Transport Partnership
U.S. ENVIRONMENTAL PROTECTION AGENCY
Air Carrier Partner 2.O.15 Tool:
User Guide ^^^M^^
2015 Data Year - United States Version
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Transport Partnership
U.S. ENVIRONMENTAL PROTECTION AGENCY
Air Carrier Partner 2.O.15 Tool:
User Guide ^ ^
2015 Data Year - United States Version
Transportation and Climate Division
Office of Transportation and Air Quality
U.S. Environmental Protection Agency
i:wJ Stales Office ofTransportation and Air Quality
EPA-420-B-16-047
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Table of Contents
OVERVIEW 1
BASIC INFORMATION FOR AIR FREIGHT CARRIERS 2
WHAT is THE SMARTWAY TRANSPORT PARTNERSHIP? 2
WHY Do AIR FREIGHT CARRIERS JOIN THE SMARTWAY TRANSPORT PARTNERSHIP? 2
How Do AIR FREIGHT CARRIERS JOIN THE SMARTWAY TRANSPORT PARTNERSHIP? 3
How Do I JOIN IF MY PARENT COMPANY HAS MULTIPLE FLEETS? 4
WHAT DATA Do I NEED TO GATHER TO COMPLETE THE AIR TOOL? 4
WHAT is INCLUDED IN THE SMARTWAY AIR FREIGHT CARRIER ANNUAL PARTNERSHIP AGREEMENT? 5
WHAT SOFTWARE AND HARDWARE is REQUIRED FOR COMPLETING THE SMARTWAY AIR TOOL? 7
ORGANIZATION OF THE SMARTWAY AIR TOOL 8
GETTING STARTED 11
DOWNLOADING THE SMARTWAY AIR TOOL 11
SETTING YOUR SECURITY LEVELS FOR THE SMARTWAY TOOLS 11
INTRODUCTION SCREENS 11
SMARTWAY INTRODUCTION SCREEN 11
SMARTWAY PARTNERSHIP ANNUAL AGREEMENT SCREEN is
SMARTWAY TOOL SELECTION SCREEN 14
REQUIRED INFORMATION SCREEN is
THE PARTNER SCHEDULE SCREEN 16
THE US/CANADA OPERATIONS SCREEN 17
ENTERING DATA INTO THE TOOL 20
SECTIONS OF THE TOOL 21
ENTERING YOUR DATA 21
VALIDATING YOUR DATA 22
SAVING YOUR DATA 22
PROVIDING ADDITIONAL INFORMATION 22
REVIEWING YOUR DATA 22
SUBMITTING DATA TO SMARTWAY 23
DETAILED DATA ENTRY INSTRUCTIONS 24
ESTABLISHING YOUR DATA COLLECTION YEAR 24
SECTION 1: SPECIFY OFFICIAL PARTNER NAME 24
SECTION 2: ENTER CONTACT INFORMATION 25
SECTION 3: AIR FLEET IDENTIFICATION AND CHARACTERIZATION so
SECTION 4: DATA ENTRY FOR FLEETS 33
VALIDATING YOUR DATA 42
OPTIONAL STEPS—YEAR TO YEAR COMPARISONS, PROVIDE ADDITIONAL INFORMATION, AND VIEW
REPORTS 43
SUBMITTING YOUR TOOL TO EPA 49
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TROUBLESHOOTING 53
APPENDIX A: INPUT DATA WORKSHEETS 58
APPENDIX B: HOW TO SET SECURITY LEVELS FOR THE SMARTWAY TOOLS 63
Security Settings For Excel 2003 Users 63
Security Settings For Excel 2007 Users 64
Security Settings For Excel 2010 and newer Users 70
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Overview
In this guide you will learn about:
1. Basic Information about SmartWay
2. Joining SmartWay Transport Partnership as an aircraft company
3. Understanding the details of the SmartWay Partnership Agreement
4. Gathering the data necessary for participation in SmartWay.
5. Meeting software/hardware requirements for participating in the program
Please review this guide carefully BEFORE attempting to gather your company data, or
entering data into the Air Tool. Understanding the basics of the program will simplify your
SmartWay experience.
WARNING:
***Before beginning, use this chart to make sure you are choosing the right Tool for
your operations! ***
Is this the right SmartWay roo/ for me?
You operate your own air freight fleet with
less than 5% of your freight moved with
other modes such as Truck, Rail, Barge, or
Logislics companies
I
NO
{
Use the Multi-Modal Tool
(Air Tool is included in the Mutti-Modal Tool)
— "YES " Use This Air Tool
If none of the above statements is applicable, contact EPA SmartWay at 734-214-4767
for assistance.
SmartWay Air Tool User Guide | Page 1
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Basic Information for Air Freight Carriers
This section covers frequently asked questions and essential information about the
SmartWay Transport Partnership and how air freight Carriers can participate.
What is the SmartWay Transport Partnership?
Launched in 2003, SmartWay® is a United States Environmental Protection Agency (EPA) program that
reduces transportation-related emissions and costs by creating incentives to improve supply chain fuel
efficiency.
Seven types of freight transport companies can join SmartWay.
• Freight shippers
• Logistics companies (including 3PLS/4PLS1)
• Truck carriers
• Rail carriers
• Barge carriers
• Multi-modal carriers
• Airfreight carriers
Companies join the SmartWay Transport Partnership by submitting a Partner Tool to
SmartWay. The SmartWay Tools (1) assess freight operations, (2) calculate fuel consumption
and carbon footprints, and (3) track fuel-efficiency and emission reductions. SmartWay Tools
must be submitted each year for the company to remain a partner in good standing.
SmartWay ranks Partners' efficiency and environmental performance and recognizes
superior performance in various Partner categories through the SmartWay Excellence Awards.
Why Do Air Freight Carriers Join the SmartWay Transport Partnership?
The SmartWay Transport Partnership provides Air Freight Carriers with ways to reduce
the environmental impact of their freight operations and address costs. Designed with and for
the freight sector, the SmartWay Transport Partnership delivers solutions to marketplace needs
and challenges. With access to the latest in EPA-tested technologies and peer-provided success
1 3PLs/4PLs Third party logistics companies/fourth-party logistics companies.
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stories, carriers that join the SmartWay Transport Partnership can gain a better understanding
of their environmental footprint and assert their corporate leadership.
Additionally, SmartWay Partners are associated with an internationally recognized and
respected brand that symbolizes cleaner, more efficient transportation choices.
Shippers that join SmartWay move significant amounts of freight with SmartWay
Carriers. The higher efficiency of SmartWay carriers compared to non-SmartWay carriers gives
SmartWay Air Freight Carriers an opportunity to improve corporate freight efficiency, reduce
their carbon footprint, and voluntarily advance freight sustainability for themselves and their
customers.
Participation in SmartWay helps SmartWay Air Freight Carrier Partners
• identify opportunities to improve efficiency
• demonstrate efficiency to customers and stakeholders
• evaluate and compare carrier performance, and
• determine the company's transportation carbon footprint
SmartWay provides Air Freight Carriers with free Tools that help assess and compare
various freight transportation options with detailed reports and analyses that support better
business decision making.
How Do Air Freight Carriers Join the SmartWay Transport Partnership?
Air Freight Carriers join SmartWay by submitting a SmartWay Air Tool (hereafter known
as the "Air Tool," or simply, the "Tool.")
When an air freight carrier submits an Air Tool to EPA, they agree to the requirements
stipulated in the SmartWay Partnership Annual Agreement for Carriers-notably, that they will
measure and report the emissions performance of their company annually and provide
supporting documentation to EPA upon request.
SmartWay Air Freight Carriers agree to complete and submit the SmartWay Air Tool to:
• define fleet composition
• characterize company activity
• individually benchmark multiple fleets
• track annual changes in performance
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Upon approval of an Air Tool submission, an aircraft company will be identified as a
SmartWay Air Freight Carrier Partner on EPA's website, on the SmartWay Partner List, and in a
database used to identify companies that meet SmartWay's annual requirements.
How Do I Join if My Parent Company Has Multiple Fleets?
Companies that join the SmartWay Partnership should include all of their fleets in their
submission. If a company wishes to list multiple fleets in the Air Tool, they should list these
fleets as their customers hire them. Internal fleets invisible to a customer should not be listed
separately. Companies will be listed at the Company level in the SmartWay Partner list on the
SmartWay website, and each individually defined fleet will appear as a separate entity in the
SmartWay Carrier Data file that customers use to identify which fleets they do business with in
the Air Tool.
SmartWay highly recommends developing your list of fleets before
beginning your data entry process. Any fleet that a shipper could hire
directly should be listed as a separate fleet in your Air Tool submission.
The best strategy is to have a clear idea of how to define your fleets before
filling out the Tool.
What Data Do I Need to Gather to Complete the Air Tool?
To participate in SmartWay, Air Freight Carriers need to gather the following essential
information to complete the Air Tool:
• The official company name, EXACTLY as you would like it presented on the EPA website
• Company contact information
• Contact details for your working contact
• Contact details for an executive contact (cannot be the same as the working contact)
• Split between US/Canada operations
• A comprehensive list of fleets, including fleet details, such as:
- Fleet type (dedicated freight, mixed operations, or passenger)
Service area (international, national, or regional)
Revenue category
- Total number of aircraft
• Sources for all data to be entered
• SmartWay ID number (if this is not your first Air Tool submission)
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This data must be provided for all of your fleets. This data reflects the amount of freight
carried by each carrier, the distance that freight is carried, and the fuel consumed to carry the
freight.
What is Included in the SmartWay Air Freight Carrier Annual Partnership
Agreement?
To join the SmartWay Transport Partnership as an Air Freight Carrier, you must agree to
the language on the "Partnership Annual Agreement for Carriers." When you begin working
within the Tool, you will be asked to check a box stating that you agree to the terms of the
Partnership Agreement. This agreement must be renewed annually.
Please review this language with the appropriate personnel within your organization
before completing or submitting a Tool to EPA. Your company's executive contact must
approve this agreement.
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Partnership Agreement for Air Companies
With this agreement, your company joins EPA's SmartWay Transport Partnership and
commits to:
1. Measure and report to EPA on an annual basis the environmental performance
of your fleet(s) using EPA's SmartWay Tool. (Existing fleets must report the 12
months of data for the prior year ending December 31. Newly formed
companies require a minimum of 3 months of operational data.)
2. Have performance results and Tool submittal status posted on the EPA
SmartWay website/database.
3. Agree to submit supporting documentation to EPA for any data used to complete
this Tool and agree to EPA audit of this data upon request by EPA.
In return, EPA commits to:
1. Promote company participation in the Partnership by posting Partner names on
the EPA SmartWay Website and in related educational, promotional, and 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
SmartWay Air Tool User Guide | Page 6
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not make statements or imply that EPA endorses the purchase or sale of the
Partner's products and services or the views of the Partner.
6. Submittal of this SmartWay Tool annually constitutes agreement to all terms in
this Partnership Agreement. No separate agreement need be submitted.
What Software and Hardware is Required for Completing the SmartWay Air
Tool?
The Air Tool is designed in "Microsoft Excel Forms." Completing the Air 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 a newer operating system, or a Mac that is running the
Windows XP operating system (the Tool does not currently work using the Mac
operating system)
• A minimum of 10 megabytes of free disk space. More disk space may be required based
on the number of companies you define in your Tool
• Adequate memory (RAM) to run Microsoft Office
• A monitor resolution of at least 1,024 x 768
NOTE: The Excel web application in MS Office 365 (the cloud-based version of the Office operating
system) does not currently support the macros used in the SmartWay tools. Therefore SmartWay tools
do no function properly in Office 365 at this time.
Please check with the user's guides for your computer, online support, or your
company's IT department to make sure your system is set up to use the Air Tool.
We encourage you to make sure that you virus software is up to date, and to scan your
PC before putting data in the Air Tool.
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Organization of the SmartWay Air Tool
The Air Tool is the basis of the SmartWay Partnership for Air Freight Carriers.
Completion and submission of an Air Tool is the first step to becoming a SmartWay Air Freight
Company Partner. Your Tool submission must be approved by EPA before you are officially a
Partner.
The Air Tool is organized around
• information screens
• forms or worksheets
• reports and summaries
Each screen or form opens up within a Microsoft Excel spreadsheet. The screens
generally look like the one shown here.
SmartWay Introduction
-SmartWay
Data Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014)
Bd on: 04/02/2016
Gray = Data Entry
Introduction
Welcome to the SmartWay Air Tool, This version of the Air Tool encompasses air freight movements.
For additional information such as the Tool user guide, technical manual or other support materials, select the button below:
Go To Air Tool Page of the SmartWav Website
Or call the SmartWay Helpline at: (734) 214^767
Or email the Helpline at: 5martway_transport@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
Proceed to the next screen
Return to the previous screen
Provides additional information about data entry
fields
Enlarges the text on the screen
Sends an image of the screen to your default
printer
FILING FORMS WITH THE FEDERAL GOVERNMENT AND ESTIMATED REPORTING BURDEN: Respondents are not required to file or reply to any Federal collection of information unless it has a
valid OMB control number, Public reporting burden for this collection of information is estimated to average 5.82 hours per response for initial registration, 2.66 hours for each annual update.
These estimates indude the time for reviewing instructions, searching existing data sources, gathering the data needed, and completing and reviewing the collection of information. Send
comments regarding this burden estimate or any other aspect of this collection of information including suggestions for reducing this burden to; SmartWay Transport Partnership, 2000
Traverwood, Ann Arbor, MI 48105, or the Office of Information and Regulatory Affairs, Office of Management and Budget, Washington D.C.
Figure 1: Screenshot of the Orientation of the Air Tool in Microsoft Excel
SmartWay Air Tool User Guide | Page 8
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The gray screen is where you enter data. The light green background is the Excel
workbook; this area remains in the background is NOT used for data entry. For the purposes of
your tool submission, disregard the background workbook.
The name of each form appears at the top left-hand corner of the screen, in white text
on the blue window bar, and the reporting year for the Tool is prominently displayed at the top
of the screen.
SmartWay Introduction
Title of Screen
SmartWay*
Reporting Year
2060-O663
Date 07/31/2017
014)
United States Version: 2.O.15
Released on: 04/02/2016
Figure 2: Screenshot of Title of Screen/Form
Each screen contains text instructions or information about the program. Where
applicable, the screen will also include buttons linking to the SmartWay website or other
sections of the Tool (e.g., the various data entry screens); these buttons will be shown in green
and clearly labeled, as seen in Figure 3.
Go To Air Tool Page of the SmartWay Website
Figure 3: Screenshot of Button Link in the Tool
The screens also contain navigation buttons to direct you through the Tool.
Figure 4: 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.
Adding Comments assists SmartWay Tool reviewers in approving your Tool as quickly
as possible. Your comments help reviewers understand your fleet operations. Any details that
you can provide related to your operations will speed up approval time.
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The
ADD
COMMENTS
button located at the bottom of the screen allows you to enter notes
about the data collection process, your assumptions and methods, or other information. These
details could prove useful for your reviewer when you or someone else completes the Tool next
year.
The
ADD
COMMENTS
button will be highlighted in yellow on your screen if comments have
been added for a particular screen. The button will then read
reviewer that there are comments to be read.
VIEVJ/EDIT
COMMENTS
to indicate to your
SmartWay Air Tool User Guide | Page 10
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Getting Started
Downloading the SmartWay Air Tool
To download the Air 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.
Setting Your Security Levels for the SmartWay Tools
In some cases, Microsoft Excel will ask you to adjust your security settings before
opening the Tool. 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). See Appendix B for further details.
Introduction Screens
Before you reach your data entry section of the Tool, you will move through six
introductory screens that allow you to review the basics of participation in SmartWay for air
freight Carriers. These include:
• The "SmartWay Introduction" Screen
• The "SmartWay Partnership Annual Agreement" Screen
• The "SmartWay Tool Selection" Screen
• The "SmartWay: Required Information" Screen
• The "SmartWay Partner Schedule" Screen
• The "SmartWay US / Canadian Operations" Screen
The features of these screens are described below.
SmartWay Introduction Screen
The SmartWay Introduction screen is the first window that appears when the Tool is
opened (Figure 5). 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
• descriptions of Tool Help and Navigation buttons found throughout the Tool
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SmartWay Introduction
•SmartWay*
Data Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014)
United States Version: 2.0.15
Released on: 01/02/2016
Introduction
Welcome to the SmartWay Air Tool. This version of the Air Tool encompasses air freight movements.
For additional information such as the Tool user guide, technical manual or other support materials, select the button below:
Go To Air Tool Page of the SmartWay Website
Or call the SmartWay Helpline at: (734) 214-4767
Or email the Helpline at: smartway_transport@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 include the time for reviewing instructions, searching existing data sources, gathering the data needed, and completing and reviewing the collection of information. Send
comments regarding this burden estimate or any other aspect of this collection of information including suggestions for reducing this burden to: SmartWay Transport Partnership, 2000
Traverwood, Ann Arbor, MI -^ 105, or the Office of Information and Regulatory Affairs, Office of Management and Budget, Washington D.C.
Page A-l
Figure 5: SmartWay Introduction Screen
Of special note is the small question mark ([?]), which appears next to new concepts
when they are introduced throughout the Tool. Selecting the question mark will reveal
additional definitions of terms or instructions to help you complete the screen properly.
After selecting the ^^^^™ button on the SmartWay Introduction screen, the
SmartWay Partnership Annual Agreement will appear.
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SmartWay Partnership Annual Agreement Screen
SmartWay Partnership Annual Agreement
2015
OMB 20600663
Expiration Date 07/31/2017
(Revised 2014)
United States Version: 2.O.15
Released on: 04/02/2016
Partnership Annual Agreement for Carriers
With this annual agreement, your company joins EPA's SmartWay Transport Partnership and commits to:
1. Measure and report to EPA on an annual basis the environmental performance of your fleet(s) using EPA's SmartWay Tool. (Existing fleets must report the 12
months of data for the prior year ending December 31. Newly formed companies require a minimum of 3 months of operational data.)
2. Have performance results and Tool submittal status posted on the EPA SmartWay website/database.
3. Agree to submit supporting documentation to EPA for any data used to complete this Tool and agree to EPA audit of this data upon request by EPA.
In return, EPA commits to:
1. Promote company participation in the Partnership by posting Partner names on the EPA SmartWay Website and in related educational,
promotional, and 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 notfcation 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 specflc actions to which it
commuted 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 imply
that EPA endorses the purchase or sale of the Partner's products and services or the views of the Partner.
6. Submittal of this SmartWay Tool annually consttutes agreement to all terms in this Partnership Agreement.
No separate agreement need be submitted.
By checking the box below, I declare that the information submitted via this Tool is, to the best of my knowledge, accurate. I understand that any
person who, in the course of negotiating or performing under this Agreement, makes, presents or submits a false or misleading statement to the
government, or any person who makes a material omission in the course of negotiating or performing under this Agreement, may be subject to
liability under all applicable civil and criminal statutes including 18 U.S.C. 1001 (criminal liability for false statements), 31 U.S.C. 3B01 - 3912 (civil
liability for false statements] and 31 U.S.C. 3729-33 (The False Claims Act).
l~ II understand and agree to the terms of this agreement.
Page A-2
Figure 6: SmartWay Partnership Annual Agreement
Submitting an Air Tool to EPA constitutes agreement to all terms of the Partnership
Agreement, which is required for joining SmartWay and remaining a partner in good standing
All participants in SmartWay are strongly advised to read the agreement thoroughly
If you have been assigned the responsibility for completing your tool submission but are
not in the position to approve the agreement, acquire any necessary approvals before trying to
input data into the Tool.
To move to next screen, you must check the box indicating that your company accepts
the terms of the agreement.
SmartWay Air Tool User Guide | Page 13
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SmartWay Air 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.
SmartWay Tool Selection Screen
SmartWay offers several tools tailored for different types of businesses and fleets. Most
air freight Carriers will use the Air Tool; however, it is advisable to review this screen in the Air
Tool to make sure it is the best option for your operations.
This screen provides basic information on two SmartWay tools (Air and Multi-modal)
appropriate for different types of freight operations. Your choice of tool will depend primarily
on your transport modes and the amount of business you contract to other Carriers.
Follow the flow chart in Figure 7 to determine which Tool is most appropriate for your
fleet(s).
SmartWay Air Tool User Guide | Page 14
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Smart Way Tool Selection
SmartWay*
Data Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014)
United States Version: 2.0.15
Released on: 04/02/2016
Is this the right SmartWay tool for me?
You operate your own air freight fleet with
less than 5% of your freight moved with
other modes such as Truck, Rail. Baige, or
Logistics companies
YES
Us
B This Air Tool
NO
Use the Multi-Modal Tool
(Air Tool is included in the Multi-Modal Tool)
Page A-3
Figure 7: Determining Which Tool is Appropriate for Your Fleets
Required Information Screen
This next screen summarizes the information needed to complete the Air Tool.
You may select
of the Tool.
PRINT
SCREEN
to create a hard copy to reference as you complete the rest
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SmartWay: Required Information
BHMBBB "nsr
OMB2O60-D663 AlT
Expiration Date 07/31/2017 United States Version: 2.0.15
(Revised 2014} ^^ ^ „,„,„„
Following is a brief description of the information you will need to complete this Tool. For further details, please consult the Air Tool
User Guide.
• Company Name, Address, City, State, ZIP, Country, Main Phone, Website
• Working, Executwe, and Other Contact Information:
- Name, Title, Address, City, State, ZIP, Country, Phone, Email
• SmartWay ID (for returning partners)
• % of air miles in U.S. and Canada
Fleet Name
Contact for the Fleet
Type of Fleet (Passenger, Dedicated Freight, Mixed Operations)
Fleet Service Area (International, National, Regional)
Fleet Revenue Category (Large, Medium, Small, Micro)
Total # Aircraft in Fleet
• Number of aircraft by fleet
« Aircraft make, mode and series
• Engine make and model
• Average engine load during cruise (optional)
• Cargo weight and volume capacity (optional)
• Fuel type
• Total annual fuel consumption and units (gallons/tons)
• Total annual miles travelled and ton-miles carried
• Utilized volume
• Total LTOs per year
• Total annual hours of operation
• Detailed data source description
HOBiH •=•
m-m\ H
^^H
PageA-4
Figure 8: Summary of Required Information
The Partner Schedule Screen
As seen in Figure 9, this screen shows the SmartWay Partner Schedule and Data Flow
Diagram, which provides the various Tool release and due dates for the 2016 calendar year, for
tools completed using 2015 data. Refer to these dates to help ensure on-time delivery of your
tool submittal.
SmartWay Air Tool User Guide | Page 16
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Sma rt Way Pa rtner Sched u le
2015
Expiration Date 07/31/2017
United States Version: 2.O.15
SmartWay Partner Schedule and Data Flow Diagram
Tool release and due dates for 2016 calendar year using 2015 data
Feb
Apr
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
Multimodal Tool
Available May 19
Accepts Truck, Rail, Barge,
and Air Data
Due June 24
Logistics Tool
Available July 8
Accepts Truck, Rail, Barge, Air,
and MM Data
Due September 16
Shipper Tool
Available October 3
Accepts Truck, Rail, Barge,
Air, MM, and Logistics Data
Due December 2
Page A-5
Figure 9: SmartWay Partner Schedule and Data Flow Diagram
The US/Canada Operations Screen
The last introductory screen asks for information about operations you have in the US
and Canada.
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SmartWay US / Canadian Operations
•SmartWay
Data Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014}
United States Version: 2.0.15
Released on: 04/02/2016
The SmartWay Transport Partnership is now being administered in the United States and Canada. The Partnership operates the same in both
countries, allowing partners to submit one tool for all of their US-Canada operations. Partners will be recognized by both national programs and
will be listed on both the US and Canadian SmartWay websites. The US and Canadian SmartWay tools produce the same output results, however
the Canadian took use metric rather than English measurements and are available in French as well as English.
Partners should submit to the country where their headquarters is geographically located.
If unsure about which country to which you should submit, please contact either national SmartWay Program for assistance.
United States: http://www.epa.gov/sniartwav/
Canada: http://www.smartwav.nrcan.gc.ca
To allow the United States and Canada to determine country-specific impacts for internal tracking purposes, please answer the following question
about your freight operation. This answer is not used in any calculations regarding your score so therefore can be approximate.
Please indicate the approximate percentage of your overall operations in the United States and Canada. ?J
% Operation in the United States
% Operation in Canada
Paget
Figure 10: US/Canadian Operations Screen
The SmartWay Transport Partnership is now being administered in both the United
States and Canada. The Partnership operates the same way in both countries; however, data
collection for Canadian Partners is collected in metric units and there are French translations of
all Tool screens and guidance.
If your company operates in both the United States and Canada, note that you should
ONLY SUBMIT ONE TOOL. You may select either the US Tool or the Canadian Tool, and your
Partnership participation will be recognized in both countries. If unsure about which country to
which you should submit, you may contact either national SmartWay Program for assistance.
Use the following program links:
United States: http://www.epa.gov/smartway/
SmartWay Air Tool User Guide | Page 18
-------
Canada: http://www.smartway.nrcan.gc.ca
To allow the United States and Canada to accurately determine the impacts of freight
operations in each country, you are asked to complete a single screen indicating the
approximate percentage of your total air miles that are US-based vs. Canada-based.
Once you have navigated through the introductory screens, you will go to the Air Tool
Home screen.
SmartWay Air Tool User Guide | Page 19
-------
Entering Data into the Tool
All data entry screens are reached by starting on the Home screen.
Figure 11 displays the structure of the Home screen.
SmartWay Air: Home
SmartWay
Data Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2O14)
United States Version: 2.0.15
Released on: 04/02/2016
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 (Exact!/ as it should appear on the SmartWay website):
2.
3.
Enter Contact Information
Air Fleet Identification & Characterization
4. Data Entry
(Double-dick the fleet name or select and hit Enter):
5.
6.
7.
Review Year-to-Vear Comparison
Partner Profile / Suggestions
View Your Data Reports
*After selecting this option, be sure to carefuffy read aff directions before proceeding.
PageA-7
Figure 11: Main Tool Navigation or "Home" Screen
SmartWay Air Tool User Guide | Page 20
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Sections of the Tool
The Air Tool Home screen contains eight sections. Each section links to additional
screens or worksheets within the Tool which are described below:
Section 1: Enter Partner Name (data field): Specify your company's Partner Name, exactly as you
want it to appear on the SmartWay website.
Section 2: Enter Contact Information (button): This button takes you to a screen that asks for
general company contact information, a working SmartWay point of contact, and an
executive-level contact. Additional contacts may also be included.
Section 3: Air Fleet Identification & Characterization (button): This button takes you to screens
that ask you to define all the fleets your company operates and provide information
describing their operation. Once these parameters are defined, the software will enable
you to generate blank data entry forms for each fleet.
Section 4: Data Entry (selection list): Selecting a fleet name will take you to screens asking for the
aircraft carrier and operations information necessary to calculate efficiency metrics for
the fleet.
Section 5: (Optional) Review Year-to-Year Comparison (button): This optional step allows you to
compare previous year data entries to one another or to the data entered for the
current year. The comparison reports provide a useful tool for performing quality
control of current data, as well as a method for evaluating trends in operation changes,
activity levels and business unit performance over time. NOTE - function available
beginning in 2016.
Section 6: (Optional) Partner Profile/ Suggestions (button): Here you can provide information
about your company's environmental accomplishments and give EPA feedback about
the SmartWay program.
Section 7: (Optional) View Your Data Reports (button): Here you can view final summaries of
your data including all data inputs, aircraft and fleet summaries, emission summaries, a
comments report, and a Partner Information report.
Section 8: 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). 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
With the exception of Section 1, selecting the buttons or list items in Sections 2 through
6 will take you to additional screens and worksheets that comprise the data entry segments of
the Tool.
The first four sections of the Home screen are mandatory and MUST be completed in
order. These sections comprise all the data collection steps needed to complete your
SmartWay Air Tool User Guide | Page 21
-------
SmartWay Air Tool. After they are completed, you can review your output and/or submit your
Tool to EPA.
Once you complete each mandatory step, a
Validating Your Data
will appear on the left of the screen.
The Air Tool includes range checks and other validation rules to help identify potential
data entry errors and/or unusual data values. To identify potential data problems and ensure a
high quality data submission, select the
screen.
VALIDATE
SCREEN
button before moving on to the next
The tool will identify any potential data problems on that screen and prompt you to
modify the entry or provide a text explanation for legitimate anomalies.
Saving Your Data
You can save the data you have entered at any time by selecting the ^fjm^f button
that appears at the bottom of all screens (including the Home screen). EPA recommends saving
your data frequently if you are entering information for large numbers of fleets and/or aircraft.
Providing Additional Information
The Air Tool includes an optional section that allows you to provide EPA with additional
information regarding your company's environmental stewardship, potential use of the
SmartWay Logo, and general feedback regarding the SmartWay program. Access this section
by selecting the I
screen.
Partner Pro.
uggestions
I button on the HOME
Reviewing Your Data
Selected screens within the Tool have a
button. To generate a hard copy of
screen text or your data inputs, select this button. The screen will be printed on your default
printer. Alternately, you can return to the Home screen, select the
I button, identify the report of interest
View Your Data Reports
SmartWay Air Tool User Guide | Page 22
-------
using the Reports Menu, and print them out for review. The data reports provided by the Air
Tool are discussed further in the "View Your Data Reports" section of this guide.
Submitting Data to SmartWay
Detailed instructions on properly submitting your data to EPA is included later in this
guide.
SmartWay Air Tool User Guide | Page 23
-------
Detailed Data Entry Instructions
Establishing Your Data Collection Year
Before beginning your data entry, identify the last calendar year for which you have full
annual (12 months) data. This means that you have data from January of the calendar year
through December of the same year. If you are submitting for the first time and do not have a
full year of operational data, please collect a minimum of three months' data for input into the
Air Tool. In your next update year, you will be required to submit a full year's data.
Section 1: Specify Official Partner Name
EPA publishes your company's official name on the EPA SmartWay website and in the SmartWay Carrier
Data File. This is how your customers will know that you are a SmartWay Partner, and how SmartWay
Shippers will be able to identify your fleets for their reporting purposes. The name that EPA lists is
known as your "Partner Name" and is defined within Section 1 of the Air Tool.
Therefore, it is essential that you specify your company's Partner Name EXACTLY as you want it to
appear on the SmartWay website. Pay special attention to proper capitalization, abbreviations, and
punctuation, and remember that EPA will use whatever you enter EXACTLY as reported.
SmartWay Air: Home [•"•||
Htg^B^qBff^^OfffB 2015 Expiration Date 07/31/2017 United States Version: 2.0.15 1
Please complete the following steps. Check boxes on the left indica
button.
l. bnccr arcner name l.hxactPf a^ [t ^noula cppcur on me ^rrarr
Enter your Partner Name
precisely as you want it to
appear on the EPA website
For more information, select the 'Help'
Figure 12. Partner Name Field on Home Screen
Proceed to Section 2 to enter contact information.
SmartWay Air Tool User Guide | Page 24
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Section 2: Enter Contact Information
From the Home screen, select the
Enter Contact Information
button.
SmartWay Air: Home
EB1
Ht^^B^^BP^B^^TT^B 2015 Expiration Date 07/31/2017 United States Version: 2.0.15 1
Please complete the following steps. Check boxes on the left indicate successful completion of each step. For more information, select the 'Help'
button.
1 — -r-, 1. Enter Partner Name (Exactly is it should appear on the SmartWay webste):
-------
SmartWay: Contact Information
Partner Inform
Addressl*
Address2
City*
Main Phone*
Web Site
ation Working Contact Executive Contact Other Contacts
543 Runway Blvd.
Detroit State* JMI _^j ZIP* 65B97 Country* USA
874-596-3874 Toll Free 1 688-696-8547
www.abcair.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: j
Name F~3 First* |Michael
Title*
HI
r
Last*
Collins
VP Operations
Executive Contact: ? |
Name F~3 Flrst* lLawrence
MI
Last* |Tolliver
Title*
* - Required
CEO
VALIDATE
SCREEN
ADD
COMMENT!
Page A-3
Figure 14: Partner Contact Information Screen
Each field marked with an asterisk must befitted out. You will not be able
to submit the Tool to SmartWay without this information.
Steps for Entering Contact Information:
Under the Partner Information tab:
1. Enter the Company data.
2. Enter the Working Contact name and title.
The Working Contact is the individual designated by the Executive Contact to directly
interface with SmartWay regarding specific tasks involved in the timely submission of
the Tool. The Working Contact is responsible for coordinating the assembly of
information to complete/update fleet data; completing and updating the Tool itself;
maintaining direct communication with SmartWay; and keeping interested parties
SmartWay Air Tool User Guide | Page 26
-------
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
Please enter information about your Working Contact here.
Name
Addressl*
Addres52
City*
Phone*
Email*
Michael Collins
Use Partner Address
543 Runway Blvd.
Detroit
State*
ZIP* 165897 Country* JUSA
1874-596-3 265 Ext) 115
Cell
874-578-4158
Fax 1874-596-4111
| mcollin5@abcair.com
Co nfirm Ema il* mco Hin s@ a b ca ir. co m
- Required
VALIDATE
SCREEN
Page A-9
Figure 15: Working Contact Information Screen
SmartWay Air Tool User Guide | Page 27
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Enter the Working Contact information. If the Working Contact shares the same address as the
Use Partner Address
company, you may select the • I 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
Other Contacts
Please enter information about your Executive Contact here.
Name
Addressl*
Addres52
City*
Phone*
Email*
Confirm Email*
- Required
Lawrence Tolliver
Use Partner Address
543 Runway Blvd.
Detroit
ZIP*
874-525-1589
State* |MI _^j
Ext|ll2 Cell|874-585-7335
65897
Country* | USA
Fax 874-525-1411
teolliver@abca ir.com
.com
VALIDATE
SCREEN
Page A-10
Figure 16: Executive Contact Information Screen
Enter the Executive Contact information. If the Working Contact shares the same address as
the address section of this record.
4.
Enter the name(s) and title(s) for Other Contacts.
SmartWay Air Tool User Guide | Page 28
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SrnartWay: Contact Information
Partner Information
Working Contact
Please enter information about your additional contacts here.
Other Contacts:
Add New Contact
Edit Selected Contact
Delete Selected Contact
ADD
COMMENTS
Page A-11
Figure 17: Other Contact Information Screen
Enter Other Contacts (if applicable) by selecting the
Next enter the first Other Contact then select OK when done.
Add New Contact
button.
Note: You must supply at least two unique contacts on the contact screen to
ensure EPA has access to at least two people for Tool submission follow-up.
NOTE: In some cases, companies with multiple fleets will gather information
from different sources within the company. You may find it useful to have this
additional contact information stored within the Tool.
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
SmartWay Air Tool User Guide | Page 29
-------
select the
Edit Selected Contact
button. You can remove an existing contact by highlighting
the contact and then selecting
Delete Selected Contact
To make sure you have filled out all required contact information, select
VALIDATE
SCREEN
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.
at
After completing the Contact Information screens select the
return to the Home screen and go to Step 3.
button to
Section 3: Air Fleet Identification and Characterization
Air Fleet Identification & Characterization
On the Home screen, select the
display the Air Fleet Identification and Characterization screens.
button to
SmartWay: Fleet Characterization - Air
Fleet Identification
SmartWay will list your company's fleet name(s) on the SmartWay website to indicate your participation in the SmartWay program. On the website, each
name will begin with your Partner Name, followed by your Fleet Identifier.
In the first row below, edit the Partner Name so that it appears exactly as 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. Next, name your fleet(s) exactly as you want them to appear on the
SmartWay website, recognizing that they will automatically receive your company name as a prefix. If your company has only one fleet, you may leave the
Fleet Identifier field blank, in whtch case the fleet name will simphy be your Partner name.
Only include fleets where you control over 95% of the operation of the fleet's aircraft [weighted by miles). If you contract out more than 5% of a fleet's
operation, do not enter it into this Tool, but instead use the Logistics Tool for that fleet. Also, only enter fleets in your company that a customer would
have discretion to hire. Do not include internal fleets that are invisible to your customers.
To add fleets, simply select the "Add Another Fleet" button at the bottom of the screen. Note that when you do this, the partner name portion carries
forward from the first row. When you have added all your fleets, select the "Fleet Details" tab at the top of the screen or select the NEXT button below to
proceed to the next step,
v\ y I Fleet Name
Delete Fleet [Partner Name) _LI Fleet Identifier -lJ (exactly as it will appear on the SmartWay Website)
I 1 JA
JASC Air,
Inc.: North Fleet
| ABC Air, Inc.
South Fleet]
[ABC Air, Inc.: South Reet
Page A-12
Figure 18: Fleet Identification Screen
SmartWay Air Tool User Guide | Page 30
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The Air Tool tracks fleet-level operations. Most Air Freight Carriers should create one
fleet; i.e., one row. However, if you have multiple fleets that can be hired by customers
individually, you should create multiple fleet records in the Tool and characterize their
operations individually. You should not include internal company fleet definitions or
designations—only separate fleets as they would be identified and hired by your customers.
There are two screens in the Air Fleet Identification and Characterization section of the
Tool:
• Fleet Identification: For each fleet that a customer can hire, you will be asked to
establish a name. Each fleet name will begin with your Partner Name, and will include a
fleet identifier. Use a Fleet Identifier that is recognizable by your customers.
• Fleet Details: For each fleet, you will be asked to identify the fleet type, identify the
fleet's service area, select an appropriate revenue category, provide the total number of
aircraft, and identify a point of contact.
Fleet Identification Screen
For each fleet you will need to specify:
• Fleet (Partner Name): On the SmartWay website, each of your fleet names will begin
with the name of your company. This company name will be whatever you enter in the
Fleet (Partner Name) field on the "Air Fleet Identification" screen. By default, the
Company Name for your first fleet on the screen is automatically populated with the
first 50 characters of the Partner Name that was entered on the Home screen. You
should specify the Company 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. Remember that this name will be
automatically inserted at the start of each of your fleet names on the SmartWay
website.
Fleet Identifier: Please make sure to 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 your Company
Name. NOTE: If you have only one fleet, you may leave the Fleet Identifier field blank, in
which case your business unit name will simply be your Company Name.
SmartWay Air Tool User Guide | Page 31
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NOTE: Define your fleets based on the ability of your customers to choose them. If a
fleet includes a mix of international and national service areas, and customers can choose to
hire your international fleet separately, then each should be regarded as a separate fleet.
You may also enter additional fleets as needed:
b. To delete a business unit, select the box next to the row you wish to delete, and then
Once you have confirmed or modified the Fleet Name and specified the Fleet Identifiers,
the full Fleet Name(s) will be displayed on the screen to the right, exactly as they will be
displayed on the SmartWay website.
To proceed, select the Fleet Details tab at the top, or simply select the
button at the bottom of the screen.
Fleet Details Screen
SmartWay: Fleet Characterization - Air
Fleet Identification
Please provide the requested information for each fleet defined on the previous screen. The total number of aircraft specified must match the values
entered in the upcoming Aircraft Inventory screen. Once complete select the 'Create Fleets' button at the bottom of the screen in order to generate the
blank data templates for each fleet. Refer to the help buttons in the column headers and at the bottom of this screen for additional information
regarding data entry selections.
Partner/Fleet Name
Fleet Type
Jll
Service
Area
? I Reve
_lJ Catei
#of
Aircraft
1: ABC Air, Inc.: North Fleet
2: ABC Ar, Inc.: South Fleet
Mixed Operations
JDedicated Freight
3
3
International
National
J Itarge J
^j
Medium _»]
15 Lawrence Tolliver
10 [wichaeJ Collins
Page A-13
Figure 19: Fleet Details Screen
SmartWay Air Tool User Guide | Page 32
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For each fleet, you are asked to provide additional details.
• Fleet Tvoe: Fleet types include dedicated freight services, passenger services and mixed
freight and passenger services. A fleet is considered a dedicated freight service provider
if 75 % or more of their business is associated with shipments of cargo. If 25% or less of
a partner's business is associated with shipments of cargo then they are considered
primarily passenger service. Airlines where cargo shipments are less than 75 % and
greater than 25 % of their business are considered mixed service providers.
Service Area: The Service Area allows you to differentiate between international
services, domestic services including national or regional service areas. If your fleet
provides a mixture of international and domestic services, select international.
Revenue Category: The Revenue Categories allow for future comparisons of similar
sized business operations. For this data field, a fleet is considered large if its annual
revenues are over $1 billion; medium if its annual revenue is between $100 million and
$1 billion; small if its annual revenue is between $20 and $100 million; and micro if its
annual revenue is less than 20 million.
• Total Number of Aircraft: For each fleet, identify the number aircraft.
• 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.
Please use Worksheet #2 in Appendix A of this document to help you prepare your fleet
characterization information.
CREATE
FLEET(5}
Once you are sure your information is input correctly, you may select the I
button at the bottom of the page. You will automatically be returned to the Home Screen.
Section 4: Data Entry for Fleets
On the Home screen, you will now see all the fleets you created listed in the window
below item # 4: Select Air Fleet for 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:
SmartWay Air Tool User Guide | Page 33
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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.
In addition to the status indicators above, you may also see one of two qualifiers:
"Errors" or "Warnings."
• Errors will prevent you from generating the Emissions Summary under item #7, View
Your Data Reports, and must be addressed before you can submit your Tool to EPA.
• Warnings will still allow you to run the Emissions Summary and submit your data to
EPA. However, it is strongly recommended that you carefully review each warning
message before sending your data to EPA so that you can anticipate questions that may
come from a Partner account manager (PAM) as a result of your data being outside the
expected ranges. The method for addressing errors and warnings is described for
subsequent input screens in the following sections.
Select Fleet for Data Entry
SmartWayAin Home
SmartWay
Data Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014)
t*y
United States Version: 2.0.15
Released on: 04/02/2016
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):
S
S
ABC Air, Inc.
Enter Contact Information
3.
Air Fleet Identification & Characterization
4. Data Entry
(Double-click the fleet name or select and hit Enter):
Fleet Status
Indicators
Figure 20. Fleet Data Entry Status Message
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.
SmartWay Air Tool User Guide | Page 34
-------
Aircraft Inventory Screen
Air Tool:: ABC Air, Inc.: North Fleet
Delete Number of
Aircraft
Aircraft Operations
Efficiency Utilization
Data Source Description
For each aircraft (or group of aircraft), specify the requested make, model, and cargo capacity information. If you have a group of identical aircraft, change the value in the
"£ of Aircraft" column to reflect the total number that share the gp/en characteristics.
After entering the number of aircraft in your fleet, select the appropriate aircraft make using the drop-down menu. Upon selection, the available aircraft model and series
options for that make will appear in the next drop-down menu. Similarly, after specifying model and series, available engine makes and models will appear in the next drop-
down menu. Based on your selections for these three fields the Tool will present the number of engines, assumed engine load, and estimated cargo weight and volume
capacity. Of these fields you may enter alternative values for engine load and cargo capacity if you have reliable fleet-specific data.
To add more data-entry rows, select the "Add More Rows" button. After selecting this button, you will be prompted to enter the number of rows to add. To delete a given
row, check its "Delete" checkbox and then click the "Delete Checked Rows" button.
Please refer to the help buttons throughout this screen for more information on entering your aircraft inventory information. Once completed, select the Validate Screen
button to check your entries then select the NEXT button or the Aircraft Operations tab at the top of the screen to proceed to the next section.
Aircraft Make
Aircraft Model and Series
Engine Make and Model
# of Engine
Engines Load °/a
(Boeing
3 Lockheed Martin
Viking Air
•r ||Boeing 737-400 Series - (B737-4) V|[cFM56-3C-l - (1CM007) Tl 2
I 2
i 1
4
T | [Airbus A300B4-200 Series - {A300B4- T ||cF6-50C2 - (3GE074)
f |[Lockheed L-1329 Jetstar II - (3ETSTA T||lTE731-3-(1AS002)
T||deHavillandDHC-7Dash 7-(DHC7-l T||FT6A-50 -(PT6A50)
78
76
79
31
2 [North American & Ryan Aeronautic TJ|Ryan Navion F - (NAVIONF)
- fn0540) T
X Delete Checked Rows
Page A-M
Figure 21: Aircraft Inventory Data Entry Screen
Information entered on this screen and the next will allow the Air Tool to accurately
calculate emissions from your aircraft fleet by ensuring that the appropriate emission factors
are applied.
First enter the number of aircraft in the "# of Aircraft" column to reflect the total
number of aircraft for the given set of aircraft/engine make and model characteristics. The
total number of aircraft entered on this screen must equal the total number specified for this
fleet on the Fleet Details screen.
Keep in mind that you do not have to input a line for every single aircraft - only for
every aircraft/engine combination. So, for example, if you have 25 Boeing 747-400s with Pratt
SmartWay Air Tool User Guide | Page 35
-------
and Whitney PW 40621 turbo fans, you may enter all the information for these 25 aircraft on
one line.
After entering the number of aircraft for each row, select the appropriate aircraft make
using the drop-down menu. Upon selection, the available aircraft model and series options for
that make will appear in the next drop-down menu. Similarly, after specifying model and
series, available engine makes and models will appear in the next drop-down menu.
The Air Tool includes approximately 3,000 possible aircraft/engine combinations. If you
do not see your specific aircraft/engine combination, please note this in the comment section
VIEW; EDIT
COMMENTS
(by selecting the KUnalaysi button) and then select the aircraft/engine combination that
most closely resembles yours.
The Air Tool will automatically populate the number of engines associated with an
airframe as well as approximations of the weight and volume capacities per aircraft. Weight
capacity reflects total passenger, luggage, and cargo weight. Volume capacity reflects total
interior volume, not just the cargo hold area. As airframe configurations can vary significantly,
you should revise the weight and volume capacity estimates with information on your specific
fleet.
For passenger aircraft, in your estimate be sure to include the weight and volume
associated with passengers, not just the cargo hold. For the weight capacity, use the FAA
assumption of 200 pounds per passenger (which includes the weight of the passenger and
luggage), but you must then exclude luggage from the cargo component so that it is not double
counted.
Finally, enter the average engine load during cruise as a percent (between 0 and 100). If
you do not know the average cruising engine load a default value of 70% may be used.
To add more data-entry rows, select the
Add More Rows
button. After selecting this
button, you will be prompted to enter the number of rows to add.
To delete a given row, check the corresponding box in the "Delete" column and select
^, X Delete Checked Rows . ^
the • button.
SmartWay Air Tool User Guide | Page 36
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You may also import your data from an external file, as long as the file meets the pre-
determined format.2 To utilize this option, select the import Aircraft Data button
Once you select the import Aircraft Data buttorij tne "import Aircraft Data" window will
be displayed. Press the eec Ie'" button to open a window that allows you to browse to
the location of your import file. Once the import file is selected, the file path and name will be
displayed.
Import Aircraf: Data
To import vour Aircraft data first select the "Select Hie" button below, then select the XLS filename you created, and select the "Open" button. After
specifying the import file with your Aircraft information, validate the data in your Import file''
validation of the data in your Import file. After the validation is complete, the Tool will disp
import your Aircraft data into the tool. It will also display a count of total records and valic
any errors they will be listed on the screen in a scrollable area. You cannot imp
errors in the file, the "Import File" button will become enabled and available fo use. To imp
button. After importing your file, text will appear saying "Import successful^ completed."
you may modify any of the carrier data using the Tool screens.
Selected
Filename and
Path
button. This performs a rigorous
need to be addressed before you can
ilidation results. If your file contains
ed. Once you have addressed any
r Import file, select the "Import File"
our Aircraft data file into the Tool,
Select File... j Valid e File ! Import File
|s:pick¥PA\2012 Program Support\WA_OOJJ4_SW\Air\bete¥ast Coast Import.xte
Import Status
Total Records Valid Records Invalid Records
65
Your import file successfully passed validation. You may now import it using the Import Rle button.
t
Validation
Messages
Page A-15
Figure 22: Import Aircraft Data Screen
2 The SmartWay Air Tool is also provided with a "starter" Excel file (starter.xls). This file contains column
headers for the required Air Tool input information in the first row. The next two rows contain example
aircraft records and should be over-written. After adding the required information for your fleet save the
file with a different name in a folder of your choosing before importing. Future versions of the Air Tool
may include an Export File function to facilitate this process.
SmartWay Air Tool User Guide | Page 37
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Press the I ! button to see any error that may prevent the data from
being imported or to confirm that your import file passes all validation for import. Any
validation messages are shown in the same window below the "Import Status" section of the
window. Once your file has been validated, press the button to import your
data. The tool will present a message window informing you once your import has successfully
completed. Select the
OK
button to close the windows.
To proceed, select the Aircraft Operations tab at the top, or simply select the
button at the bottom of the screen.
Aircraft Operations Screen
\ir Tool: : ABC Air, Inc.: North Fleet
Aircraft Inventory
Aircraft Operations
Efficiency Utilization
Data Source Description
For each row, provide the requested operational information. If the row represents a group of aircraft (rather than a single aircraft), the data must reflect
the total annual activity for the entire group. Also, any data item with "Total" in the header must be entered as a total (not average) amount.
To add or delete a row of data, YOU must return to the Aircraft Inventory tab.
Please refer to the help buttons throughout this screen for more information on entering your aircraft operations information. Once completed, select the
Validate Screen button to check your entries then select the NEXT button or the Efficiency Utilization tab at the top of the screen to proceed to the next
section.
Aircraft Type
? Total Annual ?
Number of Fuel Total Annual Total Annual
Aircraft Fuel Type Fuel Units Miles Traveled Ton-Miles
Avg
utilized
Volume
per
Aircraft
(cuft)
Total
Total Annual
Annual Hours of
LTOs Operation
1. Boeing 737-400 Series - (B737-4)
5 | Jet Fuel T|| 665,898 [Gallons T| | 18,957,896 | 29,874,587 | 8,574 | 1,907 | 6,758 _i
2. Airbus A300B4-200 Series - (A300B4-2)
3. Lockheed L-1329 Jetstar II - (JETSTAR-II/731)
2 | Jet Fuel TjF
3 I Jet Fuel ^ir
365,897 JTonsT] |~ 6,953,713
18,589,589
1,287
5,782
259,876 |Gallons T| | 5,287,496 15,287,963
1,146
4,622
4. deHavilandDHC-7DasN7-(DHC7-l)
3 [Aviation Gasollr -r|| 325,986 [Gallons -r|
3,201
5. Ryan Navion F - (NAVIONF)
2 | Aviation Gasolirj-j |226,895 |Gallons j-J [~ 2,658,974 |~ 6,895,748
Page A-16
Figure 23: Aircraft Operations Data Entry Screen
SmartWay Air Tool User Guide | Page 38
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On this screen enter annual amounts for all of the aircraft associated with each given
aircraft/engine combination defined in the Aircraft Characteristics tab. For example, if you
indicated that you have 25 identical aircraft on the Aircraft Characteristics tab, you will need to
enter annual amounts that represent the total for all 25 of these aircraft.
For each row, provide the requested operational information. If a row represents a
group of aircraft, rather than a single aircraft, the data must reflect the total annual activity for
the entire group, unless otherwise specified. For each row, you will be asked to provide the
following:
• Fuel Type - For each aircraft type, select the correct fuel type (Aviation Gasoline or Jet
Fuel). Future versions of the tool may include various grades of jet fuel as well as biojet
and synthetic fuels.
• Total Annual Fuel Usage - Provide the total annual fuel usage for all of the aircraft
included in the aircraft type for that row.
• Fuel Units - Identify which units the fuel usage is supplied in (Gallons or Tons).
• Total Annual Miles Traveled - Provide the total number of statute miles traveled by all
the aircraft included in the aircraft type for that row.
• Total Annual Ton-Miles - Enter the total ton-miles transported during the reporting
year for all aircraft in the given make/model grouping. A ton-mile is one ton moving one
mile.
NOTE: DO NOT ESTIMATE TON-MILES BY SIMPLY MULTIPLYING TOTAL MILES BY TOTAL
TONS - this calculation effectively assumes your entire tonnage is transported on EACH AND
EVERY aircraft, and will clearly overstate your ton-miles.
There are two ways to calculate your ton-miles:
1. Companies can determine their average payload per aircraft grouping, multiply
the average payload by the total miles per aircraft group, and sum the results for
all flights for the reporting year; or
(total miles per group x total tons per group)
2. Set Ton-miles per aircraft group =
total # of flights per group
To check your data, divide ton-miles by miles. The result is your group-average aircraft
payload. If this number is not reasonable, check your calculations.
SmartWay Air Tool User Guide | Page 39
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Utilized Volume - Enter the AVERAGE volume PER AIRCRAFT (in cubic feet) occupied by
freight carried by this make/model grouping, for the reporting year.
Total Annual LTOs - Enter the total number of LTOs for this aircraft grouping for the
reporting year. One LTO cycle includes the approach, landing, taxi in, idling, taxi out, take off
and climb-out.
Total Annual Hours of Operation - Enter the total annual hours of operation for this
aircraft grouping for the reporting year. This value includes the flight time as well as time spent
idling and taxiing to and from gates.
To proceed, select the Efficiency Utilization tab at the top, or simply select the
•••I button at the bottom of the screen.
Efficiency Utilization Screen
AirTooh : ABC Air, Inc.: North Fleet
Aircraft Inventory
Aircraft Operations | Efficiency Utilization | Data Source Description
The following table summarizes the average payload and volume utilization for each of your aircraft or group of aircraft by type. Please review the calculated
utilization percentages for reasonableness, and revse your entries on the Aircraft Inventory and Operations screens if needed. Once you are satisfied with
your utilization estimates, proceed to the Data Source Description screen.
Weight Volume
1 j\ Jd
Avg Weight Calculated Calculated
Capacity Avg Payload Weight toad
Number of per Aircraft per Aircraft Utilization
Aircraft Type Aircraft flbs) (Ibs) (%)
1. Boeing 737-400 Series - (B737-4) 5 10,840 3.151.7 29.1
2, Airbus A300B4-200 Series
3. Lockheed L-1329 Jetstar u
4. deHavibndDHC-7DB5h7
(A300B4-2) 2 122,000 5,342.8 4.4
-OET5TAR-II/731) 3 4/176 5|782p7 13a5
-{DHC7-1) 3 7f3gg 5,279.5 71.5
5. RyanNavionF-(NAWONF) 2 71a 5rls6i8 722i,
?| Avg ?
Utilized
Avg Volume Volume Cakulated
Capacity per per Volume
Aircraft (cu Aircraft Utilization
ft) (cu ft) (%>
1,065 8,574 305.1 _±]
5,468 6,359 116.3
120.4 5,748 4,774.1
421.6 5,232 1,241.0
54.5 4,284 7,360.6
Page A-17
Figure 24: Efficiency Utilization Summary Screen
SmartWay Air Tool User Guide | Page 40
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The Efficiency Utilization screen displays a summary of the average payload and volume
utilization for each of your aircraft types. The calculated weight and volume utilization values
should be less than 100%. If the calculated values do not look reasonable please revise the
entries on the Aircraft Inventory and Aircraft Operations screens, then return to this screen to
view the revised utilization estimates.
To proceed, select the Data Source Description tab at the top, or simply select the
button at the bottom of the screen.
Data Source Description Screen
Air Tool:: Air Freight Services, Inc.: East Coast
DATA SOURCES FOR AIRCRAFT INVENTORY, OPERATIONS, AND UTILIZTION INFORMATION
Please provide a detailed description of the data sources for the fleet inventory and operational data entered on the previous screens. Some of the aircraft
characteristics and operation data should be readily available from Partner records such as the number of aircraft, fuel usage, miles traveled utilization rates
and operations. Aircraft make/model and engine manufacture/model is provided by the aircraft supplier [leasing company if the aircraft is being leased, or
manufacturer if participant owns the aircraft}. The aircraft supplier can also be helpful providing data on the payload volume and capacity of the aircraft.
Alternatively payload capacity can also be obtained from the US Department of Transportation's Bureau of Transportation Statistics (BTS) T-100 dataset
http://www.transtats.bts.gov/Tables.asp?DB_ID=lll. The T-100 dataset is also a data source for LTO data. Note the T-100 data are provided to the FAA
by the air carriers. An aircraft's flight plans can also be a data source for hours of operation and LTOs. Contact your SmartWay Partner Account Manager if
you have questions regarding your data source description.
Once complete you may select the HOME button to return to the Home screen.
Data source (max 1000 characters)
Aircraft Inventory Aircraft Operations Efficiency Utilization
Data Source Description
Partner fleet records and T-iOO data.
Page A-18
Figure 25: Data Source Description Entry Screen
Provide a detailed description of the data sources for the fleet inventory and
operational data entered on the previous screens. Some of the aircraft characteristics and
SmartWay Air Tool User Guide | Page 41
-------
operation data should be readily available from Partner records such as the number of aircraft,
fuel usage, miles traveled, utilization rates, and operations. Aircraft make/model and engine
manufacture/model is provided by the aircraft supplier (leasing company if the aircraft is being
leased, or manufacturer if participant owns the aircraft). The aircraft supplier can also be
helpful providing data on the payload volume and capacity of the aircraft. Alternatively,
payload capacity can also be obtained from the Department of Transportation's Bureau of
Transportation Statistics (BTS) T-100 dataset. The T-100 dataset is also a data source for LTO
data. Note the T-100 data are provided to the FAA by the air carriers. An aircraft's flight plans
can also be a data source for hours of operation and LTOs.
Select the
button to return to the Home screen.
Validating Your Data
The Air Tool has validation checks embedded at different points in the Tool to ensure
data quality, to help ensure the reasonableness and quality of Partner data.
At any time, you can select the •Hflaafcfc button at the bottom of the screens to make
sure you have filled out everything properly before proceeding to the next screen.
Any time you leave a particular screen, the Tool will automatically perform a screen
validation.
Anytime you return to the Home screen, the Tool will automatically perform a fleet-
levelValidation.
If you select the
button and no potential errors are identified, the following
message will be displayed. Select OK to proceed.
imartWay
P
No errors found.
OK
SmartWay Air Tool User Guide | Page 42
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Figure 26: Validation Check Notification - No Errors
If missing or potentially erroneous inputs are identified, you will see the following
message.
There are errors on one or more screens of this form.
Do you want to fix them now?
Yes
No
Figure 27: Validation Check Notification - with Errors/Warnings
Select Yes to see a complete list of validation errors/warnings.
The Air Tool also utilizes "logical" validation checks to ensure the reasonableness of
various inputs and category selections. If inconsistencies are found, in most instances a simple
warning is indicated, and text explanations are not required. For a complete listing of all
validation checks used in the Tool, refer to the Air Tool Technical Documentation.
NOTE: At this time the Air Tool only contains minimal validation checks. Additional
checks will be integrated into the Tool based on future partner data submittals.
Once all potential validation errors have been corrected or otherwise verified, select
. to proceed to the next step.
Optional Steps—Year to Year Comparisons, Provide Additional Information,
and View Reports
After completing Steps 1 - 4 on the Home screen, you have access to three optional
sections of the Tool.
Year-to-Year Comparison Report (available in 2017)
SmartWay Air Tool User Guide | Page 43
-------
The Year-to-Year Comparison Report will allow the user to compare the fleet
characteristics and activity values, as well as CCh, NOx, and PM performance metrics for the
current year with those of a prior year. This report is particularly helpful in identifying any
changes that may have occurred since your last reporting period, determining trends in activity
and performance over multiple years, and performing general quality assurance of the inputs
used for your current Tool. You can access this report by selecting
Review Year-to-Year Comparison
button under item #5 on the Home screen.
Note that your current year's data is already "loaded," including the data you have
entered for your current business unit(s). In order to load data for the previous year, select the
Load Data from Previous Year button. A screen will appear allowing you to specify the location of
your previous year's file, using the I Browse... but:t:On.
Once your comparison years have been specified and your prior year data loaded into
the Air Tool, select the
RUN
REPORT
button to view the line-item data entry comparisons.
Partner Profile / Suggestions
The Partner Profile / Suggestions section allows you to provide EPA with additional
information about your company and general feedback regarding the SmartWay program. This
information is optional and is not required in order to submit your Air Tool data to EPA.
Partner Profile / Suggestions
Selecting the
the Home screen will open the Partner Information forms.
Ibutton under item #6 on
SmartWay Air Tool User Guide | Page 44
-------
SmartWay Additional Information: ABC Air, Inc.
Partner Information
Providing vour information on THIS PAGE is OPTIONAL. SmartWay will use the information you submit via this page to make a PUBLIC partner company
page on the SmartWay website. Please limit your responses to the specific questions asked as SmartWay will review your submission for appropriateness.
SmartWay will not edit the data for spelling or grammar so please make sure it appears below EXACTLY as you want it displayed.
Partner Name: ABC Air, Inc.
Link to your company's environmental or SmartWay web page:
| 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)
\
""Hie explanation field does not wrap in Office 2013 due to an Excel bug.
Hy company encourages other companies to join SmartWay to improve their efficiency by: (1000 characters max)
Figure 28: Partner Information Screen
Use this page to provide information you would like to share publicly. Information
should be entered in the text boxes displayed. Use the scroll bar to the right to display
additional 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.
SmartWay Air Tool User Guide | Page 45
-------
Figure 29 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: ABC Air, 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: ABC Air, Inc.
r
r
r
Please answer Yes or No
Do you read the Tool User Guides?
Do you read the Too! Technical Documentation?
Do you regubriy visrt the SmartWay websrte?
On a scale of 1 to 10, 10 being the best:
How do you rate the SmartWay Tool?
How do you rate the SmartWay User Guide?
How do you rate the SmartWay Technical Document?
How do you rate the SmartWay Website?
How do you rate SmartWay support materials?
On a scale of 1 to 10, 10 meaning strongly agree:
I understand the goals of the SmartWay program
I understand how to participate in the program
I understand and know how to find information on the SmartWay website
I understand this SmartWay Tool
I understand the SmartWay emission factor ranking system
I understand the SmartWay Partnership logo guidelines
r
r
r
PageA-22
Figure 29: Suggestions Screen
Once you have completed these three screens, select the
button to return to the Home
screen.
View Your Data Reports
The View Your Data Reports section gives you access to various reports to help you
understand your data and use it to make better performance decisions. You can access these
SmartWay Air Tool User Guide | Page 46
-------
reports by selecting
#7 on the Home screen.
View Your Data Reports
button under item
View Performance Data
Please select the report you would like to view:
Fleet Report
Aircraft Report
Emissions Summary
Figure 30: View Reports Menu
Selecting any of the green buttons on this screen will display the indicated data. These
reports summarize the data you entered on specific data input screens, such as the Fleet
Report and Aircraft Report.
Selecting the
Emissions Summary
I button takes you to a screen allowing
you to preview and print your emissions summary report.
Figure 31 shows one of many sample reports that the Tool can generate for you; in this
case summarizing emission in tons and assorted performance metrics at the Partner Total level
(including all fleets). These reports will prove useful for your company's evaluation and
improvement efforts.
SmartWay Air Tool User Guide | Page 47
-------
^SmartWay*
Data Year: 2015 (Emissions Summary
Partner: ABC Air, Inc.
Total Emissions
(Total Tons)
02/18/2016
Based on Annual Statute Miles
Grams per Mile
Grams per
Average Payload
Ton-Mile
Grams per
Thousand Cubic
Foot-Miles
Dedicated Freight 908 5624 3,313.4101 1,250.7818 4.686.5773
Mixed Operations 1.160,661.2623 28,061.7065 13,111.4226 5,726.2271
NOx
Total Emissions
(Total Tons)
Based on Annual Statute Miles
Grams per Mile
Grams per
Average Payload
Ton-Mile
Grams per
Thousand Cubic
Foot-Miles
Dedicated Freight
Mixed Operations
19.7825
7,445.6932
72.1443
180.0171
27.2338
84.1104
102.0429
36 7340
Total Emissions
(Total Tons)
Based on Annual Statute Miles
Grams per Mile
Grams per
Average Payload
Ton-Mile
Grams per
Thousand Cubic
Foot-Miles
Dedicated Freight
Mixed Operations
0.3663
43.8830
1.3357
1.0610
0.5042
0.4957
1.8893
0.2165
Figure 31: Example of Completed Report
***0nce you've reviewed these sections, you are ready to submit your Tool to EPA***
SmartWay Air Tool User Guide | Page 48
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Submitting Your Tool to EPA
Select the I
Generate a (.xml) data file
I button, which will open a new
screen.
Select the checkbox to indicate you understand the terms of the SmartWay Partnership
Agreement once again.
Create submission file for EPA
SmartWay*
Data Year
2015
OMB 2060 0663
Expiration Date 07/31/2017
(Revised 2O14)
United States Version: 2.0.15
Released on: O4/02/2016
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 A-23
Figure 32: EPA Submission Screen - Agreement Understanding
Next, a question will appear asking if you are an existing SmartWay Partner (Y/N). If you
are, a question will appear asking if you submitted your data the previous reporting year. If you
have ever been a SmartWay Partner you can enter your Annual Submission ID, which has been
sent to you by your SmartWay PAM via email. If you cannot locate your submission ID you can
SmartWay Air Tool User Guide | Page 49
-------
select the Email me my SmartWay ID button to have your ID sent to you. Submission of the
SmartWay ID is optional.
Data Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014}
United States Version: 2,0,15
Released on: 04/02/2016
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).
& I understand and agree to the terms of this agreement.
Please answer the question that appears below. Depending on your answer(s)f additional questions may appear that also requires an answer. Your answers
will allow EPA to better process your submission.
Are you an existing Partner in SmartWay?
Please enter your SmartWay ID that your PAM sent you in an email. If you do not have your SmartWay ID and you
were either the designated Working Contact or Executive Contact in last year's submission, you can use the link beiow
to have your SmartWay D emailed to you.
Email me my SmartWay ID
You are now ready to create your .xmI file. The tool will also automatically save your .xmt file and .xlsfile at: C:\Users\DPreitsse\Documents\EPA5martWay
•AIR'',20160216 unless you designate another location. Please select the NEXT button below to continue.
Page A-23
Figure 33: EPA Submission Screen - Existing Partner
When ready, select NEXT to create a file with the following naming convention:
Air_PartnerName_ Year_ VO.xml3
where "PartnerName" is your company's name as entered for Step 1 on the Home
screen, and "Year" indicates the year for which you are submitting your data; for example:
Air_ABCAir, lnc_2015_VO.XML Next, specify the folder where you would like to save
the .xml file, and a screen will appear.
3 If you create the XML file multiple times the file name will increment each time (e.g., Air_ABC Air, lnc_2015_V1 .XML for the
second iteration, etc.
SmartWay Air Tool User Guide | Page 50
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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.
Upon selecting NEXT, you are presented with a "CONGRATULATIONS!" message screen
which shows you the Excel tool paths and names used to generate the corresponding XLS and
XML files, along with some general instructions about the submission files and process. Once
you have finished reading the message window, select the ^^^jy^| button to exit the
message window. A message will appear that allows you to close the Air Tool or return to the
Home screen.
SmartWay - Instructions for Submitting File
•SmartWay
CONGRATULATIONS! Your SmartWay submission files are now located at:
Excel File
| C:\Users\DPreusse\Documents\EPA SmartWay\AIR\20160216\Air_ABC Air, Inc_2015_VO.xls
XML File
| C:\Users\DPreusse\Documents\EPA SmartWay\AIR\20160216\Air_ABC Air, 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 files to SmartWay. If your mailbox can't send the .xls file, you may send the .xml data file
only. Please open an email message, attach the new file(s) and send to smartway_transport@epa.gov, or to your Partner
Account Manager (PAM) if your company is an existing SmartWay Partner.
The .xls file is the file that you can view in MS Excel to look at your data reports, or view year-to-year comparison, etc.
Please make sure you keep this file in a safe place within your company so that you may refer to it when you complete
your SmartWay submission next year.
The .xml file is a file that copies the data you input into the tool into a much smaller file. If you open this file it will look
like a big string of data and will not be useful for your own viewing. SmartWay created this function because some
partners had mailbox size limitations and thus couldn't mail the large .xls Excel file.
If you have any questions on this submission process, please contact your PAM, or the SmartWay Call Center at (734)
2144767 or email smartway_transportfi:epa.gov. Once SmartWay has received your file, it will be reviewed and you will
receive an acknowledgement of acceptance.
Figure 34: Instructions for Submitting xml File to EPA
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.
SmartWay Air Tool User Guide | Page 51
-------
NOTE: DO NOT CHANGE THE NAME OF THE XML OR XLSX FILE.
NOTE: DO NOT DELETE YOUR EXCEL (XLSX) TOOL - SAVE THIS FILE FOR YOUR REFERENCE.
Please visit http://www.epa.gov/smartway/forpartners/index.htm for additional
resources, including technical documentation.
SmartWay Air Tool User Guide | Page 52
-------
Troubleshooting
Although the SmartWay tools have been tested extensively, you may encounter errors.
Intermittent errors have been encountered when opening the Tool from an e-mail rather than
from a drive. In addition, note that you will not be able to open the Tool successfully directly
from the SmartWay website, so save the Tool to your hard drive before opening. If you
encounter an error during use of the Tool, try restarting the Tool directly from a disk drive, with
all other Excel files and applications closed. In addition, make sure that your computer is using
a system and application version validated for use with the SmartWay tools (Windows XP or
later operating system, and Excel Office 2003 or later version).
If you continue to encounter problems, make a screen capture of the error message,
and save the Tool at that point. (You can make a screen capture by pressing the keys Alt and
Print Screen at the same time, and then pasting the image into a document such as MS Word.)
Then send the screenshot, along with the saved Tool to your Partner Account Manager for
further assistance.
Proper Calculation Setting
By default, Microsoft Excel is set to automatically calculate formulas. If values within
your Tool are not calculating automatically, then your Excel may be set to "Manual". Follow
these instructions to change your Excel Calculation setting.
Office 2010 and Newer
Choose the "Formulas" tab. Select the "Calculation Options" button in the "Calculation"
section to view the drop-down list of options. Choose "Automatic" from the list of options to
switch to automatic calculation.
SmartWay Air Tool User Guide | Page 53
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Insert
Function
AutoSum Recently Financial Logical Text Date & Lookup & Math More Name
Used" *• Time' Reference ~ &. Trig - Functions *• Manager S
Function Library D
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Watch
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Formula Auditing
M
Calculation
Options *
Calculate Now
Calculate Sheet
/ j Automatic
Automatic Except for Data Tables
Manual
Office 2007
Select the Office button at the top left. Then select the Excel Options button and the
Excel Options dialog box will appear. Select the Formulas tab and the Formulas options will
appear in the right pane. Select the "Automatic" radio button in the Calculation options section.
SmartWay Air Tool User Guide | Page 54
-------
Changs options related io lormula calculation performance and «r« handling.
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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".
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SmartWay Air Tool User Guide | Page 56
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Color
International
View
i Calculation i
Save Error Checking Spelling Security
Edit
General Transition Custom Lists Chart
Calculation
| <£>&>
Automatic
_.) Automatic except tables
O Manual
Calc Now (F9)
| Iteration
Maximum iterations:
Workbook options
0 Update remote references
O Precision as displayed
D 1904 date system
Recalculate before save
Calc Sheet
Maximum change: 0,001
Save external [ink values
Accept labels in formulas
Cancel
SmartWay Air Tool User Guide | Page 57
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APPENDIX A: INPUT DATA WORKSHEETS
(This page blank)
SmartWay Air Tool User Guide | Page 58
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Worksheet #1: Company and Contact Information
Enter Your Contact Information:
General Company Contact Information
Company Name
Headquarters
Mailing Address
City
Main Phone
Number
Working Contact
State/Province Country
zip
Toll-free Number Cell Web Address
number
Information
Working Contact Name
Working Contact Mailing
Address
City
Working Contact Phone
Number
State/Province Country
zip
Email
Address
Executive Contact Information
Executive Contact Name
Executive Contact Mailing
Address
City
Executive Contact Phone
Number
State/Province Country
zip
Email
Address
Other Contact Information
Other Contact Name
Other Contact Mailing
Address
City
Other Contact Phone Number
Contact's Role in Program
State/Province
Email
Address
Country
zip
SmartWay Air Tool User Guide | Page 59
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Worksheet #2: Air Fleet Identification & Characterization
Complete this worksheet for each fleet you will be submitting in the Air Tool.
#2: Define Your Fleet(s)
Fleet Name (Partner Name followed by Fleet Identifier name)
Fleet Type: Dedicated Freight Mixed Operations Passenger
Service Area: International National Regional
Revenue Category: Large (> 1$B)
Medium ($100M - $1B)
Small ($20M - $100M)
Micro (<$20M)
Total Number of Aircraft:
Fleet Contact:
SmartWay Air Tool User Guide | Page 60
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Worksheet #3A: Aircraft Inventory and Operations
Complete the following for each fleet you will be submitting in the Air Tool. Make multiple copies of
the table below to enter all aircraft in the fleet if needed.
#3A: Identify Your Fleets
Air Fleet Name
Number of Aircraft:
Aircraft Make:
Aircraft Model and Series:
Number of Engines:
Average Engine Load:
Cargo Weight Capacity:
Cargo Volume Capacity (cubic feet):
Fuel Type:
Total Annual Fuel Usage:
Fuel Units:
Total Annual Miles Traveled:
Total Annual Ton-Miles:
Utilized Volume (cubic feet):
Total Annual LTOs:
Total Annual Hours of Operation:
(selection list available)
(selection list available)
(default value provided, user option to
(default value provided, user option to
(aviation gasoline, jet fuel)
(gallons, tons)
change)
change)
SmartWay Air Tool User Guide | Page 61
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Worksheet #3B: Data Source Description
Complete the following for each fleet you will be submitting in the Air Tool. Make multiple copies of
the tables if needed.
Fleet Name:
Provide Data Source Description:
SmartWay Air Tool User Guide | Page 62
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APPENDIX B; 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).
Figure B-l: Macro Setting Tabs in Excel 2003
Security Settings
Users
To use the SmartWay Tool in Microsoft Excel
2003, you will need to have your security levels set
to "Medium."
For Excel 2003
Security
Setting Security Levels to Medium in Excel 2003
1. When using Excel 2003, on the menu bar, go to
Tools -^ Macro -^Security Level.
2. When the "Security" window opens, select the
"Medium" level, and select OK.
I Security Level j 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.
Cancel
Figure B-2: Security Level Setting Screen in Excel 2003
SmartWay Air Tool User Guide | Page 63
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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 B-3). Select the
button in the security-warning box.
Security Warning
"5: \5mart Way\5hipper.xls" contains macros,
Enable Macros
Macros may contain viruses. It is usually safe to disable macros, but if the
macros are legitimate; you might lose some functionality.
;ome functor
Disable Macros
Enable Macros
More Info
Figure B-3: Screen showing "Enable Macros" button
The Welcome Screen for the Logistics Company Tool should then appear and you will be
ready to begin working on your tool.
Security Settings For Excel 2007 Users
The default settings for Excel 2007 should enable you to run the Tool without any
changes.
Running the Tool in Microsoft Excel 2007
1) Save the Tool to your computer.
2) Open the file, and select the
button that appears after the
Security Warning just below the menu bar (Figure B-4). Detailed instructions are also provided
on the screen itself.
SmartWay Air Tool User Guide | Page 64
-------
ic-
-Jtw,
Security Settings for th* SmartWay Tool*
is application, you FT
st have macros e
In order to run this application, you must have macros enabled.
For Excel 2007 and Excel 2010 Uieri; t if; ware using Excel 2QQ3. ptease scratf dotm;
If an 'Options * butlon appears m the menu twr H!HTVR folmv IriHse mSlRjdrrjiis
1 Select me Options button Tins button appears atter tne Secunty warning in the Excel ?cxu menu bar
2 Enabfe content In the MicrosoftOfficeSecunty Opftoradiatog box. choose "Enable thiscontent*andseteciQK
II lhe "Options " btdton does not appear. us« the insiturliores beicnv |N()1I I YOU do rail h«vtj a r(jurrcl(Mfnfl bt Efotect me from irtnown content (recommenced}
s content]
Open ftg Jr.,;! center
Figure B-5: Security Options Dialogue Box
SmartWay Air Tool User Guide | Page 65
-------
The Welcome Screen for the Logistics Company Tool should then appear and you will be ready to begin
working on your tool.
Troubleshooting the Security Settings in Microsoft Excel 2007
If you reach this point and the Tool does NOT open, you may have your security set too
high.
To adjust your security settings, select the ^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 B-6A).
Select the "Enter
Options Button"
Figure B-6A: Excel Options Drop-Down Menu
SmartWay Air Tool User Guide | Page 66
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On the Excel Options screen, select Trust Center in the left navigation bar (Figure B-6B):
Excel Options P?1fx]
Popular
Formulas
Proofing
Save
Advanced
Customize
Add-Ins J
Trust Center
Resources
£& Change the most popular options in Excel.
Top options for working with Excel
f N
ion '
Select the
"Trust Center" tbbon ;
, ^ ,/
r Color scheme: Blue ^Vj
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: 11 v
Default view for new sheets: Normal View
Include this many s_heets; [3
Personalize your copy of Mkrosoft Office
LJser name: MHeyward
Choose the languages you want to use with Microsoft Office: Language Settings.,,
1
OK ] Cancel
Figure B-6B: Excel Options Drop-Down Menu
SmartWay Air Tool User Guide | Page 67
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When the Trust Center options display opens, select Trust Center Settings in the bottom
right portion of the screen (Figure B-7):
Popular
Formulas
Proofing
Save
Advanced
Customize
Add-Ins
Trust Center
Resources
Help keep your documents safe and your computer secure and healthy.
Protecting your privacy
Microsoft cares about your privacy. For more information about how Microsoft Office Excel helps to protect your privacy,
please see the privacy statements.
Show the Microsoft Office Excel privacy statement
Microsoft Office Online privacy statement
Customer Experience Improvement Program
Security & more
Learn more about protecting your privacy and security fr
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 Settings"
button
Trust Center Settings.,,
OK
Cancel
Figure B-7: Trust Center Settings Screen
SmartWay Air Tool User Guide | Page 68
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Choose the setting "Disable all macros with notification" (Figure B-8) and select OK.
Trust Center f?)S
Trusted Publishers
Trusted Locations
Add-ins
ActiveX Settings
Macro Settings
Message Bar
External Content
Privacy Options
macro Dctimgs -~ ^_
For macros in document not in a trusted location: SGJGCt "DJSSblG
O Disable all macro without notificaijon
® Disable all macro with notificall^" al1 maCrOS WJth
O Disable all macro except digitally signed macros notlf ifation "
O Enable all macro (not recommended; potentially A
Developer Macro Settings
^ Trust access to the VBA project object model
| OK | Cancel
Figure B-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.
SmartWay Air Tool User Guide | Page 69
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Security Settings For Excel 2010 and newer Users
The default settings for Excel 2010 and 2013 should enable you to run the tool without
any changes. To run the tool:
1) Save the tool to your computer.
2) Open the file. Depending on your Office settings, you may receive an "Enable
Editing" popup. If you do, simply select the mnq I button. This will allow you to enter
data into the tool. You may only receive this popup the very first time you open the tool.
iSlfl ")- ol-
Home Insert Page Layout References Mailings Review View Developer Add-Ins
Protected View This file originated as an e-mail attachment and might be unsafe. Click for more details. Enable Editing
Figure B-9: The Enable Editing Button
3) Depending on your Excel macro security settings, you may receive a
popup. If you do, simply select the J button. This will enable
macros in the tool you just opened.
! Security Warning Some active content has been disabled. Click for more details, j Enable Content
Security Settings forthe Tool
1 Security Settings for the Tool
2 (Pour ties instructions en francais, faites defiler vers la droite.->)
In nrHar to ri in thie annli^atinn \jrti I mi let hat/a marrrte
Figure B-10: Security Warning Popup
If, at this point, the Tool does not open, review the "Software and Hardware
Requirements" on page 7. Otherwise, you may have your security set too high. To adjust your
security settings, select the •ta^flbutton (in the top left corner of the screen) and then select
the & Bccel Opt!0"5 button in the bottom right corner of the pull-down menu (Figure B-ll):
SmartWay Air Tool User Guide | Page 70
-------
Select the "Excel
Options" button
Figure B-ll: Excel 2010 Options Drop-Down Menu
On the Excel Options screen, select Trust Center in the left navigation bar (Figure B-12):
Customize
Add-Ins
1,52) Change the most popular options in Excel.
Top options for working with Excel
0 Show Mini Toolbar on selection •
0 Enable Live Preview •
G Show Developertab in the Ribbon •
0 Always use ClearType
Color scheme: I Blue v]
Showfeature description; in ScresnTip!
Create lists for use in sorts and till sequences: [jEdit Custom Lists,,. )
When creating new workbooks
ont:
Bodi Font
Include this many sheets:
Personalize your copy ol Microsoft Office
Use
iMHeyward
Choose the languages you want to use wrth Microsoft Office: [ Language Settings.
Figure B-12: Excel 2010 Options Drop-Down Menu
When the Trust Center options display opens, select Trust Center Settings in the bottom
right portion of the screen (Figure B-13):
SmartWay Air Tool User Guide | Page 71
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Excel Options
Popular
Formulas
Proofing
Save
Advanced
Customize
Add-Ins
Trust Center
Resources
Help keep your documents safe and your computer secure and healthy.
Protecting your privacy
Microsoft cares about your privacy. For more information about how Microsoft Office Excel helps to protect your privacy,
please see the privacy statements.
Show the Microsoft Office Excel privacy statement
Microsoft Office Online privacy statement
Customer Experience Impro'/ement Program
Security & more
Learn more about protecting your privacy and security from 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,
Trust Center Settings..
Select the "Trust Center
Settings" button
Figure B-13: Trust Center Settings Screen
SmartWay Air Tool User Guide | Page 72
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Choose the setting "Disable all macros with notification" (Figure B-14) and select OK.
Trust Center
Trusted Publishers
Add-ins
ActiveX Settings
Macro Settings
Message Bar
External Content
Privacy Options
KID]
Macro Settings
For macros in documents not in a trusted location: | j
O Disable a|l macros without notification Select "Disable all macros
O Enable all macros (not recommended; potentially dangerous code can run)
Developer Macro Settings
~^ Trust access to the VBA project object model
| OK j Cancel
Figure B-14: Macro Settings Screen
SmartWay Air Tool User Guide | Page 73
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