Transport Partnership
U.S. ENVIRONMENTAL PROTECTION AGENCY
Shipper Partner 2.O.14 Tool:
Data Entry and Troubleshooting Guide
2014 Data Year - United States Version
United States
Environmental Protection
Agency
-------
Transport Partnership
U.S. ENVIRONMENTAL PROTECTION AGENCY
Shipper 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-15-087
A9ency October 2015
-------
Table of Contents
Table of Contents 3
What's New in this version? 5
Introduction 6
Downloading and Setting up the Tool 8
Software and Hardware Requirements 8
Downloading the SmartWay Shipper Company Tool 8
How to Set Security Levels for the SmartWay Tools 8
Basic Organization of the Shipper Tool 21
Reviewing the Introductory Screens 23
Navigating the Home Screen 29
Preparing for Data Entry. 34
Section 1 Data Entry: Enter Partner Name 35
Section 2 Data Entry: Enter Company and Contact Information 36
Section 3 Data Entry: Shipper Company Characterization 42
Section 4: Download Latest SmartWay Carrier Data File 47
Section 5: Select Company for Data Entry (providing carrier activity information for your
companies) 48
"Company Status Review" Overview 48
Selecting a Business Unit to Review: 49
Basic or Comprehensive Screen 50
COMPLETING THE CARRIER SELECTION SCREENS 52
Overview 52
Steps for Inputting Carriers for a Shipper Company: 56
Steps for Completing the Manual Input SmartWay Carriers Tab: 56
Steps for Completing the Manual Input Non-SmartWay Carriers Tab: 57
Optional Carrier Differentiation Screen 57
Steps for Completing the Activity Data Screen 59
1. Entering Data Source Description 61
2. Selecting the Data Availability Option 62
3. Entering Ton-Mile and Mile Data 63
5. Validating Your Activity Data 64
Viewing the % SmartWay Screen 67
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 3
-------
Viewing the Data Display Screens 68
Viewing Shipper Strategies Sections 72
System Activities Screen 72
Modal Shift Screen 73
Checking Company Status 76
Validating Your Data 78
Sections 6-8: Optional Steps—Year to Year Comparisons, Additional Information, and View
Reports 81
Viewing the Year-to-Year Comparison Report 81
Partner Profile/ Logo Info/Suggestions 84
Viewing Data Reports 88
Submitting Data to SmartWay 90
Troubleshooting the Tool 94
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 4
-------
What's New in this version?
Version 2.0.14 of the Shipper Tool contains a number of updates and revisions to the prior
version, 2.0.13. These updates have been implemented to enhance the usefulness and clarity
of the Tool, and are summarized below:
• Logistics business units with a large number of carriers may use a new carrier matching
function to help match their carrier lists with the records in the SmartWay database.
• Data Availability Options are now restricted to: a) ton-miles and total miles, b) ton-miles
and average payload, c) total miles and average payload, and d) total miles only.
• Average Density and Average Load Percent has been removed from the Activity Data
tab.
• Partners no longer have to select an inventory calculation method on the Activity Data
tab.
• New partners must indicate how they initially heard about SmartWay.
• Miscellaneous text and format updates for clarification.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 5
-------
Introduction
This document, the "Data Entry and Troubleshooting Guide" for the Shipper Tool, is the second
of two guides available to help your company participate fully in the SmartWay Transport
Partnership as a Shipper Partner. The Shipper Tool "Quick Start Guide" is a basic walk-through
of the process of identifying, gathering, preparing, and submitting your data by using the
SmartWay Shipper Partner Tool, and includes several worksheets referenced in this guide.
(From this point on, this guide will refer to the SmartWay Shipper Partner Tool as the "Shipper
Tool" or simply, the "Tool," for brevity.) The Quick Start Guide may be all you need to
successfully complete the Shipper Tool. However, the Data Entry and Troubleshooting Guide is
intended for situations in which you have already read the Quick Start Guide and prepared your
data for entry, but need more information on how to complete your data submission than is
provided in the Quick Start Guide.
The Table of Contents for this guide is laid out so that, if you have a very specific area that you
need to review, you can find the relevant information without reading through the entire guide.
In this guide, you will learn how to enter the company and carrier data you collected (as
mentioned in the Quick Start Guide and the online data entry forms it references) into the
Shipper Tool. This guide covers:
• Downloading and setting up the Tool to run properly
• Basic organization of the Shipper Tool
• Entering your data
• Viewing company performance summary data
• Submitting data to SmartWay
• Troubleshooting the Tool
• Appendices
WARNING!
Completing this Tool requires a considerable amount of information about your
company/companies and the freight carriers used by your companies. 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.
-------
PART 1:
DOWNLOADING AND
SETTING UP THE TOOL
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 7
-------
Downloading and Setting up the Tool
Software and Hardware Requirements
The Shipper 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 Shipper 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 Shipper 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 Shipper Company Tool.
Downloading the SmartWay Shipper Company Tool
To download the Shipper Company Tool, visit:
http://www3.epa.gov/smartway/forshippers/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).
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 8
-------
Security Settings for Excel 2003 Users
To use the Shipper Company Tool in Microsoft Excel 2003, you will need to have your security
levels set to "Medium."
G Utjewir frr.ul
Figure 1: Macro Setting Tabs in Excel 2003
Setting Security Levels to Medium in Excel 2003
1. When using Excel 2003, on the menu bar, go to Tools -^ Macro -^Security Level.
Security
2. When the "Security" window opens, select
the "Medium" level, and select OK.
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
Cancel
Figure 2: Security Level Setting Screen in Excel 2003
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 9
-------
Running the Tool in Microsoft Excel 2003
1. Save the Tool to your computer in a folder on your hard drive.
2. Go to that folder and double-click on the file to open the Tool.
3. You will see a security-warning box appear (Figure 3). Select the ^
button in the security-warning box.
"S:\SnriartWay\Shipper.xls" contains macros,
Macros may contain viruses. It is usually safe to disable macros, but if the
macros are legitimate, you might lose some functionality,
;ome functor
jr
Disable Macros
Enable Macros
More Info
Figure 3: Screen showing "Enable Macros" button
The Welcome Screen for the Shipper 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.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 10
-------
, Security Settings for !he Tool
f dBJ inxmetioiM, tr> Franks Mm *>Wcr vws I* doWW ~>l
• In order to run this application, you must have macros enabled.
, For Exc»l 2007. Exc»l 2010, and Exol M13 Unrc: (If you «» uHfW Excel 2003. pIsastKroJI . llw
inslructions for £*:cel 2003 usera 1
1 Click in* Offi« tmtton. inisrjurtonappearsmifwiopMco^nerorttescfWfiiniJKeiSWi/^iO
7 Go to EXCB! Optioni. Ckk tin? 'I KI ei ilptnuss" bifian in Ihe bo!!«n ntjhl camc>r of llw pijl dawn icte.nu
3 Go to the Trim Center, On ttie Excel Options screen, ckck on TwX Cwtet in tt» toft ruvigalion bar
4 Go to tie Trust Center Setting*. Cfcck on Trust Center Sofflngs in the botom nght ponion of the sown
'.< Change security settings. OKXKC Ihc selling 'Oisafi/e a//™oos WAA notification' and c^ck OK
6 Reopen Hie lite. Close the Diccl Me and «w\ rc-opw It
, For E«c»i;»3 Users:
Figure 4: Security Warning Screen
3) In the Microsoft Office Security Options dialog box (Figure 5), choose "Enable
this content" and select OK.
Microsoft Office Security Options
0
Security Alert - Macro
Macro
Macros have been disabled. Macros might contain viruses or other security hazards, Do
not enable this content unless you trust the source of this file,
Warning: It is not possible to determine that this content came from a
trustworthy source. You should leave this content disabled unless the
content provides critical functionality and you trust its source.
More information
File Path: C:temartway\Shipper.x!s
O Help protect me from unknown content (recommended)
!z--^bT -- 5 :o-re:-:-|
Open the i a^t Center
Figure 5: Security Options Dialogue Box
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 11
-------
The Welcome Screen for the Shipper Company Tool should then appear and you will be ready
to begin working on your tool.
Troubleshooting the Security Settings in Microsoft Excel 2007
If you reach this point and the Tool does NOT open, you may have your security set too high.
To adjust your security settings, select the
button (in the top left corner of the screen)
and then select the ^ Excel Options button in the bottom right corner of the pull-down menu
(Figure 6).
*
Click the "Enter
Options Button"
Figure 6: Excel Options Drop-Down Menu
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 12
-------
On the Excel Options screen, select Trust Center in the left navigation bar (Figure 7):
Excel Options
Popular
Formulas
Proofing
Save
Advanced
Customize
Add -Ins ^[
Trust Center
Resources
BE
A Change the most popular options in Excel.
Top options for working with Excel
' Click the "Trust >""°n °
Center" button ^R»*>°ni
J
Color scheme: Blue v
ScreenTip style: Show feature descriptions in ScreenTips
Create lists for use in sorts and fill sequences: Edit Custo_m Lists..,
When creating new workbooks
Use this font: Body Font
Font size: |ll v|
Default view for new sheets: Normal View
Include this many s_heets: J3
Personalize your copy of Microsoft Office
LJser name; MHeyward |
Choose the languages you want to use with Microsoft Office; Language Settings...
[ OK J Cancel
Figure 7: Excel Options Drop-Down Menu
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 13
-------
When the Trust Center options display opens, select Trust Center Settings in the bottom right
portion of the screen (Figure 8):
Excel Options
Popular
Formulas
Proofing
Save
Advanced
Customize
Add -Ins
Trust Center
Resources
BS
\J Help keep your documents safe and your computer secure and healthy,
Protecting your privacy
Microsoft cares about your privacy, For more information about how Microsoft Office Excel helps to protect your privacy,
please see the privacy statements.
Show the Microsoft Office Excel privacy statement
Microsoft Office Online privacy statement
Customer Experience Improvement Proaram -. ,^
Security & more Click the TrUSt
Learn more about protecting your privacy and security from Micros Center bettingS
Microsoft Windows Security Center buttOH
Microsoft Trustworthy Computing ^
^ J\<
Microsoft Office Excel Trust Center ••
secure. We recommend that you do not change these settings, Irust Center Settings...
OK [ Cancel
Figure 8: Trust Center Settings Screen
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 14
-------
Choose the setting "Disable all macros with notification" (Figure 9) and select OK.
Trusted Publishers
Trusted Locations
Add-ins
ActiveX Settings
Macro Settings
Message Bar
External Content
Privacy Options
Macro Settings
For macros in documents not in a trusted location;
O Disable aM macros without notification
0 .Disable all macros with notification
0 Disable all macros except digitally signed macros
0 .Enable all macros (not recommended; potentially dangerdl
Developer Macro Settings
Choose "Disable
all macros with
notification."
Trust access to the VBA project object model
Figure 9: Macro Settings Screen
Then run the Tool.
If, at this point, the Tool does not open, review the "Software and Hardware Requirements"
on page 8. If you after reviewing this section, you cannot determine how to correct the
problem, contact your SmartWay Partner Account Manager.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 15
-------
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 Ena6'tEdtting 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.
Hid :: • > I-
Home Insert Page Layout References Mailings Review View Developer Acid-Ins
Or— }
Protected View This file originated as an e-mail attachment and might be unsafe. Click for more details. Enable Editing
Figure 10: The Enable Editing Button
3) Depending on your Excel macro security settings, you may receive a
Enable Content pnpnp |fyou do, simply select the E^ble Content | hllttnn
This will enable macros in the tool you just opened.
!
Securfty Warning Some active content has been disabled. Click for more details, Enable Content
Security Settings forthe Tool
1 Security Settings for the Tool
2 (Pour des instructions en fran$ais, faites defiler vers la droite.->)
In rtrrlar f-i-i run thic annltf*atinn \rnit mnef1 hairo mar me anahlari
Figure 11: Security Warning Popup
If, at this point, the Tool does not open, review the "Software and Hardware Requirements"
on page 8. Otherwise, you may have your security set too high. To adjust your security settings,
select the ^^*H button (in the top left corner of the screen) and then select the
Excel Opt!0"5 button in the bottom right corner of the pull-down menu (Figure 12):
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 16
-------
0*™
; Seen
id*-*
Microsoft Excel
View fldd-lns Nuance PDF
WrspTett
Mi-rge Bt Ceirter -
I r'
IS
.
Number Styles C
I } f.i
:•. f • net
Us Editing
s
Select
Figure 12: Excel 2010 Options Drop-Down Menu
On the Excel Options screen, select Trust Center in the left navigation bar (Figure 13):
Advanced
Customize
Add-In s
Trust Center
Top options tor working with Excel
0 Show Mini Toolbar on selection •
0 Enable Live Preview •
d Show Developertab in the Ribbon •
0 Always use ClearType
Color scheme: | Blue v |
ScreenTip style
Create lists tor
Show feature descriptions in ScreenTips
jstom Lists^7~|
When creating new workbooks
Use this font:
Font size:
Default view for new sheets:
Include this manyiheets:
Personalise your copy of Mkrosoft Office
User name: jMHeyward
Figure 13: 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 (Figurel4):
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 17
-------
Excel Options
Popular
Formulas
Proofing
Save
Advanced
Customize
Add-Ins
Trust Center
Resources
Help keep your documents safe and your computer secure and healthy.
Protecting your privacy
Microsoft cares about your privacy. For more information about how Microsoft Office Excel helps to protect your privacy,
please see the privacy statements.
Show the Microsoft Office Excel privacy statement
Microsoft Office Online privacy statement
Customer Experience Improvement Program
Security & more
Learn more about protecting your privacy and security from Microsoft Office Online.
Microsoft Window5 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 14: Trust Center Settings Screen
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 18
-------
Choose the setting "Disable all macros with notification" (Figure 15) and select OK.
Trust Center
Trusted Publishers
Trusted Locations
Add-ins
ActiveX Settings
Macro Settings
Message Bar
External Content
Privacy Options
•jljl
Macro Settings
t-or macros in d cum nts not in a trusted location: /"~ ~"
O Disable 1 ma ros without notification Select
O Enable ma os (not recommended; potentially dangerous code can run)
Developer Macro Settings
O Trust access to the VBA project object model
| OK j| Cancel
Figure 15: Macro Settings Screen
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 19
-------
PART 2:
TOOL ORGANIZATION
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 20
-------
Basic Organization of the Shipper Tool
The Shipper Tool is the basis of the SmartWay Partnership for Shipper Companies. Completion
and submission of a Shipper Tool is the first step to becoming a SmartWay Shipper Company
Partner. Your tool submission must be approved by EPA before you are officially a Partner.
The Shipper Tool is organized around:
• information screens,
• forms or worksheets, and
• reports and summaries
Each screen, or form, opens up within a Microsoft Excel spreadsheet. The screens generally
look like the one shown here in Figure 16, with the Report Year displayed prominently at the
top:
SmartWay Introduction
SmartWay'
Report Year
2014
OMB 20600663
Expiration Date 07/31/2017
(Revised 2014)
Shipper
United States Version: 2.0.14
Released on: 10/03/2015
Introduction
Welcome to the SmsrtWay Shipper Tool. This version of the Shipper Tool encompasses truck, rail, air, and barge 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 Shipper Page of the SmartWay Website
Or call the SmartWay Helpline at: (734) 214^(767
Or emaJ the Helpline at: smartwayjiransporteepa.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
Screen
Demo
Proceed to the next screen
Return to the previous screen
Provides additional information about data entry
fields
Link to video instruction regarding Tool data entry
and use
FILING FORMS WITH THE FEDERAL GOVERNMENT AND ESTIMATED REPORTING BURDEN; Respondents are not required to file or reply to any Federal collection of information unless it has a
valid OMB control number. Public reporting burden for this collection of information is estimated to average 5.82 hours per response for initial registration, 2.66 hours for each annual update.
These estimates indude the time for reviewing instructions, searching existing data sources, gathering the data needed, and completing and reviewing the collection of information. Send
comments regarding this burden estimate or any other aspect of this collection of information induding suggestions for reducing this burden to: SmartWay Transport Partnership, 2000
Traverwood, Ann Arbor, MI 43105, or the Office of Information and Regulatory Affairs, Office of Management and Budget, Washington D.C.
Page S-l
Figure 2: Opening Screen of Shipper Tool
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 21
-------
The part of the Tool that you fill out resides in the gray and blue forms that appear on the
screen. The Excel workbook that remains in the background - and which normally appears as a
blue screen as in Figure 17 - is where all of the data you enter is actually stored. However, for
the purpose of your data entry, disregard the background workbook.
M
;±«- • • •
Figure 3: Data Entry Screens and Background Screen Illustration
The name of each form appears at the top left-hand corner of the screen, in white text on the
blue window bar.
SmartWay Introduction
^g
^SmartWay9
Report Year
2014
OMB 2060-0663
Expiration Bate 07/31/2017
(Revised 2014}
mlm
Shipper 1
United States Version: 2.0.14 1
Released on: 10/03/2015 [j
Figure 4: 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 blue and clearly
labeled, as seen in Figure 19.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 22
-------
Go To Shipper Page of the SmartWay Website
Figure 5: Screenshot of Link in the Tool
The screens also contain navigation buttons to direct you through the Tool (Figure 20).
Figure 20: Example Navigation Buttons in the Tool
Reviewing the Introductory Screens
Before you reach your data entry section of the Tool, you will move through four introductory
screens that allow you to review the basics of participation in SmartWay for Shipper Partners:
• The "SmartWay Introduction" Screen
• The "Partnership Agreement" Screen
• The "Required Information" Screen
• The "SmartWay Partner Schedule" Screen
The features of these screens are described below.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 23
-------
SmartWay Introduction Screen
SmartWay Introduction
SmartWay
Report Year
2014
OMB 20600663
Expiration Date 07/31/2017
(Revised 2014}
Shipper
United States Version: 2.0.14
Released on: 10/03/2015
Introduction
Welcome to the SmartWay Shipper Too!. This version of the Shipper Tool encompasses truck, rail, air, and barge freight movements. A future version will als
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 Shipper Page of the SmartWay Website
Or call the SmartWay Helpline at: (734) 214^767
Or email the Helpline at: smartway_transport@epa.gov
Tool Help and Navigation
Throughout the Tool, you will see numerous buttons. Becoming familiar wrtih 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 aiong 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 5.82 hours per response for initial registration, 2.66 hours for each annual update.
These estimates indude the time for reviewing instructions, searching existing data sources, gathering the data needed, and completing and reviewing the collection of information. Send
comments regarding this burden estimate or any other aspect of this collection of information including suggestions for reducing this burden to: SmartWay Transport Partnership, 2000
Traverwood, Ann Arbor, MI 43105, or the Office of Information and Regulatory Affairs, Office of Management and Budget, Washington D.C.
Page S-l
Figure 21: SmartWay Introduction Screen
The SmartWay Introduction screen is the first window that appears when the Tool is opened
(Figure 21). 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.
The screen also points out helpful buttons for Tool Help and Navigation that you will see
throughout the Tool. In particular, note the "Validate Screen" button. It's a good idea to use
the "Validate Screen" button whenever it appears in the Tool. This valuable function will help
you screen for missing data, errors in data entry, or information that may fall out of expected
ranges. Taking a moment to validate each screen helps you avoid time-consuming problems
later.
When new concepts/topics are 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
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 24
-------
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
Demo
buttons at the bottom of selected screens.
SmartWay Partnership Annual Agreement Screen
SmartWay Partnership Annual Agreement
Report Year
2014
Shipper
United States Version: 2.0.14
Released on: 10/03/2015
Partnership Agreement for Shippers
With this agreement, your company joins EPA's SmartWay Transport Partnership and commits to:
1. Measure and report to EPA on an annual basis the emissions performance of your company using EPA's SmartWay Shipper Tool,
(Existing companies must report the 12 months of data for the prior year ending December 31. Newly formed companies require a
minimum of 3 months of operational data.)
2. Have performance resuts 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 particip3tion in the Partnership by posting Partner names on the EPA SmartWay Website and in related educational,
promotional, and media materials. EPA will obtain express written consent from the Partner before using the Partner's name, other
than in the context of increasing public awareness of its participation as described here.
2. Provide companies with industry-wide performance benchmark data as this data becomes available to EPA.
3. Assist Partners in achieving emission and Fuel usage reduction goals (subject to Federal Government Appropriations).
General Terms
1. If the Partner or EPA defaults upon this agreement at any point, the agreement shall be considered null and void.
2. Either party can terminate the agreement at any time without prior notification or penalties or any further obligation.
3. EPA agrees not to comment publicV regarding the withdrawal of specific partners.
4. EPA reserves the right to suspend or revoke Partner status for any Partner that fails to accomplish the specific actions to which it
committed in the SmartWay Transport Partnership Agreement and subsequent Agreements.
5. The Partner agrees that it will not claim or imply that its participation in the SmartWay Transport Partnership constitutes EPA approval
or endorsement of anything other than the Partner's commitment to the program. The Partner will not make statements or imply
that EPA endorses the purchase or sale of the Partner's products and services or the views of the partner.
6. Submittal of this SmartWay Shipper Tool constitutes agreement to all terms in this Partnership Agreement.
No separate agreement need be submitted.
By checking the box below, I declare that the information submitted via this tool is, to the best of my knowledge, accurate. I understand that any
person who, in the course of negotiating or performing under this Agreement, makes, presents or submits a false or misleading statement to the
government, or any person who makes a material omission in the course of negotiating or performing under this Agreement, may be subject to
liability under all applicable civil and criminal statutes including 18 U.S.C. 1001 (criminal liability for false statements), 31 U.S.C, 3301 - 3812 (civil
liability for false statements) and 31 U.S.C. 3729-33 (The False Claims Act}. .
^ :o -
;::. cr :h,£-
Click to accept
Agreement
Page S-Z
Figure 22: SmartWay Partner Agreement for Shippers
After selecting the J •button on the SmartWay Introduction screen, the SmartWay
Partner Agreement for Shippers will appear (Figure 22). This screen replicates the agreement
language found in the Quick Start Guide.
Submitting a Shipper Tool to EPA constitutes agreement to all terms of the Partnership
Agreement, which is required for a company to join and continue as a SmartWay Shipper
Partner. Therefore, it is important to review this screen or the text version in the Quick Start
Guide and receive any necessary approvals before trying to input data into the Tool. You will
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 25
-------
not be able to continue on to the next screen to enter data into the Tool until this box is
selected, indicating that your company accepts the terms of the agreement.
Shipper Tool submissions are due on an annual basis; therefore, when you submit your Tool
each year, this will constitute your renewal of your Partnership Agreement. Failure to send
your annual Tool update will constitute a violation of the terms of the agreement and will
result in immediate removal of your company name(s) from the SmartWay Partner list.
NOTE: While in the past, SmartWay supported a lengthy warning process for partners that were
delinquent submitting their partnership materials, due to the large number of partners currently
joining and submitting materials to SmartWay, this level of customized service can no longer be
supported.
Required Information Screen
This next screen summarizes the information needed to complete the Shipper Tool. Select
in order to retain a hardcopy for reference as you complete the rest of the Tool.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 26
-------
SmartWay; Required Information
*s
•^SmartWay9 1
Foltowi
Tool Us
• Co
• We
-*
-S
Com
• Co
• No
• Ids
• Car
• St\
• Car
• %
• Op
ig is a brief de
sr Guide.
ler Informatk
rtpany Name, Ac
rking. Executive
ame, Title, Add
martWay ID Nur
jany Charactc
npany Names an
th American Inc
er Use Profile
ntification inforn
rier pathways: in
Dper-specific can
rier activity deta
- Total miles co
- Ton-miles con
- Freight charat
- Preferred em
- Description of
bmartWay Value
:ionsl informatio
mgfm
Shipper
United States Version: 2.0.14
Released on: 10/03/2015
scription of the information you will need to complete this Tool. For further details, please consult the Shipper
dress. City, State, ZIP, Country, Main Phone, Website
, and Other Contact Information:
ess, City, State, ZIP, Country, Phone, Email
nber (for returning Partners)
d Contacts
ustry Classification System (NAICS) Codes
ration for carriers contracted in the reporting year (including mode, name, MCN and/or SCAC)
bound/outbound/internal, domestic/international
ier identifiers: ID Codes, Business Unit ID, Internal Shipper Segment Codes
Is:
ntracted
tracted
terization (average density, average load percent, and average payload)
ssions inventory calculation metric (g/mile, g/ton-mile)
data sources used to compile activity data
calculation method (based on miles, ton-miles, weight, dollars spent, packages, or other metric)
i regarding modal shifts and other shipper efficiency strategies
_
^31 •
J^3
Page S-4
Figure 23: Summary of Shipper Tool Required Information
SmartWay Partner Schedule Screen
As seen in Figure 24, this screen shows the SmartWay Partner Schedule and Data Flow Diagram,
which provides the various Tool release and due dates for the 2015 calendar year, for tools
completed using 2014 data. Refer to these dates to help ensure on-time delivery of your tool
submittal.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 27
-------
SmartWay Partner Schedule
SmartWay Partner Schedule and Data Flow Diagram
Tool release and due dates for 2015 calendar year using 2014 data
Dec
Truck Tool
Available January 7
Group 1
Due March 4
Group 2
Due April 8
Group 3
Due May 6
Rail Tool
Available February 3
Due May 6
Barge Tool
Available February 3
Due May 6
Air Tool
Available April 2
Due May 6
Logistics Tool
Available July 8
Accepts Truck, Rail, Barge, Air,
and MM Data
Due September 16
Shipper Tool
Available October 3
Accepts Truck, Rail, Barge,
Air, MM, and Logistics Data
Due December 3
Page S-3
Figure 24: SmartWay Partner Schedule and Data Flow Diagram
Once you have navigated through the three introductory screens, you will be taken to the
Shipper Tool Home screen.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 28
-------
Navigating the Home Screen
All data entry screens are reached by starting on the Home screen.
Figure 25 displays the structure of the Home screen.
Home I' « 'I
SmartWay
Report Year
2014
Shipper
United States Version: 2.0.14
Released on: 10/03/2015
Please complete the following steps. Check boxes on the left indicate successful completion of each step. For more information,
select the 'Help1 button.
1. Enter Partner Name (Exactly as it should appear on the SmartWay website)
2.
3. I
4. I
Enter Contact Information
Company Characterization
Download Latest SmartWay Carrier Data Hie
5. Select Company for Data Entry
(Double-click the company name or select and hit Enter)
JLJ
Review Vear-to-Year Comparison
Partner Profile / Logo Info / Suggestions
View Your Data Reports
Generate Files to Send to EPA*
|: After selecting this option, be sure to carefully read all directions before proceeding.
Screen
Demo
Page S-5
Figure 25: Main Tool Navigation or "Home" Screen
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 29
-------
There are nine sections on the Home screen, each described briefly below. Each section has
buttons linking to additional screens or worksheets within the Tool which are described below.
The first five sections of the Home screen comprise all the steps needed to complete your
Shipper Tool, and you must complete them in order. After they are completed, the remaining
sections allow you to review your output, provide additional information, and/or submit your
Tool to EPA.
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 a different executive-level contact. Additional contacts may also be included.
Section 3: Company Characterization (button): This button takes you to a screen that asks
you to define all the shipper companies you operate. Once these companies are
defined, the software will enable you to generate blank data entry forms for
each company.
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 shipper companies. You must
download the latest file to ensure you use the most up to date information on
SmartWay Carrier Partners.
Section 5: Select Company for Data Entry (selection list): Selecting a company name will
take you to screens asking for the carrier and activity information necessary to
calculate efficiency metrics for the company.
Section 6: (Optional) Review Year-to-Year Comparison (button): This optional step allows
you to compare previous year data entries 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 company performance over time.
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, company performance summaries, an "out
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 30
-------
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 (RAM). 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 9 will
take you to additional screens and worksheets that comprise the data entry segments of the
Tool.
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
Shipper Tool. After they are completed, you can review your output and/or submit your Tool to
EPA. Once you complete each mandatory step, a I 1 will appear on the left of the screen.
Validating YOUR DATA
The Shipper 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 I BMiilfl I 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 most screens (including the Home screen). EPA recommends saving
your data frequently if you are entering information for large numbers of carriers.
Providing Additional Information
The Shipper Company Tool includes an optional section that allows you to provide EPA with
additional information regarding your company's environmental stewardship, potential use of
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 31
-------
the SmartWay Logo, and general feedback regarding the SmartWay program. This section also
allows you to provide information regarding your non-SmartWay carriers and related
companies to help with partner recruiting efforts. Access this section by clicking the
I button on the Home screen.
Partner Profile / Logo Info / Suggestions
REVIEWING YOUR DATA
. button. To generate a hard copy of screen text or
Each screen within the Tool has a
your data inputs, select this button. The screen will be printed on your default printer.
Alternately, you can return to the Home screen, select the
View Your Data Reports
button, identify the report of interest using the
Reports Menu, and print them out for review. The data reports provided by the Shipper Tool
are discussed further in the Finalize Data Entry and View Reports section of this guide.
SUBMITTING DATA TO SMARTWAY
Detailed instructions on properly submitting your data to SmartWay is included in this guide on
page 90.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 32
-------
PARTS:
SECTION-BY-SECTION
DATA ENTRY GUIDANCE
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 33
-------
Preparing for Data Entry
To participate in SmartWay, shipper companies need to gather the following essential
information to complete the Shipper Tool:
• The official Partner 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)
• Shipper company name(s) and associated NAICS codes and points of contact
• A comprehensive list of carriers used by your shipper companies including:
o SmartWay carrier fleet names
o Number and mode of non-SmartWay carriers (truck, logistics, multi-modal,
barge)
o Carrier-specific activity, including miles and/or ton-miles hauled
• 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 shipper companies. This data reflects the amount of
freight carried by each carrier and the distance that freight is carried.
The next five sections of this guide explain how to enter your data on each of the required
screens. You must complete these sections of the Home screen in order.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 34
-------
Section 1 Data Entry: Enter Partner Name
Section 1 of the Shipper Company Tool asks you to "Enter Partner Name."
Shipper
:ed States Version: 2.0.14
Released on: 10/03/2015
tion,
SmartWay
Please complete the following steps. Check boxes on the left indicate succe
select the 'Help' button.
1. Enter Partner Name (Ex3cdy
IABC Shipping, Inc.
Enter your Partner
Name precisely as you
want it on the
SmartWay website
Figure 26: Field for Entry of Partner Name on Shipper Tool Home Screen
EPA publishes your company's official name on the SmartWay website. This is how your
customers will know that you are a SmartWay Partner. The name that SmartWay lists is known
as your "Partner Name" and is defined within Section 1 of the Shipper 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.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 35
-------
Section 2 Data Entry: Enter Company and Contact Information
REFER TO WORKSHEET #1: Company Contact Information in the Quick Start Guide, or go to
http://www3.epa.gov/smartwav/forshippers/index.htm for more information on how to
complete this section of the Shipper Tool.
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 click the blue 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.
i- -| 1. Enter Partner Name (Exactly as it should appear on the SmartWay website)
V IABC Shipping, Inc.
D
Enter Contact Information
Select to enter
contact information
Figure 27: Select Contact Information Button on "Home" Screen
You will then be taken to the Contact Information screen. This screen will ask you to, provide
the following information:
1. Company Information
2. Working Contact information
3. Executive Contact (Vice President or higher)
4. Other Contacts
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 36
-------
645 Ocean Way
Suite 203
Addressl*
Address2
City*
Main phone* 1512-555-5555
Web Site
Austin
State*
TX
ZIP
* 78731
Country*
USA
Toll Free |800-555-9999
www, abcshiping, 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.
First*
Glenn
VP Operations
Working Contact:
Name
Title*
Executive Contact:
Name K "' First* !]ack
HI
r
Last*
Johnson
HI
Last» jshephard
Title*
* - Required
fciol
VALIDATE
SCREEN
'age S-6
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
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 37
-------
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.)
3. Enter the Executive Contact name and title
The Executive Contact is the company executive who is responsible for agreeing to the
requirements in the SmartWay Partnership Annual Agreement, overseeing the Working
Contact (as appropriate), and ensuring the timely submission of the Tool to SmartWay.
The Executive Contact also represents the company at awards/recognition events. This
person should be a Vice President or higher level representative for the company.
Under the Working Contact tab:
SmartWay; Contact Information
Please enter information about your Working Contact here.
Name
Addressl*
Address2
City*
Phone*
Email*
Glenn Johnson
Use Partner Address
645 Ocean Way
Suite 203
Austin
15124444444
ZIP*
78731
Country* USA
Cell] 512-777-7777
Fax
512-777-8888
| glennjohnsontgabcsh ipping.com
Confirm Email* | glenn.johnson@abcshipping.corr|
* - Required
"Page S-7
Figure 29. Working Contact Information Screen
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 38
-------
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:
SrnartWay: Contact Information
Please enter information about your Executive Contact here.
Name
Jack Shephard
Use Partner Address
Addressl* 1645 Ocean Way
Address2 [Suite 203
City*
Phone*
Email*
Austin
State*
512-789-6789
Ext
Cell
ZIP* J7B731 Country* |USA
Faxf
jjack.shephard (giabcshipping.com
Confirm Email* pack.shephardigabcshipping.com
* - Required
VALIDATE
SCREEN
Page S-8
Figure 30. Executive Contact Information Screen
Enter the Executive Contact information. If the Working Contact shares the same address as
button to auto-populate the address
the company, you may select the
section of this record.
Use Partner Address
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 39
-------
Under the Other Contacts tab:
SmartWay; Contact Information
Partner Information
Please enter information about your additional contacts here.
Other Contacts:
Add New Contact
Edit Selected Contact
Delete Selected Contact
'age S-9
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
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.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 40
-------
You can add more contacts to the Other Contacts box by repeating this process. If you
wish to edit an existing contact's information, highlight the name you wish to edit and
then select the
Edit Selected Contact
button. You can remove an existing contact by
highlighting the contact and then selecting
Delete Selected Contact
To make sure you have filled out all required contact information, select
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 I
button to return to the Home screen and go to Step 3.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 41
-------
Section 3 Data Entry: Shipper Company Characterization
The next section of the Tool is the "Company Characterization" section. This is the section
where you will define your companies.
The Shipper Tool allows you to assess your operations by defining multiple companies. If you
operate more than one separate and distinct company you may wish to track each company
separately.
On the Home screen select the Company Characterization button (Figure 32) to display the
Company Characterization screen. This is the section where you will define the various
components of your shipper companies.
Home
1 £3
H3MJ8H1 "Tsj" "™™EE
Pleas
setec
V^
•S
e complete the following steps. Check boxes on the left indicate successful completion of each step. For more information,
: the 'Help' button.
1. Enter Partner Name (Exactly as t should appear on the SmartWay webste)
ABC Shipping, Inc.
S Enter Contact Information •
-L— — —
3 Company Characterization ^tf
Select to enter company
characterization
information
Figure 32: Selecting Shipper Company Characterization on Home Screen
The steps required to complete the Company Characterization screen are described below.
"Company Characterization" Screen Overview
The Company Characterization screen is shown below:
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 42
-------
SmariWay: Company Characterization
For each separate business entity (company], please fill out the company name and NAICS code(s) and indicate a company contact. If entering multiple
NAICS codes, separate them with a comma. For help finding your NAICS code, select the binoculars to the right of the NAICS data entry field.
To add another company, select the Add Company button at the bottom of the screen. You may delete a company by selecting the Delete box to the left
of the company name and then selecting the Delete Checked Rows button at the bottom of the screen. Once data has been entered for all your
companies, select the Create Companies button at the bottom to proceed.
IMPORTANT NOTES:
You may define separate companies for your data entry and tracking purposes on this screen. Note that these company names will NOT be displayed on
the SmartWay website - only the Partner Names entered on the Home screen will be displayed there. If you wish to have multiple company names
displayed on the SmartWay website you must submit separate Shipper Tools for each company.
If you list multiple companies here, you will be required to provide detailed information for each company in subsequent sections of this Tool. Thus you
will need to be able to track freight activity separately for each company you list. Internal tracking of different business units, inbound, outbound and
internal freight, and domestic versus international freight can be done within a company, so there is no need to list different internal divisions, product
lines, etc. as separate companies.
jefete Company Name ? 1
T | 1 | ABC Shipping -Retail
F | 2 | ABC Shipping -Wholesale
X Delete Checked Rows
NAICS Code(s) ?
44419
4S412
Company Contact ?
|£J |jadcShephard _*]
|fi |9enn Johnson _»]
Add Company
Page S-10
Figure 33: Characterizing Shipping Companies
This screen allows you to create multiple company data records. If you operate more than one
separate and distinct company you may wish to track each company separately. Each individual
data file has the ability to track companies, inbound/outbound freight, and
international/domestic freight as well as other user-defined distinctions.
Most Partners should create one company; i.e., one line. However, if you are a global
conglomerate that, for example, has a large home goods retail company, a wholesale parts
supply company, and a product manufacturer, all with separate corporate identities and
transportation systems, you may want to create three companies. However, note that these
companies will not be listed separately on the Partner Listing on the SmartWay website. If you
would like multiple companies displayed on the Partner Listing, submit separate Tools for each
company.
REFER TO WORKSHEET #2: Shipping Company Characterization in the Quick Start Guide, or go
to http://www3.epa.gov/smartway/forshippers/index.htm for more information on how to
complete this section of the Shipper Tool.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 43
-------
• Company Name(s): Name your companies, beginning with your partner name followed
by the specific company name. Example: Shipper Company 1 - Retail.
• NAICS Code: NAICS, or North American Industry Classification System codes, are the
Federal standard for classifying businesses by activity type. NAICS codes can be from
two or three up to six digits in length, and are organized hierarchically, with successive
digits providing greater specificity in its description. Use the NAICS code(s) that most
appropriately describes your company. You can use the search icon to the right of the
data entry field to identify and select NAICS code(s). If you need to enter multiple NAICS
codes, you may check multiple boxes on the popup screen while holding down the "Ctrl"
key on your keyboard, or simply enter them directly and separate them with commas.
Note: Detailed information on NAICS codes can be found at
http://www.census.gov/eos/www/naics/.
Alternatively, you may contact your accountant who can locate your NAICS code:
1. On your company's 1120 corporate tax return, filed with IRS, Schedule K, lines 2a, b
and c.
2. Or, on the 1120S corporate tax return, filed with IRS, Schedule B, lines 2a and b.
• Company Contact: Select your company contact(s). Use the drop-down menu to display
the list of contacts you entered in the Contact Information screen and select one. If you
need a contact for the company that is not already listed in the Contact Information
screen, you will need to return to the Contact Information screen to add the contact
information.
NOTE: SmartWay highly recommends developing your list of companies beforehand
by using an organization chart or perhaps a customer interface webpage. For
example, evaluate how your organization contracts with carriers, identify your
companies' different NAICS codes, and determine how they choose what carriers to
hire. The best strategy is to have a clear idea of how to define your companies before
filling out the Tool.
Adding Companies to Your List of Shipper Companies
To enter a shipper company, select the A l ' "*"l>f*nv \ button and fill in the Company Name,
NAICS Code, and Company Contact, as described above. At this point you may add another
shipper company by selecting A ComPan* , or you may choose to delete a company, add
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 44
-------
notes, or finish data entry on the company characterization screen by following the instructions
below.
Deleting Companies from Your List of Shipper Companies
To delete a company, select the box next to the company you wish to delete, and then select
X Delete Checked Rows
the button. Then you may add a company as described above or
CREATE
COMPANIES
complete your shipper company characterization by selecting
Adding Comments/Notes
Creating useful comments assists SmartWay Tool reviewers in approving your Tool as quickly as
possible. Your comments help reviewers understand your company operations. Any details
that you can provide related to your operations may speed up approval time.
NOTE: Please consider using the Jfijj^Hgia button located at the bottom right of the screen.
This allows you to enter notes about the collection process, your assumptions and methods,
data, or other information. These details could prove useful for your reviewer when you or
someone else fills out the Tool next year. If comments have been added for a particular screen,
VIEW/EDIT
COMMENTS
the button will be highlighted and now read | •*••••• —, indicating to your reviewer that there
are comments to be read.
A I IJIdfll button is also available should you need assistance. You will also notice small gray
icons with question marks [?] displayed throughout the Tool. When selected, these icons
provide additional information about specific items located on the screen.
Finishing Your Shipper Company Characterization
Once you are sure you have entered your information correctly for each of your shipper
CREATE
COMPANIES
companies, you may select the •••••••I button at the bottom of the screen. Before
proceeding to the next screen however, a popup screen will appear asking you to verify your
company name(s) (Figure 34).
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 45
-------
Confirm Company Names
Please note that your Company Names will NOT appear on the SmartWay Partner
List located on the SmartWay website. If you wish to have your companies appear
separately on this SmartWay Partner List, please submit separate tools for each
company.
OK
Cancel
Figure 34: Shipper Company Name Verification Message
Select OK to proceed, or Cancel to revise your company name(s).
If, at a point later in the data entry process, you realize that you need to add a new company or
delete an existing company, you can return to the Company Characterization screen. You can
add or delete companies in the same way as described above, being sure to select the
CREATE
COMPANIES
button at the end of the process. When you select this button, the system will
create blank data entry forms only for the new company/companies you have added; any
existing companies will not be affected. Note that, if you are deleting a company for which you
have already generated data entry forms, the system will prompt you to confirm the deletion.
. will take you back to the Home screen (see Figure 35). At this point you
Selecting
may define another shipper company following the same process, or proceed to Step 4 on the
Home screen.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 46
-------
Section 4: Download Latest SmartWay Carrier Data File
To ensure that the Shipper Tool gives you the most current list of SmartWay carriers to select
from, you must select the "Download Latest SmartWay Data Carrier Data File" button on the
Home screen, as shown in Figure 35. You will not be able to input the required shipper
company data in Step 5 without this file. You must have an active Internet connection to
perform this step.
\. & -i'
€g^ |jut|
*V SmartWay Hjj|
Pleas
select
T/
^
V
Shipper
United States Version: 2.O.14
Released on: 10/03/2015
e complete the following steps. Check boxes on the left indicate successful completion of each step. For more information,
: the 'Help' button.
1. Enter Partner Hame (Exactly as it should appear on the SmartWay website)
|ABC Shipping, IncJ
Enter Contact Information
3. ^^^^^^Q
__^^^— current carrif
Efl Download Latest SmartWay Carrier Data File ^^^M MSSSSHUGStS
*r
information
Figure 35: Downloading Latest SmartWay Carrier Data File
After selecting the button, the carrier file will be downloaded to your computer and the date of
the file will be displayed to the right on the Home screen, as shown in Figure 36.
If you already have a SmartWay Carrier Data File located in the same folder as the Shipper Tool
(perhaps used to create last year's submittal), the Tool will notify you before downloading the
new file. If you would like to retain a copy of the old file for your records you can either
rename the old file or move it to another folder before downloading the latest file. Otherwise
you can download the new carrier file directly, over-writing the old file.
You are now ready to go on to selecting carriers and entering activity data for each company.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 47
-------
Section 5: Select Company for Data Entry (providing carrier activity
information for your companies)
Now that you have defined your shipper companies, in Section 5 of the Shipper Tool, you will
be asked to provide additional information for EACH company separately.
"Company Status Review" Overview
Once you have returned to the Home screen, you will see all of your shipper companies listed in
the window below item # 5: Select Company for Data Entry.
SmartWay
Report Year
2014
Shipper
United States Version: 2.0.14
Released on: 10/03/2015
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 (Exactfy as it should appear on the SrnartWay website)
ABC Shipping, Inc.
2.
3. I
4.1
Enter Contact Information
Company Characterization
Download Latest SmartWay Carrier Data File
Date of Current Carrier File:
09/11/2015
5. Select Company for Data Entry
(Double-click the company name or select and hit Enter]
6. |
7-
Review Year-to-Year Comparison
Partner Profile / Logo Info / Suggestions
View Your Data Reports
IJ
Company status
Not Checked
* After selecting this option, be sure to carefully read all directions before proceeding.
Screen
Demo
Page S-5
Figure 36: Home Screen with Shipper Company Status Prior to Carrier Activity Data Entry
A status message appears after each company name, indicating whether or not the data entry
for that company 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.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 48
-------
• Complete - All data requirements have been met and validation has occurred.
In addition to the status messages above, you may also see one of two qualifiers: "Errors" or
"Warnings."
• Errors prevent you from generating internal metrics reports (under the "View Your
Data Reports" section of the Tool), and must be addressed before you can submit
your Tool to EPA. However, with errors, you will be able to use the Review Year-to-
Year Comparison report to help identify missing data or otherwise clarify
uncertainties by referring to previous year submissions.
• Warnings will still allow you to run 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 of addressing errors and warnings is
described for the various input screens in the following sections.
Selecting a Business Unit to Review:
1. Using your mouse, select and highlight the name of the company for which you wish to
enter data.
2. Double click the name; you will then be taken to the Awards/Data Entry Selection
screen for that company.
SmartWay Awards Screen:
The SmartWay Awards tab provides information regarding qualification for the SmartWay
Excellence Awards Program.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 49
-------
SmartWay Shipper Tool: ABC Shipping - Retail
Input Carriers Activity Data I % SmartWay I Data Display Shipper Strategies
Benchmarking and reporting your freight activity performance is key to optimizing efficiency and reducing emissions. The more skilled you and your
organization become at tracking and validating key data, the more you will be able to demonstrate success. Strong performance and rigorous data
quality are also crucial to positioning yourself as a leader.
Each year EPA reviews partner data submittals to assess overall program performance and emissions savings, but also to identify top performers for the
SmartWay Excellence Awards program. Awards criteria and other important information can be found at:
EPA incentrvize ongoing performance and data quality enhancement to ensure continuous improvement in the freight sector. The following factors may
affect your evaluation and/or quantification for Award consideration, and may set you apart from your peers in the competition:
* Partners that submit BOTH Inbound AND Outbound freight shipments using the Optional Carrier Differentiation section of the Shipper Tool will earn
extra points (TBD) in the evaluation.
o This is important because it helps capture more of your Scope 3 freight activity data and environmental footprint.
• Partners that elect to submit more than one activity parameter (e.g., ton-miles, total Miles, average payload) in their reporting will earn
extra points (TBD) in the evaluation.
o This is important because actual data is more accurate than estimated data when it comes to benchmarking your environmental footprint.
• Partners that submit additional "optional" information in the Shipper Strategies section of the tool will earn extra points (TBD) in the evaluation.
o This is important because it helps you to see the benefit of implementing mode shifting and other operational strategies that will have a direct
impact on your environmental footprint.
If you have questions or need further information, please contact your Partner Account Manager.
Page S-ll
Figure 37: SmartWay Awards Screen
Basic or Comprehensive Screen
The second tab under the Awards/Data Entry Selection section is the Basic or Comprehensive
tab (Figure 38).
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 50
-------
Selecting the 'Emission Footprint and % SmartWav' Value on this screen allows you to be considered for a SmartWav Annual Award. The Emissions
Footprint option requires you to enter direct activity estimates (i.e., miles and/or ton-miles} which are used to calculate mass emissions estimates for your
carrier fleets. Once you've completed entering the required data on the Activity Screen you may calculate your % SmartWav Value on the % SmartWay
screen.
If mileage and/or ton-mile activity data are not available for your carriers, select the % SmartWay Only option below, select your carriers and proceed to
the % SmartWay screen. On the % SmartWav screen you may specify indirect activity indicators such as the proportion of dollars spent, weight or
packages shipped with each of your carriers. These indirect indicators will then be used as relative weights to estimate a % SmartWay Value for your
company, although this value cannot be used to calculate mass emissions or to qualify for Annual Awards. Therefore Shipper Partners are strongly
encouraged to collect and report direct activity data for use with the Emission Footprint option below.
The accuracy of your emission footprint estimate depends heavily on both the quality of your activity data as well as the accuracy of the associated carrier
performance metrics. Please think carefully about which data input option you will use, considering the availability, reliability and overall appropriateness
of the required activity and performance metrics.
Please Select an Option
<~ Emissions Footprint and % SmartWay
% SmartWay Only
Page S-12
Figure 38: Basic or Comprehensive Screen
Two options are available for assessing the performance of the carriers used by your company
on the Basic or Comprehensive screen. Selecting Emissions Footprint and % SmartWay
(Comprehensive option) allows you to calculate the mass emissions associated with your
company, as well as to determine your % SmartWay Value based on percent of ton-miles or
miles traveled, or other activity measure attributable to SmartWay Carrier Partners (we will use
the name "SmartWay Carriers" to describe this group of Partners). The Emissions Footprint
and % SmartWay selection also allows you to determine emission reductions from mileage- or
weight-reducing strategies employed by your company, and to estimate the change in
emissions due to various mode shifts.
Selecting % SmartWay Only (Basic option) allows you to estimate the relative percentage of
your carriers that are SmartWay Carriers, but does not allow you to estimate mass emissions.
If you select the Emission Footprint and % SmartWay option then you will be required to enter
direct activity estimates (i.e., miles and ton-miles) which are used to calculate mass emissions
estimates for your carriers. Once you've entered the required data on the Activity Data screen
you will calculate your % SmartWay Value on the % SmartWay screen. In this case, your %
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 51
-------
SmartWay Value will be used to help determine if you qualify for a SmartWay Excellence
Award.
If you do not have total mileage and/or ton-mile estimates available for each carrier you have
hired in the reporting year, select the % SmartWay Only option. This will allow you to calculate
your % SmartWay Value based on the weighted utilization of your carrier selections (using %
spent, % weight, % packages, or % custom). However, note that the Shipper Strategies and
Modal Shift screens will be unavailable, and you will be ineligible for the SmartWay Excellence
Awards.
After you make your selection, use the • I button to proceed to the Input Carriers
Screens.
COMPLETING THE CARRIER SELECTION SCREENS
Overview
The first screen you encounter under the Input Carriers tab is the Instructions screen, which
describes the two basic methods of data input to specify your fleets in detail (Figure 39).
Carefully read the instructions, using the scroll bar on the right to read the description of all five
of the Input Carrier screen options. Afterward, you must check the box that will appear at the
bottom of the Instructions screen acknowledging that you have read and understood the
carrier data input instructions before proceeding to the next screen.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 52
-------
SmartWay Shipper Tool: ABC Shipping - Retail
npurL yuur ^dmtr i^av nte IMLU uie farmer
3. Export your matched carrier file from the Partner Portal
4. Import your matched carrier file into this Tool
5. Edit your carrier identification information
Data Import/Export
Partners with more than 100 SmartWay partner carriers may find it easier to use the Outside Data Import or Export Carrier tabs. You can use these
screens to create separate data files in order to export and import the data into the tool. Partners with a large number of carriers and outside data
systems may find this to be a time saving feature compared to manual entry. Data used to populate the Activity Data tab can also be included in the
import/export files. These options require some knowledge of managing data files, and detailed instructions are provided for the user.
Manual In put
Partners with fewer than 100 SmartWay partner carriers may find it easier to use the Manual Input Screens. In these sections you can identify and add
your carriers Cone at a time) for later data entry on the Activity Data screen tab.
Optional Carrier Differentiation
If you wish, you may provide additional information to help characterize how your company uses and tracks your carriers. This screen allows you to
differentiate your carriers' activity based on a variety of characteristics including inbound/outbound/internal, domestic versus international, and other
company identifiers or "tags" (e.g., business unit, ID Code, and internal segment numbers). If you do not wish to provide such information regarding
your carriers you may proceed directly to the Activity Data screen.
At the top of the screen you will see the complete list of carrier names you specified earlier, either manually or through data import, along with carrier
information such as carrier mode, ranking category, SCAC and MCN codes, or DOT numbers. In order to provide additional tag information for a given
carrier, first highlight the carrier name in the upper list box, and you will see the carrier name appear in the lower list box. Now highlight the name in
the lower box, and the tag fields will become active below the box. At this point you may enter one or more tags for the selected carrier, such as
business unit number and/or ID Code. Once the desired information has been entered, select the "Apply Descriptive Data to Selected Carrier" button
at the bottom of the screen to associate the tag information with the carrier. If you wish to change the tag information simply highlight the carrier
name in the lower box again and proceed as before.
If you wish to differentiate the activity associated with a single carrier (e.g., splitting inbound and outbound freight movement), highlight the carrier
name in the upper list box and select the "Select Carrier for Descriptive Data" button immediately below the box. You will then see an additional row
appear in the lower list box, with the same carrier name in each row. Enter the different tag field combinations for each row as described above and
repeat this process as many times as necessary. Rows in the lower text box may be deleted by highlighting them and selecting the "Delete Selected
Carrier Row" button on the bottom right of the screen. Once finalized, your complete list of differentiated carrier rows will be brought forward to the
Activity Data screen for mile and ton-mile inputs.
••f r "• •• : i - - i 1 ; • F ' . . ' ; .1 : ' •.'..:,;:'
Page S-13
Figure 39: Input Carriers Instructions Screen
After reading the Instructions screen, you will need to identify the carriers used by each shipper
company. 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 also 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 shipper company 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. Five carrier mode selections are available, including:
• Rail
• Truck
• Multi-modal
• Logistics
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 53
-------
• Barge
(Note: By selecting "AN" on the Tool's Manual Input SmartWay Carriers screen, you may search
across all carriers, regardless of mode.)
Next, you may also identify a ranking category for the Truck mode. Truck ranking categories
include:
• Auto Carrier • Moving
• Dray • Package
• Expedited • Refrigerated
• Flatbed • Specialized
• Heavy/Bulk • Tanker
• LTLDryVan • TL Dry Van
• Mixed
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 Shipper Tool Home screen. This data can then be
viewed on the Manual Input SmartWay Carriers screen or offline using Microsoft® Excel.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 54
-------
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 MCN, DOT number, and/or address if needed.
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 name, 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 Shipper Tool. Follow the instructions in the "Guide to Importing Carrier Data Using the
Outside Data Import Function - 2014 Data Year" for detailed guidance.
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
shipper company. 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 shipper company have been added. If this company has non-
SmartWay carriers, select the carrier mode(s) the non-SmartWay carrier(s) belong to.
The following describes the detailed steps for identifying the carriers used for your shipper
companies.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 55
-------
Steps for Inputting Carriers for a Shipper Company:
1. On the Home screen, select and highlight the name of the company 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 company.
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.
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, Multi-modal and Shipper Partner
2.0.14 Tools: Guide to Importing Carrier Data Using the Outside Data Import Function -
2014 Data Year" on the shipper page of the SmartWay website for more information
about using the Outside Data Import function to enter your carriers.
Otherwise, proceed to the Manual Input 5™rtWav carriers | tab_
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
Apply Filter j buttQn_
the "Carrier Name" input box and the select the
filtered list will 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. Six carrier mode selections are available, including "All," "Rail," "Truck,"
"Multi-modal," "Barge," 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"
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 56
-------
box. YOU may also Use the /^Selected Carriers to List Below buttQn tQ add se|ected
carriers to the Selected SmartWay Carriers box.
4. Once you have successfully identified your carriers using the Manual Entry method,
. . Manual Input Non-SmartWav Carriers .
proceed to the tab.
Steps for Completing the Manual Input Non-SmartWay Carriers Tab:
1. Enter the total number of Non-SmartWay Carriers for the company into the data field.
2. Check the box to confirm that you have added all of the Non-SmartWay Carriers for your
company.
3. Using your mouse, double-click on each non-SmartWay carrier type used by this
company; double clicking will add it to the "Selected Non SmartWay Carriers" list. You
i J.L. Add Selected Carrier Types to List Below i .. . i i , . i
may also use the button to add selected carrier
types to the Selected Non-SmartWay Carriers box.
Note - All rail carriers are treated identically in the Shipper Tool, assuming industry average
performance levels. If your company uses rail carriers please choose the "Rail Modal
Average" selection on the Manual Input SmartWay Carriers screen.
4. Once the required data has been entered on the
Manual Input Mon-SmartWav Carriers . . . . . . _
tab, you can proceed to the Activity Data
screen.
Optional Carrier Differentiation Screen
If you wish, after specifying (and importing if necessary) all of your SmartWay and Non-
SmartWay carriers, you may provide additional information to help you reflect how your
company uses and tracks its carriers. This screen allows you to differentiate your carriers'
activity based on a variety of characteristics, including the following optional "tags":
• Business Unit Identifier
• ID Code
• Inbound/Outbound/lnternal
• Domestic/International
• Internal Shipper Segment 1
• Internal Shipper Segment 2
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 57
-------
An example Optional Carrier Differentiation screen is provided below (Figure 40).
SmartWay Shipper Too): ABC Shipping - Retail
Awards/Data Entry Selection
Data Display
Match My Cart
Outside Data Import
Export Carriers
Manual Input SmartWay
Carriers
TNPLTTS ON THIS SCREEN ARE OPTIONAL - HOT REQUIRED FOR EPA SUBMITTAL
Ranking
All Selected Carriers: 6 Carrier Mode Category
non-SmartWay Logistics Carrier
non-SmartWay Mult-modal Carrier
non-SmartWay Truck Carrier
AgmafkLogisticsrU.C
Logistics
Multi-modal
Truck
Logistics
Oak Harbor Freight Lines
Truck
LTI/Dry Van
DOT22443I7
DOT0008314
Select Carrier for Descriptive Data
Carrier Rows for Night Train Trucking, Inc: 2
Carrier Name
Business Unit
Night Train Trucking, Inc
Night Train Truckingr Inc
WY
WT
I IDCode~
WY109
Inbound
Outbound
Domestic
International
1109
1109
Business Unit
Inbound/Outbound
Domestic/International
Internal Shipper Segment 1
Internal Shipper Segment 2
Apply Descriptive Data to Selected Carrier
X Delete Selected Carrier Row
10
Screen
Demo
Page S-20
Figure 40: Optional Carrier Differentiation Screen
If you do not wish to provide such information you may proceed directly to the Activity Data
screen.
If you wish to provide additional information, look near the top of the Optional Carrier
Differentiation screen for the complete list of carrier names you have specified up to this point,
either manually or through data import, along with carrier information such as mode, ranking
category, and SCAC/MCN/DOT. In order to provide additional information for a given carrier,
first highlight the carrier name in the upper list box and you will see the carrier name appear in
the lower list box. At this point you may enter one or more tags for the selected carrier. Once
you enter the desired information, select the flpply Descriptive Data toSelected Carrier button at the
lower right to associate the tag information with the carrier. If you wish to change the tag
information, simply highlight the carrier name in the lower list box and repeat the process.
If you wish to differentiate the activity associated with a single carrier (e.g., splitting inbound
and outbound freight movements), highlight the carrier name in the upper list box select the
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 58
-------
select carrier for Descriptive Data button immediately below the box. You will then see an
additional row appear in the lower list box with the same carrier name. Enter the different tag
combinations for each row as described above, and repeat the process as many times as
necessary. Rows in the lower text box may be deleted by highlighting them and selecting the
X Delete Selected Carrier's Optional Information
button at the bottom right. Once finalized, your
complete list of differentiated carrier rows will be brought forward to the Activity Data screen.
At this point you may return to the Export Carriers screen to export your selected carrier list in
CSV format, or you may proceed to the Activity Data screen to input the mile and/or ton-mile
data associated with each of your carriers using the Tool itself. If you designated multiple tags
for a given carrier, you must provide separate activity data inputs for each carrier tag.
NOTE: Before proceeding to the Activity Data screen, check your carrier listing to be
sure the list includes all carriers that your company uses, and that the names, SCACs,
MCNs and DOT numbers match exactly. You may review your carrier list using the Input
Summary Report available under the Reports Menu on the Home screen.
Steps for Completing the Activity Data Screen
REFER TO WORKSHEET #3B: Activity Data in the Quick Start Guide, or go to
http://www3.epa.gov/smartway/forshippers/index.htm for additional help to complete this
section.
Data reported on this screen are used to calculate your shipper company's overall performance
and mass emissions. Carriers specified in the Input Carriers screens are automatically listed on
this screen, along with their associated mode and performance ranking category, if applicable
(Figure 41).
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 59
-------
SmartWay Shipper Tool: ABC Shipping - Retail
Awards/Data Entry Selection
In put Carriers
% Smart Way
Data Display
Shipper Strategies
The carrier fleets identified in the previous steps are shown below. Select the "Tag Info" button to show any optional carrier differentiators at the top of this screen, and select
the "Close" button to re-displ
Next, for each carrier; choose
and emission efficiencies will b*
will be activated (white); othe
Once you have completed ent
1. Select to
enter Da
Source
lects the information you have for :-?•: ••.:-•• -.•• c:
35, Nextr enter the data fields trf
cribe Data Source" button just t
Finally, select the % SmartWay tab or the NGKT button to proceed. If the system detects pn
number and provide detailed information ab/ut the error/warning. Select a highlighted row ni
run this validation process by selecting the/alidate Screen button at the bottom of the screen. A reo nigniit
2. Select Data
Availability
Option
:-ti : -• ihe data you provide, the per-carrier emission inventory
b Availability option you selected. The required fields
scribe the source of all the information you entered.
iu've entered, it will automatically highlight the row
rors/warnings for that particular row. You can also
it data is missing or is significantly higher/lower than
loicates tn
the industry average, while a yellow highli/ht indicates the value is somewhat higher/lower than the industr/average. Red highlighted cells must be addressed before proceeding
to the next screen, by entering missing/ilues (if applicable) or by double-clicking on the cell to enter 3 derailed explanation regarding the high/low value. You may also enter
text explanations for yellow-highlighted/ells, although such entries are optional.
Describe Data Source
Selected Carriers
jj
Ranking
Category
Data Availability *
"Average
n~
|5~
P
h
i=
P~
p
~sg :MO JAgmark Logistics, LLC Logistics
~sc >fo [Night TrainTrucking, Inc JTrudc
~K l-rfc JNightTrainTrucking, Inc |Truck
Tag Jnfo | |non^martWay Logistics Carrie Logistics
~s-i :-vt | |non-Smart\Vay Multi-modal Cai Multi-modai
Tag info |non-SmarttVay Truck Carrier Truck
TK info | loakHarborReightLries JTrudc
| a -Ton-miles and Total miles _^j j
Refrigerated | d -Total miles only _^J |
Refrigerated | c -Total mites &Avg. Payload _^J |
| b -Ton-miles a Avg. Payload _^J |
| a -Ton-miles and Total miles ^J )
| a -Ton-miles and Total miles _^| |
JLTLyCry Van | b - Ton-miles & Avg. Payload _»J |
*V^ f
K I/
i \ i/
\ /
I \/ 1
Miles, and/or Average
Payload
* NOTE about new Data Availability Options
"Total Miles = truck, railcar, air, and/or barge-miles
(NOT train or tug-miles).
"Data Availability:
a = (Preferred) I know both Tornniles and Total Miles.
b = I know Ton-miles and Average Payload.
c = I know Total Miles and Average Payload.
d=Iknow Total Miles only.
Ton-Miles Total:
Total Miles Total:
' Weighted Average Pay load:
* Select the 'Validate Screen' button to display/update
Q the Average Payload values.
SELECT "VALIDATE SCREEN" TO CALCULATE WEIGHTED
AVG PAYLOAD
Figure 41: Activity Data Screen
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 60
-------
Before proceeding with your activity data entry, note that you can display detailed tag
information for each carrier row on the Activity Data screen by selecting the ' a9 *n™ button.
Selecting this button will display the specific tags assigned to each carrier on the Optional
Carrier Differentiation screen, as shown in Figure 42. The Shipper Tool provides this feature to
assist SmartWay Shipper Partners that have defined multiple rows for a single carrier, in order
to determine which activity data should be entered in which row. Select the Close button to re-
display the screen instruction text.
SmartWay Shipper Tool: ABC Shipping - Retail
Awards/Data Entry Selection
Shipper Strategies
Tag Information
Carrier (Row Number 2)
|N£htTrain Trucking, Inc
Business Unit
IWY
ID Code
|WY 109
Inbound/Outbound
| Inbound
Domestic/International
j Domestic
Close
4
Internal Shipper Segment 1
JI109
Internal Shipper Segment 2
"*
< — •
Carrier specific
tag information
for row 2
Data Availability;
a = (Preferred) 1 know both Ton-miles and Total Miles.
b = I know Ton-miles and Average Payload.
c = I know Total Miles and Average Payload.
d = I know Total Miles only.
Ton Miles Total:
Total Miles Total:
jj Weighted Average Pavload:
Total Miles = truck, raiicar, air, and/or barge-miles
(NOT train or tug-miles).
A Select the 'Validate Screen' button to display/update
the Average Payload values.
SELECT "VALIDATE SCREEN" TO CALCULATE WEIGHTED
AVG PAYLOAD
Figure 42: Activity Data Screen with Tag Information Displayed
The following describes the steps required for completing the Activity Data screen.
1. Entering Data Source Description
Before you begin entering activity data for your companies, select the
Describe Data Source
button and enter a detailed description of the sources used to
generate your activity data in the popup text box (Figure 43). Be sure to indicate how you
calculated miles and ton-miles, and where these data were obtained. For example, you may
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 61
-------
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.
SmartWay: Activity Data Source
'lease provide a detailed description of the sources used for your Activity Data information. Indicate how you calculated
ion-miles, as well as payload, density and load percent if applicable. For example, your payload weight may come from bills
Df lading records, a company database, etc.
Figure 43: Activity Data Source Description Text Box
2. Selecting the Data Availability Option
To begin entering data regarding how you use each carrier, you must first specify a Data
Availability option. There are seven Data Availability options offered, as summarized below
(and listed near the bottom left area of the Activity Data screen for your reference; see Figure
42).
a - Ton-miles and Total miles,
b - Ton-miles and Average Payload,
c - Total miles and Average Payload, and
d -Total miles only.
Depending on the Data Availability option selected, the fields on the screen will become active
(white) or remain grayed out.
Choose the method that uses the most accurate data at your disposal for each carrier. You can
specify various data availability options for carriers, depending on what type(s) of data you have
for each and the reliability of that data.
• If you have reliable data for both ton-miles and total miles, select Option a.
• If you don't have reliable mile data, but do have reliable ton-mile data, select Option b.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 62
-------
In Option b, you will need to provide average payload, which will be used to develop a mileage
estimate. For this option, the miles estimate is paired with the carriers' g/mile efficiency
factors to estimate mass emissions for each carrier.
Providing ton-mile data (Option b) is generally preferable to simple mileage data for most
modes. For example, when shipping bulk commodities by rail, ton-mile estimates are often
available and will result in a more precise estimate of mass emissions (when combined with
gram per ton-mile metrics for each carrier) than relying on gram per mile metrics. Ton-mile
estimates are also most appropriate for LTL and package delivery truck shipments, given the
uncertainty in cargo volume utilization. Ton-miles are also more appropriate for heavier TL
shipments. Alternatively, mileage activity measures are often acceptable for light truckload
shipments. However, for all calculations, where precise estimates of weight are often unknown,
and distance estimates are highly reliable, mileage activity measures may be the better metric.
See the SmartWay Shipper Tool Technical Documentation for additional information on these
calculations.
• If you don't have reliable ton-mile data, but do have reliable mile data, select Option c.
In Option c, you will also need to provide average payload which will be used to develop a ton-
miles estimate. In this option, the ton-miles estimates are paired with the carriers' g/ton-mile
efficiency factors to estimate mass emissions for each carrier.
• If you only have reliable mile data, select Option d.
NOTE: Only carriers in ranking categories TL/Dry Van, Refrigerated, Flatbed, Tanker,
Moving, Dray and Auto Carrier may select Option d, due to the difficulty in estimating
payloads for these carrier types.
3. Entering Ton-Mile and Mile Data
After specifying the Data Availability for each carrier, enter the total activity data for the carrier
for the associated unit type (ton-miles, miles, railcar-miles, or barge-miles). Enter the data to
the nearest whole number. If you selected Data Availability Option a , enter both miles and
ton-miles for the given carrier.
If you selected Data Availability Option b, you must enter ton-miles along with the average
payload in short tons (2,000 Ibs). In this case the total miles for the carrier will be back-
calculated by dividing ton-miles by tons.
If you select Data Availability Option c, enter your total miles, expressed as either truck miles
(for truck, logistics, and multi-modal carriers), railcar-miles for rail carriers, and barge-miles for
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 63
-------
barge carriers. Next enter your average payload in tons and ton-miles will be back-calculated
for you.
Selecting Data Availability Option d only requires entry of total miles, and ton-miles will be
back-calculated using the carrier's average payload value.
NOTE: Correctly calculating Ton-Miles is critically important for the accurate
determination of your carbon foot-print.
Enter the ton-miles hauled per year attributable to each carrier. A ton-mile is one ton moving
one mile.
NOTE: DO NOT ESTIMATE TON-MILES BY SIMPLY MULTIPLYING TOTAL MILES BY
TOTAL TONS - this calculation effectively assumes your entire tonnage is transported on
EACH AND EVERY truck, and will clearly overstate your ton-miles.
There are two ways to calculate your company's ton-miles:
1) Companies can determine their average payload per carrier, multiply the average
payload by the total miles per carrier, and sum the results for all carriers for the reporting year;
or
(total miles per carrier x total tons per carrier)
2) Set Ton-miles per carrier =
total # of trips per carrier
To check your data, divide ton-miles by miles. The result is your fleet-average payload. If this
number is not reasonable, check your calculations.
5. Validating Your Activity Data
The Shipper Tool also contains data validation checks designed to identify missing and
potentially erroneous data. Selecting the I ^^^^H button at the bottom of the screen will
allow you to view any potential data entry errors. Figure 46 provides an example validation
screen check result.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 64
-------
SmartWay Shipper Tool; ABC Shipping - Retail
Awards/Data Entry Selection
Data Display
Shipper Strategies
The carrier fleets identified in the previous steps are shown below. Select the "Tag Info" button to show any optional carrier differentiators at the top of this screen, and select
the "Close" button to re-display these instructions.
Next, for each carrier, choose 2 Data Availability option that reflects the information you have for that carrier. Based on the data you provide, the per-carrier emission inventory
a_nd emission efficiencies will be displayed in the subsequent tabs. Next, enter the data fields that are appropriate for the Data Availability option you selected. The required fields
id (white); other fields will be grayed out.
Once you have coi
'nterlng your datar select the "Describe Data Source" button just below these instructions to describe the source of all the information you entered.
Finally, select the % SmartWay tab oTTrTP+lEJiTbutton to proceed. If the system detects problems with the information you've entered, it will automatically highlight the row
number and provide detailed information abouttrTfrwsftr./warning. Select a highlighted row number for information about errors/warn ings for that particular row. You can also
run this validation process by selecting the Validate ScreenOfitta^at the bottom of the screen. A red highlight indicates that data is missing or is significantly higher/iower than
the industry average, while a yellow highlight indicates the \-alue issoTnwwJjsthigher/lower than the industry average. Red highlighted cells must be addressed before proceeding
to the next screen, by entering missing values (if applicable) or by double-clicel
text explanations for yellow-highlighted cells, although such entries are optional.
cell to enter a detailed explanation regarding the high/low value. You may also enter
_d
Selected Carriers
_
Ranking
Category
jd
Data Availability '
_d
A
"•Average
JRefrigerated | c -Total miles &Avg. Payload ~l
Data Availability:
'referred) I know both Ton-miles and Total Miles,
b = I know Ton-miles and Average Payload.
c = I know Total Miles and Average Payload,
d = I know Total Miles only.
Ton-Miles Totah
Total Miles Total:
"Total Miles = truck, railcar, air, and/or barge-miles
(NOT train or lug-miles),
530,455,599
A Select the Validate Screen' button to display/update
53,887,818 ^e Average Payload values,
SELECT "VALIDATE SCREEN' TO CALCULATE WEIGHTED
Figure 46: Example Validate Screen Check Result
The red highlighting in row 2 indicates a possible error - a high average payload value for this
carrier (27.4 tons). By double-clicking on the Average Payload cell (highlighted in red on the far
right), you may enter an explanation detailing the reasons for the unusual value (see Figure 47).
After entering your text explanation and selecting OK, the highlighting will change from red
(error) to yellow (warning) status.
The yellow highlighting indicates a warning condition. Warnings do not have to be addressed
before proceeding, but may indicate a possible data entry error. In row 5 above, the average
payload entered, 15.7 tons, is less than the validation threshold of 16.7 tons.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 65
-------
SnarWay Average Paylcad Validation
Please provide an explanation as to why your average payload (either
entered directly or calculated based on the ratio of ton-miles to miles) is
outside the industry average.
Heavy loads including rebar and other construction material.|
l~ This explanation applies to all instances that are outside industry average
Figure 47: Example Average Payload Validation Explanation
NOTE: By selecting the checkbox at the bottom of the Average Payload Validation text
box, the user may apply the explanation to all instances of potentially high/low payload
values on the Activity Data screen. This function is provided primarily for shippers
importing large numbers of carriers resulting in the same error/warning condition
multiple times.
NOTE: While providing explanatory comments for "yellow" warnings is optional, you
must address all "red" errors. You can do this either by entering an explanation (by
double-clicking on the highlighted cells) concerning the validity of the value, or by
making any necessary corrections. Red errors will prevent you from submitting your
Tool.
Other validation messages may be presented for a variety of payload and ton-mile values.
Please refer to the Shipper Tool Technical Documentation for a complete list of validation
ranges used within the Shipper Tool.
Finally, the Activity Data screen provides total company-level mile, ton-mile and average
payload values at the bottom of the screen (see Figure 46). You may check these values to help
ensure the accuracy of your carrier activity inputs. The Total Miles and Total Ton-Miles values
are simple summations of the individual carrier rows. However, the Weighted Average Payload
is calculated by multiplying the average payload for each carrier (as shown in the far right
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 66
-------
column) by the fraction of the total ton-miles attributable to each carrier, and then summing
across all carriers. Check this value for reasonableness before proceeding.
NOTE: Select the
VALIDATE
SCREEN
. button to calculate the company level weighted average
payload, displayed at the bottom of the Activity Data screen (see Figure 46).
Viewing the % SmartWay Screen
REFER TO WORKSHEET #3C: % SmartWav in the Quick Start Guide, or go to
http://www3.epa.gov/smartway/forshippers/index.htm to complete this section of the Shipper
Tool.
Once you finish entering your data you may proceed to the % SmartWay screen (Figure 48).
The % SmartWay screen calculates your % SmartWay Value, reflecting the percentage of total
activity attributable to SmartWay Carriers. For Shipper Partners selecting the Emissions
Footprint and % SmartWay option on the Basic or Comprehensive screen, the % SmartWay
Value is used to help determine eligibility for the SmartWay Excellence Awards.
SmartWay Shipper Tool; ABC Shipping - Retail
Awards/Data Entry Selection
Shipper Strategies
This screen calculates your % SmartWay Value. When based on total miles, this value s used to help determine your eligibility for the SmartWay Annual Excellence Awards.
Comparing your % SmartWay Value over time provides a useful way of gauging your company's progress in reducing its overall emissions footprint.
Choose the sppropriate radio button and/or drop-down menu selection to select the weighting factor you wish to use to determine your % SmartWay Value. If you have
completed the Actwity Data screen, the associated percentages will appear in the % Ton-Miles and % Total Miles columns below. If you did not enter activity data, or if you would
prefer to use another factor, select the factor from the drop-down box on the right and enter a non-zero percentage for each carrier, making sure these percentages add up to
100%. The Tool will only use the weighting factor specified in calculating your % SmartWay Value. To see your company-level % SmartWav Value (calculated across all Fleets), go to
the % SmartWay report in the Reports Menu on the Home screen.
If the data source is not listed, simply type it in. . JJ
Data Source: [
Selected Carriers
Ton-Mites Total Mites !
100.0000
,AgmarkLogisticsrLLC
:Corporate Courier Inc
JNight Train Trucking, Inc
[Truck
JNight Train Trucking, Inc
inon-SmartWay Logistics Carrier
:non-SmartWav Multi-modal Carrier
jnon-SmartWay Truck Carrier
;0ak Harbor Freight Lines
|Trudc
Description of Custom Factor and Methodology
J_\ °A SmartWay Value:
Carrier Mode
Truck
Rail
Multi -Modal
Logistics
Rating
85,6131%
N/A
0.0000%
39,7380%
Carrier Mode
Barge
Air
Overall
Rating
N/A
N/A
77.7596%
Figure 48: % SmartWay Screen
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 67
-------
Carriers identified in the Input Carriers screens are automatically carried over to this screen. In
addition, if the Activity Data screen has been completed, the fractional mileage and ton-mile
amounts attributable to each carrier are also shown here, and may be used as weighting factors
across your carriers to calculate your % SmartWay Value. If you prefer, you may select other
weighting factors (using the drop-down selection on the far right column) for calculating your %
SmartWay Value, including the percentage of total payments, the percentage of total weight or
total packages, or an alternative "custom" factor, across the different carriers. (If you selected
% SmartWay Only on the Basic or Comprehensive screen, you will not see the Ton-Mile or
Total Mile columns.)
Enter the type of data you use for your percentage allocation estimates using the drop-down
menu at the top left, and then enter the percent allocated to each carrier. Percentages must
sum to 100. The resulting weighted average % SmartWay Value is displayed at the bottom
right of the screen. If you select any of the user-defined allocation options under the far right
column you must also specify a data source in the cell on the upper left of the screen. In
addition, if you select the "% Custom" option for allocating your % SmartWay Value, you must
provide a detailed description of the custom factor used in the text box at the lower left of the
screen.
Viewing the Data Display Screens
Once you finish entering your data, you may view your performance on the Emissions
Summary, Carrier Performance and Carrier Performance (Ranking Category Detail) screens
under the Data Display tab. Based on the shipper company activity data inputs and the carrier
performance data downloaded from the EPA website, weighted average g/mile and g/payload
ton-mile factors are calculated for CCh, NOx, PM10, and PM2.5 for each carrier, as well as total
mass emissions (based on the preferred metric designated for each carrier). The company-
specific g/mile and g/ton-mile factors, as well as total mass emissions, are shown on the
Emissions Summary screen.1 CCh mass emissions can also be displayed in either short tons or
million metric tons on this screen. A full range of summary data is displayed on the Carrier
Performance screen. The Carrier Performance (Ranking Category Detail) screen provides this
same information, but allows the user to display carrier data by truck performance ranking
1 The gram per mile and gram per ton-mile values provided for SmartWay Truck, logistics and multi-modal carriers actually
represent averages for a given ranking category (e.g., TL Dry Van operators), indicating range midpoints for the ranked set of all
operators in this category. In this way precise performance metrics are not attributed to any given carrier. Alternatively,
performance metrics for rail are industry-averages, without ranges. Values for rail carriers are all the same, based on industry
averages, while barge-carrier emissions are specific to each carrier.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 68
-------
category (e.g., TL/Dry Van, Dray, etc.) Note that mass emissions displays are only provided for
partners selecting the Emissions Footprint and % SmartWay option on the Basic or
Comprehensive screen.
The Emissions Summary screen (see Figure 49) displays emissions performance by carrier and
for your shipper company as a whole, presented in terms of grams per mile and grams per ton-
mile. Select the pollutant to display using the buttons at the top of the screen.
SmartWay Shipper Tool: ABC Shipping - Retail
Awards/Data Entry Selection
Input Carriers
Activity Data
"a SmartWay
Carrier Performance
Carrier Performance (Ranking Category Detail]
This display shows a summary of your carrier's performance based on the selected pollutant — CO2, HOx, or PH. Select a different option below to view a
nummary for rhar nnllnranr. A mnrp detailed presentation of performance is shown on the next tab: Carrier Performance.
Select Pollutant
Selected Pollutant:
| short tons
Ranking
Selected Carriers Carrier Mode Category
Composite ?| Afl AM
Agmark Logistics, LLC Logistics
Corporate Courier Inc Truck Package
JNight Train Trucking, Inc Truck Refrigerated
|Night Train Trucking, Inc Truck Refrigerated
non-SmartWay Logistics Carrier Logistics
non-SmartWay Multi-modal Carrier Multi-modal
jnon-SmartWay Truck Carrier Truck
|oak Harbor Freight Lines Truck LTL/Dry Van
Carrier Performance - CO2
g/mile
1,789
1,625
900
1,340
1,340
3,095
2,154
2,437
1,750
Category
Ranking
-
1
1
4
4
5
Zj
g/ton-mile
231
115
383
3S
S3
850
195
434
166
_d
Category
Ranking
-
1
3
3
3
5
2\
CO2
Mass Emissions
Ctons/year)
160,427
1,972
15,353
6,997
3,909
22,103
7,902
42,558
59,634
Figure 49: Emissions Summary Screen
The Emissions Summary screen also displays the performance category ranking for any truck
carriers. Truck carrier emission factors are determined by placing similar trucking companies in
groups called Ranking Categories. There are 13 current ranking categories for truck carriers:
Auto Carrier
Dray
Expedited
Flatbed
Heavy/Bulk
LTLDryVan
Mixed
Moving
Package
Refrigerated
Specialized
Tanker
TL Dry Van
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 69
-------
The fleets in each ranking category are divided by performance into five roughly equal sets
(ranges). The midpoint of performance for each range represents the emission factor for all
fleets in that range. Thus, a fleet will have a ranking for each of the four pollutants and two
performance metrics. Rankings are currently used for truck, logistics, and multi-modal carriers.
Mass emissions in tons per year are also calculated in the right hand column of the Emissions
Summary screen. The Composite row at the top of the table provides the activity-weighted
average performance metrics across all carriers and modes. This summary, plus other detailed
reports can be printed by returning to the Home screen and selecting View Your Data Reports.
The Carrier Performance screen displays data at a more detailed level than the Emissions
Summary screen. Emission factors, mass emissions or category ranking may be selected for
display using the Display Type drop-down box (Figure 50).
SmartWay Shipper Tool: ABC Shipping - Retail
Awards/Data Entry Selection
Input Carriers
Activity Data
Emissions Summary
Carrier Perforroarrce
Carrier Performance (Ranking Category Detail)
This display allows you to look at your company's emissions-related performance by mode and optional tags. Use the drop-down boxes provided to filter your
results. You can display carrier-specific emission factors by choosing the appropriate option from the Display Type drop-down. In addition, if you selected
Emissions Footprint and completed the Activity Data screen, you can also display mass emissions in tons per year, as well as the associated category ranking (for
non-rail/barge/air carriers]. (If you selected % SmartWay Only, this mass emissions and category ranking options are not available.) In viewing your results, use
f each mode name to hide/reveal details for that particular mode.
Select Emission Factors,
Mass Emissions or
Category Ranking
Jd
Display Type
Display Results For: passion Factors
Inbound /
Outbound
Domestic/
International
A
ID
Code
Internal Internal
Shipper Shipper
Segment 1 Segment 2
Selected Carriers
Ranking
Category
CO2
a/mite g/ton-mite
NOx
g/niile g/ton-mtte
PH10
g/imte g/ton-mite
PM2.5
g/mite g/ton-mite
LJ±J Logistics Carriers [2)
l+ | Mufti-modal Carriers (l)
J1-11 Truck Carriers (5)
JGorporate Courier Inc [package
JNightTrain Trucking, Inc (Refrigerated
2,569
2,154
JNightTrain Trucking, Inc [Refrigerated
[non-SmartWay Truck Carrie
Click to Show
or Hide
specific
Oak Harbor Freight Lines |t.TL/Dry Van
Composite Weighted Average
1,743 | 210
900 [| 383
1,840|| 88
1,840 j | 88
2,437 ]| 184
1,750 1 1 1*6
6.91 1| 0.934
0.281 1 1 0.0456
0.278 1| 0.0449
3.05 1| 1.500
0.137|| 0.0810
0.137J 0.0810
8. 10 || 0.425
0.185JI 0.0093
0.185 0.0093
8.10 1 1 0.425
0.185 1[ 0.0093
0.185 || 0.0093
29. 24 1 1 3.330
1.242]| 0.1680
1.205 0.1630
5.00 1 1 0.160
0.22D 1 1 0.0242
0.220 1 0.0242
Figure 50: Carrier Performance Screen
You may also expand or aggregate the display rows to show carrier performance by individual
carrier by clicking the icons to the left.
The Carrier Performance (Ranking Category Detail) screen displays data at an even more
detailed level than the Carrier Performance screen. Emission factors, mass emissions or
-------
category ranking may be selected for display on this screen using the Display Type drop-down
box for any truck category of interest (Figure 51).
SmartWay Shipper Tool: ABC Shipping - Retail
Select the Ranking Category of interest to view performance for a subset of your carriers (e.g., just for Dray Carriers). Use the Display Type drop-down box to
filter your results. You can display carrier-specific emission factors or mass emissions in tons per year.
Display Type
Ranking Categon
Display Results For: j Emission Factors
JLTL/Dry Var
Click to select specific
Ranking Categories
C02
g/mile g /ton -mile
NOX
g/mlle g/ton-mile
PM10
g/mile g/ton-mile
PM2.5
g/mile g/ ton -mile
Selected Carriers (1)
1,750
| Oak Harbor Freight Lines
Figure 51: Carrier Performance (Ranking Category Detail) Screen
These data, plus other detailed reports, can be printed out by returning to the Home screen
and selecting]
View Your Data Reports
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 71
-------
Viewing Shipper Strategies Sections
Two optional screens are available for evaluating emission reductions associated with various
initiatives under the Shipper Strategies tab.
System Activities Screen
REFER TO WORKSHEET #4A: System Activities in the Quick Start Guide, or go to
http://www3.epa.gov/smartway/forshippers/index.htm to complete this section.
The Shipper Tool calculates the emissions savings impacts for a range of activities and best
practices which are known to impact the emission footprint of the transportation supply chain.
Using the System Activities screen (Figure 52), you can input specific information pertaining to
your company's strategies to impact emissions that are already being implemented for the
reporting year. On this screen, all strategies are based on eliminating miles or weight from the
system.
Note: The use of this screen is optional and not required for submitting the Tool to SmartWay.
SmartWay Shipper Tool: ABC Shipping - Retail
INPIFTS OH THIS SCREEN ARE OPTIONAL - HOT REQUIRED FOR EPA SUBMITTAL.
Previously in this Tool, you calcubted the emssions resulting from your movement of freight using various carriers. On this screen, you can input specrfic information pertaining to
your company's strategies to reduce emesions BEFORE freight s pbced on transport. All strategies on this screen are based on eliminating miles or weight from the system. In
other words, the screen calculates the emEsions that woukj have happened had you NOT implemented your efficiency improvements. Please let all strategies that your company
implemented for the reporting year to take miles or weight out of the freight system. Emissions resuts are calcukted assuming a one-to-one reduction in miles and ton-miles.
The resufcs onry provide a rough estimate of emissions impacts.
Use tfie button below to access information on quantification
Select a category: 1 Miles removed from system jj
Pick an activity: | _^J —
Results (To
2] Percent _?J
Selected Activities Carrier Mode Improvement C02 ? HOx ?
1.
Cub
Miles
Rem
Name of Activity Rgj| | 0 0.0 |
Package Reconfiguraton ^ ^ | < ^ < ^ |
UljL"1UidLlU" Muti-Modal| 2.2 | 207 2.2 |
removed from system Logistics ] 1.3 224 t.6 |
oveActmty ^^ 1 1 0 0-0 1
Basic Quantification and Documentation of Shipper Strategies
is/Year)
PM10 ? PM2.5 ?
0.00 | 0.00
0.29 | 0,23
0.08 | 0.09
0,13 | 0,13
0,00 | 0,00
Data Source / Methodology ?
Reconfigured packaging shape from
cylindrical to rectangulare
Total Results (Tons/Year)
0.50 [
Figure 52: Shipper Strategies Screen
First, select an activity category from the drop-down menu at the upper left, and then chose a
specific activity from the options provided. You may select from the following options:
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 72
-------
• Miles Removed from the System
o Distribution center relocation
o Retail sales relocation
o Routing optimization
o Cube optimization
o Larger vehicles and/or trailers
• Weight Removed from System
o Product weight reduction
o Package weight reduction
o Vehicle weight reduction
For each strategy selected, you must provide an estimate of the percentage impact (in terms of
miles or ton-miles, as appropriate), for each mode of interest, along with a text description of
the strategy itself and details regarding the methods and assumptions used to estimate the
changes. Based on actual data from your current carriers, the Tool will calculate the quantity of
emissions changed for each pollutant. You can repeat this process for each strategy that your
company has implemented.
The Tool assumes that total mass emissions are changed in direct proportion with the specified
mileage or weight reductions. This assumption should be accurate for weight reduction
strategies when applied to truck-load shipments that weigh out. Additional uncertainty arises
though in the case of LTL and package delivery shipments, where such reductions may not
result in one-to-one impact in miles hauled. Uncertainties are even greater for non-truck
modes, where the shipper commonly does not control the entire content of the container.
Please carefully document the procedure used to estimate the percentage impacts
associated with your different measures, including how you established your baseline
performance levels.
Use the Basic Quantification and Documentation of Shipper Strategies buttQn Qn thfi uppe|. rjght Qf thg screen tQ
obtain additional information regarding how shipper strategies should be quantified and
documented. If you have questions regarding calculations and/or documentation, contact your
SmartWay Partner Account Manager.
Modal Shift Screen
REFER TO WORKSHEET #4B: Modal Shift in the Quick Start Guide, or go to
http://www3.epa.gov/smartway/forshippers/index.htm
to complete this section of the Shipper Tool.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 73
-------
The Modal Shift screen is intended for scoping purposes and scenario evaluations only.
Shippers should develop carrier emissions inventories (and associated average emissions
factors for their company) by inputting activity data in the Activity Data screen.
Note: The use of this screen is optional and not required for submitting the Tool to
SmartWay.
The Modal Shift screen allows you to estimate the emissions impact of shifting modes by
selecting one or more modal shifts between air, marine, truck, logistics, multi-modal and rail
operations. The resulting estimates of emissions impacts are for partner information only and
are not used in determining performance estimates.
On the Modal Shift screen (Figure 53), you can specify the mode from which you have shifted
freight or are considering shifting freight ("From Mode"), as well as the target mode ("To
Mode"). You have several options for selecting an emissions factor for both the "From Mode"
and "To Mode":
Shipper's Carrier Average - This option will utilize the weighted average gram per mile or
grams per ton-mile metric from your carriers, for a specified mode (e.g., rail or truck), based on
data you provided in the Activity Data screen. If this option is selected for the "From" mode,
filters can also be applied to evaluate a subset of your current operations (e.g.,
inbound/domestic only). Note that in most cases performance metrics represent midpoints for
the given ranking category range, rather than the precise value for a given carrier, as described
above. If you have data specific to your carriers, select the User Input option (see below). Note
that the Shipper Carrier Average option is not available for air and self-propelled marine modes
at this time.
Modal Average -This option will use an industry-average performance metric for the mode in
question. Metric options include g/ton-mile and g/mile (org/railcar-mile, as appropriate) and
are currently available for truck, rail, multi-modal and logistics modes. The data sources and
assumptions used to derive these values are discussed in the Shipper Tool Technical
Documentation. You may want to use this option to investigate shifting freight to a
transportation mode that you have not used previously, although we recommend that you use
a more representative emission factor to analyze scenarios whenever possible. The Modal
Average option is not available for air and marine modes at this time.
User Input - This option allows you to input performance metric estimates for any carrier
mode, using alternative data sources. This is the only option available for air and self-propelled
marine modes at this time. If you select this option, you MUST provide a description of the
data sources that you used to develop these estimates (by clicking the User InPut Data Source I
button). This option may prove particularly useful in those cases when you have access to
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 74
-------
carrier-specific performance estimates. We also encourage you to use this option when you
have access to an emissions factor that reflects the full emissions impact (e.g., including likely
drayage emissions) and/or that best represents the fleet equipment and operational type that
you are most likely to work with for your unique freight movement.
SmartWay Shipper Tool: ABC Shipping - Retail
INPUTS ON THIS SCREEN ARE OPTIONAL - NOT REQUIRED FOR EPA SUBHITTAL.
This screen allows you to estimate emission results from modal shfts. Different sources of emission factors will be available based on the carrier modes selected. In some
cases, the emission factor can be based on your own carrier fleet FTIK, for others, on^ a modal default will be avaibble, for others, the user will have to supply their own
emission factors. Refer to the User Guide for more detailed informatkm.
Indicate the mode being dispteced (From) and the new mode (To) using the drop-down boxes provided. Enter the amounts along with the appropriate units, and the
system will calculate the resuts. Add new records by selecting the Insert Additional Modal Shft button near the bottom of the screen. You can delete a record by selecting
its Delete Modal Shift button.
-d J _d 2] 2!
Efficiency Efficiency Total Results
Before After (tons/yr)
Emission Factor Source
Amounts
Modal Shift 1
From Carrier Mode:|Truck
To Carrier Mode:(Rlii
From: (shipper's Carrier Average
Delete Modal Shift
To: |Modal Average
(Optional) Inbound/Outbound: \M
(Optional) Domestic/International:
Modal Shift 2
From Carrier h
T] From: [shipper's Carrier Average
To Carrier Mode:|Marine/06V
Delete Modal Shift
To: |user Input (Efficiency After)
I (Optional) Inbound/Outbound:
J (Optional) Domestic/International;
Insert Additional Modal Shift
Page S-25
Figure 53: Modal Shift Screen
Note that emissions factors that automatically appear in the Modal Shift screen do not include
all potential emissions impacts; for example the factors do not include emissions associated
with drayage (i.e., short-distance trips often required to move freight from one mode to
another) or the operation of intermodal facilities.
You may select to perform the emission impact calculation based on miles or ton-miles inputs,
by specifying the Units in the drop-down menu under the Amounts column. Mile inputs for
truck, logistics, and multi-modal modes correspond to truckload miles, barge-miles for barge
modes, and railcar-miles for rail modes. Once the Units are selected for the calculation, the
screen will present the "Before" and "After" efficiency factors for the "From" and "To" modes
for each of the four pollutants, in the table on the right. (User Input selections will result in
empty white cells which require manual entry of the required values.) Next, the actual amount
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 75
-------
of freight to be shifted must be specified for both the "From" and "To" modes, in terms of miles
or ton-miles, as appropriate. (Note that these two values can be different, since the point to
point distance travelled is likely to be different across modes.) The corresponding emissions
impact is then presented in tons per year for each pollutant. Emissions increases are shown as
negative values.
Note that the Shipper Carrier Average and Modal Average values for railcar and barge gram
per mile values are adjusted to reflect truckload-equivalents (on a volume basis). Refer to the
Shipper Tool Technical Documentation for details.
Checking Company Status
Once you completed your activity and associated data entry and returned to the Home screen,
notice that the company that you filled out and validated now identifies its status as
"Complete" or "Complete (with Warnings)." You may now highlight the next company if you
have another one to complete. In the example below, the company listed as "ABC Shipping -
Wholesale" remains to be finished. Fill out unfinished company in the same manner as the
previous company.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 76
-------
SmartWay
Report Year
2014
Shipper
United States Version: 2.0.14
Released on: 10/03/2015
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 Shipping, Inc,|
Enter Contact Information
Company Characterization
Download Latest SmartWay Carrier Data File
Date of Current Carrier File:
O9/11/2015
5. Select Company for Data Entry
(Double-click the company name or select and hit Enter]
ABC Shipping - Wholesale - Ii
Updated fleet
status indicator
Review Year-to-Vear Comparison
Partner Profile / Logo Info / Suggestions
View Your Data Reports
Generate Files to Send to EPA*
* After selecting this option, be sure to carefully read all directions before proceeding.
Figure 54: Home Screen - After Completing the Data Entry/Modification Process for First Company
Once you have filled out information for all your companies, be sure that all companies show
"Complete" or "Complete with Warnings" beside the name. If, and only if, all companies are
marked as such, you can move on to the next step. If one or more companies are not marked as
such, review the data you entered for errors or omissions.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 77
-------
Validating Your Data
The Shipper 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
2013 calendar year. (Refer to the Shipper Tool Technical Documentation (found on the
website at http://www3.epa.gov/smartway/forshippers/index.htm ) for a detailed discussion of all
validation criteria used within the Tool.)
At any time, you can select the
VALIDATE
SCREEN
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 company-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.
Smart Way Validation Check
No errors found on this screen.
OK
Figure 55: Validation Check Notification - No Errors
If missing or potentially erroneous inputs are identified, you will see the following message.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 78
-------
SmartWay
*? j There are currently errors on this screen,
-?f Do you want to display these errors now?
Yes
No
Figure 56: Validation Check Notification - with Errors/Warnings
Select Yes to see a complete list of validation errors/warnings. An example Validation Check
results screen is provided in Figure 57.
SmartWay Validation
Below are the errors/warnings that have been detected.
- Errors must he addressed before you can submit your data.
- Warnings should be reviewed but will not prevent you from submitting your data.
ERROR [Activity Data]; In row 8, your carrier-average payload (45.0) is substantially above industry averages (21.1
- 33.8) NOTE: If you are confident that the information that you have provided is correct; double-click the red
highlighted payload cell and provide text explaining the reasons for the extreme value, Doing so will cause the error to
be changed to a yellow-flagged warning instead,
WARNING: You have either added, deleted, or modified your carrier data. You must go back to the Modal Shift tab to
refresh your data.
WARNING [Activity Data]: In row 1, your calculated carrier-average payload (3.4) is below typical industry averages
(15.5-95). [EXPLAINED]
WARNING [Activity Data]: In row 7, your carrier-average payload (12.5) is below typical industry averages (14.5 -
22.4) You may add text explaining the reasons for the value by double-clicking the yellow highlighted payload cell if
you wish.
Why can't I make corrections?
Show my errors/warnings as a spreadsheet.
Figure 57: Validation Check Screen - Error/Warning Details
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 79
-------
The-
Why can't I make corrections?
land
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 Information 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
procedure described above as necessary.
VALIDATE
SCREEN
.button again and repeat the
For a complete listing of all validation checks used in the Tool, refer to the Shipper Tool
Technical Documentation.
Once all potential validation errors have been corrected or otherwise verified, select
.to proceed to the next step or return to the HOME screen.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 80
-------
Sections 6-8: Optional Steps—Year to Year Comparisons, Additional
Information, and View Reports
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 shipper company
characteristics and activity values, as well as performance metrics for the current year with
those of the 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
I 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 carriers/other companies for potential recruitment. This
information is optional and is not required in order to submit your Shipper Tool data to EPA.
Partner Profile / Logo Info / Suggestions
Selecting the
the Home screen will open the Additional Information forms.
button under item #7 on
The View Your Data Reports section gives you access to 13 reports to help you understand your
data and use it to make better performance decisions. You can access these reports by
***Once you've reviewed these sections, you will be ready to submit your Tool to EPA***
Viewing the Year-to-Year Comparison Report
The Year-to-Year Comparison Report allows the user to compare the activity values, as well as
C02, 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
I under item #6 on the Home screen.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 81
-------
Figure 58 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
company/companies. In order to load data for the previous year, select the
button. A screen will appear allowing you to specify the location of your
2013 file, using the
Browse-
button as shown in Figure 59.
SmartWay Shipper Year to Year Comparison
In order to run a comparison report, you must have completed a Shipper Tool from a previous year.
Please select the Load Data from Previous Year button below and follow the instructions to select
the appropriate file containing your company's 2013 data. After selecting your file, select Run
Report to compare your current data with your submittal from last year.
Year 1:
Year 2.-
2014
Load Data from Previous Year,..
rrrr*»« I
Screen 1
Demo
Page S-2S
Figure 58: Year-to-Year Comparison Report Input Screen
SmartWay: Load Data
Use the Browse button to navigate to the Shipper 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 Shipper Toot., please take note of any
error messages and then contact a PAM or the SmartWay Helpline at: (734) 214-4767.
Shipper Toot C:\smartway\ABC Shipper 2012.xls
i Browse— \
Page S-29
Figure 59: Data Load Screen for Year-to-Year Comparison Report
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 82
-------
Once your comparison years have been specified and your prior year data loaded into the
Shipper Tool, select the "RUN REPORT" button to view the line-item data entry comparisons.
An example report is presented in Figure 60.
SmartWay8
Comparison Report Report Year2014
Shipper
Metric
Partner Name
Working Contact
Phone
Total Miles Total
^-art'.'Va', Total Miles
% SmartWay Total Miles
NonSmartWay Total Miles
% NonSmartWav Total Miles
Ton Miles Total
SmartWay Ton Miles
% SmartWay Ton Miles
NonSmartWay Ton Miles
% NonSmartWay Ton Miles
Ton-Miles % SmartWay Allocation Truck
Ton-Miles % SmartWay Allocation Rail
Ton-Miles % SmartWay Allocation Multi-modal
Ton-Miles % S ^art'^av Allocation Loqistics
Ton-Miles % SmartWay Allocation Barqe
Ton-Miles °c : 'so' - •-' ooation Air
Ton-Miles °« £• -an '.a. -''ideation C''*eral
Average Weighted Payload
Emiss on Metrics C02 g'mile
Emiss on Meui,::, COS :; ton-mile
Emiss on Metrics MO-, q nile
Emiss on Metrics NOx q'ton-mile
Emiss on Metrics PM10 q/mile
Emiss on Metrics PM10 g'ton-mile
Emiss on Metrics PM25 g'mile
Emiss on Metrics PM25 g'ton-mile
C02 Mass Emisions
NOx Mass Emisions
PM10 Mass Emisions
-•'.'I: !.'V-:c E "!Sio!'":
Changed
930 9%
1532 1%
53.4%
161 5%
-74.7%
464 5%
687 1%
39 4%
1534%
-54 2%
-12.5%
-100 0%
-100.0%
76 6%
39 4%
-50 5%
-190%
-33.6%
-56 1%
-51.1%
-62.7%
-61 9%
-60 4%
-62 2%
12306%
639 6%
897 6%
9496%
Change Amount
X
X
X
57 227 235
52 870.884
32.77%
4.356.351
-3277%
598653989
512.605.433
22 81%
85.948.556
-22 81%
-12 26%
-59 64%
-55 61%
35.86%
22 84%
-13 6748
-435 00
-136.00
-1353
-1.59
-0735
-0 166
-0.666
-0 166
199280 83
1049596
73483
73491
2014
ABC Shipping. Inc.
Jack Shephard
321-321-3215
63 374.730
56.321 660
88 9%
7 053.070
11 1%
727421 496
587.205666
80 7%
140215.929
19 3>o
85.61%
000%
000%
82 67%
000%
0 00%
8072%
13 3823
1853
269
10 570
1 614
04380
0 1019
04370
0 1013
215474
12137000
81 6696
81 2300
EPA Shipper 2012 - Dual Fleet
Alpha Beta
1-800-1234567
6.147495
3.450 776
56.1%
2.696.719
43 9%
128.867506
74.600,133
57 9%
54.267.373
42.1%
97 87%
59.64%
55.51%
46.31%
0.00%
0.00%
5789%
270571
2288
405
24 100
3 099
1 1730
02677
1 1030
02677
16193
164.1037
81869
77388
| ShipperComparisonReport (+) : M
Figure 60: Example Year-to-Year Comparison Report
The example above indicates that a change in Partner Name, Working Contact and phone
number has occurred since 2012. Comparisons are also 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
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
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 83
-------
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
individual company level.
Partner Profile / Logo Info / Suggestions
After completing Steps 1 - 5 on the Home screen, you may provide EPA with additional
information regarding about your company, potential use of the SmartWay Logo, general
feedback regarding the SmartWay program, and carriers/other companies for potential
recruitment. This information is optional and is not required in order to submit your Shipper
I^^fsssssssissssKiim^M
„ HfiitiMlHMllMiiyiBIIIMIHMMM
on the Home screen will open the Additional Information screen (see Figure 61).
I button
SmartWay Additional Information: ABC Shipping, Inc.
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 Shipping, Inc.
Link to your company's environmental or SmartWay web page:
| httpi/yl
Executwe 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 Excel bug.
My company encourages other companies to join SmartWay to improve their efficiency by: (1000 characters max)
Figure 61: 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
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 84
-------
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 62 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 http://www3.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 link.
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 Infor
Partner Name: ABC Shipping, Inc.
SmartWay Partnership Logo
l~~ I have read the SmartWay Logo Use Guidelines webpage.
P" I have read the SmartWay Logo Graphics Standards and Usage Guide (on webpage).
l~~ I agree to abide by SmartWay's logo use guidelines should I earn the right to use the SmartWay Partner Logo.
If I qualify for the SmartWay Partner Logo, I intend to use it on the following: (does not constitute a commitment to actual^ do it)
r My website
l~~ Marketing materials
I~ Internal company materials
l~ Business Cards
l~ Advertising
I~ Apparel
l~ Briefings/presentations
f~ Company Letterhead
I Email Signature
F Flag
f~ Company exhibit booth
SCROLL FOR MORE OPTIONS —
Page S-31
Figure 62: Logo Qualification Screen
Figure 63 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
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 85
-------
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.
.martWay Additional Information: ABC Shipping, Inc.
OPTIONAL SMARTWAV SATISFACTIOH 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 Shipping, Inc.
Ves
r
r
r
Please answer Yes or Ho
Do you read the Tool User Guides?
Do you read the Tool Technical Documentation?
Do you regularly visit the SmartWay website?
On a scale of 1 to 10, 10 being the best:
How do you rate the SmartWay Tool?
How do you rate the 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 SmartWav emission factor ranking system
I understand the SmartWay Partnership logo guidelines
Ho
r
r
r
Page 5-32
Figure 63: Suggestions Screen
Figure 64 displays the Recruiting Targets screen. You may respond to some or all of these
questions in order to help identify carriers, subsidiaries, suppliers and customers that are not
currently participating in SmartWay for potential recruitment into the program.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 86
-------
SmartWay Additional Information: ABC Shipping. Inc.
A shipper's SmartWay score, and its chances of winning a Smart Way award, are largely based on using SmartWay registered carriers. To improve your
score, you want to ship more goods with SmartWay registered carriers. SmartWay snippers often provide preferential hiring terms to SmartWay carriers
or mandate that carriers be SmartWay registered in order to obtain their business. If you are not at 100% usage of SmartWay carriers, please list your
largest non-SmartWay carriers. In addition, SmartWay appreciates your help in recruiting fellow shippers, and considers this in the SmartWay awards
process. If applicable, please complete the forms below, (voluntary)
Partner Name: ABC Shipping, Inc.
MAY fleets (by amount of freight they move for you.)
We will recruit
r
r
r
r
c
r
r
r
r
r
Please, SmartWay help us recruit
r
r
r
r
r
r
r
c
r
r
at your company owns or is associated with that are NOT SmartWay parti
ferent brand name.
iers. For example, your company
Page S-31
Figure 64: Recruiting Targets Screen
Once you have completed these four screens, select the
Home screen.
. button to return to the
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 87
-------
Viewing Data Reports
Once you are ready to continue, select
following screen:
View Your Data Reports
to go to the
SmartWay Reports
Please select the summary report you would like to view:
Company Characterization
Input Su m ma ry
Emissions Summary
Carrier Performance
Emissions Footprints by Company
Ranking Category Detail
Comments Report
Out of Range Report
% SmartWay
Partner Information Report
System Activity
Modal Shift Reductions
Page S-35
Figure 65: View Reports Menu
Selecting any of the blue buttons on this screen will display the indicated data. Several reports
summarize the data you entered on specific data input screens, such as the Company
Characterization and Input Summary Report. The Out of Range Report may be particularly
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 88
-------
useful in identifying and addressing those inputs flagged as potentially erroneous during
company validation.
Selecting any of the summary report types will take you to a screen allowing you to preview
and print your reports. Figure 66 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 carrier mode level (including all carriers). These reports will prove useful for your
company's evaluation and improvement efforts.
EMISSIONS SUMMARY
Partner Name: ABC Shipping, Inc.
Report Year. 2013
September 15, 2014
Company Name -ABC Shipping, Inc.: ABC Shipping -Retail
Mode
Bage
Rail
Truck
Multknodal
Logistics
Composite'Total'
COS^'MIB CXKJTon-WIe
15,548 15
1,072 21
1,626 386
1,880 132
2,042 357
2,059 177
COS 1/3=5
EmBSKns
2,580
822
20,713
9,221
17,006
50.341
» Wl
537 35
18.60
15.64
2041
14.60
24,10
gToM.'ie
0.509
0.427
2.592
1231
2.579
1441
Emiesttns
(Ton&Yeao P
S5.16
16.89
191.95
99.11
123.81
520.91
M109W PM
ie.;i2
0.519
0.642
0.729
0.680
0.919
I05TOW«
O.OI74
0.0120
0.1264
0.3316
0.1738
0.1294
ITor&'Vear; P
30491
0.4745
7.9702
3.6495
9.7684
245118
PM2 5 gTon- Eitssttis
W25^!e MPe rrofi&'Yeaft
17.793
0.503
0.625
0.766
0.674
0311
0.0168
0.0120
0.1231
0.3316
0.1738
0.1283
2.9439
0.4745
7.7966
3.8402
9.7684
24,8236
Company Mams -ABC Shipping, Inc.: ABC Shipping -Wholesale
Mode
Logistics
Composite'Total1
"A' sighted average icompo
CO2JWIO COS $Tcn-Mle
2.400 500
2,400 500
CQ2lltess
Emissions
[Torts.TQr; !
182.912
182.912
iOl 3'IP SO
30.50
30.50
igmnHH!
3.350
3.350
\ox h*ass
1,225.51
1.225.51
U1G9XK PM
1.200
1.200
I09T.MSE
01900
01900
Emtesbfs
ITons.'Yaar; P
69.5067
69S067
I
KCSyMlfe
1200
1200
JKG.5 (JTffl-
Mlle
0.1900
0.1900
frons/Yfiar)
69.5067
68.5067
site; emission factors across all modes/ mass emissions totals across all modes
Figure 66: Example of Emissions Summary Report
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 89
-------
Submitting Data to SmartWay
Congratulations! You are now ready to send your data to EPA.
From the Home screen, select I
the following screen.
Generate Files to Send to EPA*
I, which will open
Create submission file for EPA
SmartWay8
Report Year
2014
Shipper
United States Version: 2.0.14
Released on: 10/03/2015
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).
l~~ I understand and agree to the terms of this agreement.
Pagt S-34
Figure 67: Creating Submission File for EPA
Select the checkbox to indicate you understand the terms of the SmartWay Partnership
Agreement once again. Next, a question will appear asking if you are an existing SmartWay
Partner (Y/N). If you are, a question will appear asking if you submitted your data the previous
reporting year. If you have ever been a SmartWay partner you should then enter your Annual
Submission ID, which has been sent to you by your SmartWay RAM 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.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 90
-------
Create submission file for EPA
SmartWay*
Report Year
2014
Shipper
United States Version: 2.0.14
Released on: 10/03/2015
By checking the box below, I declare that the information submitted via this Tool is, to the best of my knowledge, accurate. I understand
that any person who, in the course of negotiating or performing under this Agreement, makes, presents or submits a false or misleading
statement to the government, or any person who makes a material omission in the course of negotiating or performing under this
Agreement, may be subject to liability under all applicable civil and criminal statutes including 18 U.S.C. 1001 (criminal liability for false
statements), 31 U.S.C. 3801 - 3812 (civil liability for false statements) and 31 U.S.C. 3729-33 (The False Claims Act).
1^ I understand and agree to the terms of this agreement.
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.
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
to have your SmartWay ID emailed to you.
Email me my SmartWay ID
You are now ready to create vour .xrnl file. The tool will also automatically save your jcml file and jcls file ab C:\Users\DPreusse\Docurnents\EPA SmartWay
\SHIPPER\Documentatkjn\EPA\2Q150917 unless you designate another location. Please select the NEXT button below to continue.
Page S-34
Figure 68: Completed Submission File Screen
When ready, select NEXT to create a file with the following naming convention:
Shipper_PartnerName_ Year_ VO.xml
For example, Shipper_ABCShipper, 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 and .xls files. After specifying the
folder and selecting Save, and the following screen will appear.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 91
-------
SmartWay - Instructions for Subi
CONGRATULATIONS! Your SmartWay submission files are now located at:
Excel File
C:\smartway\Shipper_ABC Shipping, Inc 2014_VO.xls
XML File
| C:\smartway\Shipper_ABC Shipping, Inc 2014_VO.XML
These files are ready to be emailed to EPA.
YOU MUST RETRIEVE THESE FILES FROM THIS FOLDER AHD EMAIL THEM TO EPA IH ORDER TO COMPLETE
VDUR 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
only. Please open an email message, attach the new file(s) and send to smartwav_transport@>epa.gov, or to your Partner
Account Manager (PAM) if your company is an existing SmartWay Partner.
The .xls file is the file that you can view in MS Excel to look at your data reports, or view year-to-year comparison, etc.
Please make sure you keep this file in a safe place within your company so that you may refer to it when you complete
your SmartWay submission next year.
The .xml file is a file that copies the data you input into the tool into a much smaller file. If you open this file it will look
like a big string of data and will not be useful for your own viewing. SmartWay created this function because some
partners had mailbox size limitations and thus couldn't mail the large .xls Excel file.
If you have any questions on this submission process, please contact your PAM, or the SmartWay Call Center at (734)
214-4767 or email smartway_transport@epa.gov. Once SmartWay has received your file, it will be reviewed and you will
receive an acknowledgement of acceptance.
Figure 69: Completed Submission File Screen
Follow these instructions for submitting your .xml and .xls files to SmartWay. Note that the .xml
file is approximately 10 times smaller than the .xls files. If you have difficulty submitting the .xls
file due to file size limitations you may submit the .xml file alone.
. a screen will appear that allows you to close the Shipper Tool or
Upon selecting
return to the Home screen.
NOTE: The XML and XLS files are not sent to EPA automatically. You will need to locate the
files and attach them in an e-mail to your Partner Account Manager).
NOTE: DO NOT ZIP the Files. Send them to EPA as normal files attached in an e-mail. EPA
security will not allow zipped files through the EPA firewall.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 92
-------
Please visit http://www3.epa.gov/smartway/forshippers/index.htm for additional resources,
including printable data collection worksheets and technical documentation for the Shipper
Tool.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 93
-------
Troubleshooting the Tool
Although the revised SmartWay Tools have been tested extensively, you may encounter errors.
Intermittent errors have been encountered when opening the Tools directly from an e-mail or
from the SmartWay website rather than from a drive, or when multiple Excel files are open
simultaneously. If you encounter an error during use of the Tool, try restarting it directly from a
disk drive, with all other Excel files closed. In addition, make sure that your computer is using a
system and application version validated for use with the SmartWay 2013 Tools (Windows XP or
later operating system, and Excel Office 2003 2007, 2010, or 2013)
If you continue to encounter problems, please make a screen capture of the error message, and
save the data at that point. (You can make a screen capture by pressing Alt-Prt Scr, and then
pasting the image into a document such as MS Word.) Then send the screenshot, along with
the saved data to your Partner Account Manager for further assistance.
Proper Calculation Setting
By default, Microsoft Excel is set to automatically calculate formulas. If values within your Tool
are not calculating automatically, then your Excel may be set to "Manual". Follow these
instructions to change your Excel Calculation setting.
Office 2010 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.
Insert AirtoSum Recently Financial Logical Text Date & Lookup & Math More Name
Function * Used* • Time-' Reference" & Trig - Functions" Manager 8
Function Library D
Al - fi
A
1
A
B
C
13
D
E
F
G
H
I
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 94
-------
Book! - Microsoft Excel
'Trace Precedents
;Trace Dependents
[Show Formulas
• Error Checking -
Watch
Remove Arrows T (£•£ Evaluate Formula Window
Formula Auditing
M
•IT
Cal
OF
..
culation
(tions *•
Calculate Now
iQi Calculate Sheet
[/ j Automatic
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.
Clang* options related lo formula calculation performance, and tttot handling.
**»*«
1
AdO-lnl
Trust C wrier
Ittwurnt
» £Ut«UtK
MitCBjtK CRtpl <(» Jtatl tlWli
HtnuM
> iulllr flat IB041 C« on m.n J
! Enrtle (tw
; hi : r«r(frnn j
: l -. ' \1f k 'i;j I i^T'.
/ Cells tantatnmg ^tar i rtprcicntMl H 2 di-jts
J Numb
-------
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
:t§j pile Edit View
U J J J J
Insert Format
'jt ~4, \ •* 4i
KB - £
1
2
3
4
1
8
9
10
11
12
13
14
1FI
A
B
C
Tools | Data Window Help
^ Spelling... F7
Q Research... Alt+Click
"^> Error Checking...
Shared Workspace...
Share Workbook. . .
Protection >
Online Collaboration k
Formula Auditing K
Macro ^
Customize.,.
Options...
a
- ^, £ ' zl Ai ! lEl •<> 100% ' '•&
G
H
I
J
Options fSW
Color
View
Calculation
International Save Error Checking
i Calculation i Edit General | Transition
0 Automatic (...) Manual
•:...:• Automatic except tables
Spelling Security
Custom Lists Chart
Calc Now (F9)
e save
Calc Sheet
Q Iteration
Maximum iterations: 100 Maximum chan
Workbook options
0 Update remote references @ Save exter
O Precision as displayed Q Accept labe
d 1904 date system
ge: 0.001
nal [ink values
Is in formulas
OK Cancel
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 96
------- |