Transport Partnership
U.S. ENVIRONMENTAL PROTECTION AGENCY
Shipper Partner 2.O.14 Tool:
Quick Start Guide ^^^M^^
2014 Data Year - United States Version
United States
Environmental Protection
Agency
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Transport Partnership
U.S. ENVIRONMENTAL PROTECTION AGENCY
Shipper Partner 2.O.14 Tool:
Quick Start Guide ^ ^
2014 Data Year - United States Version
Transportation and Climate Division
Office of Transportation and Air Quality
U.S. Environmental Protection Agency
United States Office ofTransportation and Air Quality
Environmental Protection EPA-420-B-15-088
A9ency October 2015
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Table of Contents
Table of Contents 3
What's New in this version? 5
Overview 6
Section 1 Basic Information for Shippers 7
What is the SmartWay Transport Partnership? 7
Why do Shippers join the SmartWay Transport Partnership? 7
How do Shippers join the SmartWay Transport Partnership? 8
How do I join if my parent company has multiple subsidiaries? 9
What Data Do I Need to Gather To Complete the Shipper Tool? 9
What is Included in the SmartWay Shipper Partnership Agreement? 11
What Software and Hardware Are Required for Completing the SmartWay Shipper Partner
Tool? 12
Section 2 Overview of Shipper Data Collection Requirements 13
Establishing Your Data Collection Year 13
Section 1: Specify Official Partner Name 13
Section 2: Enter Company Contact Information 13
Section 3: Define Your Shipper Companies 14
Section 4: Download the Latest Carrier Data File 15
Section 5: Enter Data for Each of Your Companies 15
"Input Carriers" Screens 16
Data Requirements for "Activity Data" Screen 17
"% SmartWay" Screen 20
Optional Shipper Strategy Analysis Screens 20
Optional StepsYear to Year Comparisons, View Reports, and Provide Additional Information
20
Steps for Submitting Your Tool To EPA 21
Next Steps 22
Appendix: Worksheets for Data Collection 23
Worksheet #1: Company Contact Information 24
Worksheet #2: Shipper Company Characterization 25
Worksheet #3A: Select Carrier(s) (page 1 of 2) 26
Worksheet #3A: Select Carrier(s) (page 2 of 2) 27
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Worksheet #3B: Activity Data (page 1 of 2) 28
Worksheet #3B: Enter Activity Data (page 2 of 2) 29
Worksheet #3C: Enter % SmartWay Allocation Data 30
Worksheet #4A: Enter Shipper Strategies Data 31
Worksheet #4B: Enter Modal Shift Data 32
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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:
Shipper companies 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 fields have 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.
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Overview
In this guide you will learn about:
1) Basic SmartWay information
2) Joining SmartWay Transport Partnership as a shipper company
3) Understanding the details of the SmartWay partnership agreement
4) Software and hardware requirements for filling out the tool, and
5) Gathering the necessary data to become a SmartWay Shipper Partner.
Please review this guide carefully BEFORE attempting to gather your company data, or enter data into
the Shipper Tool. Understanding the basics of the program will simplify your joining process.
NOTE: The Quick Start Guide consists of pages 5 through 22. Worksheets to help
you gather and identify data for your tool submission are an extra resource
provided here for your convenience; they are also available individually on the
SmartWay website.
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Section 1Basic Information for Shippers
This section covers frequently asked questions and essential information about the SmartWay Transport
Partnership and how shipper companies can participate.
WHAT is THE SMARTWAY TRANSPORT PARTNERSHIP?
Developed jointly in 2003 by EPA and charter partners represented by industry stakeholders,
environmental groups, American Trucking Associations, and Business for Social Responsibility, the
SmartWay Transport Partnership is EPA's flagship program for improving fuel efficiency and reducing
greenhouse gases and air pollution from the transportation supply chain industry.
Six types of freight transport companies can join SmartWay:
Freight shippers
Logistics companies (including 3PLS/4PLS1)
Truck carriers
Rail carriers
Barge carriers
Multi-modal carriers
Companies join the SmartWay Transport Partnership by submitting a partner tool to SmartWay. The
SmartWay tools (1) assess freight operations; (2) calculate fuel consumption and carbon footprints; and
(3) track fuel-efficiency and emission reductions. SmartWay tools must be submitted each year for the
company to remain a partner in good standing. Tools submitted and approved on time qualify partners
to use the SmartWay Logo.
SmartWay ranks Partners' efficiency and environmental performance. Superior performance
in various Partner categories is also recognized through the SmartWay Excellence Awards.
WHY DO SHIPPERS JOIN THE SMARTWAY TRANSPORT PARTNERSHIP?
The SmartWay Transport Partnership provides shipper companies with ways to reduce the
environmental impact of their freight operations and address costs. Designed with and for the freight
sector, the SmartWay Transport Partnership delivers solutions to marketplace needs and challenges.
With access to the latest in EPA-tested technologies and peer-provided success stories, carriers that join
the SmartWay Transport Partnership can gain a better understanding of their environmental footprint
and assert their corporate leadership.
Additionally, SmartWay Partners are associated with an internationally recognized and respected brand
that symbolizes cleaner, more efficient transportation choices.
Shipper companies that join SmartWay move significant amounts of freight with SmartWay Carriers.
The higher efficiency of carriers in SmartWay compared to non-SmartWay carriers gives SmartWay
shipper companies an opportunity to improve corporate freight efficiency, reduce their carbon
footprint, and voluntarily advance freight sustainability for themselves and their customers.
Participation in SmartWay helps SmartWay Shipper Partners
1
3PLs/4PLs Third party logistics companies/fourth-party logistics companies.
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identify opportunities to improve efficiency,
demonstrate efficiency to customers and stakeholders,
evaluate and compare carrier performance, and
determine the company's transportation carbon footprint.
SmartWay provides shippers with free tools that help assess and compare various freight transportation
options with detailed reports and analyses that support better business decision making.
How DO SHIPPERS JOIN THE SMARTWAY TRANSPORT PARTNERSHIP?
Shipper companies join SmartWay by submitting a SmartWay Shipper Tool (hereafter known as the
"Shipper Tool/' or simply, the "Tool.")
Shipper companies that submit tools that are approved by EPA are known as "SmartWay Shipper
Company Partners."
When a shipper company submits a Shipper Tool to EPA, they agree to the requirements stipulated in
the SmartWay Shipper Partnership Agreement-notably, that they will measure and report the emissions
performance of their company annually and provide supporting documentation to EPA upon request.
All SmartWay Shipper Partners agree to complete and submit the SmartWay Shipper Tool to
define company composition,
characterize company activity, and
track annual changes in performance.
Upon approval of a Shipper Tool submission, a shipper company will be identified as SmartWay Shipper
Partner on EPA's website, on the SmartWay Partner List, and in a database used to identify companies
that meet SmartWay's annual requirements. On-time submission and approval of the Tool also qualifies
Shipper Partners for use of the SmartWay Logo.
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HOW DO I JOIN IF MY PARENT COMPANY HAS MULTIPLE SUBSIDIARIES?
Shippers with subsidiaries may submit a single tool for their parent company and all of its subsidiaries. If
a shipper chooses to do this, the entire organization will be considered a SmartWay Partner and the
performance rating will be assigned to the entire organization. The partner will be listed on the
SmartWay website under the parent company's name.
Individual subsidiaries may join as separate partners if the parent company wishes to have them listed
individually on the SmartWay website. Each subsidiary would submit a separate tool.
SmartWay highly recommends developing your list of subsidiary
companies beforehand by using an organization chart or perhaps a
customer interface web page. 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.
WHAT DATA Do I NEED TO GATHER To COMPLETE THE SHIPPER TOOL?
To participate in SmartWay, shippers need to gather the following essential information to complete the
Shipper Tool:
The official company name to be used on the SmartWay website for public recognition of
participation in SmartWay;
Company contact information
o Contact details for your Working Contact
o Contact details for an Executive Contact (cannot be the same as the working
contact)
North American Industry Classification System (NAICS) codes for the company; and
A comprehensive list of all SmartWay carriers that the shipper uses to haul their freight for the
reporting calendar year (this list should include all truck, rail, multi-modal, barge, and logistics
companies hired by the shipper).
For each carrier that the shipper uses, the shipper must supply activity data in order to calculate the
shipper company's emissions footprint. This data reflects the amount of freight shipped with each
carrier and the distance that freight is shipped.
total miles contracted, and/or ton-miles contracted by SmartWay carrier and non-SmartWay
carrier category for the reporting calendar year;
freight characterization (average payload); and
description of data sources used to compile activity data.
Ideally, shippers will have mileage and ton-mileage data for the carriers used; however, EPA recognizes
that in some cases, shippers will not have all of this information, and has made accommodations for
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various combinations of available data. For example, in the absence of mile and/or ton-mile data
shippers may specify an alternative activity metric to designate their relative carrier activity, such as
percentage spent, weight, packages, or other metric. However, an emissions footprint cannot be
calculated without mileage-related data. You are encouraged to gather the best data available for each
carrier at the time of your submission.
Once the shipper activity data is entered, the tool calculates the shipper's freight transportation carbon
footprint and a "Percent SmartWay" performance metric for the shipper. EPA uses the "Percent
SmartWay" metric to determine which shippers are eligible to receive SmartWay Excellence Awards.
Shippers have the option of evaluating strategies for reducing emissions and fuel consumption from
their freight transportation activities.
The tool can evaluate strategies that either eliminate miles or weight from the freight
operations to reduce the shipper's carbon footprint (the carbon emissions produced by the
shipper's freight operations).
The tool also can evaluate strategies to shift freight transportation from one mode to another
(e.g., from truck to rail.)
SmartWay Shipper partners are encouraged to use the performance assessment and strategy evaluation
tools as a core element of their businesses' environmental sustainability planning processes as well as
core corporate decision-making.
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WHAT is INCLUDED IN THE SMARTWAY SHIPPER PARTNERSHIP AGREEMENT?
To join the SmartWay Transport Partnership as a shipper company, you must agree to the language on
the "Partnership Agreement for Shippers." When you begin working within the tool, you will be asked
to check a box stating that you agree to the terms of the partnership agreement. This agreement must
be renewed annually.
Please review this language with the appropriate personnel within your organization before completing
or submitting a Tool to EPA.
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 results posted on the EPA SmartWay website/database.
3. Agree to submit supporting documentation to EPA for any data used to complete this tool and
agree to EPA audit of this data upon request by EPA.
In return, EPA commits to:
1. Promote company participation in the Partnership by posting Partner names on the EPA SmartWay
website and in related educational, promotional, and media materials. EPA will obtain express
written consent from the Partner before using the Partner's name, other than in the context of
increasing public awareness of its participation as described here.
2. Provide companies with industry-wide performance benchmark data as this data becomes available
to EPA.2
3. Assist Partners in achieving emission and fuel usage reduction goals (subject to Federal Government
Appropriations).
General Terms
1. If the Partner or EPA defaults upon this agreement at any point, the agreement shall be considered
null and void.
2. Either party can terminate the agreement at any time without prior notification or penalties or any
further obligation.
3. EPA agrees not to comment publicly regarding the withdrawal of specific partners.
4. EPA reserves the right to suspend or revoke partner status for any Partner that fails to accomplish
the specific actions to which it committed in the SmartWay Transport Partnership Agreement and
subsequent 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.
1 Individual corporate data will be treated as sensitive business information.
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WHAT SOFTWARE AND HARDWARE ARE REQUIRED FOR COMPLETING THE
SMARTWAY SHIPPER PARTNER TOOL?
The Shipper Tool was designed in "Microsoft Excel Forms." Completing the Shipper 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
A minimum of 5 megabytes of free disk space. More disk space may be required based
on the number of companies you define in your tool
Adequate memory (RAM) to run Microsoft Office
A monitor resolution of at least 1,024 x 768
NOTE: The Excel web application in MS Office 365 (the cloud-based version of the Office operating
system) does not currently support the macros used in the SmartWay tools. Therefore SmartWay tools
do no function properly in Office 365 at this time.
Please check with the user specifications for your computer, online support, or your company's IT
department to make sure your system is set up to use the Shipper 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 Tool.
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Section 2 Overview of Shipper Data Collection Requirements
This section will describe the data required for completing the required sections of the Shipper Tool. The
Shipper Tool Data Entry and Troubleshooting Guide explains more about the structure of the Tool and
the data entry process; this guide will focus primarily on the essentials for completing the Tool.
Worksheets are provided in the Appendix of this guide, starting on page 24, to help you prepare your
data before entering it into the Shipper Tool. Copies of these worksheets are also available on the
SmartWay shipper webpage. Visit http://www3.epa.gov/smartwav/forshippers/index.htm to
download additional copies of the worksheets.
ESTABLISHING YOUR DATA COLLECTION YEAR
Before beginning your data collection, identify the last calendar year for which you have full annual (12
months) data. This means that you have data from January of the calendar year through December of
the same year. If you are a new SmartWay partner and do not have a full year of operational data,
please collect o minimum of three months' data for input into the SmartWay tool. In your next update
year, you will be required to submit a full year's data.
SECTION 1: SPECIFY OFFICIAL PARTNER NAME
Your Partner Name is the official name that your customers would recognize for your company.
You must specify you company's official Partner Name, exactly as you want it to appear on the
SmartWay website.
For example, if you enter
ABC Company,
ABC Company, Inc., or
ABC COMPANY LLC
Your company will be listed exactly as you've entered above. Therefore, it is important to pay special
attention to proper capitalization, abbreviations, annotations, and punctuation.
SECTION 2: ENTER COMPANY CONTACT INFORMATION
Worksheet #1 provided at http://www3.epa.gov/smartwav/forshippers/index.htm can help
you prepare for filling out the Company Contact Information screen of the Shipper Tool.
The SmartWay Tool asks for:
General company information such as location, web address, phone number, etc.
A Working Contact3 for any questions about your company's participation and Tool submissions
The Working Contact is the individual designated by the executive contact to directly interface with SmartWay regarding specific tasks
involved in the timely submission of the Tool. The Working Contact is responsible for coordinating the assembly of information to
complete/update company data; completing and updating the Tool itself; maintaining direct communication with SmartWay; and keeping
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An Executive Contact4 for participation in awards and recognition events
Additional contacts (optional): Additional contacts may include anyone who is not the Working
Contact but may be involved with SmartWay (e.g., press/media contact, fleet manager, etc.).
Note that all contacts listed must be different. SmartWay recommends developing an internal succession
plan to make sure that your Shipper Tool submission schedule is maintained, in the event that a Working
Contact is reassigned, or leaves the company for any reason. Please use Worksheet #1 in Appendix A of
this document to help you prepare your company's contact information.
SECTION 3: DEFINE YOUR SHIPPER COMPANIES
The Shipper Tool tracks shipping operations at the company level.
Most partners should create one company, i.e. one line.
However, if you have multiple subsidiary companies all with separate corporate identities and
transportation systems, you may want to create multiple company records in the tool and characterize
their carrier operations individually.
Note that you will also have the option of further refining your transportation activity for each company
by internally tracking different business units, inbound/outbound/internal freight, and domestic versus
international freight within the company's carrier data identification; therefore, there is no need to list
different internal divisions, product lines, etc. as separate companies.
NOTE: Your Company Names will NOT appear on the SmartWay website, only your Partner Name. If
you wish to have your companies appear separately on the SmartWay website, please submit
separate tools for each company to EPA.
j\
' x Worksheet #2 provided at http://www3.epa.gov/smartwav/forshippers/index.htm can help
you prepare for filling out the Characterize Your Companies sections in the Shipper Tool. You
may wish to print multiple copies of Worksheet #2 if you have multiple companies.
Data Requirements for "Company Characterization" Screen
For each shipper company, you will need to specify:
Company Name(s): Name your companies, beginning with your Partner Name followed by the
specific company name.
NAICS Code(s): NAICS, or North American Industry Classification System codes, are the Federal
standard for classifying businesses by activity type. NAICS codes can be up to six digits in length.
interested parties within the company apprised of relevant developments with SmartWay.) NOTE: To ensure that emails from SmartWay/EPA
are not blocked, new Working Contacts may need to add SmartWay/EPA to their preferred list of trusted sources.)
4 The Executive Contact is the company executive who is responsible for agreeing to the requirements in the SmartWay Partnership
Agreement, overseeing the Working Contact (as appropriate), and ensuring the timely submission of the Tool to SmartWay. The Executive
Contact also represents the company at awards/recognition events. This person should be a Vice President or higher-level representative for
the company.
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Use the NAICS code(s) that most appropriately describes your company. Note: some large
companies with multiple operations may only use two or three digit NAICS codes; in this case,
you do not have to enter the full six digits.
Detailed information can be found at http://www.census.gov/eos/www/naics/.
Company Contact: This contact should be one of the contacts you already identified in the
Company Contact Information section as the contact for each company. You can go back and
add a contact in this section at a later date if necessary.
SECTION 4: DOWNLOAD THE LATEST CARRIER DATA FILE
To ensure that the Shipper Tool gives you the most current list of SmartWay carriers to select from, you
must click the "Download Latest SmartWay Carrier Data File" button on the home screen. A new box
will appear next to the button indicating the "Date of Current Carrier File." You are now ready to go on
to selecting carriers and entering activity data for each shipper company.
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.
SECTION 5: ENTER DATA FOR EACH OF YOUR COMPANIES
Now that you have defined your shipper companies, you will be asked to provide additional information
for EACH shipper company separately.
Select Shipper Company for Data Entry
On the Home screen, you will now see all the shipper companies you created listed in the window below
item # 5: Select Company for Data Entry. There will be a status message after each company, indicating
whether or not the data entry for that company is complete. The following information may appear
beside a company name:
Not checked - Data have not been entered yet.
Incomplete - Some data are still missing and/or inconsistent.
Complete - All data requirements have been met and validation has occurred.
In addition to the status indicators above, you may also see one of two qualifiers: "Errors" or
"Warnings."
Errors will prevent you from generating the Internal Metrics Reports under item #8, View Your
Data Reports, and must be addressed before you can submit your Tool to EPA.
Warnings will still allow you to run the Internal Metrics Reports and submit your data to EPA.
However, it is strongly recommended that you carefully review each warning message before
sending your data to EPA so that you can anticipate questions that may come from a Partner
Account Manager (PAM) as a result of your data being outside the expected ranges. The
method addressing errors and warnings is described for subsequent input screens in the
following sections.
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To add data to a particular company, highlight the company name and then double-click. You will then
proceed to the Tool Data Entry Screens.
"Input Carriers" Screens
|\ Worksheet #3A provided at http://www3.epa.gov/smartwav/forshippers/index.htm can help
you prepare for filling out the Input Carriers section in the Shipper Tool (make one copy for
each company).
To begin, you will need to identify the carriers included in each shipper company. Two options are
available for identifying your carriers. If you have a large number of carriers (e.g., large 3PL with 100 or
more carriers), you may wish to develop your carrier details separately and upload your data in a single
file using the Outside Data Import method. Alternatively, if your 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 Shipper Tool Data Entry and
Troubleshooting Guide and the Guide to Importing Carrier Data Using the Outside Data Import
Function.
Regardless of the method you choose, you will need to first identify the mode of transport for the
carrier. Five carrier mode selections are available, including:
Rail
Truck
Multi-modal
Logistics
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 specify a ranking category for the Truck mode. Truck ranking categories include:
Auto Carrier
Dray
Expedited
Flatbed
Heavy/Bulk
LTL Dry Van
Mixed
Moving
Package
Refrigerated
Specialized
Tanker
TL Dry Van
Ranking category selections are not currently available for other modes but may be added in the future.
(Note: Multi-modal selections list "Truck/Rail" as the ranking category.)
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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, MCNs
and addresses. The Carrier data file can be downloaded from the SmartWay website by selecting the
button under Step 4 on the Shipper Tool Home screen and viewed on the Manual Input SmartWay
Carriers screen or offline using Microsoftฎ Excel. In addition, a new function is now available to assist
you in matching your carrier names with the fleets listed in the SmartWay carrier data file. This
matching process is explained in detail on the Match My Carriers screen.
In certain cases, a carrier may have multiple fleets associated with its operations. In the case of
trucking, multi-modal and logistics partners, you may use the SCAC list in the Carrier Data file to select
among multiple fleets. The Manual Input SmartWay Carriers screen also allows you to filter carrier
fleets by SCAC, MCN, DOT number, and/or address if needed.
After identifying your SmartWay carriers, you must then go to the Manual Input Non-SmartWay
Carriers screen to enter the number of non-SmartWay carriers within the current 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 company
have been added. If this company has non-SmartWay carriers, select the carrier mode(s) the non-
SmartWay carrier(s) belong to.
You may also specify supplemental information to help you further characterize your carrier use. For
example, you can designate certain carriers used for domestic or international routes. The optional
"tags" may be applied to any carrier and include the following:
Business Unit Identifier
ID Code
Inbound/Outbound/lnternal
Domestic/International
Internal Shipper Segment 1
Internal Shipper Segment 2
Please note that the use of the above carrier tag information is optional and is only provided to facilitate
characterization of your carriers.
Data Requirements for "Activity Data" Screen
Worksheet #3B provided at http://www3.epa.gov/smartwav/forshippers/index.htm can help you
prepare for filling out the Activity Data section in the Shipper Tool (make one copy for each company).
NOTE: If you are not providing miles and/or ton-mile activity data for your carriers, skip to Data
Requirements for"% SmartWay" Screen below.
First provide detailed text describing the Data Source(s) used to estimate your mileage and ton-mile
data for your carriers. Be sure to indicate how you calculated the values, and where this data was
obtained.
Next, specify a Data Availability option for each carrier. There are four Data Availability options:
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a - Ton-miles and Total miles,
b -Ton-miles and Average Payload,
c -Total miles and Average Payload, and
d -Total miles only
These options are described in further detail in the Shipper Tool Data Entry and Troubleshooting Guide
and are also explained within the Tool.
You should use the option for which you have the most reliable data:
If you have reliable data for both ton-miles and miles, you should select Option a.
If you don't have reliable miles data, but do have reliable ton-mile data, select Option b.
If you don't have reliable ton-miles data, but do have reliable miles data, select from options c
or 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.
Choose the method that uses the most accurate data at your disposal for each carrier. In this way the
tool will utilize the most accurate data available for the ton-mile and mile comparison metrics as well as
for the emissions footprint calculations.
After specifying the Data Availability Option, record your activity data.
If the carrier mode is rail, record total railcar-miles, or barge, then record barge-miles, otherwise specify
total truckload-miles. Enter the data to the nearest whole number.
Data Availability Option a - Enter total ton-miles and total miles. Total miles corresponds to truck
miles, railcar miles, or barge miles, as appropriate. For rail carriers, DO NOT enter train miles, and for
barge carriers, DO NOT enter miles for the entire string of barges - enter the sum of miles for each
individual railcar and/or barge load.
Data Availability Option b - Enter total ton-miles along with your estimated average payload (per truck
or railcar, as appropriate) in short tons (2,000 Ibs).
Data Availability Option c - Enter total miles along with your estimated average payload (per truck,
barge or railcar, as appropriate) in short tons (2,000 Ibs).
Data Availability Option d - Enter total miles.
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IMPORTANT: Correctly calculating Ton-Miles is critically important for the accurate
determination of your carbon footprint.
You can calculate your company's ton-miles as follows:
Enter the ton-miles hauled per year attributable to each carrier. A ton-mile is one ton moving one
mile. 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 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 estimate, divide ton-miles by miles. The result is your fleet-average payload. If this
number is not reasonable, please check your calculations.
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"% SmartWav" Screen
Worksheet #3C provided at http://www3.epa.gov/smartwav/forshippers/index.htm can help you
prepare for filling out the % SmartWay section in the Shipper Tool (make one copy for each company).
The % SmartWay screen calculates your % SmartWay Value, reflecting the fraction of miles, ton-miles,
or a user-provided custom metric attributable to SmartWay carrier partners.
The % SmartWay Value is used to determine eligibility for SmartWay Excellence Awards.
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 use other weighting factors across the different carriers, such as the percentage
of total payments, the percentage of total weight or total packages, or an alternative "custom" for
calculating your % SmartWay Value, by selecting the "% Custom" button. If you select to use a custom
metric, you must 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. You must also document the custom factor methodology in the text box presented at the lower
left of the screen.
Note: If you selected % SmartWay Only on the Basic or Comprehensive screen, you will not see the
Ton-Mile or Total Mile columns presented on the % SmartWay screen.
Optional Shipper Strategy Analysis Screens
The Shipper Tool provides two optional screens under the Shipper Strategies tab, to help you calculate
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. These screens are covered in detail in the Shipper
Tool Data Entry and Troubleshooting Guide.
Worksheets #4a/4b provided at http://www3.epa.gov/smartwav/forshippers/index.htm can help you
prepare for filling out the Optional Analysis sections in the Shipper Tool (make one copy for each
strategy).
OPTIONAL STEPSYEAR TO YEAR COMPARISONS, VIEW REPORTS, AND PROVIDE ADDITIONAL
INFORMATION
After completing Steps 1 - 5 on the Home screen, you have access to three optional sections of the Tool.
SmartWay Shipper Tool: Quick Start Guide | 20
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Item #6 on the Home screen, the Year-to-Year Comparison Report allows the user to compare the
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.
Item #7 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.
Item #8 on the Home screen, the View Your Data Reports section gives you access to fifteen reports to
help you understand your data and use it to make better performance decisions.
***Once you've reviewed these sections, you will be ready to submit your Tool to EPA.***
STEPS FOR SUBMITTING YOUR TOOL To EPA
1. Select the "Generate File to Send to EPA*" button, which will open a new screen.
2. Select the checkbox to indicate you understand the terms of the SmartWay Partnership
Agreement once again.
3. Next, a question will appear asking if you are an existing SmartWay Partner (Y/N). If you are, a
question will appear asking if you submitted your data the previous reporting year. If so, you
must then enter your Annual Submission ID, which has been sent to you by your SmartWay PAM
via email. If you cannot locate your submission ID, you can select the link "Email me my
SmartWay ID" to have your ID sent to you. Submission of the SmartWay ID is optional. If you did
not submit data last year, indicate how your company first heard about SmartWay.
When ready, select NEXT to create a file with the following naming convention:
Shipper_PartnerName_ Year_ VO.xml
where "PartnerName" is your company's name as entered for Step 1 on the Home screen, and "Year"
indicates the year for which you are submitting your data; for example:
Shipper_ABCShipper, lnc_ 2014 _VO.xml
4. Next, specify the folder where you would like to save the .xml and .xls files, and a screen will
appear.
5. Follow these instructions for submitting your .xml and .xls files to SmartWay. Note that the .xml
file is approximately 10 times smaller than the .xls file.
6. Upon selecting NEXT, a screen will appear that allows you to close the Shipper Tool or return to
the Home screen.
SmartWay Shipper Tool: Quick Start Guide | 21
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Next Steps
Your next step is to download the Tool and begin completing your Shipper Tool submission.
Please visitwww3.epa.gov/smartway/forshippers/index.htm for additional resources, including data
collection worksheets, video tutorials, and the Shipper Tool Data Entry and Troubleshooting Guide for
step-by-step guidance through every section of the Shipper Tool.
SmartWay Shipper Tool: Quick Start Guide | 22
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Appendix: Worksheets for Data Collection
List of Worksheets
#1: Company Contact Worksheet 24
#2: Shipper Company Characterization Worksheet 25
#3A: Select Carriers Worksheet 26
#3B: Activity Data Worksheet 28
#3C: %SmartWay Worksheet 30
#4A: Shipper Strategies Worksheet 31
#4B: Modal Shift Worksheet 32
SmartWay Shipper Tool: Quick Start Guide | 23
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Worksheet #1: Company Contact Information
#1. Enter Your Contact Information:
General Company Contact Information
Company Name
Headquarters
Mailing Address
City
Main Phone
Number
Toll-free
Number
State/Province
Cell
number
Zip Country
Web Address
Working Contact Information
Working Contact Name
Working Contact Mailing
Address
City
Working Contact Phone
Number
| State/Province
Email
Address
Zip | | Country |
Executive Contact Information
Executive Contact Name
Executive Contact Mailing
Address
City
Executive Contact Phone
Number
State/Province
Email
Address
Zip Country
Other Contact Information
Other Contact Name
Other Contact Mailing
Address
City
Other Contact Phone Number
Contact's Role in Program
State/Province Zip Country
Email
Address
SmartWay Shipper Tool: Quick Start Guide | 24
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Worksheet #2: Shipper Company Characterization
Complete this worksheet for each shipper company you will be submitting in the Shipper Tool.
#2: Define your Shipper Companies
Company Name (Partner Name followed by specific company name)
NAICS:
Company Contact:
Company Name (Partner Name followed by specific company name)
NAICS:
Company Contact:
Company Name (Partner Name followed by specific company name)
NAICS:
Company Contact:,
Company Name (Partner Name followed by specific company name)
NAICS:
Company Contact:
SmartWay Shipper Tool: Quick Start Guide | 25
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Worksheet #3A: Select Carrier(s) (page 1 of 2)
Complete the following for each shipper company you will be submitting in the Shipper Tool. Make
multiple copies of the table below to enter all carriers used by the company if needed.
#3A: Identify your Shipper Carriers
Shipper Company Name
Total number of Non-SmartWay carriers used during current reporting year
Non-SmartWay Carrier modes (circle all that apply)
Truck Logistics Multi-modal Barge
SmartWay Shipper Tool: Quick Start Guide | 26
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Worksheet #3A: Select Carrier(s) (page 2 of 2)
List SmartWay Carriers
Carrier Name*
ModeA
Ranking
Category**
SCAC
MCN
DOT#
Business
Unit
Identifier
ID
Code
Inbound/
Outbound/
Internal
Domestic/
International
Internal
Shipper
Segments
* Exactly as it appears in SmartWay Carrier Data file
Truck, Rail, Logistics, Barge, Multi-modal
** Truck ranking categories include: Auto Carrier, Dray, Expedited, Flatbed, Heavy/Bulk, LTL Dry Van, Mixed, Moving, Package, Refrigerated,
Specialized, Tanker, TL Dry Van
Shipper Tool: Quick Start Guide | 27
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Worksheet #3B: Activity Data (page 1 of 2)
Complete the following for each shipper company you will be submitting in the Shipper Tool. Make
multiple copies of the tables if needed to enter all carriers used by the company.
#3B: Enter Activity Data
Shipper Company Name:
Provide Data Source Description:
Shipper Tool: Quick Start Guide 28
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A/orksheet #3B: Enter Activity Data (page 2 of 2)
)ata Availability Option, Inventory Calculation Metric, Miles, Ton-Miles, and Average Payload
Carrier Name
Data
Availability
Option (a-d)*
Ton-milesAA
Miles
Average
Payload**
Options include
a - Ton-miles and Total miles,
b - Ton-miles and Average Payload,
c - Total miles and Average Payload, and
d - Total miles only
**
For Options b and c only
Shipper Tool: Quick Start Guide 29
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Make multiple copies of this worksheet as needed to enter all carriers used by the company in the
reporting year.
Shipper Company Name:
For each company, select the basis for allocating your % SmartWay Value across your carriers (circle
one).
Ton-Miles Miles
% Spent
% Weight % Packages Custom Metric
Describe Custom Metric (if applicable):
Enter % allocation factors for each carrier, for % Spent, % Weight, % Packages, or Custom
Metric allocations. Totals must sum to 100.
Carrier Name
% Allocation
Shipper Tool: Quick Start Guide 30
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Worksheet #4A: Enter Shipper Strategies Data
Make multiple copies of this worksheet as needed to enter all shipper strategies used by the
company.
Shipper Company Name:
Provide Name of Shipper Strategy
Select Activity Category (mark one):
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
Specify Percent Improvement:
Mode
Truck
Rail
Logistics
Multi-modal
Barge
% Improvement
Describe Data Source/Methodology for % Improvement estimate(s):
Shipper Partner Tool Users Guide Part 1 | P. 31
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Worksheet #4B: Enter Modal Shift Data
Make multiple copies of this worksheet as needed to enter all modal shifts used by the company.
Shipper Company Name:
Select "From" Mode (circle one):
Truck Rail Logistics Multi-modal Barge
Select "To" Mode (circle one):
Truck Rail Logistics Multi-modal Barge Marine-OGV
Select Emission Factor Source - "From" Mode (circle one):
Shipper Carrier's Average Modal (industry) Average User Input
Select Emission Factor Source - "To" Mode (circle one):
Shipper Carrier's Average Modal (industry) Average User Input
Select Activity Units (circle one): Miles Ton-Miles
Specify Activity Amount- "From" Mode:
Specify Activity Amount - "To" Mode:
Shipper Partner Tool Users Guide Part 1 | P. 32
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