Transport Partnership
U.S. ENVIRONMENTAL PROTECTION AGENCY
Logistics Company Partner 2.O.15 Tool:
Data Entry and Troubleshooting Guide
2015 Data Year - United States Version
&EPA
United States
Environmental Protection
Agency
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Transport Partnership
U.S. ENVIRONMENTAL PROTECTION AGENCY
Logistics Company Partner 2.O.15 Tool:
Data Entry and Troubleshooting Guide
2015 Data Year - United States Version
Transportation and Climate Division
Office of Transportation and Air Quality
U.S. Environmental Protection Agency
United States Office ofTransportation and Air Quality
Environmental Protection gp^ 420 B 16 062
Agency Ju|y2Q16
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Table of Contents
TABLE OF CONTENTS 3
INTRODUCTION 5
PART 1: DOWNLOADING AND SETTING UP THE TOOL 6
DOWNLOADING AND SETTING UP THE TOOL 7
Software and Hardware Requirements 7
Downloading the SmartWay Logistics Tool 7
How to Set Security Levels for the SmartWay Tools 7
Security Settings For Excel 2003 Users 8
Security Settings For Excel 2007 Users 9
Security Settings For Excel 2010 and newer Users 15
PART 2: TOOL ORGANIZATION 19
BASIC ORGANIZATION OF THE SMARTWAY LOGISTICS TOOL 20
REVIEWING THE INTRODUCTORY SCREENS 22
SmartWay Welcome Screen 22
Assistance for New Users Screen 23
Making Sure You Have the Right Tool Screen 24
Gathering Your Data Screen 25
Tool Help and Navigation Screen 26
Schedule of Tool Due Dates Screen 27
The "SmartWay Partner Agreement" Screen 29
Auto-populate Screen 29
BASIC OVERVIEW OF How TO COMPLETE THE TOOL 31
Sections of the Tool 32
Entering Your Data 33
Validating Your Data 33
Saving Your Data 33
Reviewing Your Data 33
Submitting Data to SmartWay 34
PART 3: SECTION-BY-SECTION DATA ENTRY GUIDANCE 35
PREPARING FOR DATA ENTRY 36
SECTION 1 DATA ENTRY: ENTER PARTNER NAME 37
Section 1 Overview 37
Steps for Entering Partner Name37
SECTION 2 DATA ENTRY: ENTER CONTACT INFORMATION 38
Section 2 Overview 38
SECTION 3 DATA ENTRY: LOGISTICS BUSINESS UNIT CHARACTERIZATION 44
"Identify Logistics Business Units" Screen Overview 44
Steps for Completing "Identify Business Units" Screen: 47
"Logistics Business Unit Details" Screen Overview 47
Steps for Completing "Business Unit Details" Screen 49
"BUSINESS FOCUS" Screen Overview 50
Steps for Completing "Business Focus" Screen 51
Auto-population Option: 51
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SECTION 4: DOWNLOAD LATEST SMARTWAY CARRIER DATA FILE 53
SECTION 5: SELECT BUSINESS UNIT FOR DATA ENTRY (PROVIDING ACTIVITY AND FUEL CONSUMPTION INFORMATION FOR YOUR BUSINESS
UNITS) 54
"Business Unit Status Review" Overview 54
Steps for Selecting a Business Unit to Review: 55
Completing the CARRIER SELECTION Screens 55
Steps for Inputting Carriers for a Business Unit: 57
Steps for Completing the Manual Input SmartWay Carriers Tab: 58
Steps for Completing the Manual Input Non-SmartWay Carriers Tab: 58
Completing the Activity Data Screen 59
Steps for Completing the Activity Data Tab for Your Business Unit: 59
VALIDATING YOUR DATA 61
SECTION 6: PROVIDE ADDITIONAL INFORMATION 63
SECTION 7: SUBMITTING DATA TO SMARTW AY 65
NOTE: DO NOT CHANGE THE NAME OF THE XML OR XLSX FILES 67
OPTIONAL DATA REVIEW SECTIONS 68
View Your Data Reports 68
Review Your Year-to-Year Performance 69
Visit the SmartWay Partner Portal 72
TROUBLESHOOTING THE TOOL 73
APPENDIX A: RECOMMENDED DATA SOURCES FOR ACTIVITY DATA 76
WORKSHEET #1: COMPANY AND CONTACT INFORMATION 77
WORKSHEET #2: LOGISTICS BUSINESS UNIT CHARACTERIZATION 78
WORKSHEET#3A: SELECT CARRIER(S) 79
WORKSHEET #3B: ENTER ACTIVITY DATA (PAGE 1OF2) 80
WORKSHEET #3B: ENTER ACTIVITY DATA (PAGE 2 OF 2) 81
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 4
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Introduction
This guide is the second of two guides available to help your company participate fully in the SmartWay
Transport Partnership as a Logistics Company Partner.
The first guide, the Logistics Tool "Quick Start Guide/' provides a basic walk-through of the process of
identifying, gathering, preparing, and submitting your data using the SmartWay Logistics Company
BUSINESS UNIT Tool. (From this point on, this guide will refer to the SmartWay Logistics Company
BUSINESS UNIT Tool as the "Logistics Tool" or simply, the "Tool," for brevity.)
The Quick Start Guide may be all you need to successfully complete the Logistics Tool.
This guide, the Logistics 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 business unit composition and activity data you collected (as
mentioned Quick Start Guide and the online data entry forms it references) into the Logistics Tool. This
guide covers:
• Downloading and setting up the Tool to run properly
• Basic organization of the Logistics Tool
• Entering your data
• Viewing business unit performance summary data
• Submitting data to SmartWay
• Troubleshooting the Tool
• Appendices
WARNING!
Completing this Tool requires a considerable amount of information about your business units(s). There are
many sections and screens to complete for each business unit. 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.
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PART 1:
DOWNLOADING AND
SETTING UP THE TOOL
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 6
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Downloading and Setting up the Tool
SOFTWARE AND HARDWARE REQUIREMENTS
The Logistics 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 Logistics Tool requires the following software and hardware:
• A 2003 or later version of Microsoft Excel
• Excel security level set at Medium or lower
• A PC running Windows XP or newer operating system, or a Mac that is running the
Windows XP operating system The tool does not currently work using the Mac operating
system
• At least 15 megabytes of available disk space (more disk space may be required based on
the number of companies you define in your tool).
• Adequate memory (RAM) to run Microsoft Office
• A monitor resolution of at least 1,024 x 768
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 Logistics Tool.
We encourage you to make sure that your virus software is up to date, and scan your PC before putting
data in the Logistics Tool.
DOWNLOADING THE SMARTWAY LOGISTICS TOOL
To download the Logistics Tool, visit:
https://www.epa.gov/smartwav/smartwav-logistics-company-partner-tools-and-resources
Save the Tool in a folder on your hard drive; this folder will house copies of your data and future updates.
How TO SET SECURITY LEVELS FOR THE SMARTWAY TOOLS
The following instructions should appear on your screen //you need to change your security settings
before running the Tool. The instructions differ depending upon what version of Excel you use (Excel
2003, 2007, 2010, or 2013).
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 7
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SECURITY SETTINGS FOR EXCEL 2003 USERS
To use the Logistics Tool in Microsoft Excel 2003, you will need to have your security levels set to
"Medium."
C UitjemMt f reel
fit {.» fr- t*a*
8 / u •! •-a
Figure 1: Macro Setting Tabs in Excel 2003
Setting
Security Levels to Medium in Excel 2003
1. When using Excel 2003, on the menu bar, go to Tools -^ Macro -^Security Level.
2. When the "Security" window opens, select the
"Medium" level, and select OK.
Security
I Security Level \ Trusted Publishers
O Very High. Only macros installed in trusted locations will be allowed
to run, All other signed and unsigned macros are disabled,
O Ugh. Only signed macros From trusted sources will be allowed to
run. Unsigned macros are automatically disabled.
© Medium. You can choose whether or not to run potentially unsafe
macros.
O L°w (not recommended). You are not protected from potentially
unsafe macros. Use this setting only if you have virus scanning
software installed, or you have checked the safety of all documents
you open.
Cancel
Figure 2: Security Level Setting Screen in Excel 2003
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 8
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Running the Tool in Microsoft Excel 2003
1. Save the Tool to your computer in a folder on your hard drive.
2. Go to that folder and double-click on the file to open the Tool.
Enable Macros
3. You will see a security-warning box appear (Figure 3). Select the * J button in
the security-warning box.
Security Warning
"S:\5martWay\Shipper.xls" contains macros.
Macros may contain viruses, It is usually safe to disable macros, but if the
macros are legitimate, you might lose some functionality..
Disable Macros I Enable Macros More Info
•"TTT" •'-! I ' '
Figure 3: Screen showing "Enable Macros" button
The Welcome Screen for the Logistics Tool should then appear and you will be ready to begin working on
your tool.
SECURITY SETTINGS FOR EXCEL 2007 USERS
The default settings for Excel 2007 should enable you to run the Tool without any changes.
Running the Tool in Microsoft Excel 2007
1) Save the Tool to your computer.
2)
Open the file, and select the
button that appears after the Security
Warning just below the menu bar (Figure 4). Detailed instructions are also provided on
the screen itself.
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 9
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fc ft
Jj ir-fr
•£ *J Conatinnn
D r r r,
Security Settings forth* SmartWay Tool*
In order Co run this application, you must have macros enabled.
For Excel 2007 a net Excel 2010 Uieri: {ifyou are using Excet 2003. pteasesoofl (tornJ
If HH Oplic'is ' liuClun appears in UIH menu li-ar HIKJVK fottnw Ihese inslrudiORS
1 Sffted the OpliofK biBton IhfstKflcin appears allw the Secunly Warning mine I-xcel7QGY menu bar
2 EnabtecortHTt In IhcMic'osofl Office SecuntyOpttons dialog box, crwose'Enabto this contert" and select OK
H llw "Opkons " InJItfKi iliws not appKAr. uvi* 1tw inslii.K:lton\ twknv [NOI i I vou do not have a round Oflice btltori (ns
shewn (n )he picture befow). vou are probaMy using an earfce* vctsion of Excel, in which case you need to scrott to the
instructions for Excel 2003 users ]
1 Sri«rL tl ie Olf ice nnUkBi this buflun appears in the lap tell coinw aline screwnn t xcel 700/^7010
2 Goto Excel Qpmofre Select 1tw 'Elucel Options'button in the bottom nght comer of the pull-down menu
3 Golalhf* TfttslOrrittt Onlrte I *i:e! Options sae«fl, sefecl un Irusl Centw in (he left twvitjalioo bai
4. Go to (he Trua Center Gcftngs Select on Trust Contd Settings in the bottom nght portion
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The Welcome Screen for the Logistics 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.
Ch
To adjust your security settings, select the
utton (in the top left corner of the screen) and then
select the
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On the Excel Options screen, select Trust Center in the left navigation bar (Figure 6B):
Excel Options
Popular
Formulas
Proofing
Save
Advanced
Customize
Vs
Add-Ins ^^
Trust Center
Resources
a^^^HH^^^B^I
Change the most popular options in Excel.
Top options for working wfth Excel
election ;
Select the "Trust
Center" button heRibbon
senenie1 time vl
ScreenTip style: Show feature descriptions in ScreenTips
Create lists for use in sorts and fill sequences; Edit Custp_m Lists...
When creating new workbooks
Use this font: | Body Font
Font size: |ll V;|
Default view for new sheets: Normal View
Include this many s_heets; 3 ^ |
Personalize your copy of Microsoft Office
LJser name: MHeyward
Choose the languages you want to use with Microsoft Office: Language Settings... |
| OK Cancel
Figure 6B: Excel Options Drop-Down Menu
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 12
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When the Trust Center options display opens, select Trust Center Settings in the bottom right portion of
the screen (Figure 7):
Excel Options
Popular
Formulas
Proofing
Save
Advanced
Customize
Add -Ins
Trust Center
Resources
ss
\^f Help keep your documents safe and your computer secure and healthy.
Protecting your privacy
Microsoft cares about your privacy. For more information about how Microsoft Office Excel helps to protect your privacy,
please see the privacy statements.
Show the Microsoft Office Excel privacy statement
Microsoft Office Online privacy statement
Customer Experience Improvement Proaram ^ , ^
/^ A
Security & more Select the TrUSt
Learn more about protecting your privacy and securityfrom Micro Center Settings
Microsoft Windows Security Center button
Microsoft Trustworthy Computing lL
v ^V
Microsoft Office Excel Trust Center ••
secure. We recommend that you do not change these settings. Iru!t Center Settings...
OK Cancel
Figure 7: Trust Center Settings Screen
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 13
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Choose the setting "Disable all macros with notification" (Figure 8) and select OK.
Trusted Publishers
Trusted Locations
Add-ins
ActiveX Settings
Macro Settings
Message Bar
External Content
Privacy Options
Macro Settings
For macros in t
O Disable
0 Disable
O Disable
O Enable
currents not in a trusted location:
I macros without notification
macros with notification
macros except digitally signed macros
macros (not recommended; potentially dangerous code can run)
Select "Disable all macros
with notification."
Developer Macro Settings
HH Trust access to the VBA project object model
Figure 8: Macro Settings Screen
Then run the Tool.
If, at this point, the Tool does not open, review the "Software and Hardware Requirements" on page 7.
If you after reviewing this section, you cannot determine how to correct the problem, contact your
SmartWay Partner Account Manager.
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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
Or )
Figure 10: Security Warning Popup
If, at this point, the Tool does not open, review the "Software and Hardware Requirements" on page 7.
r-i
L **M
Otherwise, you may have your security set too high. To adjust your security settings, select the k^fl
button (in the top left corner of the screen) and then select the i^ Excel Options button in the bottom
right corner of the pull-down menu (Figure 11):
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Select the "Excel
Options" button
Figure 11: Excel 2010 and Newer Options Drop-Down Menu
On the Excel Options screen, select Trust Center in the left navigation bar (Figure 12):
Select "Trust
Center"
P.pu,.r
Proofing
Advanced
Customize
Add-Ins
Trust Center
Resources
^^^^^^^^^^^^^^^^^^^^^^^^^^^^•ou
HV
'_^ Change the most popular options in Excel.
Top options for working with Excel
0 Show Mini Toolbar on selection ;
0 Enable Live Preview •
D Show Developertabinthe Ribbon i
0 Always use ClearTj'pe
Color scheme; 1 Blue wl
ScreenTip style: Showteature descriptions in ScreenTips v
When creating new workbooks
Use this font: Body Font *»*
Font size; 11 V.,\
Default wiewfor new sheets: Normal View v |
Includethis many sheets: 3 fl
Personalize your copy of Microsoft Office
User name; 'MHeyward
1 OK ) i c""" 1
Figure 12: Excel 2010 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 (FigurelS):
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 16
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Excel Options f?lfxl
Popular
Formulas
Proofing
Save
Advanced
Customize
Add -Ins
Trust Center
Resources
\jg} Help keep your documents safe and your computer secure and healthy.
Protecting your privacy
Microsoft cares about your privacy. For more information about how Microsoft Office Excel helps to protect your privacy,
please see the privacy statements.
Show the Microsoft Office Excel privacy statement
Microsoft Office Online privacy statement
Customer Experience Improvement Program
Security & more
Learn more about protecting your privacy and securityfrom Microsoft Office Online.
Microsoft Windows Security Center
Microsoft Trustworthy Computing
Microsoft Office Excel Trust Center
The Trust Center contains security and privacy settings. These settings help keep your computer
secure, We recommend that you do not change these settings,
/
j Select the "Trust Center Settings" r
button
v >
1 Trust Center Settings...
X"
OK Cancel
Figure 13: Trust Center Settings Screen
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 17
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Choose the setting "Disable all macros with notification" (Figure 14) and select OK.
Trust Center
Trusted Publishers
Trusted Locations
Add-ins
ActiveX Settings
Macro Settings
External Content
Privacy Options
f?lf*l
Macro Settings
For macros in documents not in a trusted location: /"^ ^N
O Disable all macros without notification Select "Disable all
macros with
O Disable all macros except digitally signed macros
O .Enable all macros [not recommended; potentially dangerous code can run) nOTmCailOn
V J
Developer Macro Settings
n Trust access to the VBA project object model
OK Cance
Figure 14: Macro Settings Screen
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 18
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PART 2:
TOOL ORGANIZATION
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 19
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Basic Organization of the SmartWay Logistics Tool
The Logistics Tool is the basis of the SmartWay Partnership for Logistics Companies. Completion and
submission of a Logistics Tool is the first step to becoming a SmartWay Logistics Company Partner. Your
tool submission must be approved by EPA before you are officially a Partner.
The Logistics 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 to the 2016 SmartWay LOGISTICS Tool
Since 2O04, companies have been participating In the SmartWay Program to
reduce thetr Fuel usagei reduce emissions, and save money-
Developed In cooperation with the freight transportation Industry, the
SmartWay Transport Partnership helps you to improve your efficiency by
tracking and benchmarking performance.
>. Trnecrl fmvr&p. X
JC I Y I i M t « i fC . -
Blue
= Data Entry
Figure 15: Welcome Screen for the Logistics Tool
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The blue screen is where you enter data. The light green background is the Excel workbook; this area
remains in the background is NOT used for data entry. For the purposes of your tool submission,
disregard the background workbook.
The name of each form appears at the top left-hand corner of the screen, in white text on the blue
window bar, and the reporting year for the Tool is prominently displayed at the top of the screen.
SmartWay Welcome -
Title of Screen/Form
SmartWay9
Data Year
2015
Reporting Year
Logistics
United States Version: 2.0.15
Released on: 07/08/2016
Figure 16: Screenshot of Title of Screen/Form
Each screen contains text instructions or information about the program. Where applicable, the screen
will also include buttons linking to the SmartWay website or other sections of the Tool (e.g., the various
data entry screens or other information screens); these buttons will be shown in green and clearly
labeled, as seen in Figure 17.
Link to the SmartWay website
Figure 17: Screenshot of Button Link in the Tool
The screens also contain navigation buttons to direct you through the Tool.
Figure 18: Screenshot of Selected Navigation Buttons in the Tool
When 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
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.
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Reviewing the Introductory Screens
Upon opening the 2015 Logistics Tool you will see a Welcome screen. Next you will find several
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 screens can help you become 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 first three steps of
the Tool (Partner Name, Contact Information, and Business Unit Information), based on the prior year's
submittal or, for new partners, information submitted through the online Partner Application. This
option can save time and ensure naming consistency for your contacts and business units(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 WELCOME SCREEN
The SmartWay Welcome screen is the first window that appears when the Tool is opened (Figure 19).
This screen provides basic information about the SmartWay Partnership.
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SmartWay Welcome
SmartWay9
Data Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014)
Logistic.
United States Version: 2.0.1.
Released on: 07/08/2011
Welcome to the 2016 SmartWay LOGISTICS 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 freight transportation industry, the
SmartWay Transport Partnership helps you to improve your efficiency by
tracking and benchmarking performance.
FILING FORMS WITH THE FEDERAL GOVERNMENT AND ESTIMATED REPORTING BURDEN:
Respondents are not required to file or reply to any Federal collection of information unless it has a valid OMB control number. Public reporting burden for this collection of information is
estimated to average 5,82 hours per response for initial registration, 2.66 hours for each annual update. These estimates include the time for reviewing instructions, searching existing data
sources, gathering the data needed, and completing and reviewing the collection of information. Send comments regarding this burden estimate or any other aspect of this collection of
information induding suggestions for reducing this burden to: SmarWay Transport Partnership, 2000 Traverwood, Ann Arbor, MI -18105, or the Office of Information and Regulatory
Affairs, Office of Management and Budget, Washington D.C.
Figure 19: SmartWay Logistics Tool Welcome Screen
Of special note is the small question mark ([?]), which appears next to new concepts when they are
introduced throughout the Tool. Clicking the question mark will reveal additional definitions of terms or
instructions to help you complete the screen properly.
After selecting the ^^^^^™ button on the SmartWay Introduction screen, the SmartWay
Partnership Annual Agreement will appear.
ASSISTANCE FOR NEW USERS SCREEN
The Assistance for New Users screen appears first after the Welcome screen, and allows users to view a
video presenting an overview of the Tool (see Figure 20).
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SmartWay Assistance for New Users
•SmartWay
Data Year
2015
OMB 2060-0663
Expiration Date 07/31/2O17
(Revised 2014)
Logistics
United States Version: 2.0.15
Released on: 07/08/2016
Assistance for New Users
New User Video Overview (3 minutes)
SmartWay
Carrier Tools:
Resources
Assistance for New
Users
Making sure you have the right Tool
Gathering your data
Tool help and navigation
Schedule of Tool due dates
Link to the SmartWay website
Need more help?
Contact your Partner Account Manager,
call the SmartWay helpline at (734) 214-4767,
or email us at smartway_transport@epa.gov.
QUIT
Figure 20: Assistance for New Users Screen
Additional screens may also be accessed from this screen, including:
• Making sure you have the right Tool
• Gathering your data
• Tool help and navigation
• Schedule of Tool due dates
Selecting these buttons on the Assistance for New Users screen will take you to a new screen containing
the information of interest. These are general information screens and may be skipped if you are already
familiar with the Tool.
MAKING SURE You HAVE THE RIGHT TOOL SCREEN
SmartWay offers several tools tailored for different business models and business units. Most logistics
companies will use the Logistics Tool; however, it is advisable to review this screen in the Logistics Tool to
make sure it is the best option for your operations.
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 24
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SmartWay Tool Selection
SmartWay9
Data Year
2015
OMB 2060-0663
Expiration Date 07/31/2O17
(Revised 2014)
Logistics
United States Version: 2.0.15
Released on: 07/08/2016
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.
Use Truck Tool
YES
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.
Use Multi-modal Tool
YES
Figure 21: Determining Which Tool is Appropriate for your Business Units
This screen provides basic information on three SmartWay tools (Truck, Logistics, and Multi-modal)
appropriate for different types of trucking operations. Your choice of tool will depend primarily on your
transport modes and the amount of business you contract to other companies.
Follow the flow chart in Figure 21 to determine which Tool is most appropriate for your business unit(s).
Select the
Select this Button for
More Information
button for further details.
Select the
1 button to return to the Assistance for New Users screen.
GATHERING YOUR DATA SCREEN
This next screen summarizes the information needed to complete the Logistics Tool.
You may select
PRINT
SCREEN
Ito create a hard copy to reference as you complete the rest of the Tool.
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SmartWay: Gathering Your Data
-SmartWay
Data Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014)
Logistics
United States Version: 2.0.15
Released on: 07/08/2016
Following is a brief description of the information you will need to complete this Tool. For further details, please consult the Logistics
Tool User Guide.
Partner Information
• Company Name, AddresEr City, 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)
Business Unit Characterization Information
• Business Unit Names
• Standard Carrier Alpha Codes (SCACs), Motor Carrier Numbers (MCNs), Department of Transportation (DOT) Numbers, and/or
National safety Codes (NSC)
• Business Focus
Carrier Use Profile
• Identffication information of carriers contracted in given year (including mode, name, and ID codes)
• Carrier utilization details:
- Total Miles and/or Ton-Miles Contracted
- Average payload information
Figure 22: Summary of Required Information - Gathering Your Data Screen
While this screen serves as a reminder of your data input needs, refer to the Logistics Tool Quick Start
Guide for more tips and worksheets to help you gather your data for efficient and accurate tool
completion.
TOOL HELP AND NAVIGATION SCREEN
This screen presents the complete list of buttons available throughout the Tool (Figure 23). Becoming
HELP
familiar with these buttons will make completing the Tool easier and faster. Select the Ujgg_ 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.
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 26
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SmartWay: Tool Help and Navigation
gJJJBIiii Da?01Y5ear
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014}
Logistics
United States Version: 2.0.1S
Released on: 07/03/2016
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.
EDIT/VIEW
COMMENTS
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.
Link to video instruction regarding Tool data entry
and use.
Figure 23: Tool Help and Navigation Screen
SCHEDULE OF TOOL DUE DATES SCREEN
The Schedule of Tool Due Dates screen shows the release dates and due dates for the various Partner
tools for the 2016 calendar year (Figure 24). The screen also shows how the outputs from the various
carrier tools serve as inputs to "downstream" tools such as Multi-modal, Logistics, and Shipper.
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 27
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SmartWay: Schedule of Tool Due Dates
^>
2015
Fjtpiratton Date 07/31/2017
United States Verston: 2.0.15
SmartWay Partner Schedule and Data Flow Diagram
Tool release and due dates for 2016 calendar year using 2015 data
feb
Apr
Truck Tool
Available January 7
Group 1
Due March 4
Group 2
Due April 8
Group 3
Due May 6
Rail Tool
Available February 3
Due May 6
Barge Tool
Available February 3
Due May 6
Air Tool
Available April 2
Due May 6
Logistics Tool
Available Jury 8
Accepts Truck, Rail, Barge, Air,
and MM Data
Due September 16
Shipper Tool
Available October 3
Accepts Truck, Rail, Barge,
Air, MM, and Logistics Data
Due December 2
Figure 24: Partner Schedule Screen
After returning to the Assistance for New Users screen, you may select the
Link to the SmartWay website
I button 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.
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 28
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THE "SMARTWAY PARTNER AGREEMENT" SCREEN
SmartWay Partnership Annual Agreement
%SmartVvay |
Data Year
2015
OMB 2060-0663
Expiration Bate 07/31/2017
(Revised 2014}
X
Logistics
United States Version: 2.0.15
Released on: 07/08/2016
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. New!/ formed companies require a minimum of 3 months of operational data.)
2. Have performance results and Tool submittal status posted on the EPA SmartWay web site/data base.
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 meds 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 the data becomes available to EPA.
3. Assist Partners in achieving emission and fuel usage reduction goals (subject to Federal Government Appropriations).
General Terms
1. If the Partner or EPA defaults upon this agreement at any point, the agreement shall be considered null and void.
2. Ether party can terminate the agreement at any time without prior notification or penalties or any further obligation.
3. EPA agrees not to comment publicly regarding the withdrawal of specific Partners.
4. EPA reserves the right to suspend or revoke Partner status for any Partner that fails to accomplish the specific actions to which it
committed in the SmartWay Transport Partnership Agreement and subsequent annual agreements.
5. The Partner agrees that it will not claim or imp!/ 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 Hikflnrppinpnt. may hq^iihjwt to
liability under all applicable civil and criminal statutes including 18 U.S.C. 10O1 (criminal liability for fate stateme^ ^812 (civil
liability for false statements) and 31 U.S.C. 3729-33 (The False Claims Act).
PII understand and agree to the terms of thisagreement.l'^H
Select to
accept
Agreement
QUIT
Figure 25: SmartWay Partnership Annual Agreement
Submitting a SmartWay Logistics 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 check box at the bottom of the screen.
SmartWay Logistics Tool submissions are due on an annual basis; therefore, when you submit your Tool
each year, this will constitute your renewal of your Partnership Agreement. Failure to send your annual
Tool update will constitute a violation of the terms of the agreement and will result in immediate
removal of your company name/business unit name from the SmartWay Partner list.
AUTO-POPULATE SCREEN
Before proceeding to the Home screen you will see the Auto-populate Initial Steps screen (Figure 26).
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 29
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SrnartWay Auto-populate Initial Steps
-SrnartWay9
Data Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014}
Logistics
United States Version: 2.0.15
Released on: 07/08/2016
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 Fleet Descriptk>n(s) for returning partners) by providing your SrnartWay 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 emalled to you.
If you wish to auto-populate the initial data fields, select this button.
Email me my SmartWay ID
Auto-populate initial steps
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
Screen
Demo
Figure 26: Auto-populate Initial Steps Screen
This screen allows you to input your SmartWay ID and automatically upload the information for the first
three steps of the Tool (Partner Name, Contact Information, and Business Unit Information), based on
your prior year's submittal or, if you are a new partner, information submitted through the online Partner
Application. This option can save time and ensure naming consistency for your contacts and business
unit(s) from year to year.
If you prefer to enter this data manually, you may select L ^^ to skip this screen.
If you are the designated Working or Executive Contact for your company, but do not have your
SmartWay ID, you may have it emailed to you it by selecting •ttSJfiIiiUIXffiSUil£t2iifl. After entering
the Tool will appear for your review. At this point you may reject the data import by selecting I
Undo
When ready select
to be taken to the SmartWay Logistics Tool Home screen.
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 30
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Basic Overview of How to Complete the Tool
All data entry screens are reached by starting on the Home screen.
Figure 27 displays the Home screen for users that have not selected the auto-populate option on the
previous screen. (See page 51 to view an example Home screen after auto-population.)
SmartWay Logistics: Home
-SmartWay9
Data Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014)
Logistics
United States Version: 2.0.15
Released on: 07/08/2016
Please complete the following steps. Check boxes on the left indicate successful completion of each step. For more information, select the 'Help'
button.
1. Enter Partner Name (Exactly as it should appear on the SmartWay website):
Contact Information
Business Unit Descriptions)
Download Latest SmartWay Carrier Data file
5. Data Entry: (Double-click the business unit name or select and hit Enter)
Feedback/ Recruiting Assistance
Generate a (.xml) data file
? | Optional survey to help us improve your SmartWay experience.
| I To complete your submission, email the small (.xml) data file and your large (.xls) tool file
• I 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
SAVE
Review your Year-to-Year Performance
QUIT
Screen
Demo
Page L-10
Figure 27: Main Tool Navigation or "Home" Screen
From the Home screen, you can:
•
Enter your Partner Name;
Fill out company and contact information;
Define your business units;
Download the latest SmartWay Carrier data file;
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 31
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• Enter data to characterize your business unit(s);
• Complete a SmartWay Feedback Survey and provide EPA with recruiting assistance;
• Create final version to submit to EPA;
• View results of your data entry;
• Review year-to-year comparisons; and
• Visit the SmartWay Partner Portal.
SECTIONS OF THE TOOL
The Logistics Tool Home screen contains seven primary sections. Each section links to additional screens
or worksheets within the Tool which are described below:
Section 1: Enter Partner Name (data field): Specify your company's Partner Name, exactly as you
want it to appear on the SmartWay website.
Section 2: Contact Information (button): This button takes you to a screen that asks for general
company contact information, a working SmartWay point of contact, and an executive-
level contact. Additional contacts may also be included.
Section 3: Business Unit Description(s) (button): This button takes you to a screen that asks you to
define all the business units your company operates and provide information describing
their operation. Once these parameters are defined, the software will enable you to
generate blank data entry forms for each business unit.
Section 4: Download Latest SmartWay Carrier Data File (button): Select Download Latest
SmartWay Carrier File. Select this button to download the latest SmartWay Carrier
performance data for use with your logistics business units. You must download the
latest file to ensure you use the most up to date information on SmartWay Carrier
Partners.
Section 5: Data Entry (selection list): Selecting a business unit name will take you to screens asking
for the carrier and activity information necessary to calculate efficiency metrics for the
business unit.
Section 6: (Optional) Feedback/Recruiting Assistance (button): In this optional step you can give
EPA feedback about the SmartWay Program and assist SmartWay in recruiting new
carriers.
Section 7: Generate a (.xml) data file (button): This button creates a version of the Tool (in XML
format) for you to send along with your XLSX file as attachments in an e-mail to your
Partner Account Manager. Selecting the OK button on this screen does not automatically
submit the files to EPA; you still need to submit them to EPA by attaching them in an e-
mail.
"Your Results" Sections (Optional)
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.
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 32
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View Your Data Reports (button): Here you can view final summaries of your data including all data
inputs, business unit performance summaries, an "out of range" report (summarizing inputs that are
higher or lower than expected values) and a summary of comments you have entered.
Review 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 business unit performance overtime.
ENTERING YOUR DATA
The first five sections of the Home screen are mandatory and MUST be completed in order. These
sections comprise all the data collection steps needed to complete your SmartWay Logistics Tool. After
they are completed, you can review your output before submitting your Tool to EPA.
Once you complete each mandatory step, a
VALIDATING YOUR DATA
will appear on the left of the screen.
The Logistics 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
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 (dlMfl 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 business units and/or vehicle classes.
REVIEWING YOUR DATA
PRINT
Each screen within the Tool has a |jjjjj)m 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
B^^^BiHHi^fflB
return to the Home screen, select the • ^^^^^^g^g^n^ button, identify
the report of interest using the Reports Menu, and print them out for review. The data reports provided
View Your Data Reports
by the Logistics Tool are discussed further in the
section of this guide.
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 33
-------
SUBMITTING DATA TO SMARTWAY
Detailed instructions on properly submitting your data to SmartWay is included in this guide on page 65.
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 34
-------
PART 3:
SECTION-BY-SECTION
DATA ENTRY GUIDANCE
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 35
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Preparing for Data Entry
To participate in SmartWay, logistics companies need to gather the following essential information to
complete the Logistics Tool:
• The official company name, EXACTLY as you would like it presented on the SmartWay website
• Company contact information
• Contact details for your Working Contact
• Contact details for an Executive Contact (cannot be the same as the Working Contact)
• A comprehensive list of business units, including:
o Business Unit details, such as:
• Standard Carrier Alpha Codes (SCACs)
• Motor Carrier Numbers (MCNs)
• US DOT Number
• Canadian National Safety Codes (NSCs)
• Business Unit Type
o Business Unit focus (e.g., logistics provider, freight forwarder, freight broker, truck
carrier, or rail freight broker)
• Data sources for all data to be entered
• SmartWay ID number (if this is not your first Tool submission)
This data must be provided for all of your company's business units. This data reflects the amount of
freight carried by each carrier, the distance that freight is carried, and the fuel consumed to carry the
freight.
The next four sections of this guide explain how to enter your data on each of the required and optional
screens. You must complete these first five sections of the Home screen in order.
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 36
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Section 1 Data Entry: Enter Partner Name
SECTION 1 OVERVIEW
Section 1 of the Logistics Tool asks you to "Enter Partner Name."
SmartWay Logistics: Home
Data Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014)
Logistics
United States Version: 2.0.15
Released on: 07/08/2016
Please complete the following steps. Check boxes on the left indicate successful completion of each step. For more information, select the 'Help'
button.
1. Enter Partner Name (Exact!/ as it should appear on the SmartWay website):
Logistics 1, Inc.]
Enter your Partner Name
precisely as you want it to
appear on the EPA website
Figure 28: Field for Entry of Partner Name on Logistics Tool Home Screen
EPA publishes your company's official name on the EPA SmartWay website and in the SmartWay Carrier
Data File. This is how your customers will know that you are a SmartWay Partner. The name that EPA
lists is known as your "Partner Name" and is defined within Section 1 of the Logistics Tool.
Therefore, it is essential that you specify your company's Partner Name EXACTLY as you want it to appear
on the SmartWay website.
Pay special attention to proper capitalization, abbreviations, and punctuation, and remember that EPA
will use whatever you enter EXACTLY as reported.
Steps for Entering Partner Name
1. Type your Partner Name EXACTLY as you would like it to appear on the SmartWay website in the
field as indicated.
2. Proceed to Section 2 to enter contact information.
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 37
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Section 2 Data Entry: Enter Contact Information
SECTION 2 OVERVIEW
The Contact Information section is where you identify all points of contact between EPA and your
company that are related to your participation in SmartWay.
Section 2 asks you to select a green button labeled "Contact Information."
SmartWay Logistics: Home
Data Year
OMB 2050-0553
Expiration Date 07/31/2017
(Revised 2014)
Logistics
United states Vereton: 2.0.15
Released ^ 07/08/2016
Please complete the following steps. Check boxes on the left indicate successful completion of each step. For more information, select the 'Help'
button.
>/
1. Enter Partner Name (Exact!/ as it should appear on the SmartWay website):
| Logistics 1, IncJ
Contact Information
•«-
Select "Contact Information"
Figure 29: Select Contact Information Button on "Home" Screen
You will then be taken to the Contact Information screens. These screens will ask you to, provide the
following information:
1. Company Information
2. Working Contact information
3. Executive Contact (Vice President or higher)
4. Other Contacts
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 38
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SmartWay: Contact Information
Partner Information Working Contact
Addressl*
AddressZ
City*
Main Phone*
Web Site
Executive Contact Other Contact:
645 Main Street
Suite 110
Austin
512-555-5555
State* |TO jj ZIP* 1 78731 Country* USA
Toll Free |888-555-1515
www.logisticsl.com
There must be at least two different people that SmartWay can contact. The Working Contact is the person assigned
to work directly with EPA regarding timely and accurate Tool submission, and maintaining direct communication with
SmartWay.
The Executive Contact is the company executive who is responsible for agreeing to the requirements in the SmartWay
Partnership Annual Agreement and ensuring timely submission of the Tool to SmartWay. The Executive Contact
should be a Vice President or higher-level representative for the company.
_?j Working Contact:
Name |Mr- jj First* |Glenn
Title* VP Operations
? | Executive Contact:
Name \™- _^j First* |Jack
Mil Last* J°hnson
MI [ Last* Shephard
Title* |CEO|
* - Required
Figure 30: Entering Company and Contact Information
Each field marked with an asterisk must be filled out. You will not be able to submit
the Tool to SmartWay without this information.
Steps for Entering Contact Information:
Under the Partner Information tab:
1. Enter the Company data.
2. Enter the Working Contact name and title.
The Working Contact is the individual designated by the Executive Contact to directly interface
with SmartWay regarding specific tasks involved in the timely submission of the Tool. The
Working Contact is responsible for coordinating the assembly of information to complete/update
business unit data; completing and updating the Tool itself; maintaining direct communication
with SmartWay; and keeping interested parties within the company apprised of relevant
developments with SmartWay. (NOTE: To ensure that e-mails from SmartWay/EPA are not
blocked, new contacts may need to add SmartWay/EPAto their preferred list of trusted sources.)
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 39
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3. Enter the Executive Contact name and title
The Executive Contact is the company executive who is responsible for agreeing to the
requirements in the SmartWay Partnership Annual Agreement, overseeing the Working Contact
(as appropriate), and ensuring the timely submission of the Tool to SmartWay. The Executive
Contact also represents the company at awards/recognition events. This person should be a Vice
President or higher level representative for the company.
Under the Working Contact tab:
SmartWay: Contact Information
Partner Information
Working Contact
Executive Contact
Other Contacts
Please enter information about your Working Contact here.
Please note that the email address should be different from the Executive Contact.
Name
Glenn Johnson
U« Partner Address
645 Main Street
[Austin
Address!'
Address2 |Suite 110
City*
Phone*
Email* | fllenn.johnson@loflisticsl.com
Confirm Email*
ZIP* 78731
512-555-6868
State* |TX jj
28 Cell 1512^58-7589
Country* USA
Fax 512-555-3333
-------
Under the Executive Contact tab:
SmartWay: Contact Informa
a ner _n orma ion
Please enter mformatk
Please note that the e
Name
ion X
Working Contact Executive Con tact Other Contacts
>n about your Executive Contact here.
mail address should be different from the Working Contact.
Jack Shephard
ta
Addressl*
Address2
City*
Phone*
545 Main Street
Suite 110
Austin State* |TX _»j ZIP* |78731 Country* |USA
512-789-6789 Ext|27 Cell 512-957^296 Fax 512-555-1985
Email* fiack.5hephard@togistic5l.com L J
Confirm Email* |jaek.shephard@loglsticsl.com
* - Required
Figure 32. Executive Contact Information Screen
1. Enter the Executive Contact information. If the Working Contact shares the same address as
the company, you may select the I ^||j|^mj|f|jj|j|f||^ I button to auto-populate
the address section of this record.
Under the Other Contacts tab:
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 41
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SmartWay: Contact Information
Partner Information
Working Contact
Executive Contact
Please enter information about your additional contacts here.
Other Contacts:
Add New Contact
Edit Selected Contact
Delete Selected Contact
Figure 33. Other Contact Information Screen
1. Enter Other Contacts (if applicable) by selecting the
2. Enter the first Other Contact then select I
Add New Contact
I button.
/hen done.
Note: You must supply at least two unique contacts with separate email addresses on
the contact screen to ensure EPA has access to at least two people for Tool submission
follow-up.
NOTE: In some cases, companies with multiple business units 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
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 42
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Edit Selected Contact
button. You can remove an existing contact by highlighting the
contact and then selecting
Delete Selected Contact
VALIDATE
To make sure you have filled out all required contact information, select ^••••Hat the
bottom of the screen on the Partner Information tab. If any information is missing or invalid, a
dialogue box will appear informing you what additional information is required.
4. Next select the
HOME
button to return to the Home screen and go to Step 3.
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 43
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Section 3 Data Entry: Logistics Business Unit Characterization
The next section of the Tool is the "Logistics Business Unit Characterization" section. This is the section
where you will define the various components of your business units.
The Logistics Tool allows you to assess your operations by defining multiple business units. If a customer
has the ability to hire a specific business unit by name or type, you should add that business unit to the
list of business units that you will characterize in the Logistics Tool. Do not include internal company
business unit definitions or designations—only include separate business units as they would be
identified and hired by your customers.
There are three screens in the Logistics Business Unit Characterization section of the Tool:
1. Identify Logistics Business Units
2. Logistics Business Unit Details
3. Business Focus
Each screen, and the steps required to complete it, is described below.
"IDENTIFY LOGISTICS BUSINESS UNITS" SCREEN OVERVIEW
The Identify Logistics Business Units screen is shown below:
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 44
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SmartWay: Business Unit Characterization - Logistics
Identify Logistics Business Units | Logistics Business Unit Details | Business Focus
SmartWay will list your company's name and your logistics business unit namef.s) on the SmartWay website to indicate your participation in the
SmartWay program. Customers can search for your company by your company's logistics business unit name(s), SCAC, Motor Carrier Number, or DOT
number. Please name your logistics business unit(s) as you want them to appear on the SmartWay website. Business Unit Names should start with
your Company Name first (corresponding to the left hand column below), followed by the Business Unit identifier (corresponding to the second
column below). If your company has only one business unit, you may leave the Business Unit Identifier field blank.
Input information for each logistics business unit in your company that a customer would have discretion to hire. Do not include internal business
units that are invisible to your customers. If "ABC Logistics" has two business units that a customer can hire, they should create two logistics
business units: for example, ABC Logistics Freight, and ABC Logistics Refrigerated.
To add logistics business units, simply select the "Add Another Logistics Business Unit" button at the bottom of the page.
Company Ha me
Unit Identifier
Business Unit Name
(exactly as it will appear on the SmartWay Website)
ILogistics 1, Inc.
Group 1
Logistics 1,Inc.: Group 1
Delete Checked Rows
Add Another Logistics Business Unit
Figure 34: Identify Logistics Business Units Screen
You will be asked to establish a name for each business unit that a customer can hire. The Logistics
Tool combines your Partner Name (as defined on the Home screen in Section 1) with a Business Unit
Identifier that you provide on the Identify Business Units screen to establish your final Business Unit
Name.
Each of your business unit names will begin with the name of your company. On the SmartWay
website, each of your business unit names will begin with the name of your company. This "prefix"
company name will be whatever you enter in the Company Name field on the "Identify Logistics Business
Units" screen. By default, the Company Name for your first business unit on the screen is automatically
populated with the first 50 characters of the Partner Name that was entered on the Home screen. You
should specify the Company Name so that it appears EXACTLY as it you want it to show within each
business unit name. (For example, if your company's name includes "Inc." or "Ltd.", you may choose not
to include that in your business unit names.) Please pay special attention to proper capitalization,
abbreviations, and punctuation. Remember that this name will be automatically inserted at the start of
each of your business unit names on the SmartWay website.
Remember that the company name will be automatically inserted at the start of each of your business
unit names in the SmartWay Carrier Data File. Whatever you enter for company name for the first
business unit will automatically be used for any additional business units you add. Similarly, any edits
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 45
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you make to the company name for the first business unit will automatically be reflected on each
subsequent business unit.
To define each business unit name, you will be required to enter the Business Unit Identifier. This
should be an identifier recognizable to your customers. Again, make sure to specify each Business Unit
Identifier name exactly as you want it displayed in the SmartWay Carrier Data File, including proper
capitalization, any abbreviations, and punctuation. Remember that it will automatically be combined
with the Company Name field.
Once you have added your Business Unit Identifiers, the complete business unit name (with Company
Name and Business Unit Identifier combined) will appear in the grayed-out box on the far right of the
Identify Business Units screen.
Delete Company Name
|~ 1 1 Logistics 1, Inc,|
Final Business Unit Name
^
1^^^^ Business Unit Name
Business Unit Identifier _U ^S^ (exactly as it will appear on the SmartWay Website)
iTruck Division
^^ x
[logistics 1, Inc, : Truck Division
Figure 35: Example of final Business Unit Name formatting
NOTE: If you have only one business unit, you may leave the Business Unit Identifier field blank, in which
case your business unit name will simply be presented as the "Partner Name" you entered on the Home
screen.
If you have more than one business unit, you will need to add the business units separately. To enter
Adding Comments assists SmartWay Tool reviewers in approving your Tool as quickly as possible. Your
comments help reviewers understand your business operations. Any details that you can provide related
to your operations will speed up approval time.
The E 3 button located at the bottom of the screen allows you to enter notes about the data
collection process, your assumptions and methods, or other information. These details could prove useful
for your reviewer when you or someone else completes the Tool next year.
button will then read
VIEW/EDIT
COMMENTS
to indicate to your reviewer that there are comments to
If, at a point later in the data entry process, you realize that you need to add a new business unit or
delete an existing business unit, you can return to the Identify Business Units screen.
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 46
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To add a new business unit, follow all of the instructions on the screen regarding defining your business
units, including selecting the ^Ku313ili£iU£&ftUiUi&^l button at the end of the process. When you
select this button, the system will create blank data entry forms only for the new business unit(s) you
have added; the existing business units will not be affected.
If you need to delete an existing business unit, simply check the box next to the business unit and then
HOME
well as an HiUUlUfil button. Selecting HM^IH will take you back to the Home screen
STEPS FOR COMPLETING "IDENTIFY BUSINESS UNITS" SCREEN:
Business Unit Description (s)
1. On the Home screen, select the
button to display the Business Unit Characterization screens.
2. Confirm that the Company Name (Partner Name) that appears automatically is correct and
appropriate for your business units. If not, make changes in the field under the heading
"Company Name."
3. Enter the "Business Unit Identifier" for your first (or only) business unit.
4. Enter additional business units as needed:
a.
b.
c.
Add Another Logistics Business Unit
To enter another business unit, select the f^^^^jj^^^ff^g^^^^f button.
To delete a business unit, select the box next to the row you wish to delete, and then
Once you have confirmed or modified the Company Name and specified the Business
Unit Identifiers, the full Business Unit Names will be displayed on the screen to the right,
exactly how they will be displayed on the SmartWay website.
To proceed, select the Logistics Business Unit Details tab at the top, or simply select the
button at the bottom of the screen.
"LOGISTICS BUSINESS UNIT DETAILS" SCREEN OVERVIEW
The Logistics Business Unit Details Screen is shown below:
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 47
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SmartWay: Business Unit Characterization - Logistics
Identify Logistics Business Units
Business Focus
Please provide the additional details requested below for all of the business units you created on the previous screen. Because customers will be able to
search for your company by SCAC, Motor Carrier Number, DOT number, or NSC Number, in addition to your business unit name, be sure to include this
information where available.
A
Unit Type
1: Logistic; 1, Inc.: Truds Division
Figure 36: Logistics Business Unit Details Screen
The Logistics Tool asks you to provide four types of industry identifier codes for each your business units.
• Standard Carrier Aloha Codes (SCACs): The Standard Carrier Alpha Code is a unique 2 to 4
character alphabetic code used by the transportation industry to identify transportation
companies. If you cannot remember your SCACs, please contact the National Motor Freight
Traffic Association before proceeding (see http://www.nmfta.org/Pages/ContactUs.aspx.) You
can enter multiple SCACs by separating them with commas in the Tool. This field is optional and
may be left blank in the Tool.
• Motor Carrier Numbers (MCNs): The Motor Carrier Number is a 5 to 7 digit number provided by
the Federal Motor Carrier Safety Administration. This field is optional and may be left blank in
the Tool.
• US DOT Number: This number is assigned to commercial vehicles hauling cargo in interstate
commerce by the Federal Motor Carrier Safety Administration. DOT numbers are strictly numeric
and can be up to 7 digits in length. This field is optional and may be left blank in the Tool.
• National Safety Code (NSC) Numbers are carrier identification numbers issued to fleets with
Canadian operations.
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 48
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Entering SCACs, MCNs, DOT, and NSC numbers is optional; however, if you have this information you are
encouraged to supply it to make sure that SmartWay Shippers and Logistics companies can find you.
You will also need to establish the Business Unit Type for each of your business units, which is defined
as the service type for your business unit. There are three options accepted by the Tool—"For-Hire,"
"Private/ and "Dedicated." If your company has only one business unit, your "Business Unit Type"
selection will reflect your company's operations as a whole. If there are multiple business units, each will
have its business unit type defined separately.
STEPS FOR COMPLETING "BUSINESS UNIT DETAILS" SCREEN
1. For each business unit, you are asked to provide additional details, including SCAC, MCN, DOT, and/or
NSC identifiers (optional) for each business unit listed. If you have a single business unit that has
multiple SCACs, enter all of them into the SCAC field, and separate them with commas.
• While it is not required to enter SCAC, MCN, DOT, or NSC information for each business
unit, it will help shippers and logistics companies searching by those parameters in the
SmartWay database to easily find your business unit for inclusion in their Tool.
2. Select your Business Unit Type (either "For-Hire," "Private," or "Dedicated") for each business unit
listed.
3. Select the button or select the Business Focus tab at the top to proceed to the next
section.
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 49
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"BUSINESS FOCUS" SCREEN OVERVIEW
SmartWay: Business Unit Characterization - Logistics
Identify Logistics Business Units
Logistics Business Unit Details
Business Focus
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 Unit(s}" button at the bottom of the screen.
Business Focus (%)
_d _d
Business Unit Name
Logistics
Provider
Freight
Forwarder
Freight
Broker
_d
Truck
Carrier
Rail
Freight
Broker
Total
1: Logistics 1, Inc.: Truck Division
CREATE BUSINESS UNIT(S)
.
BACK SAVE
1
Screen
Demo
Figure 37: Business Focus Screen
For each business unit, you will need to specify the percent of overall activity for each Business Focus
Category:
• 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 docking, 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 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"
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 50
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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: Freight broker specializing in rail mode services.
STEPS FOR COMPLETING "BUSINESS Focus" SCREEN
1. For each business unit identified, estimate the percentage of total activity associated with each of the
five business focus categories listed. Enter your estimates in the fields provided. Leave the field
blank if no activity is associated with that operation category for that business unit.
2. Once you are sure your information is input correctly, you may select the
I button at the bottom of the page. You will automatically be
CREATE BUSINESS UN1T(S)
returned to the Home screen.
AUTO-POPULATION OPTION:
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 Logistics: Home
-SmartWay
Data Year
2015
OMB 2060*0663
Expiration Date 07/31/2017
(Revised 2014)
Logistics
United States Version: 2.0.15
Released on: 07/08/2016
Please complete the following steps. Check boxes on the left indicate successful completion of each step. For more information, select the 'Help'
button.
you used the auto-population function to fill in the initial steps (1, 2, and sometimes 3). Please make sure your data are correct and
setect the checkbox to the tight of steps 2 and 3 to confirm your information.
1. Enter Partner Name (Exactr/ 35 it should appear on the SmartWay website):
SD Transportation
Contact Information
Business Unit Description(s)
Download Latest SmartWay Carrier Data Trie
F" I confirm that I have reviewed my contact information and it IE correct.
l~~ I confirm that I have reviewed my fleet description(s) and it is correct.
5. Data Entry: (Double-click the business unit name or select and hit Enter)
Feed back/Recruiting Assistance
Generate a (.xml) data file
? I Optional survey to help us improve your SmartWay experience.
I To complete your submission, email the small (.xml) data file and your large (.xis) tool file
_iJ to EPA. If your email size limit cannot handle the too! file, send onV the smaller data file.
YOUR RESULTS
View Your Data Reports
Visit the SmartWay Partner Portal
Review your Year-to-Year Performance
l-il
Page L-10
Figure 38: Example Home Screen after Using Auto-populate Function
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 51
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First review the Partner Name as it appears on the screen, revising it as necessary.
Next, you MUST review the populated Contact Information and Business Unit 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 Business Unit Information screens for
review.
SmartWay Logistics: Home
%SmartWa>
LData Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014}
X
Logistics
United States Version: 2.0.15
Released on: 07/08/2016
Please complete the following steps. Check boxes on the left indicate successful completion of each «**»"
button.
»««•» mf™™=Hr»
'Help'
You used the auto-population function to fill in the initial steps (1, 2, and sometimes 3). Pieast
select the checkbox to the right of steps 2 and 3 to confirm your information.
1. Enter Partner Name (Exactly as it should appear on the SmartWay website):
SD Transportation
Contact Information
Business Unit Description(s)
Download Latest SmartWay Carrier Data Hie
Check boxes to
confirm accuracy of
imported information
nd
W I confi^hat I have reviewed my contact information and it K correct.
|I confirm that I have revv.v-d IIT, "«: ceic :c;o'xs; a1"": : -i correct.:
5. Data Entry: (Double-click the business unit name or select and hit Enter)
SD TransoortBtion - Not Checked
Feed back/Recruiting Assistance
Generate a (.xml) data file
? | Optional survey to help us improve your SmartWay experience.
I To complete your submeston, email the small (.xml) data file and your large (.xls) tool file
• I to EPA. If your email size limit cannot handle the tool file, send only the smaller data file.
YOUR RESULTS
View Your Data Reports
Visit the SmartWay Partner Portal
Review your Year-to-Year Performance
QUIT
Screen
Demo
Page L-10
Figure 39: Example Home Screen Using Auto-populate - After Review of Steps 1-3
Once the confirmation boxes are checked you may proceed to Step 4.
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 52
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Section 4: Download Latest SmartWay Carrier Data File
To ensure that the Logistics Tool gives you the most current list of SmartWay carriers to select from, you
must select the "Download Latest SmartWay Carrier Data File" button on the Home screen. A new box
will appear next to the button indicating the "Date of Current Carrier File." You are now ready to select
carriers and entering activity data for each business unit.
You will not be able to input the required logistics business unit data in Step 5 without this file. You must
have an active Internet connection to perform this step.
• Logistics: Home
-SmartWay8
Data Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014)
Logistics
United States Version: 2.0.15
Released on: 07/08/2016
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 (Exsctfy as it should appear on the SmartWay website):
Logistics 1, Inc.
Contact Information
Business Unit Description^)
Download Latest SmartWay Carrier Data File
Date of Current Carrier File:
06/25/2016
5. Data Entry: (Double-click the business unit name or select and ht Enter)
Feedback/Recruiting Assistance
Generate a (.xml) data fie
? I 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
• I 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
PageL-10
Figure 40: Home Screen Indicating Date of Current Carrier File Downloaded
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 53
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Section 5: Select Business Unit for Data Entry (providing activity and
fuel consumption information for your business units)
Now that you have defined your logistics business units, in Section 5 of the Logistics Tool, you will be
asked to provide additional information for EACH business unit separately.
"BUSINESS UNIT STATUS REVIEW" OVERVIEW
Once you have returned to the Home screen, you will see all of your business units listed in the window
below item # 5: Data Entry.
SmartWay Logistics: Home
-SmartWay®
Data Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
[Revised 2014}
Logistics
United States Version: 2.0.15
Released on: 07/08/2016
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 (Exactf/ as it should appear on the SmartWay website):
Logistics lr Inc.
Contact Information
Business Unit Description(s)
Download Latest SmartWay Carrier Data Fife
Date of Current Carrier File:
06/25/2016
5. Data Entry: (Double-click the business unit name or select and hit Enter)
Feedback/Recruiting Assistance
Generate a (.xml) data file
Business Unit
Status
Indicator
I ?| 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 see limit cannot handle the tool file, send onfy the smaller data file.
YOUR RESULTS
View Your Data Reports
Visit the SmartWay Partner Portal
Review your Year-to-Year Performance
Page L-10
Figure 41: Home Screen - Business Unit Status Prior to Activity and Fuel Data Entry
A status message appears after each business unit, indicating whether or not the data entry for that
business unit is complete. There are three possible status messages:
• Not checked - Data has not been entered yet.
• Incomplete - Some data is still missing and/or inconsistent.
• Complete - All data requirements have been met and validation has occurred.
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In addition to the status messages above, you may see one of two qualifiers: "Errors" or "Warnings."
• Errors will prevent you from generating the Internal Metrics Reports in the View Your Data
Reports section, and 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 addressing errors and warnings is described for subsequent input screens in the
following sections.
To add data to a particular business unit, highlight the business unit name and then double-click. You will
then proceed to the Tool data entry screens.
STEPS FOR SELECTING A BUSINESS UNIT TO REVIEW:
1. Using your mouse, select and highlight the name of the business unit for which you wish to enter
data.
2. Double select the name; you will then be taken to the Instructions screen for that business unit.
COMPLETING THE CARRIER SELECTION SCREENS
To begin, you will need to identify the carriers included in each logistics business unit. Two options are
available for identifying your carriers. If you have a large number of carriers (e.g., a large 3PL with 100 or
more carriers), you may wish to develop your carrier details separately and upload your data in a single
file using the Outside Data Import method. (You may use the carrier matching function contained in the
Partner Portal to match your carriers with those in the SmartWay database before importing your data if
you wish, as described below.) Alternatively, if your logistics business unit has a limited number of
carriers, you may choose to specify your carriers one at a time using the Manual Input SmartWay
Carriers Entry method. These methods are described in detail in the Data Import/Export Guide.
Regardless of the method you choose, you will need to identify the mode of transport for the carrier. Six
carrier mode selections are available, including:
• Rail
• Truck
• Multi-modal
• Logistics
• Barge
• Air
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 55
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(Note: By selecting "AN" on the Tool's Manual Input SmartWay Carriers screen, you may search across all
carriers, regardless of mode.)
Next, you may also identify a SmartWay Category for the Truck mode. Truck SmartWay Categories
include:
• Auto Carrier
• Dray
• Expedited
• Flatbed
• Heavy/Bulk
• LTL Dry Van
• Mixed
• Moving
• Package
• Refrigerated
• Specialized
• Tanker
• TL Dry Van
SmartWay Category selections are not currently available for other modes but may be added in the
future. (Note: Multi-modal selections list "Multi-modal" as the SmartWay Category.)
After identifying the mode (and SmartWay Category, if available), you should identify each carrier's
specific fleet name, as listed in the SmartWay Carrier Data file, along with any associated SCACs, DOT
numbers, NSCs, and MCNs. The Carrier data file must be downloaded from the SmartWay website by
selecting the button under Step 4 on the Logistics Tool Home screen. This data can then be viewed on
the Manual Input SmartWay Carriers screen or offline using Microsoft® Excel.
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 56
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Carrier Matching: Some companies have had difficulty matching the carrier information in their
databases with the data that carriers submit to SmartWay. The carrier matching function helps
partners identify which of their current carriers are SmartWay Partners.
You may add company-specific carrier identification information and/or carrier contact information
into your CSV import file. Once you have created your file you can use the matching function
located in the SmartWay Portal to identify and match which of your carriers are SmartWay carriers.
In the first reporting year (2014) the function was able to match your carrier data using identification
fields including carrier address, phone number, SCAC code, MCN code, NSC, and/or DOT number.
Starting in 2015 you can match your carrier data with the SmartWay data by including your own
unique identification data in the Carrier CSV from previous submissions. For example, if you have a
unique Carrier ID for each of your carriers, include that in the Carrier CSV this year so that this
information is stored in the SmartWay database. Then in subsequent years, when you include your
unique identifier in the Carrier CSV file, you can use the SmartWay Portal to find your carriers for the
current reporting year quickly and easily. Your company-specific match data is not shared with other
companies.
The steps to use the new carrier matching function are described on the Match My Carriers screen
within the Logistics Tool. Follow the instructions in the "Guide to Importing Carrier Data Using the
Outside Data Import Function - 2015 Data Year" for detailed guidance.
In certain cases, a carrier may have multiple fleets associated with its operations. In the case of trucking,
multi-modal and logistics partners, you may use the SCAC list in the Carrier Data file to select among
multiple fleets. The Manual Input SmartWay Carriers screen also allows you to filter carrier fleets by
SCAC, MCN, DOT number, NSC, and/or address if needed.
After identifying your SmartWay carriers, you must then go to the Manual Input Non-SmartWay Carriers
screen to enter the number of non-SmartWay carriers used by the current business unit. Only include
carriers used during the reporting year. Enter the total number of non-SmartWay partners within the
current business unit and check the box to confirm that all the non-SmartWay carriers in this business
unit have been added. If this business unit has non-SmartWay carriers, select the carrier mode(s) the
non-SmartWay carrier(s) belong to. For truck carriers, specify the appropriate carrier type (e.g., non-
SmartWay Dray). If you are not sure of the appropriate truck carrier type, select the "General" option.
STEPS FOR INPUTTING CARRIERS FOR A BUSINESS UNIT:
1. On the Home page, select and highlight the name of the business unit for which you wish to enter
data.
2. Double click the name; you will then be taken to the Input Carriers data entry screen for that
business unit.
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 57
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3. You will see the Instructions screen; read the instructions and scroll to the bottom.
4. Check the box next to the words "I have read and understand the carrier data input instructions"
when you have read them.
5. You must now decide how you will enter your data; i.e., via manual input or through the outside data
import function. Refer to the "Logistics Company Partner 2.0.15 Tool: Guide to Importing Carrier
Data Using Outside Data Import Function-2015" on the logistics page of the SmartWay website for
more information about using the Outside Data Import function to enter your carriers, as well as
using the new carrier matching function.
Manual Input SmartWay
Otherwise, proceed to the _ _ tab.
STEPS FOR COMPLETING THE MANUAL INPUT SMARTWAY CARRIERS TAB:
1. To select carriers manually, you can enter all or part of the carrier's name directly into the
"Carrier Name" input box and the select the " button. A new filtered list will
appear in the Available SmartWay Carriers box.
Double click on the carrier name to add it to the "Selected SmartWay Carriers" box.
2. You may also search for carriers by filtering using carrier mode, SmartWay Category, SCAC, MCN,
DOT, NSC, and/or address to find your carriers in the SmartWay Carrier data file.
3. To search by Carrier Mode, select the mode of transport from which you wish to choose a carrier.
Seven carrier mode selections are available, including "All," "Rail," "Truck," "Multi-modal,"
"Barge," "Air," and "Logistics."
• Note that by selecting "AN", you may search across all carriers, regardless of mode.
• Next, if you select the Truck mode, you may also specify a SmartWay Category. Truck
SmartWay Categories include auto carrier, dray, expedited, flatbed, heavy/bulk, LTL dry
van, mixed, moving, package, refrigerated, specialized, tanker, and TL dry van.
4. Once you have applied the desired filters, a list of available SmartWay carriers meeting your filter
criterion appears in the Available SmartWay Carriers box. Using your mouse, double click on the
carrier name to add it to the "Selected SmartWay Carriers" box. You may also use the
Add Selected Carriers to List Below bytton ^ gdd se|ected carrjers to the Selected
SmartWay Carriers box.
5. Once you have successfully identified your carriers using the Manual Entry method, proceed to
Manual Input Non-SmartWay
the Carriers tab.
STEPS FOR COMPLETING THE MANUAL INPUT NON-SMARTWAY CARRIERS TAB:
1. Enter the total number of Non-SmartWay Carriers for the business unit into the data field.
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 58
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2. Check the box to confirm that you have added all of the Non-SmartWay Carriers for your business
unit.
3. Using your mouse, double-click on each non-SmartWay carrier type used by this business unit;
double clicking will add it to the "Selected Non SmartWay Carriers" list. You may also use the
Add Selected Carrier Types to List Below ... ,, ,., .. j. j.u r i j. _i
button to add selected carrier types to the Selected
Non-SmartWay Carriers box.
a. For truck carriers, select the appropriate carrier type (e.g., TL/Dry Van, Refrigerated,
Dray, etc.). If you are not sure about a specific truck carrier's category, select the
"General" option.
b. Also distinguish your air carriers by "long haul" (cross-country/overseas flights, > ~2,300
miles) and "short haul" (generally regional/domestic flights, < ~2,300 miles).
Manual Input rjon-SmartWay
4. Once the required data has been entered on the carriers tab, you can proceed to
the Activity Data screen.
COMPLETING THE ACTIVITY DATA SCREEN
STEPS FOR COMPLETING THE ACTIVITY DATA TAB FOR YOUR BUSINESS UNIT:
2. Enter a detailed description of the sources used for your Activity data information, including a
description of how you calculated miles, ton-miles, and payload in the space provided. Be sure to
indicate where this data was obtained as well. For example, you may use PC Miler, carrier
reports, or accounting/purchasing records to determine miles. Payload and ton-mile estimates
may be based on bills of lading or other internal records.
3. Select the HBttfll button.
4. For each carrier listed, specify your data availability:
a=l know both Ton-miles and Total Miles (preferred)
b=l know Ton-miles and Average Payload.
c=l know Total Miles and Average Payload.
d=l know Total Miles only.
Ideally, when entering information for a carrier, you should use Data Availability Option a. If
this is not possible, please choose the method that uses the most accurate data at your
disposal. In this way the Tool will utilize the most accurate data available for the ton-mile
and mile comparison metrics, as well as for the emissions footprint calculations.
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 59
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5. For carriers where you have selected Data Availability Option a, enter total ton-miles along with
total miles. Total miles corresponds to truck miles, railcar miles, air miles, or barge miles, as
appropriate. For rail carriers, DO NOT enter train miles, and for barge carriers, DO NOT enter
miles for the entire string of barges - enter the sum of miles for each individual railcar and/or
barge load.
6. For carriers where you have selected Data Availability Option b, enter total ton-miles along with
your estimated average payload (per truck, barge, or railcar, as appropriate) in short tons (2,000
Ibs).
7. For carriers where you have selected Data Availability Option c, enter total miles along with your
estimated average payload (per truck, barge, or railcar, as appropriate) in short tons (2,000 Ibs).
8. For carriers where you have selected Data Availability Option d, enter total miles.
Note: Data Availability selections for LTL, package and multi-modal carriers are restricted
to Options a - c due to the difficulty in adjusting mileage for partial loads.
VALIDATE
9. Select the KSAfiUifl button and correct any errors.
a. If you have errors, they will appear either as red boxes for significant errors, or as yellow
warning boxes for less-extreme errors. Red errors will prevent you from submitting your
Tool.
b. If your values are out of range, but you are confident that they are correct, double click
the box with the error. A comment box will then appear. Enter an explanation for the
value and select I^Lai^H. The box will become yellow, and you will be able to
proceed to submit your Tool.
10. Proceed to the |m^^U||^^H tab to see your % SmartWay Value to assess your overall all
progress in utilizing SmartWay carriers. You may also go to the I HdMHMifl I tab
to review your carriers' performance levels.
11. Select the U^^j^H button to return to the Home screen.
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Validating Your Data
The Logistics Tool has validation checks embedded at different points in the Tool to ensure data quality,
including checks of payload and ton-miles, to help ensure the reasonableness and quality of Partner data.
In most instances the validation ranges are based on Truck Partner data distributions from the previous
calendar year. (Refer to the Logistics Tool Technical Documentation (found on the website at
https://www.epa.gov/smartwav/smartwav-logistics-companv-partner-tools-and-resources) for a detailed
discussion of all validation criteria used within the Tool.)
VALIDATE
At any time, you can select the KUUiflSifl button at the bottom of the screens to make sure you have
filled out everything properly before proceeding to the next screen.
Any time you leave a particular screen, the Tool will automatically perform a screen validation.
Any time you return to the Home screen, the Tool will automatically perform a business unit-level
validation.
VALIDATE
If you select the KifliiflSifl button and no potential errors are identified, the following message will be
displayed. Select OK to proceed.
SmartWay - Validation Check
No errors found on this screen.
OK
Figure 42: Validation Check Notification - No Errors
If missing or potentially erroneous inputs are identified, you will see the following message.
Select Yes to see a complete list of validation errors/warnings.
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 61
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Sm a rt Way Va I i d ati o n
X
Below are the possible errors/warnings that have been detected.
- Possible errors must be addressed before you can submit your data.
- Warnings should be reviewed but will not prevent YOU from submitting your data.
ERROR [Activity Data]: In row 2, your carrier-average payload (23.0) is substantially above industry averages (16.7 -
21) NOTE: If you are confident that the information that you have provided is correct, double-dick the red highlighted
payload cell and provide text explaining the reasons for the extreme value. Doing so will cause the error to be
changed to a yellow-flagged warning instead.
ERROR [Activity Data]: In row 7, your calculated carrier-average payload (10.6) is below typical industry averages
(16.7 - 21) NOTE: If you are confident that the information that you have provided is correct, double-dick the red
highlighted payload cell and provide text explaining the reasons for the extreme value. Doing so will cause the error to
be changed to a yellow-flagged warning instead.
WARNING [Activity Data]: In row 6, your carrier-average payload (21.0) is above typical industry averages (16.7 -
21) You may add text explaining the reasons for the value by double-dicking the yellow highlighted payload cell if you
wish.
CLOSE
Why can't I make corrections?
Show possible errors/warnings as a spreadsheet
Figure 43: Validation Check Notification -with Errors/Warnings
Show possible errors/warnings as a spreadsheet
The! ^^AiUittiMiflttiiUiifl land I
buttons at the bottom of the screen provide additional information to assist you in correcting any errors.
Once you close the Validation check screen, you will see warnings and errors highlighted in a red or
yellow on the Activity Data screen. Entering new data in a highlighted cell will cause the colored shading
to disappear, even if the new value is still invalid. To check the validity of your newly entered data,
select the
VALIDATE
SCREEN
button again and repeat the procedure described above as necessary.
The Logistics Tool also utilizes a number of "logical" validation checks to ensure the reasonableness of
various inputs and category selections. If inconsistencies are found, in most instances a simple warning is
indicated, and text explanations are not required. For a complete listing of all validation checks used in
the Tool, refer to the Logistics Tool Technical Documentation.
Once all potential validation errors have been corrected or otherwise verified, select
proceed to the next step.
HOME
to
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 62
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Section 6: Provide Additional Information
After completing Steps 1 - 5 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 Logistics
Tool data to EPA. Selecting the
will open the Give Us Feedback forms.
Feedback/ Recruiting Assistance
'button on the Home screen
Figure 44 displays the Suggestions screen. You may respond to some or all of these questions in order to
provide feedback regarding the various aspects of the SmartWay program. SmartWay values your
feedback. Any information you provide will be used to improve the program, and will be kept
confidential. Use the scroll bar to the right to display additional questions.
SmartWay Give Us Feedback: Logistics 1, Inc.
Recruiting Targets
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 (tame: Logistics 1, Inc.
Yes
r
r
r
Please answer Yes or No
Do you read the Tool User Guides?
Do you read the Tool Technical Documentation?
Do you regularly visit the SmartWay website?
On a scale of 1 to 10,10 being the best:
How do you rate the SrnartWay Tool?
How do you rate the SmartWay User Guide?
How do you rate the SmartWay Technical Document?
How do you rate the SmartWay Website?
How do you rate SmartWay support materials?
On a scale of 1 to 10,10 meaning strongly agree:
I understand the goals of the SmartWay program
I understand how to participate in the program
I understand and know how to find information on the SmartWay website
I understand this SmartWay Tool
I understand the SmartWay emission factor ranking system
J understand the SmartWay Partnership logo guidelines
No
r
r
r
Figure 44: Suggestions Screen
Figure 45 displays the Recruiting Targets screen. You may select up to 10 of your largest non-SmartWay
carriers to help target companies for potential recruitment into the program.
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 63
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SmartWay Recruiting Targets: Logistics 1, Inc.
Suggestions
Recruiting Targets
A logistics company's emission rates are hurt by using non-SmartWay carriers, as SmartWay assigns a conservative default value to non-SmartWay carriers.
To improve your reported emission rates and how you look to your Shipper customers, you should be encouraging your biggest non-SmartWay carriers to
join the SmartWay Partnership. Simply list your 10 biggest non-SmartWay carrier companies and indicate whether you would like to recruit, or if you
would like to work jointly with SmartWay to recruit.
Partner Name: Logistics 1, Inc.
List your 10 largest NON-SMARTWAY fleets (by amount of freight they move for you).
Name
1
1
1
1
1
1
1
1
1
r
We will recruit
r
r
r
r
r
r
r
r
r
r
We would like SmartWay to
help us recruit
r
r
r
r
r
r
r
r
r
r
Figure 45: Recruiting Targets Screen
HOME
Once you have completed these screens, select the Ufc^j^d button to return to the Home screen.
***Once you've reviewed these sections, you will be ready to submit your Tool to EPA.***
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 64
-------
Section 7: Submitting Data to SmartWay
Congratulations! You are now ready to send your data to EPA.
Select the I
Generate a (.xml) data file
I button, which will open the following screen.
Create submissicn file for EPA
SmartWay8
Data Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014}
Logistic
United States Version: 2.0.1:
Released on: 07/08/2011
By checking the box below, I declare that the information submitted via this Tool is, to the best of my knowledge, accurate. I understand
that any person who, in the course of negotiating or performing under this Agreement, makes, presents or submits a false or misleading
statement to the government, or any person who makes a material omission in the course of negotiating or performing under this
Agreement, may be subject to liability under all applicable civil and criminal statutes including 18 U.S.C. 1001 (criminal liability for false
statements), 31 U.S.C. 3801 - 3812 (civil liability for false statements) and 31 U.S.C. 3729-33 (The False Claims Act).
r~ I understand and agree to the terms of this agreement.
Figure 46: Creating Submission File for EPA
Select the checkbox to indicate you understand the terms of the SmartWay Partnership Agreement once
again. Next, a question will appear asking if you are an existing SmartWay Partner (Y/N). If you are, a
question will appear asking if you submitted your data the previous reporting year. If so, you can then
enter 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
liUillu ^JIUiUtittttUH I button to have your ID sent to you. Submission of the SmartWay ID is
optional.
If you did not submit data last year, indicate how your company first heard about SmartWay.
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 65
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Create submission file for EPA
•SmartWay
Data Year
2015
OMB 2060-0663
Expiration Bate 07/31/2017
(Revised 2014)
Logistics
United States Version: 2.0.15
Released on: 07/08/2016
By checking the box below, I declare that the information submitted via this Tool is, to the best of my knowledge, accurate. I understand
that any person who, in the course of negotiating or performing under this Agreement, makes, presents or submits a false or misleading
statement to the government, or any person who makes a material omission in the course of negotiating or performing under this
Agreement, may be subject to liability under all applicable civil and criminal statutes including 18 U.S.C. 1D01 (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? I understand and agree to the terms of this agreement.
Please answer the question that appears below. Depending on your answer(s), additional questions may appear that also requires an answer. Your answers
will allow EPA to better process your submission.
Yes
Are you an existing Partner in SmartWay? <"
No
(T
How did your company initially hear about SmartWay? I SmartWav webirar
You are now ready to create your .xml file. The tool will also automatically save your .xml file and .xls file at: C:\Users\DPreusse
\Documents\EPA SniartWay\LOGISTICS\[>ocumentatH>n\EPA\2016 unless you designate another location. Please select the NEXT
button below to continue.
Figure 47: Create Submission File Screen
When ready, select "p^ to create a file with the following naming convention:
Logistics_PartnerName_ Year_ VO.xml
For example, Logistics_ABCLogistics, lnc_ 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.
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 66
-------
SmartWay- Instructions for Submitting File
X
'SmartWay
Logistics
United States Version: 2.0.15
Released on: 7/8/2016
CONGRATULATIONS! Your SmartWay submission files are now located at:
Excel File
|C:\smartway\Logistics_Logistics 1, Inc 2Q15_VQ.xls
XML File
|C:\smartway\Logistic5_Logistics 1, Inc 2015_VO.XML
These files are ready to be emailed to EPA.
YOU MUST RETRIEVE THESE FILES FROM THIS FOLDER AND EMAIL THEM TO EPA IN ORDER TO COMPLETE
YOUR SUBMISSION.
If you can, please email both files to SmartWay. If your mailbox can't send the .xls file, you may send the .xml data file
only. Please open an email message, attach the new file(s) and send to smartwayjransportipepa.gov, or to your Partner
Account Manager if your company is an existing SmartWay Partner.
The .xls file is the file that you can view in MS Excel to look at your data reports, or view year-to-year comparison, etc.
Please make sure you keep this file in a safe place within your company so that you may refer to it when you complete
your SmartWay submission next year.
The .xrnl file is a file that copies the data you input into the tool into a much smaller file. If you open this file it will look
like a big string of data and will not be useful for your own viewing. SmartWay created this function because some
partners had mailbox size limitations and thus couldn't mail the large .xls Excel file.
If you have any questions on this submission process, please contact your Partner Account Manager or the SmartWay Call
Center at (734) 214-4767 or email smartway_transport®epa.gov. Once SmartWay has received your file, it will be
reviewed and you will receive an acknowledgement of acceptance.
PRINT
SCREEN
CLOSE
Figure 48: Instructions for Submitting xml File to EPA
Follow these instructions for submitting your .xml and .xlsx files to SmartWay. Note that the .xml file is
approximately 10 times smaller than the .xlsx file. Upon selecting I
allows you to close the Logistics Tool or return to the Home screen.
CLOSE
I, a screen will appear that
NOTE: DO NOT ZIP the Files. Send them to EPA as normal files 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.
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 67
-------
Optional Data Review Sections
VIEW YOUR DATA REPORTS
Once you have completed Steps 1-5 and the business unit(s) listed under Step 5 are "Complete" or
will take you to the following screen:
SmartWay Reports
X
Please select the summary report you would like to view:
Business Unit Characterization
Input Summary
Emissions Summary
Carrier Performance
SmartWay Category Detail
Comments
Out of Range
% SmartWay
Partner Feedback Summary
Displays all of the data you entered in the Business Unit
Description(s) section.
Displays all of the data you entered in the Activity Data
section.
Estimates the C02, NQx, and PM emissions by carrier
mode for your business units.
Estimates the C02, NQx, and PM emissions by individual
carrier for each of your business units.
Estimates the CO2, NOx, and PM emissions by Truck
SmartWay category for each of your business units.
Displays all of the comments that have been entered
throughout the Tool.
Displays all of the values throughout the Tool that were
not within the expected range.
Displays all of the data source information you provided
throughout the Tool.
Displays the fraction of carrier activity performed by
SmartWay carrier partners by carrier mode for each of
your business units.
Displays the feedback and recruiting targets information
you provided in the Feed back/Recruiting Assistance
section.
HELP
Figure 49: Reports Menu
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 68
-------
Selecting any of the green buttons on this screen will display the indicated data. Several reports
summarize the data you entered on specific data input screens, such as the Business Unit
Characterization and Input Summary Report. The Out of Range Report may be particularly useful in
identifying and addressing those inputs flagged as potentially erroneous during business unit validation.
Selecting any of the summary report types will take you to a screen allowing you to preview and print
your reports. Figure 50 shows one of many sample reports the Tool can generate for you; in this case
summarizing emission reductions in tons and assorted performance metrics at the Partner Total level
(including all business units). These reports will prove useful for your company's evaluation and
improvement efforts.
fig
^vSmartWay9
j
Emissions Summary
Tool: Logistics
Partner: Logistics 1, Inc.
Re
port gene
rated on:
Data'
)6/27/2016
fear: 2015
Business Unit Name: Logistics 1, Inc.: Group 1
Mode C02 gfl.tite
Truck 1,174
Multi-modal 1,375
Logistics 2,391
Composite/Total* 1,252
C02 Mass
C02 g/ron- Emissions
Mite (Tons/Year)
277 1,945
30 108
466 348
211 2,401
NOx g/Ton-
NOx g/Mile Mile
1.64 0.772
15.60 0.425
2917 3271
4.27 0.827
NOx Mass
Emesions
(Tons/Year) PM1 Do/Mile
5.4 0.028
1.5 0.460
24 1.171
9.4 0.124
PM10 Mass
Pl.nrjg/Ton- Emssions
Mile [Tons/year)
00129 0.0904
0.0120 0.0431
0.2126 0.1588
0.0257 0.2922
PM2.5 o/Ton-
PI.l2.5g/Mile Mite
0028 0.0129
0.460 0.0120
1 166 0.2126
0.124 0.0257
'Weighted average (composite) emission factors across all modes / mass emissions totals across all modes
PM2.5 Mass
Emissions
(Tons/Year*
0.0904
0.0431
0.1588
0.2922
Figure 50: Example of Completed Reports
Select the
CLOSE
REPORT
button to return to the reports menu screen.
REVIEW YOUR YEAR-TO-YEAR PERFORMANCE
The Year-to-Year Performance Report is another optional section of the Tool, allowing the user to
compare the business unit characteristics and activity values, as well as CO2 performance metrics for the
current year with those of the prior year. This report is particularly helpful in identifying any changes that
may have occurred since your last reporting period, determining trends in activity and performance over
multiple years, and performing general quality assurance of the inputs used for your current Tool. You
can access this report by selecting the
Results" section on the Home screen.
Review your Year-to-Year Performance
button under the "Your
Figure 51 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 business unit(s). In order to
load data for the previous year business units, select the Load Data from Previous Year... |
button. Next a screen will appear allowing you to specify the location of your prior year file, using the
Browse-
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 69
-------
SmartWay Logistics Year to Year Comparison
In order to run a comparison report, you must have completed a Logistics 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:
Year 2:
2015
Load Data from Previous Year
ZOOM
I •«•««-••-<
I Screen 1
I Demo
\*AAllAiL
Figure 51: Year-to-Year Comparison Report Input Screen
SmartWay; Load Data X
Use the Browse button to navigate to the Logistics Tool [Excel file} containing your previous year's
information. Click LOAD to import the data for that year into this tool.
NOTE: If you experience problems while attempting to load a prior year Logistics Tool, please take note of any
error messages and then contact a Partner Account Manager or the SmartWay Helpline at (734} 214-4767.
Logistics Tooh C:\smaitway\2015-06-16_logistics-epa_testxls
Browse—
LOAD I CANCEL
Figure 52: Data Load Screen for Year-to-Year Comparison Report
Once your comparison years have been specified and your prior year data loaded into the Logistics Tool,
select the KUiiiiifll button to view the line-item data entry comparisons. An example report is
presented in Figure 53.
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 70
-------
^.-^K
^K^SmartWay®
Comparison Report
Tool: Logistics
Partner: Logistics 1, Inc.
Metric
Partner Name
Working Contact
Phone
Total Miles Total
S ma rtWay Total Miles
% SmartWay Total Miles
NonSmartWay Total Miles
% NonSmartWay Total Miles
Ton Miles Tola I
SmartWay Ton Miles
% SmartWay Ton Miles
NonSmartWayTon Miles
% NonSmartWayTon Miles
Ton-Miles % SmartWay Allocation Truck
Ton-Miles % SmartWay Allocation Rail
Ton-Miles % SmartWay Allocation Multi-modal
Ton-Miles % SmartWay Allocation Logstics
Ton-Miles % SmartWay Allocation Barge
Ton-Miles % SmartWay Allocation Air
Ton-Miles % SmartWay Allocation Overall
Average Weighted Payload
•Average Weighted Density
'Average Weighted Load Percent
Emission Metrics C02 g/rnile
Emission Metrics C02 g/ton-mile
Emission Metrics NOx g.>'mile
Emission Metrics NOx g/ton-n
Emission Metrics PM10 g/mile
Emssion Metrics PM10 g/ton-mile
Emission Metrics PM25 g/mile
Emission Metrics PM25 g/ton-mile
C02 MassEmisions
NOx MassEmisions
PM10 MassEmisions
PM2S MassEmisions
Change
ij
-98.2%
-97.6%
31,7%
-99.3%
-96.8%
-98.8%
-98.6%
2E.7%
-99.9%
-95.3%
N/A
N.'A
7.7%
25.7%
1.7%
-100.0%
-100.0%
-47.7%
-47.9%
-62.7%
-74.0%
-89,3%
-87.5%
-89.3%
-87.5%
-99.2%
-99.6%
-99.8%
-99.8%
Change
Amount
X
X
X
-39,846,195
-29.BE1.021
22.85%
-9,995.174
-23.85%
-884,706,781
-694,837,409
20.23%
-189,669,372
-20.23%
100.00%
100.00%
6.08%
20.23%
0.4089
-14.9114
-74.7652
-1,143
-194
-20.46
-2
-1.0S6
-0.1804
-1.031
-0.1804
-312,180
-2.512.1
-180.6329
-179.0607
1
2015
Logistics 1, Inc.
Glenn Johnson
512-555-^6868
724,419
718,417
99.20%
6,002
0.80%
10,314,045
10.211,447
99.00%
102,598
1.00%
100.00%
0.00%
100.00%
84.86%
0.00%
0.00%
99.01%
23.9660
0.0000
0.0000
1 ,252
211
4.27
0.827
0.124
0.0257
0.124
0.026
2,401
9.4
0.2922
0.2922
teport generated on: 06/27/2016
2014
ABC Logistics, Inc.
James Stephenson
654-854-6545
40,570,614
30,569,438
75.35%
10,001,176
24.65%
895,020,826
705,048.856
78.77%
189,971,970
21.23%
0.00%
0.00%
0.00%
78.77%
0.00%
0.00%
78.77%
23.5571
14.9114
74.7652
2,395
405
24.73
3.1S1
1 .21 0
0.2061
1.155
0.206
314,581
2.521.5
180.9251
179.3529
Figure 53: Example Year-to-Year Comparison Report
Comparisons are shown for a number of activity parameters including:
• Total Miles and Ton-Miles, for both SmartWay and Non-SmartWay carriers
• Activity allocation (in this case based on ton-miles) for SmartWay Value by mode
• average payload, density and load percent
A variety of calculated annual performance metrics are also shown, including:
• mass emissions in short tons for all pollutants
• grams per mile for all pollutants
• grams per ton-mile for all pollutants
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 71
-------
Percentage changes are also indicated for each of these items, relative to the earlier year baseline values.
Note that all comparisons are at the aggregated Partner level rather than the business unit level.
VISIT THE SMARTWAY PARTNER PORTAL
Visit the SmartWay Partner Portal
You may select the!
the login page of the EPA SmartWay Portal (Figure 54).
button which will open a web browser to
B SmartWay H SmartWa
&S ,3 rp5.erg.com/smartwayweb/portal/epaLogin.cfrn?
SmartWay
The SmartWay Portal
If you are a known contact of tie SmartWay program, you may access the SmartWay Portal. If you are not a known contact you should have your
companies SmartWay Working Contact have you added. If you are a known contact and are experiencing problems accessing the Partner Portal, pie
contact vojr SmartWav Partner Account Manaaer (RAM) or the SmartWav HelDdesk.
Figure 54. SmartWay Portal Login Page
Please visit
https://www.epa.gov/smartwav/smartwav-logistics-companv-partner-tools-and-resources for additional
resources, including printable data collection worksheets, technical documentation, and the Data
Import/Export Guide.
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 72
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Troubleshooting the Tool
Although the SmartWay tools have been tested extensively, you may encounter errors. Intermittent
errors have been encountered when opening the Tool from an e-mail rather than from a drive. In
addition, note that you will not be able to open the Tool successfully directly from the SmartWay
website, so save the Tool to your hard drive before opening. If you encounter an error during use of the
Tool, try restarting the Tool directly from a disk drive, with all other Excel files and applications closed. In
addition, make sure that your computer is using a system and application version validated for use with
the SmartWay tools (Windows XP or later operating system, and Excel Office 2003 2007, 2010, or 2013).
If you continue to encounter problems, make a screen capture of the error message, and save the Tool at
that point. (You can make a screen capture by pressing the keys Alt and Print Screen at the same time,
and then pasting the image into a document such as MS Word.) Then send the screenshot, along with
the saved Tool to your Partner Account Manager for further assistance.
Proper Calculation Setting
By default, Microsoft Excel is set to automatically calculate formulas. If values within your Tool are not
calculating automatically, then your Excel may be set to "Manual". Follow these instructions to change
your Excel Calculation setting.
Office 2010 and Newer
Choose the "Formulas" tab. Select the "Calculation Options" button in the "Calculation" section to view
the drop-down list of options. Choose "Automatic" from the list of options to switch to automatic
calculation.
A
Home Insert Page Layout Formulas
f*
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Insert AutoSum Recently Financial Logical Text Date & Lookup & Math More Name
Function » Used' ' * ' Time' Reference'&Trig*• Functions' Manager GJ
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Logistics Company Tool Data Entry and Troubleshooting Guide | P. 73
-------
Bookl - Microsoft Excel
'Trace Precedents
; Trace Dependents
Remove Arrows '
Show Formulas
> Error Checking -
Evaluate Formula
Watch
Window
Cal
r>.
culation
Calculate Now
alculate Sheet
Automatic
Automatic Except for Data Tables
Manual
Office 2007
Select the Office button at the top left. Then select the Excel Options button and the Excel Options dialog
box will appear. Select the Formulas tab and the Formulas options will appear in the right pane. Select
the "Automatic" radio button in the Calculation options section.
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Logistics Company Tool Data Entry and Troubleshooting Guide | P. 74
-------
Office 2003
From the tools menu, select "Options". When the Options dialog box is displayed, select the "Calculation"
tab. Under the Calculation section, select the "Automatic" radio button and then select "OK".
E Microsoft Excel - Bookl
File Edit View Insert Format
lools Data Window Help
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OK
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 75
-------
APPENDIX A: RECOMMENDED DATA SOURCES FOR ACTIVITY DATA
List of Worksheets
#1: Company and Contact Worksheet 77
#2: Logistics Business Unit Characterization Worksheet 78
#3A: Select Carriers Worksheet 79
#3B: Activity Data Worksheet 80
Logistics Company Tool Data Entry and Troubleshooting Guide | P. 76
-------
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
Primary 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
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Worksheet #2: Logistics Business Unit Characterization
Complete this worksheet for each business unit you will be submitting in the Logistics Tool.
#2: Define Your Business Units
Business Unit Name (Company Name followed by Business Unit Identifier name)
SCAC(s):
MCN:
DOT:
NSC:
BUSINESS UNIT TYPE: (for-hire, private/dedicated)
Business Unit Focus (activity %s):
Logistics Provider Freight Forwarder Freight Broker Truck Carrier
Rail Freight Broker
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Worksheet #3A: Select Carrier(s)
Complete the following for each business unit you will be submitting in the Logistics Tool. Make
multiple copies of the table below to enter all carriers in the business unit if needed.
#3A: Identify Your Business Units
Logistics Business Unit Name
Carrier Name*
ModeA
SmartWay Category
**
# Non-SmartWay CarriersAA_
* Exactly as it appears in SmartWay Carrier data file
A Truck, Rail, Logistics, Multi-modal, Air
** Truck SmartWay Categories include:
TL Dry Van; LTL Dry Van;
Refrigerated; Flatbed;
Tanker; Dray;
Package; Specialized; Mixed
AA If applicable, for current reporting year only
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Worksheet #3B: Enter Activity Data (page 1 of 2)
Complete the following for each business unit you will be submitting in the Logistics Tool. Make
multiple copies of the tables if needed to enter all carriers in the business unit.
#3B: Enter Activity Data
Logistics Business Unit Name:
Provide Data Source Description:
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Worksheet #3B: Enter Activity Data (page 2 of 2)
Data Availability Option, Inventory Calculation Metric, Miles, Ton-Miles, and
Average Payload
Carrier Name
Data
Availability
Option (a-d)*
Ton-miles
Miles
Average
Payload**
* Options include
a = I know both Ton-miles and Total Miles
b = I know Ton-miles and Average Payload
c = I know Total Miles and Average Payload
d = I know Total Miles only
** For Options b and c only
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