
mattresses, lamps, etc.; machinery; mail and courier
parcels; misc. manufactured products; mixed freight;
non-powered Tools; plastic and rubber; powered Tools;
precision instruments and apparatus; printed products;
vehicles, including parts.
Alcoholic beverages; all other agricultural products; all
other prepared foodstuff; all other transportation
equipment; articles of base metal; bakery and milled
grains; base metal - finished or semi-finished; live
animals and fish; meat, seafood and their preparation;
paper and paperboard articles; pulp, newsprint, paper
or paperboard; recyclable products; textile, leather,
and related products; tobacco products; wood
products.
All other waste and scrap, animal feed or products of
animal origin, hazardous waste, misc/other;
monumental or building stones, non-metallic mineral
products.
All other chemical products, all other coal and refined
petroleum, base chemicals, crude petroleum; fertilizers
and fertilizer materials.
All other non-metallic minerals, cereal grains, logs and
other wood in rough, metallic ores and concentrates;
natural sand.
Coal, fuel oils, gasoline and aviation turbine.
Gravel and crushed stones
Avg Ibs/cu ft
7.8
9.3
11.3
13.2
14.1
16.3
17.2
18.3
% of Carrier
Freight*
mileage basis - must sum to 100
SmartWay Logistics Partner Tool Quick Start Guide | Page 41
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Worksheet #3B: Enter Activity Data (page 4 of 5)
Complete the following for each rail/intermodal and barge carrier in the logistics business unit.
Make multiple copies of the table as needed to enter all carriers in the business unit.
Commodity Distribution (for Average Density Calculator)
Carrier Fleet Name:
Rail/Barge Carrier Commodity Distribution
Commodity
Group
1
2
3
4
5
6
7
Description
Electrical equipment, furniture, live animals and fish,
textiles and leather, vehicles.
Mixed freight
Machinery, tobacco products, transportation
equipment
Logs and rough wood; meat, fish, seafood; misc.
manufacturing; paper products; products of
petroleum
Alcoholic beverages; animal feed; fabricated base
metals; fats and oils; fuel oils; gasoline and fuel;
milled grain products; other agricultural products;
pulp and paper; waste and scrap; wood products
Base metal, basic chemicals, building stone, cereal
grains, chemical products, fertilizers, gravel and
crushed stone, metallic ores, natural sands, non-
metallic minerals, plastics and rubber
Coal
Avg Ibs/cu ft
7.7
16.1
22.6
34.6
42.0
48.3
54.3
%of
Carrier
Freight*
mileage basis - must sum to 100
SmartWay Logistics Partner Tool Quick Start Guide | Page 42
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Worksheet #3B: Enter Activity Data (page 5 of 5)
Complete the following for each carrier in the logistics business unit.
Make multiple copies of the table as needed to enter all carriers in the business unit.
Load Distribution (for Average Load Calculator)
Carrier Fleet Name:
Carrier Load Distribution
Load Fraction*
1/10
2/10
3/10
4/10
5/10
6/10
7/10
8/10
9/10
Full
# Loads/yr
* Truckload, barge load or railcar-load, depending on mode
SmartWay Logistics Partner Tool Quick Start Guide | Page 43
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