Transport Partnership
U.S. ENVIRONMENTAL PROTECTION AGENCY
Barge Carrier Partner 2.O.15 Tool:
Guide to Importing Vessel Data Using
the Data Import/Export Function
2015 Data Year - United States Version
&EFA
United States
Environmental Protection
Agency
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Transport Partnership
U.S. ENVIRONMENTAL PROTECTION AGENCY
Barge Carrier Partner 2.O.15 Tool:
Guide to Importing Vessel Data Using
the Data Import/Export Function
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-16-035
Agency
February 2016
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Overview 4
THE DATA IMPORT/EXPORT FUNCTION IS RIGHT FOR YOU IF: 4
How the Data Import/Export Function Works 5
Preparing Your Data to Import into Your Barge Tool 6
Step 1: Open the Import/Export Function 6
Step 2: Create Your CSV File 7
Step 3: Populate the CSV File 8
Step 4: Import and Validate Your CSV File 8
Step 5: Enter Additional Data into the Tool 10
Appendix 11
***SPECIAL CASES/CONSIDERATIONS*** 11
YOU WISH TO ADD ADDITIONAL VESSEL DATA AT A LATER DATE 11
YOU HAVE MANUALLY ENTERED VESSEL DATA INTO THE TOOL AND THEN DECIDE TO IMPORT
DATA PREPARED OUTSIDE OF THE TOOL 11
CSV File Field Descriptions: 12
Vessel ID 12
Vessel Name 12
Vessel Type 12
Coast Guard # 12
Number of Engines 12
Model/Last Rebuilt Year 12
Power Units 12
Fuel Type 12
Bioblend Value 12
EPA Engine Category 13
Total Rated Propulsion Power 13
Vessel Type Other Description 13
Retrofit Information Provided 13
Retrofit Reduction Strategy 13
Retrofit Reduction Value-PM 13
Retrofit Reduction Explanation - PM 13
Retrofit Reduction Value- NOx 14
Retrofit Reduction Explanation - NOx 14
Retrofit Reduction - Additional Comments 14
Annual Fuel Usage 14
Fuel Units 14
Towing Capacity 14
Propulsion Engines: Hours Underway 14
Propulsion Engines: Hours Maneuvering 14
Auxiliary Engine #: Information Provided 15
Auxiliary Engine #: Manufacture/Model Year 15
Auxiliary Engine #: Hours of Operation 15
Auxiliary Engine #: Rated Power 15
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Overview
The SmartWay Barge Tool has a Data Import/Export function. This function reduces the need to
enter information regarding vessel characteristics and operations one at a time on the Tug/Tow
Characteristics and Vessel Operations screens in the Tool, and instead allows partners to import
and/or export a fleet's vessel-specific information in a single batch operation if they choose.
The function is accessible after you have created your fleets and are in the process of entering
data for a specific fleet.
THE DATA IMPORT/EXPORT FUNCTION IS RIGHT FOR YOU IF:
you have a relatively large number of vessels in your fleet and you prefer to
prepare the necessary data outside the Tool. You may then import the
prepared file directly into the Tool, instead of entering vessel information
using the Tool screens for that fleet.
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How the Data Import/Export Function Works
This function allows you to import data prepared outside the Tool directly into your Barge Tool.
After you have created your fleets and selected a fleet for data entry, the function can be
accessed to prepare and then import some or all of the vessel characteristics and operations
data required for that fleet.
To input vessel characteristics and operations data into the Barge Tool, you will create a
Comma-Separated Values (CSV) file that meets certain basic SmartWay specifications for the
fleet and then enter your fleet's vessel information in tabular format. This CSV file will be
uploaded into the Tool and will save you the time of entering data on the Tug/Tow
Characteristics and Vessel Operations screen one at a time in the Tool itself. SmartWay suggests
that you use Microsoft Excel to develop and modify your CSV files. Excel has standard support
for CSV files, in that it can easily read and write this type of file.
NOTE: You MUST always save your file as a CSV file before importing it into
the Tool. If you accidently save your file as an Excel workbook, you can
easily change the format back to a CSV file by using the "Save As" function
in Excel.
You can use the Import/Export function to prepare data outside the Tool for one fleet at a time.
You can use the function for any of your fleets. If you use the function to prepare data for one
fleet, you do not have to use it for another fleet.
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Preparing Your Data to Import into Your Barge Tool
There are five steps to preparing your CSV file for import into the Tool after you have created
your fleets.
Step 1: Open the Import/Export function by navigating to the Tug/Tow Characteristics
fleet data entry screen and selecting the Import/Export button on the right hand side of
the screen.
Step 2: Create your CSV file using the Export Vessels function.
Step 3: Populate the CSV file with the appropriate vessel characteristics and operations
data.
Step 4: Import and validate your CSV file using the Vessel Data Import function.
Step 5: Enter additional data into the Tool for your fleet (e.g., on the Barge Operations
screen).
Please note that due to the variability in partner data systems, EPA does not have the
resources to assist you in creating and importing this file. You should rely on your own in-
house IT/MIS computer staff.
Step 1: Open the Import/Export Function
Before you can import or export data, you must take these initial steps for completing your
Barge Tool:
1. Enter your company name and contact information (Steps 1 and 2 on the Home screen).
2. Define and create your fleets (Step 3 on the Home screen).
3. Double click on a fleet name in Step 4 on the Home screen to navigate to the fleet's data
entry screens.
4. On the Tug/Tow Characteristics tab, select the Import/Export button on the right hand
side.
Once you have performed these four steps, you will be ready to use the Data Import/Export
function for your fleet.
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Step 2: Create Your CSV File
To create your CSV file, you can use the Export Vessels function to generate a file with any
vessel characteristics and operations data you have already entered in the Tug/Tow
Characteristics and Vessel Operations screens in the Tool. You can then open this CSV file in
Excel and populate the remaining data for your vessels, or change data already entered. You
can use this same method even if you have not entered any data in the Tool screens. Using the
Export Vessels function to create the CSV file is the best way to ensure that the CSV file you
start with is in the correct format, with all of the fields properly labeled and in the appropriate
order. This helps ensure the file is compatible with the Barge Tool when you begin importing.
Follow these steps when creating your CSV file using the Export Vessels function.
1. Select the "Export Vessels" Tab.
2. Select the "Export Vessel File" button.
Export Status
Export Vessel Fie
3. A "Save As" screen will pop up.
4. Save document as "XXX.csv" file, where "XXX" is a name of your choosing, in any
folder on your computer for which you have read/write access.
File name:
Save as type:
Example_Test Fleet Vessels, csv
CSV Files (*. csv)
5. After the file has been saved the screen will indicate that the export has been
completed.
6. Proceed to the next step (Step 3, "Populate the CSV file").
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Step 3: Populate the CSV File
1. Navigate to the folder where you saved the CSV file in the previous step and open the
file in Microsoft Excel (recommended) or other software that supports CSV files.
2. At the top of the file are important warnings and descriptions of the data that need to
be entered in each column. These warnings and descriptions can be deleted from your
CSV; however, do not change the header row that begins with the label "Vessel ID".
NOTE: A list of the CSV fields can also be found at the end of this document, including a
list of valid values.
EPA recommends that you save a backup copy of the CSV file at this point
and periodically thereafter with a different file name in case you make a
mistake.
3. Populate the CSV file with vessel characteristics and operations data manually or from
your own freight management software or related data systems. The data entered in
the CSV file must remain in the format specified.
You may need to work with your company's IT department to determine
the best way to merge your in-house data with the CSV file's fields; EPA
cannot provide support on data merging procedures.
4. Save and close your completed CSV file on your computeragain, make sure you save
the file as a CSV file (with the .csv extension), or it will not load into the Tool.
You are now ready to upload and import your final CSV file into the SmartWay Barge Tool.
Step 4: Import and Validate Your CSV File
First make sure your Barge Tool is open. In Step 4 on the Home screen of the Barge Tool,
double click on the fleet name into which you will be importing your CSV file.
1. Open the Import/Export Function by navigating to the Tug/Tow Characteristics data
entry screen and selecting the Import/Export button. You will now select the "Vessel
Data Import" tab.
Geographic Operation Areai
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2. Click the "Select File..." button on the Vessel Data Import screen.
Select File...
Validate File
3. Select the XXX.CSV file you created in the preceding steps, and click the "Open" button.
4. After specifying the file path, you need to validate the data in your CSV file by using the
"Validate File" button.
Select File,,,
Validate File
This performs an initial validation of the data in your CSV file to ensure it is in the proper
format.
5. After the validation is complete, the Tool will display a list of errors and warnings for
your review, along with a count of total records and valid records summarizing the
validation results.
Import Status
Total Records Valid Records Invalid Records
NOTE: If your file contains errors or warnings, a message box will appear at the
bottom of the screen identifying what they are. You may still import the file
even if warnings or errors are detected, although any data field failing validation
may be ignored or may have been set to zero. In that case, corrections can be
made to the CSV file or within the Tool after importing your data.
6. The "Import File" button will now be enabled if there is at least one valid vessel row in
the file, allowing you to import your CSV file.
|c:\Documents and Settings\TJack501\Desktop\test.csv
Import Status
Select File.,, Validate File Import File Detailed Instructions for Data Export /Import (ndf)
Total Records Valid Records Invalid Records Validating Record 2 of Z
7. To import the file, select the "Import File" button.
8. After importing your file, text will appear saying "Import successfully completed."
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Once you have imported your CSV file into the Tool, you may augment, correct, or modify any
of the vessel data using the Tool screens.
Step 5: Enter Additional Data into the Tool
In addition to vessel-specific information, the Tool will require you to enter additional
information through the user interface. This includes barge operations and activity data
accessible from the Barge Operations tab.
After importing your vessel characteristics and operations data, please review every data entry
screen to verify completeness and accuracy. The Tool will prompt you when data is missing or
in error. Alternatively, you may select the Validate Screen button at the bottom of each screen,
which will allow you to see any errors.
You are now ready to review your Tool, view data reports, and submit your final Tool to EPA for
approval.
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Appendix
***SPECIAL CASES/CONSIDERATIONS*
YOU WISH TO ADD ADDITIONAL VESSEL DATA AT A LA TER DA TE.
The Data Import/Export function was designed so that you can also add vessel data at a later
date. To add vessel data, you can enter information directly in the Tool screens, or you can use
the Export Vessels option to export all the current vessel data in the Tool to a CSV file. You can
then insert your additional vessel data or change existing data in this exported CSV file using
Excel and then re-import the modified CSV file.
YOU HAVE MANUALLY ENTERED VESSEL DATA INTO THE TOOL AND THEN DECIDE TO
IMPORT DATA PREPARED OUTSIDE OF THE TOOL.
When you perform a Data Import, all previously entered or imported data in the Tool is
overwritten. If you need to merge vessel data from the Tool with other outside vessel data, you
can either manually enter the additional information into the Tool, or use the Export Vessels
function to export all the current data in the Tool to a CSV file. Then you can edit and update
the vessel information in the exported CSV file, and re-import the updated CSV back into the
Tool.
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CSV File Field Descriptions:
Vessel ID -An internal identifier is used to identify your vessels. After specifying the
number of vessels (tugs) in a fleet in the Fleet Characterization section (or adjusting the
number on the Tug/Tow Characteristics screen), a row for data entry is created for each
of the vessels you specify. The Vessel ID corresponds to the row number for that vessel.
When you create your CSV file using the Export Vessels function, you should not change
these values.
Vessel Name - The vessel name you use to identify a vessel. The vessel name does not
need to be unique (e.g. more than one vessel can have the same name), but it will be
easier for you to distinguish the vessel if you give it a unique name. Vessel name can be
anything you choose and can be up to 200 characters long. (Required)
Vessel Type - The vessel type that best describes the tug. Specify vessel type based on
the most common type of operation. Allowable values include "Linehaul" "Locking"
"Canal" "Harbor" "Coastwise" or "Other". The value must match one of these options
exactly or it will not be imported. (Required)
Coast Guard # - The six or seven digit USCG identification number associated with the
vessel. Coast Guard # can be anything you choose and can be up to 7 characters long.
(Optional)
Number of Engines-The number of propulsion engines associated with the vessel.
Allowable values are 1, 2 or 3. (Required)
Model/Last Rebuilt Kear-The engine model year, or if the engine has been rebuilt,
the year of the latest rebuild. Allowable values are 1940 through 2014. Enter just the
year, e.g. "1986". (Required)
Power Units - The units you select for reporting the engine power value for this vessel.
Allowable values are "HP" or "kW". The value must match exactly or it will not be
imported. (Required)
Fuel Type-The fuel type used by the vessel. Allowable values are "Marine Diesel (Low
Sulfur)" "Marine Diesel (Ultra-Low Sulfur)" "Biodiesel" or "Liquefied Natural Gas". The
value must match exactly or it will not be imported. (Required)
Bioblend Value - If the fuel type for the vessel is "Biodiesel" then enter the biodiesel
blend percentage as an integer (e.g. if the vessel uses B20, the entry would be "20").
This value is required if the fuel type is "Biodiesel" otherwise it should be left blank or it
will be ignored on import.
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EPA Engine Category-The US EPA size designation associated with the vessel
engine(s). The options are Category 1 (less than 7 liters per cylinder) or Category 2 (7 to
30 liters per cylinder). The allowable values in the CSV are "1" or "2". (Required)
Total Rated Propulsion Power-The maximum rated power of the propulsion
engine(s) for the vessel, in the units specified in in the Power Units column. Enter a
numeric value (e.g. if there are two 2,000 HP engines, then enter "4000" for the vessel).
(Required)
Vessel Type Other Description - If the vessel type is "Other" then this is your
description of the vessel type. The description can be anything you choose and can be
up to 3,000 characters. This is required if the vessel type is "Other" otherwise it should
be left blank or it will be ignored on import.
Retrofit Information Provided- Indicates if the vessel has retrofit information
provided or not. Only vessels that use diesel fuel can include retrofit information at this
time. The value should be "TRUE" or "FALSE" depending on whether retrofit information
is provided (if it is left blank it will import as "FALSE").
Retrofit Reduction Strategy- If the vessel uses retrofit technologies and a value of
"TRUE" is provided in the Retrofit Information Provided column, then this field contains
the reduction strategy used by the vessel. Allowable values are "Fuel Injection Engine
Improvements" "Diesel Oxidation Catalyst" "SCR" "Common Rail" "Lean NOx Catalysts",
"Diesel Electric", "Humid Air Motor (HAM)", "Hybrid Engines" or "Other". Each strategy
is associated with a default percent reduction (except for "Other"). The field value must
match exactly or it and all other retrofit information will not be imported. Required if
retrofit information is provided.
Retrofit Reduction Value - PM- If retrofit information is provided and the retrofit
reduction strategy is "Other" then this is the percent reduction in PM emissions
associated with the "Other" strategy. The value should be entered as an integer
between 0 and 100 (e.g. if the strategy provides a 20 percent reduction in PM emissions,
enter "20"). It is required if the retrofit reduction strategy is "Other"., No retrofit
information for this vessel will be imported if the value is missing or outside the valid
range.
Retrofit Reduction Explanation - PM- If retrofit information is provided and the
retrofit reduction strategy is "Other" then this is the justification for the percent
reduction in PM emissions. The explanation can be anything you choose and up to 1,000
characters. It is required if the retrofit reduction strategy is "Other", and no retrofit
information for this vessel will be imported if the explanation is missing.
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Retrofit Reduction Value - NOx-\i retrofit information is provided and the retrofit
reduction strategy is "Other" then this is the percent reduction in NOx emissions
associated with the "Other" strategy. The value should be entered as an integer
between 0 and 100 (e.g. if the strategy provides a 20 percent reduction in NOx
emissions, enter "20"). It is required if the retrofit reduction strategy is "Other". No
retrofit information for this vessel will be imported if the value is missing or outside the
valid range.
Retrofit Reduction Explanation - NOx-\f retrofit information is provided and the
retrofit reduction strategy is "Other" then this is the justification for the percent
reduction in NOx emissions. The explanation can be anything you choose and up to
1,000 characters. It is required if the retrofit reduction strategy is "Other", and no
retrofit information for this vessel will be imported if the explanation is missing.
Retrofit Reduction - Additional Comments - If retrofit information is provided then
you can enter any additional comments about the retrofit in this column. The comments
can be anything you choose and up to 3,000 characters. (Optional)
Annual Fuel Usage-The total annual fuel use for the vessel in either gallons or tons
(see "Fuel Units" field description below). Enter a numeric value. (Required)
Fuel f/n/ts-The units selected for reporting the total annual fuel use for this vessel. If
the fuel type for the vessel is diesel (low sulfur, ultra-low sulfur, or biodiesel), then the
allowable values are "Gallons" or "Tons". If the fuel type for this vessel is LNG, then only
"Tons" is allowed. The value must match exactly or it will not be imported. (Required)
Towing Capacity-The maximum total towing capacity for the vessel specified in short
tons. Enter a numeric value. (Optional)
Propulsion Engines: Hours Underway - The total annual hours of operation for
underway operation for the vessel propulsion engine(s). The value should be entered as
an integer between 0 and 8,760. The sum of the underway and the maneuvering hours
must also be between 0 and 8,760. (Required)
Propulsion Engines: Hours Maneuvering - The total annual hours of operation for
maneuvering operation for the vessel propulsion engine(s). The value should be entered
as an integer between 0 and 8,760. The sum of the underway and the maneuvering
hours must also be between 0 and 8,760. (Required)
You can specify information for up to eight auxiliary engines for each vessel. The information
for each of the eight engines is the same, as listed here:
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Auxiliary Engine #: Information Provided- Indicates if the vessel has auxiliary
engine information or not for the specified auxiliary engine number (1 through 8). The
value should be "TRUE" or "FALSE" depending on whether there is information provided
(it will import as "FALSE" if it is left blank).
Auxiliary Engine #: Manufacture/Model Year- If auxiliary engine information is
provided for the specified auxiliary engine number (1 through 8), then this is the engine
model year or year of manufacture of the auxiliary engine. Allowable values are 1940
through 2014. Enter just the year, e.g. "1986". The year is required if information is
provided, and no auxiliary engine information will be imported if the value is invalid.
Auxiliary Engine #: Hours of Operation - If auxiliary engine information is provided
for the specified auxiliary engine number (1 through 8), then this is the annual hours of
use for the auxiliary engine. The value should be entered as an integer between 0 and
8,760. The hours value is required if information is provided, and no auxiliary engine
information will be imported if the value is invalid.
Auxiliary Engine #: Rated Power- If auxiliary engine information is provided for the
specified auxiliary engine number (1 through 8), then this is the maximum rated power
of the auxiliary engine, in the units specified in the Power Units column. Enter a numeric
value. The rated power value is required if information is provided, and no auxiliary
engine information will be imported if the value is invalid.
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