Transport Partnership
U.S. ENVIRONMENTAL PROTECTION AGENCY
Logistics Company Partner 2.O.14 Tool:
Data Entry and Troubleshooting Guide
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:
Data Entry and Troubleshooting 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-15-081
July 2015
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Table of Contents
TABLE OF CONTENTS 3
INTRODUCTION 5
PARTI: DOWNLOADING AND SETTING UP THE TOOL 6
DOWNLOADING AND SETTING UP THE TOOL 7
Software and Hardware Requirements 7
Downloading the SmartWay Logistics Company Tool 7
How to Set Security Levels for the SmartWay Tools 7
Security Settings For Excel 2003 Users 8
Security Settings For Excel 2007 Users 9
Security Settings For Excel 2010 and newer Users 15
PART 2: TOOL ORGANIZATION 19
BASIC ORGANIZATION OF THE SMARTWAY LOGISTICS COMPANY TOOL 20
REVIEWING THE INTRODUCTORY SCREENS 22
SmartWay Introduction Screen 22
SmartWay Partnership Annual Agreement Screen 23
SmartWay Tool Selection Screen 24
Required Information Screen 25
The SmartWay Partner Schedule Screen 26
The US/Canada Operations Screen 27
BASIC OVERVIEW OF How TO COMPLETE THE TOOL 30
Sections of the Tool 31
Entering Your Data 31
Validating Your Data 32
Saving Your Data 32
Providing Additional Information 32
Reviewing Your Data 32
Submitting Data to SmartWay 32
PART 3: SECTION-BY-SECTION DATA ENTRY GUIDANCE 33
PREPARING FOR DATA ENTRY 34
SECTION 1 DATA ENTRY: ENTER PARTNER NAME 35
Section 1 Overview 35
Steps for Entering Partner Name 35
SECTION 2 DATA ENTRY: ENTER COMPANY AND CONTACT INFORMATION 36
Section 2 Overview 36
SECTION 3 DATA ENTRY: LOGISTICS BUSINESS UNIT CHARACTERIZATION 42
"Identify Logistics Business Units" Screen Overview 42
Steps for Completing "Identify Business Units" Screen: 44
"Logistics Business Unit Details" Screen Overview 45
Steps for Completing "Business Unit Details" Screen 46
"BUSINES FOCUS "Screen Overview 47
Steps for Completing "Business Focus" Screen 48
SECTION 4: DOWNLOAD LATEST SMARTWAY CARRIER DATA FILE 49
SECTION 5: SELECT BUSINESS UNIT FOR DATA ENTRY (PROVIDING ACTIVITY AND FUEL CONSUMPTION INFORMATION FOR YOUR
BUSINESS UNITS) 50
"Business Unit Status Review" Overview 50
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Steps for Selecting a Business Unit to Review: 51
Completing the CARRIER SELECTION Screen 51
Steps for Inputting Carriers/or a Business Unit: 53
Steps for Completing the Manual Input SmartWay Carriers Tab: 54
Steps for Completing the Manual Input Non-SmartWay Carriers Tab: 54
Completing the Activity Data Screen 55
Steps for Completing the Activity Data Tab for Your Business Unit: 56
SECTIONS 6-8: OPTIONAL STEPS—YEAR TO YEAR COMPARISONS, VIEW REPORTS, AND PROVIDE ADDITIONAL INFORMATION 59
VALIDATING YOUR DATA 60
VIEWING REPORTS 62
Viewing the Year-to-Year Comparison Report 63
PROVIDING ADDITIONAL INFORMATION 66
Viewing Other Data Reports 69
SUBMITTING DATA TO SMARTWAY 72
TROUBLESHOOTING THE TOOL 75
APPENDIX A: RECOMMENDED DATASOURCES FORACTIVITY DATA 78
WORKSHEET #1: COMPANY AND CONTACT INFORMATION 79
WORKSHEET #2: LOGISTICS BUSINESS UNIT CHARACTERIZATION 80
WORKSHEET#3A: SELECT CARRIER(S) 81
WORKSHEET #3B: ENTER ACTIVITY DATA (PAGE loF5) 82
WORKSHEET #3B: ENTER ACTIVITY DATA (PAGE 2 OF 5) 83
WORKSHEET #3B: ENTER ACTIVITY DATA (PAGE 3 OF 5) 84
WORKSHEET #3B: ENTER ACTIVITY DATA (PAGE 4 OF 5) 85
WORKSHEET #3B: ENTER ACTIVITY DATA (PAGE 5 OF 5) 86
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide Page 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 Logistics Company Partner.
The first guide, the Logistics Company Tool "Quick Start Guide/' provides a basic walk-through of the
process of identifying, gathering, preparing, and submitting your data using the SmartWay Logistics
Company BUSINESS UNIT Tool. (From this point on, this guide will refer to the SmartWay Logistics
Company BUSINESS UNIT Tool as the "Logistics Company Tool" or simply, the "Tool," for brevity.)
The Quick Start Guide may be all you need to successfully complete the Logistics Company Tool.
This guide, the Logistics Company 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 business unit composition and activity data you collected
(as mentioned Quick Start Guide and the online data entry forms it references) into the Logistics
Company Tool. This guide covers:
• Downloading and setting up the Tool to run properly
• Basic organization of the Logistics Company Tool
• Entering your data
• Viewing business unit 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 any time, we STRONGLY 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.
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PART 1:
DOWNLOADING AND
SETTING UP THE TOOL
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Downloading and Setting up the Tool
SOFTWARE AND HARDWARE REQUIREMENTS
The Logistics Company 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 Logistics Company Tool requires the following software and hardware:
• A 2003 or later version of Microsoft Excel
• Excel security level set at Medium or lower
• A PC running Windows XP or newer operating system, or a Mac that is running the
Windows XP operating system The tool does not currently work using the Mac
operating system
• At least 10 megabytes of available disk space (more disk space may be required based
on the number of companies you define in your tool).
• Adequate memory (RAM) to run Microsoft Office
• A monitor resolution of at least 1,024 x 768
NOTE: The Excel web application in MS Office 365 (the cloud-based version of the Office operating
system) does not currently support the macros used in the SmartWay tools. Therefore SmartWay tools
do no function properly in Office 365 at this time.
Check with the user guides for your computer, online support, or your company's IT department to
make sure your system is set up to use the Logistics Company Tool.
We encourage you to make sure that you virus software is up to date, and scan your PC before putting
data in the Logistics Company Tool.
DOWNLOADING THE SMARTWAY LOGISTICS COMPANY TOOL
To download the Logistics Company Tool, visit: http://www.epa.gov/smartway/forpartners/index.htm.
Save the Tool in a folder on your hard drive; this folder will house copies of your data and future
updates.
How TO SET SECURITY LEVELS FOR THE SMARTWAY TOOLS
The following instructions should appear on your screen //you need to change your security settings
before running the Tool. The instructions differ depending upon what version of Excel you use (Excel
2003, 2007, 2010, or 2013).
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide Page 7
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SECURITY SETTINGS FOR EXCEL 2003 USERS
To use the Logistics Company Tool in Microsoft Excel 2003, you will need to have your security levels set
to "Medium."
Figure 1: Macro Setting Tabs in Excel 2003
Setting
Security Levels to Medium in Excel 2003
1. When using Excel 2003, on the menu bar, go to Tools -^ Macro -^Security Level.
2. When the "Security" window opens, select the
"Medium" level, and select OK.
Security
|Jgcurity Level j Trusted Publishers
O Very High. Only macros installed in trusted locations will be allowed
to run, All other signed and unsigned macros are disabled,
O High, Only signed macros from trusted sources will be allowed to
run. Unsigned macros are automatically disabled.
© Medium. You can choose whether or not to run potentially unsafe
macros.
O LOW (not recommended). You are not protected from potentially
unsafe macros. Use this setting only if you have virus scanning
software installed, or you have checked the safety of all documents
you open,
OK Canci
Figure 2: Security Level Setting Screen in Excel 2003
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide Page 8
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Running the Tool in Microsoft Excel 2003
1. Save the Tool to your computer in a folder on your hard drive.
2. Go to that folder and double-click on the file to open the Tool.
3. You will see a security-warning box appear (Figure 3). Select the
in the security-warning box.
Security Warning
"S:\5martWay\Shipper.xls" contains macros.
Enable Macros
Jbutton
Macros may contain viruses, It is usually safe to disable macros, but if the
macros are legitimate, you might lose some functionality..
Disable Macros
Enable Macros
More Info
Figure 3: Screen showing "Enable Macros" button
The Welcome Screen for the Logistics Company Tool should then appear and you will be ready to begin
working on your tool.
SECURITY SETTINGS FOR EXCEL 2007 USERS
The default settings for Excel 2007 should enable you to run the Tool without any changes.
Running the Tool in Microsoft Excel 2007
1) Save the Tool to your computer.
2) Open the file, and select the
button that appears after the Security
Warning just below the menu bar (Figure 4). Detailed instructions are also provided on
the screen itself.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide Page 9
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Motif I - WUr?&«rfr f.cH
*-
,'jisot
,i
Security Settings forth* SnurtWay Tool*
n r
In order to run this application, you must have macros enabled.
For Excel 2007 and Excel 2Q1Q Uitri: (if you are usrng Exert 2003. ptedise scrort down J
If an 'Options * buCIdn apppais in Jhe menu twit alKr/« foflow IfiesR inslnjcliCins
1 Select the Options button This button appears afl« the security warning inth*Lxcei7C»f menu bar
t 2 Enable content In the Microsoft Office Secunty Options dialog box, choose "EnaWe this content* and seted OK
B the "Options "bJIon does not appear, use the inductions b«faw |H()1[ I you do riot have a round Qffifje bJtoti (as
shown m the picture below), you are probably using an carter version of Excel, in which case you need to scrol to the
instructions for Excel 2003 users |
1 Sefecl the Office bJton tNs button appears in Bw> lop 1H1 a»n« ntthe scfewimLxc^^lW/WulO
2. Go to Cxcet Options Select the 'Excel Options' button in the bottom right comer of the putt-down menu
y
3 Go lo the Trust Center On (fuel xcel Option* screen, setedon Iiusl Center in Ihe Ml nawtjattoii bai
4 Go to the Trust Center Settings Select on Trust Center Settings m the bottom nght portion of the screen
5, Change security settings Choose the setting 'Disable al macros with notification' and select OK
6 Reopen the lite Close the £xcet File rfnt] then r*> open it
for Excel 2003 U*en;
Fiaw taurh
Secunty S
3)
Figure 4: Security Warning Screen
In the Microsoft Office Security Options dialog box (Figure 5), choose "Enable this
content" and select OK.
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: Citemartway\Shipper.xls
01 Help Qrotectme from unknown content [recommended)
:. "• lEnab-e r^ jj-^e'ni
Open the Trust Center
OK Cancel
Figure 5: Security Options Dialogue Box
The Welcome Screen for the Logistics Company Tool should then appear and you will be ready to begin
working on your tool.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 10
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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
nnl
button (in the top left corner of the screen) and then
select the £a Excel Options button in the bottom right corner of the pull-down menu (Figure 6A).
A
Select the "Enter
Options Button"
Figure 6A: Excel Options Drop-Down Menu
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 11
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On the Excel Options screen, select Trust Center in the left navigation bar (Figure 6B):
Excel Options
Popular
Formulas
Proofing
Save
Advanced
Customize
Add-Ins
Trust Center
£& Change the most popular options in Excel.
Top options for working with Excel
Select the
"Trust Center"
election •
Color scheme: Blue v
ScreenTip style: Showfeature descriptions in ScreenTips
Create lists for use in sorts and fill sequences: Edit Custom Lists,..
When creating new workbooks
Use this font:
Font size;
Default view for new sheets:
Include this many s_heets:
Body Font
^
Personalize your copy of Microsoft Office
JJser name: I MHeyward
Choose the languages you want to use with Microsoft Office: Language Settings..
Figure 6B: Excel Options Drop-Down Menu
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 12
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When the Trust Center options display opens, select Trust Center Settings in the bottom right portion of
the screen (Figure 7):
Excel Options P?][x]
Popular
Formulas
Proofing
Save
Advanced
Customize
Add -Ins
Trust Center
Resources
\jf 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 Select the
Learn more about protecting your privacy and security from Micros Center Se
Microsoft Windows Security Center buttC
Microsoft Trustworthy Computing
Microsoft Office Excel Trust Center
The Trust Center contains security and privacy settings. These settings help keep your co
secure. We recommend that you do not change these settings.
"Trust |
ttings"
-\
\
Trust Center Settings...
OK [ Cancel
Figure 7: Trust Center Settings Screen
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 13
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Choose the setting "Disable all macros with notification" (Figure 8) and select OK.
Trust Center (?]fxl
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; ChoOSG "DJSablG
0 Disable aM macros without notification -
0 Disable all macros with notification "^^^™ a" maCTOS WJth
0 Disable all macros except digitally signed macros notlf ifation "
O Inable all macros (not recommended; potentially dangerdl
Developer Macro Settings
—
| OK | Cancel
Then run the Tool.
Figure 8: 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 Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 14
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SECURITY SETTINGS FOR EXCEL 2010 AND NEWER USERS
The default settings for Excel 2010 and 2013 should enable you to run the tool without any changes. To
run the tool:
1) Save the tool to your computer.
2) Open the file. Depending on your Office settings, you may receive an "Enable Editing"
popup. If you do, simply select the button. This will allow you to enter
data into the tool. You may only receive this popup the very first time you open the
tool.
j i-
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 9: 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
J* Security Settings forthe Tool
1 | Security Settings for the Tool
2 (Pour des instructions en frangais, faites defiler vers la droite.~>)
In f\rt4ar tf\ n in thie ann.lif*9tif\n \/s\n mtietnat.ra mas*me ananlaH
Figure 10: Security Warning Popup
If, at this point, the Tool does not open, review the "Software and Hardware Requirements" on page
7. Otherwise, you may have your security set too high. To adjust your security settings, select the
•
button (in the top left corner of the screen) and then select the & Exemptions button in the
bottom right corner of the pull-down menu (Figure 11):
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 15
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Figure 11: Excel 2010 Options Drop-Down Menu
On the Excel Options screen, select Trust Center in the left navigation bar (Figure 12):
Advanced
Customize
Add-Ins
Trust Center
' '*
jg£, Change the most popular options in Excel.
Top options lor working with Excel
0 ShowMini Toolbar on selection •
0 Enable Live Preview •
G SnowDevelopertab inthe Ribbon •
0 Always u?e ClearType
Sqei
When creating new workbooks
Use this foot: | Body Font
Font size:
Default view for new sheel
Include this many s_heets:
Personal lie your copy of Microsoft Office
lose the languages you want to use with Microsoft Office: [ Language Settings,
Figure 12: 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 (FigurelS):
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 16
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Excel Options
Popular
Formulas
Proofing
Save
Advanced
Customize
Add-Ins
I Trust Center
Resources
Help keep your documents safe and your computer secure and healthy.
Protecting your privacy
Microsoft cares about your privacy. For more information about how Microsoft Office F_xcel helps to protect your privacy,
please see the privacy statements.
Show the Microsoft Office Excel privacy1 statement
Microsoft Office Online privacy statement
Customer Experience 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 13: Trust Center Settings Screen
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 17
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Choose the setting "Disable all macros with notification" (Figure 14) and select OK.
Trust Center
Trusted Publishers
Trusted Locations
Add-ins
ActiveX Settings
Macro Settings
Message Bar
External Content
Privacy Options
f?M
Macro Settings
t-or macros in docum nts not in a trusted location: /"~ ~"
O Disable all ma ros without notification Select
O Enable all ma os (not recommended; potentially dangerous code can run)
Developer Macro Settings
O Trust access to the VBA project object model
| OK 3 Cancel
Figure 14: Macro Settings Screen
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 18
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PART 2:
TOOL ORGANIZATION
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 19
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Basic Organization of the SmartWay Logistics Company Tool
The Logistics Company Tool is the basis of the SmartWay Partnership for Logistics Companies.
Completion and submission of a Logistics Company Tool is the first step to becoming a SmartWay
Logistics Company Partner. Your tool submission must be approved by EPA before you are officially a
Partner.
The Logistics Company 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.
as H ^ c* =
RJ9 HOME I INSERT
C
Pjste
IB Copy -
* Format Painter
SmartWay In-.roe'..ctic
Light Green =
Background
T
SmartWay*
Report Year
2014
OMB 2060 066?.
pvni»Mnn Date 07/31/2017
Logistics
Welcome to the SmartWay Logistics Tool. This version of the Logistics Tool encompasses ground truck, raS, air, and barge freight movements. A future version wS
also cover ocean-going vessels.
For additional information such as the Tool user guide, technical manual or other support materials, select the button below:
. Logistics Page of the SmartWay
Or call the SmartWav Helpline at: (734) 214-4767
Or email the Helpline at: smartvjay_t[ansport@epa.gov
8 X
Sign in
H
- Fmd&
nite< Select-
Gray = Data Entry
Tool Help and Navigation
Throughout the Tool, you will see numerous buttons. Becoming familiar with these buttons will make completing the Tool easier and raster. If a button contains
an underlined character, vou on also select that button using the keyboard by typing the (Alt) key along with the underlined character.
Provides instructions for completing e
Allows you to add notes or clarifications (button
becomes yellow if a comment exsts)
Checks your data input for missing or invalid
information
Enlarges the text on the screen
pnnter
Link to video instruction regarding Tool data entry
and use
FILING FORMS WHW THE FEDERAL GOVERNMENT AND ESTIMATED REPORTING BURDEN: Respondents are not reguired to file or reply to anv Federal collection of information unless it has a
valid OMB control number, Public reporting burden for this collection of information ic-e^'jr; a!sd ;c s srage r.SZ'-.ojrE oer 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
Traverwood, Ann Arbor, MI 48105, or the Office of Information and Regulatory Affairs, Office of Management and Budget, Washington D.C.
Figure 15: Screenshot of the Orientation of the Logistics Company Tool in Microsoft Excel
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 20
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The gray screen is where you enter data. The light green background is the Excel workbook; this area
remains in the background is NOT used for data entry. For the purposes of your tool submission,
disregard the background workbook.
The name of each form appears at the top left-hand corner of the screen, in white text on the blue
window bar, and the reporting year for the Tool is prominently displayed at the top of the screen.
SmartWay Introduction
Title of Screen
Report Y
United States Version: 2.0. 14
Released on: 7/8/2015
Figure 16: 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 shown in green and clearly labeled, as seen in Figure 17.
Go To Logistics Page of the SmartWay Website
Figure 17: Screenshot of Button Link in the Tool
The screens also contain navigation buttons to direct you through the Tool.
Figure 18: Screenshot of Selected Navigation Buttons in the Tool
When new concept/topic is introduced on a screen, a small question mark ([?]) appears next to it.
When you select the question mark, you will find additional definitions of terms or instructions to help
you complete the screen properly. 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
Screen
Derno
buttons at the bottom of selected screens.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 21
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Reviewing the Introductory Screens
Before you reach your data entry section of the Tool, you will move through six introductory pages that
allow you to review the basics of participation in SmartWay for logistics companies. These screens are:
• The "SmartWay Introduction" Screen
• The "SmartWay Partnership Annual Agreement" Screen
• The "SmartWay Tool Selection" Screen
• The "Required Information" Screen
• The "SmartWay Partner Schedule" Screen
• The "US/Canada Operations Split" Screen
The features of these screens are described below.
SMARTWAY INTRODUCTION SCREEN
The SmartWay Introduction screen is the first window that appears when the Tool is opened (Figure
19). This screen contains:
• a button linking to the SmartWay website where you can view and download additional
information about the program, the Tool, and the technical basis for the calculations in the Tool
• descriptions of Tool Help and Navigation buttons found throughout the Tool
SmartWay Introduction
SmartWay9
Report Year
2014
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014)
Logistics
United States Version: 2.0.14
Released on: 7/8/2015
Introduction
Welcome to the SmartWay Logistics Tool. This version of the Logistics Tool encompasses ground truckr railr air, and bsrge freight movements. A future version will
also cover ocean-going vessels.
For additional information such as the Tool user guide, technical manual or other support materials, select the button below:
Go To Logistics Page of the SmartWay Website
Or call the SmartWay Helpline at: (734) 214^767
Or email the Helpline at: smartway_transporte 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 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
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 reply to any Federal collection of information unless it has a
valid OMB control number. Public reporting burden for this collection of information is estimated to average 5.32 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, 2000
Traverwood, Ann Arbor, MI 4S105, or the Office of Information and Regulatory Affairs, Office of Management and Budget, Washington D.C.
Page L-l
Figure 19: SmartWay Introduction Screen
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Of special note is the small question mark ([?]), which appears next to new concepts when they are
introduced throughout the Tool. Clicking the question mark will reveal additional definitions of terms or
instructions to help you complete the screen properly.
After selecting the ^^^^^™ button on the SmartWay Introduction screen, the SmartWay
Partnership Annual Agreement will appear.
SMARTWAY PARTNERSHIP ANNUAL AGREEMENT SCREEN
Smart Way Partnership Annual Agreement
^SmartWay.
1 Report Year
2014
l-a-j
Logistics
United States Version: 2.0.14 1
Released on: 7/8/2015 1
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. New!/ formed companies require a minimum of 3 months of operational data.)
2. Have performance results and Tool submittal 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 rebted educational,
promotional, and media materals. 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. Assst Partners in achieving emission and fuel usage reduction goals (subject to Federal Government Approprations).
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 specfc 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 sen/ices or the views of the Partner.
6. Submittal of this SmartWay Tool annualV constitutes agreement to all terms in this Partnership Agreement.
No separate agreement need be submitted.
By checking the box below, I declare that the information submitted via this Tool is, to the best of my knowledge, accurate. I understand that any
person who, in the course of negotiating or performing under this Agreement, makes, presents or submits a false or misleading statement to the
government, or any person who makes a material omission in the course of negotiating or performing under this Agreement, may be subject to
liability under all applicable civil and criminal statutes including 18 U.S.C. 1001 (criminal liability for false statements), 31 U.S.C. 3801 - 3812 (civil
liability for false statements) and 31 U.S.C. 3729-33 (The False Claims Act).
i
Select to accept
Agreement
' II understand and agree to the terms of this agreement.!'
Page 1-2
Figure 20: SmartWay Partnership Annual Agreement
Submitting a Logistics Company Tool to EPA constitutes agreement to all terms of the Partnership
Agreement, which is required for joining SmartWay and remaining a partner in good standing.
All participants in SmartWay are strongly advised to read the agreement thoroughly.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 23
-------
This screen presents the agreement details; in addition, a text version of the agreement is included in
the Appendix of this guide and in the Quick Start Guide for your convenience.
If you have been assigned the responsibility for completing your tool submission but are not in the
position to approve the agreement, acquire any necessary approvals before trying to input data into the
Tool.
To move to next screen, you must check the box indicating that your company accepts the terms of the
agreement.
SMARTWAY TOOL SELECTION SCREEN
SmartWay offers several tools tailored for different business models and business units. Most logistics
companies will use the Logistics Company Tool; however, it is advisable to review this screen in the
Logistics Company Tool to make sure it is the best option for your operations.
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 your
transport modes and the amount of business you contract to other companies.
Follow the flow chart in Figure 21 to determine which Tool is most appropriate for your business unit(s).
Select this Button
for More
Information
Select the 1 I button for further details.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 24
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STiar:Way Tool Selection
SmartWay*
Report Year
2014
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
Logistics
United States Version: 2.0.14
Released on: 7/8/2015
Page L-3
Figure 21: Determining Which Tool is Appropriate for Your Business Units
REQUIRED INFORMATION SCREEN
This next screen summarizes the information needed to complete the Logistics Company Tool.
You may select
to create a hard copy to reference as you complete the rest of the Tool.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 25
-------
Si"iat~VVay. Required Information
SmartWay8
Report Year
2014
Logistics
United States Version: 2.0.14
Released on: 7/8/2015
Following is a brief description of the information you will need to complete this Tool. For further details, please consult the Logistics
Tool User Guide.
Partner Information
• Company Name, Address, City, State, ZIP, Country, Main Phone, Website
• Working, Executive, and Other Contact Information:
- Name, Title, Address, City, State, ZIP, Country, Phone, Email
• SmartWay ID (for returning partners)
Business Unit Characterization Information
• Business Unit Names and Contacts
• Standard Carrier Alpha Codes (SCACs), Motor Carrier Numbers (MCNs), and/or Department of Transportation (DOT) Numbers
• Business Focus
Carrier Use Profile
> Identification information of carriers contracted in grven year (including mode, name, and ID codes)
• Carrier utilization details:
- Total Miles and/or Ton-Miles Contracted
- Average payload information
Page L-5
Figure 22: Summary of Required Information
While this screen serves as a reminder of your data input needs, refer to the Logistics Company Tool
Quick Start Guide for more tips and worksheets to help you gather your data for efficient and accurate
tool completion.
THE SMARTWAY PARTNER SCHEDULE SCREEN
The SmartWay Partner Schedule screen shows the release dates and due dates for the various Partner
tools for the 2015 calendar year (Figure 23). The screen also shows how the outputs from the various
carrier tools serve as inputs to "downstream" tools such as Multi-modal, Logistics, and Shipper.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 26
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S-nanWay Partner Schedule
r ^- H
""SSI"
SmartWay Partner Schedule and Data Flow Diagram
Tool release and due dates for 2015 calendar year using 2014 data
Feb
Apr
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, Rail, Barge, Air,
and MM Data
Due September 16
Shipper Tool
Available October 3
Accepts Truck, Rai), Barge,
Air, MM, and Logistics Data
Due December 3
PageL-6
Figure 23: Partner Schedule Screen
THE US/CANADA OPERATIONS SCREEN
The next screen asks for information about any operations you have in both the US and Canada.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 27
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SmartWay US / Canadian Operations
SmartWay8
Report Year
2014
Logistics
United States Version: 2.0.14
Released on: 7/8/2015
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: http://www.epa.QQV/smartwav/
Canada: http://www.sniartwav.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. ? |
89 % Operation in the United States
11 % Operation in Canada
Page L-7
Figure 24: 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 the screen above indicating the percent operation in the U.S. and
Canada. Acceptable metrics include miles, fuel consumption, or any reasonable quantitative means of
allotting the approximate percentage of operations in the two countries.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 28
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Once you have navigated through the six introductory screens, you will be taken to the SmartWay
Logistics Company Tool Home screen.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 29
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Basic Overview of How to Complete the Tool
All data entry screens are reached by starting on the Home screen.
Figure 25 displays the structure of the Home screen.
Home
SmartWay
Report Year
2014
Logistics
United States Version: 2.0.14
Released on: 7/8/2015
Please complete the following steps. Check boxes on the left indicate successful completion of each step. For more information, select the 'Help'
button.
1. Enter Partner Name (Exactly as it should appear on the SmartWay website):
Enter Contact Information
Logistics Business Unit Characterization
Download Latest SmartWay Carrier Data File
5. Select Business Unit for Data Entry:
(Double-click the business unit name or select and hit Enter)
6.
7.
8.1
9.
Review Year-to-Year Comparison
Partner Profile / Logo Info / Suggestions
View Your Data Reports
Generate Tiles to Send to EPA
* After seiecting this option, be sure to carefuRy read a ff directions before proceeding.
Page L-8
Figure 25: Main Tool Navigation or "Home" Screen
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 30
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SECTIONS OF THE TOOL
The Logistics Company Tool Home screen contains nine sections. Each section links to additional
screens or worksheets within the Tool which are described below:
Section 1: Enter Partner Name (data field): Specify your company's Partner Name, exactly as you
want it to appear on the SmartWay website.
Section 2: Enter Contact Information (button): This button takes you to a screen that asks for
general company contact information, a working SmartWay point of contact, and an
executive-level contact. Additional contacts may also be included.
Section 3: Logistics Business Unit Characterization (button): This button takes you to a screen that
asks you to define all the business units your company operates and provide
information describing their operation. Once these parameters are defined, the
software will enable you to generate blank data entry forms for each business unit.
Section 4: Download Latest SmartWay Carrier Data File (button): Select Download Latest
SmartWay Carrier File. Select this button to download the latest SmartWay Carrier
performance data for use with your logistics business units. You must download the
latest file to ensure you use the most up to date information on SmartWay Carrier
Partners.
Section 5: Select Business Unit for Data Entry (selection list): Selecting a business unit name will
take you to screens asking for the carrier and activity information necessary to calculate
efficiency metrics for the business unit.
Section 6: (Optional) Review Year-to-Year Comparison (button): 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 business unit performance overtime.
Section 7: (Optional) Partner Profile / Logo Info / Suggestions (button): Here you can provide
information about your company's environmental accomplishments, learn about
SmartWay Logo terms and requirements, give EPA feedback about the SmartWay
program, and assist SmartWay in recruiting new carriers.
Section 8: (Optional) View Your Data Reports (button): Here you can view final summaries of
your data including all data inputs, business unit performance summaries, an "out of
range" report (summarizing inputs that are higher or lower than expected values) and a
summary of comments you have entered.
Section 9: Generate Files to Send to EPA (button): This button creates a version of the Tool (in
XML format) for you to send along with your XLS file 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
With the exception of Section 1, selecting the buttons or list items in Sections 2 through 7 will take you
to additional screens and worksheets that comprise the data entry segments of the Tool.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 31
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The first five sections of the Home screen are mandatory and MUST be completed in order. These
sections comprise all the data collection steps needed to complete your SmartWay Logistics Company
Tool. After they are completed, you can review your output and/or submit your Tool to EPA.
Once you complete each mandatory step, a
VALIDATING YOUR DATA
will appear on the left of the screen.
The Logistics Company 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 business units and/or vehicle classes.
PROVIDING ADDITIONAL INFORMATION
The Logistics Company 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,
general feedback regarding the SmartWay program, and information to assist with recruitment of non-
SmartWay carriers. Access this section by clicking the
\ button on the Home screen.
Partner Profile / Loqo Info / Suggestions
REVIEWING YOUR DATA
Each screen within the Tool has a
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
button, identify the report of interest using the Reports Menu, and print them out for review. The data
reports provided by the Logistics Company Tool are discussed further in the
I section of this guide.
View Your Data Reports
SUBMITTING DATA TO SMARTWAY
Detailed instructions on properly submitting your data to SmartWay is included in this guide on page 72.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 32
-------
PART 3:
SECTION-BY-SECTION
DATA ENTRY GUIDANCE
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 33
-------
Preparing for Data Entry
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 SmartWay website
• Company contact information
• Contact details for your Working Contact
• Contact details for an Executive Contact (cannot be the same as the Working Contact)
• 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)
• 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 business units. 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.
The next four sections of this guide explain how to enter your data on each of the required and optional
screens. You must complete these first five sections of the Home screen in order.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 34
-------
Section 1 Data Entry: Enter Partner Name
SECTION 1 OVERVIEW
Section 1 of the Logistics Company Tool asks you to "Enter Partner Name."
Home
-~-
SmartWay
te successful complei
Please complete the following steps. Check boxes on I
button.
1. Enter Partner Name (Exactltit*-SfT5'ufd appear on the SmartWay website):
Enter your Partner Name
precisely as you want it to
appear on the EPA website
Logistics
tales Version: 2.0.14
teased on: 7/8/2015
J select the 'Help'
|ABC Logistics, Inc. '
Figure 26: Field for Entry of Partner Name on Logistics Company Tool Home Screen
EPA publishes your company's official name on the EPA SmartWay website. This is how your customers
will know that you are a SmartWay Partner. The name that EPA lists is known as your "Partner Name"
and is defined within Section 1 of the Logistics Company Tool.
Therefore, it is essential that you specify your company's Partner Name EXACTLY as you want it to
appear on the SmartWay website.
Pay special attention to proper capitalization, abbreviations, and punctuation, and remember that EPA
will use whatever you enter EXACTLY as reported.
Steps for Entering 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.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 35
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Section 2 Data Entry: Enter Company and Contact Information
SECTION 2 OVERVIEW
The Contact Information section is where you identify all points of contact between EPA and your
company that are related to your participation in SmartWay.
Section 2 asks you to select a green button labeled "Enter Contact Information."
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):
S
ABC Logistics, Inc.
Select "Enter Contact Information"
Figure 27: Select Contact Information Button on "Home" Screen
You will then be taken to the Contact Information screens. These screens will ask you to, provide the
following information:
1. Company Information
2. Working Contact information
3. Executive Contact (Vice President or higher)
4. Other Contacts
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 36
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Partner Information
artWay: Contact Informatio
Working Contact Executive Contact
Addressl* 1645 Ocean Way
Addre552 I Suite 203
City* |Austin
Main Phone* 1512-555-5555
State*
Toll Free
ZIP* 78731
CountrY.
Web Site |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 [Mr~~7j Rrst*|Glenn HI
-fi(je» |VP Operations
Last* |]ohnson
Executive Contact: I ?|
Name K Jll First*
Tltie. | CEO
* - Required
MI
Last* |shephard
Figure 28: Entering Company and Contact Information
Each field marked with an asterisk must be filled out. You will not be able to submit
the Tool to SmartWay without this information.
Steps for Entering Contact Information:
Under the Partner Information tab:
1. Enter the Company data.
2. Enter the Working Contact name and title.
The Working Contact is the individual designated by the Executive Contact to directly interface
with SmartWay regarding specific tasks involved in the timely submission of the Tool. The
Working Contact is responsible for coordinating the assembly of information to
complete/update fleet data; completing and updating the Tool itself; maintaining direct
communication with SmartWay; and keeping interested parties within the company apprised of
relevant 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.)
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 37
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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:
Partner Information
SmartWay: Contact Information
Working Contact Executive Contact
Other Contacts
Please enter information about Your Working Contact here.
Name
Addressl*
Address2
City*
Phone*
Email*
Glenn Johnson
Use Partner Address
645 Ocean Way
Suits 203
Austin state* JTX jj ZIP* 78731
5124444444 ExtJ212 Cell 512-777-7777
glenn.johnson@mml.com
Country* USA
Fax 512-88S-8888
/ A
Confirm Email* |glenn.johnson@mml.com
- Required
Figure 29. Working Contact Information Screen
1. Enter the Working 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. 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 Data Entry and Troubleshooting Guide | Page 38
-------
Partner Information
Working Contact
rtWay: Contact Information
Executive Contact
Please enter information about your Executive Contact here.
Name
|jack Shephard
Addressl*
Address2
City*
Phone*
Email*
Confirm Email*
J545 Ocean Way
Suite 203
Austin state* |~™ jj ZIP* |78731
512-789-6789 Extj Cell|
ljack.shephard@mml.com
ljack.5hephard@mml.com
Country* USA
Fax|~
f-^
\g^
Required
Figure 30. 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!
populate the address section of this record.
Use Partner Address
button to auto-
Under the Other Contacts tab:
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 39
-------
Partner Information
SmartWay: Contact Information
Executive Contact
Working Contact
Please enter information about your additional contacts here.
Other Contacts:
Add Hew Contact
Edit Selected Contact
Delete Selected Contact
Figure 31. Other Contact Information Screen
1. Enter Other Contacts (if applicable) by selecting the
2. Enter the first Other Contact then select OK when done.
Add New Contact
I button.
Note: You must supply at least two unique contacts on the contact screen to ensure
EPA has access to at least two people for Tool submission follow-up.
NOTE: In some cases, companies with multiple fleets will gather information from
different sources within the company. You may find it useful to have this additional
contact information stored within the Tool.
You can add more contacts to the Other Contacts box by repeating this process. If you wish to
edit an existing contact's information, highlight the name you wish to edit and then select the
Edit Selected Contact
button. You can remove an existing contact by highlighting the
contact and then selecting
Delete Selected Contact
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 40
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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 Data Entry and Troubleshooting Guide | Page 41
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Section 3 Data Entry: Logistics Business Unit Characterization
The next section of the Tool is the "Logistics Business Unit Characterization" section. This is the section
where you will define the various components of your business units.
The Logistics Company Tool allows you to assess your operations by defining multiple business units. If a
customer has the ability to hire a specific business unit by name or type, you should add that business
unit to the list of business units that you will characterize in the Logistics Company Tool. Do not include
internal company business unit definitions or designations—only include separate business units as they
would be identified and hired by your customers.
There are three screens in the Logistics Business Unit Characterization section of the Tool:
1. Identify Logistics Business Units
2. Logistics Business Unit Details
3. Business Focus
Each screen, and the steps required to complete it, is described below.
"IDENTIFY LOGISTICS BUSINESS UNITS" SCREEN OVERVIEW
The Identify Logistics Business Units screen is shown below:
SmartWay: Business Unit Characterization - Logistics
Identify Logistics Business Unite | Logistics Business Unit Details | Business Focus
SmartWay will list your company's name and your logistics business unit name(s) on the SmartWay website to indicate your participation in the
SmartWay program. Customers can search for your company by your company's logistics business unit name{s}, SCAC, Motor Carrier Number, or DOT
number. Please name your logistics business unit(s) as you want them to appear on the SmartWay website. Business Unit Names should start with
your Company Name first (corresponding to the left hand column below], followed by the Business Unit Identifier [corresponding to the second
column below). If your company has only one business unit, you may leave the Business Unit Identifier field blank.
Input information for each logistics business unit in your company that a customer would have discretion to hire. Do not include internal business
units that are invisible to your customers. If "ABC Logistics" has two business units that a customer can hire, they should create two logistics
business units: for example, ABC Logistics Freight, and ABC Logistics Refrigerated.
To add logistics business units, simply select the "Add Another Logistics Business Unit" button at the bottom of the page. When you have added all
your logistics business units and filled out the required information, select NEXT or select the "Logistics Business Unit Details" tab at the top of the
screen to proceed to the next step.
Company Name
Business Unit Identifier
Business Unit Name
(exactly as it will appear on the SmartWay Website)
ABC Logistics, Inc.l
| ABC Logistics, Inc.
X Delete Checked Rows
Add Another Logistics Business Unit
Page L-9
Figure 32: Identify Logistics Business Units Screen
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 42
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You will be asked to establish a name for each business unit that a customer can hire. The Logistics
Company Tool combines your Partner Name (as defined on the Home screen in Section 1) with a
Business Unit Identifier that you provide on the Identify Business Units screen to establish your final
Business Unit Name.
Each of your business unit names will begin with the name of your company. On the SmartWay
website, each of your business unit names will begin with the name of your company. This "prefix"
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.
Remember that the company name will be automatically inserted at the start of each of your business
unit names in the SmartWay Carrier Data File. Whatever you enter for company name for the first
business unit will automatically be used for any additional business units you add. Similarly, any edits
you make to the company name for the first business unit will automatically be reflected on each
subsequent business unit.
To define each business unit name, you will be required to enter the Business Unit Identifier. This
should be an identifier recognizable to your customers. Again, make sure to specify each Business Unit
Identifier name exactly as you want it displayed in the SmartWay Carrier Data File, including proper
capitalization, any abbreviations, and punctuation. Remember that it will automatically be combined
with the Company Name field.
Once you have added your Business Unit Identifiers, the complete business unit name (with Company
Name and Business Unit Identifier combined) will appear in the grayed-out box on the far right of the
Identify Business Units screen.
Delete Company Name
r 1 1 IABC Logistics, Inc.
Final Business Unit Name ^^
Business Unit Identifier JLT^
Truck Division
Business Unit Name
^^ (exactly as it will appear on the SmartWay Website)
^^\A
~!ABC Logistics, Inc. : Truck Division
Figure 33: Example of final Business Unit Name formatting
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 presented as the "Partner Name" you entered on the Home
screen.
If you have more than one business unit, you will need to add the business units separately. To enter
Add Another Logistics Business Unit
another business unit, select the . button.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 43
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Adding Comments assists SmartWay Tool reviewers in approving your Tool as quickly as possible.
Your comments help reviewers understand your business operations. Any details that you can provide
related to your operations will speed up approval time.
ADD
COMMENTS
The J U button located at the bottom of the screen allows you to enter notes about the data
collection process, your assumptions and methods, or other information. These details could prove
useful for your reviewer when you or someone else completes the Tool next year.
ADD
COMMENTS
The _ !?J button will be highlighted in yellow on your screen if comments have been added for
VIEW/EDIT
COMMENTS
a particular screen. The button will then read m^ummFm to indicate to your reviewer that there are
comments to be read.
If, at a point later in the data entry process, you realize that you need to add a new business unit or
delete an existing business unit, you can return to the Identify Business Units screen.
To add a new business unit, follow all of the instructions on the screen regarding defining your business
CREATE
BUSINESS UNIT(S)
units, including selecting the mamm button at the end of the process. When you select
this button, the system will create blank data entry forms only for the new business unit(s) you have
added; the existing business units will not be affected.
If you need to delete an existing business unit, simply check the box next to the business unit and then
X Delete Checked Rows
select the button. And, as on the other tabs, there is a
ADD
COMMENTS
button as well as an J J button. Selecting — J will take you back to the Home
screen
STEPS FOR COMPLETING "IDENTIFY BUSINESS UNITS" SCREEN:
to display the Business Unit Characterization screens.
2. Confirm that the Company Name (Partner 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:
Add Another Logistics Business Unit
a. To enter another business unit, select the - button.
b. To delete a business unit, select the box next to the row you wish to delete, and then
X Delete Checked Rows
select the button.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide Page 44
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c. Once you have confirmed or modified the Company Name and specified the Business
Unit Identifiers, the full Business Unit Names will be displayed on the screen to the right,
exactly how 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.
6. Before moving on, a popup screen will appear asking you to verify that you are satisfied with
your business unit name(s).
7. Verify that the business unit name(s) show exactly what you want customers to find in the
SmartWay Carrier Data File.
8. Select OK to proceed to the next screen. You may return to this screen later to revise your
business unit name(s) if necessary.
"LOGISTICS BUSINESS UNIT DETAILS" SCREEN OVERVIEW
The Logistics Business Unit Details Screen is shown below:
nattWay. B^sine^s Unit Characterization - _cgist"cs
Identify Logistics Business Units Logistics Business Unit Details Business Focus
Please provide the additional details requested below for all of the business units you created on the previous screen. Because customers will be able to
search for your company by SCAC, Motor Carrier Number, or DOT number, in addition to your business unit name, be sure to include this information where
available.
When you have filled out the required information, select NEXT or select the "Business Focus" tab at the top of the screen to proceed to the next step.
jj H 2\ 2\ 2\
Business Unit Name SCAC(s) HCN DOT Business Unit Type Business Unit ContiKt
1: ABC Logistics, Inc.: Truck Division
Glenn Johnson
Page L-14
Figure 34: Logistics Business Unit Details Screen
The Logistics Company Tool asks you to provide three types of industry identifier codes for each your
business units.
• 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
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 45
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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 (MCNs): The Motor Carrier Number is a 5 to 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.
Entering SCACs, MCNs, and DOT number is optional; however, if you have this information you are
encouraged to supply it to make sure that SmartWay Shippers and Logistics companies can find you.
You will also need to establish the Business Unit Type for each of your business units, which 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 "Business Unit Type"
selection will reflect your company's operations as a whole. If there are multiple business units, each
will have its business unit type defined separately.
Finally, you will identify a Business Unit Contact for each business unit. This contact should be one of
the contacts 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 the Contact
Information screen to add the required contact information.
STEPS FOR COMPLETING "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.
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4. Select the
section.
button or select the Business Focus tab at the top to proceed to the next
"BUSINES FOCUS " SCREEN OVERVIEW
SmartWay; Business Unit Characterization - Logistics
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 UnitCs}" button at the bottom of the screen.
Business Focus Cfe)
Business Unit Name
Logistics
Provider
Freight
Forwarder
Freight
Broker
Rail
Truck Freight
Carrier Broker
1: ABC Logistics, Inc.: Truck Division
Page L-15
Figure 35: 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
management, inbound and outbound freight, inventory management, 4PL activities,
warehousing, cross docking, 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"
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 47
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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.
STEPS FOR COMPLETING "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
button at the bottom of the page. You will automatically be returned to
CREATE
BUSINESS UNIT(S)
the Home screen.
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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 select 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 entering activity data for each business unit.
You will not be able to input the required logistics business unit data in Step 5 without this file. You
must have an active Internet connection to perform this step.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 49
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Section 5: Select Business Unit for Data Entry (providing activity and
fuel consumption information for your business units)
Now that you have defined your logistics business units, in Section 5 of the Logistics Company Tool, you
will be asked to provide additional information for EACH business unit separately.
"BUSINESS UNIT STATUS REVIEW" OVERVIEW
Once you have returned to the Home screen, you will see all of your business units listed in the window
below item # 5: Select Business Unit for Data Entry.
Home
SmartWay
Report Year
2014
Logistics
United States Version: 2.0.14
Released on: 7/8/2015
Please complete the following steps. Check boxes on the left indicate successful completion of each step. For more information, select the 'Help'
button.
1. Enter Partner Name (Exactly as it should appear on the SmartWay website):
ABC Logistics, Inc.
2.
3. I
4.
Enter Contact Information
Logistics Business Unit Characterization
Download Latest SmartWay Carrier Data File
5. Select Business Unit for Data Entry:
(Double-click the business unit name or select and hit Enter]
* After selecting this option, be sure to carefuSy read aff directions before proceeding.
Page L-8
Figure 36: Home Screen - Business Unit Status Prior to Activity and Fuel Data Entry
A status message appears after each business unit, indicating whether or not the data entry for that
business unit is complete. There are three possible status messages:
• 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.
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In addition to the status messages 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.
STEPS FOR SELECTING A BUSINESS UNIT TO REVIEW:
1. Using your mouse, 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 Instructions screen for that business unit.
COMPLETING THE CARRIER SELECTION 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., 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. (You may use the new carrier matching function
contained in the Partner Portal to match your carriers with those in the SmartWay database before
importing your data if you wish, as described below.) 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 Data
Import/Export Guide.
Regardless of the method you choose, you will need to identify the mode of transport for the carrier.
Six carrier mode selections are available, including:
• Rail
• Truck
• 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.)
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Next, you may also identify 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 Microsoft® Excel.
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Carrier Matching: Some companies have had difficulty matching the carrier information in their
databases with the data that carriers submit to SmartWay. Therefore a new carrier matching
function has been added this year that enables partners to identify which of their current carriers
are SmartWay Partners.
Starting this year you may add company-specific carrier identification information and/or carrier
contact information into your CSV import file. Once you have created your file you can use the new
matching function located in the Partner Portal to identify and match which of your carriers are
SmartWay carriers. In the first reporting year (2014) you can match your carrier data using
identification fields including carrier address, phone number, SCAC code, MCN code, and/or DOT
number.
In future years you can match your carrier data with the SmartWay data by including your own
unique identification data in the Carrier CSV. For example, if you have a unique Carrier ID for each of
your carriers, include that in the Carrier CSV this year so that this information is stored in the
SmartWay database. Then in subsequent years, when you include your unique identifier in the
Carrier CSV file, you can use the Partner Portal to find your carriers for the current reporting year.
Your company-specific match data is not shared with other companies.
The steps to use the new carrier matching function are described on the Match My Carriers screen
within the Logistics Tool. Follow the instructions in the "Guide to Importing Carrier Data Using the
Outside Data Import Function - 2014 Data Year" for detailed guidance.
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.
STEPS FOR 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 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.
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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
STEPS FOR 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 fNtered |jst WJN
"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 address 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," "Air," and "Logistics."
• Note that by selecting "AN", you may search across all carriers, regardless of mode.
• Next, if you select the Truck mode, you may also specify a carrier ranking category.
Truck ranking categories include auto carrier, dray, expedited, flatbed, heavy/bulk, LTL
dry van, mixed, moving, package, refrigerated, specialized, tanker, and TL dry van.
4. Once you have applied the desired filters, a list of available SmartWay carriers meeting your
filter criterion appears in the Available SmartWay Carriers box. Using your mouse, double click
on the carrier name to add it to the "Selected SmartWay Carriers" box. You may also use the
Add Selected Carriers to List Below bytton ^ gdd se,ected carrjers to the Selected
SmartWay Carriers box.
5. Once you have successfully identified your carriers using the Manual Entry method, proceed to
Manual Input Non-SmartWav Carriers
the tab.
STEPS FOR 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. You may also use the
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 54
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Add Selected Carrier TYPCS to List Below , .. j. jj i j. j • j. j. ii r- i j. j
button to add selected carrier types to the Selected
Non-SmartWay Carriers box.
, , , , , , , Manual Input Non-SmartWav Carriers
4. Once the required data has been entered on the
tab, you can proceed to the Activity Data screen.
COMPLETING THE 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.1
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, barge and heavier truck freight.
After specifying the Data Availability Option, record your activity data.
1 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 Data Entry and Troubleshooting Guide | Page 55
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If the carrier mode is rail, record total railcar-miles, otherwise specify total (truckload or bargeload)
miles. 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).
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.2
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.
STEPS FOR COMPLETING THE ACTIVITY DATA TAB FOR YOUR BUSINESS UNIT:
2 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 Data Entry and Troubleshooting Guide | Page 56
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1. Select the I •riiifliiiUliiiililiUyB I button.
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.
4. For each carrier listed, specify your data availability:
1=1 know both Ton-miles and Total Miles
2=1 know Ton-miles and Average Payload.
3=1 know Ton-miles and have general information about number of loads and type of cargo.
4=1 know Ton-miles only.
5=1 know Total Miles and Average Payload.
6=1 know Total Miles and have general information about number of loads and type of
cargo.
7=1 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 have 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 11 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 or railcar) by load fraction category.
The Logistics Tool has ten load categories:
f. 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)
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 57
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g. 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 ••HHaaMI| 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 select OK. The box will become yellow, and you will be able to proceed to
submit your Tool.
13. Proceed to the |BH^^Bbfii^l tab to see your % SmartWay Value to assess your overall all
progress in utilizing SmartWay carriers. You may also go to the I HMM^aiUfl I tab
to review your carriers' performance levels.
14. Select the
button to return to the Home screen.
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Sections 6-8: Optional Steps—Year 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
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
on 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
lew Your Data Reports
I 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 Data Entry and Troubleshooting Guide | Page 59
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Validating Your Data
The Logistics Company Tool has validation checks embedded at different points in the Tool to ensure
data quality, including checks of payload and ton-miles, to help ensure the reasonableness and quality of
Partner data.
In most instances the validation ranges are based on Truck Partner data distributions from the previous
calendar year. (Refer to the Logistics Company Tool Technical Documentation (found on the website at
http://www.epa.gov/smartwav/forpartners/index.htm) for a detailed discussion of all validation criteria
used within the Tool.)
VALIDATE
SCREEN
At any time, you can select the ' ' button at the bottom of the screens to make sure you
have filled out everything properly before proceeding to the next screen.
Any time you leave a particular screen, the Tool will automatically perform a screen validation.
Any time you return to the Home screen, the Tool will automatically perform a business unit-level
validation.
If you select the
VALIDATE
SCREEN
button and no potential errors are identified, the following message will
be displayed. Select OK to proceed.
SmartWay - Validation Check
No errors found on this screen,
OK
Figure 37: Validation Check Notification - No Errors
If missing or potentially erroneous inputs are identified, you will see the following message.
Select Yes to see a complete list of validation errors/warnings. An example Validation Check results
screen is provided in Figure 38.
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Smart Way
There are currently errors on this screen.
Do you want to display these errors now?
Yes
No
Figure 38: Validation Check Notification -with Errors/Warnings
The
Why can't I make corrections?
and
Show my errors/warnings as a spreadsheet.
buttons at the bottom of the screen provide additional information to assist you in correcting any errors.
Once you close the Validation check screen, you will see warnings and errors highlighted in a red or
yellow on the Activity Data screen. Entering new data in a highlighted cell will cause the colored
shading to disappear, even if the new value is still invalid. To check the validity of your newly entered
data, select the
VALIDATE
SCREEN
I button again and repeat the procedure described above as necessary.
The Logistics Company Tool also utilizes a number of "logical" validation checks to ensure the
reasonableness of various inputs and category selections. If inconsistencies are found, in most instances
a simple warning is indicated, and text explanations are not required. For a complete listing of all
validation checks used in the Tool, refer to the Logistics Company Tool Technical Documentation.
Once all potential validation errors have been corrected or otherwise verified, select
proceed to the next step.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 61
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Viewing Reports
Once you have returned to the Home screen, notice that the business unit that you filled out and
validated now identifies its status as "Complete" or "Complete (with Warnings)." You may now highlight
the next business unit if you have another one to complete. In the example below, the business unit
listed as "Example Dray Business Unit" remains to be finished. Fill out unfinished business units in the
same manner as the previous business unit.
Home
SmartWay
Report Year
2014
Logistics
United States Version: 2.0.14
Released on: 7/8/2015
Please complete the following steps. Check boxes on the left indicate successful completion of each step. For more information, select the 'Help'
button.
1. Enter Partner Name (Exactly as it should appear on the SmartWay website):
|ABC Logistics, Inc.
4.
Enter Contact Information
Logistics Business Unit Characterization
Download Latest SmartWay Carrier Data File
Date of Current Carrier File:
06/21/2015
5. Select Business Unit for Data Entry:
(Double-click the business unit name or select and hit Enter)
ABC Logistics, Inc.: Dray Division - Not Checked
Review Year-to-Year Comparison
Partner Profile / Logo Info / Suggestions
View Your Data Reports
Generate Files to Send to EPA
*Afterselecting this option, be sure to carefuffy read a ff directions before proceeding.
2]
*!
Page L-8
Figure 39: Home Screen - After Completing the Data Entry/Modification Process for First Business Unit
Once you have filled out information for all your business units, be sure that all business units show
"Complete" or "Complete with Warnings" beside the name. If, and only if, all business units are marked
as such, you can move on to the next step. If one or more business units are not marked as such, review
the data you entered for errors or omissions.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 62
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VIEWING THE YEAR-TO-YEAR COMPARISON REPORT
The Year-to-Year Comparison Report allows the user to compare the activity values, as well as CO2, NOx
and PM performance metrics for the current reporting year with those of 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 #6 on the Home screen.
Figure 40 shows the data entry screen for the comparison report. Note that your current year's data is
already "loaded," including the data you have entered for your current business unit(s). In order to load
data for the previous year, select the Load Data from Previous Year button. A screen will appear allowing
you to specify the location of your 2012 file, using the
Browse—
. button as shown in Figure 41.
S-nanWay Logistics Yeartc Year Comparison
In order to run a comparison report, you must have completed a Logistics 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.
Yearl:
Year 2:
2014
Load Data from Previous Year
RUN
REPORT
Screen
Demo
Page L-30
Figure 40: Year-to-Year Comparison Report Input Screen
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 63
-------
STiarWay Load D.
Use the Browse button to navigate to the Logistics Tool (Excel file) containing your previous year's
information. Click LOAD to import the data for that year into this tool.
NOTE: If you experience problems while attempting to load a prior year Logistics Tool, please take note of any
error messages and then contact a RAM or the SmartWay Helpline ab (734} 214-4767.
Logistics Toot |S:\Rick\EPA\2012 Program Support\WA_00_04_SW\Logistics_Shipper\Logistks\ f JBrows&I i]
Page L-31
Figure 41: Data Load Screen for Year-to-Year Comparison Report
Once your comparison years have been specified and your prior year data loaded into the Logistics
Company Tool, select the HtUMSldfll button to view the line-item data entry comparisons. An
example report is presented in Figure 42.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 64
-------
'SmartWay
Comparison Report
Tool: Logistics
Report Year 2012
July 5, 2013
Metric
Partner Name
Primary Contact
Phone
Total Miles Total
SmartWay Total Miles
% Smart'A'ay Total Miles
N on SmartWay Total Miles
% NonSmartWay Total M lies
Ton Miles Total
Smart 'A' ay Ton Miles
% Smart'.1'.' a; Ton Miles
N on SITO rt'.'Y a •/ T on M il es
% NonSmartWay Ton M lies
Ton-Miles % am art1,'1,1 a •. Allocation Truck
Ton-Miles % SmartWay Allocation Rail
Ton-Miles % Smart'1.1'1,1' a •/ Allocation Multi-modal
Ton-Miles % SmartWay Allocation Logistics
Ton-Miles % SmartWay Allocation Overall
"Average Weighted Payload
"Average Weighted Density
Average Weighted Load Percent
Emission Metrics CO 2 g/ mile
Emission Metrics C02 pyton-mile
Emission Metrics NOx g/mile
Emission Metrics NOx g/ton-mile
Emission Metrics PM 10 g/mile
Emission Metrics PM10 g/ton-rrile
Emission Metrics PM25 g.'mile
Emission Metrics PM25 g/ton-rrile
C02 MassEmisions
NOx MassEmisions
PM10 MassEmisions
PM25 MassEmisions
Change %
10.3%
2.0%
-7.9%
49.9%
35.4%
18.0%
5.0%
-11.0%
103.9%
726%
-1.0%
-35.9%
-6.8%
-8.2%
-11.0%
6.7%
-9.2%
-10.0%
-8.4%
-13.9%
-3.5%
-9.4%
-5.2%
-11.0%
-5.3%
-11.1%
1.5%
6.9%
4.9%
4.9%
Change Amount
X
13.573
2,091
-6_46%
11.487
6.46%
495.563
119.433
-9.?;%
376.130
9.5BK
-0.61%
-35.93%
-6.81%
-8.17%
-9.57%
1.4529
-1.4000
-10.0000
-290
-22
-0.93
0
-0.062
-0.0060
-0.062
-0.0060
7
0.3
0.0031
0.0030
2012
ABC Logistics, Inc.
James Stephenson
512-919-8795
139.743
105.249
75.30%
34.494
24.70%
3,248.350
2.510.217
77.30%
738,133
22.70%
59.96%
64.07%
93.19%
91.83%
77.28%
23.2601
13.8000
90.0000
3.168
136
25.97
1.117
1.122
0.0433
1.114
0.0479
488
4.0
0.1723
0.1716
2011
ABC Logistics. Inc.
James Stephenson
512-407-1822
126.165
103,158
81.76%
23,007
18.24%
2,752.787
2.390.784
86.85%
362,003
13.15%
60.57%
100.00%
100.00%
100.00%
86j£%
21.8072
15.2000
100.0000
3,458
158
26.90
1.233
1.184
0.0543
1.176
0.0539
481
3.7
0.1647
0.1636
•WEIGHTED AVERAGE ONLY APPLICABLE WHERE DATA WAS ENTERED
Figure 42: Example Year-to-Year Comparison Report
Comparisons are shown for a number of activity parameters including:
• Total Miles and Ton-Miles, for both SmartWay and Non-SmartWay carriers
• Activity allocation (in this case based on ton-miles) for SmartWay Value by mode
• average payload, density and load percent
A variety of calculated annual performance metrics are also shown, including:
• mass emissions in short tons for all pollutants
• grams per mile for all pollutants
• grams per ton-mile for all pollutants
Percentage changes are also indicated for each of these items, relative to the earlier year baseline
values. Note that all comparisons are at the aggregated Partner level rather than the business unit level.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 65
-------
Providing Additional Information
After completing Steps 1 - 5 on the Home screen, you may provide EPA with additional information
regarding your company, potential use of the SmartWay Logo, general feedback regarding the
SmartWay program, and information regarding non-SmartWay carriers for potential recruiting. This
information is optional and is not required in order to submit your Logistics Company Tool data to EPA.
Partner Profile / Logo Info / Suggestions
Selecting the I
the Partner Information form (see Figure 42).
button on the Home screen will open
SmartWay Additional Information: ABC Logistics, Inc.
Logo Qualification
Suggestions
Recruiting Targets
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: ABC Logistics, Inc.
Link to your company's environmental or SmartWay web page:
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)
I
* The explanation field does not wrap in Office 2013 due to an Excelbug.
My company encourages other companies to join SmartWay to improve their efficiency by: (1000 characters max)
Page L-33
Figure 43: 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.
Figure 43 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
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 66
-------
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
selecting the
SmartWay Partner Logo Information
button.
SmartWay Additional Information: ABC Logistics, Inc.
Partner Information
Logo Qualification
Suggestions
Recruiting Targets
The SmartWay Partner Logo is available to all Partners in good standing within the SmartWay program. To be in good standing you must submit your
SmartWay materials by the appropriate due date. Due dates are posted on the SmartWay website at epa.gov/smartway. The SmartWay Logo use
guidelines and Logo graphic files are accessible online - please select the button below for information.
SmartWay Partner Logo Information
Partner Name: ABC Logistics, Inc.
SmartWay Partnership Logo
f~ I have read the SmartWay Logo Use Guidelines webpage,
l~ I have read the SmartWay Logo Graphics Standards and Usage Guide (on webpage).
P I agree to abide by SrnartWay's logo use guidelines should I earn the right to use the SmartWay Partner Logo,
If I qualify for the SmartWay Partner Logo, I intend to use it on the following: (does not constitute a commitment to actually do it)
I" My website
P Marketing materials
I" Internal company materials
l~~ Business Cards
P Advertising
f~ Apparel
P Briefings/presentations
P Company Letterhead
P Email Signature
r Hag
P Company exhibit booth
SCROLL FOR MORE OPTIONS —
Page L-34
Figure 44: Logo Qualification Screen
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 67
-------
Figure 45 displays the Suggestions screen. You may respond to some or all of these questions in order to
provide feedback regarding the various aspects of the SmartWay program. SmartWay values your
feedback. Any information you provide will be used to improve the program, and will be kept
confidential. Use the scroll bar to the right to display additional questions.
SmartWay Additional Information: ABC Logistics, Inc.
Partner Information
Logo Qualification
Recruiting Targets
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: ABC Logistics, Inc.
Yes
Please answer Yes or No
Do you read the Tool User Guides?
Do you read the Tool Technical Documentation?
Do you regularly visit the SmartWay website?
On a scale of 1 to 10, 10 being the best:
How do you rate the SmartWay Tool?
How do you rate the SmartWay User Guide?
How do you rate the SmartWay Technical Document?
How do you rate the SmartWay Website?
How do you rate SmartWay support materials?
On a scale of 1 to 10, 10 meaning strongly agree:
I understand the goals of the 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 Tool
I understand the SmartWay emission factor ranking system
I understand the SmartWay Partnership logo guidelines
Ho
r
r
r
Page L-35
Figure 45: Suggestions Screen
Figure 46 displays the Recruiting Targets screen. You may up to 10 of your largest non-SmartWay
carriers to help target companies for potential recruitment into the program.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 68
-------
A logistics company's emission rates are hurt by using non-SmartWay carriers, as SmartWay assigns a conservative default value to non-SmartWay carriers.
To improve your reported emission rates and how you look to your Shipper customers, you should be encouraging your biggest non-SmartWay carriers to
join the SmartWay Partnership. Simply list your 10 biggest non-SmartWay carrier companies and indicate whether you would like to recruit, or if you
would like to work jointly with SmartWay to recruit.
Partner Name: ABC Logistics, Inc.
List your 10 largest HON-SMARTWAY fleets (by amount of freight they move for you).
We will recruit Please, SmartWay help us recruit
c r
r r
r c
r r
r r
r r
r r
r r
c c
r r
Page L-36
Figure 46: Recruiting Targets Screen
ONCE YOU HAVE COMPLETED THESE FOUR SCREENS, SELECT THE
BUTTON TO RETURN
TO THE HOME SCREEN.
VIEWING OTHER DATA REPORTS
Once you are ready to continue, select
the following screen:
View Your Data Reports
I to go to
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 69
-------
SmartWay Reports
Please select the summary report you would like to view:
Business Unit Characterization
Input Summary
Emissions Summary
Carrier Performance
Ranking Category Detail
Comments Report
Commodity Density Report
Average Load Percent
Out of Range Report
Data Sources
% SmartWay
Partner Information Report
Figure 47: View Reports Menu
Page L-25
Selecting any of the green buttons on this screen will display the indicated data. Several reports
summarize the data you entered on specific data input screens, such as the Business Unit
Characterization and Input Summary Report. The Out of Range Report may be particularly useful in
identifying and addressing those inputs flagged as potentially erroneous during business unit validation.
Selecting any of the summary report types will take you to a screen allowing you to preview and print
your reports. Figure 48 shows one of many sample reports that the Tool can generate for you; in this
case summarizing emission reductions in tons and assorted performance metrics at the Partner Total
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 70
-------
level (including all business units). These reports will prove useful for your company's evaluation and
improvement efforts.
fj^
EMISSIONS SUMMARY
Partner Name: ABC Logistics, Inc.
Business Unit NameABC Logistics, Inc.: Truck Division
Report Ye
ar: 2013
Jun
e 26, 2014
C02Mass NOx Mass PMIOMass PM2.S Mass
C02 g/Ton- Emissions NOxg/Ton- Emissions PM1Q a/Ton- Emssions PM2.5 g/Ton- Emissions
Mode C02g/M!e Hte (Tons/Year) NOxg/Uile Mte (TonsA'ear) PM10 gfMfe Mile (Tons/Year) PM2.5g/Mile Mile (TonsA'ear)
Logistics
2 400
11.023
3050
3350
73.9
1.200
01900
41888
1200
01900
41888
Composite/Total*
2,400
500
11,023
30.50
3.350
73.9
1.200
0.1900
4.1888
1.200
0.1900
4.1888
Business Unit HameABC Logistics, Inc.: Example Dray Business Unit
Mode
Barge
Composite/Total*
C02Mass NOx Mass PMIOMass PM2.5Mass
C02 g/Ton- EmBSions NOxg/Ton- Emestons PM10g/Ton- Emissions Pf.l2.5g/Ton- EmBSions
C02g/Mile Mile (Tons-Year) NOxg/Mile Mile iTonsA'ear) PM10g/Mile Mile iTonsA'ear) PM2.5 g/Mile Mile (TonsA'ear)
18 636
18,636
15
15
492
492
41921
419.21
0334
0.334
11 1 13778 00110
11.1 13.778 0.0110
0 3638 13.364 0.0107 0.3538
0.3638 13.364 0.0107 0.3538
'Weighted average (compositel emission factors across all modes / mass emissions totals across all modes
Figure 48: Example of Completed Reports
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 71
-------
Submitting Data to SmartWay
Congratulations! You are now ready to send your data to EPA.
Select the I
Generate Files to Send to EPA*
I button, which will open the following screen.
Create submission file for EPA
SmartWav8
Report Year
2014
Logistics
United States Version: 2.0.14
Released on: 7/8/2015
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).
I~ I understand and agree to the terms of this agreement.
Screen
Demo
PageL-37
Figure 49: Creating Submission File for EPA
Select the checkbox to indicate you understand the terms of the SmartWay Partnership Agreement once
again. Next, a question will appear asking if you are an existing SmartWay Partner (Y/N). If you are, a
question will appear asking if you submitted your data the previous reporting year. If 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. Submission of the SmartWay ID is optional.
If you did not submit data last year, indicate how your company first heard about SmartWay.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 72
-------
Create submission *ile for EPA
SmartWay*
Report Year
2014
Logistics
United States Version: 2.0.14
Released on: 7/8/2015
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).
I* I understand and agree to the terms of this agreement.
Please answer the question that appears below. Depending on your answer(s), additional questions may appear that also requires an answer. Your answers
will allow EPA to better process your submission.
Yes
Are you an existing Partner in SmartWay?
No
r
Please enter your SmartWay ID that your PAM 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 I Q45HD82
to have your SmartWay ID emailed to you.
Email me my SmartWay ID
You are now readv to create your xml file. The tool will also automatically save your jcml file and jds file ab S:\Rkk\EPA\2012 Program Support\WA_OO_04
_SW\Logistics_5hipper\Logistic5\LT Tool\2015 Release unless you designate another location. Please select the NEXT button below to continue.
Page L-37
Figure 50: Completed Submission File Screen
When ready, select NEXT to create a file with the following naming convention:
Logistics_PartnerName_Year_ VO.xml
For example, Logistics_ABCLogistics, lnc_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.
SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 73
-------
.•nartWay - Instructionj for Submitting File
SmartWay
Logistics
United States Version: 2.0.14
Released on: 7/8/2015
CONGRATULATIONS! Your SmartWay submission files are now located at:
Excel File
| S:\Rick\EPA\2012 Program Support\WA_00_04_SW\Logistics_Shipper\Logistics\LT Tool\2015 Release\Logistics_ABC Logi
XML File
| S:\Rick\EPA\2012 Program Support\WA_00_04_l
Shipper\Logistics\LT Tool\2015 Release\Logistics_ABC Logi
These files are ready to be emailed to EPA.
YOU MUST RETRIEVE THESE FILES FROM THIS FOLDER AND EMAIL THEM TO EPA IH ORDER TO COMPLETE
YOUR SUBMISSION.
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
onty. Please open an email message, attach the new file(s) and send to smartway_transport
-------
Troubleshooting the Tool
Although the SmartWay tools have been tested extensively, you may encounter errors. Intermittent
errors have been encountered when opening the Tool from an e-mail rather than from a drive. In
addition, note that you will not be able to open the Tool successfully directly from the SmartWay
website, so save the Tool to your hard drive before opening. If you encounter an error during use of the
Tool, try restarting the Tool directly from a disk drive, with all other Excel files and applications closed.
In addition, make sure that your computer is using a system and application version validated for use
with the SmartWay tools (Windows XP or later operating system, and Excel Office 2003 2007, 2010, or
2013).
If you continue to encounter problems, make a screen capture of the error message, and save the Tool
at that point. (You can make a screen capture by pressing the keys Alt and Print Screen at the same
time, and then pasting the image into a document such as MS Word.) Then send the screenshot, along
with the saved Tool to your Partner Account Manager for further assistance.
Proper Calculation Setting
By default, Microsoft Excel is set to automatically calculate formulas. If values within your Tool are not
calculating automatically, then your Excel may be set to "Manual". Follow these instructions to change
your Excel Calculation setting.
Office 2010 and Newer
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.
®i y ^ * rj
Home Insert Page Layout Formulas fata Review View Developer
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SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 75
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Evaluate Formula
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Automatic Except for Data Tables
Manual
Office 2007
Select the Office button at the top left. Then select the Excel Options button and the Excel Options
dialog box will appear. Select the Formulas tab and the Formulas options will appear in the right pane.
Select the "Automatic" radio button in the Calculation options section.
&0< Option)
•
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Office 2003
From the tools menu, select "Options". When the Options dialog box is displayed, select the
"Calculation" tab. Under the Calculation section, select the "Automatic" radio button and then select
"OK".
C Microsoft Excel Bookl
:t3] File Edit View
! J J? d u2i _j
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SmartWay Logistics Partner Tool Data Entry and Troubleshooting Guide | Page 77
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APPENDIX A: RECOMMENDED DATA SOURCES FOR ACTIVITY DATA
List of Worksheets
#1: Company and Contact Worksheet 79
#2: Logistics Business Unit Characterization Worksheet 80
#3A: Select Carriers Worksheet 81
#3B: Activity Data Worksheet 82
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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
Primary 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 Data Entry and Troubleshooting Guide | Page 79
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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 Data Entry and Troubleshooting Guide | Page 80
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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, Air
** 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 Data Entry and Troubleshooting Guide | Page 81
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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 Data Entry and Troubleshooting Guide | Page 82
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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
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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
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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
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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
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