Transport Partnership
U.S. ENVIRONMENTAL PROTECTION AGENCY
Truck Carrier Partner 2.O.15 Tool:
Data Entry and Troubleshooting Guide
2015 Data Year - United States Version
&EFA
United States
Environmental Protection
Agency
-------
Transport Partnership
U.S. ENVIRONMENTAL PROTECTION AGENCY
Truck Carrier Partner 2.O.15 Tool:
Data Entry and Troubleshooting Guide
2015 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-16-003
Agency „„„„
January 2016
-------
Table of Contents
TABLE OF CONTENTS 3
INTRODUCTION 6
PART 1: DOWNLOADING AND SETTING UP THE TOOL 7
DOWNLOADING AND SETTING UP THE TOOL 8
Software and Hardware Requirements 8
Downloading the SmartWay Truck Carrier Tool 8
How to Set Security Levels for the SmartWay Tools 8
Security Settings For Excel 2003 Users 9
9
Security Settings For Excel 2007 Users 10
Security Settings For Excel 2010 and 2013 Users 16
PART 2: TOOL ORGANIZATION 20
BASIC ORGANIZATION OF THE SMARTWAY TRUCK CARRIER TOOL 21
REVIEWING THE INTRODUCTORY SCREENS 23
SmartWay Welcome Screen 24
Assistance for New Users Screen 25
Making Sure You Have the Right Tool Screen 26
Gathering Your Data Screen 27
Tool Help and Navigation Screen 27
Schedule of Tool Due Dates Screen 28
SmartWay Partnership Annual Agreement Screen 30
30
Auto-populate Screen 31
BASIC OVERVIEW OF How TO COMPLETE THE TOOL 33
Sections of the Tool 34
Entering Your Data 34
Validating Your Data 35
Saving Your Data 35
Reviewing Your Data 35
Submitting Data to SmartWay 35
PART 3: SECTION-BY-SECTION DATA ENTRY GUIDANCE 36
PREPARING FOR DATA ENTRY 37
SECTION 1 DATA ENTRY: ENTER PARTNER NAME 38
Steps for Entering Partner Name 38
SECTION 2 DATA ENTRY: ENTER CONTACT INFORMATION 39
SECTION 3 DATA ENTRY: FLEET DESCRIPTION 45
"Identify Fleets" Screen Overview 46
Steps for Completing "Identify Fleets" Screen: 48
"Fleet Details" Screen Overview 49
Steps for Completing "Fleet Details" Screen 50
"Operation" Screen Overview 51
Steps for Completing "Operation" Screen: 52
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 3
-------
"Body Types" Screen Overview 53
Steps for Completing "Body Types" Screen: 53
"SmartWay Category" Screen 54
SECTION 4: DATA ENTRY (PROVIDING ACTIVITY AND FUEL CONSUMPTION INFORMATION FOR YOUR FLEETS) 55
Fleet Status Review Overview 56
Auto-population Option: 57
Steps for Selecting a Fleet to Review: 59
"General Information" Screen Overview 60
Steps for Completing "General Information" Screen 62
Fuel SECTION: "Engine Model Year & Class" Overview 63
Steps for Completing the "Engine Model Year & Class" Screen 64
Fuel SECTION: "Activity Information" Screen Overview 65
Main Fuel Activity Data Points Overview 67
Steps for Completing the Main Fuel Data Points on the "Activity Information" Screen 68
"Fuel Allocator Worksheet" Overview 69
Steps for Completing the "Fuel Allocator Worksheet" 72
(OPTIONAL) "Biodiesel Blend Worksheet" Overview 73
Steps for Completing the "Biodiesel Blend Worksheet " 73
(OPTIONAL) "Ethanol Blend Worksheet" Overview 74
Steps for Completing the "Ethanol Blend Worksheet " 75
Payload and Capacity Overview on the "Activity Information" Screen 75
Steps for Completing the Payload Section on the "Activity Information" Screen 80
Average Truck Cargo Capacity Volume (cubic feet) Worksheet Overview on the "Activity Information" Screen 81
Steps for Completing Average Cargo Capacity Volume (cubic feet) Worksheet on the "Activity Information" Screen
82
Average Used Cargo Volume Percent (%)Section Overview on the "Activity Information" Screen 83
Steps for Completing the Average Used Cargo Volume Percent Section on the "Activity Information" Screen 83
Road Type/Speed Category Section Overview on the "Activity Information" Screen 84
Steps for Completing the Road Type/Speed Category Section on the "Activity Information" Screen 84
Average Annual Idle Hours per Truck Section Overview on the "Activity Information" Screen 85
Steps for Completing the Average Annual Idle Hours per Truck Section on the "Activity Information" Screen 86
"PM Reduction" Screen Overview 87
Steps for Completing the "PM Reduction" Screen 89
Fuel SECTION: Data Source Screen Overview 90
Steps for Completing the "Data Sources" Screen 91
VALIDATING YOUR DATA 92
PROVIDING SUGGESTIONS 99
VIEW YOUR DATA REPORTS 100
VIEWING YEAR-TO-YEAR PERFORMANCE 103
SUBMITTING DATA TO SMARTWAY 109
TROUBLESHOOTING THE TOOL 112
APPENDIX A—RECOMMENDED DATA SOURCES FOR ACTIVITY DATA 116
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 4
-------
(this page intentionally left blank)
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 5
-------
Introduction
This guide is the second of two guides available to help your company participate fully in the SmartWay
Transport Partnership as a Truck Carrier Partner.
The first guide, the Truck Carrier Tool "Quick Start Guide/' provides a basic walk-through of the process
of identifying, gathering, preparing, and submitting your data using the SmartWay Truck Carrier Tool.
(From this point on, this guide will refer to the SmartWay Truck Carrier Tool as the "Truck Carrier Tool" or
simply, the "Tool," for brevity.)
The Quick Start Guide may be all you need to successfully complete the Truck Carrier Tool.
This guide, the Truck Carrier Tool "Data Entry and Troubleshooting Guide," is intended to supplement the
Quick Start Guide and provide more detailed information for completing your Tool submission.
The Table of Contents for this guide is designed so that you can find the relevant information on specific
topics without reading the entire guide.
In this guide, you will learn how to enter the fleet composition and activity data you collected (as
mentioned Quick Start Guide and the online data entry forms it references) into the Truck Carrier Tool.
This guide covers:
• Downloading and setting up the Tool to run properly
• Basic organization of the Truck Carrier Tool
• Entering your data
• Viewing fleet performance summary data
• Submitting data to SmartWay
• Troubleshooting the Tool
• Appendices
WARNING!
Completing this Tool requires a considerable amount of information about yourfleet(s). There are many
sections and screens to complete for each fleet. While you will have the ability to save your Tool along the
way and return to it at anytime, we 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.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 6
-------
PART 1:
DOWNLOADING AND
SETTING UP THE TOOL
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 7
-------
Downloading and Setting up the Tool
SOFTWARE AND HARDWARE REQUIREMENTS
The Truck Carrier Tool was designed in Microsoft Excel. Microsoft Excel is an electronic spreadsheet
program used for storing and manipulating data. Microsoft Excel Forms were used to enable the
functional capabilities of the Tool.
Completing the Truck Carrier 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 15 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
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 Truck Carrier Tool.
We encourage you to make sure that you virus software is up to date, and scan your PC before putting
data in the Truck Carrier Tool.
DOWNLOADING THE SMARTWAY TRUCK CARRIER TOOL
To download the Truck Carrier Tool, visit: http://www.epa.gov/smartwav/forpartners/index.htm.
Save the Tool in a folder on your hard drive; this folder will house copies of your data and future updates.
How TO SET SECURITY LEVELS FOR THE SMARTWAY TOOLS
The following instructions should appear on your screen //you need to change your security settings
before running the Tool. The instructions differ depending upon what version of Excel you use (Excel
2003, 2007, 2010 or 2013).
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 8
-------
SECURITY SETTINGS FOR EXCEL 2003 USERS
To use the Truck Carrier Tool in Microsoft Excel 2003, you will need to have your security levels set to
"Medium."
D UKJSWIJ f nrol
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.
I Security Level \ 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 Ugh. 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 L°w (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.
Figure 2: Security Level Setting Screen in Excel 2003
Truck Carrier 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.
Enable Macros
3. You will see a security-warning box appear (Figure 3). Select the * 'button in
the security-warning box.
Security Warning
"S:\5martWay\Shipper.xls" contains macros.
Macros may contain viruses, It is usually safe to disable macroSj but if the
macros are legitimatej you might lose some fun^ionality.
some fun^ic
*
Disable Macros
Enable Macros
More Info
Figure 3: Screen showing "Enable Macros" button
The Welcome Screen for the Truck Carrier 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.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 10
-------
,..„,„ • '
h- >; ,- ';" •
CN fciun Drim ff.'.i
Security Settings focthe SmartWay Tool*
In order to run this application, you must have macros enabled.
For Excal 20-07 and Excel 20ID Us.
j f-xcat yoo't plans*) semi) damn )
IT an 'Options ' tuition ap-war* in me menu bar above, follow mew instructions
1 Select the Options button Thts button appears after the Security Warning in trie Excel 2007 menu bar
, 2 Prattle content In ihe Microsoft Office Security Opiums tlakxj (MIX. choose 'Fnahle this content" arid setert OK
If tne "Options " txKton *»cs nol appear use the instructions Oetow (NOTE If you (Jo noj have a round Oflvce bution (as
shown m ihe pidiue beknv), v«u Mre fieotwrtty tsinc) an eaclief version of Fxc«l in wtHch case you need to soott lo line
instructions tor t xrel i'OOa usws ]
1 Select the Office button This bution appears m the top left comer of the screen m Excel 20071*2010
? Go to F-trfji Captions 5i«ltfi 11he Fxcel Optimis' bution in the boDcxn nqtii curnra of the ptdklown mem
3 Oo 1(i IhR F rust Center On lnt> txcf>l Chilians strtwri sf>it>c1 tin ? rir-i! Center in the tefi naviffnltan hai
4 Goto the frua Center Settings Seied on trust Center Settings mthe bottom nght potion oi Itw screen
rj Cranoe1 iecunty sctnngs Chooso tno seiting 'Disable an macros wtih noitfication' and setoct OK.
•-'• Heopen thtt WH Close the hxcei til» and linen re-op«n it
For Excel 20C3 User*:
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
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:\-smartway\Shipper.xls
0 Help -o/otect me from unknown content [recommended)
G inable ths co'-te^ti
Open tine Trust Center
OK Cancel
Figure 5: Security Options Dialogue Box
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 11
-------
The Welcome Screen for the Truck Carrier Tool should then appear and you will be ready to begin
working on your Tool.
Troubleshooting the Security Settings in Microsoft Excel 2007
If you reach this point and the Tool does NOT open, you may have your security set too high.
To adjust your security settings, select the
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 6A).
Select the "Enter
Options" Button
Figure 6A: Excel Options Drop-Down Menu
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 12
-------
On the Excel Options screen, select Trust Center in the left navigation bar (Figure 6B):
Excel Options
Popular
Formulas
Proofing
Save
Advanced
Customize
Add-Ins ^[
Trust Center
Resources
a^^^HH^^^B^I
Change the most popular options in Excel.
Top options for working wfth Excel
N
election ;>
Select the
"Trust Center" the Ribbon
J
Color scheme: Blue v
ScreenTip style: Show feature descriptions in ScreenTips
Create lists for use in sorts and fill sequences; Edit Custp_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 iheets; 3 ^ |
Personalize your copy of Microsoft Office
LJser name: MHeyward
Choose the languages you want to use with Microsoft Office: Language Settings... |
| OK Cancel
Figure 6B: Excel Options Drop-Down Menu
Truck Carrier 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 7):
Excel Options SS
Popular
Formulas
Proofing
Save
Advanced
Customize
Add -Ins
Trust Center
Resources
\^f 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 ^ , ^
/^ A
Security & more Select the "TrUSt
Learn more about protecting your privacy and securityfrom Micro Center Settings
Microsoft Windows Security Center button
Microsoft Trustworthy Computing lL
v ^V
Microsoft Office Excel Trust Center ••
secure. We recommend that you do not change these settings. Iru!t Center Settings...
OK Cancel
Figure 7: Trust Center Settings Screen
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 14
-------
Choose the setting "Disable all macros with notification" (Figure 8) and select OK.
Trusted Publishers
Trusted Locations
Add-ins
ActiveX Settings
Macro Settings
Message Bar
External Content
Privacy Options
Macro Settings
For macros in t
O Disable
0 Disable
O Disable
O Enable
cuments not in a trusted location:
I macros without notification
macros with notification
macros except digitally signed macros
Select "Disable
all macros with
notification"
macros (not recommended; potentially dangeroOb LUUK Ldii lu
Developer Macro Settings
O Trust access to the VESA project object model
Figure 8: Macro Settings Screen
Then run the Tool.
If, at this point, the Tool does not open, review the "Software and Hardware Requirements" on page 7.
If you after reviewing this section, you cannot determine how to correct the problem, contact your
SmartWay Partner Account Manager.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 15
-------
SECURITY SETTINGS FOR EXCEL 2010 AND 2013 USERS
The default settings for Excel 2010 and 2013 should enable you to run the tool without any changes. To
run the tool:
1) Save the Tool to your computer.
2) Open the file. Depending on your Office settings, you may receive an "Enable Editing"
popup. If you do, simply select the button. This will allow you to enter
data into the Tool. You may only receive this popup the very first time you open the
Tool.
iSlfl -•? • .> I-
Home Insert Page Layout References Mailings Review View Developer Add-Ins
Protected View This file originated as an e-mail attachment and might be unsafe. Click for more details, Enable Editing
Figure 9: The Enable Editing Button
3) Depending on your Excel macro security settings, you may receive a
popup. If you do, simply select the J button. This will enable macros in
the tool you just opened.
Security Warning Some active content has been disabled. Click for more details. Enable Content
f* Security Settings forthe Tool
1 Security Settings for the Tool
2 (Pour des Instructions en francais, faites defiler vers la droite.->)
In rtrHar tf\ ri in f hie annli^atirtn \ir\t i mi let hawa mas* me anahlaH
Figure 10: Security Warning Popup
If, at this point, the Tool does not open, review the "Software and Hardware Requirements" on page 7.
Otherwise, you may have your security set too high. To adjust your security settings, select the M^B
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 11):
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 16
-------
Microsoft Excel
Add-Ins Nuance PI
Recent Documents
Open
iGmjrai
s % .
Number
Ji
•. i-^ti Forma!
Fcmistttng- o;T-3tiit • -
Styles Cslls
_
Editing
»
Select the "Enter
Options" Button
Figure 11: Excel 2010/2013 Options Drop-Down Menu
On the Excel Options screen, select Trust Center in the left navigation bar (Figure 12):
Select "Trust
Center"
!>»»»,
Proofing
Advanced
Customize
Add-Ins
Trust Center
Resources
^^^^^^^^^^^^^^^^^^^^^^^^^^^^•ou
HV
'_^ Change the most popular options in Excel.
Top options for working with Excel
0 Show Mini Toolbar on selection ;
0 Enable Live Preview •
D Show Developertabinthe Ribbon •
0 Always use ClearType
Color scheme; 1 Blue wl
ScreenTip style: Showteature descriptions in ScreenTips v
When creating new workbooks
Use this font: Body Font v
Font size; 11 v?;|
Default wiewfor new sheets: Normal View v |
Includethis many sheets: 3 fl
Personalize your copy of Microsoft Office
User name; 'MHeyward
1 OK ) i c""" 1
Figure 12: Excel 2010/2013 Options Drop-Down Menu
When the Trust Center options display opens, select Trust Center Settings in the bottom right portion of
the screen (FigurelS):
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 17
-------
Excel Options f?lfxl
Popular
Formulas
Proofing
Save
Advanced
Customize
Add -Ins
Trust Center
Resources
\jg} 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 a
Microsoft Windows Security Center
Microsoft Trustworthy Computing
Microsoft Office Excel Trust Center
The Trust Center contains security and privc
secure, We recommend that you do not ch
nd securityfrom Microsoft Office Online,
cy settings. These settings help keep your computt
nge these settings.
/
Select the "Trust /
Center" Settings *
button
v J
1 Trust Center Settings...
/
OK Cancel
Figure 13: Trust Center Settings Screen
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 18
-------
Choose the setting "Disable all macros with notification" (Figure 14) and select OK.
Trust Center
Trusted Publishers
Trusted Locations
Add-ins
ActiveX Settings
Macro Settings
Message Bar
External Content
Privacy Options
f?lf*l
Macro Settings
For macros in documents not in a trusted location: Select "Disable
O Disable all macros without notification „ . .
O Disable all macros except digitally signed macros ^ notification" ^
O .Enable all macros [not recommended; potentially dangerous code can run)
Developer Macro Settings
n Trust access to the V6A project object model
| OK 3 Cancel
Figure 14. Macro Settings Screen
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 19
-------
PART 2:
TOOL ORGANIZATION
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 20
-------
Basic Organization of the SmartWay Truck Carrier Tool
The Truck Carrier Tool is the basis of the SmartWay Partnership for Truck Carriers. Completion and
submission of a Truck Carrier Tool is the first step to becoming a SmartWay Truck Carrier Partner. Your
Tool submission must be approved by EPA before you are officially a Partner.
The Truck Carrier Tool is organized around
• information screens
• forms or worksheets
• reports and summaries
Each screen or form opens up within a Microsoft Excel spreadsheet. The screens generally look like the
one shown here.
1 HOME INSERT
JH, *Cut |A*T
-nfrf •
Blue = Data
Entry
ABC
Light Green =
Background
1
.
SmartWay Welcome
mReP20rtJear ~SSwW», u™™"^
Released on: 1/7/2016
Welcome to the 2015 SmartWay TRUCK Tool
Since 2004, companies have been participating in the SmartWay Program to
reduce their fuel usage, reduce emissions, and save money.
Developed in cooperation with the trucking industry, the SmartWay
Transport Partnership helps you to improve your efficiency by tracking and
benchmarking performance.
FILING FORMS WITH THE FEDERAL GOVERNMEKT AND ESTIMATED REPORTING BURDEN:
Respondents are not required to file or reply to any Federal collection of information unless it has a valid OM8 control number. Public reporting burden for this collection of information is
es&nated to average 5.32 hours per response for initial registration, 2.56 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 sLjgc.e5;.c' = HI >e:::. c:n.j this burden to: SrrartVVa/ Transport Partnership iC-'jijT'a.'er1 ood, Ann Arbor, Ml -13105, or the Office of Information and Regulatory
Affairs, Office of Management and Budget, Washington D.C.
ipjiajflj^
1 Christine Baker - IT^
diting A
V
s T u m
j^^^^E^^^^^^Q
Figure 15: Welcome Screen for the Truck Carrier Tool in Microsoft Excel
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 21
-------
The blue screen is where you enter data. The light green background is the Excel workbook; this area
remains in the background is NOT used for data entry. For the purposes of your Tool submission,
disregard the background workbook.
The name of each form appears at the top left-hand corner of the screen, in black text on the blue
window bar, and the reporting year for the Tool is prominently displayed at the top of the screen.
SmartWay Welcome
Title of Screen/Form
I
-SmartWay9
Report Year
2015
Truck
ng Year
United States Version: 2.0.15
Released on: 1/7/2016
Figure 16: Screenshot of Title of Screen/Form
Each screen contains text instructions or information about the program. Where applicable, the screen
will also include buttons linking to the SmartWay website or other sections of the Tool (e.g., the various
data entry screens or other information screens); these buttons will be shown in green and clearly
labeled, as seen in Figure 17.
Link to the SmartWay website
Figure 17: Screenshot of Button Link in the Tool
The screens also contain navigation buttons to direct you through the Tool.
Figure 18: Screenshot of Selected Navigation Buttons in the Tool
When a new concept/topic is introduced on a screen, a small question mark ([?]) appears next to it.
When you select the question mark, you will find additional definitions of terms or instructions to help
you complete the screen properly. You may also find additional, detailed instructional material on how
to successfully navigate and complete the different data entry screens within the Tool by selecting the
Screen
Demo
buttons at the bottom of selected screens.
Page numbers are found at the bottom right of all screens to facilitate navigation through the Tool and
communication with your Partner Account Manager regarding any questions.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 22
-------
Reviewing the Introductory Screens
Upon opening the 2015 Truck Tool you will see a Welcome screen. Next you will find five Introduction
screens. If you are not familiar with the Truck Tool, or if you wish to review the basic organization and
functions of the Tool, these five screens can help you get oriented.
The features of these screens are described below.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 23
-------
SMARTWAY WELCOME SCREEN
The SmartWay Welcome screen is the first window that appears when the Tool is opened (Figure 19).
This screen provides basic information about the SmartWay Partnership.
« SmartWay Welcome (Not Responding)
SmartWay
Report Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014)
Truck
United States Version: 2.0.15
Released on: 1/7/2016
Welcome to the 2015 SmartWay TRUCK Tool
Since 2004, companies have been participating in the SmartWay Program to
reduce their fuel usage, reduce emissions, and save money.
Developed in cooperation with the trucking industry, the SmartWay
Transport Partnership helps you to improve your efficiency by tracking and
benchmarking performance.
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 include 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 -13105, or the Office of Information and Regulatory
Affairs, Office of Management and Budget, Washington D.C,
QUIT
PageT-l
Figure 19: SmartWay Truck Tool Welcome Screen
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 24
-------
ASSISTANCE FOR NEW USERS SCREEN
The Assistance for New Users screen appears first after the Welcome screen, and allows users to view a
video presenting an overview of the Tool (see Figure 20).
SmartWay Assistance for New Users
•SmartWay
Report Year
2015
OMB 2060-0663
Expiration Date 07/3I/2O17
(Revised 2014}
Truck
United States Version: 2.0.15
Released on: 1/7/2016
Assistance for New Users
New User Video Overview (3 minutes)
SmartWay
Carrier Tools:
Resources
Assistance for New
Users
Making sure you have the right Tool
Gathering your data
Tool help and navigation
Schedule of Tool due dates
Link to the SmartWay website
Need more help?
Contact your Partner Account Manager,
call the SmartWay helpline at (734) 214-4767,
or email us at smartway transport@epa.gov.
QUIT
PageT-2
Figure 20: Assistance for New Users Screen
Additional screens may also be accessed from this screen, including:
• Making sure you have the right tool
• Gathering your data
• Tool help and navigation
• Schedule of tool due dates
Selecting these buttons on the Assistance for New Users screen will take you to a new screen containing
the information of interest. These are general information screens and may be skipped if you are already
familiar with the Tool.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 25
-------
MAKING SURE You HAVE THE RIGHT TOOL SCREEN
SmartWay offers several tools tailored for different business models and fleets. Most truck carriers will
use the Truck Carrier Tool; however, it is advisable to review this screen in the Truck Carrier Tool to make
sure it is the best option for your operations.
This screen provides basic information on three SmartWay tools (Truck, Logistics, and Multi-modal)
appropriate for different types of trucking operations. Your choice of tool will depend primarily on your
transport modes and the amount of business you contract to other companies.
Follow the flow chart in Figure 21 to determine which tool is most appropriate for your fleet(s).
Select the
Select this Button for
More Information
button for further details.
SmartWay: Making Sure You Have the Right Tool
SmartWay8
Report Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014}
Truck
United States Version: 2.0.15
Released on: 1/7/2016
Is this the right SmartWay tool for me?
You operate your own managed fleet
(owned or leased) with less than 5% of
your freight contracted with outside
companies.
NO
You contract out more than 5% of your
freight (i.e., you are a 3PL, broker, freight
forwarder or non-asset based carrier.
NO
You operate your own managed fleet and:
Move 5% or more of yourfreight with a
third-party provider, or move more than
10% of your freight via rail, barge, and/or
air.
NO
Select this Button for
More Information
Page T-3
Figure 21: Determining Which Tool is Appropriate for Your Fleets
Select the
1 button to return to the Assistance for New Users screen.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 26
-------
GATHERING YOUR DATA SCREEN
This next screen summarizes the information needed to complete the Truck Carrier Tool.
You may select
SmartWay: Gathering Your Data
PRINT
SCREEN
Ito create a hard copy to reference as you complete the rest of the Tool.
-SmartWay*
Report Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2O14)
Truck
United States Version: 2.0.15
Released on: 1/7/2016
Here is a brief description of the information you will need to complete the SniartWay Truck Tool. For further details, please consult
the SmartWay Truck Tool User Guide.
Partner Information
Company Information:
• Company Name, Address, City, State, ZIP, Country, Main Phone, Webste
Working, Executive, and Other Contact Information:
Name, Title
Address, City, State, ZIP, Country
Phone, E-mail
SmartWay ID Number (for returning partners)
Operator and Fleet Description Information (Fleet-Level Inputs)
Partner and Fleet Names, Contacts
Standard Carrier Alpha Codes (SCACs), Motor Carrier numbers, DOT Numbers, and/or National Safety Code (NSC) numbers
Fleet Type (private, dedicated, and for-hire)
Percent Operational Control (greater than or less than 95%)
Fleet-Level Operational Category (by percent of operation): Truckload, Less-than-Truckload, Dray, Package Delivery, Expedited
Body Type [by percent of equipment) - Dry Van, Reefer, Flatbed, Tanker, Intermodal Chassis, Heavy/Bulk, Auto Carrier, Moving,
Utility, Specialized Hauler
Fleet-Level Operations Profile
• US / Canada operations information
• Percent long-haul and percent short-haul
• Fuel usage by truck class for each fuel type used (diesel/biodiesel, gasoline/ethanol, LPG, LNG, CNG, hybrid and battery electric)
• Fuel usage by reefer units (diesel, gasoline, CNG)
• Number of trucks by engine model year and truck class (2b - 8b)
• Total, Revenue, and Empty miles driven (by class)
* Total conventional and biofuel use (by class)
• Average payload, truck cargo volume, and average used cargo volume percent (by class)
• Percent highway/rural operation, urban speed distributions (by class)
• Average idle hours per truck (by class)
• Use of particubte matter control equipment by truck class and engine model year
• Details regarding sources of data
PageT-5
Figure 22: Summary of Required Information - Gathering Your Data Screen
While this screen serves as a reminder of your data input needs, refer to the Truck Carrier Tool Quick
Start Guide for more tips and worksheets to help you gather your data for efficient and accurate Tool
completion.
TOOL HELP AND NAVIGATION SCREEN
This screen presents the complete list of buttons available throughout the Tool (Figure 23). Becoming
HELP
familiar with these buttons will make completing the Tool easier and faster. Select the B±1H^H button
for additional information regarding the data entry requirements for a given screen. Of special note is
the small question mark ([?]), which appears next to new concepts when they are introduced throughout
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 27
-------
the Tool. Selecting the question mark will reveal additional definitions of terms or instructions to help
you complete the data fields properly.
SnnartWay: Tool Help and Navigation
^SmartWay*
Report Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014)
Truck
United States Version: 2.0.15
Released on: 1/7/2016
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
^^1 HHHI the {Alt} key along with the underlined character.
ADD
COHMEffTS
EDIT/VIEW
COMMEffTS
VALIDATE
SCREEN
QUIT
Provides instructions for completing each screen.
Allows you to add notes or clarifications. The
button text changes if a comment has been
entered.
Checks your data input for missing or invalid
information.
Enbrgesthe text on the screen.
Sends an image of the screen to your default
printer.
Closes the tool.
Brings you back to the Home screen.
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.
PageT-S
Figure 23: Tool Help and Navigation Screen
SCHEDULE OF TOOL DUE DATES SCREEN
The Schedule of Tool Due Dates screen shows the release dates and due dates for the various Partner
tools for the 2016 calendar year (Figure 24). The screen also shows how the outputs from the various
carrier tools serve as inputs to other "downstream" tools such as Multi-modal, Logistics, and Shipper.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 28
-------
SmartWay: Schedule of Tool Due Dates
•SmartWay
Report Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014)
Truck
United States Version: 2.0.15
Released on: 1/7/2016
SmartWay Partner Schedule and Data Flow Diagram
Tool release and due dates for 2016 calendar year using 2015 data
Apr
Aug
Oct
Dec
Truck Tool
Available January 7
Group 1
Due March 4
Group 2
Due April 8
Group 3
Due May 6
Rail Tool
Available February 3
Due May 6
Barge Tool
Available February 3
Due May 6
Air Tool
Available April 2
Due May 6
Logistics Tool
Available Jury 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 2
PageT-7
Figure 24: Schedule of Tool Due Dates Screen
After returning to the Assistance for New Users screen, you may select the
Link to the SmartWay website
jutton to proceed 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.
After selecting the ™ ^^ button on the SmartWay Assistance for New Users screen, the SmartWay
Partnership Annual Agreement will appear.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 29
-------
SMARTWAY PARTNERSHIP ANNUAL AGREEMENT SCREEN
SmartWay Partnership Annual Agreement
-SmartWay9
Report Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014)
Truck
United States Version: 2.0.15
Released on: 1/7/2016
Partnership Annual Agreement for Carriers
With this annual agreement, your company joins EPA's SmartWay Transport Partnership and commits to:
1. Measure and report to EPA on an annual basis the environmental performance of your fleet(s) using EPA's SmartWay Tool. (Existing fleets must report the 12
months of data for the prior year ending December 31. Newly formed companies require a minimum of 3 months of operational data.)
2. Have performance results and Tool submittal status posted on the EPA SmartWay website/database.
3. Agree to submit supporting documentation to EPA for any data used to complete this Tool and agree to EPA audit of this data upon request by EPA.
In return, EPA commits to:
1. Promote company participation in the Partnership by posting Partner names on the EPA SmartWay Website and in related educational,
promotional, and medra 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 part/ 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 specflc Partners.
4. EPA reserves the right to suspend or revoke Partner status for any Partner that fails to accomplish the specific actions to which it
committed in the SmartWay Transport Partnership Agreement and subsequent annual agreements.
5. The Partner agrees that it will not claim or impV that its participation in the SmartWay Transport Partnership constitutes EPA approval
or endorsement of anything other than the Partner's commitment to the program. The Partner will not make statements or imply
that EPA endorses the purchase or sale of the Partner's products and services or the views of the Partner.
6. Submittal of this SmartWay Tool annually constitutes agreement to all terms in this Partnership Agreement.
No separate agreement need be submitted.
By checking the box below, I declare that the information submitted via this Tool is, to the best of my knowledge, accurate. I understand that any
person who, in the course of negotiating or performing under this Agreement, makes, presents or submits a false or misleading statement to the
government, or any person who makes a material omission in the course of negotiating or performing under this Agreement, may be subject to
liability under all applicable civil and criminal statutes including 18 O.S.C. 1001 (criminal liability for false statements), 31 O.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.!"
QUIT
Click to accept
Agreement
PaseT-8
Figure 25: SmartWay Partnership Annual Agreement
Submitting a Truck Carrier Tool to EPA constitutes agreement to all terms of the Partnership Agreement,
which is required for joining SmartWay and remaining a partner in good standing.
All participants in SmartWay are strongly advised to read the agreement thoroughly.
This screen presents the agreement details; in addition, a text version of the agreement is included in the
Appendix of this guide and in the Quick Start Guide for your convenience.
If you have been assigned the responsibility for completing your Tool submission but are not in the
position to approve the agreement, acquire any necessary approvals before trying to input data into the
Tool.
To move to next screen, you must check the box indicating that your company accepts the terms of the
Agreement.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 30
-------
AUTO-POPULATE SCREEN
Before proceeding to the Home screen you will see the Auto-populate Steps 1 through 3 screen (Figure
26).
SmartWay Auto-populate Steps 1 through 3
•SmartWay
Report Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014)
Truck
United States Version: 2.0.15
Released on: 1/7/2016
If you are an existing partner, or if you used the new "On- ramp" in the Partner Portal you can now auto-populate some of the data fields
in the tool (Partner Name, Contact Information, and Fleet Oescription(s)) by providing your SmartWay ID. If you choose to auto-populate,
the tool will automatically import these data and will display it for your review. You can then make changes or edit the data in the Tool as
needed.
Email me my SmartWay ID
Auto-populate steps 1 through 3
If you already have a SmartWay ID, enter it here:
If you do not have your SmartWay ID, but were designated as the Working Contact or the
Executive Contact in last year's tool submission or in your online application, you can use
this link to have your SmartWay ID emailed to you.
If you wish to auto-populate the Partner Name, Contact Information and Fleet Description
data fields, select this button.
If you don't have a SmartWay ID, or would prefer to enter all your information manually, select "Next" to continue.
Need more help?
Contact your Partner Account Manager,
call the SmartWay helpline at (734) 214-4767,
or email us at smartway_transport@epa.gov.
QUIT
PageT-9
Figure 26: Auto-populate Screen
This screen allows you to input your SmartWay ID and automatically upload the information for the first
three steps of the Tool (Partner Name, Contact Information, and Fleet Information), based on your prior
year's submittal or, if you are a new partner, information submitted through the Partner Portal "On-
ramp". This option can save time and ensure naming consistency for your contacts and fleet(s) from year
to year.
If you prefer to enter this data manually, you may select m ""^ to skip this screen.
If you are the designated Working or Executive Contact for your company, but do not have your
SmartWay ID, you may have it emailed to you it by selecting •IliiliH IttililMltfyLliifl. After entering
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 31
-------
your SmartWay ID select
Auto-populate steps 1 through 3
and a summary of the data to be imported into
the Tool will appear for your review. At this point you may reject the data import by selecting I
Undo
When ready select
to be taken to the SmartWay Truck Carrier Tool Home screen.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 32
-------
Basic Overview of How to Complete the Tool
All data entry screens are reached by starting with the Home screen.
Figure 27 displays the Home screen for users that have not selected the auto-populate option on the
previous screen. (See page 57 to view an example Home screen after auto-population.)
SmartWay Truck: Home l^"
Report Year OMB 2oeo 0663
">n 1 C Expiration Date 07/31/2017
iUJ.3 (Revised 2014)
Truck
United States Version: 2.0.15
Released on: 1/7/2016
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):
Contact Information
Fleet Description(s)
4. Data Entry (Double-dick the fleet name or select and ht Enter):
Give us Feedback
Generate a (.xml) data file
J Optional survey to help us improve your SmartWay experience.
|| I To complete your submission, email the small (.xml) data file and your large (.xls) tool file
I • I to EPA. If your email size limit cannot handle the tool file, send only the smaller data file.
YOUR RESULTS:
View Your Data Reports
Review your Vear-to-Year Performance
QUIT
Screen
Demo
Page T-10
Figure 27: Main Tool Navigation or "Home" Screen
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 33
-------
SECTIONS OF THE TOOL
The Truck Carrier Tool Home screen contains six primary sections. Each section links to additional
screens or worksheets within the Tool which are described below:
Section 1: Enter Partner Name (data field): Specify your company's Partner Name, exactly as you
want it to appear on the SmartWay website.
Section 2: Contact Information (button): This button takes you to a screen that asks for general
company contact information, a working SmartWay contact, and an executive-level
contact. Additional contacts may also be included.
Section 3: Fleet Description(s) (button): This button takes you to a screen that asks you to define all
the fleets your company operates and provide information describing their operation.
Once these parameters are defined, the software will enable you to generate blank data
entry forms for each fleet.
Section 4: Data Entry (list): This section allows you to select the fleet for which you will be entering
performance and fleet composition information necessary to calculate fleet efficiency
metrics for your fleet; a list will indicate the fleet(s) defined and characterized in Section
3.
Section 5: (Optional) Give Us Feedback (button): Here you can give EPA feedback about the
SmartWay program.
Section 6: Generate a (.xml) Data File (button): This button creates a version of the Tool (in XML
format) for you to send as an attachment in an e-mail to your Partner Account Manager
(PAM), along with the Tool itself. Selecting the OK button on this screen does not
automatically submit the file to EPA; you still need to submit it to EPA by attaching it in
an e-mail.
The Home screen also contains two additional buttons that may be selected to review your data.
EPA strongly encourages you to review these options closely before submitting your files.
• View Your Data Reports (button): Here you can view final summaries of your data
including all data inputs, fleet performance summaries, an "out of range" report
(summarizing inputs that are higher or lower than expected values) and a summary
of comments you have entered.
• Review Year-to-Year Comparison of Fleets (button): This option allows you to
compare previous year data entries to one another or to the data entered for the
current year. The comparison reports provide a useful tool for performing quality
control of current data, as well as a method for evaluating trends in operation
changes, activity levels and fleet performance overtime.
ENTERING YOUR DATA
With the exception of Section 1, selecting the buttons or list items in Sections 2 through 5 will take you to
additional screens and worksheets that comprise the data entry segments of the Tool.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 34
-------
The first four 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 Truck Carrier Tool.
After they are completed, you can review your output and/or submit your Tool to EPA.
Once you complete each mandatory step, a
VALIDATING YOUR DATA
will appear on the left of the screen.
The Truck Carrier Tool includes range checks and other validation rules to help identify potential data
entry errors and/or unusual data values. To identify potential data problems and ensure a high quality
data submission, select the
VALIDATE
SCREEN
button before moving on to the next screen.
The Tool will identify any potential data problems on that screen and prompt you to modify the entry or
provide a text explanation for legitimate anomalies.
SAVING YOUR DATA
You can save the data you have entered at any time by selecting the EdlMfl button that appears at the
bottom of all screens (including the Home screen). EPA recommends saving your data frequently if you
are entering information for large numbers of fleets and/or vehicle classes.
REVIEWING YOUR DATA
Each screen within the Tool has a
PRINT
SCREEN
button. To generate a hard copy of screen text or your
data inputs, select this button. The screen will be printed on your default printer. Alternately, you can
the report of interest using the Reports Menu, and print them out for review. The data reports provided
by the Truck Carrier Tool are discussed further in the View Your Data Reports section of this guide.
SUBMITTING DATA TO SMARTWAY
Detailed instructions on properly submitting your data to EPA is included in this guide on page 108.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 35
-------
PART 3:
SECTION-BY-SECTION
DATA ENTRY GUIDANCE
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 36
-------
Preparing for Data Entry
To participate in SmartWay, truck carriers need to gather the following essential information to complete
the Truck Carrier Tool:
• The official company name EXACTLY as you would like it presented on the EPA website
• Company contact information
• Contact details for your Working Contact
• Contact details for an Executive Contact (cannot be the same as the Working Contact)
• Split between US/Canada operations
• Quarterly IFTA statements1 (for activity data) for the reporting calendar year
• Fleet details for all fleets you control:
o SCACs, MCNs, DOT and/or NSC2 number information
o Total inventory of vehicles in your fleet(s), sorted by vehicle class and engine model year,
body type, and operational category for the reporting calendar year
o Total miles, revenue miles and empty miles
o Total diesel, biodiesel and other fuel type use by class
o Reefer fuel use by class (if applicable)
o Average payload, average cargo volume, and average used cargo volume percent
o For less-than-truckload carriers, average load weight and average number of loads per
truck
o Average idle hours per truck
o Use of particulate matter control equipment by truck class and engine model year (if
applicable)
• Data sources for all data to be entered
• SmartWay ID number (if this is not your first Tool submission)
This data must be provided for all of your company's fleets. This data reflects the amount of freight
carried by each carrier, the distance that freight is carried, and the fuel consumed to carry the freight.
The next four sections of this guide explain how to enter your data on each of the required and optional
screens. You must complete these first four sections of the Home screen in order.
1 If applicable - for Class 7, 8a and 8b trucks only.
2 NSC - National Safety Code, assigned to fleets with Canadian operations.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 37
-------
Section 1 Data Entry: Enter Partner Name
Section 1 of the Truck Carrier Tool asks you to "Enter Partner Name."
SmartWay Truck: Home
SmartWay8
Report Year
2015
OMB 2D60-0663
Expiration Date 07/31/2017
[Revised 2014)
Truck
United States Version: 2.0.15
Released on: 1/7/2016
Please complete the following steps. Check boxes on the left indicate successful completion of ea^*
button.
1. Enter Partner Name (Exacty as It shouk
|ABC Trucking, Inc.
•Help'
Enter your Partner Name
precisely as you want it
on the EPA website
Figure 28: Field for Entry of Partner Name on Truck Carrier Tool Home Screen
EPA publishes your company's official name on the EPA SmartWay website and in the SmartWay Carrier
Data File. This is how your customers will know that you are a SmartWay Partner, and how SmartWay
Shippers and Logistics companies will be able to identify your fleets for their reporting purposes. The
name that EPA lists is known as your "Partner Name" and is defined within Section 1 of the Truck Carrier
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.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 38
-------
Section 2 Data Entry: Enter Contact Information
The Contact Information section is where you identify all points of contact between EPA and your
company that are related to your participation in SmartWay.
Section 2 asks you to select the green button labeled "Contact Information."
1. Enter Partner Name (Exactly as it should appear on the SmartWay website):
ABC Trucking, Inc.
Contact Information
Select "Contact
Information"
Button
Figure 29: Select Contact Information Button on "Home" Screen
You will then be taken to the Contact Information screens. These screens will ask you to, provide the
following information:
1. Company Information
2. Working Contact information
3. Executive Contact (Vice President or higher)
4. Other Contacts
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 39
-------
Smart Way: Contact Information
Working Contact
Executive Contact
Other Con tacts
Addressl*
Address2
City*
Main Phone*
Web Site
545 Ocean Way
Suite 203
San Deigo
619-555-9874
State* p
Toll Free f
ZIP* 192093
Country* |USA
www.MMl.com
There must be at least two different people that SmartWay can contact. The Working Contact is the person assigned
to work directly with EPA regarding timely and accurate Tool submission, and maintaining direct communication with
SmartWay.
The Executive Contact is the company executive who is responsible for agreeing to the requirements in the SmartWay
Partnership Annual Agreement and ensuring timely submission of the Tool to SmartWay. The Executive Contact
should be a Vice President or higher-level representative for the company.
_?J Working Contact:
Name F3 First* |Glen
Title*
MI
Last*f
Johnson
|VP Operations
?| Executive Contact:
Name [MS! T]
Title* | CEO
* - Required
jjacqueline
Ml|~ Last* |shephard
VALIDATE
SCREEN
ADD
COMMENTS
Page T-11
Figure 30: 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.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 40
-------
The Working Contact is the individual designated by the Executive Contact to directly interface
with SmartWay regarding specific tasks involved in the timely submission of the Tool. The
Working Contact is responsible for coordinating the assembly of information to complete/update
fleet data; completing and updating the Tool itself; maintaining direct communication with
SmartWay; and keeping interested parties within the company apprised of relevant
developments with SmartWay. (NOTE: To ensure that e-mails from SmartWay/EPA are not
blocked, new contacts may need to add SmartWay/EPAto their preferred list of trusted sources.)
3. Enter the Executive Contact name and title
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 1™^*-
Partner Information
Executive Contact
Other Con tacts
Please enter information about your Working Contact here.
Name
Addressl*
Address2
City*
Phone*
Email*
JGIen Johnson
Use Partner Address
545 Ocean Way
Suite 203
San Deigo
ZIP* 92093
619-555-9874
State* |CA _J
Ext[l2 Cell |619-&88-9999
Country* USA
Fax
GJ@ABCT.com
Confirm Email* GJ@ABCT.com
* - Required
VALIDATE
SCREEN
ADD
COMMENTS
Page T-12
Figure 31. Working Contact Information Screen
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 41
-------
1. Enter the Working Contact information. If the Working Contact shares the same address as
the company, you may select the!
Use Partner Address
button to auto-populate the
address section of this record. Enter the email address twice to confirm its accuracy. When
confirmed a will appear to the right.
Under the Executive Contact tab:
SmartWay: Contact Information
Partner Information
Working Contact
Other Con tacts
Please enter information about your Executive Contact here.
Name
Addressl*
Address2
City*
Phone"
Email*
Jacqueline Shephard
Use Partner Address
645 Ocean Way
Suite 203
San Deigo
619-555-2222
State* |CA jj ZIP* 192093
ExtflO
Country* JUSA
Cell
Fax
JS@ABCT.com
Confirm Email* JS@ABCT.com
- Required
VALIDATE
SCREEH
ADD
COMMENTS
Page T-13
Figure 32. Executive Contact Information Screen
1. Enter the Executive Contact information. If the Working Contact shares the same address as
button to auto-populate
the company, you may select the I
the address section of this record.
Use Partner Address
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 42
-------
Under the Other Contacts tab:
Smart Way: Contact Information
Partner Information
Working Contact
Executive Contact
Please enter Information about your additional contacts here.
Other Contacts:
Add Hew Contact
Edit Selected Contact
Delete Selected Contact
HOME
ADD
COMMENTS
Page T-14
Figure 33. Other Contact Information Screen
1. Enter Other Contacts (if applicable) by selecting the
Add New Contact
I button.
2. Enter the first Other Contact then select I
/hen done.
Note: You must supply at least two unique contacts on the contact screen to ensure
EPA has access to at least two people for Tool submission follow-up.
NOTE: In some cases, companies with multiple fleets will gather information from
different sources within the company. You may find it useful to have this additional
contact information stored within the Tool.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 43
-------
You can add more contacts to the Other Contacts box by repeating this process. If you wish to
edit an existing contact's information, highlight the name you wish to edit and then select the
Edit Selected Contact
button. You can remove an existing contact by highlighting the
contact and then selecting
Delete Selected Contact
To make sure you have filled out all required contact information, select
VALIDATE
SCREEN
. at the
bottom of the screen on the Partner Information tab. If any information is missing or invalid, a
dialogue box will appear informing you what additional information is required.
4. Next select the
HOME
button to return to the Home screen and go to Step 3.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 44
-------
Section 3 Data Entry: Fleet Description
The third section of the Tool is the "Fleet Description" section. This is the section where you will define
the various components of your fleet(s).
The Truck Carrier Tool allows you to assess your operations by defining multiple fleets. If a customer has
the ability to hire a specific fleet by name or type, you should add that fleet to the list of fleets that you
will characterize in the Truck Carrier Tool. Do not include internal company fleet definitions or
designations—only include separate fleets as they would be identified and hired by your customers.
There are five screens in the Fleet Description section of the Tool:
• Identify Fleets
• Fleet Details
• Operation Categories
• Body Types
• SmartWay Category
Each screen, and the steps required to complete it, is described below.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 45
-------
"IDENTIFY FLEETS" SCREEN OVERVIEW
The Identify Fleets screen is shown below:
SmartWay Trnck: Fleet Description^)
Fleet Details
Operation
Body lypes
SmartWav Category
On this screen you will create a Fleet Name for each of your fleets EXACTLY as you want them to appear on the SmartWay carrier list. If you have not done
this previously, select the Screen Demo button in the lower right corner and watch the explanatory video first.
• Partner Name: This is the Partner Name you entered on the HOME page.
• Fleet Identifier: Name each of your fleets according to the way your customers would hire you.
• Fleet Name: This window shows each Fleet Name as it will be displayed on the SmartWay website and carrier data file, using the Partner Name and
Fleet Name you entered in the two preceding windows.
Adding and Deleting Fleets:
• To add a fleet, select the "Add Another Fleet" button at the bottom of the screen.
• To delete a fleet, select the box to the left of the Fleet Name. When you have checked all boxes for fleets you want to delete, select the "Delete
Checked Rows" button at the bottom of the screen.
Partner Name L
Fleet Identifier
Fleet Kame
(exactly as it will appear on the SmartWay Website)
] ABC Trucking, Inc.
|ABC Trucking, Inc.
Dejete Checked R_
Figure 34: Identify Fleets Screen
You will be asked to establish a name for each fleet that a customer can hire. The Truck Carrier Tool
combines your Partner Name (as defined on the Home screen in Section 1) with a Fleet Identifier that
you provide on the Identify Fleets screen to establish your final Fleet Name.
Each of your Fleet Names will begin with the name of your company. This fleet "prefix" will be
whatever you enter in the Fleet (Partner Name) field on the Identify Fleets screen. By default, this field is
automatically populated with the first 50 characters of the Partner Name that was entered on the Home
screen; however, you may change the prefix here by simply typing your desired prefix into the field below
the heading Fleet (Partner Name). You should specify the text so that it appears EXACTLY as it you want
it to show within each fleet name. Pay special attention to proper capitalization, abbreviations,
punctuation, and other terms (such as Inc. or Ltd.) and adjust as necessary.
Remember that this prefix will be automatically inserted at the start of each of your Fleet Names in the
SmartWay Carrier Data File. Whatever you enter for Fleet prefix for the first fleet will automatically be
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 46
-------
used for any additional fleets you add. Similarly, any edits you make to the Fleet prefix for the first fleet
will automatically be reflected on each subsequent fleet.
To define each fleet name, you will be required to enter the Fleet Identifier. This should be an
identifier recognizable to your customers. Again, make sure to specify each Fleet Identifier name
exactly as you want it displayed in the SmartWay Carrier Data File, including proper capitalization, any
abbreviations, and punctuation. Remember that it will automatically be combined with the Fleet prefix
(Partner Name) field.
Once you have added your Fleet Identifiers, the complete fleet name (with Partner Name and Fleet
Identifier combined) will appear in the grayed-out box on the far right of the Identify Fleets screen.
Delete
r
r
Partner Ha me _ZJ Fleet Identrfii
Final Fleet
Names
Fleet Name
(exactly as it will appear on the SmartWay Website)
1 |ABC Trucking, Inc. Dry Van Fleet ^^^^^1 |ABC Trucking, Inc.: Dry Van Fleet
2 | ABC Trucking, Inc. | Dray Fleet
ABC Trucking, Inc. : Dray Fleet
Figure 35: Example of final Fleet Name formatting
NOTE: If you have only one fleet, you may leave the Fleet Identifier field blank, in which case your fleet
name will simply be presented as the "Partner Name" you entered.
If you have more than one fleet, you will need to add the fleets separately. To enter another fleet, select
Adding Comments assists SmartWay Tool reviewers in approving your Tool as quickly as possible. Your
comments help reviewers understand your business operations. Any details that you can provide related
to your operations will speed up approval time.
The
ADD
COMMENTS
I button located at the bottom of the screen allows you to enter notes about the data
collection process, your assumptions and methods, or other information. These details could prove useful
for your reviewer when you or someone else completes the Tool next year.
ADD
COMMENTS
The
particular screen.
I button will be highlighted in yellow on your screen if comments have been added for a
The button will then read
VIEW/EDIT
COMMENTS
to indicate to your reviewer that there are comments to be read.
If, at a point later in the data entry process, you realize that you need to add a new fleet or delete an
existing fleet, you can return to the Identify Fleets screen.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 47
-------
To add a new fleet, follow all of the instructions on the screen regarding defining your fleets, including
Category screen). When you select this button, the system will create blank data entry forms only for the
new fleet(s) you have added; the existing fleets will not be affected.
If you need to delete an existing fleet, simply check the box next to the fleet and then select the
Delete Checked Rows
I button. And, as on the other tabs, there is a I
HELP
I button as
well as an
ADD
COMMENTS
button. Selecting
HOME
will take you back to the Home screen
STEPS FOR COMPLETING "IDENTIFY FLEETS" SCREEN:
i.
2.
3.
4.
On the Home screen, select the
Fleet Description(s) screens.
Fleet Description (s)
I button to display the
Confirm that the Partner Name that appears automatically is correct and appropriate for your
fleets. If not, make changes in the field under the heading "Partner Name."
Enter the "Fleet Identifier" for your first (or only) fleet.
Enter additional fleets as needed:
a.
b.
c.
Add Another Fleet
To enter another fleet, select the ^^ffnnnjiijfjijj^ button.
To delete a fleet, select the box next to the row you wish to delete, and then select the
button.
Delete Checked Rows
Once you have confirmed or modified the Partner Name and specified the Fleet
Identifiers, the full Fleet Names will be displayed on the screen to the right, exactly how
they will be displayed on the SmartWay website.
5.
6.
7.
To proceed, select the Fleet Details tab at the top, or simply select the
bottom of the screen.
button at the
Before moving on, a popup screen will appear asking you to verify that you are satisfied with your
Fleet Name(s).
Verify that the Fleet Name(s) show exactly what you want customers to find in the SmartWay
Carrier Data File.
8. Select ^E^A^H to proceed to the next screen. You may return to this screen later to revise your
Fleet Name(s) if necessary.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 48
-------
"FLEET DETAILS" SCREEN OVERVIEW
The Fleet Details Screen is shown below:
SmartWay Truck: Fleet Description(s)
Identify Fleets
Operation
Body Types
SmartWay Category
This screen asks you to provide information that your customers will use to search for your fleet in their own SmartWay tools.
• First, remember that you selected this tool because your company "controls" its own truck fleets. (If you move 10% or more of your freight by
rail, air, or barge, or have a logistics division, you should use the Multi-modal tool.)
• "Control" means that your company owns or leases, and routes and maintains, the trucks in its fleet for at least 95% of the miles traveled.
For each of these fleets, check the 95+% Control box to verify this status.
• Enter your SC AC, MCN, NSC, and DOT information if available. It is important to provide as much information as you can, because if your customers
can't find your fleets, they may assume you are NOT a SmartWay Partner and may contact you regarding your SmartWay status.
• Enter your Fleet Type.
Partner/Fleet Name Control 111 SCACfsl ?l MCN_lJ DOT^LJ HScJl] Fleet Type 2\
li SBC Trudong, Inc.: Dry Van Reet
2: SBC Truddng, Inc.: Dray fleet
r
r
III Id
r r r r -3
Figure 36: Fleet Details Screen
The Truck Carrier Tool is designed only for fleets over which you have total control. The Fleet Details
screen asks you to:
1) Verify and declare that you have control,
2) Add identifying information to help SmartWay Shippers and Logistics Company Partners find your
fleets, and
3) Identify the contacts for each of the fleets you defined in the previous screen.
"Control" means that you operate/route the vehicles, regardless of ownership status. Control includes
dedicated fleets that you operate for other parties. If you can actively affect the fuel efficiency of the
truck and collect the data necessary on that truck to include in this Tool, you have control.
SmartWay understands that there are many organizational/operational variations in the trucking
industry and there may be "gray" areas that need further clarification. If you still have questions, you
may contact your assigned SmartWay Partner Account Manager or the SmartWay Help Line at 734-214-
4767.
NOTE: If you contract out more than 5% of a fleet's operation, the SmartWay Logistics Tool should be
used for that fleet.
Once you have confirmed that you control the fleets you have identified, you will be asked to provide
further data that helps customers identify your fleets. The Truck Carrier Tool asks you to provide three
types of industry identifier codes for each your fleets.
• Standard Carrier Alpha Codes (SCACs) are unique 2-4 alphabetic character codes used by the
transportation industry to identify transportation companies. SCACs are assigned by the National
Motor Freight Traffic Association, Inc., (NMFTA). If you cannot remember your SCAC(s), contact
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 49
-------
NMFTA before proceeding. You can find NMFTA contact information at
http://www.nmfta.org/Pages/ContactUs.aspx.
• Motor Carrier Numbers (MCNs): are 5, 6 or 7 digit numbers provided by the Federal Motor Carrier
Safety Administration.
• Department of Transportation (DOT) Numbers are carrier identification number issued to all
carriers in the U.S. by the Federal Motor Carrier Safety Administration, and can be up to 7 digits
in length.
• National Safety Code (NSC) Numbers are carrier identification numbers issued to fleets with
Canadian operations.
Entering SCACs, MCNs, DOT and NSC numbers is optional; however, if you have this information you are
encouraged to supply it to make sure that SmartWay Shippers and Logistics companies can find you.
You will also need to establish the Fleet Type for each of your fleets, which is defined as the service type
for your fleet. There are three options accepted by the Tool—"For-Hire", "Private" and "Dedicated." If
your company has only one fleet, your "Fleet Type" selection will reflect your company's operations as a
whole. If there are multiple fleets, each will have its fleet type defined separately.
STEPS FOR COMPLETING "FLEET DETAILS" SCREEN
1. For each fleet, if you control over 95% of the operation of the vehicles (weighted by miles) check
the box labeled "95+% Control."
2. Enter SCAC, MCN, DOT and NSC identifiers (optional) for each fleet listed. If you have a single
fleet that has multiple SCACs, enter all of them into the SCAC field, and separate them with
commas.
• While it is not required to enter SCAC, MCN, DOT or NSC information for each fleet, it will
help shippers and logistics companies searching by those parameters in the SmartWay
database to easily find your fleet for inclusion in their Tool.
3. Select your Fleet Type (either "For-Hire", "Private" or "Dedicated") for each fleet listed.
fc.
4. Select the "=a*|^ button or select the Operation tab at the top to proceed to the next section.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 50
-------
"OPERATION" SCREEN OVERVIEW
The Operation Screen is shown below:
SmartWay Truck: Fleet Description(s)
Identify Fleets
Fleet Details
Body Types
SmartWay Category
For each fleet, enter the percentage of total miles driven that fall into each operation category. Percentages must sum to 100 percent for each fleet.
Less Than Package
Partner/Fleet Name Truckload Truckload Drayage Delivery Expedited
1: ABC Trucking, Inc. : Dry Van Fleet
2: ABC Trucking, Inc. : Dray Fleet
Figure 37: Operation Categories Screen - Example Fleet Inputs
For each fleet, you are asked to estimate the percentage of total mileage that is operated in each of five
operation categories defined in the Tool. These Operational Categories are defined below:
• Truckload (TL) operations involve movement of large amounts of homogeneous cargo,
generally the amount necessary to fill an entire semi-trailer or intermodal container. A
truckload carrier is a trucking company that generally contracts an entire trailer-load to a
single customer.
• Less-than-truckload (LTL) operations involve collecting freight from various shippers and
consolidating that freight onto enclosed trailers for linehaul to the delivering terminal or
to a hub terminal where the freight will be further sorted and consolidated for additional
linehauls.
• Drayage (Dray) operations are predominantly associated with port or
railhead connections where freight is picked up and moved to a transfer facility
or transport mode terminal. These moves are often short in nature, but can be longer
depending on specific situations.
• Package delivery (PD) operations are characterized by residential or business package
pickup/delivery consisting primarily of single or small groups of packages. Package
delivery does not include larger scale pickup/delivery operations that are more properly
characterized as LTL operations.
• Expedited operations are time-sensitive freight shipments, with trucks typically waiting
on stand-by.
You will be asked to enter the percent of each operational type based on approximate mileage. This
percentage calculation does not need to be exact; however, it should be a reasonable representation of
your fleet's operations.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 51
-------
NOTE: You should define your fleet's operations based on your customers' ability to choose them. For
example:
• If a fleet is a mix of TL and LTL, you will indicate the percentages of each.
• If customers can choose to hire your TL fleet, your LTL fleet, or your dray fleet separately, then
each should be regarded as a separate fleet.
STEPS FOR COMPLETING "OPERATION" SCREEN:
1. For each fleet identified, estimate the percentage of mileage each fleet spends in the five
defined operation categories and enter your estimates in the fields provided. Leave the field
blank if no mileage is associated with that operation category for that fleet.
2. Select the ^r button or select the Body Types tab at the top to proceed to the next
section.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 52
-------
"BODY TYPES" SCREEN OVERVIEW
The Body Types screen is shown below:
SmartWay Truck: Fleet Description(s)
Identify Fleets Fleet Details
Operation
SmartWay Category
For each fleet, enter the percentage of total vehicles by body type. Percentages must sum to 100 percent.
Body Type (•*,)
Heavy/ Auto Special
, . Dry Van Reefer Flatbed Tanker Chassis Bulk Carrier Moving Utility Hauler
Partner/Fleet Name
1: ABC Trucking, Inc.: Dry Van Fleet
2:ABCTrucking,Inc.:DrayFleet
Figure 38: Example for Body Types Screen
Body Type categories as defined in the Truck Carrier Tool are:
• Dry van
• Refrigerated (Reefer)3
• Flatbed
• Tanker
• Intermodal chassis containers (pooled and owned)
• Heavy/Bulk hauler
• Auto carriers
• Moving
• Utility4
• Special hauler (e.g., Hopper, Livestock, and other specialized carriers)
STEPS FOR COMPLETING "BODY TYPES" SCREEN:
For each fleet, enter an estimate of the percentage of fleet mileage associated with each body type. The
percentages specified can be approximate, based on vehicle populations. The percentages for each fleet
must sum to 100%.
.Describe
NOTE: If you specify activity for Special Haulers, a - I button will appear next to the cell entry. You
must select this button and provide a text description of your specialty haulers.
3 If you specify reefer body types in your fleet you must also provide your estimated reefer fuel use in the Activity section of the Tool.
4 The utility category encompasses class 2b to 8b vehicles that do not carry typical commercial freight. Examples include garbage,
recycle, service, work, dump, landscape, cement, bucket, boom, ambulance, armored, fire, farm, wrecker, and other similar trucks.
Because these trucks do not carry traditional freight payload, the user should self-define their payloads so as to make the emissions
per payload efficiency useful to the user. SmartWay will not use the emissions per payload results for the utility category. Users may
experience yellow or red warning labels on the Activity screen due to the unique nature of utility "payload." In the case of red alerts,
simply input text defining your special conditions in the required text boxes that appear.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 53
-------
"SMARTWAY CATEGORY" SCREEN
The SmartWay Category screen is shown below:
SmartWay Truck: Fleet Description^}
Identify Fleets
Flee [Details
Operation
Body Types
SmartWay Categories:
• Based on this information, your fleets will be classified as shown below. If this is not an accurate description of your fleet, please return to the
Operations and Body Type tabs to make corrections.
• To help you get the most out of your assessment, SmartWay has created 16 data categories or baselines. The SmartWay categories will ensure that
your fleet is compared against similar fleets across the U.S. and Canada that look and operate like yours.
• To see all of the SmartWay Partner Categories, select the button to the right.
View SmartWay Categories
Partner/Fleet Name
SmartWay Category
1: ABC Trucking, Inc.: Dry Van Fleet
Truckload - Dry Van
2: ABC Trucking, Inc.: Dray Fleet
Dray-age
Figure 39: Example SmartWay Category Screen
The SmartWay Category designation for each of your fleets is shown on this screen, based on your
selections on the Operation and Body Type screens. Your fleet's performance will be measured against
other carriers with the same category designation, so please ensure you have characterized your fleet
correctly before proceeding.
CREATE FLEET(S)
Once you are sure your information is input correctly, you may select the I
button at the bottom of the page. You will be prompted then to confirm that you have identified all of
your fleets. Return to the Identify Fleets screen if needed, otherwise select
automatically be returned to the Home screen.
OK
^iand you will
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 54
-------
Section 4: Data Entry (providing activity and fuel consumption
information for your fleets)
In Section 4 of the Truck Carrier Tool, you will enter detailed activity and fuel consumption data for each
of the fleets you identified and characterized in Section 3.
All Truck Carriers should enter the most recent 12 months of data into the Tool. If you are submitting
for the first time and do not have a full year of operational data, you must collect a minimum of three
months' data for input to submit a tool and join SmartWay. You will be required to submit a full year's
data in the follow year's submission.
You will select and enter information about each fleet separately. To begin entering data for a fleet, you
must first review the fleet's status in the Section 4 status window.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 55
-------
FLEET STATUS REVIEW OVERVIEW
Once you have returned to the Home screen, you will see all of your fleets listed in the window below
item #4: Data Entry.
.martWay Truck: Home
-SmartWay9
Report Year
2015
OMB 2060 0663
Expiration Date 07/31/2017
(Revised 2014)
Truck
United States Version: 2.0.15
Released on: 1/7/2016
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 SmartWay website):
I ABC Trucking, Inc.
Contact Information
Fleet Descriptions)
4. Data Entry (Double-click the fleet name or select and ht Enter):
ABC Trucking, Inc.: Dry Van Fleet - Not Checked „
ABC Trucking, Inc.: Dray Fleet - Not Checked
Give us Feedback
Generate a (.xml) data file
Fleet Status
Indicators
Optional-..
•four SmartWay experience.
IjJ
To complete your submission, email the small (.xmi) data file and your large (.xis) tool file
to EPA. If your email size limit cannot handle the tool file, send onV the smaller data file.
YOUR RESULTS:
View Your Data Reports
Review your Year-to-Year Performance
Screen
Demo
Page T-10
Figure 40: Home Screen - Fleet Status Prior to Activity and Fuel Data Entry
A status message appears after each fleet, indicating whether or not the data entry for that fleet is
complete. There are three possible status messages:
• Not checked - Data has not been entered yet.
• Incomplete - Some data is still missing and/or inconsistent.
• Complete - All data requirements have been met and validation has occurred.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 56
-------
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 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.
To add data to a particular fleet file, highlight the fleet name and then double-click. You will then proceed
to the Tool data entry screens.
AUTO-POPULATION OPTION:
If you used the auto-populate option to import the data for Steps 1-3, the Home screen will resemble
the example shown below.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 57
-------
SrnartWay Truck; Home
•SmartWay
Report Year OMB aoeo-oees
tm C Expiration Date 07/31/2017
*U13 (Revised 2014)
Truck
United States Version: 2.0.15
Released on: 1/7/2016
Please complete the following steps. Check boxes on the left indicate successful completion of each step. For more information, select the 'Help'
button.
You used the auto-population function to fill in steps 1 through 3. Please make sure your data are correct and select the checkboxes to
the right of steps 2 and 3 to confirm your information.
1. Enter Partner Name (Exactly as it should appear on the SmartWay website):
ABC Trucking, Inc.
Contact Information
r~ I confirm that I have reviewed my contact information and it 15 correct,
l~ I confirm that I have reviewed my fleet description(s) and it is correct.
4. Data Entry (Double-click the fleet name or select and hit Enter):
3.
Fleet Descriptkm(s)
Give us Feedback
Generate a (.xml) data file
Optional survey to help us improve your SmartWay experience.
To complete your submission, email the small (.xml) data file and your large (.xls) tool file
to EPA. If your email size limit cannot handle the tool file, send onfy the smaller data file.
YOUR RESULTS:
View Your Data Reports
Review your Year-to-Year Performance
QUIT
Page T-10
Figure 41: Example Home Screen After Using Auto-populate Function
First review the Partner Name as it appears on the screen, revising it as necessary.
Next, you MUST review the populated Contact Information and Fleet Information screens, and then
select the boxes to the right on the Home screen confirming the accuracy of the data. These boxes will
not become active until you have opened the Contact and Fleet Information screens for review.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 58
-------
SrnartWay Truck; Home
•SmartWay
Report Year OMB aoeo-oees
tm C Expiration Date 07/31/2017
*U13 (Revised 2014)
Truck
United States Version: 2.0.15
Released on: 1/7/2016
Please complete the following steps. Check boxes on the left indicate successful completion of each step. For more information, select the 'Help'
button.
you used the auto-population function to fill in steps 1 through 3. Please make sure
the right of steps 2 and 3 to confirm your information.
1. Enter Partner Name (Exactly as it should appear on the SmartWay websitej^
ABC Trucking, Inc.
Contact Information
Check boxes to
confirm accuracy of
imported information
checkboxes to
I con
I have reviewed my contact information and it is correct.
II confirm that I nsve re'/sweci •--:, Jle»: diic'p:o': s': a-d -
4. Data Entry (Double-click the fleet name or select and hit Enter):
3.
Fleet Description(s)
ABC Trucking, Inc. - Not Checked
Give us Feedback
Generate a (.xml) data file
? Optional survey to help us improve your SmartWay experience.
To complete your submission, email the small (.xml) data file and your large (.xls) tool file
to EPA. If your email size limt cannot handle the tool file, send on!/ the smaller data file.
YOUR RESULTS:
View Your Data Reports
Review your Year-to-Year Performance
QUIT
Page T-10
Figure 42: Example Home Screen Using Auto-populate - After Review of Steps 1-3
Once the confirmation boxes are checked you may proceed to Step 4.
STEPS FOR SELECTING A FLEET TO REVIEW:
1. Using your mouse, select and highlight the name of the fleet for which you wish to enter data.
2. Double click the Fleet Name; you will then be taken to the General Information data entry screen
for that fleet.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 59
-------
"GENERAL INFORMATION" SCREEN OVERVIEW
The General Information screen is shown below:
Track: ABC Trucking, Inc.: LTL Fleet
General Information
Diesel
Gasoline
LPG
LNG
CNG
Electric
Hybrid
Data Sources
1. The SmartWay Transport Partnership is now being administered in the United States and Canada. The Partnership operates the same in both
countries, allowing partners to submit one tool for all of their US-Canada operations. Partners will be recognized by both national programs and
will be listed on both the US and Canadian SmartWay websites. The US and Canadian SmartWay toots produce the same output results, however
the Canadian tools use metric rather than English measurements and are available in French as well as English.
Partners should submit to the country where their headquarters is geographically located. If unsure about which country to which you should
submit, please contact either national SmartWay Program for assistance.
United States: http://www.epa.aov/sfnartwav/
Canada: http://www.smartwav.nrcan.qc.ca
Please indicate the approximate percentage of operations in the U.S. and Canada. |l?l|
% Operation in the United States
% Operation in Canada
2. Fuel types found in this fleet (indicate all that apply): ?
r Diesel / Biodiesel T LPG T CNG l~ rft
r Gasoline / Ethanol F LNG T Electric
3. Short-haul vs. long-haul split: ? |
Short Haul I %
Long Haul
Section appears
for LTL Fleets
Only
Hybrki
4. This fleet is categorized as Less-than-trucktoad/Dry van. Please _?J
enter average number of loads per truck and average weight per
load for this fleet.
Average number of loads per truck
Average weight per load (pounds)
|,
BACK I SAVE
Page T-22
Screen
Demo
Figure 43: Sample Data Entry Screen for First Example Fleet- General Information
This screen asks you to provide information for three items, including fuel types used.
The first section asks you to indicate your fleet's percent operation in the U.S. and Canada. Acceptable
metrics include miles, fuel consumption, or any reasonable quantitative means of allotting the
approximate percentage of operations in the two countries.
NOTE: The SmartWay Transport Partnership is now being administered in both the United States and
Canada. The Partnership operates the same way in both countries; however, data collection for Canadian
Partners is collected in metric units and there are French translations of all Tool screens and guidance. If
your company operates in both the United States and Canada, you should ONLY SUBMIT ONE TOOL. You
may select either the US Tool or the Canadian Tool, and your partnership participation will be recognized
in both countries.
Next, you must select the fuel types found in this fleet. This requires you to define all fuels the fleet
used from a list of:
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 60
-------
a. Diesel/Biodiesel: petroleum diesel and/or biodiesel made from any renewable feedstock
b. Gasoline/Ethanol: conventional and reformulated gasoline, including blends of 10%
ethanol (E10) and 85% ethanol (E85)
c. Liquefied Petroleum Gas (LPG): also known as LP Gas, Liquid Propane Gas, and propane
d. Liquefied Natural Gas (LNG)
e. Compressed Natural Gas (CNG)
f. Electric: vehicles exclusively using batter electric power
g. Hybrid: vehicles with hybrid electric or hydraulic hybrid powertrains, using either
gasoline or diesel
NOTE: Once you check these boxes, the appropriate fuel type tab (along the top of the screen next to the
General Information tab) will become active.
The third section asks you to determine your short haul split vs. long haul split. This requires you to
estimate the percentage of your fleet's operations that are short haul or long haul. A short haul is
defined as any haul less than 200 miles; a long haul is defined as any haul in excess of 200 miles.
Percentages should be reasonable estimates.
The final section only appears for fleets with a SmartWay Category designation of Less-Than-Truckload
(LTL). If this section appears on the General Information screen, you must provide estimates for the
average weight per LTL load (in pounds), and the average number of loads per LTL truck trip. Calculate
these averages for just your LTL operations.
VALIDATE
SCREEN
Once you have completed all of the General Information screen items, you can select the
button to make sure you have filled out everything on this screen properly. Any data entry gaps or
inconsistencies will be identified by the Tool.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 61
-------
STEPS FOR COMPLETING "GENERAL INFORMATION" SCREEN
1. Enter your fleet's percentage of operation in the U.S. and Canada.
• Inputting a value in one cell automatically populates the other cell to add up to 100.
2. Check the boxes for the fuel types you use.
• Once you check these boxes, the appropriate fuel type tab (along the top of the screen
next to the General Information tab) will become active.
3. Enter your percentage short-haul vs. long-haul operations.
• Inputting a value in one cell automatically populates the other cell to add up to 100.
4. FOR LTL FLEETS ONLY - Enter the average load weight and average number of loads per truck for the
LTL portion of your operatiopns.
VALIDATE
SCREEN
5. Select the _ _ button to make sure you have filled out everything on this screen properly.
6. Select ir or select the next available fuel tab at the top to begin entering fuel and activity data
for this fleet.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 62
-------
FUEL SECTION: "ENGINE MODEL YEAR & CLASS" OVERVIEW
This section looks at truck classes and engine model years. Under each fuel-type tab (Diesel, Gasoline,
LPG, LNG, CNG, Electric, and Hybrid) there are as many as three screens requiring data inputs:
1. The Engine Model Year & Class5 screen,
2. The Activity Information screen, and
3. The PM Reduction screen will appear for diesel vehicles if you specify diesel trucks with pre-2007
engines on the Engine Model Year & Class screen.
The Diesel Fuel Types Screen is shown below—this screen defaults to the first available sub-tab, the
Engine Model Year & Class screen:
Truck: ABC Trucking, Inc.: Dry Van Fleet
General Information
Diesel
Hybrid
Data Sources
Engine Model Year & Class
Activity Information
• Select the checkbox for each class In your fleet which will activate the white data entry fields.
|j • Input the number of trucks you have as of Dec 31 of the reporting year by class and engine model year.
• Truck class totals are automatically calculated for you.
Diesel
Gross Vehicle Weight
Rating (pounds)
Note: The silhouettes
represent example truck
types for each ciassf and are
not 3S-indus!ve.
Class 2b
8,501-10,000
Class 3 Class 4 Class 5 Class 6 Class 7 Class 8a Class 8b
10,001-14,000 14,001-16,000 16,001-19,500 19,501-26,000 26,001-33,000 33,001-60,000 60,001 & above
r A
r s
r 6
Teh
BACK SAVE
Figure 44: Engine Model Year & Class Screen
NOTE: For each fuel type that you identified on the General Information screen, you will be required to
complete the Engine Model Year & Class screen AND the Activity Information screen. If you do not
complete these screens for any of the fuels, your fleet will be marked as Not Complete on the Home
screen and you will not be able to submit your Tool.
5 For Electric, this screen is known as the "Motor Model Year and Class" Screen.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 63
-------
The first step on the Engine Model Year and Class tab is to identify the vehicles classes you have
represented in this fleet. Begin by selecting the boxes at the top for each of the truck classes you
operate in this fleet (i.e., 2b, 3, 4, 5, 6, 7, 8a, 8b). Example truck types are shown in silhouette above the
boxes, and additional examples will be listed on the screen when placing the mouse over these images.
When a Truck Class box has been checked, the data column will activate.
Next you must enter the number of vehicles you have in each class, specifying the corresponding engine
model years (rather than the vehicle (tractor) model years). Use the scroll bar to the right if you need to
enter information for model years earlier than 2007.
Totals for each truck class are calculated automatically for you and displayed along the top row. Totals
by model year are shown in the left-hand column.
NOTE: If you defined multiple fleets on the Fleet Characterization screen, and if you operate certain
trucks across multiple fleets, apportion your vehicle counts across the fleets to avoid double counting of
your trucks. For example, if you operate the same 100 trucks across two fleets, with 20% of the truck
mileage for the first fleet, then enter 20 trucks for fleet #1, and 80 trucks for fleet #2.
STEPS FOR COMPLETING THE "ENGINE MODEL YEAR & CLASS" SCREEN
***NOTE: The following guidance will use the Diesel Fuel sections as an example.
Similar procedures are followed for all other fuel types.***
1. Select the boxes at the top (i.e., 2b, 3, 4, 5, 6, 7, 8a, 8b) for each of the truck classes you operate
in this fleet.
2. Input the number of vehicles you have in each class, specifying the corresponding engine model
years (rather than the tractor model years). Use the scroll bar to the right if you need to enter
information for older model years.
3. Check the box at the bottom of the screen to hide any unused truck classes if you wish.
4. Select m±*s*yr or se|ect the Activity Information tab at top of the screen to proceed to the next
section. Before leaving the Engine Model Year & Class screen, you will be prompted to confirm
the accuracy of your model year and truck class selections (Figure 45). You may review previous
years' selections by selecting the Year-to-Year Comparison Report on the Home screen.
i \ Select OK to confirm your current truck class selection(s), Otherwise; select Cancel and revise your truck class selections,
-*J
NOTE: If you are a returning partner, be sure to run the Year-to-Vear Comparison Report (accessed from the Home screen) and pay special attention
to your truck class counts before submitting your tool to EPA, in order to verify the accuracy of your current year truck counts, View the help text on
the Year-to-Year Comparison Report for additional details.
"OK ! Cancel
Figure 45: Confirmation of Engine Model Year and Truck Class Selections
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 64
-------
NOTE: Class 8a trucks are often mistaken for Class 8bs. If you select to enter data for Class 8a trucks
you will be asked to confirm your selection. Please refer to the Gross Vehicle Weight Rating Definitions
at the top of the screen before proceeding.
FUEL SECTION: "ACTIVITY INFORMATION" SCREEN OVERVIEW
The Activity Information screen is shown below:
Truck; ABC Trucking, Inc.: Dry Van Fleet
Hybrid
Data Sources
Engine Model Year & Class
Information
PI 1 Reduction
Input your activity information in the white boxes by truck class. Green boxes wilt appear underneath some data entry cells that will activate a pop-up
screen to help you with your inputs. The totals for all your trucks will be summed/averaged on the left.
Diesel
rotate/Average
All Classes
Input Data: by Truck Class
Total Miles Driven (exact values)
Revenue Miles Driven (exact values)
Empty Miles Driven (exact values)
Gallons of Diesel Used, incl, Biodiesel & Reefer
(exact values]
Refrigeration ft Heating Unit Fuel
HPG check! -
Miles per truck check! -
of Biodiesel (B100 Equivalents)
Input Biodiesel
Allocate Diesel Using class MPG
I Average Payload (tons) - Cargo Weight Only
J One ton = 2000 Ibs
lUli
? Truck Cargo Volume (cubic feet)
I Average Used Cargo Volume °.
\ (excluding empty miles)
0 I
_?J Road Type / Speed Categories
x Indicates that default speed distributions were selected for urban road types.
? Average Annual Idle Hours per Truck
!
o I
I,
BACK SAVE
Page T-26
Figure 46: Diesel Vehicle Activity Information Screen
The text at the top left-hand corner of this screen indicates the fuel type for which you are entering data.
You will need to enter data for each fuel type you use within your fleet under separate screens, including:
• diesel and biodiesel, entered under the same tab
• gasoline and ethanol, entered under the same tab
• LPG, LNG, CNG, hybrids, and electric trucks each entered under separate tabs
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 65
-------
If you selected more than one fuel type for this fleet on the General Information screen, then you will
also need to enter data on the other fuel type tabs. For instance, if you operate gasoline vehicles, select
the Gasoline Vehicles tab on the main tab bar to enter your data.
***Aiert! Be careful to input data under the appropriate fuel tab!***
On each fuel type's Activity Information screen, you will see two main sections to input data:
• Tola Is/Average section (with a green header), and
• By Truck Class section (with a blue header).
The Totals/Average data indicates the sum or average (as appropriate) for the fleet across all truck
classes you have selected on the Engine Model Year and Class screen. This value is automatically tallied
when you enter data in the "By Truck Class" fields (the blue header section.)
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 66
-------
MAIN FUEL ACTIVITY DATA POINTS OVERVIEW
The first five activity data points are:
• Total Miles Driven (exact values): all miles driven collectively by all fleet vehicles in a specific
class.
• Revenue Miles Driven (exact values): all miles that were charged to a customer account.
o NOTE: If you have a private fleet that does not track revenue miles for internal cost
accounting, set revenue miles equal to total miles - DO NOT SET REVENUE MILES EQUAL
TO ZERO.
o This information is not used to calculate your SmartWay carbon score, but may be used
determine an adjustment factor for shippers' carbon inventories.6
• Empty Miles Driven (exact values): the total number of empty miles traveled by your fleet.
o Empty is defined as zero cargo.
o NOTE: If you enter zero (0) empty miles, you must provide text explaining why you have
no empty backhauls by double-clicking on the cell.
o The number of empty miles will not affect your SmartWay score. Companies in categories
with high empty miles, such as tanker operations, will not be negatively affected by high
empty-mile values.
• Gallons of Diesel Used, including biodiesel and reefer (exact values): all gallons of fuel used by
your fleet in the past 12-month reporting period.
o This includes any gallons with biofuels (biodiesel for diesel vehicles, ethanol for gasoline
vehicles).
o It also includes gallons used for refrigeration, bunk heaters, yard moves, or any other
gallons directly attributable to transportation. Refrigeration (reefer) gallons must also be
reported separately.
o It does NOT include gallons used in heating buildings, forklifts, or other non-
transportation sources.
o NOTE: If total gallons of diesel fuel used are known for the fleet but not by class, the
Fuel Allocator Worksheet will help you apportion your total fuel use into class
categories.
• OPTIONAL: Gallons of Biodiesel or Gallons of Ethanol (for diesel and gasoline fuel tabs,
respectively): the B100 equivalents for biodiesel or the E100 equivalents for ethanol used by the
fleet
It should be noted here that all values for mileage, gallons, and other inputs should reflect EXACT
values rather than rounded estimates. Failure to provide exact values will trigger warnings upon
validation, reminding you to input exact values.
6 Since shippers determine their carbon inventory based on revenue miles charged by their carriers, shippers collectively must also
include the non-revenue miles in their carbon inventory. Thus shippers will be charged the carbon for the non-revenue miles that
carriers have to travel. This value will be calculated on an industry basis, and will not affect individual carriers.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 67
-------
For each data activity point, you must specify a data source. Please see page 90 for details.
You can enter the requested activity information for the reporting period for each truck class in the white
empty cells to the right, under the blue heading "By Truck Class."
STEPS FOR COMPLETING THE MAIN FUEL DATA POINTS ON THE "ACTIVITY INFORMATION" SCREEN
1) Enter the exact value for total miles driven collectively by this fleet by vehicle class. Include all out-
of-route, positioning, empty, and other miles driven.
2) Enter the exact value for the revenue miles—the number of miles your fleet drove that were charged
to a customer account.
3) Enter the exact value for the total number of empty miles traveled by your fleet.
4) Enter the exact value for all the gallons of fuel used by your fleet in the past 12-month reporting
period, including any gallons with biofuels (biodiesel for diesel vehicles, ethanol for gasoline
vehicles).
5) If you specified any use of refrigerated body types under the Fleet Description section, the
Refrigeration & Heating Unit Fuel
Consumption
I button will appear underneath the Gallons of Fuel Used section.
Select this button and provide your best estimate of your refrigerated fuel use in gallons for each
truck class. Diesel, LPG, and electric trucks are assumed to use diesel reefers, gasoline trucks to use
gasoline reefers, and CNG/LNG trucks to use CNG reefers. Enter zero for any truck classes/fuel types
that do not utilize reefer units. If you do not know your reefer fuel use at the truck class level you
may enter a total value which will be distributed across your truck classes proportional to your
vehicle fuel consumption entries.
Figure 47 below presents the Reefer Fuel Data Entry screen. Enter your reefer fuel consumption in
gallons for each vehicle class if possible. If one or more vehicle classes do not include reefers, enter 0
gallons.
If you do not know your reefer fuel consumption at the vehicle class level check the box and enter
your total reefer fuel consumption in the Total cell. This total value will then be allocated across all
vehicle classes proportional to the total vehicle class fuel consumption amounts.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 68
-------
Refrigeration and Heating Unit Fuel Consumption
You indicated that your fleet contains refrigeration and/or heating unit fuel consumption (fuel
used to refrigerate or heat your load and not to move your truck} in the Fleet Description (s)
section. Please specify the annual fuel consumption for truck-based refrigeration and/or heating
purposes below.
Reefer Fuel Type: Diesel
Class Amount (in Gallons)
6
Sb
Total
Select this box if you don't know your refrigeration
[~~ unit fuel consumption by truck class (you only know
your total refrigeration fuel consumption.}
VALIDATE
SCREEN
Page T-41
Figure 47: Example Refrigeration Unit Fuel Consumption Data Entry Screen
"FUEL ALLOCATOR WORKSHEET" OVERVIEW
The Truck Carrier Tool asks you to enter Gallons of Diesel Used by truck class. This information may be
entered directly if you have it. However, if you do not, but you do know total fuel use and MPG by truck
class, the Fuel Allocator will assist you in apportioning your fuel use across truck classes.
Allocate Diesel Using class MPG
To use the Fuel Allocator Worksheet, you will select the ' button
on the Activity Information screen beneath the data entry cells for the "Gallons of Diesel Used, incl.
Biodiesel & Reefer (exact values)" section.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 69
-------
Figure 48 shows the Fuel Allocator Worksheet. Note that you must enter total miles for each truck class
on the Activity Information screen before you can open this worksheet.
SmartWay Fuel Allocator Worksheet
Enter your fleet's total annual fuel use along with the average MPG for
each truck class. Using the annual mileage estimates you've already
entered, the Fuel Allocator will calculate fuel use for each class.
If the sum of the calculated class-level fuel consumption differs from the
value for "Total Gallons Used for Entire Fleet" by more than 2%, "Ho
Match" will appear in red at the bottom right of the screen, and you will
need to revise your MPG and/or class mileage inputs to be consistent
with your total fuel input.
Total Gallons Used for Entire Fleet*:
24,809
Total Miles Approximate Calculated
Class Driven Class MPG Gallons Used
6
Bb
Total
72,453
102,355
8,836
15,993
174,808
24,829 Match
* - Total Gallons Used for Entire Fleef will appear on the main Activity tab and will be used for
calculating fleet performance metrics, rather than the sum of the dass fuel estimates.
CANCEL
Screen
Demo
Page T^5
Figure 48: Fuel Allocator Worksheet
The Fuel Allocator Worksheet requires you to estimate:
• total fuel consumption for your entire fleet across all vehicle classes, and
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 70
-------
• MPG for each truck class (the worksheet for electric vehicles uses miles/kWhr in lieu of MPG).
Only truck classes selected on the Engine Model Year & Class screen will be displayed on the Fuel
Allocator Worksheet. Class-specific fuel consumption levels are estimated using the annual mileage
estimates entered on the Activity Information screen.
If the sum of the class level estimates is within 2% of the total fuel consumption level entered at the top
of the form, then a "Match" is indicated on the right side of the worksheet, and you may go back to the
Activity Information screen by selecting ^LaA^I.7
Before returning to the Activity Information screen, you will see a popup:
i j Based on the information you've provided, your calculated fuel total is within 2% of the total fuel you entered.
However, the two numbers do not match exactly. Prior to writing these values to the Activity Information sheet, this calculator will adjust your class
fuel amounts so that the sum matches your entered fleet total.
Select OK to have these adjustments made. Otherwise, select Cancel to return to the calculator.
OK Cancel
Figure 49: Popup Indicating Fuel Total Match
This popup indicates that the total gallons of diesel you entered and the MPG by truck class that you
entered produced a calculated total fuel use that is slightly different. If you select ^E^^H, this
calculator will adjust the by class fuel amounts to a sum matches your entered fleet total.
If "No Match" is indicated, you must adjust your total fuel consumption estimate and/or your class level
MPG estimates until a "Match" is obtained.
Once you complete the Fuel Allocator Worksheet, total gallons will be summed and displayed in the
Tola Is/Average column on the Activity Information screen.
There are two other sections within the "Gallons of Diesel Used, incl. Biodiesel & Reefer (exact values)"
section, MPG Check and Miles per Truck Check, described below.
MPG Check: If you used the Fuel Allocator Worksheet to determine your fuel usage, the MPG fields will
show the MPG estimates that you entered into that form. If, instead, you entered gallons of fuel used by
class, the Tool will generate MPG estimates for you. This field is provided as a useful validation check for
users. If the Tool finds an out-of-range MPG value during its routine validations, the MPG field may be
highlighted, in which case you may be instructed to double-click on this cell to provide an explanation for
high/low values.
Although the calculated and total fuel consumption values are within 2%, the values may not match exactly. Prior to writing the fuel
consumption values to the Activity Information screen, the calculator will proportionally adjust your class level fuel consumption estimates to
match your entered fleet total value.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 71
-------
Miles per Truck Check: Once Total Miles are entered for a given truck class, this value will be combined
with the truck count values entered on the Engine Model Year and Class screen to provide a Miles per
Truck value, which is displayed below the MPG Check value on the Activity Information screen. This field
is provided as a useful validation check for users, and is checked by the Tool's validation routines for
reasonableness. If the Tool finds an out-of-range miles-per-truck value during its routine validations, the
field may be highlighted, in which case you may be instructed to double-click on this cell to provide an
explanation for high/low values.
These two fields do not involve direct data entry; they are populated as a result of Tool calculations and
are based on your entries for total miles by truck class and total gallons by truck class (either directly
entered or allocated using the Fuel Allocator Worksheet).
STEPS FOR COMPLETING THE "FUEL ALLOCATOR WORKSHEET"
Allocate Diesel Using class MPG
1. Select the
2. Enter total gallons of diesel for all truck classes.
3. Enter MPG estimates for each truck class.
button on the Activity Information screen.
4. If "Match" appears in blue next to the "Calculated Gallons Used" field, select I
5. If "No Match" appears in red next to the "Calculated Gallons Used" field, adjust the MPG values
as necessary to get a match, and then select I
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 72
-------
(OPTIONAL) "BIODIESEL BLEND WORKSHEET" OVERVIEW
If your fleet consumed any amount of biodiesel during the reporting period, you will have access to a
Biodiesel Blend Worksheet, shown in Figure 50. (A similar worksheet is available for ethanol use under
the Gasoline tab - see below.)
The Biodiesel Blend Worksheet asks you to specify the biodiesel volume used by your fleet in gallons by
blend level (e.g., B20 = 20% biodiesel / 80% conventional diesel), for the reporting period. The calculator
will automatically display total gallons, the weighted average blend value (across all blends), and the
BlOO-equivalent volume at the bottom of the screen, based on your entries.
The Truck Carrier Tool will assume that these gallons are allocated proportionally across all vehicle
classes (weighted by gallons of diesel used) in order to calculate emissions.
SmartWay Biodiesei Blend Worksheet
For each of the blends used by your fleet, enter the appropriate number of gallons used. The B10U equivalents
value will be written automatically to the Activity Information tab.
Blend Gallons Used Blend Gallons Used Blend Gallons Used
Blend Gallons Used Blend Gallons Used
Bl
BZ
B3
B4
US
Be
B7
B8
B9
BIO
Bll
B12
B13
B14
B15
B16
B17
B18
B19
B20
BZ1 | B41 | B61
BZZ | B4Z | B6Z
BZ3 | B43 | B63
BZ4 |~~ B44 |~~ B64
B25 | B45 B65
BZ6 | B46 | B66
BZ7 | B47 | B67
B28 | 648 B68
B29 | E49 B69
B30 | B50 | B70
B31 | B51 | B71
B3Z | B52 | B72
B33 | B53 | B73
B34 | B54 | B74
B35 | B55 B75
B36 B56 | B76
B37 | B57 | B77
638 BBS B78
B39 | B59 | B79
B40 B60 BSD
B81
B8Z
BBS
B84
BBS
BS6
B87
BBS
B89
B90
B91
B9Z
B93
B94
B95
B96
B97
B98
B99
B100
Total Gallons of Biodiesel j
(All Blends)
Weighted Average Blend
Gallons of B100
Equivalent
Screen
Demo
PageT-42
Figure 50: Biodiesel Blend Worksheet
STEPS FOR COMPLETING THE "BIODIESEL BLEND WORKSHEET "
Input Biodiesel
1. If this fleet has used biodiesel during the reporting year, select the
specify your biodiesel volumes by blend level in the Biodiesel Blend Worksheet.
button and
2. For each of the blends used by your fleet, enter the appropriate number of gallons used.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 73
-------
3. Select I
(OPTIONAL) "ETHANOL BLEND WORKSHEET" OVERVIEW
If your fleet consumed any amount of ethanol during the reporting period, you can use the Ethanol Blend
Worksheet, shown in Figure 51, to determine your ethanol usage figures.
If you know the volume of ethanol used by your fleet, specify the volume in gallons for each blend level
(E10 and/or E85), ensuring that the total volume specified does not exceed the gasoline gallon data entry
provided on the Activity Information screen. (Enter zero for both values if your fleet does not use one of
these blends.)
Alternatively, if you do not know the volume of ethanol used by your fleet, select "Use national average
for ethanol usage (9.05%)." In either case, the total volume of ethanol at each blend level will be
allocated across the different truck classes in your fleet in proportion to the total gallons of gasoline used.
SnnartWay Ethanol Blend Worksheet
Indicate below whether you'd like to use the national average for
ethanol usage or if you'd prefer to enter your actual usage.
If you select the second option, enter the number of gallons of each
blend of ethanol used by your fleet. [Enter zero if your fleet does not
use one of the specified blends.) The calculated E100 equivalent value
will automatically be written to the main data entry page.
If you choose to use the national average instead, your E100 equivalents
will be based on a percentage of the total gallons of gasoline you enter
on the Activity Information screen.
^ (Use national average for ethanol usage C9.05%}j
r Enter actual ethanol usage figures
Blend
Percentage
E10
ESS
Total
Gallons
E100
Equivalents
Total Gallons
Used
Page T-43
Figure 51: Ethanol Blend Worksheet
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 74
-------
STEPS FOR COMPLETING THE "ETHANOL BLEND WORKSHEET "
Input Ethanol
1. If this fleet has used ethanol, select the •••••••••I button and specify your ethanol
volumes by blend level (E10 or E85) in the Ethanol Blend Worksheet.
2. For each of the blends used by your fleet, enter the appropriate number of gallons used.
3. Select I
PAYLOAD AND CAPACITY OVERVIEW ON THE "ACTIVITY INFORMATION" SCREEN
This section of the Activity Information screen asks to calculate your average payload by truck class using
an internal payload calculator.
Average payload calculations are made on a "by truck class" basis. Within a given truck class, you may
have many different body types.
For each body type within a truck class, you will need to choose:
• which of the four available allocation methods you will use to distribute your trucks' activity to
calculate a weighted average payload value by truck class:
o # miles by class
o Strips by class
o % of operation by class
o # vehicles by class
• whether you are interested in looking at your payload in units of short tons (=2,000 pounds) or in
pounds
• whether to either directly calculate an average payload for this body type (e.g., using bill of
lading data collected by your company) or to select one of seven average payload ranges
provided in the Tool (which reflect typical industry payload ranges).
The values entered for each body type provide the basis for calculating a weighted average payload for
the class as a whole. For example, by specifying the mileage associated with each body type, the
respective miles per year will be used to weight your payload estimates to calculate an average by truck
class.
Ideally, you should calculate your average payload data by using payload data from your company's bills
of lading records. Note that, when calculating average payload, your payload data should represent the
average cargo weight per LOADED trip; empty backhauls should be excluded from the calculation.
The Payload Calculator for Class 8b trucks is shown as an example below.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 75
-------
SmartWay Average Payload Calculator
This form is designed to help you determine your average payload by vehicle class.
Step 1. Select an allocation method and choose your preferred units.
Allocation
Method: I * °f miles in this class
Unto: jtons
Step 2: Enter your data using your allocation method by directly entering your average payloads or by selecting
one of the industry average ranges as appropriate.
Class 8b Vehicles GVWR =
60,001 and above
Class Avg Paybad:
Dry Van - Single
Cry Var. - Triple
r
Totat \
Total Entered on Main Entry Form: P 102,355 ^° Match
SCROLL FOR MORE
OPTIONS
Screen
Demo
Page TH6
riii L
Figure 52: Class 8b Payload Calculator
On this screen, you will be asked to make two selections:
• Allocation Method
• Units
The first choice you will make is the payload allocation method. The method selected will be used to
allocate your payloads across multiple truck body types within a given truck class. This allocation allows
the Tool to calculate a weighted average payload value by truck class.
There are four payload allocation methods available:
• # miles by class
• Strips by class
• % of operation by class
• # vehicles by class
Next you must choose between either short tons (2,000 pounds) or pounds as your preferred weight
metric or "Unit."
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 76
-------
Next select the applicable body types for the truck class, specify the payload allocation information for
each body type (e.g., number of miles traveled), and the average payload information.
If you do not know the exact average payload for a given truck body type, select from pre-defined ranges
(i.e., very low, low, low average, average, high average, high, very high).8 Use the scroll bar to the right to
display other body types.
If Very Low or Very High ranges are selected, the payload value will be highlighted in red, and
explanations must be provided in the text box to the right summarizing the reasons for the unusual
payload value (e.g., you may explain that a flatbed fleet is regularly used to transport heavy construction
equipment).
If you select low or high ranges, the selection will be highlighted in yellow and a warning will appear.
Text explanations are optional for low and high ranges.
If an exact value entry falls outside the expected range values (low average - high average), an
explanation will be requested.
Figure 53 shows a completed example of the Average Payload Calculator worksheet for Class 8b
vehicles. (Similar worksheets are provided for each truck class.)
8 Specific range values were determined based on reported industry payload distributions, and are discussed in detail in the Truck Tool Technical
Documentation http://www3.epa.gov/smartway/forpartners/index.htm).
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 77
-------
This form is designed to help you determine your average payload by vehicle class.
Step 1. Select an allocation method and choose your preferred units.
Allocation
IKK-dLtUM :
Method: !# °* m"es in th\S Class
[tons
Step 2: Enter your data using your allocation method by directly entering your average payloads or by selecting
one of the industry average ranges as appropriate.
Class 8b Vehicles GVWR =
60,001 and above
Class Avg Payload:
11,9
a of miles
Average Payload
Average Payload
Explanation for input value
f of miles
6,879,451 Industry Average: Low 1.1 to 14,4 tons
These trucks carry mostly light-weight products such as potato
chips. Based on our bill of lading records we confirmed this is a
Explanation for input value
15
f of miles
Average Payload
Exact Payload
7,748,421 11 know exactly
Totat [ 20,272,416
Total Entered on Main Entry Form: 19,945,823 Match
VALIDATE
SCREEN
ADD
COMMENTS
SCROLL FOR MORE
OPTIONS
PageT-46
Figure 531: Example Payload Calculator Worksheet - Class 8b Vehicles Data with Explanations
Once the mileage and payload ranges or values are entered for each body type, the worksheet validates
the entries. If the sum of the by-body type values is within 2% of the class level mileage totals from the
Activity Information screen, a "Match" is indicated and the user may proceed with the rest of the data
entry. Otherwise "No Match" is indicated and the mileage values must be revised until "Match" is
indicated. A validation is also performed if "# of "was selected in Step 1 as the allocation method,
although in this case the match must be exact. Independent matching is not performed for "# of trips" or
"% of operation allocation methods."
If any of the values entered in the Average Payload Calculator received Red or Yellow warnings, the
weighted class average payload value shown in the Activity Information screen will be highlighted in
yellow as a reminder.
Once specified for each class, the fleet-average payload will be calculated (weighted by the number of
miles per class) and displayed in the Totals/Average column on the Activity Information screen.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 78
-------
EXAMPLE:
ABC Trucking, Inc. has a fleet with Class 8b trucks. This fleet consists of three body types: dry van
single trailer, dry van double trailer, and reefer.
In Step 1 ABC Trucking, Inc. chooses "# of miles by class" as the allocation method and "short tons"
as the unit.
ABC Trucking proceeds to Step 2 and selects the checkboxes next to the three body types present in
the Class 8b truck fleet (dry van single trailer, dry van double trailer, and reefer).
ABC Trucking, Inc. enters the total number of miles driven with loads (excluding empty miles) for
each body type.
Next, the company selects the Average Payloadfrom the drop-down lists.
In the case of the dry vans with single trailers, the Very Low range is selected. Because this is
considered an unusual result, the Tool highlights this payload, in red and ABC Trucking, Inc. MUST
enter an explanation to proceed.
In the case of the dry vans with double trailers, the Low range is selected. Because this is considered
somewhat unusual, the Tool highlights this payload in yellow, and ABC Trucking, Inc. has the OPTION
of entering an explanation to proceed.
In the case of the combination reefers, ABC Trucking, Inc. knows EXACTLY what the average payload
value is and enters it in the field provided.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 79
-------
STEPS FOR COMPLETING THE PAYLOAD SECTION ON THE "ACTIVITY INFORMATION" SCREEN
1. Enter your average payloads into the Tool for each truck class by selecting the
Pavload Calculator
.button.
2. Under Step 1, select your activity Allocation Method.
3. Select your Units, from the drop-down.
4. Under Step 2 select the box(es) next to the body types used in this Truck Class.
5. For each body type selected, enter the activity associated with this body type.
6. For each body type selected, use the drop-down to select a range OR enter the exact payload if
available. Make sure to include any pallet and packaging weight in your payload estimates.
7. Validate the screen to determine if there are any errors to correct; if yes, correct the errors
and/or enter comments using the Add Comments button to explain your data inputs.
8. Select the ^Eari^l button to perform a final validation check and return to the Activity
Information screen.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 80
-------
AVERAGE TRUCK CARGO CAPACITY VOLUME (CUBIC FEET) WORKSHEET
OVERVIEW ON THE "ACTIVITY INFORMATION" SCREEN
Cargo capacity volume refers to the total cargo-carrying capacity of your vehicles, not the utilized space
on the vehicles.
Volumes are specific to each major body type/configuration, and can be expressed in cubic feet or
twenty-foot equivalent units (TED).
The volume calculator worksheets for truck classes 2b through 7 follow the same format as the average
payload calculators, with various body type selections available.
The volume calculator worksheet for classes 8a and 8b reflect a range of different, standard trailer and
container configurations. Figure 54 shows an example worksheet for Class 8b vehicles.
SmartWay Average Truck Cargo Capacity Volume Worksheet
• Step 1: Specify how you will calculate your cargo volume by percent usage, number of truckloads/year or by
number of trailers/boxes/chassis.
• Step 2: Input your data.
• Step 3: Select OK to return to the Activity Screen.
Please specify your reporting basis:
(• [Percent Usage]
>'" Number of Truckloads/Year
f Number of Trailers
Box Trailers, Reefer, or Standard Flatbed
23-foot
40-foot
42-foot
45-foot
48-foot
53-foot
57-foot
28+28
48+28
40+40
48+48
28+28+28
Box
r
r
r
r
r
r
r
r
r
r
r
r
Reefer Flatbed
r r
r
r
r
r
r
r
r
r
r
r
r
r
r
r
r
r
r
r
r
r
r
r
Truck Class: 8b
Chassis
ZO-foot
40-foot
45-foot
48-foot
53-foot
Tankers
Large (7500 +gallons)
Medium (3001-7499)
Small (3000 Sunder)
Bulk Carriers
Large (42'x 8.5'x 11.SJ |
Medium (32'x 3'x 11') f
Small (22' x 8' x 10.251)
CANCEL
Percent Total
Estimated Truck Cargo
Volume (cuft):
Auto Carriers
Avg. * Vehides
Specialty Hauler
Custom Size
(Length x Width x Height)
Percent
cuft:
Other Trailers
Custom Size
(Length x Width x Height)
cuft:
ADD
COHHEffTS
Screen
Demo
J ^ J A J J +
Page T-48
Figure 54: Screenshot of Average Cargo Capacity Volume Worksheet
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 81
-------
First you must specify your reporting basis from the three available choices (Percent Use, Number of
Truckloads per year, Number of Trailers). Next you will specify the relative distribution of your
trailer/container sizes for your truck class as a whole.
If you select "Percent Usage" as your reporting basis, the values entered on this screen must sum to
100. A running total is provided on the upper right of the screen.
If you select "Box Trailers, Reefers, or Standard Flatbed" trailers, enter the appropriate number on the
left, and then specify which of these three categories you operate using one or more of the checkboxes
to the right.
If you use Specialty Haulers or "Other" trailer types not specified, include both the average volume of
the trailers in cubic feet under "Custom Size" (length x width x height), as well as the reporting basis
value. These selections include drop-deck flatbeds, low-boys, articulated/multi-trailers and any other
configurations not listed separately.
Once complete, the estimated average cargo capacity volume weighted across all trailer/container types
will be displayed in the upper right of the screen in cubic feet. This value will be written to the Activity
Information screen for the specific truck class.
Make sure trailer/container type selections are consistent with the body types specified in the Payload
Calculator and Fleet Characterization screens; inconsistencies will be flagged during validation.
Once specified for each class, the fleet-average capacity volume will be calculated (weighted by the
number of miles per class) and displayed in the Totals/Average column on the Activity Information
screen.
STEPS FOR COMPLETING AVERAGE CARGO CAPACITY VOLUME (CUBIC FEET) WORKSHEET ON THE
"ACTIVITY INFORMA TION" SCREEN
1. Select the KQD 3Siflililiii I button to open the Cargo Capacity Volume Calculator screen.
2. Select one of the three reporting basis options using the radio check boxes.
3. Enter the requested metrics for the trailers, containers, tankers, bulk carrier, specialty haulers or
other trailers used in this truck class.
4. Select ^La^l to return to the Activity Information Screen.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 82
-------
AVERAGE USED CARGO VOLUME PERCENT (%)SECTION OVERVIEW ON THE
"ACTIVITY INFORMATION" SCREEN
Average Used Cargo Volume Percent refers to the percentage of trailer capacity that is used for all hauls
in a given fleet.
Average Used Cargo Volume Percent applies only to loaded (non-empty) miles. For most carriers, this
will reflect your loaded volumetric fill rate.
However, there are a few exceptions:
• LTL carriers should estimate the weighted-average fill rate over the span of operations.
• Flatbed haulers should estimate fill rate based on deck area covered.
• Auto carriers should estimate based on percent of car slots filled.
Use Industry
• Drayage operations may select theHSSi™^B| button, in which case the industry average used
cargo volume percent value will be auto-populated for you.
***Do not factor in empty miles for percent capacity utilization. ***
Once specified for each class, the fleet-average percent capacity utilization will be calculated (weighted
by the number of miles per class) and displayed in the Totals/Average column.
STEPS FOR COMPLETING THE AVERAGE USED CARGO VOLUME PERCENT SECTION ON THE "ACTIVITY
INFORMATION" SCREEN
1. Enter your average used cargo volume percent for each truck class.
2. Fleets with a Drayage SmartWay Category designation may select industry average percentages
Use Industry
by selecting the BUjjjiJjf^l button.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 83
-------
ROAD TYPE/SPEED CATEGORY SECTION OVERVIEW ON THE "ACTIVITY
INFORMATION" SCREEN
"Road Type/Speed Category" is a ratio of total mileage by class allocated to highway/rural driving, and to
urban driving less than 25 mph, 25-50 mph, and over 50 mph.
Data for completing this screen should be available from your vehicles' electronic control modules
(ECM).
NOTE: If you do not know your speed distribution for urban areas, you may check the box labeled
"Populate the urban driving fields with default values/' and default percentages will be calculated based
on data from EPA's MOVES model,9 adjusted for the Highway/Rural Driving percentage specified.
(For further details, see the Truck Carrier Tool Technical Documentation available at
http://www3.epa.gov/smartway/forpartners/index.htm)
STEPS FOR COMPLETING THE ROAD TYPE/SPEED CATEGORY SECTION ON THE "ACTIVITY
INFORMATION" SCREEN
Enter Speeds
1. For each truck class, select *""*****"***^ to open the ""Road Type/Speed Categories" box.
2. Enter the requested metrics for Highway or Rural Driving and Urban Driving for each of the
speeds listed (if applicable). If you only know Highway or Rural driving, you can select the box
next to "Populate the urban driving fields with default values" to complete the screen.
3. Select ^Lal^l to return to the Activity Information screen.
9 NOx and PM emission rates for diesel, gasoline and E10 vehicles are obtained from EPA's MOVES 2014a emissions
model, expressed in grams/mile. Emission rates for LPG, CNG, and LNG are adjusted from gasoline values. Hybrid
vehicle emissions are set equal to their corresponding conventional gasoline and diesel counterparts, less the idle
emissions component. Finally, electric vehicle CCh, NOx and PM emission rates are based on national average
electricity generation unit estimates (in grams per kWhr). See the Truck Tool Technical Documentation for
additional details on emission rate estimation.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 84
-------
AVERAGE ANNUAL IDLE HOURS PER TRUCK SECTION OVERVIEW ON THE
"ACTIVITY INFORMATION" SCREEN
The Average Annual Idle Hours per Truck10 is calculated using the Idle Hours Calculator. To calculate
idling hours, you will need to enter the number of hours your trucks idle per truck per day on average,
along with the average number of days each truck is in service, on average, per year.
Figure 55 shows the Idle Hours Calculator screen.
SmartWay Idling Hours Calculator L*^"^
Use this calculator to determine how much your trucks run at idle per year.
• Enter the number of long and short duration HOURS your trucks run at idh
continuous idle for longer than IS minute intervals. Short duration idling includes idling at stop signs, in traffic, or short delivery stops.)
• Enter the number of days per year that the truck is in service.
• The calculated Average Idle Hours per Truck will automatically populate on the Activity Screen.
Daily Long Daily Short
Duration Idle Duration Idle Average Days in Average Annual
Hours per Hours per Service per Idle Hours per
Class Truck* Truck" Year Truck
I
I
6b
* Long Duration includes overnight, or continuous for more than 15 minutes.
A Short Duration includes loading/unloading, traffic, waiting in tine, or other, under 15 minutes.
VALIDATE
SCREEN
ADD
COMMENTS
Page T-50
Figure 55: Screenshot of Blank Idle Hours Calculator
Separate values should be input for short-duration (less than 15 consecutive minutes) and long-duration
(greater than 15 minutes) idling.11 After you have entered long and short duration idling hours and
10
Idle hours are not applicable to hybrid or electric trucks, so the Idle Hour Calculator is not provided on those
screens.
11
NOx and PM emission rates are different for short and long-duration idling, reflecting the varying engine loads
and operating temperatures for these events. The SmartWay emission calculations distinguish between these
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 85
-------
average days in service for each truck class, and the calculator will present idle hours for each class will
be presented on the Activity Information screen.
In addition, fleet-average idle hours across all truck classes are then calculated (weighted by vehicle
counts) and displayed in the Totals/Average column.
STEPS FOR COMPLETING THE AVERAGE ANNUAL IDLE HOURS PER TRUCK SECTION ON THE
"ACTIVITY INFORMA TION" SCREEN
Calculator.
2. Enter daily long-duration idling hours per truck, daily short-duration idle hours per truck, and
average days in service per year for each vehicle class represented in this fleet.
3. Select ^BflllI to return to the Activity Information Screen.
4. You have now completed the Activity Information Screen for this fuel type.
5. Select the •SSiaiifc | button to verify that you have completed the screen properly.
6. After completing the Activity Information screen, if your fleet includes 2006 or older diesel
engines select the PM Reduction tab at the top of the screen to proceed to the next section.
events for Class 8b trucks using MOVES model outputs, although different emission factors may be integrated in
future versions of the model for all truck classes.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 86
-------
"PM REDUCTION" SCREEN OVERVIEW
The PM Reduction screen is for fleets that have installed retrofit equipment on pre-2007 engines.
Truck: ABC Trucking, Inc,: Dry Van Fleet
General Information
Gasoline
LPG
LHG
CWG
Electric
Hybrid
Data Sources
Engine Model Year & Class
Activity Information
Check this box if you employ particulate matter reduction technologies for
trucks with diesel engines that were built in 2006 or earlier.
Reduction!
Select to enter PM Control
Device Information
Please enter the number of trucks in this fleet by class and engine (not vehicle) model year for which you are using each of the PM retrofit control
strategies listed below.
J\ (f Diesel Oxidation Catalyst (DOC) (Hot Used)
2\ r Closed CrankcaseVentilation (CCV) (NotUsed)
1\ r Particulate Hatter Trap (Not Used)
Diesel Oxidation Catalyst
(DOC)
Total
Trucks
8b
Note: Be sure to
use [Name
model year, not
vehicle model
year.
I,
BACK SAVE
Page T-27
Figure 56: Diesel Vehicles PM Reduction Screen
Select the "PM Reduction" box at the top of the screen if your fleet employs particulate matter reduction
technologies on these engines. If your fleet does not employ such devices you may select
proceed.
Next select the appropriate radio button for the type of device (DOC, CCV, or PM trap) you have used for
your fleet. You are then asked to enter the number of trucks equipped with the device by engine (not
vehicle) model year.
To enter data for multiple devices, select the radio button for the next type of device after completing
data entry for the initial device, and fill out the new blank fields that appear.
Totals for any given model year cannot exceed the totals specified on the Engine Model Year & Class
screen. While CCVs may be installed in combination with either DOCs or PM traps, it is assumed that
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 87
-------
DOC and PM trap applications are mutually exclusive. As such, the sum of DOC and PM trap trucks
cannot exceed the totals specified on the Engine Model Year & Class screen.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 88
-------
STEPS FOR COMPLETING THE "PM REDUCTION" SCREEN
1. Select the "PM Reduction" box at the top of the screen if your fleet employs particulate matter
reduction technologies.
2. Select the radio button next to a device (DOC, CCV, or PM trap) you have used for your fleet.
3. Enter the number of trucks equipped with the device by engine (not vehicle) model year.
4. If other devices have been used with this fleet, select the radio box(es) next to each device and enter
the number of trucks equipped with the device by engine (not vehicle) model year.
5. When done, select
VALIDATE
SCREEN
to make sure you have filled out everything properly on this
screen.
HOME
6. Select the fffg^f button to return to the Home screen.
Next Steps
*** if your fleet includes 2006 or older diesel engines select the PM Reduction tab at the top of the screen
to proceed to the next section.
Instructions for data entry are provided above this box. ***
If you have finished entering data for this fuel type, select the tab for the next fuel type and complete all
screens as indicated above.
b.
If you have finished inputting data for all of your fuel types, select the •aa*j^ button to proceed to the
Data Sources screen.
REMEMBER:
*** If additional fuel types are represented in this fleet,
you must complete the Engine Model Year & Class and Activity Information screens for each of the fuel
types you operate.
Select the tab for the next fuel type and complete the Engine Model Year & Class and Activity Information
screens as indicated above—the steps will be the same or similar to those for the Diesel Tab. Do NOT move
on if you have not completed the data input for each of your fuel types. ***
Once finished entering data for all of your fuel types, including the information on the Data Sources
HOME
screen, select the button to return to the Home screen and follow the instructions to submit
your Tool to EPA.
-------
FUEL SECTION: DATA SOURCE SCREEN OVERVIEW
Once you have completed entering the activity data for all fuel types you must proceed to the Data
Sources screen, shown below.
Tnjck; ABC Trucking, Inc.: Dry Van Fleet
Ua-l
General Information
Diesel
Gasoline
• Select the box in each row to specify the appropriate Data Sources for this fleet by fuel type(s).
• If your fleet has more than one fuel type and the data source is the same for all fuels, you can select the "Apply" button to apply data source
descriptions to all fuels.
Apply Data Source descriptions to a II fuels
Total Miles Driven
Revenue Miles Driven
Empty Miles Driven
jd
jd 1
jd 1
Gallons of Fuel used,
including Diofuel and
Reefer
jd
jd
Average Payload (tons) - Cargo
Weight Only
Truck Cargo Volume
(cubic feet)
Avg. Used Cargo Volume %
(excluding empty miles)
jd
jd
jd 1
Road Type / Speed Categories
Average Annual Idle Hours per
Truck
jd 1
jd 1
d
31
Page!
Screen
Demo
Figure 57: Data Sources Screen
This screen displays one column of drop-down boxes for each fuel type in your fleet. Using the drop-
down menus, begin with the Total Miles Driven row and select the appropriate Data Source and Source
Details option. After selecting from the Data Source and Source Detail drop-down menus, you may be
required to provide additional information regarding the way you collected your data and associated
calculation methods, as appropriate. You should provide enough detail to confirm data validity and
reasonableness. Repeat the process for each data element for the first fuel type.
If you have multiple fuel types for this fleet repeat the process until all data sources have been specified.
If your data sources are the same for all fuel types you may select the
selected for your first fuel type will be copied for all other fuel types.
An example Data Source entry screen is shown below, for payload data.
Apply
I button and the values
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 90
-------
SmartWay Data Source Description
Please provide details on the source of your data. If you are using different sources of data to characterize different
body types, please select "Other - list all that apply" and describe each data source and calculation method in the text
box provided.
Data Type Average Payload (Diesel)
Data Source: Based on bills of lading - electronic records (preferred)
Source Detail: | Based on actual miles traveled by specific paybads* jj
1 Please describe the methodology used to develop your estimate. Well-documented data will enhance the confidence and
reputation of the SmartWay program. Additionally, this information will be useful for the person who completes this Tool next year.
Pulled directly from bill of ladings
2964 characters remaining
Figure 58: Example Data Source Description Screen
NOTE: Data Source descriptions are assumed to apply across all truck classes and body types for a given
fuel type. If you use different sources of data to characterize different truck classes / body types, select
the "Other- list all that apply" for the "Data Source" drop-down option.
A helpful reference table with available sources is included in Appendix A.
When finished, select BdJilltfl to identify and address potential errors, and then select
return to the Home Screen.
STEPS FOR COMPLETING THE "DATA SOURCES"SCREEN
1. Click on the cell of interest to open the Data Source Description screen.
2. Use the first drop-down menu to select the Data Source category most appropriate the data field. Select
"Other" if there is no reasonable match, or if you used multiple data sources to characterize the different
truck classes and/or body types within the fleet.
3. Use the second drop-down menu to select the most appropriate Source Details category.
4. If prompted, enter information regarding the methodology and assumptions you used to estimate your
data in the text box at the bottom of the screen.
5. Select J^Bat^H to return to the Data Source Description screen.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 91
-------
Validating Your Data
The Truck Carrier Tool has validation checks embedded at different points in the Tool to ensure data
quality. For example, checks on total mileage or number of vehicles are made before exiting the Payload
and Volume Calculators. However, additional validation checks are made before exiting other data entry
screens throughout the Tool. Critical checks are made regarding calculated miles per gallon (by class),
reefer fuel consumption, annual miles per truck, and a number of other inputs, 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 2011
calendar year. (Refer to the Truck Carrier Tool Technical Documentation (found on the website at
http://www3.epa.gov/smartway/forpartners/index.htm) for a detailed discussion of all validation criteria
used within the Tool.)
VALIDATE
SCREEN
At any time, you can select the ' button at the bottom of the screens to make sure you have
filled out everything properly before proceeding to the next screen.
Any time you leave a particular screen, the Tool will automatically perform a screen validation.
Any time you return to the Home screen, the Tool will automatically perform a fleet-level validation.
If you select the
be displayed. Select
VALIDATE
SCREEN
button and no potential errors are identified, the following message will
to proceed.
SmaitWay Validation Check X
No errors found on this screen.
OK
Figure 59: Validation Check Notification - No Errors
If missing or potentially erroneous inputs are identified, you will see the following message (Figure 60).
Select Yes to see a complete list of validation errors/warnings. An example Validation Check results
screen is provided in Figure 61.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 92
-------
SmartWay - Error
There are warnings and possible data entry errors for some inputs in this
fleet because the data is outside of the normal response for most
partners. This could be because of a data input error (typo) or because
your operations are unique. Possible warnings/errors are highlighted in
yellow or red. Data highlighted in red cells MUST be corrected or
explained by double clicking on the red field and providing an
explanation in the space provided in the pop-up box. Once explained,
the red warning will turn to yellow. Explanations for Yellow warnings are
optional.
Do you want to see a list with the possible errors and/or warnings for
this fleet?
Yes
No
Figure 60: Validation Check Notification -with Errors/Warnings
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 93
-------
SmartWay Validation
Below are the possible errors/warnings that have been detected.
- Possible errors must be addressed before you can submit your data.
- Warnings should be reviewed but will not prevent you from submitting your data.
ERROR [Diesel - Activity Information]: For Empty Miles Driven under truck dass 6, your value 3,001,584 is substantially
above industry averages (1,602,886). NOTE: If you are confident that the information you have provided is correct,
double-dick on the highlighted field and provide text explaining the reasons for the out-of-range value. Doing so will
cause the error to be changed to a yellow-flagged warning instead.
WARNING [Diesel - Activity Information]: For MPG under truck dass 8b, your value (5.1) is below typical industry
averages (5,2 - 6.7). If your MPG values accurately reflect above average performance for your fleet, please provide
text describing the reasons for your excellent fuel efficiency. Otherwise please review your mileage and fuel estimates
and modify your inputs as needed.
WARNING [Diesel - Activity Information - Average Payload Calculator]: For dass 8b, one or more of your selections in
the calculator are outside the average industry range. See calculator for warnings and explanations of highlighted
fields,
ERROR [Diesel - Activity Information]: For Average Used Cargo Volume %, the field under dass 8b is blank.
Why can't I make corrections?
CLOSE
Show possible errors/warnings as a spreadsheet
Figure 61: Validation Check Screen - Example Results
Why can't I make corrections?
Show my errors/warnings as a spreadsheet.
The • 1 and
buttons at the bottom of this screen provide additional information to assist you in correcting any errors.
Specific information is also provided regarding any values that are unusually high or low compared to
industry averages (e.g., see the second entry). In this case, four possible data entry problems were
identified for correction: one involving a suspiciously high "average empty miles per year" value, one for
a low MPG value, one for a payload range warning, and one for a missing value. Two of the four
messages involve errors that must be addressed through modification of the data entry (message #4), or
by providing a text justification of the value by double-clicking on the highlighted cell (message #1). Both
of these items must be addressed before the Tool may be submitted to EPA. The remaining items (#2
and #3) are listed as warnings, and do not have to be addressed before submittal to EPA, although you
may provide documentation for this value by double-clicking on this cell if you wish.
Once you close the Validation check screen, you will see warnings and errors highlighted in a red or
yellow on the Activity Information screen, as shown in Figure 62. 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
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 94
-------
your newly entered data, select the
as necessary.
VALIDATE
SCREEN
'button again and repeat the procedure described above
Truck: ABC Trucking, Inc.: Dry Van Fleet
Gasoline LPG
^^^^^^^^^__^^^^^^^^^
LNG
| Electric
Hybrid
Data Sources
Engine Model Year & Class
PM Reduction
screen to help you with your inputs. The totals for all your trucks will be summed/averaged on the left.
Diesel
Input Data: by Truck Class
All Classes ?| 6
Total Miles Driven (exact values)
Revenue Miles Driven (exact values)
Empty Miles Driven (exact values)
23,954,038 I 4,007,215 \ 19,946,823
21,599,682 |" 3,500,926 |~ 18,098,756
4,985,259
I
? Gallons of Diesel Used, incl. Biodiesel & Reefer 4 529 758 [
—J (exact values)
MPG check! --> f
598214 I
ll
Gallons of Biodiesel (Bl00 Equivalents)
Miles per truck check! -> |
Allocate Diesel Using class MPG
7 I Average Payload (tons) - Cargo Weight Only
-LJ One ton = 2000 Ibs
_?j Truck Cargo Volume (cubic feet)
I Payload Calculator
3,412
1,583
I Average Used Cargo Volume
-------
• If "Revenue Miles" or "Empty Miles" are highlighted, check their values relative to "Total Miles
Driven" and to one another. For example, explanations are generally required if "Revenue Miles"
are roughly less than 50% of "Total Miles Driven/' or if "Empty Miles" are greater than
approximately 50% of "Total Miles Driven", although specific validation cutoffs vary depending
upon truck class, body type and operational category.
• If reefer fuel consumption is flagged, confirm the ratio of reefer gallons to total fuel consumption
are accurate for your fleet.
• "Average Used Cargo Volume Percent" values of less than ~40-70% must be explained.
• "Average Idle Hours per Truck" outside typical partner values must be explained.
• If any calculated MPG values are highlighted, you may revise these values by changing either
"Total Miles Driven" or the number of gallons of the fuel type used. You may also double-click on
the highlighted MPG cell to obtain a popup screen with additional information, as shown in
Figure 63. This form presents the expected MPG range based on typical SmartWay Partner
performance, as well as the calculated value for your truck class, and the "Severity" of the error
identified. (Level 1 Severity indicates the value is significantly different from partner averages,
while Level 2 Severity indicates a moderately out of range value.) If you believe this value is
accurate, enter a brief summary in the text box explaining the reasons for the high/low MPG
value and select ^Lari^l to return to the Activity Information screen. (In this case your fleet
CANCEL
will be flagged "Complete with Warnings" on the Home screen.) Otherwise select HI mto
revise your total miles and/or gallons used.
• If payload, volume, and/or idle hour values are highlighted on the Activity screen, warnings
and/or explanations can be viewed by opening the appropriate calculator(s).
• Possible rounding errors for miles and/or gallons are not highlighted on the Activity screen but
are described in the detailed Validation list popup screen.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 96
-------
SmartWay Range Validation Form
Data you provided is outside the expected range. If you are confident that the information
you entered is correct, please provide supporting details in the space below. Otherwise, select
Cancel to return to the form, so you may re-enter a new value for this field.
Field Name: |Class 8b mpg
Out of
Range
Message:
WARNING [Diesel - Activity Information]: For MPG under truck class Sb, your value (5.1) is
below typical industry averages (5.2 - 6.7}. If your MPG values accurately reflect above
average performance for your fleet, please provide text describing the reasons for your
excellent fuel efficiency. Otherwise please review your mileage and fuel estimates and modify
your inputs as needed.
Value You Provided: 5.1
Severity of Error I Level 2*
Explanation:
"The explanation field does not wrap in Office 2013 due to an Excel bug,
* Level 1 indicates that the vabe is significantly out of expected range, Level 2 indicates that the value is moderately out of expected range.
Figure 63: Validation Check - Example MPG Range Validation Form
Other checks are made regarding absolute minimum and maximum inputs for miles per truck, MPG,
payload, volume, and idle hours, as well as checks regarding implicit cargo density based on payload,
volume, and capacity utilization inputs. When absolute minimum or maximum values are exceeded, the
Partner must revise the associated input values before proceeding (i.e., these values cannot be
"explained away").
The Truck Carrier Tool also utilizes a number of "logical" validation checks to ensure the reasonableness
of various inputs and category selections. For example, checks are applied regarding the consistency
between body types specified in the Fleet Description section and those selected in the payload and
volume calculators. If inconsistencies are found, in most instances a simple warning is indicated, and text
explanations are not required. For a complete listing of all validation checks used in the Tool, refer to the
Truck Carrier Tool Technical Documentation.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 97
-------
Once all potential validation errors have been corrected or otherwise verified, select
proceed to the next step.
HOME
to
Once you have returned to the Home screen, notice that the fleet that you filled out and validated now
identifies its status as "Complete" or "Complete (with Warnings)." You may now highlight the next fleet if
you have another one to complete. In the example below, the fleet listed as "Example Dray Fleet"
remains to be finished. Fill out unfinished fleets in the same manner as the previous fleet.
StiarWay Truck: Home
SmartWay9
Report Year OMB 2060-0663
">n 1 C Expiration Date 07/31/2017
f-V±S (Revised 2014)
Truck
United States Version: 2.0.15
Released on: 1/7/2016
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):
IABC Trucking, Inc.
Contact Information
Fleet Description(s)
4. Data Entry (Double-click the fleet name or select and hit
....ABCJmcking,.Inr,:... ..
ABC Trucking, Inc.: Dray Fleet - Incomplete (Errors)
Give IK Feedback
Generate a (.xml]
Updated fleet
status indicator
Optional survey to help us improve your SmartWay experience.
To complete your submission, email the small (.xml) data file and your large (.xls) tool file
to EPA. If your email size limit cannot handle the tool file, send only the smaller data file.
YOUR RESULTS:
View Your Data Reports
Review your Year-to-Year Performance
L
QUIT
Page T-10
Figure 64: Home Screen - After Completing the Data Entry/Modification Process for First Fleet
Once you have filled out information for all your fleets, be sure that all fleets show "Complete" or
"Complete with Warnings" beside the name. If, and only if, all fleets are marked as such, you can move
on to the next step. If one or more fleets are not marked as such, review the data you entered for errors
or omissions.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 98
-------
Providing Suggestions
After completing Steps 1 - 4 on the Home screen, you may provide EPA with feedback regarding the
SmartWay program. This information is optional and is not required in order to submit your Truck Carrier
Tool data to EPA. Selecting the
will open the Suggestions screen (see Figure 65).
Give us Feedback
I button on the Home screen
SmartWay Give Us Feedback: ABC Trucking. Inc.
OPTIONAL SMARTWAY SATISFACTION AND FEEDBACK SURVEY
We are always trying to improve the SmartWay program and provide better service to our partners. By filling out this optional survey, you can
help us improve the program. Thank you.
Partner Name: ABC Trucking, Inc.
r
r
r
Please answer Yes or No
Do you read the Tool User Guides?
Do you read the Tool Technical Documentation?
Do you regular!/ visit the SmartWay website?
On a scale oF 1 to ID, 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 10,1O meaning strongly agree:
I understand the goals of the SmartWay program
I understand how to participate in the program
I understand and know how to find information on the SmartWay website
I understand this SmartWay Tool
I understand the SmartWay emission factor ranking system
I understand the SmartWay Partnership logo guidelines
Ho
r
r
r
Figure 65: Suggestions Screen
You may respond to some or all of these questions in order to provide feedback regarding the various
aspects of the SmartWay program. SmartWay values your feedback. Any information you provide will be
used to improve the program, and will be kept confidential. Use the scroll bar to the right to display
additional questions.
Once you have completed these three screens, select the
screen.
HOME
button to return to the Home
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 99
-------
View Your Data Reports
The Home screen also provides two optional sections for evaluating the accuracy of your data inputs as
well as your fleet performance metrics. From the Home screen, select
View Your Data Reports
screen.
to review the first optional section, the Reports
Smart Way Reports
Please select the report YOU would like to view.
Estimates the CQ2, NOx, and PM emissions for your || Displays all of the comments th.at have been entered
fleets. You can view these estimates based on truck | throughout the tool.
class, fuel type, or fleet.
Fleet Description(s)
Report
Truck Counts Report
Reefer Fuel
Consumption Report
PM Reduction Report
Displays all of the data you entered in the Fleet
Description(s) section.
Displays all of the data you entered in the General
Information section.
Displays all of the data you entered in the Engine
Model & Year section.
Displays all of the data you entered in the Activity
Information section.
Displays all of the data you entered in the Reefer
Fuel screen in the Activity Info section.
Displays all of the data you entered in the PM
Reduction section.
Out of Range Report
Displays all of the values throughout the Tool that
were not within the expected range.
Displays all of the data source information you
provided throughout the Tool.
Displays the feedback and suggestions you provided
in Step 5.
Page T-52
Figure 66: Reports Menu Screen
Selecting any of the green buttons on this screen will display the indicated data. Several reports
summarize the data you entered on specific data input screens, such as the Truck Counts Report
(corresponding to the Engine Model Year & Class screen) and the Activity Information Report
(corresponding to the Activity Information screen). The Out of Range Report may be particularly useful
in identifying and addressing those inputs flagged as potentially erroneous during fleet validation.
Select the Internal Metrics Report button to review the performance of your fleets in terms of grams per
mile and grams per ton-mile, by pollutant type. After selecting this button you will be asked to specify
the level of detail/aggregation you wish to display as shown in Figure 67.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 100
-------
SmartWay Report;
Select the level of detail you wish to display
f? Display only totals
f Display details for each Fleet
f Display details for each Truck Class
'' Display details for each Fleet and Truck Class combination
*~ Display details for each Fuel Type
^ Display details for each Fleet and Fuel Type combination
'"" Display details for each Fleet, Fuel Type, and Truck Class combination
PageT-53
Figure 67: Internal Metrics Report Selection Menu
Selecting any of the summary report types will take you to a screen allowing you to preview and print
your reports. Figure 68 shows one of many sample reports that the Tool can generate for you; in this
case summarizing emission reductions in tons and assorted performance metrics at the Partner Total
level (including all fleets). These reports will prove useful for your company's evaluation and
improvement efforts.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 101
-------
^SmartWay
internal Metres RsportYear 2615 December i= ;:i:
TE-C' : Trie- PartnerA&CTrucBng, inc.
Df&ptay Option * 1 : Totals O nfj
COZ
TeWTwi
=tar>=r Toca SOS31
«.
FSmsrT&a
FM10
?:-r>
1171
T°So7s
1ET
DrKisp.Mh ATZ«L1™11
Grams per
T frauvarrf Cu^b
f •v?iis-5^i _T'i&3 - >j; '! ;: :T : r :
Grams par
T !"XftiJ«-"*d CUfeC
T
-------
Viewing Year-to-Year Performance
The Year-to-Year Performance Report is another optional section of the Tool, allowing the user to
compare the fleet characteristics and activity values, as well as CO2 performance metrics for the current
reporting year with the previous year. This report is particularly helpful in identifying any changes that
may have occurred since your last reporting period, determining trends in activity and performance over
multiple years, and performing general quality assurance of the inputs used for your current Tool. You
can access this report by selecting
screen.
Review your Year-to-Year Performance
under item #5 on the Home
Figure 69 shows the data entry screen for the comparison report. Note that your most recent year's data
is already "loaded," including the data you have entered for your current fleet(s). In order to load data
for the previous year fleets, select the Load Data button. A screen will appear allowing you to specify
the location of your prior year file, using the
Browse..
. button as shown in Figure 70.
-------
SmartWay Truck Year-to-Year Comparison
In order to run a comparison report, you must have a completed Truck Tool from the previous year.
You can compare the data in this tool to data in a tool from last year.
Select the "Load Data" button to import the data from the prior year's tool that you would like to compare into this
Tool.
Next, choose the units in which you would like the fuel-related components of the report to be expressed.
Next, Choose whether you would like to see the comparison at the Partner (Company) level or the fleet level. If you
choose the fleet level, select the fleet(s) from each list that you would like to compare. (Note that the report will
combine all of the selected fleets from each list.)
Finally, select RUN REPORT to generate the report.
1. Load Data from Prior Year
Tool yean 2014 Load Data
2, Select Units for Displaying Fuel-Related Information:
yjU Display Fuel in: | Diesel Galion Equivalents _»_]
3. Choose Comparison Levef:
<*" Partner-Level
C Fleet-Level
Select a fleet from each of the lists below that you would like to compare. You may choose multiple fleets from each list,
and the comparison report will combine all of the selected fleets from each list.
Fleets for this tool:
Fleets for previous year's tool:
PageT-51
Figure 69: Year-to-Year Comparison Report Input Screen
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 104
-------
Smart way: Load Data
Use the Browse button to navigate to your 2014 Truck Tool file. Select LOAD to import that data into
this Tool.
NOTE: If you experience problems while attempting to load a prior year Truck Tool, please take note of any error
messages and then contact a RAM or the SmartWay Helpline at (734) 214-4767.
Year [2014
Truck Toot [j
Browse—
LOAD I CANCEL
Figure 70: Data Load Screen for Year-to-Year Comparison Report
Once your prior year data loaded into the Truck Carrier Tool, you should specify how to display your fuel
information: in diesel gallon equivalents, gasoline gallon equivalents, or simply in actual U.S. gallons.
Specifying diesel or gasoline gallon equivalents is useful for comparing miles per gallon metrics when a
fleet contains multiple fuel types.
Next you can specify whether you want to compare one or more individual fleets (select "Fleet-Level") or
if instead the comparison should aggregate all fleets (select "Company-Level"). Once specified, select the
"RUN REPORT" button to view the line-item data entry comparisons. An example report is presented in
Figure 71.
Comparison Report Reporting Years: 2015 & 2014
Tool: Truck Partner : All Things Christmas
December 16,
2015
Partner Name:
Working Contact:
Phone
SCAC(s)
MCN
DOT
NSC
Fleet Type
Ranking Category
Change
%
Change
Amount
X
X
2015
ABC Trucking, Inc.
Steven Johnson
325-874-8574 / 555
ABCD
#5287485
#3268954
Dedicated
Truckload - Dry Van
2014
ABC Trucking, Inc.
Judy Williams
654-654-6542
ABCD
#5287485
#3268954
Dedicated
Truckload - Dry Van
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 105
-------
Comparison Report Reporting Years: 2015 & 2014
Tool: Truck Partner : All Things Christmas
December 16,
2015
Body Types
MPG
Miles Per Truck
Average Payload
(tons/truck)*
Truck Cargo Volume
(cu ft/truck)*
Average Used Cargo
Volume %*
% Highway or Rural
Driving*
% Urban Driving
(Under 25 mph)*
% Urban Driving
(25 mph to 50 mph)*
% Urban Driving
(Over 50 mph)*
Average Idle Hours
(per truck per year)
Number of Trucks
Class 2b
Class 3
Class 4
Class 5
Class 6
Class 7
Class 8a
Class 8b
Total Annual Miles Driven
Total Annual Revenue
Miles
Total Annual Empty Miles
Fuel (Gallons or kWhr)
Change
%
-13.1%
-33.6%
74.4%
30.8%
3.2%
-13.4%
53.3%
33.4%
30.9%
181.9%
12.4%
20.0%
200.0%
-100.0%
-90.0%
150.0%
-100.0%
-100.0%
400.0%
-25.4%
-26.7%
-5.1%
-14.2%
Change
Amount
X
-0.92
-17,883
6.6
537
3%
-11%
5%
3%
1%
502
13
2
20
-10
-9
15
-35
-10
40
-1,418,840
-1,366,679
-22,076
-112,038
2015
DryVan (90%) / Reefer
(10%)
6.14
35,299
15.5
2,280
92%
68%
15%
12%
4%
778
118
12
30
1
25
50
4,165,278
3,754,268
411,010
678,850
2014
DryVan (85%) / Reefer
(15%)
7.06
53,182
8.9
1,743
89%
78%
10%
9%
3%
276
105
10
10
10
10
10
35
10
10
5,584,118
5,120,947
433,086
790,888
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 106
-------
Comparison Report Reporting Years: 2015 & 2014
Tool: Truck Partner : All Things Christmas
December 16,
2015
Gallons of Diesel Used,
incl. Reefer
Gallons of Biodiesel
(B100 Equivalents)
Gallons of Gasoline
Used, incl. Reefer
Gallons of Ethanol
(E100 Equivalents)
Gallons of LPG Used,
not incl. Reefer
Gallons of LNG Used,
not incl. Reefer
Gallons of CNG Used,
incl. Reefer
kWhrs of Electricity
Used, not incl. Reefer
Gallons of Hybrid Fuel
Used, incl. Reefer
CO2 Total Tons
(Short)
CO2 Grams per Mile
(Total)
CO2 Grams per Average
Payload Ton-Mile
(Total)
CO2 Grams per Thousand
Cubic Foot-Miles
(Total)
CO2 Grams per Thousand
Utilized Cubic Foot-Miles
(Total)
Change
%
-21 .6%
N/A
N/A
N/A
N/A
N/A
-14.9%
14.1%
-34.6%
-12.8%
-16.7%
Change
Amount
-170,563
4,583
22,567
1,955
-
-
28,906
514
-
-1,320
204
-56
-105
-156
2015
620,325
4,583
22,567
1,955
.
0
28,906
514
0
7,555
1,645
106
722
779
2014
790,888
.
.
-
.
0
0
0
0
8,875
1,442
162
827
935
* For partner or multiple fleet totals, average values are weighted by total truck miles.
**DGE
Figure 71: Example Year-to-Year Comparison Report
The example above indicates that a change in the Working Contact and phone number has occurred over
a year, with no other changes in basic contact and fleet characteristic information. Comparisons are also
shown for a number of activity parameters including:
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 107
-------
average payload
average cargo capacity volume
average used cargo volume percent
percent driving by road type and speed bin
average idle hours per truck
number of trucks by class
total, revenue, and empty miles driven
total gallons of fuel used (in this case, in diesel gallon equivalents (DGE))
A variety of calculated annual performance metrics are also shown, including:
• miles per gallon (here, in diesel gallon equivalents or "DGE")
• miles per truck
• tons of CC>2
• grams CO2 per mile
• grams CO2 per ton-mile
• grams COz per 1,000 cubic foot-miles
• grams CO2 per utilized 1,000 cubic foot-miles
Percentage changes are also indicated for each of these items, relative to the earlier year baseline values.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 108
-------
Submitting Data to SmartWay
Congratulations! You are now ready to send your data to EPA.
Select the I
Generate a (.xml) data file
button, which will open the following screen.
Create submij^icn ~ile fo' EPA
-SmartWay8
Report Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014)
Truck
United States Version: 2.0.1S
Released on: 1/7/2016
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. 1O01 (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).
P I understand and agree to the terms of this agreement.
PageT-S8
Figure 72: 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 for your Annual Submission ID, which has been sent to you by your SmartWay
PAM via email. If you cannot locate your submission ID you can select the Email me my SmartWay ID
button to have your ID sent to you. Submission of the SmartWay ID is optional.
If you are not an existing SmartWay Partner you will be asked how your company initially heard about
SmartWay, and possibly some follow-on questions (see Figure 73 below).
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 109
-------
Create submission file for EPA
•SmartWay
Report Year
2015
OMB 2060-0663
Expiration Date 07/31/2O17
(Revised 2014)
Truck
United States Version: 2.0.15
Released on: 1/7/2016
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).
P 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
P
How did your company initially hear about SmartWay? | My shipper company (please fat) ^
Company 1, Company 2, ...
You are now ready to create your .xml file. The tool will also automatically save your .xml file and .xls file at: C:\Users\RBaker\AppData
\Local\Temp\_PA130 unless you designate another location. Please select the NEXT button below to continue.
PageT-58
Figure 73: Completed Submission File Screen
When ready, select " ^^ to create a file with the following naming convention:
Truck_PartnerName_Year_ VO.xml 12
For example, Truck_ABCompany_2015_VO.xml
where PartnerName is your company's name as entered for Step 1 on the Home screen, and Year
indicates the year for which you are submitting your data.
Next specify the folder where you would like to save the. xml file, and the following screen will appear.
12 If you create the XML file multiple times the file name will increment each time (e.g., Truck_ABCompany_2014_V1.XMLfor the
second iteration, etc.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 110
-------
imarWay - Inst'-ction; for Submitting File
SmartWay*
Truck
United States Version: 2.0.15
Released on: 1/7/2016
CONGRATULATIONS! Your SmartWay submission files are now located at:
Excel File
| S:\Rick\EPA\2012 Program Support\WA_00_04_SVATruck\Tool\2016 update\Truck_ABC Trucking, Inc_2015_VO.xls|
XML File
| S:\Rick\EPA\2012 Program Support\WA_uO_Q4_SW\Truck\Toar\2016 up date \Truck_ ABC Trucking, Inc_2015_Vu.XML
These files are ready to be emailed to EPA.
YOU MUST RETRIEVE THESE FILES FROM THIS FOLDER AND EMAIL THEM TO EPA IN ORDER TO COMPLETE
YOUR SUBMISSION.
If you can, please email both files to SmartWay. If your mailbox can't send the .xls file, you may send the .xml data file
only. Please open an email message, attach the new file(s) and send to smartway_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.
PRINT
SCREEN
Figure 74: Instructions for Submitting xml Files to EPA
Follow these instructions for submitting your .xml and .xlsx files to SmartWay. Note that the .xml file is
approximately 10 times smaller than the .xlsx file itself.
Upon selecting!
the Home screen.
CLOSE
a screen will appear that allows you to close the Truck Carrier Tool or return to
NOTE: DO NOT ZIP the File. Send it to EPA as a normal file attached in an e-mail. EPA security will not
allow zipped files through the EPA firewall.
NOTE: DO NOT CHANGE THE NAME OF THE XML OR XLSX FILES.
NOTE: DO NOT DELETE YOUR EXCEL (XLSX) TOOL-SAVE THIS FILE FOR YOUR REFERENCE.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. Ill
-------
Troubleshooting the Tool
Although the SmartWay tools have been tested extensively, you may encounter errors. Intermittent
errors have been encountered when opening the Tool from an e-mail rather than from a drive. In
addition, note that you will not be able to open the Tool successfully directly from the SmartWay
website, so save the Tool to your hard drive before opening. If you encounter an error during use of the
Tool, try restarting the Tool directly from a disk drive, with all other Excel files and applications closed. In
addition, make sure that your computer is using a system and application version validated for use with
the SmartWay tools (Windows XP or later operating system, and Excel Office 2003 or later version).
If you continue to encounter problems, make a screen capture of the error message, and save the Tool at
that point. (You can make a screen capture by pressing the keys Alt and Print Screen at the same time,
and then pasting the image into a document such as MS Word.) Then send the screenshot, along with
the saved Tool to your Partner Account Manager for further assistance.
Proper Calculation Setting
By default, Microsoft Excel is set to automatically calculate formulas. If values within your Tool are not
calculating automatically, then your Excel may be set to "Manual". Follow these instructions to change
your Excel Calculation setting.
Office 2010
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.
H
Home Insert Page layout Formulas
f* Z
>ata Review View Developer
•
s
Insert AutoSum Recently Financial Logical Text Date & Lookup & Math More Name
Function Used* » * Time' Reference '& Trig - Functions» Manager H5
Function Library D
A
I
2
Al - f*
A B C D E
|
F 6 H 1
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 112
-------
Gookl - Microsoft Excel
'Trace Precedents 4§i3 Show Formulas
Lx> 1
1 A ^Tt~«
Trace Dependents W> Error Checking -
Watch
Remove Arrows ' \£»j Evaluate Formula Window
Formula Auditing ^^f
^
L M
1un-fl »i»i crMdunQ
EndliMe prws uwig thii color I jj »
tnaicA*(l«i«tukn
^
y liwanjlstrnl Eakullrttd cokjw* d
V C DMi tnlend m i UWe li «v*M
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 113
-------
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".
E Microsoft Excel - Bookl
File Edit View Insert Format
lools Data Window Help
i J J d J j
^ a I ? &
KB * f*
1
2
3
A
4 |
1
8 1
9
10
11
12
13
14
1FI
B
C
^ Spelling,.. F7
^ Research... Alt+Click
^ Error Checking...
5har
Shar
Prote
Onlin
3d Workspace
; Workbook. .
ction
e Collaborate
...
n t
Formula Auditing »
Macro t
Customize...
Options...
y
" : ;§t £ - zi Si |M -0 100% " '**:
G
H
I
J
Options
Color
International
View | Calculation i Edit
Save
Error Checking Spelling Security
General
Transition
Custom Lists Chart
Calculation
© Automatic
(J1 Automatic except tables
O Manual
| | Iteration
Maximum iterations:
Workbook options
0 Update remote references
O Precision as displayed
Q 1904 date system
Recalculate before save
Maximum change: 0.001
0 Save external [ink. values
O Accept labels in formulas
OK
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 114
-------
Office 2013 Text Display
Users of MS Office 2013 may encounter problems displaying text entries. The example below shows how
the information typed into the "Goal for SmartWay participation" text box is barely visible. This is due to
a bug in the MS Office system itself.
I
Goal for SmartWay participation: (3000 characters max)
EPA has corrected the display problem in certain locations within the Tool, but if you encounter this
problem we recommend opening a different word processor such as MS Word, typing the desired entry
in the word processor, then cutting and pasting the entry back into the text box within the Tool. This
should allow you to view your entry properly within the Tool.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 115
-------
Appendix A—Recommended Data Sources for Activity Data
Table A-l summarizes the standard Data Source categories available for selection for each data type.
Table A-l: Data Source Detail Selection Options
Data Type
Total Miles Driven
Revenue Miles Driven
Data Source
As reported to IFTA Form 441
for tax reporting (interstate) —
for Class 7 ', 8a and 8b trucks
only
As reported to individual
states for tax reporting
(intrastate)
Determined using software
Vehicle-based data collection
As used in Federal tax
reporting
Financial data
Data Source Detail
Collected via fleet-wide GPS reporting software
Collected via odometer readings
Collected via maintenance records
Collected via driver trip sheets
Collected via standard mileage routes, e.g. PC Miler,
Household Goods Guide
Collected via fleet-wide GPS reporting software
Collected via odometer readings
Collected via maintenance records
Collected via driver trip sheets
Collected via standard mileage routes, e.g. PC Miler,
Household Goods Guide
Dispatching Software*
Transportation Management System (TMS)*
Determined via Electronic Control Module (ECM)
data recorder/logger*
Collected via electronic Transportation Management
System (TMS)
Collected via GPS-enabled TMS
Collected via manual input into company database
with driver trips sheets
Collected via non-electronic company records
Accounting/billing software*
Tax reports/IRS and State*
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 116
-------
Data Type
Revenue Miles Driven
(cont'd)
Empty Miles Driven
Gallons of Fuel UsedA
Data Source
Determined using software
Based on total mileage
Collected automatically/
electronically / manually
Financial Data
Determined using software
Based on total mileage
As reported to IFTA Form 441
for tax reporting (interstate) —
for Class 7 ', 8a and 8b trucks
only
As reported to individual state
for tax reporting (intrastate)
Data Source Detail
Dispatching Software*
Transportation Management System (IMS)*
Equal to total miles
Total miles less empty miles
Calculated as a percentage of total miles*
Collected via electronic Transportation Management
System (TMS)
Collected via GPS-enabled TMS
Collected via manual input into company database
Collected via non-electronic company records
Collected via odometer readings
Collected via driver trip sheets
Accounting/billing software*
Tax reports/IRS and State*
Dispatching Software*
Transportation Management System (TMS)*
Total miles less revenue miles
Calculated as a percentage of total miles*
Collected via electronic fuel receipt
Collected via paper fuel receipt
Collected via driver trip sheets
Collected via electronic expenditure data
Collected via paper expenditure data
Collected via electronic fuel receipt
Collected via paper fuel receipt
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 117
-------
Data Type
Gallons of Fuel Used
(cont'd)
Average Payload
Average Volume
Capacity Utilization
Road Type / Speed
Categories
Data Source
Determined using software
Vehicle-based data collection
Based on MPG estimates*
Bills of Lading - electronic
records (preferred)
Bills of Lading - manual
records
Ranges provided by calculator
Determined using company
records*
Defaults from calculator
Collected automatically/
electronically / manually
Determined using software
Collected automatically/
electronically
Data Source Detail
Collected via driver trip sheets
Collected via electronic expenditure data
Collected via paper expenditure data
Dispatching Software*
Transportation Management System (TMS)*
Determined via Electronic Control Module (ECM)
data recorder/logger*
User-provided
Based on actual miles traveled by specific payloads*
Trip-weighted (total payload weights /total trips)*
Based on actual miles traveled by specific payloads*
Trip-weighted (total payload weights /total trips)*
N/A (calculator)
User-provided
N/A (calculator)
Collected through load volume information
Dispatching Software*
Transportation Management System (TMS)*
Driver trip sheets*
Governed speed*
Determined via GPS
Determined via Electronic Control Module (ECM)
data recorder/logger*
Driver trip sheets*
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 118
-------
Data Type
Average Annual Idle
Hours per Truck
Data Source
Transportation Management
System (TMS)
Vehicle-based data collection
Driver trip reports*
Idle reduction strategy
Determined using software
Data Source Detail
Governed speed*
Determined via GPS
Determined via Electronic Control Module (ECM)
data recorder/logger*
Determined via Electronic Control Module (ECM)
data recorder/logger*
User-provided
Company "No Idle" policy in place*
Local/State idle regulation in place*
Dispatching Software*
Transportation Management System (TMS)*
* User must provide additional description regarding data collection system and calculation method.
A For electric vehicles, in lieu of gallons, use kWhrs. Common data sources for kWhrs include metering at charging dock, vehicle
data acquisition units, and smart-meter applications.
Truck Carrier Tool Data Entry and Troubleshooting Guide | P. 119
------- |