Transport Partnership
U.S. ENVIRONMENTAL PROTECTION AGENCY
Multi-modal Partner Tool:
Data Entry and Troubleshooting Guide
2015 Data Year - United States Version
2.O.15 k
&EPA
United States
Environmental Protection
Agency
-------
Transport Partnership
U.S. ENVIRONMENTAL PROTECTION AGENCY
Multi-modal Partner Tool:
Data Entry and Troubleshooting Guide
2015 Data Year - United States Version
2.O.15 ^
Transportation and Climate Division
Office of Transportation and Air Quality
U.S. Environmental Protection Agency
United States Office of Transportation and Air Quality
Environmental Protection EPA-420-B-16-056
Agency
-------
Table of Contents
TABLE OF CONTENTS 3
INTRODUCTION 5
DOWNLOADING AND SETTING UP THE TOOL 7
SOFTWARE AND HARDWARE REQUIREMENTS 7
DOWNLOADING THE SMARTWAY MULTI-MODAL CARRIER TOOL 7
How TO SET SECURITY LEVELS FOR THE SMARTWAY TOOLS 7
Security Settings For Excel 2007 Users 8
Security Settings For Excel 2010 and newer Users 13
BASIC ORGANIZATION OF THE SMARTWAY MULTI-MODAL CARRIER TOOL 18
REVIEWING THE INTRODUCTORY SCREENS 20
THE "SMARTWAY WELCOME" SCREEN 21
ASSISTANCE FOR NEW USERS SCREEN 22
MAKING SURE You HAVE THE RIGHT TOOL SCREEN 23
GATHERING YOUR DATA SCREEN 24
SUMMARY GUIDANCE SCREEN 25
TOOL HELP AND NAVIGATION SCREEN 26
SCHEDULE OF TOOL DUE DATES SCREEN 28
THE "SMARTWAY PARTNER AGREEMENT" SCREEN 29
AUTO-POPULATE SCREEN 30
BASIC OVERVIEW OF HOW TO COMPLETE THE TOOL 32
SECTIONS OF THE TOOL 33
ENTERING YOUR DATA 34
VALIDATING YOUR DATA 34
SAVING YOUR DATA 34
REVIEWING YOUR DATA 34
SUBMITTING DATA TO SMARTW AY 35
ENTERING YOUR DATA 37
SECTION 1 DATA ENTRY: ENTER PARTNER NAME 37
SECTION 2 DATA ENTRY: ENTER CONTACT INFORMATION 39
SECTION 3 DATA ENTRY: DEFINE YOUR COMPONENT FLEETS 44
SECTION 4: DOWNLOAD SMARTW AY CARRIER DATA FILE 59
Auto-population Option: 61
SECTION 5 DATA ENTRY: ENTER FUEL AND/OR ACTIVITY INFORMATION FOR EACH OF YOUR COMPONENT FLEETS 62
SECTION 6 DATA ENTRY: DEFINE YOUR COMPOSITE FLEETS 63
SECTION 7: PROVIDING ADDITIONAL INFORMATION 68
SECTION 8: SUBMITTING DATA TO SMARTW AY 69
NOTE: DO NOT CHANGE THE NAME OF THE XML OR XLSX FILES 71
OPTIONAL DATA REVIEW 72
VIEWING YOUR DATA REPORTS 72
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 3
-------
REVIEWING YOUR YEAR-TO-YEAR PERFORMANCE 73
VISIT THE SMARTWAY PARTNER PORTAL 76
TROUBLESHOOTING THE TOOL 77
APPENDIX A-CALCULATING COMPOSITE FLEET PERFORMANCE METRICS 80
APPENDIX B-WORKSHEETS 82
WORKSHEET #1: COMPANY AND CONTACT INFORMATION 83
WORKSHEET #2: COMPONENT FLEET CHARACTERIZATION 84
WORKSHEET #3A: IDENTIFY COMPOSITE FLEETS AND COMPOSITE FLEET DETAILS 85
WORKSHEET#3B: ALLOCATE COMPONENT FLEETS 86
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 4
-------
Introduction
This guide is the second of two guides available to help your company participate fully in the SmartWay
Transport Partnership as a Multi-modal Carrier Partner.
The first guide, the Multi-modal Carrier Tool "Quick Start Guide/' provides a basic walk-through of the
process of identifying, gathering, preparing, and submitting your data using the SmartWay Multi-modal
Carrier Tool. (From this point on, this guide will refer to the SmartWay Multi-modal Carrier Tool as the
"Multi-modal Tool" or simply, the "Tool," for brevity.)
The Quick Start Guide may be all you need to successfully complete the Multi-modal Carrier Tool.
This guide, the Multi-modal Carrier Tool "Data Entry and Troubleshooting Guide," is intended to
supplement the Quick Start Guide and provide more detailed information for completing your tool
submission.
The Table of Contents for this guide is designed so that you can find the relevant information on specific
topics without reading the entire guide.
In this guide, you will learn how to enter the fleet composition and activity data you collected (as
mentioned Quick Start Guide and the online data entry forms it references) into the Multi-modal Carrier
Tool. This guide covers:
• Downloading and setting up the Tool to run properly
• Basic organization of the Multi-modal Carrier Tool
• Entering your data
• Viewing fleet performance summary data
• Submitting data to SmartWay
• Troubleshooting the Tool
• Appendices
WARNING!
Completing this Tool requires a considerable amount of information about your fleet(s). There
are many sections and screens to complete for each fleet. While you will have the ability to
save your Tool along the way and return to it at any time, we STRONGLY ENCOURAGE you to
review the Quick Start Guide to understand key information about joining the partnership and
preparing the required data BEFORE attempting to complete the Tool.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 5
-------
PART 1:
DOWNLOADING AND
SETTING UP THE TOOL
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 6
-------
Downloading and Setting up the Tool
SOFTWARE AND HARDWARE REQUIREMENTS
The Multi-modal Carrier Tool was designed in Microsoft Excel. Microsoft Excel is an electronic
spreadsheet program used for storing and manipulating data. Microsoft Excel Forms were used to
enable the functional capabilities of the Tool.
Completing the Multi-modal Carrier Tool requires the following software and hardware:
• A 2007 or later version of Microsoft Excel
• Excel security level set at Medium or lower
• A PC running Windows XP or newer operating system, or a Mac that is running the
Windows XP operating system The tool does not currently work using the Mac
operating system
• At least 15 megabytes of available disk space (more disk space may be required based
on the number of companies you define in your tool).
• Adequate memory (RAM) to run Microsoft Office
• A monitor resolution of at least 1,024 x 768
NOTE: The Excel web application in MS Office 365 (the cloud-based version of the Office operating
system) does not currently support the macros used in the SmartWay tools. Therefore SmartWay tools
do no function properly in Office 365 at this time.
Check with the user guides for your computer, online support, or your company's IT department to
make sure your system is set up to use the Multi-modal Carrier Tool.
We encourage you to make sure that you virus software is up to date, and scan your PC before putting
data in the Multi-modal Carrier Tool.
DOWNLOADING THE SMARTWAY MULTI-MODAL CARRIER TOOL
To download the Multi-modal Carrier Tool, visit: http://www.epa.gov/smartway/forpartners/index.htm.
Save the Tool in a folder on your hard drive; this folder will house copies of your data and future
updates.
How TO SET SECURITY LEVELS FOR THE SMARTWAY TOOLS
The following instructions should appear on your screen //you need to change your security settings
before running the Tool. The instructions differ depending upon what version of Excel you use (Excel
2007, 2010, or 2013).
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 7
-------
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
Options...
button that appears after the Security
Warning just below the menu bar (Figure 1). Detailed instructions are also provided on
the screen itself.
--. *
m m m at*
h m -3
"A m. CMiMwntJ Famwt cm
*» . VMtrtta-iWw-
S(|»M
>
ImfH pffCf
-4fJ4
r r r,
1 Security S»tting> forth* SmartWav Toolt
In order to run this application, you must have macros enabled.
For Excel 2007 and Excel 2010 Users.
ire using Excet 2003 please scroll down)
V an "Oplttxis * button aftpcHIS m tlw rriwrtu bai atmvR fti&iw irutsR ins.1iinlicms
i Setect the options txjticw TnistMitonappftarsafle'rtheseciinty wa/niryjinthet xrei ?tn}/menu bar
2 Enabte contera In the Microsoft Office Security Options dialog box. choose "EnaWe this concert" and setecl OK.
II ttw "Oplions " tHJRoii doe?i nc* appear use the iredructians below (HOT f I you d« rwt raw a rourKl Otfic« tn*toii (as
shown in the piaore below), you arc pfotoabty uang an carter wfsion of Exec), in which case you need lo scro» to ihe
insirudiorts for Excel 2003 users ]
1 Selec! the Office bUhm This bifflon appears in llwiopteRcoinei olthe scr«nmrxeelZ007^0IO
2 Go to Excel Options Select the 'Excel Options' button in the bottom right comer of the pud-down menu;
y
H
3 Go lo Ihe Trust Cenfer On the I xcei Options screen, setecl nn IMISI C]«n[w m the lutt riavicjaji ml l
4 Go to the TrvM Center Settings 5el«t on Trua Center Settings in Che bottom rigW portion o( the
S Change security seangs Choose [he setting 'Disable an macros wiBi notification* and select OK
6 Reopen the We Ctase Ihe gicel tile and then re open It
For Excel 2003 Uitri,
Figure 1: Security Warning Screen
3) In the Microsoft Office Security Options dialog box (Figure 2), choose "Enable this
content" and select OK.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 8
-------
Microsoft Office Security Options
0
Security Alert - Macro
Macro
Macros have been disabled. Macros might contain viruses or other security hazards. Do
not enable this content unless you trust the source of this file.
Warning: It is not possible to determine that this content came from a
trustworthy source. You should leave this content disabled unless the
content provides critical functionality and you trust its source.
More information
File Path: C: \smarbvay Chipper. xls
O Help protect me from unknown content [recommended)
© Enable !'--f :o^;e'-i;j
,-:.- ->-
Figure 2: Security Options Dialogue Box
The Welcome Screen for the Truck Carrier Tool should then appear and you will be ready to begin
working on your tool.
Troubleshooting the Security Settings in Microsoft Excel 2007
If you reach this point and the Tool does NOT open, you may have your security set too high.
To adjust your security settings, select the
r-,
• aj
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 3A).
U
Select the "Enter
Options Button"
Figure 3A: Excel Options Drop-Down Menu
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 9
-------
On the Excel Options screen, select Trust Center in the left navigation bar (Figure 3B):
Popular
Formulas
Proofing
Save
Advanced
Customize
Add-Ins
Trust Center
Resources
Change the most popular options in Excel.
Top options for working with Excel
Select the 'Trust
Center" button
Color scheme: I Blue
ScreenTip style: : Show feature descriptions in ScreenTips
Create lists for use in sorts and fill sequences; Edit Custom Lists,.,
When creating new workbooks
Use this font:
Font size:
Default view for new sheets:
Body Font
11
Include this many s_heets: 3
Personalize your copy of Microsoft Office
LJser name: [MHeyward
Choose the languages you want to use with Microsoft Office: Language Settings..
Figure 3B: Excel Options Drop-Down Menu
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 10
-------
When the Trust Center options display opens, select Trust Center Settings in the bottom right portion of
the screen (Figure 4):
Excel Options @S
Popular
Formulas
Proofing
Save
Advanced
Customize
Add -Ins
Trust Center
Resources
\^fl 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 Drivaev statement
Microsoft Office Online privacy statement
s«unty & more | Select the "Trust
Learn more about protecting your privacy and security from Micros CGntGT SGltlDgS
Microsoft Windows Security Center bUttOH
Microsoft Trustworthy Computing lL
^V
Microsoft Office Excel Trust Center ^H
secure. We recommend that you do not change these settings. Irust Center Settings,,.
OK Cancel
Figure 4: Trust Center Settings Screen
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 11
-------
Choose the setting "Disable all macros with notification" (Figure 5) and select OK.
Trusted Publishers
Trusted Locations
Add-ins
ActiveX Settings
Macro Settings
Message Bar
External Content
Privacy Options
Macro Settings
For macros in documents not in a trusted location;
O Disable aM macros without notification
0 .Disable all macros with notification
O Disable all macros except digitally signed macros
O .Enable all macros (not recommended; potentially dangerc
Developer Macro Settings
O Trust access to the VBA project object model
Select "Disable all
macros with
notification."
Figure 5: 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 Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 12
-------
SECURITY SETTINGS FOR EXCEL 2010 AND NEWER USERS
The default settings for Excel 2010 and newer Excel versions should enable you to run the tool without
any changes. To run the tool:
1) Save the tool to your computer.
2) Open the file. Depending on your Office settings, you may receive an "Enable Editing"
popup. If you do, simply select the button. This will allow you to enter
data into the tool. You may only receive this popup the very first time you open the
tool.
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 6: The Enable Editing Button
3) Depending on your Excel macro security settings, you may receive a
popup. If you do, simply select the button. This will enable macros
in the tool you just opened.
Security Warning Some active content has been disabled. Click for more details. Enable Content
f* Security Settings forthe Tool
1 Security Settings for the Tool
2 (Pour des instructions en francais. faites defiler vers la droite.~>)
In rtrHAr tt\ ri tn tkiia annlifatirtn \jmi mnethawa ma/*m
Figure?: 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
I button (in the top left corner of the screen) and then select the £3 ; button in the
bottom right corner of the pull-down menu (Figure 8):
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 13
-------
Select the "Enter
Options" button
Figure 8: Excel 2010 and Newer Options Drop-Down Menu
On the Excel Options screen, select Trust Center in the left navigation bar (Figure 9):
Select "Trust
Center"
Popular
Formulas
Proofing
Advanced
Customize
Add-In s
Trust Center
' Resources
/s£- Change the most popular options in Excel.
Top options for working with Excel
0 ShowMiniToolbar on selection •
0 Enable Live Preview •
0 Always use C earlype
ScreenTip sty e: Show feature descriptions in ScreenTips v
When creating new workbooks
Use this font: Body Font
Font size: It v
Default view for new sheets: Normal View v|
Include this many sheets: J3 ^J
Personalize your copy of Microsoft Office
User name; MHeyward
1 OK 1 1 cm'" 1
Figure 9: Excel 2010 and Newer Options Drop-Down Menu
When the Trust Center options display opens, select Trust Center Settings in the bottom right portion of
the screen (FigurelO):
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 14
-------
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 Improvement Program
Security & more
Learn more about protecting your privacy and security from Microsoft Office Online.
Microsoft Window5 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 10: Trust Center Settings Screen
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 15
-------
Choose the setting "Disable all macros with notification" (Figure 11) and select OK.
Trust Center
Trusted Publishers
Trusted Locations
Add-ins
ActiveX Settings
Macro Settings
Message Bar
External Content
Privacy Options
®fx]
Macro Settings
t-or macros in docum nts not in a trusted location: f~ ^^
O Disable all ma res without notification Select "Hi^ahlp all
macros with
O Disable all ma ros except digitally signed macros
O Enable all ma os [not recommended; potentially dangerous code can run) nOIITICallOn
V J
Developer Macro Settings
O Trust access to the VBA project object model
| OK 3 Cancel
Figure 11: Macro Settings Screen
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 16
-------
PART 2:
TOOL ORGANIZATION
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 17
-------
Basic Organization of the SmartWay Multi-modal Carrier Tool
The Multi-modal Carrier Tool is the basis of the SmartWay Partnership for Multi-modal Carriers.
Completion and submission of a Multi-modal Carrier Tool is the first step to becoming a SmartWay
Multi-modal Carrier Partner. Your Tool submission must be approved by EPA before you are officially a
Partner.
The Multi-modal Carrier Tool is organized around
• information screens
• forms or worksheets
• reports and summaries
Each screen or form opens up within a Microsoft Excel spreadsheet. The screens generally look like the
one shown here:
SmartWay Welcome
-SmartWay
Data Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014)
Multi-modal
United States Version: 2.0.15
Released on: 05/19/2016
Welcome to the 2016 SmartWay MULTI-MODAL Tool
Since 2004, companies have been participating in the SmartWay Program to
reduce their fuel usage, reduce emissions, and save money.
Developed in cooperation with the trucking industry, the SmartWay
Transport Partnership helps you to improve your efficiency by tracking and
benchmarking performance.
HUNG 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 thts 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 induding suggestions for reducing this burden to: SmartWay Transport Partnership, ZOOOTraverwood, Ann Arbor, MI -38105, or the Office of Information and Regulatory
Affairs, Office of Management and Budget, Washington D.C.
Figure 12: Welcome Screen for the Multi-modal Carrier Tool
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 18
-------
The name of each form appears at the top left-hand corner of the screen, in black text on the window
bar.
SmartWay Welcome -^^^^^^
^>SmartW;
Title of Screen/Form
X
•• Data Year I:" "•••••••• Multi-modal
Figure 23: Screenshot of Title of Screen/Form
Each screen contains text instructions or information about the program. Where applicable, the screen
will also include buttons linking to the SmartWay website or other sections of the Tool (e.g., the various
data entry screens or other information screens); these buttons will be appear in green as shown below.
Link to the SmartWay website
Figure 34 Screenshot of Button Link in the Tool
The screens also contain navigation buttons to direct you through the Tool.
Figure 45 Screenshot Navigation Buttons in the Tool
When a new concept/topic is introduced on a screen, a small question mark ([?]) appears next to it.
When you select the question mark, you will find additional definitions of terms or instructions to help
you complete the screen properly. You may also find additional, detailed instructional material on how
to successfully navigate and complete the different data entry screens within the Tool by selecting the
Screen
Demo
buttons at the bottom of selected screens.
Page numbers are found at the bottom right of all screens to facilitate navigation through the Tool and
communication with your Partner Account Manager regarding any questions.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 19
-------
Reviewing the Introductory Screens
Upon opening the 2016 Multi-Modal Tool you will see a Welcome screen. (The 2016 Tool is called
"Version 2.0.15" because it uses 2015 data.) Next you will find three Introduction screens. If you are
not familiar with the Tool, or if you wish to review the basic organization and functions of the Tool,
these three screens can help you get oriented. The Assistance for New Users screen appears first, and
allows users to view an orientation video. Additional screens may be accessed from this screen,
including Tool selection guidance, data collection needs, Tool help and navigation, and the SmartWay
Partner Schedule for 2016. These are general information screens and may be skipped if you are already
familiar with the Tool. However, upon proceeding you MUST select the box at the bottom of the
Partnership Agreement screen, indicating that you agree to the terms of the Partnership Agreement.
Before proceeding to the Home screen you will see an "auto-population" screen. This screen allows
partners to input their SmartWay ID and automatically upload the information for the initial steps of the
Tool (Partner Name, Contact Information, and, for existing Partners, Truck and Logistics Fleet
Information), based on the prior year's submittal or, for new partners, information submitted through
the Partner Portal "On-ramp". This option can save time and ensure naming consistency for your
contacts and fleet(s) from year to year. If you do not have a SmartWay ID, or prefer to enter this data
manually, you may skip this step. The features of these screens are described below.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 20
-------
THE "SMARTWAY WELCOME" SCREEN
The SmartWay Welcome screen is the first window that appears when the Tool is opened (Figure 16).
This screen provides basic information about the SmartWay Partnership.
SmartWay Welcome
-SmartWay9
Data Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014)
Multi-modal
United States Version: 2.0.15
Released on: 05/19/2016
Welcome to the 2016 SmartWay MULTI-MODAL Tool
Since 2004, companies have been participating in the SmartWay Program to
reduce their fuel usage, reduce emissions, and save money.
Developed in cooperation with the trucking industry, the SmartWay
Transport Partnership helps you to improve your efficiency by tracking and
IHj benchmarking performance.
FILING FORMS WITH THE FEDERAL GOVERNMENT AND ESTIMATED REPORTING BURDEN:
Respondents are not required to file or reply to any Federal collection of information unless it has a valid OMB control number. Public reporting burden for this collection of information is
estimated to average 5.82 hours per response for initial registration, 2.66 hours for each annual update. These estimates indude the tjme for reviewing instructions, searching existing date
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, 2uOOTraverwood, Ann Arbor, MI ^8105, or the Office of Information and Regulatory
Affairs, Office of Management and Budget, Washington D.C.
Figure 16: SmartWay Multi-Modal Welcome Screen
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 21
-------
ASSISTANCE FOR NEW USERS SCREEN
The Assistance for New Users screen appears first after the Welcome screen, and allows users to view a
video presenting an overview of the Tool (see Figure 17).
SmartWay Assistance for New Users X
SmartWay8
Data Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014)
Multi-modal
United States Version: 2.0.15
Released on: 05/19/2O16
Assistance for New Users
New User Video Overview (3 minutes)
SmartWay
Carrier Tools:
Resources
Assistance for New
User;
Making sure you have the right Tool
Gathering your data
Tool help and navigation
Schedule of Tool due dates
Link to the SmartWay website
Need more help?
Contact your Partner Account Manager,
call the SmartWay helpline at (734) 214-4767,
or email us at smartway_transport@epa.gov.
Page MM-2
Figure 17: Assistance for New Users Screen
Additional screens may also be accessed from this screen, including:
• Making sure you have the right Tool
• Gathering your data
• Tool help and navigation
• Schedule of Tool due dates
Selecting these buttons on the Assistance for New Users screen will take you to a new screen containing
the information of interest. These are general information screens and may be skipped if you are
already familiar with the Tool.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 22
-------
MAKING SURE You HAVE THE RIGHT TOOL SCREEN
SmartWay offers several Tools tailored for different business models and fleets. Most trucking
companies will use the Truck Carrier Tool; however, it is advisable to review the checklist in Part 1 of the
user guide series and/or this screen in the Multi-modal Carrier Tool to make sure it is the best option for
your operations.
:**Before beginning, use the chart below to make sure you choose the right tool for your operations! **
SmartWay8
Data Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014}
Multi-modal
United States Version: 2.0.15
Released on: 05/19/2016
Is this the right SmartWay tool for me?
You operate your own managed fleet
(owned or leased) with less than 5% of
your freight contracted with outside
companies.
YES
Use Truck Tool
NO
You contract out more than 5% of your
freight (i.e., you are a 3PL, broker, freight
forwarder or non-asset based carrier.
YES
Use Logistics Tool
NO
You operate your own managed fleet and:
Move 5% or more of your freight with a
third-party provider, or move more than
10% of your freight via rail, barge, and/or
air.
YES
Use Multi-modal Tool
NO
Select this Button foi
More Information
Page MM-3
Figure 18: Determining Which Tool is Appropriate for your Fleets
This screen provides basic information on three SmartWay Tools (Truck, Logistics, and Multi-Modal)
appropriate for different types of trucking operations. Your choice of Tool will depend primarily on the
transport modes you utilized and the amount of business you contract to other companies.
Follow the flow chart in Figure 18 to determine which Tool is most appropriate for your fleet(s).
If you are still not sure which tool is appropriate for your fleet, selecting the
will provide further details as shown below.
Select this Button for
More Information
button
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 23
-------
SmartWay: Making Sure You Have the Right Tool
Data Year
2015
OMB 2060-O663
Expiration Date 07/31/2O17
(Revised 2014}
Multi-modal
United States Version: 2.0.15
Released on: 05/19/2016
Is this the right SmartWay Tool for me?
SmartWay has a number of Toofs that may be appropriate for trucking companies: Truck Carrier, Logistics, and Multi-modal. Each of these Tools is tailored to specific types of companies.
Partners may need to complete different Tools based on the transport modes employed (truck only, or intermodal) and/or the amount of business contracted to other companies. To help
make sure that you are filling out the right Tool, SmartWay has included guidance below;
Truck Tool
The Truck Tool is used by companies that predominately operate their own managed fleet (owned or leased), with less than 5% of the miles or ton-miles in other modes such as rail or third-
party providers. If you operate your own managed fleet and move 5% or more of your mites or ton-miles with a third-party provider, then you should use the Multi-modal Tool. The third-
party operations should be included in the Logistics Tool in the Multi-modal Tool, For-hire operation should be input separately from dedicated fleet operation in the Truck Tool, For dedicated
fleets, you may indude all dedicated operations in one fleet in the Truck Tool and characterize it as a private fleet type, or you may elect to track and publidy report your dents' dedicated
fleets separately.
Logistics Tool
The Logistics Tool is intended for use by companies [such as 3PLs, non-asset based carriers, brokerage, and/or freight forwarders and similar companies) that employ third-party providers. If
your company also has an internally managed fleet that is used in addition to third-party providers, then you should use the Truck Tool for the internal fleet and submit it to SmartWay by the
Truck Tool submission date. You should then indude this fleet in your Logistics Tool along with all your third-party operations. If your internal fleet is used only by your company, then it
should be categorized as a private fleet in the Truck Tool. Third-party rail operations are induded in the Logistics Tool.
Multi-modal Tool
The Mulb-modal Tool contains the Truck Tool, Logistics Too!, Rail Tool, Barge Tool, and Air Tool. The Multi-modal Tool should be used by companies that have a mix of internally operated fleets
and third-party fleets and/or internally managed fleet components that do not match the fleets the public could hire. An example would be a company that has three internal truck fleets and
a logistics fleet, but only has a 'truddoad division' and an Intermodal division' that can be hired by the public. In that case, the three truck fleets would be completed using the Truck Tool
within the Multi-modal Tool, and the logistics fleet using the Logistics Tool within the Multi-modal Tool. The Multi-modal Tool can then allocate your operations from the four internal fleets to
the two externally hirable entities.
Examples
Case 1: MH Trucking is a 200 truck fleet, that only contracts out a few loads at Christmas. These loads constitute less than 5% of MH Trucking's total loads. MH Trucking should
complete the Truck Tool.
Case 2; RB Inc. operates none of its own trucks, and contracts other carriers to move all its freight. RBInc., should complete the Logistics Tool.
Case 3: MP Services operates three divisions. A truckload division with its own fleet of 100 trucks, a Contract Carrier Division that contracts with 20 other truck companies, and an
intermodal division that uses its own truck fleet and three rail companies, MP Services should use the Multi-modal Tool, creating a Truck Component Fleet for its truckload
division, a Logistics Component Fleet run for its contract services division, and a Logistics Component Fleet for its intermodal division (using its own truck fleet as an input
with the three rail companies).
Case 4; JC Rail Services operates its own local rail line and a fleet of trucks to provide drayage from its rail line to iocaf customer locations. JC should complete the Rail Tool for
its rail operations and a Truck Tool for its trucking operations.
Still Hot Sure?
Call your Partner Account Manager (PAM) or the SmartWay Help Line for assistance: 734-214-4767.
Page MM-4
Figure 19: Detailed Guidance for Identifying the Correct SmartWay Carrier Tool
If you still have questions after reviewing this information, contact EPA SmartWay at 734-214-4647 for
assistance.
Select the
1 button to return to the Assistance for New Users screen.
GATHERING YOUR DATA SCREEN
The next screen summarizes the information needed to complete the Multi-modal Carrier Tool. Select
PRINT
SCREEN
I in order to retain a hardcopy for reference as you complete the rest of the Tool.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 24
-------
SmartWay8
Data Year
2015
OMB 2060-0663
Expiration Date O7/31/2017
(Revised 2014}
Multi-modal
United States Version: 2.0.15
Released on: OS/19/2016
Following is a brief description of the information you will need to complete this tool. For further details, select NEXT at the bottom
of the screen, or consult the Multi-modal Tool User Guide.
Partner Information
• Company Name, Address, Cityr State, ZIP, Country, Main Phone, Website
• Working, Executive, and Other Contact Information:
- Name, Title, Address, City, State, ZIP, Country, Phone, Email
• SmartWay ID (for returning partners)
Component Fleet Characterization Information
• Company Names and Contacts
• Standard Carrier Alpha Codes (SCACs), Motor Carrier Numbers, DOT Numbers, and National Safety Codes (HSCs)
• Fleet type (prN
-------
SmartWay Multi-modal Summary
-SmartWay9
Data Year
2015
OMB 2060 0663
Expiration Date 07/31/2017
(Revised 2014}
Multi-modal
United States Version: 2.0.15
Released on: 05/19/2016
Multi-modal companies are somewhat more complicated to characterize than truck or rail onlv companies. Often, multi-modal services are compreed of a wide range of
truck, barge, rail, air, and/or dray services that may be provided by the company or purchased from third-party providers by the company. To property characterize the
emission rates for multi-modal companies, one must account for this wide variety of operations and service levels.
To accomplish this, SmartWay has developed the concept of "component" and "composite" fleets.
Composite fleets are entties that your customers can hire to move their freight. For example, you may have a Truckload Division and an Intermodal DivEion, whereas
Component fleets are fleets organized around your internal management of the company.
In the Multi-modal Tool, you will be asked to input data for all of your component fleets, which will include the fleets you own and manage as well as any hired services
you purchase. Once these component fleets have been characterized, you will be asked to build your composite fleets (the ones the public sees and can hire) from
your component fleets. This will attribute the approprrate weighted emission factors to your composite fleets, and demonstrate to your customers the benefits of
using your multi-modal freight services.
Example: Company "J" has a Truckload Division, an Intermodal Dwsion, and a Dray Division that the public can hire. Internally the company has its own truckload
fleet, it hires a 3PL, it hires rail services, it has its own dray fleet, and it hires dray companies.
The Truckload Division's services are provided by its own truckload fleet and its hired 3PL fleet.
The Dray Division's services are provided by its own dray fleet and hired dray services.
The Intermodai Division's services are provided for by its own truckload fleet, its own dray fleet, its hired rail services, and its hired dray services.
The Partner will create these component fleets:
1. For its truckload fleet (using the Truck Tool)
2. For its dray fleet (using the Truck Tool)
3. For its 3PL fleet and hired dray operations (using the Logistics Too!)
4. For fcs rail fleet (using the Rail Too!)
The Partner will then assign the appropriate operations of these component fleets to create the composite fleets that the public can hire.
A. Composite Fleet One (Truckload Division): 60% of its truckload fleet, 70% of its 3PL fleet
B. Composite Fleet Two (Intermodal Division): 40% of its truckload fleet, 30% of its 3PL fleet, 100% of its hired rail, 80% of its hired dray fleet, and 40% of its own
dray fleet
C. Composite Fleet Three (Dray Division): 20% of its hired dray fleet, 60% of its own dray fleet
Figure 21: Summary of Required Input Information
Select
'to return to the Assistance for New Users screen.
TOOL HELP AND NAVIGATION SCREEN
This screen presents the complete list of buttons available throughout the Tool (Figure 21). Becoming
HELP
familiar with these buttons will make completing the Tool easier and faster. Select the I
button for additional information regarding the data entry requirements for a given screen. Of special
note is the small question mark ([?]), which appears next to new concepts when they are introduced
throughout the Tool. Selecting the question mark will reveal additional definitions of terms or
instructions to help you complete the data fields properly.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 26
-------
SmartWay; Tool Help and Navigation
•SmartWay
Data Year
2015
OMB 2060-0663
Expiration Bate 07/31/2017
(Revised 2014}
Multi-modal
United States Version: 2.0.15
Released on: 05/19/2016
Tool Help and Navigation
Throughout the Tool, you will see numerous buttons. Becoming familiar with these buttons will make completing the Tool
easier and faster. If a button contains an underlined character, you can also select that button using the keyboard by typing
the {Alt} key along with the underlined character.
ADD
COMMEHTS
EDIT/VIEW
COMMENTS
VALIDATE
SCREEN
QUIT
Provides instructions for completing each screen.
Allows you to add notes or clarifications. The
button text changes if a comment has been
entered.
Checks your data input for missing or invalid
information.
Enlarges the text on the screen.
Sends an image of the screen to your default
printer.
Closes the tool.
Brings you back to the Home screen.
Proceed to the next screen.
Return to the previous screen.
Provides additional information about data entry
fields.
Screen Unk to video instruction regarding Tool data entry
Demo an(j use.
Page MM-7
Figure 22: Tool Help and Navigation Screen
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 27
-------
SCHEDULE OF TOOL DUE DATES SCREEN
The Schedule of Tool Due Dates screen shows the release dates and due dates for the various Partner
tools for the 2016 calendar year (Figure 23). The screen also shows how the outputs from the various
carrier tools serve as inputs to other "downstream" tools such as Multi-modal, Logistics, and Shipper.
SmartWay: Schedule of Tool Due Dates
•SmartWay
Data Year
2015
OMB 2060-0663
Expiration Date O7/31/2017
[Revised 2014)
Multi-modal
United States Version: 2.0.15
Released on: 05/19/2016
SmartWay Partner Schedule and Data Flow Diagram
Tool release and due dates for 2016 calendar year using 2015 data
Feb
Apr
Oct
Dec
Truck Tool
Available January 7
Group 1
Due March 4
Group 2
Due April 8
Group 3
Due May 6
Rail Tool
Available February 3
Due May 6
Barge Tool
Available February 3
Due May 6
Air Tool
Available April 2
Due May 6
MultimodalTool
Available May 19
Accepts Truck, Railr Barge r
and Air Data
Due June 24
Logistics Tool
Available July 8
Accepts Truck, Rail, Baroe, 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 MM-8
Figure 23: Screenshot of the Shipper Schedule Screen
After returning to the Assistance for New Users screen, you may select the
Link to the SmartWay website
jutton to proceed to the SmartWay website where you can view and
download additional information about the program, the Tool, and the technical basis for the
calculations in the Tool.
After selecting the " ^^ button on the SmartWay Assistance for New Users screen, the SmartWay
Partnership Annual Agreement will appear.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 28
-------
THE "SMARTWAY PARTNER AGREEMENT" SCREEN
SmartWay Partnership Annual Agreement
Data Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014)
Multi-modal
United States Version: 2.0.15
Released on: 05/19/2016
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 resuts 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 avaibble 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 rails 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 cbim 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 constitutes agreement to all terms in this Partnership Agreement.
No separate agreement need be submitted.
By checking the box below, I declare that the information submitted via this Tool is, to the best of my knowledge, accurate. I understand that any
person who, in the course of negotiating or performing under this Agreement, makes, presents or submits a false or misleading statement to the
government, or any person who makes a material omission in the course of negotiating or performing under this Agreement, may be subject to
liability under all applicable civil and criminal statutes including 18 U.S.C. 1O01 (criminal liability for false statements), 31 U.S.C. 3801 - 3812 (civil
liability for fabe statements) and 31 U.S.C. 3729-33 (The False Claims Act).
|I understand and agree to the terms of this agreement.
QUIT
Figure 24: SmartWay Partnership Annual Agreement
Select to
accept
Agreement
Page MM-9
Submitting a SmartWay Multi-modal Carrier Tool to EPA constitutes agreement to all terms in the
Partnership Agreement, so please review this screen or the text version in Part 1 of this Users' Guide
series before sending your Tool to EPA.
To reach the data entry sections of the Tool, you must agree to this language to join the SmartWay
Transport Partnership by selecting the check box at the bottom of the screen.
SmartWay Multi-modal Carrier 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 constitutes a violation of the terms of the Agreement and will mean
that you will not have a current SmartWay registration, and will result in immediate removal of your
company name/fleet from the SmartWay Partner list.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 29
-------
AUTO-POPULATE SCREEN
Before proceeding to the Home screen you will see the Auto-populate Initial Steps screen (Figure 25).
SmartWay Auto-populate Initial Steps
-SmartWay*
Data Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014)
Multi-modal
United States Version: 2.0.15
Released on: 05/19/2016
If you are an existing partner, or if you used the new "On-ramp" in the Partner Portal you can now auto-populate some of the data fields
in the tool (Partner Name and Contact Information, plus Fteet Description(s) for returning partners) by providing your SmartWay ID. If you
choose to auto-populate, the tool will automatically import these data and will display it for your review. You can then make changes or
edit the data in the Tool as needed.
If you already have a SmartWay ID, enter it here:
If you do not have your SmartWay ID, but were designated as the Working Contact or the
Executive Contact in last year's tool submission or in your online application, you can use
this link to have your SmartWay ID entailed to you.
y SmartWay ID
Auto-populate initial steps
If you wish to auto-populate the initial data fields, select this button.
If you don't have a SmartWay ID, or would prefer to enter all your information manually, select "Next" to continue.
Need more help?
Contact your Partner Account Manager,
call the SmartWay helpline at (734) 214-4767,
or email us at smartway_transport@epa.gov.
QUIT
Figure 25: Auto-populate Screen
Page MH-10
This screen allows you to input your SmartWay ID and automatically upload the information for the
initial steps of the Tool (Partner Name, Contact Information, and, for existing Partners, Truck and
Logistics Fleet Information), based on your prior year's submittal or, if you are a new partner, name and
contact information submitted through the Partner Portal "On-ramp". This option can save time and
ensure naming consistency for your contacts and fleet(s) from year to year.
If you prefer to enter this data manually, you may select
to skip this screen.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 30
-------
If you are the designated Working or Executive Contact for your company, but do not have your
SmartWay ID, you may have it emailed to you it by selecting •ttfiiltt IfilittfiiililifiKliifl. After entering
your SmartWay ID select iBiUiiBiiUilUfimillUMlliiifil I and a summary of the data to be imported
into the Tool will appear for your review. At this point you may reject the data import by selecting
Undo
When ready, select
to be taken to the SmartWay Multi-modal Carrier Tool Home screen.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 31
-------
Basic Overview of How to Complete the Tool
All data entry screens are reached by starting with the Home screen.
Figure 26 displays the Home screen for users that have not selected the auto-populate option on the
previous screen. (See page 61 to view an example Home screen after auto-population.)
SmartWay Multi-modal; Home
-SmartWay9
Data Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014}
Multi-modal
United States Version: 2.0.15
Released on: 05/19/2016
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):
2.
Contact Information
3. Define Your Component Fleets
4.
Download Latest SmartWay Carrier Data file
5. Select Component Fleet for Data Entry
ll
Define your Composite Fleets
Give us Feedback
Generate a (.xml) data file
JM Optional survey to help us improve your SmartWay experience.
^ I To complete your submission, email the small (.xml) data file and your targe (.xls) tool file
J to EPA. If your email size limit cannot handle the tool file, send on!/ the smaller data file.
YOUR RESULTS
View Your Data Reports
Visit the SmartWay Partner Portal
Review your Year-to-Year Performance
QUIT
Screen
Demo
Page MM-11
Figure 26: Main Tool Navigation or Home Screen
From the Home screen, you can:
1) Enter your Partner Name;
2) Fill out company and contact information;
3) Define your component fleet(s) by mode;
4) Download the latest SmartWay Carrier data file;
5) Enter data to characterize your component fleet(s);
6) Define your composite (multi-modal) fleet(s);
7) Complete a SmartWay Satisfaction and Feedback Survey;
8) Create final version to submit to EPA
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 32
-------
9) View results of your data entry;
10) Review year-to-year comparisons; and
11) Visit the SmartWay Partner Portal.
SECTIONS OF THE TOOL
The Multi-modal Carrier Tool Home screen contains eight primary sections. Each section links to
additional screens or worksheets within the Tool which are described below:
1. Enter Partner Name (data field): Here you will enter the name of your organization, exactly as it
should appear on the Partner Listing of the SmartWay Web site.
2. Contact Information (button): This button takes you to a screen that asks for general company
contact information, a SmartWay working point of contact, and an executive-level contact.
Additional contacts may also be included.
3. Define Component Fleets (drop-down selection list):
a. Select the mode(s) of interest from the drop-down selection list. The Multi-modal
Carrier Tool currently allows users to define truck, logistics, barge, air and rail
component fleets.
b. When you select a Carrier mode, the software will automatically display screens where
you will define all of the fleets your company operates in each transport mode. You will
provide information describing the operation of those fleets.
4. Download SmartWay Carrier File (button): Select this button to download the latest SmartWay
Carrier performance data for use with logistics component fleets.
5. Select Component Fleet for Data Entry (list): Select a component fleet to provide the activity,
performance and fleet composition information necessary to calculate the efficiency metrics
for your carrier fleet.
6. Define Your Composite Fleets (button): This selection will allow you to identify your composite
fleets (made up of one or more of your component fleets) and to allocate total annual
mileage and ton-miles across the corresponding component fleets. For example, a
"composite fleet" representing intermodal services might include three component fleets -
one logistics carrier and two truck carrier fleets.
7. Give Us Feedback (button): In this optional step you can give EPA feedback about the SmartWay
Program.
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, along with the
Tool itself. Selecting the OK button on this screen does not automatically submit the file to EPA;
you still need to submit it to EPA by attaching it in an e-mail.
The Home screen also contains three additional buttons that may be selected to review your data. EPA
strongly encourages you to review these options closely before submitting your files.
9. View Your Data Reports (button): This button will display a reports menu screen which has
multiple options for viewing and printing all of the data, as well as performance data for either
your Component Fleets or your Composite Fleets
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 33
-------
10. Review Your Year-to-Year Performance (button): This option allows you to compare previous
year data entries to one another or to the data entered for the current year. The comparison
reports provide a useful tool for performing quality control of current data, as well as a method
for evaluating trends in operation changes, activity levels and fleet performance over time.
11. Visit the SmartWay Partner Portal (button): Selecting this button takes you to the SmartWay
Partner Portal where you can access your Registration Document, Logo information and files,
and SmartWay Press Releases.
ENTERING YOUR DATA
The first six sections of the Home screen are mandatory, and should be completed in order. These
sections comprise all the data collection steps needed to complete your SmartWay Multi-modal Carrier
Tool. After they are completed, you can review your output and/or submit your files to EPA.
Once you complete each mandatory step, a I I will appear on the left of the screen.
VALIDATING YOUR DATA
The Tool includes range checks and other validation rules to help identify potential data entry errors
and/or unusual data values. To identify potential data problems and ensure a high quality data
submission, select the
VALIDATE
SCREEN
button before moving on to the next screen.
The Tool will identify any potential data problems on that screen and prompt you to modify the entry or
provide a text explanation for legitimate anomalies.
SAVING YOUR DATA
You can save the data you have entered at any time by selecting the K^fM^ button that appears at
the bottom of all screens (including the Home screen). EPA recommends saving your data frequently if
you are entering information for large numbers of fleets and/or vehicle classes.
REVIEWING YOUR DATA
Each screen within the Tool has a ^BMMiifl 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
identify the report of interest using the Reports Menu, and print them out for review. The data reports
are discussed further in the
View Your Data Reports
J section of this guide.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 34
-------
SUBMITTING DATA TO SMARTWAY
Detailed instructions on properly submitting your data to EPA are included in this guide on page 69.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 35
-------
PART 3:
SECTION-BY-SECTION
DATA ENTRY GUIDANCE
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 36
-------
Entering Your Data
You should complete the first six sections of the Home screen (see Figure 27) in order.
The next six sections of this guide explain how to enter your data on each of the
required and optional screens.
SECTION 1 DATA ENTRY: ENTER PARTNER NAME
Enter the name of your organization, exactly as it should appear on the Partner Listing of the SmartWay
Web site.
SmartWay Multi-modal; Home
•SmartWay
Data Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014}
Multi-modal
United States Version: 2.0.15
Released on: 05/19/2016
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):
2.
Contact Information
3. Define Your Component Fleets
Download Latest SmartWay Carrier Data File
Enter Name Here
5. Select Component Fleet for Data Entry
IJ
Define your Composite Fleets
Give us Feedback
Generate a (.xml) data Tile
JM Optional survey to help us improve your SmartWay experience.
| To complete your submission, email the small (.xml) data file and your large (.xls) tool file
• | to EPA. If your email size limit cannot handle the tool file, send only the smaller data file.
YOUR RESULTS
View Your Data Reports
Visit the SmartWay Partner Portal
Review your Year-to-Year Performance
QUIT
Screen
Demo
Page MM-11
Figure 27: Step 1 - Enter 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 and Logistics companies can identify your fleets for their reporting purposes. The name EPA
lists is known as your "Partner Name" and is defined within Section 1 of the Multi-Modal Carrier Tool.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 37
-------
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 Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 38
-------
SECTION 2 DATA ENTRY: ENTER CONTACT INFORMATION
From the Home screen, select the I
Contact Information
button.
SmartWay9
Data Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014}
Multi-modal
United States Version: 2.0.15
Released on: 05/19/2016
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):
| ABC Freight, Inc.
2.1
3. Define Your Component Fleets
4.
Select "Contact Information"
Download Latest SmartWay Carrier Data File
5. Select Component Fleet fo
ir Data Entry ' I
Define your Composite Fleets
Give us Feedback
Generate a (.xml) data file
I _lJ
°Ptic™' survey to help us improve your SmartWay experience.
To complete your submission, email the small (.xml) data file and your large (.xls) tool file
to EPA. If your email size limit cannot handle the tool file, send only the smaller data file.
YOUR RESULTS
View Your Data Reports
Visit the SmartWay Partner Portal
Review your Year-to-Year Performance
Figure 28: Accessing the Contact Information Screen
You will then be taken to the Contact Information screens. These screens will ask you to, provide the
following information:
1. Company Information
2. Working Contact information
3. Executive Contact (Vice President or higher)
4. Other Contacts
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 39
-------
SmartWay: Contact Information
Working Contact
Executive Contact
Other Contacts
Addressl* 1123 Main St.
AddressZ
City*
| Albany
State
* |NY _1J ZIP* |S5749
Country* USA
Main Phone* 1587-263-9475
Toll Free 1888-596-7425
Web Site | www.abcfreight.com
There must be at least two different people that SmartWay can contact. The Working Contact is the person assigned
to work directly with EPA regarding timely and accurate Tool submission, and maintaining direct communication with
SmartWay.
The Executive Contact is the company executive who is responsible for agreeing to the requirements in the SmartWay
Partnership Annual Agreement and ensuring timely submission of the Tool to SmartWay. The Executive Contact
should be a Vice President or higher-level representative for the company.
?| Working Contact:
Name F 3 First*
Title* |vP Operations
?J Executive Contact:
Name JM's. jj First* | Janice
Title* |CEO
* - Required
HI
Last* jcollingsworth
MI
fi~ Last* |lange
VALIDATE
SCREEN
PageMM-12
Figure 29: Entering Company and Contact Information
Each field marked with an asterisk must be filled out. You will not be able to submit
the Tool to SmartWay without this information.
Steps for Entering Contact Information:
Under the Partner Information tab:
1. Enter the Company data.
2. Enter the Working Contact name and title.
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
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 40
-------
Working Contact is responsible for coordinating the assembly of information to
complete/update fleet data; completing and updating the Tool itself; maintaining direct
communication with SmartWay; and keeping interested parties within the company apprised of
relevant developments with SmartWay.
Under the Working Contact tab:
SmartWay: Contact Information
Pa rtn er Inform ation
Executive Contact
Other Con tacts
Please enter information about your Working Contact here.
Name
| Michael Collingsworth
Use Partner Address
123 Main St.
Addre5sl*
Address2
City* | Albany
Phone* 1587-196-3487
Email*
ZIP* 85749
State* |NY jj
ExtfTTi Cell (563-987-1589
Country* USA
Fax 563-987^628
| mcollingsworth Oabcfreight.com
Confirm Email* mcolling5worth@abcfreight.corr|
! - Required
VALIDATE
SCREEN
Figure 30: Working Contact Information Screen
1. Enter the Working Contact information. If the Working Contact shares the same address as
the company, you may select the!
Use Partner Address
button to auto-populate the
address section of this record. Enter the email address twice to confirm its accuracy. When
confirmed a
will appear to the right.
NOTE: To ensure that e-mails from SmartWay/EPA are not blocked, new contacts may need to
add SmartWay/EPA to their preferred list of trusted sources.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 41
-------
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 Executive Contact tab:
SmartWay: Contact Information X
Partner Information
Working Contact Executive Contact Other Contacts
Please enter information about your Executive Contact here.
Name
Janice E Lange
• Use Partner Address
Addressl*
Address2
123 Main
City* [Albany
Phone*
St.
State* |NY jj ZIP* 85749 Country* JUSA
596-748-5967 Ext|ll4 Cell 859-687-4896 Fax |859-367-4829
Email* |jlange(9abdTeight.com ^ j
Confirm Email* |jlange@abcfreight.com!
Required
HOME
Figure 31: Executive Contact Information Screen
Page MM-H
1. Enter the Executive Contact information. If the Working Contact shares the same address
as the company, you may select the!
populate the address section of this record.
Use Partner Address
button to auto-
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 42
-------
4. Enter Other Contacts. Add additional contacts as necessary.
Under the Other Contacts tab:
SmartWay: Contact Information
Partner Information
Working Contact
Executive Contact
Other Contacts
Please enter information about your additional contacts here.
Other Contacts:
Add New Contact
Edit Selected Contact
Delete Selected Contact
Page MM-15
Figure 32: Other Contact Information Screen
1. Enter Other Contacts (if applicable) by selecting the
Add New Contact
I button.
2. Enter the first Other Contact then select I
I when done.
Note: You must supply at least two unique contacts on the contact screen to ensure
EPA has access to at least two people for Tool submission follow-up.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 43
-------
NOTE: In some cases, companies with multiple fleets will gather information from
different sources within the company. You may find it useful to have this additional
contact information stored within the Tool.
You can add more contacts to the Other Contacts box by repeating this process. If you wish to
edit an existing contact's information, highlight the name you wish to edit and then select the
Edit Selected Contact
Delete Selected Contact
button. You can remove an existing contact by highlighting the
contact and then selecting
VALIDATE
SCREEN
To make sure you have filled out all required contact information, select ••••••at the
bottom of the screen on the Partner Information tab. If any information is missing or invalid, a
dialogue box will appear informing you what additional information is required.
HOME
5. Next select the fgfg^f button to return to the Home screen and go to Step 3.
SECTION 3 DATA ENTRY: DEFINE YOUR COMPONENT FLEETS
Understanding Component and Composite Fleets:
Multi-modal companies are somewhat more complicated to characterize than truck, rail or barge-only
companies. Often, multi-modal services are comprised of a wide range of truck, rail, barge, and/or dray
services that may be provided by the company or purchased from third party providers by the company.
To properly characterize the emission rates for multi-modal companies, one must account for this wide
variety of operations and service levels.
Note: Multi-modal rail freight is defined as any freight transported by a multi-modal
carrier, which may include intermodal containers as well as other cargo
configurations such as boxcars, tanker cars, etc.
To accomplish this SmartWay has developed the concept of "component" and "composite" fleets.
Composite fleets are entities that your customers can hire to move their freight. For example you may
have a Truckload Division and an Intermodal Division, whereas Component fleets are organized around
your internal management of the company.
In the Multi-modal Carrier Tool you will be asked to input data for all of your component fleets which
will include those you own and manage as well as any hired services you purchase. Once these
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 44
-------
component fleets have been characterized you will be asked to build your composite fleets (the ones
the public sees and can hire) from your component fleets. This process will attribute the appropriate
weighted emission factors to your composite fleets, and demonstrate to your customers the benefits of
using your multi-modal freight services.
Example: Company "J" has a Truckload Division, an Intermodal Division, and a Dray Division that the
public can hire. Internally the company has its own truckload fleet, it hires a 3PL, it hires rail services, it
has its own dray fleet, and it hires dray companies.
The Truckload Division's services are provided by its own truckload fleet and its hired 3PL fleet.
The Dray Division's services are provided by its own dray fleet and hired dray services.
The Intermodal Division's services are provided for by its own truckload fleet, its own dray fleet, its hired
rail services, and its hired dray services.
Therefore the partner defines the following component fleets:
1. For its truckload fleet (using the Truck Mode selection)
2. For its dray fleet (using the Truck Mode selection)
3. For its 3PL fleet and hired dray operations (using the Logistics Mode selection)
4. For its rail operations(usingthe Rail Mode selection)
The partner will then assign the appropriate operations of these component fleets to define the
composite fleets that the public can hire:
Composite Fleet One: Truckload Division
60% of its truckload fleet, 70% of its 3PL fleet
Composite Fleet Two: Intermodal Division
40% of its truckload fleet, 30% of its 3PL fleet, 100% of its hired rail, 80% of its hired dray fleet,
and 40% of its own dray fleet
Composite Fleet Three: Dray Division
20% of its hired dray fleet, 60% of its own dray fleet
NOTE: Drayage operations should be included in the SmartWay Multi-modal Tool if
your company controls drayage movements (e.g., receives payments directly to move
the freight using your own drayage trucks, or purchases drayage services directly
from a third party).
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 45
-------
SPECIAL CASE: Freight carried by a partner's component truck fleet (A) for their composite intermodal
business unit (B) should be allocated to business unit (B) in the "Allocate Component Fleets" tab
(accessed through Section 6. of the Home screen). It should not be added in the Logistics section of the
Tool, which would create a risk of "double-counting" that freight.
Defining Component Fleets:
On the Home screen select the pull-down menu next to "Define Your Component Fleets" to display the
available component fleet modes. The Multi-modal Carrier Tool currently allows users to define truck,
logistics, barge, air and rail component fleets. Other modes will be added to the Tool in the future,
including an ocean-going vessel.
Note that some terminology on the Define Component Fleets screens are slightly inconsistent between
the Truck mode and the others modes such as Logistics, however the modes generally work and act the
same. For example, "fleets" within the Truck mode are referred to as "Business Units" within the
Logistics mode.
SrnartWay Multi-modaf: Home
SmartWay®
Data Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014}
Multi-modal
United States Version: 2.0.15
Released on: 05/19/2016
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):
ABC Freight, Inc.
Contact Information
....Air
Barge
Logisbcs
Roil
Truck
5. Select Component Fleet for Data Entry _
6.
7. I
8.
Define your Composite Fleets
Give us Feedback
Generate a (.xml) data file
I.'I
Optional survey to help us improve your SmartWay experience.
To complete your submission, email the small (.xml) data file and your large (.xts) tool file
to EPA. If your email size limit cannot handle the tool file, send onfy the smaller data file.
YOUR RESULTS
View Your Data Reports
Visit the SrnartWay Partner Portal
Review your Year-to-Year Performance
Page MM-11
Figure 33: Selecting Component Fleet Modes on Home Screen
When you select a Component Carrier Mode, a set of screens will automatically appear allowing you to
characterize your fleet(s) for that mode.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 46
-------
There are four screens in the Truck Fleet Characterization section of the Tool. These screens are also
common to the Logistics section:
1. Identify Fleets
2. Fleet Details
3. Operation Categories
4. Body Types
Screen 1: Identify Fleets is shown below for the Truck mode. Note that the data entry screens for
Logistics Carriers contains the same required fields as for the Truck mode, with the exception of the
"95+% Control" field, as discussed below.
SmartWay Truck: Fleet Description(s)
Fleet Details
Operation
Body lypes
Input information for each component truck fleet operated internally by your company. Component fleets are fleets organized around your internal
management of the company, while Composite Fleets (defined under Step 6 on the Multi-modal Tool Home screen}, represent entities that your customers
can hire to move their freight. For example, component fleets might include truckload, dray, and/or 3PL fleets. Component fleets serve as the building
blocks for your Composite Fleets.
Truck Fleet names should start with your Company Name first (corresponding to the left hand column below), followed by the Fleet Identifier
(corresponding to the second column below). If your company has only one fleet, you may leave the Fleet Identifier field blank.
To add component 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.
Delete
Partner Mame
Fleet Identifier
Fleet Nan
f" [~1~ IABC Freight, Inc.
ABC Freight, Inc.
Figure 34: Identifying Component Fleets
Steps for Completing "Identify Fleets" Screen
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 47
-------
Using data collected using Worksheet #2: Component Fleet Characterization in the Part II Workbook,
enter data for your first fleet:
• Fleet (Partner Name): Each of your component fleet names will begin with the name of your
company. This fleet name will be whatever you enter in the Fleet Name (Partner Name) field on
the Identify Fleets screen. By default, this field is automatically populated with the first 50
characters of the Partner Name that was entered on the Home screen. Whatever you enter for
Fleet Name for the first fleet will automatically be used for any additional fleets you add.
Similarly, any edits you make to the Fleet Name for the first fleet will automatically be reflected
on each subsequent fleet. Note that this field is called Company Name for Logistics component
fleets.
• Fleet Identifier: Please make sure to specify each fleet identifier name exactly as you want it
displayed on the SmartWay website, including proper capitalization, any abbreviations, and
punctuation. Remember that it will automatically be combined with the Fleet Name (Partner
Name) field. NOTE: If you have only one fleet, you may leave the Fleet Identifier field blank, in
which case your fleet name will simply be your Partner Name. Note that this field is called the
Business Unit Identifier for Logistics component fleets.
Adding and Deleting Component Fleets
To enter another component fleet, select the Add Another Fleet button. To delete a component fleet,
select the box next to the row you wish to delete, and then select the Delete Checked Rows button.
Once you have confirmed or modified the Partner Name and specified the Fleet Identifiers, the full Fleet
Names will be displayed on the screen to the right of the screen.
Adding Comments/Notes
Creating useful comments assists SmartWay Tool reviewers in approving your Tool as quickly as
possible. Your comments help reviewers understand your business model. Any details that you can
provide related to your business operations will speed up approval time.
Please note the E J button located at the bottom of the screen. This allows you to enter
|\ notes about the collection process, your assumptions and methods, data, or other information.
These details could prove useful for your reviewer when you or someone else fills out the Tool
next year. If comments have been added for a particular screen, the E 3 button will now read
Ito indicate to your reviewer that there are comments to be read.
VIEW/EDIT
COMMENTS
HELP
button is also available should you need assistance. You will also notice small gray icons
with question marks [?] displayed throughout the Tool. When clicked, these icons provide additional
information about specific items located on the screen.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 48
-------
To proceed, select the Fleet Details tab at the top of the screen, or simply select the
button at the bottom of the screen.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 49
-------
Screen 2: The Fleet Details screen is shown below for the Truck mode.
SmartWay Truck: Fleet DeEcription(s)
Identify Fleets Fleet Details
Body Types
This screen asks you to provide information that your customers will use to search for your fleet in their own SmartWay toots.
• First, remember that you selected this tool because your company "controls" its own truck fleets. (If you move 10°/n or more of your freight by
rail, air, or barge, or have a logistics division, you should use the Multi-modal tool.)
• "Control" means that your company owns or leases, and routes and maintains, the trucks in its fleet for at least 95% of the miles traveled.
For each of these fleets, check the 95+% Control box to verify this status.
• Enter your SCAC, HCN, NSC, and DOT information if available. It is important to provide as much information as you can, because if your customers
can't find your fleets, they may assume you are NOT a SmartWay Partner and may contact you regarding your SmartWay status.
• Enter your Fleet Type.
Partner/Fleet Name
ontrol _lJ 5CAC(s) Jj HCN j] DOT _lJ
Beet Type
L
1: ABC Freight, Inc.: Overnight Ground
I
2: ABC Freight, Inc.: Express Ground
3; ABC Freight, Inc.: Priority Ground
1128998 3335693
2523279 5744826
i.
BACK SAVE
PageT-2
Screen
Demo
Figure 35: Fleet Details (Truck Mode)
Steps for Completing "Fleet Details" Screen
Using data collected using Worksheet #2: Component Fleet Characterization in the Part II Workbook,
enter data for your fleets. For each you will need to specify:
• 95% Control: Select this box if your company controls over 95% of the operation of each fleet,
weighted by miles. "Control" means that you operate/route the fleet, regardless of ownership
status. Control includes dedicated fleets that you operate for other parties. If you contract out
more than 5% of the fleet's operation, the Logistics mode should be selected instead for that
fleet. (Note this box is not included in the Fleet Details screen for the Logistics mode selection.)
The key question regarding definition of "control" is: Am I able to influence the fuel efficiency of
the trucks, and can I collect data on the trucks? SmartWay understands that control within the
trucking business exists along a continuum. On one hand, some fleets purchase their own trucks,
spec, maintain, and route the trucks, and have full operational control over the trucks, for
example controlling the speed the trucks are allowed to drive, when and where they can idle,
etc. These fleets have a high degree of control. On the other end of the continuum, some
companies hire other parties to move the freight, and other than assigning a load with a
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 50
-------
pickup/destination point, have no interaction with the freight delivery, or ability to influence the
fuel efficiency of the truck or the collection of data on the truck.
If you can actively affect the fuel efficiency of the truck and collect the data necessary on that
truck to include in this Tool, you have control. SmartWay understands that there are many
organizational/operational permutations in the trucking industry and there may be "gray" areas
that need further clarification. If you still have questions, you may contact your assigned
SmartWay Partner Account Manager or the SmartWay help line at 734-214-4767.
• Standard Carrier Alpha Codes (SCACs): The Standard Carrier Alpha Code is a unique 2-4
alphabetic character code used by the transportation industry to identify transportation
companies. If your fleet has a SCAC, please input that information. If you have a single fleet that
has multiple SCACs, enter all of the codes into the SCAC field, and separate them with commas.
It is not required to enter SCAC information for each component fleet. SCACs are assigned by
the National Motor Freight Traffic Association, Inc., (NMFTA). If you cannot remember your
SCAC(s), please contact NMFTA before proceeding. You can find NMFTA contact information at
http://www.nmfta.org/Pages/ContactUs.aspx.
• Motor Carrier Number (MCN): The Motor Carrier Number is a 5 to 7 digit number provided by
the Federal Motor Carrier Safety Administration. If your fleet has a Motor Carrier Number,
please input that information. It is not required to enter MCN information for each component
fleet.
• Department of Transportation (DOT) Numbers are carrier identification number issued to all
carriers in the U.S. by the Federal Motor Carrier Safety Administration, and can be up to 7 digits
in length.
• National Safety Code (NSC) Numbers are carrier identification numbers issued to fleets with
Canadian registration.
NOTE: Entering SCACs, MCNs, DOT, and NSC numbers are optional; however, if you
have this information you are encouraged to supply it to make sure that SmartWay
Shippers and Logistics companies can identify you.
Fleet Type: Fleet Type is defined as the service type for your fleet. There are two options
accepted by the Tool—"For-Hire," "Private," and "Dedicated." If your company has only one
fleet, your "Fleet Type" selection will reflect your company's operations as a whole. If there are
multiple fleets, each will have its fleet type defined separately.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 51
-------
Screen 3: The Operation Categories screen is shown below (Figure 36).
SmartWay Truck: Fleet Description!^]
Identify Fleets Fleet Details
Body Types
For each fleet, enter the percentage of total miles driven that fall into each operation category. Percentages must sum to ICC percent for each fleet.
JLJ
Partner/Fleet Name
Less Than Package
Truckload Truckload Drayage Delivery Expedited Total
1: ABC Freight, Inc.: Overnight Ground
2: ABC Freight, Inc.: Express Ground
: ABC Freight, Inc.: Priority Ground
100
50
25
50
25
100
100
100
Figure 36: Operation Screen (Truck Mode)
Steps for Completing "Operation Categories" Screen (Truck Mode Only):
For each component fleet, fill out the Operation Category (%) information by indicating the percentage
of operation on a mileage basis. Operational categories include:
• Truckload (TL) - Truckload shipping is the movement of large amounts of homogeneous cargo,
generally the amount necessary to fill an entire semi-trailer or intermodal container. A truckload
carrier is a trucking company that generally contracts an entire trailer-load to a single customer.
• Less-than-truckload (LTL) - Less-than-truckload carriers collect freight from various shippers and
consolidate that freight onto enclosed trailers for linehaul to the delivering terminal or to a hub
terminal where the freight will be further sorted and consolidated for additional linehauls.
• Drayage - Predominantly associated with port, or rail-head connections where freight is picked
up, and moved to another transfer facility or transport mode terminal. Often these moves are
short in nature, but can be longer depending on specific situations.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 52
-------
• Package delivery (PD) - Commonly referred to as parcel delivery, this category covers
operations characterized by residential or business package delivery/pickup, consisting primarily
of single or small groups of packages. It does not include larger scale pickup delivery operations
that are more properly characterized as LTL operations. Common examples of this type of
operation are the brown UPS and white FedEx delivery vehicles.
• Expedited - Time-sensitive freight shipments, with trucks typically on stand-by.
Enter the percent of each operational category based on approximate mileage. This percentage
calculation does not need to be exact but should be reasonably reflective of your fleet.
Screen 4: Body Types is shown below (Figure 37).
SmartWay Truck: Fleet Description(s)
Identify Fleets Fleet Deta II;
Operation
For each fleet, enter the percentage of total vehicles by body type. Percentages must sum to 100 percent for each fleet.
When finished, select the CREATE FLEET(S) button at the bottom of this screen to create the data entry forms for your fleets.
Partner/Fleet Nnmc
Heavy/ Auto Special
Dry Van Reefer Flatbed Tanker Chassis Bulk Carrier Moving Utility Hauler Tnh|
1: ABC Freight, Inc.: Overnight Ground
Z: ABC Freight, Inc.: Express Ground
3: ABC Freight, Inc.: Priority Ground
100
50
100
100
100
100
CREATE FLEET(S)
I,
BACK I SAVE
Figure 37: Body Types Screen (Truck Mode)
Steps for Completing "Body Types" Screen (Truck Mode Only):
Next, fill out the Body Type fields, indicating the percentage by body type for each component fleet.
Body Type categories include:
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 53
-------
• Dry van
• Refrigerated (Reefer)
• Flatbed
• Tanker
• Intermodal chassis containers (pooled and owned)
• Heavy/Bulk hauler
• Auto carriers
• Moving
• Utility1
• Special hauler (e.g., Hopper, Livestock, and other specialized carriers)
The percentages specified can be approximate, based on vehicle populations. The percentages for each
fleet must sum to 100%.
Once you are sure your information is input correctly, you may select the
mutton at the bottom of the page.
If, at a point later in the data entry process, you realize that you need to add a new fleet or delete an
existing fleet, you can return to the Identify Fleets screen. To add a new fleet, follow all of the
instructions on the screen regarding defining your fleets, including selecting the
I button. When you select this button, the system will create blank
data entry forms only for the new fleet(s) you have added; the existing fleets will not be affected.
If you need to delete an existing fleet, simply select the box next to the fleet and then select the
••••••••iliH I button. Note that, if you have already generated data entry forms for the
fleet you are deleting, the system will prompt you to confirm the deletion.
If you choose to delete a component fleet, and if you have allocated any activity to
this fleet to the composite multi-modal fleets (defined under Step 6 on the Home
screen) then you must re-allocate your composite fleet activity to reflect this change.
Similarly, adding a new component fleet may require modifying your composite fleet
activity allocations under Step 6 as well.
1 The utility category encompasses class 2b to 8b vehicles that do not carry typical commercial freight. Examples include garbage,
recycle, service, work, dump, landscape, cement, bucket, boom, ambulance, armored, fire, farm, wrecker and other similar trucks.
Because these trucks do not carry traditional freight payload, the user should self-define their payloads so as to make the emissions
per payload efficiency useful to the user. SmartWay will not use the emissions per payload results for the utility category. Users may
experience yellow or red warning labels on the Activity screen of the Truck component due to the unique nature of utility "payload."
In the case of red alerts, simply input text defining your special conditions in the required text boxes that appear.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 54
-------
HELP
ADD
COMMENTS
HOME
As on the other screens there is a ^HlBHfl button as well as an """""'" button. Selecting I
will take you back to the Home screen (see Figure 33). At this point you may define another component
fleet following the same process, or proceed to Step 4 on the Home screen.
Data Requirements for Business Unit Characterization Screen (Logistics Mode Only):
The Business Unit Characterization screen is shown below.
SmartWay: Business Unit Characterization - Logistics
Identify Logistics Business Units | Logistics Business Unit Details I
Enter the percentage of total activity associated with each Business Focus category. Percentages should sum to 100 for each of your Business Units.
When you have filled out the required information, select the "Create Business Unites)" button at the bottom of the screen.
Business Focus {%)
Business Unit name
Logistics
Provider
Freight
Forwarder
_d
Freight
Broker
Truck
Carrier
Rail
Freight
Broker lotal
1: ABC Freight, Inc.: Southwest
2: ABC Freight, Inc.: Northeast
100
50
1DO
100
CREATE BUSINESS UNIT(S)
Figure 38: Business Focus Screen (Logistics Mode Only)
For each Logistics business unit you will need to specify the percent of total activity associated with the
different Business Unit Focus categories, listed below.
• Logistics Provider: Logistics providers are non-asset based third parties that provide multiple,
bundled logistics services. They may be involved in material management, transportation
management, inbound and outbound freight, inventory management, 4PL activities,
warehousing, cross dock, kitting, packaging, and sub assembly processes.
• Freight Forwarder: Freight forwarders are documentation specialists and consolidators of
freight such as LTL (less than truckload) and LCL (less than container load). Freight forwarders
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 55
-------
normally provide pickup and delivery for domestic and international shipments, and provide the
property transportation for a compensation or fee basis.
• Freight Broker: A freight broker buys and sells transportation services and normally works on
behalf of a carrier or shipper.
• Truck Carrier: Truck carriers operate their own managed fleet (owned or leased). These fleets
can be for-hire or private/dedicated. Refer to "Choosing the Right Tool for your Business Units"
in Part I of this guide to determine if you should complete the SmartWay Truck Tool for the
Truck Carrier portion of your operations.
• Rail Freight Broker: A freight broker buys and sells transportation services and normally works
on behalf of a carrier or shipper.
The following presents the unique data requirements for other component fleet modes.
Data Requirements for Rail Fleet Characterization Screen:
The Rail Fleet Characterization screen is shown below.
Smartway Rail: Fleet De:> ,
Input information for each component rail fleet operated internally by your company. Component fleets are fleets organized around your internal management of
the company, while Composite Fleets (defined under Step 6 on the Multi-modal Tool Home screen), represent entities that your customers can hire to move their
freight. For example, component fleets might include rail, trucktoad, dray, and/or 3PL fleets. Component fleets serve as the building blocks for your Composite Fleets.
Rail Fleet names should start with your Company Name first (corresponding to the left hand column below), followed by the Fleet/Division (corresponding to the
second column below). If your company has only one fleet, you may leave the Fleet Identifier field blank.
Next select the Class for the fleet (1, 2, or 3).
To add component fleets, simply select the "Add Another Fleet" button at the bottom of the screen. Note that when you do the, the partner name portion carries
forward from the first row.
Fleet (Partner Name)
f" (~1~ IABC Freight, Inc.
(straight-line
ABC Freight, Inc.: Straight-line
Delete Checked Ro
C.:i£j'T£ f LEEHZ)
Page R-l
Figure 39: Rail Fleet Characterization Screen
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 56
-------
The fleet naming procedure for Rail fleets is identical to that for Truck and Logistics fleets. In addition,
the user must also specify the Class of the rail carrier with Class 1 corresponding to the largest North
American carriers, Class 2 to mid-sized regional carriers, and Class 3 to local shortline companies.
Data Requirements for Air Fleet Details Screen:
The Air Fleet Details screen is shown below.
. SmartwayAir: Fleet Description^)
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
El
LiJ
Service
Area
y 1 Reve
1 Cate
,1 #of
?J Aircra
1: ABC Freight, Inc. : Overnight
2: ABC Freight, Inc.: Priority
(Dedicated Freight
| Dedicated Freight
»| (National
_»J [National
T| 1 Medium
_rj |Medium
3
jj
I,
BACK SAVE
Figure 40: Air Fleet Details Screen
For each air fleet, you are asked to provide additional details.
• Fleet Type: 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
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 57
-------
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.
Data Requirements for Barge Fleet Details Screen:
The Barge Fleet Details screen is shown below.
Fleet Characterization
Fleet Details
Fleet Cargo
For each fleet specify the type of fleet (open-water barge or river barge}, the total number of barges, and the total number of tugs for each. Make sure to
report ALL vessels included in your fleet, including those used for hub operations and harbor services, as long as these are freight-related.
Partner/Fleet Name
Fleet Type
Total Number Total Number
of Barges ofTugs
1: ABC Freight, Inc.: East Coast
I Open-water Barge r
2: ABC Freight, Inc.: West Coast
Open-water Barge T|
Page B-2
Figure 41: Barge Fleet Details Screen
For each barge fleet specify the type of fleet (open-water barge or river barge), the total number of
barges, and the total number of tugs.
Data Requirements for Barge Fleet Cargo Screen:
The Barge Fleet Cargo screen is shown below.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 58
-------
martway Barge; Fleet Description^)
Fleet Characterization
FleetCargo
For each fleet, enter the amount of cargo shipped per year by commodity category. Specify the amount in short tons, except for containers. For containers,
specify the preferred unit (short tons or TEUs} using the dropdown.
A total summation is included on the far right for your information (the total will include the containers value if you specify this in short tons). If any cargo
i ill:" in the "other" category, you should add a comment describing the material shipped in the pop up screen that appears when entering the field.
When finished, select the CREATE FLEET(S) button at the bottom of this screen to create the data entry forms for your fleets.
Units for containers: | Tons _*j ?
| Commodity Group (Tons)
Partner/Fleet Name
Sand Chemicals Metallic Finished Lumber & Pulp,Paper Motor All Other
and and Farm Ores Bt Metals & Wood & Allied Vehicles & Cornmod- Total
Gravel Allied Products Scrap Products Petroleum Coke Products Products Equip. ities Tons
1: ABC Freight, Inc: East Coast 13,652,87'
3f652,374
2: ABC Freight, Inc.: West C
56,874,857
I,
BACK SAVE
Figure 42: Barge Fleet Cargo Screen
For each barge fleet, enter the amount of cargo shipped per year by commodity category, in short tons.
Containers may be entered in TEUs by selecting TEUs from the "Units for containers" drop-down box. A
total summation is included on the far right for your reference. If any cargo falls in the "other" category,
you will be asked to add a description regarding the type of material shipped.
SECTION 4: DOWNLOAD SMARTWAY CARRIER DATA FILE
Once you are back on the Home screen, if you have any Logistics Component Fleet, you will need to
the latest carrier performance data for characterizing logistic fleet performance. You will not be able to
input the required logistics fleet data in Step 5 without this file. You must have an active Internet
connection to perform this step.
Select Component Fleet for Data Entry
On the Home screen, you will now see all the fleets you created listed in the window below item # 5:
Select Component Fleet for Data Entry.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 59
-------
i jlti-nicdcl: Metric
SmartWay*
Data Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014)
Multi-modal
United States Version: 2.0.15
Released on: 05/19/2016
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 (Exactr/ as it should appear on the SmartWay website):
ABC Freight, Inc.
Contact Information
3. Define Your Component Fleets
Download Latest SmartWay Carrier Data Hie
5. Select Component Fleet for Data Entry
Date of Current Carrier File:
04/15/2016
ABC Freight, Inc.: Overnight Ground [Truck 1] - Not Checked^
ABC Freight, Inc.: Express Ground jTruckZ] - Not Checked
ABC Freight, Inc.: Priority Ground [Truck3J - Not Checked
ABC Freight, Inc,: Southwest [logistics 1] -NotChecked
ABC Freight, Inc.: Northeast [LogisticsZ] - Not Checked
ABC Freight, Inc.: Straight-line pail 1] - Not Checked
Define your Composite Fleets
Give us Feedback
Generate a (.xml) data file
Fleet Status
Indicators
1
-d
Ill
Optional survey to help us improve your SmartWay experience.
To complete your submission, email the small (.xml) data file and your targe (.xls) tool file
to EPA. If your email size limit cannot handle the tool file, send only the smaller data file.
YOUR RESULTS
View Your Data Reports
Visit the SmartWay Partner Portal
Review your Year-lo-Year Performance
Screen
Demo
PageMM-ll
Figure 43: Home Screen with Component Fleet Status
There will be a status message after each fleet, indicating whether or not the data entry for that fleet is
complete. The following information may appear beside a fleet name:
• Not checked - Data has not been entered yet.
• Incomplete - Some data is still missing and/or inconsistent.
• Complete - All data requirements have been met and validation has occurred.
In addition to the status indicators above, you may also see one of two qualifiers: "Errors" or
"Warnings."
• Errors will prevent you from defining your composite fleets under Step 6 and prevent you from
generating the Internal Metrics Reports under View Your Data Reports. Errors must be
addressed before you can submit your Tool to EPA.
• Warnings will still allow you to run the Internal Metrics Reports and submit your data to EPA.
However, it is strongly recommended that you carefully review each warning message before
sending your data to EPA so that you can anticipate questions that may come from a Partner
Account Manager as a result of your data being outside the expected ranges. The method for
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 60
-------
addressing errors and warnings is described for subsequent input screens in the following
sections.
To add data to a particular fleet file, highlight the fleet name and then double-click. You will then
proceed to the Tool Data Entry Screens.
Auto-oooulation Potion:
If you used the auto-populate option to import the data for the initial steps, the Home screen will
resemble the example shown below.
SmartWay Multi-modal: Home
SmartWay9
Data Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014}
Multi-modal
United States Version: 2.0.15
Released on: 05/19/2016
complete the following steps. Check boxes on the left indicate successful completion of each step. For more information, select the 'Help' button.
You used the auto-population function to fill in the initial steps (1, 2, and sometimes 3). Please make sure your data are correct
and select the checkbox to the right of steps 2 and 3 to confirm your information.
1. Enter Partner Name (Exactty as it should appear on the SmartWay website):
Multi-medals R Us
2.
t Information
~ I confirm that I have reviewed my contact information and it is correct.
3. Define Your Component Fleets
4. I
_^J ? l~~ 1 confirm that I have reviewed my fleet description(5) and it is correct.
Download Latest SmartWay Carrier Data Hie
5. Select Component Fleet for Data Entry
John's Mult-modal Company, Inc,: my beta truck fleet [Truckl] - Not Checked
John's Multj-modal Company, Inc.: my charlie truck fleet [Truck.2] - Not Checked
John's Multi-modal Company, Inc.: my alpha truck fleet [Trucks] - Not Checked
John's Mult-modal Company, Inc.: logistics fleet numero uno [Logistics 1] - Not Checked
John's Mult-modal Company, Inc.: logistics flleet nurnero duos [Logistics2] - Not Checked
John's Mult-modal Company, Inc.: third logistics is just air [Logistics3] -Not Checked
Define your Composite Fleets
Give us Feedback
Generate a (.xml) data file
111
?| Optional survey to help us improve your SmartWay experience.
Ill
To complete your submission, email the small (.xml) data file and your brge (.xls) tool file
to EPA. If your email srze limit cannot handle the tool file, send onry the smaller data file.
YOUR RESULTS
View Your Data Reports
Visit the SmartWay Partner Portal
Review your Year-to-Year Performance
Page MM-11
Figure 44: Example Home Screen after Using Auto-populate Function
First review the Partner Name as it appears on the screen, revising it as necessary.
Next, you MUST review the populated Contact Information and Fleet Information screens, and then
select the boxes to the right on the Home screen confirming the accuracy of the data. These boxes will
not become active until you have opened the Contact and Fleet Information screens for review.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 61
-------
SmartWay Multi-modal: Home
SmartWay9
Data Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
{Revised 2014)
Multi-modal
United States Version: 2.0.15
Released on: 05/19/2016
Please complete the following steps. Check boxes on the left indicate successful completion of each the 'Help' button.
You used the auto-population function to fill in the initialsteps (1, 2, and sometimes 3. Check boxes to confirm ,rrect
and select the checkbox to the right of steps 2 and 3 to confirm your information. ^~ arrurarv of auto
1. Enter Partner Hame (Exactry as t should appear on the SmartWay webste): ^^? populated information
I Muti-modals R Us _^^\^^
2.
Contact Information
3. Define Your Component Fleets
17 I confplTOiat I have reviewed my contact information and it is correct.
J ? 17 ji confirm that I have reviewed my fleet description(s) and it |s correct.)
4.
Download Latest SmartWay Carrier Data File
5. Select Component Fleet for Data Entry
li
John's Multi-modal Company, Inc,; my beta truck fleet [Truckl] - Not Checked
John's Multi-modal Companyr Inc,: my charlie truck fleet [Truck2] - Not Checked
John's Multi-modal Company, Inc.: my alpha truck fleet [Truck-B] - Not Checked
John's Multi-modal Company, Inc.; logistics fleet numero uno [Logistics 1] - Not Checked
John's Multi-modal Companyr Inc.: logistics flieet numero duos D-ogisticsZ] - Not Checked
Define your Composite Fleets
Give us Feedback
Generate a (.xml) data file
Optional survey to help us improve your SmartWay experience.
To complete your submission, email the small (.xml) data file and your brge (.xte) tool file
to EPA. If your email sfze limit cannot handle the tool file, send on^the smaller data file.
YOUR RESULTS
View Your Data Reports
Visit the SmartWay Partner Portal
Review your Year-to-Year Performance
QUIT
Page MM-11
Figure 45: Example Home Screen Using Auto-populate-After Review of Steps 1-3
Once the confirmation boxes are checked you may proceed to Step 4.
SECTION 5 DATA ENTRY: ENTER FUEL AND/OR ACTIVITY INFORMATION FOR EACH OF YOUR
COMPONENT FLEETS
PLEASE REFER TO THE TRUCK. LOGISTICS. BARGE. AIR. AND RAIL TOOL USER
GUIDES FOR DETAILED INSTRUCTIONS REGARDING DATA ENTRY FOR YOUR
COMPONENT FLEETS.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 62
-------
SECTION 6 DATA ENTRY: DEFINE YOUR COMPOSITE FLEETS
Now that you have identified and characterized your component fleets, you will be asked to provide
information for EACH composite fleet. In this section, you will be asked to allocate component fleet
miles and ton-miles across the different composite fleets.
The "Define Your Composite Fleet" section of the Tool has three subsections:
1. Identify Composite Fleet
2. Allocate Component Fleet
3. Composite Fleet Details
The requirements for each subsection are described below.
Once you have entered data for all of your component fleets, and resolved any error notifications, you
may proceed to Step 6, Define Your Composite Fleets. This step allows you to group your component
fleets into larger, composite fleets operating across one or more modes. Composite fleets are entities
that your customers can hire to move their freight. For example you may have a Truckload Division and
an Intermodal Division for hire.
Identify Composite Fleets
First, enter the name of your composite fleets on the first screen, Identify Composite Fleets, as shown
in Figure 46. Names include your Partner Name combined with your Composite Fleet Identifier.
Remember to enter your composite fleet names exactly as you want them to be seen on the SmartWay
website.
Note: Your company's name and your composite fleet(s) will be listed on the
SmartWay website to indicate your participation in the SmartWay Transport
Partnership. Your shipper and logistics customers can also use the SmartWay Online
Database to search for your company by the name you submit in the Tool, your SCAC,
Motor Carrier Number, DOT Number, and NSC. Therefore, it is critical that you
identify your company and composite fleet(s) in the Tool as you would have them
appear on the SmartWay website and within other SmartWay Tools.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 63
-------
Allocate Component Fleets
Composite Fleet Details
Please input the names of your composite fleets, making sure they appear as you wish them to be listed on the SmartWay website. Composite fleets are
entities that your customers can hire to move their freight. For example you may have a truckload division and an intermodal division. The fleet naming
convention is the same as for your component fleets.
! Delete
Company H
Composite Fleet Identifier
Composite Fleet Hair
fl [ABC Freight, Inc.
[first
[~2~ | ABC Freight, Inc.
|~3~ |ABC Freight, Inc.
{second
[Third
ABC Freight, Inc.: First
ABC Freight. Inc.: Second
ABC Freight, Inc.: Third
X Delete Checked Rows
Add Another Composite Fleet
Figure 46: Identifying Composite Fleets
You may add more fleets by selecting Add Another composite Fleet button. To proceed to the next
screen, select the Allocate Component Fleets tab or select
Allocate Composite Fleets
Proceed to the Allocate Component Fleets screen (Figure 47) to see a list of all of the component fleets
you defined under Step 3 (Define Your Component Fleets). All of the miles and ton-miles associated
with each of these fleets must be assigned across one or more of the composite fleets you defined on
the previous screen. You must allocate component fleet activity based on the percentage of total miles
and total ton-miles attributable to each composite fleet. The total miles and ton-miles listed for each
component fleet is automatically calculated from Step 5 where you entered the activity data for your
component fleets. (Note that Total Miles refers to truckload miles for the Truck mode, railcar-miles for
the Rail mode, barge-miles for the Barge mode, and aircraft miles for the Air mode.)
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 64
-------
SmartWay: Composite Fleet Characterization
Identify Composite Fleets
nt Fleets
Composite Fleet Details
For each component fleet listed below, follow steps 1-3. Component fleets are orgsnced around your internal management of the company. As you assign each component
fleet, its status will change from "Not Allocated" to "Allocated." Repeat the steps for each component fleet until they have al! been allocated. To view a summary of the
allocation percentages for all component fleets, select the "Show Allocations" button.
Component Fleets
ABC Freight, Inc.: Express Ground [Truck!] - Allocated
ABC Freight, Inc.: Priority Ground [Trucks] - Allocated
ABC Freight, Inc.: Straight-line paiil] -Allocated
ABC Freight, Inc.: East Coast [Barge 1] - Allocated
ABC Freight, Inc.: West Coast [BargeZ] - Allocated
ABC Freight, Inc.: Overnight [Airl] - Allocated
Show Allocations
1. Select a fleet from the list. Note that the header below will change to indicate the
selected component fleet. The Total Miles and Ton-Miles values will also change to reflect
the miles and ton-miles for the selected component fleet.
2. For each composite fleet in the bottom section of the screen, enter the appropriate
percentages for miles and ton-miles. (The miles and ton-miles associated with the selected
component fleet will be calculated automatically, reflecting the percentage allocation
TJ entered.)
3. Continue allocating the component fleet until you have accounted for 100% of its miles
and ton-miles.
ABC Freight, Inc.: Overnight Ground [Truckl]
Composite Fleets
L
Total Miles'
J L
l | ABC Freight, Inc.: Rrst
fz~ | ABC Freight, Inc.: Second
100 %
0"% f
1,459,282
100 % |
o" % f
| ABC Freight, Inc.: Third
* Miles refers to truddoad-miles, barge^niles, air-miles,
and/or railcar-miles, depending upon modes utilized.
Totat:
100 % 1,459,282 | 100 % 28,507,545
Page MM-17
Screen
Demo
Figure 47: Allocating Component Fleets
Note that the percentage allocations must sum to 100 for each component fleet. In addition, if you enter
a non-zero percentage for a particular total miles assignment, and zero percent for the corresponding
ton-mile assignment (or vice versa), the Tool will display an error and you will not be allowed to proceed
until reconciling the discrepancy.
The show Allocations button located below the component fleet list allows you to view a summary of
your composite fleet percentage allocations across all of your different component fleets, in order to
confirm the accuracy of your assignments. An example is provided in Figure 48.
VALIDATE
SCREEN
jne BSSilaiBbutton will validate the information you enter on this screen. The ratio of total allocated
ton-miles to total miles is checked for each composite fleet. If any of these ratios differ from industry
average payload standards, you will receive a warning message. These warning messages are intended
to flag possible data entry errors; however these warning messages will not prevent you from
submitting your completed Multi-modal Carrier Tool to EPA.2
2 Validation warnings are issued for low payloads if the average payload for a composite fleet is < 14.5 tons (based on the out of
range warning for Class 8b TL/Dry Vans - see Truck Tool Technical Documentation for details). Warnings are issued at the high
end if the average composite fleet payloads are > 60 tons. This value was chosen based on the distribution of payloads reported by
Multi-modal Partners in 2012, with approximately two thirds of Partners having payloads less than this cutoff.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 65
-------
Please refer to Appendix A for a description of the procedure used to calculate the gram per mile and
gram per ton-mile performance metrics for your composite fleets.
S§ H 201 6-04-2fl_mmt-epa_test April 28_v05b_F!XEDj[lsm - Excel
^^B HOME ll; "'-' PAGE LAYOUT FORMULAS DATA REVIEW VIEW DEVELOPER TEAM
Paste " °?y
* Format Painter
Aria! -J12 -
B J U _ |
Font
Al
. . IB Text
E ^M&5e& Center
gnment
Numbfr
Formatting - Table- Styles -
5tyl«
? GO - 3 X
Sign in
Insert Delete Format
Cells
Son a FindS
•£. Clear- Fljte, SHect.
Editing
A2 T • ?< y^ ^ Composite Fleet Allocation A
A
®
^\^SmartWa>r
B II E
Return to Entiy Form
Composite Fleet Allocation bate Year: 2015
Tool: Multi-modal
Total Miles Allocation
ABC Freight Inc. Oernight Ground [Truckl]
ABC Freight Inc. [Express Ground [Truck2]
ABC Freight Inc Priority Ground [Truck3]
ABC Freight Inc. Straight-line [RaiH]
ABC Freight Inc. East Coast [Bargel]
ABC Freight Inc.. West Coast [Barge2]
ABC Freight Inc. Overnight [AIM]
ABC Freight Inc. Priority [Air2]
ABC Freight Inc Southwest [Lcgisticsl]
ABC Freight. Inc.: Northeast [Logistics2]
Ton Miles Allocation
Component Fleet
ABC Freight Inc Cwrnight Ground [Truckl]
ABC Freight Inc Express Ground [Truck2]
ABC Freight Inc.. Priority Ground [Truck3]
ABC Freight Inc. East Coast [Bargel]
ABC Freight Inc West Coast [Barge2]
ABC Freight. Inc.. Overnight [Air1]
ABC Freight. Inc.: Priority [Air2]
ABC Freight Inc Northeast [Logistics2]
Company: ABC Freight, Inc.
Stains
Allocated
Allocated
Allocated
Allocated
Allocated
Total Miles
F G
05,05-20
First Si
H
6
scond Third
1459282 100.00% 000% 000%
863.987 0.00% 100.00% 000%
569,874 000% 0.00% 100.00%
64993,910 12.00% 6500% 2300%
10.737.283 3600% 000% 6400%
Allocated 1.746,572
Allocated
Allocated
Allocated
Sana
Allocated
Allocated
Allocated
Allocated
Allocated
Allocated
Allocated
Allocated
9.507,986
39.19E
16 067 70C
11.386. 95C
117,372,742
i j K LN
20.00% 1500% 65.00%
500% 38.00% 57.00%
20.00% 1500% 6500%
15.00% 85 00% 0.00%
87.00% 800% 500%
I
Ton Miles
28 507.545
16.934.145
8.833.047
37.285 969,741
5.598587452
34.104,29!
73 155
816.595.158
52.941,869,681
First Second Third
100.00% 000% 000%
0.00% 10000% 000%
0.00% 000% 10000%
1800% 75.00% 700%
48.00% 0 00% 52.00%
10 00% 15 00% 75.00%
9.00% 48 00% 43 00%
14.00% 8 00% 78 00%
24.00% 76 00% 0 00%
92 00% 6.00% 2 00%
Figure 48: Example Composite Fleet Allocation Summary
Select the rteium to Entry Form button to leave the spreadsheet and return to the allocation
screen shown in Figure 47.
Composite Fleet Details
First proceed by entering the SCAC, MCN, DOT, and NSC values for each composite fleet if available (see
Figure 49). Separate multiple values by a comma if necessary. These values are not mandatory but will
assist Shippers and Logistics Companies in identifying your fleets. Note that the primary category
designation for each composite fleet (truck, logistics, or multi-modal) is listed to the right of the fleet
names. Fleets with the same category designation will be grouped together in order to compare
performance. For each composite fleet, enter the percentage of operations that occur in the United
States and Canada.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 66
-------
Once you have allocated all of your component fleets across the composite fleets, select the
button to return to the Home screen.
HOME
SmartWay: Composite Fleet Characterization
Identify Composite Fleets
Allocate Component Fleets
Composite Fleet Details
Please enter the following detail information for each of your Composite Fleets listed below. The SCACr MCN, DOTr and NSC information you enter here will be what the
SmartWay partners will see when they are searching for SmartWay Multi-modal carriers. Please enter 'N/A' for SCAC, MCNr DOT, and/or NSC if your composite fleet doesn't
have these. Next, indicate the approximate percentage of operations in the U.S. and Canada.
Composite Fleet Name
Designation
SCAC(s)
:s,2J
DOT(s)
NSC(s)
Operations ?
US CAM
C Freight, Inc.: First
I Freight, Inc.: Second
C Freight, Inc.: Third
T
J8754S96
95 %|
~LOO~%[
5 %_±
Mult-modal |lHRD
|2256334
BACK SAVE
T
Figure 49: Example Composite Fleet Details Screen
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 67
-------
SECTION 7: PROVIDING ADDITIONAL INFORMATION
After completing Steps 1 - 6 on the Home screen, you may provide EPA with feedback regarding the
SmartWay program. This information is optional and is not required in order to submit your Multi-
modal Carrier Tool data to EPA. Selecting the
Home screen will open the Give Us Feedback form (see Figure 50).
Give us Feedback
button on the
'-eedback
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 Freight, Inc.
Yes
Please answer Yes or No
Do you read the Tool User Guides?
Do you read the Too! Technical Documentation?
Do you regubrly visit the SmartWay website?
On a scale of 1 to 10, 10 being the best:
How do you rate the SmartWay Tool?
How do you rate the SmartWay User Guide?
How do you rate the SmartWay Technical Document?
How do you rate the SmartWay Website?
How do you rate SmartWay support materflls?
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
No
r
Page MM-21
Figure 50: Give us Feedback Screen
You may respond to some or all of these questions in order to provide feedback regarding the various
aspects of the SmartWay program. SmartWay values your feedback. Any information you provide will
be used to improve the program, and will be kept confidential. Use the scroll bar to the right to display
additional questions.
Once you have completed these three screens, select the
HOME
button to return to the Home screen.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 68
-------
SECTION 8: SUBMITTING DATA TO SMARTWAY
Congratulations! You are now ready to send your data to EPA.
Select the I
Generate a (.xml) data file
button, which will open the following screen.
Create submission file for EPA
^SmartWay
LData Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014)
X
Multi-modal
United States Version: 2.0.15
Released on: 05/19/2016
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 IS U.S.C. 1001 (criminal liability for false
statements), 31 U.S.C. 3801 - 3S12 (civil liability for false statements) and 31 U.S.C. 3729-33 (The False Claims Act).
I~ I understand and agree to the terms of this agreement.
Figure 51: Creating Submission Files for EPA
Select the checkbox to indicate you understand the terms of the SmartWay Partnership Agreement once
again. Next, a question will appear asking if you are an existing SmartWay Partner (Y/N). If you are, a
question will appear asking for your Annual Submission ID, which has been sent to you by your
SmartWay Partner Account Manager via email. If you cannot locate your submission ID you can select
the I | button to have your ID sent to you. Submission of the SmartWay ID is
optional.
If you are not an existing SmartWay Partner you will be asked how your company initially heard about
SmartWay, and possibly some follow-on questions (see Figure 52 below).
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 69
-------
Create submission filefor EPA
Data Year
OMB 2060-0663
Expiration Date 07/31/2017
ed 2014)
Multi-modal
United States Version: 2.0.15
Released on: 05/19/2016
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 IS U.5.C. 100] (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), 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?
How did your company initially hear about SmartWay? Conference or event
You are now ready to create your .xml file. The tool will also automatically save your .xml file ai
\Documents\EPA SniartWay\MULTIMODAL\2016D428\Calc Checks unless you designate anoth
button below to continue.
My Shipper company (please list)
Federal or state a
Article
Advertisement
SmartWay webinar
Ozone Transport Commission Member Agency
OlJier fplease describe'' ..^.
Figure 52: Completed Submission File Screen
When ready, select ™ ^^to create a file with the following naming convention:
Multi-modal_PartnerName_ Year_ VO.xml3
For example, Multi-modal_ABCompany_ 2015 _VO.xml
where PartnerName is your company's name as entered for Step 1 on the Home screen, and Year
indicates the year for which you are submitting your data.
Next specify the folder where you would like to save the xml file, and the following screen will appear.
3 If you create the XML file multiple times the file name will increment each time (e.g., Multi-modal_ABCompany_2014_V1.XMLfor
the second iteration, etc.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 70
-------
SmartWay - Instructions for Submitting File
X
•SmartWay*
Multi-modal
United States Version: 2.0.15
Released on: 5/19/2016
CONGRATULATIONS! Your SmartWay submission files are now located at:
Excel File
| C:\smartway\Multi-modaLABC Freight, Inc_2015_Vl.xlsrn
XML File
| C:\smartway\Mutti-rnodaLABC Freight, Inc_2015_Vl.XML
These files are ready to be emailed to EPA.
YOU MUST RETRIEVE THESE FILES FROM THIS FOLDER AMD 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 .xlsm file, you may send the .xml data file
only. Please open an email message, attach the new file(s) and send to 5martway_transport@epa.gov, or to your Partner
Account Manager (PAM) if your company is an existing SmartWay Partner.
The .xlsm 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 .xlsrn Excel file.
If you have any questions on this submission process, please contact your PAM, or the SmartWay Call Center at (734)
21*M767 or email smartway_tr3nsport@epa.gov. Once SmartWay has received your file, it will be reviewed and you will
receive an acknowledgement of acceptance.
PRINT
SCREEN
CLOSE
Figure 53: Instructions for Submitting xml Files to EPA
Follow these instructions for submitting your .xml and .xlsx files to SmartWay. Note that the .xml file is
CLOSE
approximately 10 times smaller than the .xlsx file itself. Upon selecting EM • a screen will appear
that allows you to close the Multi-modal Carrier Tool or return to the Home screen.
NOTE: DO NOT ZIP the Files. Send them to EPA as a normal file attached in an e-mail. EPA security will
not allow zipped files through the EPA firewall.
NOTE: DO NOT CHANGE THE NAME OF THE XML OR XLSX FILES.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 71
-------
OPTIONAL DATA REVIEW
VIEWING YOUR DATA REPORTS
Once you complete allocating component fleet activity across your composite fleets and return to the
button which will take
Home screen, you may select the.
you to the following screen:
View Your Data Reports
Multi-modal Reports menu
Please select the type of summary report you would like to review.
Composite Fleet Reports:
Composite Fleet Allocation
Composite Fleet Metrics Report
Composite Fleet Comments Report
Partner Feedback Summary
Component Fleet Reports:
Truck Fleet Report Menu
Logistics Fleet Report Menu
Rail Fleet Report Menu
Barge Fleet Report Menu
Air Fleet Report Menu
Page MM-24
Figure 54: Multi-modal Reports Menu
Selecting any of the green buttons will display data for the selected fleet type (component by mode, or
composite). You will then proceed to another screen where you can choose how to view the results.
Selecting any of the summary report types will take you to a screen allowing you to preview and print
your reports. Figure 55 shows one of many sample reports that the Tool can generate for you, in this
case summarizing the performance metrics for each composite fleet. Similar composite reports are
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 72
-------
available by carrier mode and Partner-level totals, as well as component fleet reports by mode type.
These reports will prove useful for your company's evaluation and improvement efforts.
1
2
3
4
S
A B
Composite Fleet Metrics Report
By Composite Fleet
CO2
6 ABC Freight. Inc.: First
TjABC Freight
8 ABC Freight
9
10
11
12.
206
207
208
209
210
211
212
213
214
408
409
Inc.: Second
Inc.: Third
NOx
ABC Freight. Inc.: First
ABC Freight
ABC Freight
Inc.: Second
Inc.: Third
ay*
C
Data Year: 201 5
Company: ABC Freight, Inc.
D
05/05/2016
Tool: Multi-modal
Based on Annual Miles
Grams per Mile
(Statute)
7355
11,615
13.958
Grams per Ton-Mile
(Statute)
13
111
11
Total Emissions (Short Tons)
301.092
951,853
284 178
Based on Annual Miles
Grams per Mile
(Statute)
Grams per Ton-Mile
(Statute)
Total Emissions (Short Tons)
73.9 0.1 2,947.93
138.2 1.2 10.129.51
142.0
0.1
2.703.31
PM2.5
410 ABC Freight, Inc.: First
411 ABC Freight, Inc.: Second
412 ABC Freight. Inc.: Third
413
414
415
416
610
611
612
613
Based on Annual Miles
Grams per Mile
(Statute)
Grams per Ton-Mile
(Statute)
1 65 0 003
2.74 0.021
2.74 0.002
Total Emissions (Short Tons)
63 7762
184.2294
57.3935
PM10
ABC Freight
ABC Freight
Based on Annual Miles
Grams per Mile
(Statute)
Grams per Ton-Mile
(Statute)
Total Emissions (Short Tons)
Inc.: First 1.69 0.003 65.1267
Inc : Second 2.81 0.022 189.2484
InternalMetricsMuIti | (+)
Figure 55: Example of Completed Composite Fleet Metrics Report
REVIEWING YOUR YEAR-TO-YEAR PERFORMANCE
The Year-to-Year Performance Report is another optional section of the Tool, allowing the user to
compare the fleet characteristics and activity values, as well as CO2 performance metrics for the current
reporting year with the previous year. This report is particularly helpful in identifying any changes that
may have occurred since your last reporting period, determining trends in activity and performance over
multiple years, and performing general quality assurance of the inputs used for your current Tool. You
can access this report by selecting the
Results" section on the Home screen.
Review your Year-to-Year Performance
button under the "Your
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 73
-------
Figure 56 shows the data entry screen for the comparison report. Note that your most recent year's
data is already "loaded," including the data you have entered for your current fleet(s). In order to load
data for the previous year fleets, select the Load Data from Previous Year... ] button.
A screen will appear allowing you to specify the location of your prior year file, using the
button.
Browse™
Multi-modal Year to Year Comparison
In order to run a comparison report, you must have completed a Multi-modal Tool from a previous
year.
Please select the Load Data from Previous Year button below and follow the instructions to select
the appropriate file containing your company's 2014 data. After selecting your file, select Run
Report to compare your current data with your submittal from last year.
Year 1:
Yeari
2015
2014
Load Data from Previous Year
RUM
REPORT
Figure 56. Load Previous Year Data for Year-to-Year Report
Page MM-25
RUN
REPORT
Once your prior year data is loaded into the Multi-modal Carrier Tool, select the
view the line-item data entry comparisons. An example report is presented in Figure 57.
button to
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 74
-------
•SmartWay*
Comparison Report
05/05/2016
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
35
36
37
Total C
Truck C
x >
Field
imponent Fleets:
Number of Fleets
Total Miles
Total Ton-Miles
Avq Payload*
C02 g/Mile
C02 g.'Ton-Mile
C02 Mass Emissions (Tons/Year)
N0x_g/Mile
NOx g/Ton-Mile
NOx Mass Emissions (Tons/Year)
PM2 5 g/Mile
PM2.5 g/Ton-Mile
PM2.5 Mass Emissions (Tons/Year)
PM10 g/Mile
PM10 g/Ton-Mile
PM10 Mass Emissions (Tons/Year)
omponent Fleets:
Number of Fleets
Total Miles
Total Ton-Miles
Avg Payload*
C02 g/Mile
C02 g'Ton-Mile
C02 Mass Emissions (Tons/Year)
NOx g/Mile
NOx g/Ton-Mile
NOx Mass Emissions iTons'Year)
PM2.6 g/Mile
PM2.5 g/Ton-Mile
PM2.5 Mass Emissions (Tons/Year)
PM10 q/Mile
MultiComparisonReport
Change %
20%
26%
82%
76%
73%
-13%
80%
63%
44%
74%
49%
-127%
60%
49%
-124%
60%
33%
-370%
-264%
23%
4%
-34%
-336%
-96%
-151%
-823%
-725%
-933%
-3763%
-721%
©
Change Amount
2
30.780.080
43426684,380
341 18
8,178
1345}
1.224.710
7869
(0 119}
11.701.6
1 2357
(00066)
181.95
1 2599
(0 0067}
18686
1
(10.705.030}
(143.237.398}
4.24
(61}
(29 73)
(20.4681
(1.81}
(0 153}
(494)
(0 1197}
(00084}
(198)
(0.1233)
2015
10
117.372.742
52.941.869681
451 06
11.251
26.34
1 537 123
12476
0270
15.780 8
24991
0 0052
305.3992
2 5614
0 0054
3135431
3
2893 143
54.274.737
18.76
1.663
8864
5303
1 89
0 101
60
0 0165
0 0009
0.0527
0.0171
2014
8
86.592.662
9.515.185.301
10988
3.073
29.79
312413
4607
0389
4.079 2
1.2634
0 0118
123 4473
1.3015
0.0121
1266824
2
13598173
197.512.135
1452
1.724
113 37
25771
370
0254
55.4
0.1362
00093
20356
0.1404
Figure 57. Example Year-to-Year Report
Comparisons are also shown for a number of activity parameters for the composite fleet and each
component fleet including:
• Number of fleets
• Total miles
• Total ton-miles
• Average payload
• Total Mass Emissions
A variety of calculated annual performance metrics are also shown, including:
• Average grams CO2 per mile
• Average grams COz per ton-mile
• Total CO2 mass emissions (tons/year)
• Average grams NOx per mile (Ml)
• Average grams NOx per ton-mile (M2)
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 75
-------
Total NOX mass emissions (tons/year)
Average grams PM2.5 per mile (Ml)
Average grams PM2.5 per ton-mile (M2)
Total PIVh.s mass emissions (tons/year)
Average grams PM10 per mile (Ml)
Average grams PM10 per ton-mile (M2)
Total PMio mass emissions (tons/year)
Percentage changes are also indicated for each of these items, relative to the earlier year baseline
values.
VISIT THE SMARTWAY PARTNER PORTAL
Visit the SmartWay Partner Portal
You may select the • • button which will open a web browser to
the login page of the EPA SmartWay Portal (Figure 58). Logging into the SmartWay Partner Portal
allows you to access your Registration Document, Logo information and files, and SmartWay Press
Releases.
SmartWay
;nown contact of the SmartWay program, you may access the SmartWay Portal. If you are not a known contact you should have your
^...jjciMicj jmartWay Working Contact have you added. If you are a known contact and are experiencing problems accessing the Partner Portal, plea
contact your SmartWay Partner Account Manager (PAM) or the SmartWay Helpdesk.
Figure 58. SmartWay Portal Login Page
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 76
-------
Troubleshooting the Tool
Although the revised SmartWay Tools have been tested extensively, you may encounter errors.
Intermittent errors have been encountered when opening the Tools directly from an e-mail rather than
from a drive, or when multiple Excel files are open simultaneously. If you encounter an error during use
of the Tool, please try restarting it directly from a disk drive, with all other Excel files closed. In addition,
make sure that your computer is using a system and application version validated for use with the
SmartWay 2013 Tools (XP, Vista, or Windows 7 operating systems; Excel Office 2007, 2010, or 2013.)
If you continue to encounter problems, please make a screen capture of the error message, and save the
data at that point. (You can make a screen capture by pressing Alt-Prt Scr, and then pasting the image
into a document such as MS Word.) Then send the screenshot, along with the saved data to your
Partner Account Manager for further assistance.
Proper Calculation Setting
By default, Microsoft Excel is set to automatically calculate formulas. If values within your Tool are not
calculating automatically, then your Excel may be set to "Manual". Follow these instructions to change
your Excel Calculation setting.
Office 2010
Choose the "Formulas" tab. Select the "Calculation Options" button in the "Calculation" section to view
the drop-down list of options. Choose "Automatic" from the list of options to switch to automatic
calculation.
Home Insert Page Layoul Formulas Data Review View Developer
Insert AutoSum Recently Financial Logical Text Date & Lookup & Math More Name
Function
Used
Time* Reference * & Trig * Functions * Manager"
Function Library D
A
1
2
Al
A
'
B C
f-
D
E
F
6
H
1
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 77
-------
Bookl - Microsoft Excel
'Trace Precedents J5^ Show Formulas
; Trace Dependents ^ Error Checking -
Remove Arrows T (^ Evaluate Formula
Formula Auditing
Watch
Window
^
L
M
-IT
o
1
Cal
Of
.
culation
itions *•
'
lj| Calculate Now
Q Calculate Sheet
Automatic
Automatic Except for Data
Manual
Tables
T
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.
bctfopfett '-flttfM
PtM*
Pr&ptmg
bH
MMM
':
uo-kis
Inut Center
Infant*
—
Jj Chang* options related 10 formula calculabafl pertormant* and met Kindling.
f*5ti*Lt . • •< ~^>
fs>|uuiuon opDom^/
VfortliiK-1 Cll(uUti«n EnMjIf itHMw tKTulitiDn
» ftut«MlK HUymumlMiHans: 100 :
Auloiubt intpt 1« tfjlj UMci
MuimunfMn^. SMI
- 1JWHI.J
WMMBB«W>mHllM
: ! ElCl fff«m(« ayt
J Eaiayu ftulef omplelf
V Ui* l*bl* IUIHI in foimuUs
J Use &et£*01Dat* FundiorM fur Pno4Tabte reference*
EmtOMcMng
J Enible o*cl gtoun-d tfi«i ctMckin^
tmiawciciigrum
V C«|l« ttfftaang lonujm mn U1u« « wi «r«t Vj F«mgUl ™«ujli jmtl («1K M tfunon
V IrK^njlsterrt cilculaleil ca4unri lQ?B«il4 (ft tjoln V! Unladed eellKDntii^iin^ rormuUs
/ Cells containing ^f an Ftptesenctd *i 2 dt^*s : Formulas tereninfl lo emptj cells
v NumlMn lonuHed « Urt « pfHeded », HI V, Dm entered In i lime Is miM
apcH^rcpbe
J FomiAii ijtcenintinl w«h etrter (gnmti In die >eglim
[ OH J | OlKtl ,
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 78
-------
Office 2013 Text Display
Users of MS Office 2013 may encounter problems displaying text entries. The example below shows
how the information typed into the "Goal for SmartWay participation" text box is barely visible. This is
due to a bug in the MS Office system itself.
I
Goal for SmartWay participation: (3000 characters max)
EPA has corrected the display problem in certain locations within the Tool, but if you encounter this
problem we recommend opening a different word processor such as MS Word, typing the desired entry
in the word processor, then cutting and pasting the entry back into the text box within the Tool. This
should allow you to view your entry properly within the Tool.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 79
-------
Appendix A - Calculating Composite Fleet Performance Metrics
The Multi-modal Carrier Tool calculates gram per mile and gram per ton-mile performance metrics for
composite fleets using the carrier-specific performance metrics associated with the component fleets.
The percentage distributions provided for miles and for ton-miles are used as weighting factors in
developing these composite values.
The following example illustrates how the composite metrics are calculated for CO2 grams per mile.
1) Three Component Fleets are defined: Logistics 1, Truck 1, and Logistics 2
2) Three Composite Fleets are defined: Composite 1, Composite 2, Composite 3
3) Component fleet activity is allocated across the composite fleets as summarized below:
Total Miles Allocation
Component Fleets
Logistics 1
Truck 1
Logistics 2
Total
Total Miles
6,679,941
1,234,567
1,000,000
8,914,508
Composite 1
30%
50%
35%
Composite 2
50%
50%
12%
Composite 3
20%
0%
53%
Total
100%
100%
100%
4) The mileage associated with each component/composite fleet combination is calculated by
multiplying the total miles in the table above by the associated fraction, with the results
summarized as follows:
Miles
Composite 1
Composite 2
Composite 3
Total
Logistics 1
2,003,982
3,339,971
1,335,988
6,679,941
Truck 1
617,284
617,284
0
1,234,567
Logistics 2
350,000
120,000
530,000
1,000,000
Total
2,971,266
4,077,254
1,865,988
8,914,508
5) The corresponding composite-based mileage fractions are as follows:
Miles
Composite 1
Composite 2
Composite 3
Logistics 1
67%
82%
72%
Truck 1
21%
15%
0%
Logistics 2
12%
3%
28%
Total
100%
100%
100%
6) The CO2 grams per mile values calculated for each component fleet are as follows:
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 80
-------
• Logistics 1: 2,261 g/mi
• Truck 1: 1,649 g/mi
• Logistics 2: 1,163 g/mi
7) Using the composite-based mileage distributions and component fleet grams per mile values,
the grams per mile value for Composite Fleet 1 is calculated as follows:
Composite 1 g/mi = (0.67 x 2,261 + 0.21 x 1,649 + 0.12 x 1,163) = 2,001 g/mi
Gram per mile values for Composite Fleets 2 and 3 are calculated in a similar fashion, as are the
corresponding gram per ton-mile values. Values for NOx and PM are calculated in an identical fashion.
Note: Class 2 and 3 Rail component fleets do not report railcar miles. Accordingly, grams per mile values
cannot be calculated directly from their fleet inputs and must be estimated. In order for the Multi-
modal Carrier Tool to calculate gram per mile values for composite fleets containing Class 2 or 3
component rail fleets, SmartWay assumes these fleets have gram per mile emission rates equal to those
assumed for modal average rail carriers.
Emission factors for all rail fleets within the Multi-modal Carrier Tool are reported in grams per truck-
equivalent mile to facilitate compositing with truck fleets. Therefore the grams per railcar-mile values
for Rail Carriers are converted to grams per truck-equivalent mile, using the fleet average rail car volume
value of 6,091 cubic feet and the average truck trailer volume of 3,180 cubic feet, resulting in the
following modal average gram per mile factors used for all rail fleets:
CO2 g/mi = 1,072
NOx g/mi = 18.6
PM10 g/mi = 0.52
PM2.5 g/mi = 0.50
Please see the Rail Tool Technical Documentation for details.
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 81
-------
Appendix B - Worksheets
List of Worksheets
WORKSHEET #1: COMPANY AND CONTACT INFORMATION 83
WORKSHEET #2: COMPONENT FLEET CHARACTERIZATION 84
WORKSHEET #3A: IDENTIFY COMPOSITE FLEETS AND COMPOSITE FLEET DETAILS ERROR!
BOOKMARK NOT DEFINED.
WORKSHEET #3B: ALLOCATE COMPONENT FLEETS 86
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 82
-------
WORKSHEET #1: COMPANY AND CONTACT INFORMATION
#1. Enter your Contact Information:
General Company Contact Information
Company Name
Headquarters
Mailing Address
City
Main Phone
Number
State/Province Zip Country
Toll-free Number Cell Web Address
number
Working Contact Information
Working Contact Name
Working Contact Mailing
Address
City
Working Contact Phone
Number
State/Province Zip Country
Email
Address
Executive Contact Information
Executive Contact Name
Executive Contact Mailing
Address
City
Executive Contact Phone
Number
State/Province Zip Country
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
Zip Country
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 83
-------
WORKSHEET #2: COMPONENT FLEET CHARACTERIZATION
Complete this worksheet for each component truck and/or logistic fleet you will be submitting in the
Multi-modal Carrier Tool.4
#2: Define your Fleets
Partner Name and Fleet Identifier
SCAC: MCN: DOT#: NSC:
FLEET TYPE: 95% Control*
Operation Category Percentages (must sum to 100):
Truckload LTL Drayage Package Delivery Expedited_
Body Type Percentages (must sum to 100):
Dry Van Reefer Flatbed Tanker Chassis Heavy Bulk
Auto Carrier Moving Utility Special Hauler
If Special Hauler is selected, please describe type:
Business Unit Characterization Percentages (Logistics Only):
Logistics Provider Freight Forwarder Freight Broker Truck Carrier.
Rail Freight Broker
* Applicable for Truck fleets, not Logistics fleets
4 Component Rail fleets only require Partner Name, Fleet Identifier and Rail Class (1, 2, or 3).
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 84
-------
WORKSHEET #3A: IDENTIFY COMPOSITE FLEETS AND COMPOSITE FLEET DETAILS
Complete the following for each composite fleet you will be submitting in the Multi-modal Carrier
Tool.
#3A: Define Your Composite Fleets
Company Name / Component Fleet Identifier
SCAC:
Motor Carrier Number:
DOT Number:
NSC:
Percent US Operation:,
Percent Canada Operation:
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 85
-------
WORKSHEET #3B: ALLOCATE COMPONENT FLEETS
Complete the following table for each component fleet you will be assigning to the composite fleets
listed in Worksheet 3A.
#3B: Allocate Your Component Fleets
List each composite fleet identified in Worksheet 3A. Add lines to the table below or copy
the table multiple times if necessary.
"% Miles" and "% Ton-Miles" columns must each sum to exactly 100% for each component
fleet.
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
Composite Fleet Name
% Miles
% Ton-Miles
SmartWay Multi-modal Carrier Tool Data Entry and Troubleshooting Guide | P. 86
------- |