Transport Partnership
U.S. ENVIRONMENTAL PROTECTION AGENCY
Rail Carrier Partner 2.O.15 Tool:
Data Entry Guide ^^B^k.
2015 Data Year - United States Version
&EFA
United States
Environmental Protection
Agency
-------
Transport Partnership
U.S. ENVIRONMENTAL PROTECTION AGENCY
Rail Carrier Partner 2.O.15 Tool:
Data Entry 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 pp/\ /\on R 1R mq
Agency ~7~n*
February 2016
-------
Part 3: DATA ENTRY GUIDE
This guide is Part 3 of a three-part series designed to help your company participate fully in the
SmartWay Transport Partnership.
In Part 3, you will learn how to enter the company and fleet data you collected using Part 2 into the
SmartWay Rail Tool. This guide covers:
1. Downloading and setting up the Tool to run properly
2. Basic organization of the SmartWay Rail Tool
3. Entering your data
4. Data validation
5. Viewing fleet performance summary data
6. Submitting data to SmartWay
7. Troubleshooting the Tool
WARNING!
Completing this Tool requires a considerable amount of information about your company and the fleets
that are joining SmartWay. There are many sections and screens to complete for each fleet that you
operate. While you will have the ability to save your Tool along the way and return to it at any time, we
STRONGLY ENCOURAGE you to review Part 1 to understand key information about joining the
Partnership and use Part 2 of this series to learn about the data requirements and gather your data
BEFORE attempting to use Part 3 to complete the Tool.
Rail Carrier Tool Users Guide Part 3 I P. 1
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Downloading and Setting up the Tool
Software and Hardware Requirements
The Rail 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 Rail Tool requires the following software and hardware:
• A 2003 or later version of Microsoft Excel
• Excel security level set at Medium or lower
• A PC running Windows XP or newer operating system, or a Mac that is running the
Windows XP operating system The tool does not currently work using the Mac operating
system
• At least 10 megabytes of available disk space (more disk space may be required based on
the number of companies you define in your Tool).
• Adequate memory (RAM) to run Microsoft Office
• A monitor resolution of at least 1,024 x 768
NOTE: The Excel web application in MS Office 365 (the cloud-based version of the Office operating
system) does not currently support the macros used in the SmartWay tools. Therefore SmartWay tools
do no function properly in Office 365 at this time.
Check with the user guides for your computer, online support, or your company's IT department to make
sure your system is set up to use the Rail Tool.
We encourage you to make sure that you virus software is up to date, and scan your PC before putting
data in the Rail Tool.
Downloading the SmartWay Rail Tool
To download the Rail Tool, visit: http://www.epa.gov/smartway/forpartners/index.htm
Save the Tool in a folder on your hard drive; this folder will house copies of your data and future updates.
How to Set Security Levels for the SmartWay Tools
The following instructions should appear on your screen //you need to change your security settings
before running the Tool. The instructions differ depending upon what version of Excel you use (Excel
2003, 2007, 2010 or 2013).
Rail Carrier Tool Users Guide Part 3 I P. 2
-------
Security Settings For Excel 2003 Users
To use the Rail Tool in Microsoft Excel 2003, you will need to have your security levels set to "Medium."
G Utjewir frr.ul
•L/BJ.j
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,
OK Cancel
Figure 2: Security Level Setting Screen in Excel 2003
Rail Carrier Tool Users Guide Part 3 I P. 3
-------
Running the Tool in Microsoft Excel 2003
1. Save the Tool to your computer in a folder on your hard drive.
2. Go to that folder and double-click on the file to open the Tool.
3. You will see a security-warning box appear (Figure 3). Select the
button in the security-warning box.
Enable Macros
Security Warning
"S:\5martWay\5hipper.xls" contains macros.
Macros may contain viruses, It is usually safe to disable macroSj but if the
macros are legitimatej you might lose some functionality.
some fun^ic
jr
Disable Macros
Enable Macros
More Info
Figure 3: Screen showing "Enable Macros" button
The Welcome Screen for the Rail 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.
Rail Carrier Tool Users Guide Part 3 I P. 4
-------
,..„,„ • '
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 MiaosoU Office Security Opiums tlakxj (MIX. choose 'Fnahle this content" arid setert OK
If tne "Options " burton tlocs 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:1£rnart'A'ay1i'3hipper.xls
O Help p_rotect me from unknown content [recommended)
Ir-cij.e :n;s co'-iterti
Open the Trust Center
OK Cancel
Figure 5: Security Options Dialogue Box
Rail Carrier Tool Users Guide Part 3 I P. 5
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The Welcome Screen for Rail 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 k^fl button (in the top left corner of the screen) and then
select the ila Excel Options button in the bottom right corner of the pull-down menu (Figure 6A).
**»
H
W.
Select the "Enter
Options" button
-" X l
Figure 6A: Excel Options Drop-Down Menu
Rail Carrier Tool Users Guide Part 3 I P. 6
-------
On the Excel Options screen, select Trust Center in the left navigation bar (Figure 6B):
Excel Options BS
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 with Excel
"N
Select the "Trust
Center" button
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
Rail Carrier Tool Users Guide Part 3 I P. 7
-------
When the Trust Center options display opens, select Trust Center Settings in the bottom right portion of
the screen (Figure 7):
Excel Options
Popular
Formulas
Proofing
Save
Advanced
Customize
Add -Ins
Trust Center
Resources
ss
\^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
Rail Carrier Tool Users Guide Part 3 I P. 8
-------
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 notificatio
macros with notification
macros except digitally signed macros
macros (not recommended; potentially danger!
Select "Disable all
macros with
notification"
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.
Rail Carrier Tool Users Guide Part 3 I P. 9
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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.
d.iy
•
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. Clickfor 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. Clickfor more details. Enable Content
^ f* Security Settings for the Tool
1 [Security Settings for the Tool
2 (Pour des instructions en francais, faites defiler vers la droite.->)
In nrrlar tn ri in thic annli/»*atinn \ini I mi let hat/a mar»rne
Figure 10: Security Warning Popup
If, at this point, the Tool does not open, review the "Software and Hardware Requirements" on page 7.
- n,;
L ^A
Otherwise, you may have your security set too high. To adjust your security settings, select the ^b^fl
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):
Rail Carrier Tool Users Guide Part 3 I P. 10
-------
Microsoft Excel
Add-Ins Nuance PI
Recent Documents
Open
iGmjrai
s % .
Number
Ji
•. i-^ti Forma!
Fcmistttng- oiT-sbit • -
Styles Cslls
_
Editing
»
Select the "Excel 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):
Proofing
Save
Advanced
Customize
Add-lns
Trust Center
Resources
^Jij Change the most popular options in Excel.
Top options for working with Excel
0 Enable Live Preview
Q Showfievelopertab mthe Ribbon •
0 Always use GearFype
Color scheme: Blue v
ScreenTip styl.
Create lists foi
m sorts and fill sequences; [ Edit Custom List;.,, |
When creating new workbooks
|Body Font
Use this font:
Font size:
Default view for new sheets: j Normal View v
Include this many sheets: |3 $j]
Personalize your copy of Microsoft Office
-,
User name; ,MHeyward
Choose the languages you want to use with Microsoft Office: [ Language Settings...
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):
Rail Carrier Tool Users Guide Part 3 I P. 11
-------
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 Exce privacy statement
Microsoft Office Online privacy statement
Customer Experience Improvement Program
Security & more
Learn more about protecting your privacy and securityfrom Microsoft Office Online.
Microsoft Windows Security Center
Microsoft Trustworthy Computing
Microsoft Office Excel Trust Center
The Trust Center contains security and privacy settings. These settings help keep your computer
secure, We recommend that you do not change these settings,
/
Select the "Trust Center r
Settings" button
^ J
1 Trust Center Settings...
*r"
OK Cancel
Figure 13: Trust Center Settings Screen
Rail Carrier Tool Users Guide Part 3 I P. 12
-------
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
^^^^^^^^^^^^^^^^^^^^^^^^^•ji ]
Macro Settings
hor macros in documents not in a trusted location: r~
O Disable all macros without notification 1 Select "Disable all macros
^> LM"bl« " dtiob uiLli nuLilKdLiun4 wjth notification"
O Disable all macros except digitally signed macros ^
O .Enable all macros [not recommended; potentially dangerous code can run)
Developer Macro Settings
n Trust access to the VBA project object model
j OK 1 Cancel
Figure 14. Macro Settings Screen
Rail Carrier Tool Users Guide Part 3 I P. 13
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Basic Organization of the SmartWay Rail Tool
Understanding the Tool Format and
Structure
The SmartWay Rail Tool is organized around (1)
information screens, (2) forms or worksheets,
and (3) reports/summaries that guide you
through the process of joining the SmartWay
Transport Partnership and/or providing your
annual update to maintain your good standing
with the program.
Each screen or form opens up within a Microsoft
Excel spreadsheet. The screens generally look like
the one shown here:
•SmartWay
Tool Help and Navigation
us buttons. Becorrsig famila' ,-jiti- Th*.-* ou-ons Millie completing The Tool easier and faster, if a button contains
jn iio OkO :: ,1- butto us1 a '.n-. keveoard by tvDing the {Alt} Key s^ng with the underload diaractef.
. are not reoured to file o< reply to my Federal caused
Anniibor.MHaiOS.OtrheOfficeoflnfbraistBrandfitOjlatory Affr-- '-••- -..'' --r--""ir - -,nd Budget, Washngtor D.C.
Figure 15 Opening Screen of Rail Tool
The name of each form appears at the top left-hand corner of the screen, in white text on the blue
window bar.
SmartWay Introductio
Title of Screen/Form
Data Year
OMB 2060-0663
Expiration Date 07/31/2017
[Revised 2O14)
a
United States Version: 2.0.15
Released on: 2/3/2016
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 to link to the SmartWay website or other sections of the Tool (e.g., the various
data entry screens); these buttons are shown in green with white text.
Go To Rail Tool Page of the SmartWay Website
Figure 17 Screenshot of Button Link in the Tool
The screens also contain navigation buttons to direct you through the Tool.
Figure 18 Screenshot of Selected Navigation Buttons in the Tool
When new concept/topic is introduced on a screen, a small question mark ([?]) appears next to it. When
you select the question mark, you will find additional definitions of terms or instructions to help you
complete the screen properly.
-------
Reviewing the Introductory Screens
Before you reach your data entry section of the Tool, you will move through four introductory pages that
allow you to review the basics of participation in SmartWay for Rail Carriers:
• The "SmartWay Introduction" Screen
• The "SmartWay Partnership Annual Agreement" Screen
• The "Required Information" Screen
• The "SmartWay Partner Schedule" Screen
The features of these four screens are described below.
The "SmartWay Introduction" Screen
The SmartWay Introduction screen is the first window that appears when the Tool is opened (Figure 19).
This screen contains a button linking to the SmartWay website where you can view and download
additional information about the Program, the Tool, and the technical basis for the calculations in the
Tool.
Rail Carrier Tool Users Guide Part 3 I P. 15
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Smart Way Introduction
•SmartWay
Data Year
2015
OMB 2060-0663
Expiration Date 07/31/2O17
[Revised 2014)
I S3
Rail
United States Version: 2.0.15
Released on: 2/3/2016
Introduction
Welcome to the SmartWay Rail Tool. This version of the Rail Tool encompasses rail freight movements.
For additional information such as the Tool user guide, technical manual or other support materials, select the button below:
Go To Rail Tool Page of the SmartWay Website
Or call the SmartWay Helpline at: (734) 214^767
Or email the Helpline at: smartW3yJiansport@epa.gov
Tool Help and Navigation
Throughout the Tool, you will see numerous buttons. Becoming familiar with these buttons will make completing the Tool easier and faster. If a button contains
an underlined character, you can also select that button using the keyboard by typing the {Alt} key along with the underlined character.
Provides instructions for completing each screen.
Allows you to add notes or clarifications. The
button text changes if a comment has been
entered.
Checks your data input for missing or invalid
information.
Enlarges the text on the screen.
Sends an image of the screen to your default
printer.
Proceed to the next screen.
Return to the previous screen.
Provides additional information about data entry
fields.
FILING FORMS WITH THE FEDERAL GOVERNMENT AND ESTIMATED REPORTING BURDEN: Respondents are not required to file or reply to any Federal collection of information unless it has a
valid OMB control number. Public reporting burden for this collection of information is estimated to average 5.82 hours per response for initial registration, 2.66 hours for each annual update.
These estimates indude the time for reviewing instructionsr 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 48105, or the Office of Information and Regulatory Affairs, Office of Management and Budget, Washington D.C.
PageR-1
Figure 19: SmartWay Introduction Screen
o
The "SmartWay Partnership Annual Agreement" Screen
Rail Carrier Tool Users Guide Part 3 I P. 16
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SmartWay Partnership Annual Agreement
Data Year
2015
OMB 20600663
Expiration Date 07/31/2017
(Revised 2014)
United States Version: 2.0.15
Released on: 2/3/2016
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 yourfleet(s) using EPA's SmartWav Too!. (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 submittsl 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 media materials. EPA will obtain express written consent from the Partner before using the Partner's name, other
than in the context of increasing public awareness of its participation as described here.
2. Provide companies with industry-wide performance benchmark data as this data becomes available to EPA.
3. Assist Partners in achieving emission and fuel usage reduction goals (subject to Federal Government Appropriations).
General Terms
1. If the Partner or EPA defaults upon this agreement at any point, the agreement shall be considered null and void.
2. Either party can terminate the agreement at any time without prior notification or penalties or any further obligation.
3. EPA agrees not to comment publicly regarding the withdrawal of specific Partners.
4. EPA reserves the right to suspend or revoke Partner status for any Partner that fails to accomplish the specific actions to which it
committed in the SmartWay Transport Partnership Agreement and subsequent annual agreements.
5. The Partner agrees that it will not claim or imply that its participation in the SmartWay Transport Partnership constitutes EPA approval
or endorsement of anything other than the Partner's commitment to the program. The Partner will not make statements or impfy
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 annualfy constitutes agreement to all terms in this Partnership Agreement.
No separate agreement need be submitted.
By checking the box below, I declare that the information submitted via this Tool is, to the best of my knowledge, accurate. I understand that any
person who, in the course of negotiating or performing under this Agreement, makes, presents or submits a false or misleading statement to the
government, or any person who makes a material omission in the course of negotiating or performing under this Agreement, may be subject to
liability under all applicable civil and criminal statutes including 18 U.S.C. 1001 [criminal liability for fate statements), 31 U.S.C. 3801 - 3812 [civil
liability for false statements! and 31 U.S.C. 3729-33 [The False Claims Act).
Select
^ •[.-.•;••:..--•. :-•••••: ; :: ->; •;•: ;• -
Figure 20: SmartWay Partner Agreement
After selecting the ^^^^^™ button on the SmartWay Introduction screen, the SmartWay
Partnership Annual Agreement will appear. This screen replicates the agreement language found in Part
1 of this users guide series.
Submitting a SmartWay Rail Tool to EPA constitutes agreement to all terms in the Partnership Annual
Agreement, so please review this screen or the text version in Part 1 of this users guide series before
sending your Tool to EPA.
To reach the data entry sections of the Tool, you must agree to this language to join the SmartWay
Transport Partnership by selecting the check box at the bottom left of the screen.
SmartWay Rail Tool submissions are due on an annual basis; therefore, when you submit your tool each
year, this will constitute your renewal of your Partnership Agreement. Failure to send your annual Tool
update will constitute a violation of the terms of the Agreement and will result in immediate removal
of your company name/fleet from the SmartWay Partner List.
Rail Carrier Tool Users Guide Part 3 I P. 17
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The "Required Information" Screen
This screen provides a summary listing of the information you will need to collect to complete the
SmartWay Rail Tool. Each of these items is discussed in detail later in this guide. Please refer to Part 2 of
this guide series for a further discussion of the process used to gather the necessary data for the Tool.
SmartWay; Gather ng Your Data r iA H
^^CjH5^^^T^T!^W|H 2015 Expiration Date 07/31/2017 United States Version: 2.O.15 1
Following is a brief description of the information you will need to complete the SmartWay Rail Tool. For further details,
please consult Part n of the the SmartWay Flail Tool User Guide.
Company Information:
• Company Name, Address, City, State, ZIP, Country
• Main Phone, Website
Working, Executive, and Other Contact Information:
• Name, Title
• Address, City, State, ZIP, Country
• Phone, E-mail
* SmartWay ID (for returning partners)
-
• Partner and Fleet Names, Contacts
• Fleet Class (1, 2, 3)
Power Unt Information:
• Actrvty (# of units or hours/year)
- By type (line haul vs. switcher)
- By engine tier level
- Data source description
• LocomotN'e Unit Miles/Year
- Unit, way, and through trains
- Train and yard switching
Railcar Information:
• Railcar miles/year
- Owned/leased vs. private
- Loaded vs. empty
• Railcar volume by type (Box, Gondola, etc.)
Operations Information:
• Gallons/year
- Freight, passenger, switching
- By fuel type (diesel, biodiesel, LNG, CNG, electric)
• Ton-miles/year
- Gross, revenue, non-revenue
1 Baa f^^ f^^^Sil ^Q
^BaHBII^ ^^^^^_ l^^^^^sii ^^^™
•
Page R-3
Figure 21: Summary of Required Information
The "SmartWay Partner Schedule" Screen
The SmartWay Schedule of Tool Due Dates screen shows the release dates and due dates for the various
Partner tools for the 2016 calendar year (Figure 22). 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.
Rail Carrier Tool Users Guide Part 3 I P. 18
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SmartWay: Schedule of Tool Due Dates
-SmartWay9
Data Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014)
United States Version: 2.0.15
Released on: 2/3/2016
SmartWay Partner Schedule and Data Flow Diagram
Tool release and due dates for 2016 calendar year using 2015 data
oct
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
Figure 22: Screenshot of the Shipper Schedule Screen
Once you have navigated through the four introductory screens, you will be taken to the SmartWay Rail
Tool Home screen.
Rail Carrier Tool Users Guide Part 3 I P. 19
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Navigating the "Home" Screen
Figure 23 displays the structure of the Home screen.
SmartWay Rail: Home
SmartWay
Data Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2O14)
Rail
United States Version: 2.0.15
Released on: 2/3/2016
Please complete the following steps. Check boxes on the left indicate successful completion of each step. For
information, select the 'Help' button.
1. Enter Partner Name {Exactly as it should appear on the SmartWay website):
3.
Contact Information
Characterize your Fleets
4. Data Entry (Double-click the fleet name or select and hit Enter):
6.
Partner Profile / Suggestions
View Your Data Reports
* After selecting this option, be sure to carefully read aS directions before proceeding.
Page R-5
Figure 23: Main Tool Navigation or "Home" Screen
Rail Carrier Tool Users Guide Part 3 I P. 20
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From the Home screen, you can:
1) Specify your Partner Name;
2) Fill out company contact information;
3) Characterize your fleet(s) and create your blank data entry forms;
4) Enter the required data for each fleet;
5) Provide additional optional information and suggestions;
6) View results of your data entry; and,
7) Create the final file to submit to EPA.
There are seven sections on the Home screen. With the exception of the first, each section links to
additional screens or worksheets within the tool which are described below:
1. Enter Partner Name (data field): Specify your company's Partner Name, exactly as you
want it to appear on the SmartWay website.
2. Contact Information (button):
This button takes you to a screen that asks for general company contact
information, a working SmartWay point of contact, and an executive-level
contact. Additional contacts may also be included.
3. Characterize your Fleets (button):
This button takes you to a screen where you will 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.
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 efficiency
metrics for your fleet; a list will indicate the fleet(s) defined and characterized in
Section 3.
5. (Optional) Partner Profile / Suggestions (button): Here you can give EPA feedback about
the SmartWay program. This information is optional and is not required in order to
submit your Rail Tool to EPA.
6. (Optional) View Your Data Reports (button): Here you can view final summaries of your
data including all data inputs, fleet performance summaries, and a summary of
entered comments.
7. 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.
Entering Your Data
Rail Carrier Tool Users Guide Part 3 I P. 21
-------
The first four sections of the home screen must be completed in order, and comprise all the steps needed
to complete your SmartWay Rail Tool. After they are completed, you can review your output and/or
submit your Tool to EPA.
Saving Your Data
At any stage of the process above, you can save the data you have entered by selecting the
button that appears at the bottom of all screens (including the Home screen). We recommend saving
your data frequently if you are entering information for large numbers of fleets.
Validating Your Data
The SmartWay Carrier Tools include a variety of range checks and other validation rules designed to help
identify potential data entry errors and/or unusual data values. In order to identify potential problems
with your data entry and ensure the highest quality in your data submission, we highly recommend
selecting the
VALIDATE
SCREEN
button at the bottom of each screen after completion of each data entry
screen. The Tool will then identify any potential data problems on that screen for you to modify or to
provide a text explanation. Please refer to the Rail Tool Technical Documentation available from the Rail
Tool page of the SmartWay website, for details regarding the validation ranges used in the Tool.
Reviewing Your Data
Each screen within the tool has a •SfiSB button. If you need a hard copy of introductory screen text
you may select this button to send a copy to your default printer. Selecting the •SflaSB button on
data entry screens will direct you to a specific report under the Reports Menu. The data reports
provided by the Rail Tool are discussed in detail in the View Your Data Reports section of this guide.
Rail Carrier Tool Users Guide Part 3 I P. 22
-------
Entering Your Data
You must complete the first four sections of the Home screen in order. The next four sections of this
guide explain how to enter your data on each of the screens.
Section 1 Data Entry: Enter Partner Name
Here you must specify your company's Partner Name, exactly as you want it to appear on the SmartWay
website. For example, if your company's name includes "Inc." or "Ltd.", you may choose not to include
that in your Partner Name. Please also pay special attention to proper capitalization, abbreviations, and
punctuation.
.martWay Rait: Home
SmartWay
Data Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014)
Rail
United States Version: 2.O.15
Released on: 2/3/2016
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):
4. Data Entry (Double-click the fleet name or select and hit Enter):
6.
Partner Profile / Suggestions
View Your Data Reports
*Afterselecting this option, be sure to carefully read aff directions before proceeding.
Page R-5
Figure 24: Enter Partner Name on Home Screen
Rail Carrier Tool Users Guide Part 3 I P. 23
-------
Section 2 Data Entry: Enter Company and Contact Information
PLEASE REFER TO WORKHEET #1: Company Contact Information from Part 2 of this guidance to
complete this section of the Rail Tool.
From the Home screen, select the I
Contact Information
I button.
SmartWay Rail: Home I1 " 1
^x
Please complete the following step1
information, select the 'Help1 butto
V (Mountain Rail, IncJ
1 Data Year OMB 2050 oees Rail 1
•»f»1 C Expiration Date 07/31/2017 United States Version: 2.0.15 1
2015 (Revised 2014) Refeased on: 2/3/2016
;. Check boxes on the left indicate successful completion of each step. For more
n.
ly as it should appear on the SmartWay website):
(
m Characterize your Fleets H
N
Select Contact
Information
J
4. Data Entry (Double-click the fleet name or select and hit Enter):
ll^^K] Partner Profile / Suggestions
9 View Your Data Reports
* After selecting this option, b
e sure to carefuffy read aff directions before proceeding.
Page R-5
Figure 25: 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
Rail Carrier Tool Users Guide Part 3 I P. 24
-------
SmartWay: Contact Information
Information
Working Contact
Executive Contact
Other Contacts
Addressl*
Address2
City*
Main Phone'
Web Site
645 Main Street
Suite 203
Phoenix
State*
AZ
ZIP* [85968 Country* |USA
765-898-4576
Toll Free 888-8984545
www. mountainrail. com
There must be at least two different people that SmartWay can contact. The Working Contact is the person assigned to
work directly with EPA regarding timely and accurate Tool submission, and maintaining direct communication with
SmartWay.
The Executive Contact is the company executive who is responsible for agreeing to the requirements in the SmartWay
Partnership Annual Agreement and ensuring timely submission of the Tool to SmartWay, The Executive Contact should be
a Vice President or higher-level representative for the company.
Working Contact: _^
Name K _^J First* |patrick
Title*
MI
Last* |swenson
|VP Operations
Executive Contact: ? |
Name [MT~£] Rrst* fjerod"
Ttle* | CEO
* - Required
MI
Last* |Lane
VALIDATE
SCREEN
Page R-6
Figure 26: 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.
Rail Carrier Tool Users Guide Part 3 I P. 25
-------
2. Enter the Working Contact name and title.
The Working Contact is the individual designated by the Executive Contact to directly interface
with SmartWay regarding specific tasks involved in the timely submission of the Tool. The
Working Contact is responsible for coordinating the assembly of information to complete/update
fleet data; completing and updating the Tool itself; maintaining direct communication with
SmartWay; and keeping interested parties within the company apprised of relevant
developments with SmartWay. (NOTE: To ensure that e-mails from SmartWay/EPA are not
blocked, new contacts may need to add SmartWay/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
Pa rtner Information
Working Contact
Executive Contact
Other Contacts
Please enter information about your Working Contact here.
Name
Addressl*
Addre552
City*
Phone*
Email*
| Patrick Swenson
Use Partner Address
645 Main Street
Suite 203
|phoenix
765-898^004
ZIP* j85968 Country*
USA
Cell 765^56-9192
Fax 765-898-1111
patrick.swenson@rnountainrail.com
Confirm Email* patrick.swen5on@mount3inrail.corn
- Required
Page R-7
Figure 27. Working Contact Information Screen
Rail Carrier Tool Users Guide Part 3 I P. 26
-------
Enter the Working Contact information. If the Working Contact shares the same address as the
Use Partner Address
company, you may select the!
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 Contacts
Please enter information about your Executive Contact here.
Name
Jerod Lane
Use Partner Address
Addressl* J645 Main Street
Addre5s2 Suite 203
City* (Phoenix
Phone*
Email*
State
FT3
ZIP* 1 85968 " country* |USA
765-898-9002
Ext 332
Cell
765^96-7027
Fax 765-898-1111
jerod.lane@mountainrail.com
Confirm Email* jjerod.lane@mountainrail.com
* - Required
Page R-S
Figure 28. Executive Contact Information Screen
Enter the Executive Contact information. If the Working Contact shares the same address as the
company, you may select the! fciMfiiiifaitiiiteiJ I button to auto-populate the address
section of this record.
Under the Other Contacts tab:
Rail Carrier Tool Users Guide Part 3 I P. 27
-------
Smart Way; Contact Information
Partner Information Working Contact Executive Contact
Other Contacts
Please enter information about your additional contacts here.
Other Contacts:
Add New Contact
Edit Selected Contact
Delete Selected Contact
Page R-9
Figure 29. Other Contact Information Screen
1. Enter Other Contacts (if applicable) by selecting the
2. Enter the first Other Contact then select OK when done.
Add New Contact
I button.
Note: You must supply at least two unique contacts on the contact screen to ensure
EPA has access to at least two people for Tool submission follow-up.
NOTE: In some cases, companies with multiple fleets will gather information from
different sources within the company. You may find it useful to have this additional
contact information stored within the Tool.
You can add more contacts to the Other Contacts box by repeating this process. If you wish to
edit an existing contact's information, highlight the name you wish to edit and then select the
Edit Selected Contact
button. You can remove an existing contact by highlighting the
contact and then selecting
Delete Selected Contact
Rail Carrier Tool Users Guide Part 3 I P. 28
-------
To make sure you have filled out all required contact information, select
VALIDATE
SCREEN
. at the
bottom of the screen on the Partner Information tab. If any information is missing or invalid, a
dialogue box will appear informing you what additional information is required.
4. Next select the
. button to return to the Home screen and go to Step 3.
Section 3 Data Entry: Characterize vour Fleets
PLEASE REFER TO WORKHEET #2: Fleet Characterization of Part 2 of this guidance to complete this
section of the Rail Tool.
Next, on the Home screen selectH •SiifittUffl iK£i93 I to display the Fleet
Characterization screen. This is the section where you will define the various components of your fleets.
The Fleet Characterization screen is shown below:
SmartWay Rail: Fleet Characterization
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 1st. ONLY ENTER FLEETS IN YOUR
COMPANY THAT A CUSTOMER WOULD HAVE DISCRETION TO HIRE. DO NOT INCLUDE INTERNAL DIVISIONS THAT ARE INVISIBLE TO YOUR CUSTOMERS.
• 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.
• Select the Class for the fleet (1, 2, or 3} and the Fleet Contact person from the remaining drop-downs.
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 Partner 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.
When you have added all your fleets, select the CREATE FLEET(S) button at the bottom of this screen to create the data entry forms for your fleets.
_LJ Part
Fleet Name (exactly as it will appear on the
SmartWay Website)
? Fleet Contact
p~ | Mountain Rail, Inc.
Mountain Rail, Inc.
I 31
Figure 30: Blank Fleet Characterization Screen
Steps for Completing Fleet Characterization Screen:
Rail Carrier Tool Users Guide Part 3 I P. 29
-------
For each fleet, you will need to specify:
• Partner Name: On the SmartWay website, each of your fleet names will begin with the name of
your company. This fleet name will be whatever you enter in the Partner Name field on the Tool
screen. By default, this field is automatically populated with the first 50 characters of the Partner
Name that is entered on the Home screen. You should specify the name so that it appears
EXACTLY as it you want it to show within each fleet name. (For example, if your company's name
includes "Inc." or "Ltd.", you may choose not to include that in your fleet names.) Please pay
special attention to proper capitalization, abbreviations, and punctuation.
• Fleet Identifier: Specify each fleet identifier exactly as you want it displayed on the SmartWay
website, including proper capitalization, any abbreviations, and punctuation. Remember that it
will automatically be combined with the Partner Name field.
• Class: Enter the Class of the associated rail fleet (1, 2, or 3).
• Fleet Contact: This contact should be one of the contacts you already identified in the Contact
Information section as the contact for each fleet. NOTE: A drop-down menu in the Tool will
supply this information; if there is a contact for the fleet that is not already listed in the Contacts
worksheet, you will need to go back to that screen to add the required contact information.
Adding Fleets
L
To enter another fleet, select the •••••••••I • button. To delete a fleet, select the box next to the
Add Another Fleet
'. Delete Checked Rows
row you wish to delete, and then select the i^^mmmfmyim button.
Once you have confirmed or modified the Partner Name and specified the Fleet Identifier, the full
SmartWay Website Fleet Name will be displayed on the screen to the right, exactly how they will be
displayed on the SmartWay website.
Rail Carrier Tool Users Guide Part 3 I P. 30
-------
SmartWay Rail: Fleet Characterization
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. ONLY ENTER FLEETS IN YOUR
COMPANY THAT A CUSTOMER WOULD HAVE DISCRETION TO HIRE. DO NOT INCLUDE INTERNAL DIVISIONS THAT ARE INVISIBLE TO YOUR CUSTOMERS.
• 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.
• Select the Class for the fleet (1, 2, or 3) and the Fleet Contact person from the remaining drop-downs.
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 Partner 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.
When you have added all your fleets, select the CREATE FLEET(S) button at the bottom of this screen to create the data entry forms for your fleets.
1 Fleet Name (exactly as ft will appear on the
f" H~ | Mountain Rail, Inc. Class 1
r | 2 [Mountain Rail, Inc. ] Class 2
Final Fleet Names
Mountain Rail, Inc. : Class 1 1 1 .zJ 1 Jerod Lane ^J "
Mountain Rail, Inc.: Class 2 I2 _lj IP3*"*5™6™011 H
/
^^^^^5 ^^K^^^^^^^^^^^^^l
Page R-10
Figure 31: Example Fleet Name Definition
Remember to create separate fleets for each entity your customers have discretion to
hire.
Adding Comments/Notes
Creating useful 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.
Please note the
ADD
COMMENTS
I button located at the bottom of the screen. This allows you to
enter notes about the collection process, your assumptions and methods, data, or other information.
These details could prove useful for your reviewer when you or someone else fills out the Tool next year.
If comments have been added for a particular screen, the
ADD
COMMENTS
I button will be highlighted in
Rail Carrier Tool Users Guide Part 3 I P. 31
-------
yellow on your screen and will now read
comments to be read.
VIEW/EDIT
COMMENTS
to indicate to your reviewer that there are
A ^^^^^^* button is also available should you need assistance. You will also notice small gray icons
with question marks [?] displayed throughout the Tool. When selected, these icons provide additional
information about specific items located on the screen.
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 Fleet Characterization screen. To add a new fleet, follow all of the
CREATE
FLEET(S)
instructions on the screen regarding defining your fleets, including selecting the aiss« button at
the end of the process. 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.
NOTE: After selecting the CREATE FLEET(S) button you will be asked to confirm that you have identified
all of your fleets (see below). Select OK to proceed or CANCEL to add more fleets.
Smart Way
L PLEASE CONFIRM THAT YOU HAVE IDENTIFIED AND CHARACTERIZED
'' ALL OF YOUR FLEETS BY SELECTING "OK". OTHERWISE SELECT
"CANCEL" AND RETURN TO THE SCREEN TO ADD MORE FLEETS,
OK
Cancel
If you need to delete an existing fleet, simply check the box next to the fleet and then select the Delete
Checked Rows button.
As on the other screens there is a
button as well as an J
ADD
COMMENTS
button. Selecting
will take you back to the Home screen (see Figure 23).
Rail Carrier Tool Users Guide Part 3 I P. 32
-------
Reviewing Fleet Status
On the Home screen, you will now see all the fleets you created listed in the window below item # 4:
Data Entry.
SmartWay Rail: Home
SmartWay
Data Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014)
Rail
United States Version: 2.0.15
Released on: 2/3/2016
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):
[Mountain Rail, Inc.
2.
Contact Information
Characterize your Fleets
4. Data Entry (Double-click the fleet name or select and hit Enter):
Mountain Rail, Inc.: Class 1 - Not Checked
Mountain Rail, Inc.; Class 2 - Not Checked
Fleet Status
Indicators
5.
Partner Profile / Suggestions
View Your Qata Reports
Generate a (.xml) data file
* After selecting this option, be sure to carefuffy read aS directions before proceeding.
Page R-5
Figure 32. Home Screen - Fleet Status Prior to Activity and Fuel Data Entry
There will be a status message after each fleet, indicating whether or not the data entry for that fleet is
complete. The following information may appear beside a fleet name:
• 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.
Rail Carrier Tool Users Guide Part 3 I P. 33
-------
In addition to the status indicators above, you may also see an "Error" qualifier. Errors will prevent you
from generating the Internal Metrics Reports and must be addressed before you can submit your Tool to
EPA.
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.
Rail Carrier Tool Users Guide Part 3 I P. 34
-------
Section 4 Data Entry: Enter activity and fuel consumption information for each of
your fleets
Steps for Completing Power Units Screen
At this stage, you will be entering information about each fleet separately. For each fleet you will first fill
out the Power Units screen, shown below in Figure 33.
tol: Mountain Rail, Inc.: Class 1 1"^
Cars
Operations
Please enter information on your power units. Select the data entry method [1 through 4) for part A, and then fill out the required information in the
boxes provided. Next fill out the part B data. Finally, describe the sources for all the data on this page in the text area below.
Part A: Power Unit Inventory
Select Data Input Method
f* 1, ff of total Power Units
f 2. * Power units - line haul vs. switch
f 3. hours per tier
f" 4. hours per tier - line haul and switch
j?J Engine Tier # ^ Power Units
I non-tier f
Part B. Total Locomotive Unit Miles/Year
Unit Trains
Way Trains
Through Trains
Subtotal
Train Switching
Yard Switching
Subtotal
Total
Describe the source of information used to generate the user input values
PageR-ll
Figure 33. Power Units Screen
PLEASE REFER TO WORKHEET #3: Power Units in Part 2 of this guidance to begin data entry for this
section of the Rail Tool. Use the instructions below if you have questions about filling in the data.
NOTE: If you are a new SmartWay Partner you should enter the most recent 12 months of data
into the tool. If you do not have a full year of operational data, please collect a minimum of
three months' data for input into the SmartWay Tool. In your next update year, you will be
required to submit a full year's data.
First, select your Data Input Method. You may select from four input methods, depending upon the type
of data you have available. Methods 1 and 2 only require the input of the number of power units by
engine tier level. Under Method 1 you may aggregate your fleet's line-haul and switch units together,
while Method 2 requires that you report the unit type counts separately. Methods 3 and 4 are similar,
but require inputting hours of operation by tier, rather than unit counts. In general, Method 4 will
provide the most accurate estimate for NOx and PM emissions, followed by Method 3.
Rail Carrier Tool Users Guide Part 3 I P. 35
-------
After selecting your preferred Data Input Method, please enter the tier-level data in the cells at the
lower left of the screen. These data are used to estimate your fleet's NOx and PM emission performance
levels. (See the Rail Tool Technical Documentation for details regarding emission performance
calculations.) The different engine tier-level definitions are provided in the ? help text to the left of the
cells.
Next, for Class 1 fleets only, enter your fleet's Total Locomotive Unit Miles/Year data under Part B.
Break out your unit miles data by line haul and switching categories, as appropriate. Note: the Part B
data entry section is not presented for Class 2 and 3 fleets, given the difficulty of obtaining this data for
smaller operations.
Finally, enter a detailed description of the data sources used to obtain your power unit data (e.g., R-l
Form section and line numbers for Class 1 carriers).
VALIDATE
SCREEN
You can select the _ _button to make sure you have filled out everything on this screen
properly.
Once your Power Units data has been validated as complete and correct, select the * button
or select the Cars tab at the top of the screen to proceed.
NOTE: The Cars tab is not active for Class 2 and 3 fleets given the difficulty in obtaining car-mile data
for smaller operations. For these fleets, proceed to the Operations tab.
Rail Carrier Tool Users Guide Part 3 I P. 36
-------
Steps for Completing Power Units Screen
PLEASE REFER TO WORKHEET #4 in Part 2 of this guidance to complete this section of the Rail Tool.
Rail: Mountain Rail, Inc.: Class 1
Power Units
Please enter information on raikar miles below. These data are based on those provided In Rl report section 755 (Rl value x 1,000). You may
enter your company-specific car volume data by selecting the Review/Update Volume Data button below.
Total Railcar Miles/Year
Owned and Leased
Loaded Empty
Box Equipped
Gondola Plain
Gondola Equipped
Hopper Covered
Hopper Open Top
Refrigerator Mechanical
Refrigerated Non-Mechanical
FlatTOFC/COFC
Flat General Service
Flat Ail Other
Tank Under 22,000 gallons
Tank Over 22,000 gallons
All Other Cars
Work Equip & Company Freight
No Payment Car-Miles
Review/Update
Volume Data
[Currently using Default
volume data]
Page R-12
Figure 34. Cars Screen
Enter your Class 1 fleet's annual railcar miles for the reporting year on this screen, by car type (e.g., box,
gondola, etc.) and ownership type (Owned/Leased or Private). These data may be obtained from R-l
Report Section 755. If available you can also provide fleet-specific railcar volumes by car type, by
selecting the Review/Update Volume Data button (see Figure 35).
NOTE: Make sure to enter your car-mile data in actual miles, rather than 1,000's of miles (as reported
in the R-l forms).
NOTE: Hopper Open Top cars should include activity for both general service hoppers and special
service hoppers.
Rail Carrier Tool Users Guide Part 3 I P. 37
-------
SmartWay Data Volume by Car
Below are the default volume data by car type that will be used in
calculations. These values reflect national averages across Class 1 carriers -
see the Rail Tool Technical Documentation for details.
If you would like the Tool to use a different value, enter value(s) in the Fleet-
Specific column; the default value will be used for any car type where an
override value is not provided. Select OK to save and return or Cancel to
return without saving changes.
Default Values
(cuft)
Fleet-Specific
Values (cu ft)
Box - Plain 40'
Box - Plain 50'+
Box Equipped
Gondola Plain
Gondola Equipped
Hopper Covered
Hopper Open Top
Refrigerator Mechanical
Refrigerated Non-Mechanical
FlatTOFC/COFC
Flat Multi-Level
Flat General Service
Flat All Other
Tank Under 22,000 gallons
Tank Over 22,000 gallons
All Other Cars
Work Equip & Company Freight
No Payment Car-Miles
4,555
7,177
7,177
5,190
5,190
4,188
4,220
6,202
6,202
6,395
13,625
6,395
6,395
2,314
3,857
5,014
5,014
5,014
Page R-13
Figure 35. Volume by RailcarType
The Volume by Car screen shows the default (Class 1 national average) railcar volumes used in the Rail
Tool. (See the Rail Tool Technical Documentation for the sources of this data.) The railcar volume data
from this form will be used to estimate the grams per truck-equivalent mile performance metrics for your
fleet. You may enter your own fleet-specific volume data in the right hand column in order to override
the default values.
Once your Cars data has been validated as complete and correct, select the
select the Operations tab at the top of the screen to proceed.
button or
Rail Carrier Tool Users Guide Part 3 I P. 38
-------
Steps for Completing the Operations Screen
PLEASE REFER TO WORKHEET #5 in Part 2 of this guidance to complete this section of the Rail Tool.
Rail: Mountain Rail, Inc.: Class 1
Power Units
Please fill out the required information below. Ton-mile data are based on those provided in Rl report section 755 (Rl value x 1,000). Report line
numbers are referenced below.
All Freight
Fuel Used
Freight
Passenger
Pitching _Ll
Switching
Diesel ?
(gal°ns/year) |
1 1 1
Biodiesel: B
| _?j (gallons/year) |
1 1 1
LNG
(gallons/year) |
1 1 1
CNG
| (cubic feet) ^^TJ |
1 1 1
Electric
(kWh/year) |
1 1 1
y I Gross Ton Miles/Year
y I Revenue Freight Ton Miles/Year
y I Non^evenue Freight Ton Miles/Year |~
Rl: 755-104
Rl: 755-110
Rl: 755-113
Figure 36. Operations Screen
You will enter your fleet's annual fuel consumption and ton-mile data on this screen. First enter annual
fuel use per year by fuel type (diesel, biodiesel, LNG, CNG, and electric) and train category (freight,
passenger, and switch). Petroleum diesel, biodiesel, and LNG entries must be in gallons per year. Specify
your CNG units using the associated drop-down menu, indicating standard cubic feet or gasoline-
equivalent gallons per year. Electricity use is specified in kWh/year.
If you enter biodiesel consumption data, you must also specify the blend level (between 0 and 100) in the
cell to the left.
Next, enter your gross, revenue, and non-revenue ton-mile data at the bottom of the screen. The
corresponding R-l form section and line numbers for these are indicated on the screen for Class 1 fleets.
Once your Operations data has been validated as complete and correct you may return to the Home
screen.
NOTE: Make sure to enter your ton-mile data in actual miles, rather than 1,000's of ton-miles (as
reported in the R-l forms).
Rail Carrier Tool Users Guide Part 3 I P. 39
-------
NOTE: Switch engine fuel usage should also include fuels used by Work Trains involved in track
maintenance (Schedule 750 line 6).
Viewing Your Fleet Status
Once you have returned to the Home screen, notice that the fleet for which you provided data now
identifies its status as "Complete." You may now highlight the next fleet if you have another one to
complete. Fill out unfinished fleets in the same manner as the previous fleet.
SmartWay Rail: Home
SmartWay
Data Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014}
United States Version: 2.0.15
Released on: 2/3/2O16
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):
Mountain Rail, Inc.
Contact Information
Characterize your Fleets
4. Data Entry (Double-click the fleet name or select and hi/'
- -- - -•'-. '."-,: '--:-- 1 - "
""Mountain Rail !™I7: Class 2 - ItotCheSed
Updated Fleet
Status
Indicator
6.
Partner Profile / Suggestions
View Your Data Reports
* After selecting this option, be sure to carefully read all directions before proceeding.
Page R-5
Figure 37. Home Screen after Data Entry for First Fleet
Rail Carrier Tool Users Guide Part 3 I P. 40
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Provide Additional Information
After completing Steps 1 - 4 on the Home screen, you may provide EPA with additional information
regarding your company and general feedback regarding the SmartWay Program. This information is
optional and is not required in order to submit your Rail Tool data to EPA.
Partner Profile / Suggestions
Selecting the I
Additional Information screen (see Figure 38).
I button on the Home screen will open the
SmartWay Additional Information: Mountain Rail, Inc.
Partner Information
hu {JQ s s tio n s
Providing your information on THIS PAGE is OPTIONAL. SmartWay will use the information you submit via this page to make a PUBLIC partner company
page on the SmartWay website. Please limit your responses to the specific questions asked as SmartWay will review your submission for appropriateness.
SmartWay will not edit the data for spelling or grammar so please make sure it appears below EXACTLY as you want it displayed.
Partner Name: Mountain Rail, Inc.
Link to your company's environmental or SmartWay web page:
I http://
Executive Officer's quote on your SmartWay participation: (500 characters max)
Description of your best investment in emissions or fuel saving best practices: (3000 characters max)
Goal for SmartWay participation: (3000 characters max)
!
e explanation field does not wrap in Office 2013 due to an Excel bug,
My company encourages other companies to join SmartWay to improve their efficiency by: (1000 characters max)
Page R-19
Figure 38. Partner Information Screen
Rail Carrier Tool Users Guide Part 3 I P. 41
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Use this page to provide information you would like to share publicly. Information should be entered in
the text boxes displayed. Use the scroll bar to the right to display additional questions. SmartWay will
use this information to create a SmartWay Partner profile page for your company on the SmartWay
website. You do not need to complete every question. SmartWay will NOT edit for spelling or grammar,
so make sure the text is exactly as you wish it to appear. If your company contains public relations
functions, you may want them to review this information before submittal, however, keep your
SmartWay due date in mind. SmartWay WILL review this data for appropriate content. Information
provided should be informational in nature, and speak to the question.
Rail Carrier Tool Users Guide Part 3 I P. 42
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Figure 39 displays the Suggestions screen. You may respond to some or all of these questions in order to
provide feedback regarding the various aspects of the SmartWay Program. SmartWay values your
feedback. Any information you provide will be used to improve the program, and will be kept
confidential. Use the scroll bar to the right to display additional questions.
SmartWay Additional Information: Mountain Rail, Inc. .
Partner Information
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: Mountain Rail, Inc.
Yes
Please answer Yes or No
Do you read the Tool User Guides?
Do you read the Tool Technical Documentation?
Do you regularly visit the SmartWay website?
On a scale of 1 to 10,10 being the best:
How do you rate the SmartWay Tool?
How do you rate the SmartWay User Guide?
How do you rate the SmartWay Technical Document?
How do you rate the SmartWay Website?
How do you rate SmartWay support materrals?
On a scale of 1 to 10, 10 meaning strongly agree:
I understand the goals of the SmartWay program
I understand how to participate n 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
_l]
73
ru
a
PageR-21
Figure 39. Suggestions Screen
Once you have completed these three screens, select the
screen.
button to return to the Home
Rail Carrier Tool Users Guide Part 3 I P. 43
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Viewing Reports
Once you are ready to continue, select
will take you to the following screen:
SmartWay Reports
View Your Data Reports
from the Home screen which
Please select the report you would like to view.
Internal Metrics R
Fleet Summary Report
Power Units Report
Cars Report
Operations Report
Comments Report
Partner Information Report
Estimates fleet-level C02r NQx, and PM performance,
expressed in grams per ton-mile (gross, revenue and
I] non-revenue), and grams per mile (railcarand truck-
equivalent miles).
Displays the name, Class and contact for each fleet
defined.
Displays all of the data you entered in the Power Units
Information section.
Displays all of the data you entered in the Cars section.
Displays all of the data you entered in the Operations
section.
Displays all of the comments that have been entered
throughout the tool.
Displays the partner information, logo qualification and
suggestions you provided in Step 6.
Page R-15
Figure 40. View Fleet Reports 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 Power Units, Cars, and
Operations Reports.
-------
NOTE: The Comments Report allows you to review any notes and comments made during the
compilation of the different data inputs throughout the Tool. These comments can provide a
useful reference for documenting data sources and assumptions, as well as for preparation of
subsequent year submittals. In addition, you can use this report to view questions and
comments from your Partner Account Manager after they receive and return your Tool.
Internal Metrics Report
Select the l^^^*aBit*ulg*fli*BiBfl^*^^^Bl button to review the performance of your fleet(s) in terms of
grams per ton-mile (gross, revenue and non-revenue), and grams per mile (railcar-mile and truck-
equivalent mile), by pollutant type.
If you have defined multiple fleets, a drop-down box will appear allowing you to select the desired fleet
for some report types (see Figure 41 below).
Smart Way Reports
Choose the appropriate fleet from the drop-down and then select OK to run the report:
Mountain Rail, Inc.: Class 1
E
Page R-16
Figure 41. Fleet Selection Screen - Reports Menu
Rail Carrier Tool Users Guide Part 3 I P. 45
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Submitting Data to SmartWay
Congratulations! You are now ready to send your data to EPA.
Select the I
Generate a (.xml) data file
Create submission file for EPA
I button, which will open the following screen.
•SmartWay
Data Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014)
Rail
United States Version: 2.0.15
Released on: 2/3/2016
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).
r I understand and agree to the terms of this agreement.
Page R-22
Figure 42. 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 43 below).
Rail Carrier Tool Users Guide Part 3 I P. 46
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Create submission file for EPA
SmartWay9
Data Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014}
Rail
United States Version: 2.0.15
Released on: 2/3/2016
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 - 3312 (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.
Yes
Are you an existing Partner in SmartWay?
How did your company initially hear about SmartWay? I other ®ease describe)
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\DPreusse\Documents\EPA SmartWay
\RAIL\20160112 unless you designate another location. Please select the NEXT button below to continue.
Page R-22
Figure 43. Completed Submission File Screen
When ready, select NEXT to create a file with the following naming convention:
Rail_PartnerName_Year_VO. xml 1
For example, RailJVIountain Rail, Inc 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.
1 If you create the XML file multiple times the file name will increment each time (e.g., RaiMVIountain Rail, Inc 2015_V1.XML for the
second iteration, etc.
Rail Carrier Tool Users Guide Part 3 I P. 47
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SmartWay - Instructions for Submitting File
SmartWay8
Rail
United States Version: 2.0.15
Released on: 2/3/2016
CONGRATULATIONS! Your SmartWay submission files are now located at:
Excel File
| C:\smartway\RaiLMountain Rail, Inc_2015_VO.xls
XML File
|C:\smartvray\Rail_Mountain Rail, Inc_2015_VO.XML
These files are ready to be emailed to EPA.
YOU MUST RETRIEVE THESE FILES FROM THIS FOLDER AND EMAIL THEM TO EPA IH ORDER TO COMPLETE
YOUR SUBMISSION
If you can, please email both flies to SmartWay. If your mailbox can't send the .xlsfile, 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 (PAH) 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)
214^767 or email smartwayjzransportigepa.gov. Once SmartWay has received your file, it will be reviewed and you will
receive an acknowledgement of acceptance.
Figure 44. Instructions for Submitting xml File to EPA
Follow these instructions for submitting your xml and xls files to SmartWay. Note that the xml file is
approximately 10 times smaller than the xls files the Tool generated in the past. Upon selecting
PT
I, a screen will appear that allows you to close the Rail Tool or return to the Home screen.
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.
Rail Carrier Tool Users Guide Part 3 I P. 48
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Troubleshooting the Tool
Although the SmartWay Tools have been tested extensively, you may encounter errors. Intermittent
errors have been encountered when opening the Tool directly from the SmartWay website, or from an e-
mail, rather than from a drive, or when multiple Excel files or other applications are open simultaneously.
If you encounter an error during use of the Tool, please 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 2003 or later version).
If you continue to encounter problems, please make a screen capture of the error message, and save the
Tool at that point. (You can make a screen capture by pressing Alt-Print Screen, 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
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Rail Carrier Tool Users Guide Part 3 I P. 49
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Gookl - Microsoft Excel
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Rail Carrier Tool Users Guide Part 3 I P. 50
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Office 2003
From the tools menu, select "Options". When the Options dialog box is displayed, select the "Calculation"
tab. Under the Calculation section, select the "Automatic" radio button and then select "OK".
E Microsoft Excel - Bookl
File Edit View Insert Format
lools Data Window Help
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Maximum change: 0.001
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OK
Rail Carrier Tool Users Guide Part 3 I P. 51
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