^\vSmartWay
Transport Partnership
U.S. Environmental Protection Agency
Shipper Partner 2.0.15 Tool:
Data Entry arid roubleshooting Guide
2015 Data Year - United States Version
www.epa.gov/smartway
United States
Environmental Protection
^*^1 M * Agency
-------
"^^SmartWay
Transport Partnership
U.S. Environmental Protection Agency
Shipper Partner 2.0.15 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
Environmental Protection
^^^1 Agency
Office ofTransportation and Air Quality
EPA-420-B-16-079
October 2016
-------
Table of Contents
Table of Contents 3
What's New in this version? 6
Version 2.0.15 of the Shipper Tool contains a number of updates and revisions to the
prior version, 2.0.14. These updates have been implemented to enhance the usefulness
and clarity of the Tool, and are summarized below: 6
Introduction 7
Downloading and Setting up the Tool 9
Software and Hardware Requirements 9
Downloading the SmartWay Shipper Tool 9
How to Set Security Levels for the SmartWay Tools 10
Security Settings for Excel 2003 Users 11
11
Security Settings for Excel 2007 Users 12
Security Settings for Excel 2010 and newer Users 18
Basic Organization of the Shipper Tool 23
Reviewing the Introductory Screens 25
SmartWay Welcome Screen 26
Assistance for New Users Screen 27
Figure 23: Gathering Your Data Screen 28
Tool Help and Navigation Screen 29
Schedule of Tool Due Dates Screen 30
The "SmartWay Partner Agreement" Screen 31
Auto-populate Screen 32
Navigating the Home Screen 34
Sections of the Tool 35
Preparing for Data Entry. 39
Section 1 Data Entry: Enter Partner Name 40
Section 2 Data Entry: Enter Company and Contact Information 41
Section 3 Data Entry: Shipper Company Characterization 47
"Company Description(s)" Screen Overview 47
Adding Companies to Your List of Shipper Companies 49
Deleting Companies from Your List of Shipper Companies 50
Adding Comments/Notes 50
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 3
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Finishing Your Shipper Company Description(s) 50
Auto-population Option: 51
Section 4: Download Latest SmartWay Carrier Data File 54
Section 5: Select Company for Data Entry (providing carrier activity information for your
companies) 56
"Company Status Review" Overview 56
Selecting a Company to Review: 57
SmartWay Awards Screen 57
Basic or Comprehensive Screen 58
COMPLETING THE CARRIER SELECTION SCREENS 60
Overview 60
Steps for Inputting Carriers for a Shipper Company: 64
Steps for Completing the Manual Input SmartWay Carriers Tab: 64
Steps for Completing the Manual Input Non-SmartWay Carriers Tab: 65
Optional Carrier Differentiation Screen 65
Steps for Completing the Activity Data Screen 67
1. Entering Data Source Description 69
2. Selecting the Data Availability Option 70
3. Entering Ton-Mile and Mile Data 71
5. Validating Your Activity Data 72
Viewing the % SmartWay Screen 75
Viewing the Data Display Screens 77
Viewing Shipper Strategies Sections 81
Two optional screens are available for evaluating emission reductions associated with
various initiatives under the Shipper Strategies tab 81
System Activities Screen 81
Modal Shift Screen 83
Checking Company Status 85
Validating Your Data 87
Section 6: Provide Additional Information 90
Section 7: Submitting Data to SmartWay 92
View Your Data Reports 96
Review Your Year-to-Year Performance 97
Visit the SmartWay Portal 100
Troubleshooting the Tool 101
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 4
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Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 5
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What's New in this version?
Version 2.0.15 of the Shipper Tool contains a number of updates and revisions to the prior
version, 2.0.14. These updates have been implemented to enhance the usefulness and clarity
of the Tool, and are summarized below:
• A note on new security warnings has been incorporated. Microsoft has instituted new
security warnings that appear in some versions of Excel. The SmartWay files are still
safe, and in the same format as previous years. Instructions are provided to navigate
through the new Microsoft security warnings.
• Screen backgrounds and navigation icons have been updated to improve visibility.
• The introductory screens have been re-organized to help new partners become
oriented, and allow returning partners to proceed through the Tool more quickly.
• An "auto-population" option has been added, allowing partners to input their SmartWay
ID and automatically upload the information for the initial steps of the Tool based on
the prior year's submittal or, for new partners, information submitted through the
SmartWay portal "On-ramp". This option can save time and ensure naming consistency
from year to year.
• The Home screen has been reorganized for clarity.
• Subsidiary-specific contacts are no longer requested.
• Miscellaneous text and format updates for clarification.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 6
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Introduction
This document, the "Data Entry and Troubleshooting Guide" for the Shipper Tool, is the second
of two guides available to help your company participate fully in the SmartWay Transport
Partnership as a Shipper Partner.
The first guide, the Shipper Tool "Quick Start Guide," provides a basic walk-through of the
process of identifying, gathering, preparing, and submitting your data by using the SmartWay
Shipper Partner Tool, and includes several worksheets referenced in this guide. (From this
point on, this guide will refer to the SmartWay Shipper Partner Tool as the "Shipper Tool" or
simply, the "Tool," for brevity.)
The Quick Start Guide may be all you need to successfully complete the Shipper Tool.
This guide, the 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
without reading through the entire guide.
In this guide, you will learn how to enter the company and carrier data you collected (as
mentioned in the Quick Start Guide and the online data entry forms it references) into the
Shipper Tool. This guide covers:
• Downloading and setting up the Tool to run properly
• Basic organization of the ShipperTool
• Entering your data
• Viewing company performance summary data
• Submitting data to SmartWay
• Troubleshooting the Tool
• Appendices
Completing this Tool requires a considerable amount of information about your
company/companies and the freight carriers used by your companies. 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.
WARNING!
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PART 1:
DOWNLOADING AND
SETTING UP THE TOOL
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 8
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Downloading and Setting up the Tool
Software and Hardware Requirements
The Shipper 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 Shipper 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 Shipper Tool.
We encourage you to make sure that you virus software is up to date, and scan your PC before
putting data in the Shipper Tool.
Downloading the SmartWay Shipper Tool
To download the ShipperTool, visit:
https://www.epa.gov/smartway/smartway-shipper-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.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 9
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How to Set Security Levels for the SmartWay Tools
When you first open the Shipper Tool you may see a new "Protected View" security warning
from Microsoft:
2016-09-21_shipper- Copy.xls [Protected V
I Home Insert Page Layout Formulas Data Review View Developer
HIBlkSLJ £1* liji ^
'Si t
LI Protected View Office has detected a problem with this file. Editina it mav harm vour computer. Click for more details.
AH19 fx
I Click for more details)
NOTE - THE SMARTWAY TOOL IS IN THE SAME FORMAT AS PRIOR YEARS AND IS
SAFE TO OPEN ON YOUR COMPUTER. FOLLOW THESE STEPS TO PROCEED.
1) Select the "Click for more details" link at the end of the message in the menu bar shown
above.
2) In the Microsoft Office File menu, choose the large "Edit Anyway" button located on the
left next to the Protected View information section as shown below.
2016-09-21_shipper - Copy .xls [Protected View] - Microsoft Excel
Home Insert Page Layout Formulas
Review View Developer
iVJ Save
m. Save As
Open
Close
Recent
New
Print
Help
|jjJ Options
0 Exit
Information about 2016-09-21_shipper - Copy
R:\ECON\brielle.bkm\SmartWay\Shipper\2016\2016-09-21_shipper - Copy .xls
Edit
Anyway
Protected View
Office has detected a problem with this file. Editing it may be dangerous. To help
keep your computer safe this file has been opened in Protected View.
You should only enable editing if you trust the contents of the file.
Protected View Settings
, Learn more about Protected View
Properties '
Size
Title
Tags
Categories
None
None
Related Dates
Last Mo dif ied Today, 11:12AM
Created 4/16/2015 11:16 AM
Last Printed 9/19/2016 8:51 AM
Related People
Author BMeade
Last Modified By BMeade
Related Documents
Open File Location
Show All Properties
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 10
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Next, the following instructions should appear on your screen if you need to change additional
security settings before running the Tool. The instructions differ depending upon what version
of Excel you use (Excel 2003, 2007, 2010, or 2013).
I(»ti 11** Jhfti
1 ll«dr.QUAQtU ¥ I
Pttrfwjhcri *
C IAiC4«wlT ErcoI
Security Settings for Excel 2003 Users
To use the Shipper Tool in Microsoft Excel 2003, you will need to have your security levels set
to "Medium."
Security f?~|| X |
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.
] iecurity Levej j | Trusted Publishers |
O Very High. Only macros installed in trusted locations will be allowed
to run. All other signed and unsigned macros are disabled.
O High. Only signed macros Prom trusted sources will be allowed to
run. Unsigned macros are automatically disabled.
® Medium. You can choose whether or not to run potentially unsafe
macros.
O L°w (not recommended). You are not protected from potentially
unsafe macros. Use this setting only if you have virus scanning
software installed, or you have checked the safety of all documents
you open.
OK | [ Cancel
Figure 1: Macro Setting Tabs in Excel 2003 ity Level Setting Screen in Excel 2003
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 11
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Running the Tool in Microsoft Excel 2003
1. Save the Tool to your computer in a folder on your hard drive.
2. Go to that folder and double-click on the file to open the Tool.
3. You will see a security-warning box appear (Figure 3). Select the
button in the security-warning box.
Security Warning
Enable Macros
"S:\5martWay\5hipper.xls" contains macros.
Macros may contain viruses. It is usually safe to disable macros, but if the
macros are legitimate, you might lose some fundtonality,
7"
Disable Macros
V
Enable Macros
More Info
Figure 3: Screen showing "Enable Macros" button
The Welcome Screen for the Shipper 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
Options..
button that appears after the
Security Warning just below the menu bar (Figure 4). Detailed instructions are
also provided on the screen itself.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 12
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pptfKcl.'.'dwvt&onJU liib [Coffuwrt'lityMode^MKrejoftEKtl
IS -JS
•i 3 Comfctonal
TjWt- 5Wo
}/ h
V S«w*rW«iWn<| Sort?
Ontlor
A J Security Sett»rigifcf the Tool
! Security Settings for the Tool
2 (PGur 6*s Utrnvctlom trt ftwf aft. JMns tttfflv vm l« drtii'«.-»l
3 In order lo run this application, you must have macros enabled.
, For Excel 2007, Excel 2010. and Excel 2013 Users: (if you are using Excel 2003. pleat* scroll down.)
I an 'Opeorrs " burton appears tn the menu bar abow, fcflow ttiese instructions
1 Click the Options button. This biiJon appeals altei Ihe Secuity Warning in the Excel 200/ menu bai
, 2 Enable content. In Ihe Micros** Office Security Options dialog box. choose 'Fnable Bus content" Hnd dick OK
I the "Op&ons.. " button does not appear, use the instructions below [NOTE If you do not have a round Office button (as
shown in Ihe picture below). you are pidubly using an eajfier version ol Excel. in which case you need to sciol to Ihe
instructions for Excel 2003 users I
1 Click the Office button, this button appears mine top left comer olme screen in Excel 200^2010.
2 Go to Excel Optiona. Click Ihe "Excel Options* button in Hie bottom right corner of Ifte pul down menu
3. Go to die Trust Center. On ihe Excel Options screen cflck on Trust Confer in the left navigation bar
4. Go to Hie Trust Center Settings. Clck on Trust Center Settings in the bottom ngtt portion of the screen
5 Change security settings. Choose the seOing "Disable all macros whh noitffcatfon' and ckk OK
6 Reopen the file. Close the Excel file and then re-open it
)D ForEicel 2003 Users:
' »' SyutltySytlwu*, 4,J . ' ; M
Figure 4: Security Warning Screen
In the Microsoft Office Security Options dialog box (Figure 5), choose "Enable
this content" and select OK.
Microsoft Office Security Options [?][x]
1 j Security Alert - Macro
Macro
Macros have been disabled. Macros might contain viruses or other security hazards. Do
not enable this content unless you trust the source of this file.
Warning: It is not possible to determine that this content came from a
trustworthy source. You should leave this content disabled unless the
content provides critical functionality and you trust "its source.
More information
File Path: C: ^martway \Shipper. xls
O Help protect me from unknown content (recommended)
0 iEnable this content]
l nnAnttipTn^rpntpr [ 0K 1 [ CanCel ]
¦_ J
Figure 5: Security Options Dialogue Box
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 13
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The Welcome Screen for the Shipper Tool should then appear and you will be ready to begin
working on your tool.
Troubleshooting the Security Settings in Microsoft Excel 2007
If you reach this point and the Tool does NOT open, you may have your security set too high.
To adjust your security settings, select the
%
button (in the top left corner of the screen)
and then select the button in the bottom right corner of the pull-down menu
(Figure 6).
I t r /i
Select the "Excel
Options" button
/
Figure 6: Excel Options Drop-Down Menu
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 14
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On the Excel Options screen, select Trust Center in the left navigation bar (Figure 7).
Popular
Change the most popular options in Excel.
Formulas
Top options for working with Excel
Proofing
;election :
Save
Select the
"Trust Center
Advanced
the Ribbon ;
Customize
Color scheme:
Blue v
Add-Ins
ScreenTip style:
Trust Center
Create lists for use in sorts and fill sequences: I Edit Custom Lists..,
Resources
When creating new workbooks
Use this font:
Body Font
Font size:
Default view for new sheets:
Include this many sheets:
Personalize your copy of Microsoft Office
User name: MHeyward
Choose the languages you want to use with Microsoft Office: I Language Settings...
OK
Cancel
Normal View
Show feature descriptions in ScreenTips
Excel Options
Figure 7: Excel Options Drop-Down Menu
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 15
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When the Trust Center options display opens, select Trust Center Settings in the bottom right
portion of the screen (Figure 8):
Excel Options
Popular
Formulas
Proofing
Save
Advanced
Customize
Add-Ins
Q
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 ^ v
Security & more
Learn more about protecting your privacy and security from Micros
Microsoft Windows Security Center
Microsoft Trustworthy Computing
Microsoft Office Excel Trust Center
Select the "Trust
Center Settings"
button
The Trust Center contains security and privacy settings. These settings help keep your computer
secure. We recommend that you do not change these settings.
Trust Center Settings..
OK | | Cancel
Figure 8: Trust Center Settings Screen
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 16
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Choose the setting "Disable all macros with notification" (Figure 9) and select OK.
Trust Center
Trusted Publishers
Trusted Locations
Add-ins
ActiveX Settings
Macro Settings
Message Bar
External Content
Privacy Options
Macro Settings
For macros in documents not in a trusted location:
O Disable all macros without notification
0 Disable all macros with notification
O Disable all macros except digitally signed macros
O Enable all macros (not recommended; potentially dangerous—
Select "Disable all macros
with notification."
Developer Macro Settings
I I Trust access to the VBA project object model
Figure 9: Macro Settings Screen
Then run the Tool.
If, at this point, the Tool does not open, review the "Software and Hardware Requirements"
on page 8. If you after reviewing this section, you cannot determine how to correct the
problem, contact your SmartWay Partner Account Manager.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 17
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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 : lb,e E Protected View This file originated as an e-mail attachment and might be unsafe, Click for more details, Enable Editing
Home Insert Page Layout References Mailings Review View Developer Add-Ins
Figure 10: The Enable Editing Button
3)
Depending on your Excel macro security settings, you may receive a
Enable Content )pnpNp |f you do, simply select the 1 BaMe Content | hllttnn
This will enable macros in the tool you just opened.
! Security Warning Some active content has been disabled. Click for more details. Enable Content
A1
1 | Security Settings for the Tool
fx Security Settings for the Tool
A
2 (Pour des instructions en frangais. faites defiler vers la droite.->)
In nrrlar tn run thie annliratinn uaii mnet hatra marrrte anahlaH
Figure 11: Security Warning Popup
If you reach this point and the Tool does NOT open, you may have your security set too high.
To adjust your security settings, select the File tab from the menu bar ' (in the
button in the bottom left-
top left corner of the screen) and then select the
hand menu of the tab (Figure 12).
£j| Options
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 18
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m
Bookl - Microsoft Excel
X
~
I
1 Home
nsert Page Layout Formulas Data Review View
Developer
&> a gP SS
Save
Recent Workbooks
Recent Places
[jjfrl Save As
Open
To browse for a file, click Open.
Close
Info
New
f N
Select the "Options"
Print
button
V J
Save & Send
Help
i
| Options
0 Exit
Figure 12: Excel 2010 and Newer Options Drop-Down Menu
On the Excel Options screen, select Trust Center in the left navigation bar (Figure 13):
Excel Options
Change the most popular options in Excel.
Proofing
0 Show Mini Toolbar on selection ¦ ¦
1^1 Enable Live Preview 1
1 I Show Developer tab in the Ribbon 1
1*1 Always use ClearType
ScreenTip style: I Show feature descriptions in ScreenTips
Create lists for use in sorts and fill sequences:
Body Font
Include this many sheets:
Select "Trust Center"
Choose the languages you want to use with Microsoft Office: [ Language Settings.,.
Figure 13: Excel 2010 and Newer Options Drop-Down Menu
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 19
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When the Trust Center options display opens, select Trust Center Settings in the bottom right
portion of the screen (Figurel4):
Excel Options
0®
Popular
Formulas
Proofing
Save
Advanced
Customize
Add-Ins
9
Help keep your documents safe and your computer secure and healthy.
Protecting your privacy
Microsoft cares about your privacy. For more information about how Microsoft Office Excel helps to protect your privacy,
please see the privacy statements.
Show the Microsoft Office Excel privacy statement
Microsoft Office Online privacy statement
Customer Experience Improvement Program
Security & more
Learn more about protecting your privacy and security from Microsoft Office Online.
Microsoft Windows Security Center
Microsoft Trustworthy Computing
Microsoft Office Excel Trust Center
The Trust Center contains security and privacy settings. These settings help keep your computer
secure. We recommend that you do not change these settings,
Trust Center Settings,.
Select the "Trust Center Settings"
button
OK | | Cancel
Figure 14: Trust Center Settings Screen
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 20
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Choose the setting "Disable all macros with notification" (Figure 15) and select OK.
Trust Center
Trusted Publishers
Trusted Locations
Add-ins
ActiveX Settings
Macro Settings
Message Bar
External Content
Privacy Options
Macro Settings
For macros in documents not in a trusted location:
O Disable ajl macros without notification
0 Disable all macros with notification ^
O Disable all macros except digitally signed macros
O Enable all macros (not recommended; potentially dangerous code can run)
Developer Macro Settings
I I Trust access to the VBA project object model
Select "Disable all
macros with
notification"
V_
OK | | Cancel
Figure 15: Macro Settings Screen
Shipper Partner Tool Data Entry and Troubleshooting Guide | P.
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PART 2:
TOOL ORGANIZATION
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 22
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Basic Organization of the Shipper Tool
The Shipper Tool is the basis of the SmartWay Partnership for Shipper Companies. Completion
and submission of a Shipper Tool is the first step to becoming a SmartWay Shipper Company
Partner, Your tool submission must be approved by EPA before you are officially a Partner.
The Shipper Tool is organized around:
• information screens,
• forms or worksheets, and
• reports and summaries
Each screen, or form, opens up within a Microsoft Excel spreadsheet. The screens generally
look like the one shown in Figure 16, with the Report Year displayed prominently at the top:
SmartWay Welcome X
^vSmartWay
Data Year
OMB 2060-0663
Shipper
2015
Expiration Date 07/31/2017
(Revised 2014)
United States Version: 2.0.15
Released on: 10/03/2016
Welcome to the 2016 SmartWay SHIPPER 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 AMD ESTIMATED REPORTING BURDEN:
Respondents are not required to file or reply to any Federal collection of information unless it has a valid OMB control number. Public reporting burden for this collection of information is
estimated to average 5.82 hours per response for initial registration, 2.66 hours for each annual update. These estimates include the time for reviewing instructions, searching existing data
sources, gathering the data needed, and completing and reviewing the collection of information. Send comments regarding this burden estimate or any other aspect of this collection of
information including suggestions for reducing this burden to: SmartWay Transport Partnership, 2000 Traverwood, Ann Arbor, MI 48105, or the Office of Information and Regulatory
Affairs, Office of Management and Budget, Washington D.C.
PRINT
SCREEN
QUIT
Page S-l
Figure 2: Welcome Screen for the Shipper Tool
Shipper Partner Tool Data Entry and Troubleshooting Guide
P. 23
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The part of the Tool that you fill out resides in the light blue forms that appear on the screen.
The Excel workbook that remains in the background - and which normally appears as a blue
screen as in Figure 17 - is where all of the data you enter is actually stored. However, for the
purpose of your data entry, disregard the background workbook.
Shipper
Smart Way
Welcome to the 2016 SmartWay SHIPPER 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.
Figure 3: Data Entry Screens and Background Screen Illustration
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.
Title of Screen/Form
X 1
^vSmartWay
Data Year 0MB 2lBHIPPfPin
3 01 c E xi'ii d '
J1 IKeviseu
Shipper
7 United States Version: 2.0.15
Released on: 10/03/2016
Figure 4: 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 blue and clearly labeled, as seen in Figure 19.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 24
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Link to the Smart Way website
Figure 5: Screenshot of Link in the Tool
The screens also contain navigation buttons to direct you through the Tool (Figure 20).
<4^33
Figure 20: Example Navigation Buttons in the Tool
When a new concept/topic is introduced on a screen, a small question mark ([?]) appears next to it.
When you select the question mark, you will find additional definitions of terms or instructions to help
you complete the screen properly. You may also find additional, detailed instructional material on how
to successfully navigate and complete the different data entry screens within the Tool by selecting the
Screen
Demo
buttons at the bottom of selected screens.
Page numbers are found at the bottom right of all screens to facilitate navigation through the Tool and
communication with your Partner Account Manager regarding any questions.
Reviewing the Introductory Screens
Upon opening the 2015 Shipper 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 Company Description(s)), based on the prior year's
submittal or, for new partners, information submitted through the online SmartWay Shipper
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 25
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Application. This option can save time and ensure naming consistency for your contacts and company
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
SmartWay Welcome X
^vSmartWay
Data Year 0MB2060-0663 Shipper
2015 Expiration Date 07/31/2017 United States Version: 2.0.15
(Revised 2014) Released on: 10/03/2016
Welcome to the 2016 SmartWay SHIPPER 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 indude the time for reviewing instructions, searching existing data
sources, gathering the data needed, and completing and reviewing the collection of information. Send comments regarding this burden estimate or any other aspect of this collection of
information including suggestions for reducing this burden to: SmartWay Transport Partnership, 2000 Traverwood , Ann Arbor, MI 48105, or the Office of Information and Regulatory
Affairs, Office of Management and Budget, Washington D.C.
QUIT
Page S-l
Figure 21: SmartWay Shipper Tool Welcome Screen
The SmartWay Welcome screen is the first window that appears when the Tool is opened
(Figure 21). This screen provides basic information about the SmartWay Partnership. When new
concepts/topics are introduced on a screen, a small question mark ([?]) appears next to it.
When you select the question mark, you will find additional definitions of terms or instructions
to help you complete the screen properly. You may also find additional, detailed instructional
material on how to successfully navigate and complete the different data entry screens within
the Tool by selecting the
Screen
Demo
buttons at the bottom of selected screens.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 26
-------
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 22).
SmartWay Assistance for New Users
X
^vSmartWay
Data Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014}
Shipper
United States Version: 2.0.15
Released on: 10/03/2016
Assistance for New Users
New User Video Overview (7 minutes)
SmartWay
Carrier Tools:
~
Assistance for New
Users
HELP
Resources
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.
ZOOM ¦ PRINT
IN ¦ SCREEN
QUIT
Page S-2
Figure 22: 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
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 27
-------
Gathering Your Data Screen
This next screen summarizes the information needed to complete the Shipper Tool. Select
to retain a hardcopy for reference as you complete the rest of the Tool.
PRINT
SCREEN
SmartWay: Gathering Your Data
SmartWay8
Data Year
2015
OMB 2060 0663
Expiration Date 07/31/2017
(Revised 2014)
Shipper
United States Version: 2.0.15
Released on: 10/03/2016
Following is a brief description of the information you will need to complete this Tool. For further details, please consult the Shipper
Tool User Guide.
Partner Information
• Company Name, Address, City, State, ZIP, Country, Main Phone, Website
• Working, Executive, and Other Contact Information:
- Name, Title, Address, City, State, ZIP, Country, Phone, Email
• SmartWay ID (for returning partners)
Company Characterization Information
• Company Names
• North American Industry Classification System (NAICS) Codes
Carrier Use Profile
• Identification information for carriers contracted in the reporting year (including mode, name, and ID codes)
• Carrier pathways: inbound/outbound/internal, domestic/international
• Shipper-specific carrier identifiers: ID Codes, Business Unit ID, Internal Shipper Segment Codes
• Carrier activity details:
- Total miles contracted
- Ton-miles contracted
- Average payload information
- Description of data sources used to compile activity data
• % SmartWay Value calculation method (based on miles, ton-miles, weight, dollars spent, packages, or other metric)
• Optional information regarding modal shifts and other shipper efficiency strategies
IF YOU ARE INTERESTED IN BECOMING A SMARTWAY PARTNER BUT DO NOT WISH TO COMPLETE THE SHIPPER TOOL AT THIS
TIME, PLEASE FILL OUT THE SHORT ONLINE SHIPPER APPLICATION FORM AT:
Online Shipper Application
A SMARTWAY ACCOUNT MANAGER WILL CONTACT YOU SOON TO DISCUSS BECOMING A SMARTWAY CANDIDATE.
ZOOM
¦
PRINT
IN
1
SCREEN
Page S-5
Figure 23: Summary of Shipper Tool Required Information
While this screen serves as a reminder of your data input needs, refer to the Shipper Tool Quick Start
Guide for more tips and worksheets to help you gather your data for efficient and accurate tool
completion.
NOTE; If you are interested in becoming a SmartWay Partner but do not wish to complete the Shipper
Tool at this time, you can fill out a short application form to become a SmartWay Candidate by
selecting the "Online Shipper Application" button toward the bottom of this screen. After completing
the form a SmartWay Account Manager will contact you regarding opportunities for further
participation.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 28
-------
Tool Help and Navigation Screen
This screen presents the complete list of buttons available throughout the Tool (Figure 24). Becoming
HELP
familiar with these buttons will make completing the Tool easier and faster. Select the
button for additional information regarding the data entry requirements for a given screen. Of special
note is the small question mark ([?]), which appears next to new concepts when they are introduced
throughout the Tool. Selecting the question mark will reveal additional definitions of terms or
instructions to help you complete the data fields properly.
SmartWay: Tool Help and Navigation
SmartWay
Data Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014)
Shippe
United States Version: 2.0.15
Released on: 10/03/2016
Tool Help and Navigation
Throughout the Tool, you will see numerous buttons. Becoming familiar with these buttons will make completing the Tool
easier and faster. If a button contains an underlined character, you can also select that button using the keyboard by typing
the {Alt} key aiong with the underlined character.
HELP
Provides instructions for completing each screen.
HOME
Brings you back to the Home screen.
ADD
COMMENTS
EDIT/VIEW
COMMENTS
VALIDATE
SCREEN
Allows you to add notes or clarifications. The
button text changes if a comment has been
entered.
Checks your data input for missing or invalid
information.
Proceed to the next screen.
Return to the previous screen.
Provides additional information about data entry
fields.
PRINT
SCREEN
Enlarges the text on the screen.
Sends an image of the screen to your default
printer.
Screen
Demo
Link to video instruction regarding Tool data entry
and use.
QUIT
Closes the tool.
ZOOM
I
PRINT
IN
I
SCREEN
Page S-6
Figure 24: Tool Help and Navigation Screen
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 29
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Schedule of Tool Due Dates Screen
As seen in Figure 25, this screen shows the SmortWoy Partner Schedule and Data Flow
Diagram, which provides the various Tool release and due dates for the 2016 calendar year, for
tools completed using 2015 data. Refer to these dates to help ensure on-time delivery of your
tool submittal.
SmartWay: Schedule of Tool Due Dates
¦SmartWay*
Data Year
2015
OMB 2060 0663
Expiration Date 07/31/2017
(Revised 2014)
Shipper
United States Version: 2.0.15
Released on: 10/03/2016
SmartWay Partner Schedule and Data Flow Diagram
Tool release and due dates for 2016 calendar year using 2015 data
Jan
Feb
Mar
Apr
Mav
Jun
Jul
Aug
Sep
Truck Tool
Available January 7
Group 1
Group 2
Group 3
Due March 4
Due April 8
Due May 6
T
T
T
Rail Tool
Available February 3
Due May 6
Barge Tool
Available February 3
Due May 6
Air Tool
Available April 2
Due May 6
Multimodal Tool
Available May 19
Accepts Truck, Rail, Barge,
and Air Data
Due June 24
Logistics Tool
Available July 8
Accepts Truck, Rail, Barge, Air,
and MM Data
Due September 16
Oct
Nov
Dec
Shipper Tool
Available October 3
Accepts Truck, Rail, Barge,
Air, MM, and Logistics Data
Due December 2
ZOOM
PRINT
IN
SCREEN
Page S-7
Figure 25: SmartWay Partner Schedule and Data Flow Diagram
After returning to the Assistance for New Users screen, you may select the
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.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 30
-------
After selecting the button on the SmartWay Assistance for New Users screen, the SmartWay
Partnership Annual Agreement will appear.
The "SmartWay Partner Agreement" Screen
SmartWay Partnership Agreement
X
Data Year
OMB 2060-0663
Shipper
^vSmartWay
2015
Expiration Date 07/31/2017
(Revised 2014)
United States Version: 2.0.15
Released on: 10/03/2016
Partnership Agreement for Shippers
With this agreement, your company joins EPA's SmartWay Transport Partnership and commits to:
1. Measure and report to EPA on an annual basis the emissions performance of your company using EPA's SmartWay Shipper Tool. (Existing companies must report
the 12 months of data for the prior year ending December 31. Newly formed companies require a minimum of 3 months of operational data.)
2. Agree to SmartWay listing your name on the SmartWay Transport Partnership website as a Partner company.
3. Agree to submit supporting documentation to EPA for any data used to complete this tool and agree to EPA audit of this data upon request by EPA.
In return, EPA commits to:
1. Promote company participation in the Partnership by posting Partner names on the EPA SmartWay Website and in related educational,
promotional, and media materials. EPA will obtain express written consent from the Partner before using the Partner's name, other
than in the context of increasing public awareness of its participation as described here.
2. Provide companies with industry-wide performance benchmark data as this data becomes available to EPA.
3. Assist Partners in achieving emission and fuel usage reduction goals (subject to Federal Government Appropriations).
General Terms
1. If the Partner or EPA defaults upon this agreement at any point, the agreement shall be considered null and void.
2. Either party can terminate the agreement at any time without prior notification or penalties or any further obligation.
3. EPA agrees not to comment publicly regarding the withdrawal of specific Partners.
4. EPA reserves the right to suspend or revoke Partner status for any Partner that fails to accomplish the specific actions to which it
committed in the SmartWay Transport Partnership Agreement and subsequent agreements.
5. The Partner agrees that it will not claim or imply that its participation in the SmartWay Transport Partnership constitutes EPA approval
or endorsement of anything other than the Partner's commitment to the program. The Partner will not make statements or imply
that EPA endorses the purchase or sale of the Partner's products and services or the views of the Partner.
6. Submittal of this SmartWay Shipper Tool constitutes agreement to all terms in this Partnership Agreement.
No separate agreement need be submitted.
By checking the box below, I declare that the information submitted via this Tool is, to the best of my knowledge, accurate. I understand that any
person who, in the course of negotiating or performing under this Agreement, makes, presents or submits a false or misleading statement to the
government, or any person who makes a material omission in the course of negotiating or performing under this Agreement, may be subject to
liability under all applicable civil and criminal statutes including 18 U.S.C. 1001 (criminal liability for false statements}, 31 U.S.C. 3801 - 3812 (civil
liability for false statements) and 31 U.S.C. 3729-33 (The False Claims Act).
Fil understand and agree to the terms of this agreement.
PRINT
SCREEN
QUIT
Select to
accept
Agreement
E!^
Figure 26: SmartWay Partnership Annual Agreement
Submitting a SmartWay Shipper 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 user's guide series before
sending your Tool to EPA.
To reach the data entry sections of the Tool, you must agree to this language to join the SmartWay
Transport Partnership by selecting the check box at the bottom of the screen.
SmartWay Shipper 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
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 31
-------
Tool update will constitute a violation of the terms of the agreement and will result in immediate
removal of your company/subsidiary name from the SmartWay Partner list.
Auto-popuiate Screen
Before proceeding to the Home screen you will see the Auto-populate Initial Steps screen (Figure 27).
SmartWay Auto-populate Initial Steps X
^vSmartWay
Data Year
OMB 2060-0663
Shipper
2015
Expiration Date 07/31/2017
(Revised 2014)
United States Version: 2.0.15
Released on: 10/03/2016
If you are an existing partner, or if you used the new online SmartWay Shipper Application you can now auto-populate some of the data
fields in the tool (Partner Name and Contact Information, plus Company Description(s) for returning partners) by providing your SmartWay
ID. If you choose to auto-populate, the tool will automatically import these data and will display it for your review. You can then make
changes or edit the data in the Tool as needed.
If you already have a SmartWay ID, enter it here:
If you do not have your SmartWay ID, but were designated as the Working Contact or the
Executive Contact in last year's tool submission or in your online application, you can use
this link to have your SmartWay ID emailed to you.
Email me my SmartWay ID
If you wish to auto-populate the initial data fields, select this button.
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.
HELP
QUIT
Screen
Demo
Page S-9
Figure 27: 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 Company Description(s)), based on
your prior year's submittal or, if you are a new partner, information submitted through the online
SmartWay Shipper Application. This option can save time and ensure naming consistency for your
contacts and subsidiary companies from year to year.
If you prefer to enter this data manually, you may select to skip this screen.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 32
-------
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 After
entering your SmartWay ID select and a summary of the data to be
imported into the Tool will appear for your review. At this point you may reject the data import by
selecting I
Undo
When ready select
to be taken to the SmartWay Shipper Tool Home screen.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P.
-------
Navigating the Home Screen
All data entry screens are reached by starting on the Home screen.
Figure 28 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
Data Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014)
Shipper
United States Version: 2.0.15
Released on: 10/03/2016
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):
~
1.
u
2.
~
3.
4.
~
5.
Contact Information
Company Description(s)
Download Latest SmartWay Carrier Data File
Data Entry: (Double-dick the company name or select and hit Enter)
Feedback/Recruiting Assistance
Generate a (.xml) data file
Optional survey to help us improve your SmartWay experience.
To complete your submission, email the small (.xml) data file and your large (.xls) tool file
to EPA. If your email size limit cannot handle the tool file, send only the smaller data file.
YOUR RESULTS
-^223]
View Your Data Reports
Visit the SmartWay Portal
SAVE ¦ HELP
Review your Year-to-Year Performance
hJ
ZOOM ¦ PRINT ¦ m|TT
IN ¦ SCREEN ¦ i£U11
Screen
Demo
*******
Page S-10
Figure 28: Main Tool Navigation or "Home" Screen
From the Home screen, you can:
1) Enter your Partner Name;
2) Fill out company and contact information;
3) Define your company subsidiaries;
4) Download the latest SmartWay Carrier Data File;
5) Enter data to characterize your company subsidiaries;
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 34
-------
6)
Complete a SmartWay Feedback Survey and provide EPA with
recruiting assistance;
7)
Create final version to submit to EPA;
8)
View results of your data entry;
9)
Review year-to-year comparisons; and
10)
Visit the SmartWay Portal.
Sections of the Tool
There are seven primary sections on the Home screen. Each section links to additional screens
or worksheets within the Tool which are described below. The first five sections of the Home
screen comprise all the steps needed to complete your Shipper Tool, and you must complete
them in order.
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
a different executive-level contact. Additional contacts may also be included.
Section 3: Company Characterization (button): This button takes you to a screen that asks
you to define all the shipper companies you operate. Once these companies are
defined, the software will enable you to generate blank data entry forms for
each company.
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 shipper companies. 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 company name will take you to screens
asking for the carrier and activity information necessary to calculate efficiency
metrics for the company.
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 XLS file as attachments in an e-mail to your
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 35
-------
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.
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.
(Optional) View Your Data Reports (button): Here you can view final summaries
of your data including all data inputs, company 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.
(Optional) Review Your Year-to-Year Performance (button): This option allows
you to compare previous year data entries 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.
Visit the SmartWay Portal (button): Selecting this button takes you to the
SmartWay Portal.
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
Shipper Tool. After they are completed, you can review your output and/or submit your Tool to
EPA. Once you complete each mandatory step, a will appear on the left of the screen.
Validating Your Data
The Shipper 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
VALIDATE
SCREEN
quality data submission, select the 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.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 36
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Saving Your Data
SAVE
You can save the data you have entered at any time by selecting the BUM button that
appears at the bottom of most screens (including the Home screen). EPA recommends saving
your data frequently if you are entering information for large numbers of carriers.
Reviewing Your Data
PRINT
SCREEN
Each screen within the Tool has a E32aaH button. To generate a hard copy of screen text or
your data inputs, select this button. The screen will be printed on your default printer.
Alternately, you can return to the Home screen, select the
button, identify the report of interest using the
Reports Menu, and print them out for review. The data reports provided by the Shipper Tool
are discussed further in the Finalize Data Entry and View Reports section of this guide.
Submitting Data to SmartWay
Detailed instructions on properly submitting your data to EPA SmartWay is included on page 90.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 37
-------
PART 3:
SECTION-BY-SECTION
DATA ENTRY GUIDANCE
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 38
-------
Preparing for Data Entry
To participate in SmartWay, shipper companies need to gather the following essential
information to complete the Shipper Tool:
• The official Partner 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)
• Shipper company name(s) and associated NAICS codes
• A comprehensive list of carriers used by your shipper companies including:
o SmartWay carrier fleet names
o Number and mode of non-SmartWay carriers (truck, logistics, multimodal, rail,
barge, and air)
o Carrier-specific activity, including miles and/or ton-miles hauled
• 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 shipper companies. This data reflects the amount of
freight carried by each carrier and the distance that freight is carried.
The next five sections of this guide explain how to enter your data on each of the required
screens. You must complete these sections of the Home screen in order.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 39
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Section 1 Data Entry: Enter Partner Name
Section 1 of the Shipper Tool asks you to "Enter Partner Name."
SmartWay Logistics: Home
X
vNSmartWay
Shipper
¦¦ted States Version: 2.0.15
I Released on: 10/03/2016
OMB 2060-0663
Expiration Date 07/31/2017
(Revised
Enter your Partner
Name precisely as you
want it on the
SmartWay website
Please complete the following steps. Check boxes on the left indicate successful conif
button.
tion, select the 'Help'
1. Enter Partner Name
| ABC Shipping, Inc.|
on the SmartWay website):
Figure 29: Field for Entry of Partner Name on Shipper Tool Home Screen
EPA publishes your company's official name on the EPA SmartWay website and in the SmartWay
Carrier Data File used by the Shipper Tool. 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 Shipper 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.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 40
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Section 2 Data Entry: Enter Company and Contact Information
REFER TO WORKSHEET #1: Company Contact Information in the Quick Start Guide, or go to
https://www.epa.gov/smartway/smartway-shipper-partner-tools-and-resources for more
information on how to complete this section of the Shipper Tool.
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 click the blue button labeled "Contact Information."
SmartWay Logistics: Home
X
^vSmartWay
Data Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014)
Shipper
United States Version: 2.0.15
Released on: 10/03/2016
Please complete the following steps. Check boxes on the left indicate successful completion of each step. For more information, select the 'Help'
button.
0
~
Enter Partner Name (Exactly as it should appear on the SmartWay website):
S:to enter
contact information
|ABC Shipping, Inc.|
Contact Information
Figure 30: Select Contact Information Button on "Home" Screen
You will then be taken to the Contact Information screen. This screen 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
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 41
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SmartWay: Contact Information
X
Partner Information
Working Contact
Executive Contact
Other Contacts
Addressl*
Address2
City*
Main Phone*
Web Site
645 Ocean Way
Suite 203
Austin
State* |tx ~*\
ZIP*
78731
Country* USA
512-555-5555
Toll Free 800-555-9999
www.abcshipping.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. TTie Executive Contact
should be a Vice President or higher-level representative for the company.
? | Working Contact:
Name [^- E
Title*
First* Ronald
| VP Operations
? Executive Contact:
Name Mr.
Title* |CE°I
* - Required
u
First*
Adrian
MI
r
Last'
Johnson
MI
F
Last*
Lemming
SAVE ¦ HELP
PRINT
SCREEN
HOME
VALIDATE
SCREEN
ADD ¦ NE
COMMENTS ™ —
Page S-ll
Figure 31: 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
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 42
-------
the Tool. The Working Contact is responsible for coordinating the assembly of
information to complete/update company 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/EPA to their preferred list of trusted sources.)
3. Enter the Executive Contact name and title
The Executive Contact is the company executive who is responsible for agreeing to the
requirements in the SmartWay Partnership Annual Agreement, overseeing the Working
Contact (as appropriate), and ensuring the timely submission of the Tool to SmartWay.
The Executive Contact also represents the company at awards/recognition events. This
person should be a Vice President or higher level representative for the company.
Under the Working Contact tab:
SmartWay: Contact Information
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 | Ronald Johnson
Use Partner Address
Addressl*
Address2
City*
Phone*
Email*
Confirm Email*
645 Ocean Way
Austin
512-444-4444
State* I™ jiI
Extf212 Cell 1512-777-7777
ZIP* |78731
Country* USA
Fax 512-777-8!
ronald.johnson@abcshipping.com
ronald.johnson@abcshipping.com
* - Required
SAVE
HELP
PRINT
SCREEN
HOME ¦
ADD
COMMENTS
Page S-12
Figure 32. Working Contact Information Screen
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 43
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Enter the Working Contact information. If the Working Contact shares the same address as the
company, you may select the button to auto-populate the address
section of this record. Enter the email address twice to confirm its accuracy. When confirmed a
will appear to the right.
Under the Executive Contact tab:
SmartWay: Contact Information
Partner Information
Working Contact
Executive Contact
Other Contacts
Please enter information about your Executive Contact here.
Please note that the email address should be different from the Working Contact.
Name
Addressl*
Address2
City*
Phone*
Email*
Confirm Email*
* - Required
] Adrian R Lemming
S3
545 Ocean Way
Austin
512-789-6789
State4
Ext)
ZIP* |78731
Country* USA
Cell
Fax
adri3n.lemmirg@abcshipping.com
adrian.lemming@abcshipping.com
SAVE ¦ HELP
HOME
VALIDATE
SCREEN
ADD
COMMENTS
Page S-13
Figure 33. Executive Contact Information Screen
Enter the Executive Contact information. If the Working Contact shares the same address as
button to auto-populate the
the company, you may select the
address section of this record.
Use Partner Address
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 44
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Under the Other Contacts tab:
SmartWay: Contact Information
Partner Information
Working Contact
Executive Contact
Other Contacts
Please enter information about your additional contacts here.
Other Contacts:
Add Hew Contact
Edit Selected Contact
Delete Selected Contact
<^223
SAVE
HELP
HOME
ADD
COMMEffTS
Page S-14
Figure 34. Other Contact Information Screen
1. Enter Other Contacts (if applicable) by selecting the I
button.
Add New Contact
2. Enter the first Other Contact then select I
I when 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.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 45
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NOTE: In some cases, companies with multiple subsidiaries 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 button. You can remove an existing
contact by highlighting the contact and then selecting j
Delete Selected Contact
VALIDATE
SCREEN
To make sure you have filled out all required contact information, select at
the bottom of the screen on the Partner Information tab. If any information is missing
or invalid, a dialogue box will appear informing you what additional information is
required.
4. Next select the
HOME
button to return to the Home screen and go to Step 3.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 46
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Section 3 Data Entry: Shipper Company Characterization
The next section of the Tool is the "Company Description(s)" section. This is the section where
you will define your companies.
The Shipper Tool allows you to assess your operations by defining multiple companies. If you
operate more than one separate and distinct company you may wish to track each company
separately.
On the Home screen select the button (Figure 35) to
display the Company Description(s) screen. This is the section where you will define the various
components of your shipper companies.
SmartWay Logistics: Home X I
-SmartWay8
Data Year
2015
OMB 2060 0663
Expiration Date 07/31/2017
(Revised 2014)
Shipper
United States Version: 2.0.15
Released on: 10/03/20161
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):
ZH
Select to enter company
description information
Contact Information
~ =¦1
Company Description(s)
Figure 35: Selecting Shipper Company Description(s) on Home Screen
The steps required to complete the Company Description(s) screen are described below.
"Company Description(s)" Screen Overview
The Company Description(s) screen is shown below:
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 47
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SmartWay: Company Description(s)
X
For each separate business entity (company), please fill out the company name and NAICS code(s). If entering multiple NAICS codes, separate them with a
comma. For help finding your NAICS code, select the binoculars to the right of the NAICS data entry field.
To add another company, select the Add Company button at the bottom of the screen. You may delete a company by selecting the Delete box to the left
of the company name and then selecting the Delete Checked Rows button at the bottom of the screen. Once data has been entered for all your
companies, select the Create Companies button at the bottom to proceed.
IMPORTANT NOTES:
You may define separate companies for your data entry and tracking purposes on this screen. Note that these company names will NOT be displayed on
the SmartWay website - only the Partner Names entered on the Home screen will be displayed there. If you wish to have multiple company names
displayed on the SmartWay website you must submit separate Shipper Tools for each company.
If you list multiple companies here, you will be required to provide detailed information for each company in subsequent sections of this Tool. Thus you
will need to be able to track freight activity separately for each company you list. Internal tracking of different business units, inbound, outbound and
internal freight, and domestic versus international freight can be done within a company, so there is no need to list different internal divisions, product
lines, etc. as separate companies.
Delete ? Company Name ? NAICS Code(s)
r
| 1 (ABC Shipping - Retail
(444110,444120,444130,4442
ti
r
| 2 ]ABC Shipping -Wholesale
[42493,424990
[14
X Delete Checked Rows Add Company
CREATE COMPANIES
SAVE
HELP
ZOOM
IN
PRINT
SCREEN
HOME
VALIDATE
SCREEN
ADD
COMMENTS
Screen
Demo
Page S-15 |
Figure 36: Shipping Company Subsidiary Description(s)
This screen allows you to create multiple company data records. If you operate more than one
separate and distinct company you may wish to track each company separately. Each individual
data file has the ability to track companies, inbound/outbound freight, and
international/domestic freight as well as other user-defined distinctions.
Most Partners should create one company; i.e., one line. However, if you are a global
conglomerate that, for example, has a large home goods retail company, a wholesale parts
supply company, and a product manufacturer, all with separate corporate identities and
transportation systems, you may want to create three companies. However, note that these
companies will not be listed separately on the Partner Listing on the SmartWay website. If you
would like multiple companies displayed on the Partner Listing, submit separate Tools for each
company.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 48
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REFER TO WORKSHEET #2: Shipping Company Characterization in the Quick Start Guide, or go
to https://www.epa.gov/smartwav/smartwav-shipper-partner-tools-and-resources for more
information on how to complete this section of the Shipper Tool.
• Company Name(s): Name your companies, beginning with your partner name followed
by the specific company name. Example: Shipper Company 1 - Retail.
• NAICS Code: NAICS, or North American Industry Classification System codes, are the
Federal standard for classifying businesses by activity type. NAICS codes can be from
two or three up to six digits in length, and are organized hierarchically, with successive
digits providing greater specificity in its description. Use the NAICS code(s) that most
appropriately describes your company. You can use the search icon to the right of the
data entry field to identify and select NAICS code(s). If you need to enter multiple NAICS
codes, you may check multiple boxes on the popup screen while holding down the "Ctrl"
key on your keyboard, or simply enter them directly and separate them with commas.
Note: Detailed information on NAICS codes can be found at
http://www.census.gov/eos/www/naics/.
Alternatively, you may contact your accountant who can locate your NAICS code:
1. On your company's 1120 corporate tax return, filed with IRS, Schedule K, lines 2a, b
and c.
2. Or, on the 1120S corporate tax return, filed with IRS, Schedule B, lines 2a and b.
NOTE: SmartWay highly recommends developing your list of companies beforehand
by using an organization chart or perhaps a customer interface webpage. For
example, evaluate how your organization contracts with carriers, identify your
companies' different NAICS codes, and determine how they choose what carriers to
hire. The best strategy is to have a clear idea of how to define your companies before
filling out the Tool.
Adding Companies to Your List of Shipper Companies
To enter a shipper company, select the Addcompanv button and fill in the
Company Name and NAICS Code, as described above. At this point you may add another
shipper company by selecting Add company , or you may choose to delete a
company, add notes, or finish data entry on the company characterization screen by following
the instructions below.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 49
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Deleting Companies from Your List of Shipper Companies
To delete a company, select the box next to the company you wish to delete, and then select
the ^ Delete checked Rows button. Then you may add a company as described above
or complete your shipper company characterization by selecting
CREATE COMPANIES
Adding Comments/Notes
Creating useful comments assists SmartWay Tool reviewers in approving your Tool as quickly as
possible. Your comments help reviewers understand your company operations. Any details
that you can provide related to your operations may speed up approval time.
ADD
COMMENTS
NOTE: Please consider using the BaawbaMfiM button located at the bottom right of the screen.
This allows you to enter notes about the collection process, your assumptions and methods,
data, or other information. These details could prove useful for your reviewer when you or
someone else fills out the Tool next year. If comments have been added for a particular screen,
the button will now read
read.
VIEW/ADD
COMMENTS
I, indicating to your reviewer that there are comments to be
HELP
A ¦¦^Ariflbutton is also available should you need assistance. You will also notice small gray
icons with question marks [?] displayed throughout the Tool. When selected, these icons
provide additional information about specific items located on the screen.
Finishing Your Shipper Company Description(s)
Once you are sure you have entered your information correctly for each of your shipper
companies, you may select the I
CREATE COMPANIES
button at the bottom of the
screen. Before proceeding to the next screen however, a popup screen will appear asking you
to verify your company name(s) (Figure 37).
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 50
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Confirm Company Names
X
Please note that your Company Names will NOT appear on the SmartWay Partner
List located on the SmartWay website, If you wish to have your companies appear
separately or this SmartWay Partner List, please submit separate tools for each
company.
OK Cancel
Figure 37: Shipper Company Name Verification Message
Select to proceed, or Cancel to revise your company name(s).
If, at a point later in the data entry process, you realize that you need to add a new company or
delete an existing company, you can return to the Company Description(s) screen. You can add
or delete companies in the same way as described above, being sure to select the
CREATE COMPANIES
I button at the end of the process. When you select this
button, the system will create blank data entry forms only for the new company/companies you
have added; any existing companies will not be affected. Note that, if you are deleting a
company for which you have already generated data entry forms, the system will prompt you
to confirm the deletion.
HOME
Selecting will take you back to the Home screen (see Figure 35). At this point you
may define another shipper company following the same process, or proceed to Step 4 on 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.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 51
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SmartWay Logistics: Home
^\vSmartWay-
Data Year
OMB 2060-0663
Shipper
2015
Expiration Date 07/31/2017
(Revised 2014}
Onited States Version: 2.0.15
Released on: 10/03/2016
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
select the checkbox to the right of steps 2 and 3 to confirm your information.
0
~ ¦•I
~'¦i
CM
O
1. Enter Partner Name (Exactly as it should appear on the SmartWay website):
| Kimball International
Contact Information
Company Description(s)
Download Latest SmartWay Carrier Data Tile
r I confirm t
P I confirm t
newed my contact information and It Is correct,
tewed my fleet description(s) and it is correct
Data Entry: (Double-click the company name or select and hit Enter)
Kimball International: Kimball International - Not Checked
~ -I
Feedback/Recruiting Assistance
Generate a (.xml) data file
UJ
II Optional survey to help us improve your SmartWay experience.
y
To complete your submission, email the small (.xml) data file and your large (.xls) tool file
to EPA. If your email size limit cannot handle the tool file, send only the smaller data file.
YOUR RESULTS
View Your Data Reports
Visit the SmartWay Portal
SAVE ¦ HELP
Review your Year-to-Year Performance
u
ZOOM ¦ PRINT
IN ¦ SCREEN
QUIT
Screen
Demo
Figure 38: Example Home Screen after Using Auto-populate Function
First review the Partner Name as it appears on the screen, revising it as necessary.
Next, you MUST review the populated Contact Information and Company Description(s) 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 Company Description(s) screens for
review.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 52
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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). Pleast
select the checkbox to the right of steps 2 and 3 to confirm your information.
0
0
0
~
~
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 Tile
I*Tcon
Check boxes to
confirm accuracy of
imported information
nd
J
at I have reviewed my contact information and it is correct.
P il confirm that I have reviewed my fleet description(s) and it is correct.
5. Data Entry: (Double-dick the business unit name or select and hit Enter)
SD Transportation - Not Checked
~
Feedback/Recruiting Assistance
Generate a (.xml) data File
Optional survey to help us improve your SmartWay experience.
To complete your submission, email the small (.xml) data file and your large (.xls) tool file
to EPA. If your email size limit cannot handle the tool file, send only the smaller data file.
YOUR RESULTS
View Your Data Reports
Review your Year-to-Year Performance
Visit the SmartWay Partner Portal
|_d
SAVE ¦ HELP
ZOOM ¦ PRIKT ¦ OUjT
IH ¦ SCREEN ¦ Xul1
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.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 53
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Section 4: Download Latest SmartWay Carrier Data File
To ensure that the Shipper Tool gives you the most current list of SmartWay carriers to select
from, you must select the I I button on the
Home screen, as shown in Figure 40. You will not be able to input the required shipper
company data in Step 5 without this file. You must have an active Internet connection to
perform this step.
SmartWay Logistics: Home
X
SmartWay®
Data Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014)
Shipper
United States Version: 2.0.15
Released on: 10/03/2016
Please complete the following steps. Check boxes on the left indicate successful completion of each step. For more information, select the Help'
button.
a
~
1. Enter Partner Name (Exactly as it should appear on the SmartWay website):
ABC Shipping, Inc.
2.
Contact Information
Select to download
current carrier
3.
Company Description(s)
4.
Download Latest SmartWay Carrier Data File
performance information
Figure 40: Downloading Latest SmartWay Carrier Data File
After selecting the button, the carrier file will be downloaded to your computer and the date of
the file will be displayed to the right on the Home screen, as shown in Figure 41.
SmartWay Logistics: Home
X
^vSmartWay
Data Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014)
Shipper
United States Version: 2.0.15
Released on: 10/03/2016
Please complete the following steps. Check boxes on the left indicate successful completion of each step. For more information, select the Help'
button.
01. I
\
1. Enter Partner Name (Exactly as it should appear on the SmartWay website):
ABC Shipping, Inc.
0
2.
Contact Information
3.
0
Company Description(s)
0
4-[
Download Latest SmartWay Carrier Data Tile
1 Date of Current Carrier File:
09/19/2016
Figure 41. Home Screen Indicating Date of Current Carrier File Downloaded
If you already have a SmartWay Carrier Data File located in the same folder as the Shipper Tool
(perhaps used to create last year's submittal), the Tool will notify you before downloading the
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 54
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new file. If you would like to retain a copy of the old file for your records you can either
rename the old file or move it to another folder before downloading the latest file. Otherwise
you can download the new carrier file directly, over-writing the old file.
You are now ready to go on to selecting carriers and entering activity data for each company.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 55
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Section 5: Select Company for Data Entry (providing carrier activity
information for your companies)
Now that you have defined your shipper companies, in Section 5 of the Shipper Tool, you will
be asked to provide additional information for EACH company separately.
"Company Status Review" Overview
Once you have returned to the Home screen, you will see all of your shipper companies listed in
the window below item # 5: Data Entry.
SmartWay Logistics Home X
SmartWay'
Data Year
2015
OMB 2060 0663
Expiration Date 07/31/2017
(Revised 2014)
Shipper
United States Version: 2.0.15
Released on: 10/03/2016
Please complete the following steps. Check boxes on the left indicate successful completion of each step. For more information, select the 'Help'
button.
01. I
[
1. Enter Partner Name (Exactly as it should appear on the SmartWay website):
ABC Shipping, Inc.
0
2"
Contact Information
0
3. J
Company Description(s)
0
4-[
Download Latest SmartWay Carrier Data File
~
5. Data Entry: (Double-dick the company name or select and hit Enter)
Date of Current Carrier File:
09/19/2016
- Retail - Not Checked
~ >¦!
ABC Shipping, Inc.: ABC Shipping - Wholesale - Not Checked
Feedback/ Recruiting Assistance
Generate a (.xml) data file
Company Status Indicator
| Optional survey to help us improve your SmartWay experience.
\J1
^ . To complete your submission, email the small (.xml) data file and your large (.xls) tool file
^ZJ 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 Portal
SAVE I HELP
Review your Year-to-Year Performance
1-eJ
QUIT
Screen
Demo
J j * *
Figure 42: Home Screen with Shipper Company Status Prior to Carrier Activity Data Entry
A status message appears after each company name, indicating whether or not the data entry
for that company 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.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 56
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• Complete - All data requirements have been met and validation has occurred.
In addition to the status messages above, you may see one of two qualifiers: "Errors" or
"Warnings."
• Errors prevent you from generating internal metrics reports (under the "View Your
Data Reports" section of the Tool), and must be addressed before you can submit
your Tool to EPA. However, with errors, you will be able to use the Review Year-to-
Year Comparison report to help identify missing data or otherwise clarify
uncertainties by referring to previous year submissions.
• Warnings will still allow you to run 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 of addressing errors and warnings is described for
the various input screens in the following sections.
Selecting a Company to Review:
1. Using your mouse, select and highlight the name of the company for which you wish to
enter data.
2. Double click the name; you will then be taken to the Awards/Data Entry Selection
screen for that company.
SmartWav Awards Screen
The SmartWay Awards tab provides information regarding qualification for the SmartWay
Excellence Awards Program.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 57
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SmartWay Shipper Tool: ABC Shipping - Retail
Awards/Data Entry Selection
Input Carriers
Activity Data
% SmartWay
Data Display
Shipper Strategies
SmartWay Awards
Basic or Comprehensive
Benchmarking and reporting your freight activity performance is key to optimizing efficiency and reducing emissions. The more skilled you and your
organization become at tracking and validating key data, the more you will be able to demonstrate success. Strong performance and rigorous data
quality are also crucial to positioning yourself as a leader.
Each year EPA reviews partner data submittals to assess overall program performance and emissions savings, but also to identify top performers for the
SmartWay Excellence Awards program. Awards criteria and other important information can be found at:
SmartWay Awards Information
EPA incentivizes ongoing performance and data quality enhancement to ensure continuous improvement in the freight sector. The following factors may
affect your evaluation for Award consideration, and may set you apart from your peers in the competition:
• Partners that submit BOTH Inbound AND Outbound freight shipments using the Optional Carrier Differentiation section of the
Shipper Tool will earn extra points in the evaluation.
o These data allow assessment of your Scope 3 freight activity data and environmental footprint.
• Partners that elect to submit more than one activity parameter (e.g., ton-miles, total Miles, average payload) in their reporting will earn
additional consideration in the awards evaluation process.
o Actual activity data would enable the calculation of carbon and emissions footprint, thus
you would be able to benchmark your environmental footprint.
• Partners that submit additional "optional" information in the Shipper Strategies section of the tool will earn extra points (TBD) in the evaluation.
o See the benefit of implementing mode shifting and other operational strategies that will have a direct
impact on your environmental footprint.
If you have questions or need further information, please contact your Partner Account Manager.
SAVE
HOME
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COMMENTS
Page S-17
Demo
Figure 43: SmartWay Awards Screen
Basic or Comprehensive Screen
The second tab under the Awards/Data Entry Selection section is the Basic or Comprehensive
tab (Figure 44).
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 58
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SmartWay Shipper Tool: ABC Shipping - Retail
Data Display
Shipper Strategies
Input Carriers
SmartWay
SmartWay Awards
Basic or Comprehensive
Awards/Data Entry Selection
Selecting the 'Emissions Footprint and % SmartWay' Value on this screen allows you to be considered for a SmartWay Annual Award. The Emissions
Footprint option requires you to enter direct activity estimates (i.e., miles and/or ton-miles) which are used to calculate mass emissions estimates for your
carrier fleets. Once you've completed entering the required data on the Activity Screen you may calculate your % SmartWay Value on the % SmartWay
screen.
If mileage and/or ton-mile activity data are not available for your carriers, select the % SmartWay Only option below, then select your carriers and
proceed to the % SmartWay screen. On the % SmartWay screen you may specify indirect activity indicators such as the proportion of dollars spent,
weight or packages shipped with each of your carriers. These indirect indicators will then be used as relative weights to estimate a % SmartWay Value for
your company, although this value cannot be used to calculate mass emissions or to qualify for Annual Awards. Therefore Shipper Partners are strongly
encouraged to collect and report direct activity data for use with the Emissions Footprint option below.
The accuracy of your emission footprint estimate depends heavily on both the quality of your activity data as well as the accuracy of the associated carrier
performance metrics. Please think carefully about which data input option you will use, considering the availability, reliability and overall appropriateness
of the required activity and performance metrics.
Please Select an Option
Select
Emissions Footprint and % SmartWay^
% SmartWay Only -4
SAVE ¦ HELP
HOME
VALIDATE
SCREEN
ADD
COMMENTS
Page S-18
Demo
Figure 44: Basic or Comprehensive Screen
Two options are available for assessing the performance of the carriers used by your company
on the Basic or Comprehensive screen. Selecting Emissions Footprint and % SmartWay
(Comprehensive option) allows you to calculate the mass emissions associated with your
company, as well as to determine your % SmartWay Value based on percent of ton-miles or
miles traveled, or other activity measure attributable to SmartWay Carrier Partners (we will use
the name "SmartWay Carriers" to describe this group of Partners). The Emissions Footprint
and % SmartWay selection also allows you to determine emission reductions from mileage- or
weight-reducing strategies employed by your company, and to estimate the change in
emissions due to various mode shifts
Selecting % SmartWay Only (Basic option) allows you to estimate the relative percentage of
your carriers that are SmartWay Carriers, but does not allow you to estimate mass emissions.
If you select the Emission Footprint and % SmartWay option then you will be required to enter
direct activity estimates (i.e., miles and ton-miles) which are used to calculate mass emissions
estimates for your carriers. Once you've entered the required data on the Activity Data screen
you will calculate your % SmartWay Value on the % SmartWay screen. In this case, your %
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 59
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SmartWay Value will be used to help determine if you qualify for a SmartWay Excellence
Award.
If you do not have total mileage and/or ton-mile estimates available for each carrier you have
hired in the reporting year, select the % SmartWay Only option. This will allow you to calculate
your % SmartWay Value based on the weighted utilization of your carrier selections (using %
spent, % weight, % packages, or % custom). However, note that the Shipper Strategies and
Modal Shift screens will be unavailable, and you will be ineligible for the SmartWay Excellence
Awards.
After you make your selection, use the
Screens.
button to proceed to the Input Carriers
COMPLETING THE CARRIER SELECTION SCREENS
Overview
The first screen you encounter under the Input Carriers tab is the Instructions screen, which
describes the two basic methods of data input to specify your fleets in detail (Figure 45). After
carefully reading the instructions, you must check the box that appears on the Instructions
screen acknowledging that you have read and understood the carrier data input instructions
before proceeding to the next screen.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 60
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| SmartWay Shipper Tool: ABC Shipping - Retail
f Awards/Data Entry Selection
Data Display
Shipper Strategies
Manual Input SmartWay Carriers
Manual Input Non-SroartWay Carriers
Other Input Options
The screens in this section provide partners with OPTIONS to populate the Shipper Tool with information.
Manual Input
Partners with fewer than 100 SmartWay partner carriers may find it easier to use the Manual Input Screens. In these sections you can identify and add
your carriers (one at a time) for later data entry on the Activity Data screen tab.
Other Input Options
Partners with more than 100 SmartWay partner carriers may find it easier to use other methods to input data into the Tool. Select the "Other Input
Options" tab to access information on how to use the outside data import, data export, and carrier matching functions to populate your company's
carrier information. You may also provide additional information to characterize how your company uses and tracks your carriers in this section.
il have read and understand the carrier data input instructions.1*
Figure 45: Input Carriers Instructions Screen
After reading the Instructions screen, you will need to identify the carriers used by each shipper
company. Three 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
available under the
Other Input Options
tab. (You may also use the new
carrier matching function contained in the SmartWay portal to match your carriers with those
in the SmartWay database before importing your data if you wish, as described below.)
Alternatively, if your shipper company 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
• Multimodal
• Logistics
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 61
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• Barge
• Air
(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:
SmartWay Category selections are not currently available for other modes but may be added in
the future. (Note: Multimodal selections list "Multimodal" 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 and MCNs, and NSCs. The Carrier Data File must be
downloaded from the SmartWay website by selecting the button under Step 4 on the Shipper
Tool Home screen. This data can then be viewed on the Manual Input SmartWay Carriers
screen or offline using Microsoft® Excel.
• Auto Carrier
• Dray
• Expedited
• Flatbed
• Heavy/Bulk
• LTL Dry Van
• Mixed
• Moving
• Package
• Refrigerated
• Specialized
• Tanker
• TL Dry Van
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 62
-------
In certain cases, a carrier may have multiple fleets associated with its operations. The Manual
Input SmartWay Carriers screen also allows you to filter carrier fleets by SCAC, MCN, DOT
number, NSC, and/or address if needed.
Carrier Matching: Some companies have had difficulty matching the carrier information in their
databases with the data that carriers submit to SmartWay. Therefore a carrier matching function
has been added this year that enables partners to 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 new matching function
located in the SmartWay Portal to identify and match which of your carriers are SmartWay carriers.
In your first reporting year you can match your carrier data using identification fields including
carrier name, address, phone number, SCAC code, MCN code, NSC code, and/or DOT number.
You can also match your carrier data with the SmartWay data by including your own unique
identification data in the Carrier CSV. 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. Your company-
specific match data is not shared with other companies.
The steps to use the carrier matching function are described on the Match My Carriers screen within
the Shipper Tool. Follow the instructions in the "Guide to Importing Carrier Data Using the Outside
Data Import Function - 2015 Data Year" for detailed guidance.
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 within the current
shipper company. Only include carriers used during the reporting year. Enter the total number
of non-SmartWay partners within the current fleet and check the box to confirm that all the
non-SmartWay carriers in this shipper company have been added. If this company has non-
SmartWay carriers, select the carrier mode(s) the non-SmartWay carrier(s) belong to.
The following describes the detailed steps for identifying the carriers used for your shipper
companies.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 63
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Steps for Inputting Carriers for a Shipper Company:
1. On the Home screen, select and highlight the name of the company 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 company.
3. You will see the Instructions screen; read the instructions and Check the box next to the
words "I have read and understand the carrier data input instructions" when you have
read them.
4. 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, Multimodal and Shipper Partner
2.0.15 Tools: Guide to Importing Carrier Data Using the Outside Data Import Function -
2015 Data Year" on the shipper page of the SmartWay website for more information
about using the Outside Data Import function to enter your carriers.
Otherwise, proceed to the
Manual Input 5martWay Carriers
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 app'> Fi|ter 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. Six carrier mode selections are available, including "All," "Rail," "Truck,"
"Multimodal," "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, LTLdry 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"
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 64
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box. You may also use the Add Selected Carriers to List Below buttQn tQ add se|ected
carriers to the Selected SmartWay Carriers box.
4. Once you have successfully identified your carriers using the Manual Entry method,
i . .1 Manual Input Non-BmartWay Carriers . .
proceed to the tab.
Steps for Completing the Manual Input Non-SmartWay Carriers Tab:
1. Enter the total number of Non-SmartWay Carriers for the company into the data field.
2. Check the box to confirm that you have added all of the Non-SmartWay Carriers for your
company.
3. Using your mouse, double-click on each non-SmartWay carrier type used by this
company; double clicking will add it to the "Selected Non SmartWay Carriers" list. You
Add Selected Carrier Types to List Below
may also use the
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).
Note - All rail carriers are treated identically in the Shipper Tool, assuming industry average
performance levels. If your company uses rail carriers please choose the "Rail Modal
Average" selection on the Manual Input SmartWay Carriers screen.
4. Once the required data has been entered on the
Manual Input Non-SmartWav Carriers . . . . .. A .. .. *.
tab, you can proceed to the Activity Data
screen.
Optional Carrier Differentiation Screen
If you wish, after specifying (and importing if necessary) all of your SmartWay and Non-
SmartWay carriers, you may provide additional information to help you reflect how your
company uses and tracks its carriers. This screen allows you to differentiate your carriers'
activity based on a variety of characteristics, including the following optional "tags":
• Business Unit Identifier
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 65
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ID Code
Inbound/Outbound/Internal
Domestic/International
Internal Shipper Segment 1
Internal Shipper Segment 2
An example Optional Carrier Differentiation screen is provided below (Figure 46).
| SmartWay Shipper Tool: ABC Shipping - Retail
X
| Awards/Data Entry Selection
Input Carriers
Activity Data
% SmartWay
Data Display
Shipper Strategies
Instructions
Manual Input 5martWay Carriers
Outside Data Import
Export Carders
Manual Input Non-SmartWay Carriers
Match My Carriers
Other Input Options
Optional Carrier Differentiation
INPUTS ON THIS SCREEN ARE OPTIONAL - NOT REQUIRED FOR EPA SUBMITTAL
All Selected Carriers: 23
Carrier Mode
SmartWay
Category
Wheeler Trucking Inc
Truck
Auto Carrier
WHKQ
MC699302
DOT1977733
N/A
J
Wilburn Archer Trucking
Truck
Heavy/Bulk
N/A
DOT310110
N/A
WTI Transport Inc.: WEJTT
Truck
Flatbed
WBTT
MC220995
DOT389 263
N/A
XPO Express, Inc.
Truck
Expedited
EPOI
MC219694
DOT46Q019
N/A
Yarbrough Transfer Company
Truck
Specialized
YARB
MC112288
DOT097221
N/A
YRC Worldwide Inc.: Holland
Truck
LTL/Dry Van
HMES
MCO75806
DOT75806
N/A
Zeitner & Sons, Inc.
Truck
Refrigerated
ZENS
MC212557
DOT381764
N/A
Zimmerman Truck Lines, Inc.
Truck
Mixed
ZMTL
MC 172419
DOT246116
N/A
—
M w
Add Row for Selected Carrier
Carrier Rows for ZNG Freight, Inc.: 1: 2
I Carrier Name
1 Business Unit
1 ID Code
1 Inbound/Outbound
1 Domestic/International
1 Internal Shipper Seament 1
ZNGFreight, Inc.: 1
ZNG NORTH
ZNGNRTH
Outbound
International
Michigan to Canada
ZNG Freight, Inc.: 1
ZNG South
ZNGSTH
Outbound
International
Louisiana to Canada
<1 1 ~!
Business Unit
? | | ZNG South
ID Code
.df ZNGSTH
Inbound/Outbound
jdl Outbound
Domestic/International
jdl International
Internal Shipper Segment 1
1-109
Internal Shipper Segment 2
- .iJRj
Apply Descriptive Data to Selected Carrier
Delete Selected Carrier Row
jJ
SAVE ¦ HELP
HOME
VALIDATE
SCREEN
ADD
COMMENTS
Page S-27
Demo
Figure 46: Optional Carrier Differentiation Screen
If you do not wish to provide such information you may proceed directly to the Activity Data
screen.
If you wish to provide additional information, look near the top of the Optional Carrier
Differentiation screen for the complete list of carrier names you have specified up to this point,
either manually or through data import, along with carrier information such as mode,
SmartWay Category, and SCAC/MCN/DOT/NSC. In order to provide additional information for a
given carrier, first highlight the carrier name in the upper list box and you will see the carrier
name appear in the lower list box. At this point you may enter one or more tags for the
selected carrier. Once you enter the desired information, select the
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 66
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Apply Descriptive Data to Selected Carrier . .. j.j.11 • 1 j. j. • j. j.i j. • r
button at the lower right to associate the tag information
with the carrier. If you wish to change the tag information, simply highlight the carrier name in
the lower list box and repeat the process.
If you wish to differentiate the activity associated with a single carrier (e.g., splitting inbound
and outbound freight movements), highlight the carrier name in the upper list box select the
Add Row for Selected Carrier |3Utton immediately below the box. You will then see an additional
row appear in the lower list box with the same carrier name. Enter the different tag
combinations for each row as described above, and repeat the process as many times as
necessary. Rows in the lower text box may be deleted by highlighting them and selecting the
Delete Selected Carrier's Optional Information
" button at the bottom right. Once finalized, your
complete list of differentiated carrier rows will be brought forward to the Activity Data screen.
At this point you may return to the Export Carriers screen to export your selected carrier list in
CSV format, or you may proceed to the Activity Data screen to input the mile and/or ton-mile
data associated with each of your carriers using the Tool itself. If you designated multiple tags
for a given carrier, you must provide separate activity data inputs for each carrier tag.
NOTE: Before proceeding to the Activity Data screen, check your carrier listing to be
sure the list includes all carriers that your company uses, and that the names, SCACs,
MCNs, NSC, and DOT numbers match exactly. You may review your carrier list using the
Input Summary Report available under I
on the Home screen.
View Your Data Reports
Steps for Completing the Activity Data Screen
REFER TO WORKSHEET #3B: Activity Data in the Quick Start Guide, or go to
https://www.epa.gov/smartway/smartway-shipper-partner-tools-and-resources for additional
help to complete this section.
Data reported on this screen are used to calculate your shipper company's overall performance
and mass emissions. Carriers specified in the Input Carriers screens are automatically listed on
this screen, along with their associated mode and SmartWay Category, if applicable (Figure 47).
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 67
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SmartWay Logistics Tool: ABC Shipping - Retail
I
Awards/Data Entry Selection
Input Carriers
% SmartWay
Data Display
Shipper Strategies
The carriers identified in the previous steps are shown below. Select the "Tag Info" button to show any optional carrier differentiators at the top of this screen, and
select the "Close" button to re display these instructions. Next, for each carrier, choose a Data Availability option that reflects the information you have for that carrier.
Based on the data you provide, the pj [/ and emission efficiencies will be displayed in subsequent tabs. Next, enter the data fields that are
luired fields will be activated (white); other fields will be grayed out. Once you have completed entering
hese instructions to describe the source of all the information you entered.
appropriate for the Data Availability
your data, select the "Describe Data
1. Select to
enter Data
Source
Finally, select the % SmartWay tab o^
the field and provide detailed inform
selec the Validate Screen button at t(
than the industry average, while a yplow highlight indicates the value is somewhat higher/low*
id. If the system detects probk
lg. Select a row number for inf
run this validation process. A r
before proceeding, by entering missing values (if applicable) or by double (left) clicking on the c
may also enter text explanation^or yellow-high lighted cells, although such entries are optiona
Describe Data Source
Row
i~
|3
Selected Carriers
Tag Info | |a8R Global Logistics
Tag Info 1| A.M.Transport Services, Inc.
Carrier Mode
jd
SmartWay
Category
Logistics
Tag Info | (Hub Group: Intermodal
g info | |«leysen Group LP: Intermodal Division
g info | |non-SmartWay Barge Carrier
Barge
Tag Info | |non-5martWay Logistics Carrier
Tag Info [ jnon-SmartWay Multimodal Carrier
Taq info jnon-SmartWay Truck Carrier - Heavy/Bulk
Tag Info | [Rail Modal Average
10 Tag info | jRobin International Transport
Logistics
Logistics
Barge
Data Availability
2. Select Data
Availability
Option
II
Ton-Miles
you've entered, it will automatically highlight
irnings for that particular row. You can also
i is missing or is significantly higher/lower
ge. Red highlighted cells must be addressed
anation regarding the high/low value. You
i\
Total Miles*
a - Ton-miles and Total miles
b - Ton-miles &Avg. Payload
-
"31
c - Total miles & Avg. Payload
a - Ton-miles and Total miles
"Til
"31
b - Ton-miles & Avg. Payload
c - Total miles & Avg. Payload
"31
"31
Average
Payload
35,353,535
2,U33 33U
45,454,54
2,399,226
71,451,170
5,055,555
14.1332
65,656,565
75,757,575 [
2,666,666
| 1,710.633
—
20.21
a - Ton-miles and Total miles
-
95,959,5*
b -Ton-miles & Avg. Payload
c - Total miles & Avg. Payload
"31
"31
* Data Availability:
a = (Preferred) 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.
a -Ton-miles and Total miles
j Totals
Ton-Miles Total:
"31
4. Enter Ton-miles,
Miles, and/or Average
Payload
6,963,123,268
Total Miles Total:
| Weighted Average Payload:
* Total Miles = truck, railcar, air, and/or
barge-miles (NOT train or tug-miles).
* Select the 'Validate Screen' button to display/update
the Average Payload values.
SELECT 'VALIDATE SCREEN" TO CALCULATE
WEIGHTED AVG PAYLOAD
SAVE ¦ HELP
HOME
VALIDATE
SCREEN
ADD
COMMENTS
Page S-28
Screen
Demo
Figure 47: Activity Data Screen
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 68
-------
Before proceeding with your activity data entry, note that you can display detailed tag
information for each carrier row on the Activity Data screen by selecting the button.
Selecting this button will display the specific tags assigned to each carrier on the Optional
Carrier Differentiation screen, as shown in Figure 48. The Shipper Tool provides this feature to
assist SmartWay Shipper Partners that have defined multiple rows for a single carrier, in order
to determine which activity data should be entered in which row. Select the Close button to re-
display the screen instruction text.
Select
button to
display
tag info
above
lartWay Logistics Tool: ABC Shipping - Retai
Awards/Data Entry Selection
Input Carriers
Tag Information
Carrier (Row Number 23)
Business Unit
Inbound/Outbound
|ZNG NORTH
| Outbound
ID Code
Domestic/International
jZNGNRTH
(international
Internal Shipper Segment 1
{Michigan to Canada
Internal Shipper Segment 2
| Michigan to Mexico
Shipper Strategies
Carrier specific
tag information
Selected Carriers
Data Availability *
jl
Total Miles*'
Wilburn Archer i rucking
WTI Transport Inc.: WBTT
Yarbrough Transfer Company
[24 Tag Info | |ZNG Freight, I~
Taainfo 11 Wheeler Trucking Inc
Tap Info |
Tag Info |
Tag Info |
Tag Irfo I
Tag Info |
(Truck
(Truck
_ (Truck
~ (Truck
YRC Worldwide Inc.: Holland
(Truck
Zeitner &Sons, Inc.
(Truck
Zimmerman Truck Lines, Inc.
_ (Truck
|nyDry V.
b -Ton-miles &Avg. Payload
: - Total miles & Avg. Payload
nr
ir
a - Ton-miles and Total miles
"3r
b -Ton-fniles & Avg. Payload
c - Total miles & Avg, Payload
jr
"3r
3 - Ton-miles and Total miles
~ar
b - Ton-miles & Avg. Payload
ur
c - Total miles &Avg, Payload
* Data Availability:
a - (Preferred) 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.
b - Ton-miles & Avg. Payload
? | Totals
"3r
~3r
3T
30,498,520
_ll
Ton-Miles Total: |
Total Miles Total: |
Weighted Average Payload:
7,493,749,006
d
18.573
"Total Miles = truck, railcar, air, and/or
barge-miles (NOT train or tug-miles).
Select the 'Validate Screen' button to display/update
the Average Payload values.
SELECT "VALIDATE SCREEN" TO CALCULATE
WEIGHTED AVG PAYLOAD
Screen
Demo
Eajk
Figure 48: Activity Data Screen with Tag Information Displayed
The following describes the steps required for completing the Activity Data screen.
1. Entering Data Source Description
Before you begin entering activity data for your companies, select the
button and enter a detailed description of the sources used to
generate your activity data in the popup text box (Figure 49). Be sure to indicate how you
calculated miles and ton-miles, and where these data were obtained. 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.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 69
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SmartWay: Activity Data Source
X
Please provide a detailed description of the sources used for your Activity Data information. Indicate how
you calculated ton-miles as well as payload if applicable. For example, your payload weight may come from
bills of lading records, a company database, etc.
Figure 49: Activity Data Source Description Text Box
2. Selecting the Data Availability Option
To begin entering data regarding how you use each carrier, you must first specify a Data
Availability option. There are four Data Availability options offered, as summarized below
(and listed near the bottom left area of the Activity Data screen for your reference; see Figure
48).
a - Ton-miles and Total miles (preferred),
b - Ton-miles and Average Payload,
c - Total miles and Average Payload, and
d - Total miles only.
Depending on the Data Availability option selected, the fields on the screen will become active
(white) or remain grayed out.
Choose the method that uses the most accurate data at your disposal for each carrier. You can
specify various data availability options for carriers, depending on what type(s) of data you have
for each and the reliability of that data.
• If you have reliable data for both ton-miles and total miles, select Option a.
• If you don't have reliable mile data, but do have reliable ton-mile data, select Option b.
In Option b, you will need to provide average payload, which will be used to develop a mileage
estimate. For this option, the miles estimate is paired with the carriers' g/mile efficiency
factors to estimate mass emissions for each carrier.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 70
-------
Providing ton-mile data (Option b) is generally preferable to simple mileage data for most
modes. For example, when shipping bulk commodities by rail, ton-mile estimates are often
available and will result in a more precise estimate of mass emissions (when combined with
gram per ton-mile metrics for each carrier) than relying on gram per mile metrics. Ton-mile
estimates are also most appropriate for LTL and package delivery truck shipments, given the
uncertainty in cargo volume utilization. Ton-miles are also more appropriate for heavier TL
shipments. Alternatively, mileage activity measures are often acceptable for light truckload
shipments. However, for all calculations, where precise estimates of weight are often unknown,
and distance estimates are highly reliable, mileage activity measures may be the better metric.
See the SmartWay Shipper Tool Technical Documentation for additional information on these
calculations.
• If you don't have reliable ton-mile data, but do have reliable mile data, select Option c.
In Option c, you will also need to provide average payload which will be used to develop a ton-
miles estimate. In this option, the ton-miles estimates are paired with the carriers' g/ton-mile
efficiency factors to estimate mass emissions for each carrier.
• If you only have reliable mile data, select Option d.
NOTE: Only carriers in SmartWay Categories TL/Dry Van, Refrigerated, Flatbed,
Tanker, Moving, Dray and Auto Carrier may select Option d, due to the difficulty in
estimating payloads for these carrier types.
3. Entering Ton-Mile and Mile Data
After specifying the Data Availability for each carrier, enter the total activity data for the carrier
for the associated unit type (ton-miles, miles, railcar-miles, or barge-miles). Enter the data to
the nearest whole number. If you selected Data Availability Option a. enter both miles and ton-
miles for the given carrier.
If you selected Data Availability Option b. you must enter ton-miles along with the average
payload in short tons (2,000 lbs). In this case the total miles for the carrier will be back-
calculated by dividing ton-miles by tons.
If you select Data Availability Option c. enter your total miles, expressed as either truck miles
(for truck, logistics, and multimodal carriers), railcar-miles for rail carriers, and barge-miles for
barge carriers. Next enter your average payload in tons and ton-miles will be back-calculated
for you.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 71
-------
Selecting Data Availability Option d only requires entry of total miles, and ton-miles will be
back-calculated using the carrier's average payload value.
NOTE: Correctly calculating Ton-Miles is critically important for the accurate
determination of your carbon foot-print.
Enter the ton-miles hauled per year attributable to each carrier. A ton-mile is one ton moving
one mile.
NOTE: DO NOT ESTIMATE TON-MILES BY SIMPLY MULTIPLYING TOTAL MILES BY
TOTAL TONS - this calculation effectively assumes your entire tonnage is transported on
EACH AND EVERY truck, and will clearly overstate your ton-miles.
There are two ways to calculate your company's ton-miles:
1) Companies can determine their average payload per carrier, multiply the average
payload by the total miles per carrier, and sum the results for all carriers for the reporting year;
or
(total miles per carrier x total tons per carrier)
2) Set Ton-miles per carrier =
total # of trips per carrier
To check your data, divide ton-miles by miles. The result is your fleet-average payload. If this
number is not reasonable, check your calculations.
5. Validating Your Activity Data
The Shipper Tool also contains data validation checks designed to identify missing and
VALIDATE
SCREEN
potentially erroneous data. Selecting the button at the bottom of the screen wil
allow you to view any potential data entry errors. Figure 50 provides an example validation
screen check result.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 72
-------
SmartWay Logistics Tool: ABC Shipping - Retail
X
Awards/Data Entry Selection
Input Carriers
Vo SmartWay
Data Display
Shipper Strategies
Error: High
Payload value
Warning:
Low Payload
Weighted
Average
Payload
The carriers identified in the previous steps are shown below. Select the "Tag Info" button to show any optional carrier differentiators at the top of this screen, and
select the "Close" button to re-display these instructions. Next, for each carrier, choose a Data Availability option that reflects the information you have for that carrier.
Based on the data you provide, the per-carrier emission inventory and emission efficiencies will be displayed in subsequent tabs. Next, enter the data fields that are
appropriate for the Data Availability option you selected. The required fields will be activated (white); other fields will be grayed out. Once you have completed entering
your data, select the "Describe Data Source" button just below these instructions to describe the source of all the information you entered.
Finally, select the % SmartWay tab or the NEXT button to proceed. If the system detects problems with the information you've entered, it will automatically highlight
the field and provide detailed information about the error/warning. Select a row number for information about errors/warnings for that particular row. You can also
selec the Validate Screen button at the bottom of this screen to run this validation process. A red highlight indicates data is missing or is significantly higher/lower
than the industry average, while a yellow highlight indicates the value is somewhat higher/lower than the industry average. Red highlighted cells must be addressed
before proceeding, by entering missing values (if applicable) or by double (left) clicking on the cell to enter a detailed explanation regarding the high/low value. You
may also enter text explanations for yellow-highlighted cells, although such entries are optional.
Describe Data Source
Carrier Mode
Data Availability
Ton-Miles
Total Miles*
Payload
ASR Global Logistics
35,353,535
¦i.L'JJ.JO'J
b -Ton-miles & Avg, Payload
Tao Into
A.M.Transport Services, inc
| Hub Group: Intermodal
'• :j: i005:
c -Total miles & Avg. Payload
76,344,436
jlfleysen Group LP: Intermodal Division
a -Ton-miles and Total miles
55,656,565
|non-SmartWay Barge Carrier
b - Ton-miles & Avg. Payload
75,757,575
44,286
1,710.633
c - Total miles Si Avg, Payload
non-SmartWay Logistics Carrier
|non-SmartWay Multimodal Carrier
179,644,426
20.21
a - Ton-miles and Total miles
Tac into
95,959,595
non-SmartWay Truck Carrier - Heavy/Bulk
7i j
b - Ton-miles & Avg. Payload
Tsa 'nfo
101,010,101
5,283,487
Rail Modal Average
: - Total miles & Avg, Payload
409,090,395
15,151,515
I Robin International Transport
- Ton-miles and Total miles
161,616,161
8,100,001
* Data Availability:
a = (Preferred) I know both Ton-miles and Total Miles,
b = I know Ton-miles and Average Payload.
Totals
Ton-Miles Total:
7,435,154,562
320,190,247
Total Miles Totak
Weighted Average Payloa
PRINT ¦ UAMF ¦ VALIDATE H ADD
[PREEN nUrlL ¦ CrRCCH mHMFI
SAVE ¦ HELP
Total Miles = truck, railcar, air, and/or
barge-miles (NOT train or tug-miles).
Select the 'Validate Screen1 button to display/update
the Average Payload values.
SCREEN ¦ COMMENTS
Screen
Demo
Figure 50: Example Validate Screen Check Result
The red highlighting in row 2 indicates a possible error - a high average payload value for this
carrier. By double-clicking on the Average Payload cell (highlighted in red on the far right), you
may enter an explanation detailing the reasons for the unusual value (see Figure 51). After
entering your text explanation and selecting
(error) to yellow (warning) status.
I, the highlighting will change from red
The yellow highlighting indicates a warning condition. Warnings do not have to be addressed
before proceeding, but may indicate a possible data entry error. In row 3 above, the average
payload entered, is less than the validation threshold.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 73
-------
SmartWay Average Payload Validation
X
Please provide an explanation as to why your average payload (either
entered directly or calculated based on the ratio of ton-miles to miles) is
outside the industry average.
Heavy loads including rebar and other steel products
V This explanation applies to all instances that are outside industry average
CANCEL
Figure 51: Example Average Payload Validation Explanation
NOTE: By selecting the checkbox at the bottom of the Average Payload Validation text
box, the user may apply the explanation to all instances of potentially high/low payload
values on the Activity Data screen. This function is provided primarily for shippers
importing large numbers of carriers resulting in the same error/warning condition
multiple times.
NOTE: While providing explanatory comments for "yellow" warnings is optional, you
must address all "red" errors. You can do this either by entering an explanation (by
double-clicking on the highlighted cells) concerning the validity of the value, or by
making any necessary corrections. Red errors will prevent you from submitting your
Tool.
Other validation messages may be presented for a variety of payload and ton-mile values.
Please refer to the Shipper Tool Technical Documentation for a complete list of validation
ranges used within the Shipper Tool.
Finally, the Activity Data screen provides total company-level mile, ton-mile and average
payload values at the bottom of the screen (see Figure 50). You may check these values to help
ensure the accuracy of your carrier activity inputs. The Total Miles and Total Ton-Miles values
are simple summations of the individual carrier rows. However, the Weighted Average Payload
is calculated by multiplying the average payload for each carrier (as shown in the far right
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 74
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column) by the fraction of the total ton-miles attributable to each carrier, and then summing
across all carriers. Check this value for reasonableness before proceeding.
NOTE: Select the
VALIDATE
SCREEN
button to calculate the company level weighted average
payload, displayed at the bottom of the Activity Data screen (see Figure 50).
Viewing the % SmartWav Screen
REFER TO WORKSHEET #3C: % SmartWav in the Quick Start Guide, or go to
https://www.epa.gov/smartwav/smartwav-shipper-partner-tools-and-resources to complete this
section of the ShipperTool.
Once you finish entering your data you may proceed to the % SmartWay screen (Figure 52).
The % SmartWay screen calculates your % SmartWay Value, reflecting the percentage of total
activity attributable to SmartWay Carriers. For Shipper Partners selecting the Emissions
Footprint and % SmartWay option on the Basic or Comprehensive screen, the % SmartWay
Value is used to help determine eligibility for the SmartWay Excellence Awards.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 75
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SmartWay Shipper Tool: ABC Shipping - Retail
Awards/Data Entry Selection
Input Carriers
Activity Data
Data Display
Shipper Strategies
This screen calculates the % of freight you move with SmartWay carriers and allows you to choose a weighting method to calculate your % SmartWay value. If
you have completed the Activity Data Screen you may use % ton-miles or % total miles which are directly related to the amount of freight you move with
SmartWay carriers, otherwise, you may choose a custom metric (% Custom) that will approximate the percentage of freight per carrier. Choose your preferred
weighting method by clicking on the white circle above the method. If you choose "% Custom" you will also need to choose an allowable custom weighting
method with the drop-down menu and enter your data into the tool, and make sure your percentages sum to 100%.
%
Ton-Miles
%
Total Miles
r jJ
Selected Carriers
Carrier Mode
100.0000 r
"3
ASR Global Logistics
A.M.Transport Services, Inc.
Hub Group: Intermodal
Kleysen Group LP: Intermodal Division
non-SmartWay Barge Carrier
non-SmartWay Logistics Carrier
non-SmartWay Multimodal Carrier
non-SmartWay Truck Carrier - Heavy/Bulk
Rail Modal Average
Robin International Transport
r
Logistics
0.6046 |
1.4659 |
r
Barge
0.8733 |
1.0076 f
Logistics
2.3894 1
1.2763 r
1.3435 f
Barge
18.7416 |
2.1496
_L_1 % SmartWay:
Carrier Mode
Rating
Carrier Mode
Rating
Truck
98.1083%
Barge
68.0851%
Rail
100.0000%
Air
N/A
Multimodal
64.6983%
Overall
93.9832%
Logistics
31.0260%
SAVE ¦ HELP
HOME
VALIDATE
SCREEN
ADD
COMMENTS
Demo
Figure 52: % SmartWay Screen
Carriers identified in the Input Carriers screens are automatically carried over to this screen. In
addition, if the Activity Data screen has been completed, the fractional mileage and ton-mile
amounts attributable to each carrier are also shown here, and may be used as weighting factors
across your carriers to calculate your % SmartWay Value. If you prefer, you may select other
weighting factors (using the drop-down selection on the far right column) for calculating your %
SmartWay Value, including the percentage of total payments, the percentage of total weight or
total packages, or an alternative "custom" factor, across the different carriers. (If you selected
% SmartWay Only on the Basic or Comprehensive screen, you will not see the Ton-Mile or
Total Mile columns.)
Enter the type of data you use for your percentage allocation estimates using the drop-down
menu at the top left, and then enter the percent allocated to each carrier. Percentages must
sum to 100. The resulting weighted average % SmartWay Value is displayed at the bottom
right of the screen. If you select any of the user-defined allocation options under the far right
column you must also specify a data source in the cell on the upper left of the screen. In
addition, if you select the "% Custom" option for allocating your % SmartWay Value, you must
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 76
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provide a detailed description of the custom factor used in the text box at the lower left of the
screen.
Viewing the Data Display Screens
Once you finish entering your data, you may view your performance on the Emissions
Summary, Carrier Performance and Truck Carrier Performance (SmartWay Category Detail)
screens under the Data Display tab. Based on the shipper company activity data inputs and the
carrier performance data downloaded from the EPA website, weighted average g/mile and
g/payload ton-mile factors are calculated for CO2, NOx, PM10, and PM2.5 for each carrier, as
well as total mass emissions (based on the preferred metric designated for each carrier). The
company-specific g/mile and g/ton-mile factors, as well as total mass emissions, are shown on
the Emissions Summary screen.1 CO2 mass emissions can also be displayed in either short tons
or million metric tons on this screen. A full range of summary data is displayed on the Carrier
Performance screen. The Truck Carrier Performance (SmartWay Category Detail) screen
provides this same information, but allows the user to display carrier data by truck SmartWay
Category (e.g., TL/Dry Van, Dray, etc.) Note that mass emissions displays are only provided for
partners selecting the Emissions Footprint and % SmartWay option on the Basic or
Comprehensive screen.
The Emissions Summary screen (see Figure 53) displays emissions performance by carrier and
for your shipper company as a whole, presented in terms of grams per mile and grams per ton-
mile. Select the pollutant to display using the buttons at the top of the screen.
1 The gram per mile and gram per ton-mile values provided for SmartWay Truck, logistics and multimodal carriers actually
represent averages for a given ranking category (e.g., TL Dry Van operators), indicating range midpoints for the ranked set of all
operators in this category. In this way precise performance metrics are not attributed to any given carrier. Alternatively,
performance metrics for rail are industry-averages, without ranges. Values for rail carriers are all the same, based on industry
averages, while barge-carrier emissions are specific to each carrier.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 77
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SmartWay Shipper Tool: ABC Shipping - Retail
Awards/Data Entry Selection
Shipper Strategies
Carrier Performance
Truck Carrier Performance (SmartWay Category Detail)
Emissions Summary
This display shows a summary of your carrier's performance based on the selected pollutant — C02, NOx, or PM. Select a different option below to view a
summary for that pollutant. A more detailed presentation of performance is shown on the next tab: Carrier Performance.
Select Pollutant
'• C02
1 NOx ?
PM10
C PM2.5 ? 1
Selected Carriers
A
Carrier Mode
A
SmartWay Category
Carrier Performance - C02
Category
Rank
g/mile
Category
Rank
g/ton-mile
short tons [~]
1\
C02
Mass Emissions
(tons/year)
Composite ? |
All
1,948
Hub Group: Intermodal
ASA Global Logistics Logistics
A.M.Transport Services, Inc. Logistics
Multimodal
Kleysen Group LP: Intermodal Division Multimodal
non-SmartWay Barge Carrier Barge
non-SmartWay Logistics Carrier Logistics
Multimodal
Surface
Surface
non-SmartWay Multimodal Carrier
non-SmartWay Truck Carrier - Heavy/Bulk Truck
Rail
Robin International Transport Barge
Rail Modal Average
2,250
2,250
1,225
1,275
23,295
4,446
2,357
2,424
1,072
9,510
894
193
19,917
4,677
1,918
1,552
176,935
20,415
10,746
32,277
2,455
<4j223 |
SAVE ¦ HELP
HOME
| Screen
Demo
Figure 53: Emissions Summary Screen
The Emissions Summary screen also displays the performance category ranking for any truck
carriers. Truck carrier emission factors are determined by placing similar trucking companies in
groups called SmartWay Categories. There are 13 current SmartWay Categories for truck
carriers:
• Auto Carrier • Moving
• Dray • Package
• Expedited • Refrigerated
• Flatbed • Specialized
• Heavy/Bulk • Tanker
• LTL Dry Van • TL Dry Van
• Mixed
The fleets in each ranking category are divided by performance into five roughly equal sets
(ranges). The midpoint of performance for each range represents the emission factor for all
fleets in that range. Thus, a fleet will have a ranking for each of the four pollutants and two
performance metrics. Rankings are currently used for truck, logistics, and multimodal carriers.
Mass emissions in tons per year are also calculated in the right hand column of the Emissions
Summary screen. The Composite row at the top of the table provides the activity-weighted
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 78
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average performance metrics across all carriers arid modes. This summary, plus other detailed
reports can be printed by returning to the Home screen and selecting View Your Data Reports.
The Carrier Performance screen displays data at a more detailed level than the Emissions
Summary screen. Emission factors, mass emissions or category ranking may be selected for
display using the Display Type drop-down box (Figure 54).
| SmartWay Shipper Tool: ABC Shipping - Retail
s Awards/Data Entry Selection
Shipper Strategies
Emissions Summary
Carrier Performance
Truck Carrier Performance (SmartWay Category Detail)
Select Emission Factors,
Mass Emissions or
Category Ranking
This display allows you to look at your company's emissions-related performance by mode and optional tags. Use the drop-down boxes provided to filter your
results. You can display carrier-specific emission factors by choosing the appropriate option from the Display Type drop-down. In addition, if you selected
it and completed the Activity Data screen, you can also display mass emissions in tons per year, as well as the associated category ranking (for
carriers). (If you selected % SmartWay Only, this mass emissions and category ranking options are not available.) In viewing your results, use
t of each mode name to hide/reveal details for that particular mode.
Internal Internal
i Inbound/ ,1 US/ 1 Business ?i ID 1 Shipper 1 Shipper
_J Outbound _J International _J Unit Code _J Segment 1 _J Segment 2
Its For: jEmission F-actors ^~ |All
- [sr
l^r
H FT
- pr
3 l«"
"3]
Emission Factors
Selected Carriers
[+11 Multimodal Carriers (3)
l+l | Rail Carriers (1)
El | Barge Carriers (2)
Truck Carriers (15)
|non-SmartWay Truck Carrie
| Vortex Express Inc.
jwadhams Enterprises, Inc. |Tanker
I West End Express Co. Inc I Dray
Click to Show
or Hide
specific
carriers
C02
g/mile g/ton-mile
MOx
g/mile g/ton-mile
PM1D
g/mile g/ton-mile
PM2.5
g/mile g/ton-mile
SmartWay
1,641
2.429
0.495
0.0233
0.49
0.0233
1,072
18.60
0.427
0.519
0.0120
0.50
0.0120
9,585
234.78
0.434
7.735
0.0139
7.50
0.0137
1,696
0.344
0.140
0.0091
0.14
D.0091
2,424
0.550
0.625
0.0230
0.62
0.0280
1,300
U, JUJ
0. IJU6
'..'¦15-
0.0150
u.u /u
J.L'iU
- -----
0.01
0.750
0.530
0.0
0.530
Demo
SAVE ¦ HELP
Page S-31
Figure 54: Carrier Performance Screen
You may also expand or aggregate the display rows to show carrier performance by individual
carrier by clicking the icons to the left.
The Truck Carrier Performance (SmartWay Category Detail) screen displays data at an even
more detailed level than the Carrier Performance screen. Emission factors, mass emissions or
category ranking may be selected for display on this screen using the Display Type drop-down
box for any truck category of interest (Figure 55).
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 79
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SmartWay Shipper Tool: ABC Shipping - Retail
Awards/Data Entry Selection
Activity Data
Vo SmartWay
Shipper Strategies
Emissions Summary
Carrier Performance
Truck Carrier Performance (SmartWay Category Detail)
Select the SmartWay Category of interest to view performance for a subset of your carriers (e.g., just for Dray Carriers). Use the Display Type drop-down box to
filter your results. You can display carrier-specific emission factors or mass emissions in tons per year.
Display Type
Display Results For: |Emission Factors "31 | Auto Carrier
SmartWay Category
Click to select specific
SmartWay Categories
Emission Factors
C02
g/mile g/ton-mile
NOx
g/mile g/ton-mile
PM10
g/mile g/ton-mile
PM2.5
g/mile g/ton-mile
Selected Carriers (1)
| Wheeler Trucking Inc
HOME
Screen
Demo
Figure 55: Carrier Performance (SmartWay Category Detail) Screen
These data, plus other detailed reports, can be printed out by returning to the Home screen
and selecting
View Your Data Reports
Shipper Partner Tool Data Entry and Troubleshooting Guide | P.
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Viewing Shipper Strategies Sections
Two optional screens are available for evaluating emission reductions associated with various
initiatives under the Shipper Strategies tab.
System Activities Screen
REFER TO WORKSHEET #4A: System Activities in the Quick Start Guide, or go to
https://www.epa.gov/srnartwav/smartwav-shipper-partrier-toois-and -resources to complete this
section.
The Shipper Tool calculates the emissions savings impacts for a range of activities and best
practices which are known to impact the emission footprint of the transportation supply chain.
Using the System Activities screen (Figure 56), you can input specific information pertaining to
your company's strategies to impact emissions that are already being implemented for the
reporting year. On this screen, all strategies are based on eliminating miles or weight from the
system.
Note: The use of this screen is optional and not required for submitting the Tool to SmartWay.
SmartWay Shipper Tool: ABC Shipping - Retail
Awards/Data Entry Selection
Shipper Strategies
Modal Shift
INPUTS ON THIS SCREEN ARE OPTIONAL - NOT REQUIRED FOR EPA SUBMITTAL.
Previously in this Tool, you calculated the emissions resulting from your movement of freight using various carriers. On this screen, you can input specific information
pertaining to your company's strategies to reduce emissions BEFORE freight is placed on transport. All strategies on this screen are based on eliminating miles or weight
from the system. In other words, this screen calculates the emissions that would have happened had you NOT implemented your efficiency improvements. Please list all
strategies that your company implemented for the reporting year to take miles or weight out of the freight system. Emissions results are calculated assuming a one-to-one
reduction in miles and ton-miles. The results only provide a rough estimate of emissions impacts.
Use the button below to access information on quantification
Add Activity and documentation of your activities:
Select a category: | Miles removed from system
Pick an activity: | Cube optimization ~ |
Add Activity
Selected Activities
, Carrier , t-eiuan.
_? | Mode ? I Improvement C02
Results (Tons/Year)
NOx PM10
lc Quantification and Documentation of
System Activities
| Data Source / Methodology
Air
° 1
0.0 |
0.00 |
0.00
Reconfigured package shape from
cylindrical to rectangle
Rail
i
° 1
0.0 I
0.00 |
0.00
Truck
| 6.2
46,262 |
133.8 |
3.56 |
3.56
Multimodal
1 41
1,155 |
31.1 |
0.30 |
0.30
Logistics
j 3.6
7,653 |
59.0 |
5.25 |
5.25
Barge
1
o 1
0.0 ]
0.00 I
0.00
Name
Category
ile s removed from system
(Rectangle Packaging
pies"r
Activity
tube optimization
^psa\
Total Emission Reductions (Tons/Year) f~
223.9 | 97lo" |~~
Screen
Demo
Figure 56: Shipper Strategies Screen
First, select an activity category from the drop-down menu at the upper left, and then chose a
specific activity from the options provided. You may select from the following options;
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 81
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• Miles Removed from the System
o Distribution center relocation
o Retail sales relocation
o Routing optimization
o Cube optimization
o Larger vehicles and/or trailers
o Other (specify)
• Weight Removed from System
o Product weight reduction
o Package weight reduction
o Vehicle weight reduction
o Other (specify)
For each strategy selected, you must provide an estimate of the percentage impact (in terms of
miles or ton-miles, as appropriate), for each mode of interest, along with a text description of
the strategy itself and details regarding the methods and assumptions used to estimate the
changes. Based on actual data from your current carriers, the Tool will calculate the quantity of
emissions changed for each pollutant. You can repeat this process for each strategy that your
company has implemented.
The Tool assumes that total mass emissions are changed in direct proportion with the specified
mileage or weight reductions. This assumption should be accurate for weight reduction
strategies when applied to truck-load shipments that weigh out. Additional uncertainty arises
though in the case of LTL and package delivery shipments, where such reductions may not
result in one-to-one impact in miles hauled. Uncertainties are even greater for non-truck
modes, where the shipper commonly does not control the entire content of the container.
Please carefully document the procedure used to estimate the percentage impacts
associated with your different measures, including how you established your baseline
performance levels.
Basic Quantification and Documentation of
System Activities
Use the button on the upper right of the screen to
obtain additional information regarding how shipper strategies should be quantified and
documented. If you have questions regarding calculations and/or documentation, contact your
SmartWay Partner Account Manager.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 82
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Modal Shift Screen
REFER TO WORKSHEET #4B: Modal Shift in the Quick Start Guide, or go to
https://www.epa.gov/smartway/smartway-shipper-partner-tools-and-resources to complete this
section of the ShipperTool.
The Modal Shift screen is intended for scoping purposes and scenario evaluations only.
Shippers should develop carrier emissions inventories (and associated average emissions
factors for their company) by inputting activity data in the Activity Data screen.
Note: The use of this screen is optional and not required for submitting the Tool to SmartWay.
The Modal Shift screen allows you to estimate the emissions impact of shifting modes by
selecting one or more modal shifts between air, marine, truck, logistics, multimodal and rail
operations. The resulting estimates of emissions impacts are for partner information only and
are not used in determining performance estimates.
On the Modal Shift screen (Figure 57), you can specify the mode from which you have shifted
freight or are considering shifting freight ("From Mode"), as well as the target mode ("To
Mode"). You have several options for selecting an emissions factor for both the "From Mode"
and "To Mode":
Shipper's Carrier Average - This option will utilize the weighted average gram per mile or
grams per ton-mile metric from your carriers, for a specified mode (e.g., rail or truck), based on
data you provided in the Activity Data screen. If this option is selected for the "From" mode,
filters can also be applied to evaluate a subset of your current operations (e.g.,
inbound/domestic only). Note that in most cases performance metrics represent midpoints for
the given ranking category range, rather than the precise value for a given carrier, as described
above. If you have data specific to your carriers, select the User Input option (see below). Note
that the Shipper Carrier Average option is not available for air and self-propelled marine modes
at this time.
Modal Average - This option will use an industry-average performance metric for the mode in
question. Metric options include g/ton-mile and g/mile (or g/railcar-mile, as appropriate) and
are currently available for truck, rail, multimodal and logistics modes. The data sources and
assumptions used to derive these values are discussed in the Shipper Tool Technical
Documentation. You may want to use this option to investigate shifting freight to a
transportation mode that you have not used previously, although we recommend that you use
a more representative emission factor to analyze scenarios whenever possible.
Note: Modal averages for the barge and air modes are only available for gram per ton-mile
metrics at this time.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 83
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Note: Modal averages for the multimodal selection are specific to intermodal truck/rail
moves. Use the User Input option to provide performance metrics for other multimodal
movements (e.g. truck/barge).
User Input - This option allows you to input performance metric estimates for any carrier
mode, using alternative data sources. This is the only option available for air and self-propelled
marine modes at this time. If you select this option, you MUST provide a description of the
data sources that you used to develop these estimates (by clicking the user input Data Source
button). This option may prove particularly useful in those cases when you have access to
carrier-specific performance estimates. You are encouraged to use this option when you have
access to an emissions factor that reflects the full emissions impact (e.g., including likely
drayage emissions) and/or that best represents the fleet equipment and operational type that
you are most likely to work with for your unique freight movement.
SmartWay Shipper Tool: ABC Shipping - Retail
Awards/Data Entry Selection
Input Carriers
Activity Data
% SmartWay
Data Display
Shipper Strategies
System Activity
INPUTS ON THIS SCREEN ARE OPTIONAL - NOT REQUIRED FOR EPA SUBMITTAL.
This screen allows you to estimate emission results from modal shifts. Different sources of emission factors will be available based on the carrier modes selected. In some
cases, the emission factor can be based on your own carrier fleet mix, for others, only a modal default will be available, for others, the user will have to supply their own
emission factors. Refer to the User Guide for more detailed information.
Add Modal Shift |
1.
Carrier
Mode
2.
. Emission
Factor Source
3.
Amounts
Data Source and
Optional Filters
jJ jJ
Efficiency (units Total Emissions
specified in Step 3) Reductions
Before After (tons/yr)
From: |Truck
To: [Raii
•*- [ j Shipper's Carrier Average
~ | Modal Average
Units: |j0n-Miles
10,000,000
~ 111,000,000
User Input Data Sou
Optional
Inbound/Outbound: 1^"
Domestic/International: Uj|
3]
"3
C02
NOx
PM10
PM2.5
119 |
0,34 [
21
0.009
0.009
1,057
's: (Miles
From: [Multimodal ~ | j Shipper's Carrier Average [~] (600,000
I ] User Input (Efficiency After) 1800,000
To: | Barge
Delete
User Input Data Source
Optional
Inbound/Outbound: |All
Domestic/International: jA||
"3
"3
C02
NOx
PM1U
PM2.5
ir64i r
36.15 r
0.495 f
Total Emissions Reductions (tons/yr) C02:
1,057 NOx: f 'L39 PM10: f -0.045 PM2.5:
1 SAVE 1
1 HELP 1
1 ZOOM
IN
1 PRINT
1 SCREEN
1 HOME 1
1 VALIDATE 1
1 SCREEN 1
ADD
1 COMMENTS ¦
Screen
Demo
-1 Page S-34
Figure 57: Modal Shift Screen
Note that emissions factors that automatically appear in the Modal Shift screen do not include
all potential emissions impacts; for example the factors do not include emissions associated
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 84
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with drayage (i.e., short-distance trips often required to move freight from one mode to
another) or the operation of intermodal facilities.
You may select to perform the emission impact calculation based on miles or ton-miles inputs,
by specifying the Units in the drop-down menu under the Amounts column. Mile inputs for
truck, logistics, and multimodal modes correspond to truckload miles, barge-miles for barge
modes, and railcar-miles for rail modes. Once the Units are selected for the calculation, the
screen will present the "Before" and "After" efficiency factors for the "From" and "To" modes
for each of the four pollutants, in the table on the right. (User Input selections will result in
empty white cells which require manual entry of the required values.) Next, the actual amount
of freight to be shifted must be specified for both the "From" and "To" modes, in terms of miles
or ton-miles, as appropriate. (Note that these two values can be different, since the point to
point distance travelled is likely to be different across modes.) The corresponding emissions
impact is then presented in tons per year for each pollutant. Emissions increases are shown as
negative values.
Note that the mileage estimates under "Amounts" for railcar, barge and air freight need to be
adjusted to reflect truckload-equivalents (on a volume basis) for accurate comparison with the
truck mode. Refer to the Shipper Tool Technical Documentation for details.
Checking Company Status
Once you completed your activity and associated data entry and returned to the Home screen,
notice that the company that you filled out and validated now identifies its status as
"Complete" or "Complete (with Warnings)." You may now highlight the next company if you
have another one to complete. In the example below, the company listed as "ABC Shipping -
Wholesale" remains to be finished. Fill out unfinished company in the same manner as the
previous company.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 85
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SmartWay Logistics: Home
SmartWay^
Data Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
{Revised 2014)
Shipper
United States Version: 2.0.15
Released on: 10/03/2016
Please complete the following steps. Check boxes on the left indicate successful completion of each step. For more information, select the 'Help'
button.
. Enter Partner Name (Exactly as it should appear on the SmartWay website):
J ABC Shipping, Inc.
0
2.
Contact Information
0
3. J
Company Description(s)
0
4'l
Download Latest SmartWay Carrier Data file
I Date of Current Carrier File:
09/19/2016
Data Entry: (Double-dick the company name or select and hit Enter
ESS
ABC Shipping, Inc.: ABC Shipping - Wholesale - Not Checked
Feedback/ Recruiting Assistance
Generate a (.xml) data file
Updated fleet
status indicator
Ul
Optional survey to help us improve your SmartWay experience.
To complete your submission, email the small (.xml) data file and your large (.xls) tool file
to EPA. If your email size limit cannot handle the tool file, send only the smaller data file.
YOUR RESULTS
View Your Data Reports
Visit the SmartWay Portal
SAVE ¦ HELP
Review your Year-to-Year Performance
l-sl
ZOOM ¦ PRINT
IN ¦ SCREEN
QUIT
Screen
Demo
liiiiii
Page S-10
Figure 58: Home Screen - After Completing the Data Entry /Modification Process for First Company
Once you have filled out information for all your companies, be sure that all companies show
"Complete" or "Complete with Warnings" beside the name. If, and only if, all companies are
marked as such, you can move on to the next step. If one or more companies are not marked as
such, review the data you entered for errors or omissions.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 86
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Validating Your Data
The Shipper 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 Shipper Tool Technical Documentation (found on the
website at https://www.epa.gov/smartway/smartway-shipper-partner-tools-and-resources for a
detailed discussion of all validation criteria used within the Tool.)
VALIDATE
SCREEN
At any time, you can select the 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 company-level
validation.
VALIDATE
SCREEN
If you select the ^UwU^lbutton and no potential errors are identified, the following
message will be displayed. Select OK to proceed.
SmartWay - Validation Check
X
No errors found on this screen.
OK
Figure 59: Validation Check Notification - No Errors
If missing or potentially erroneous inputs are identified, you will see the following message.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 87
-------
SmartWay
There are currently errors on this screen.
Do you want to display these errors now?
Yes
No
Figure 60: Validation Check Notification - with Errors/Warnings
Select Yes to see a complete list of validation errors/warnings. An example Validation Check
results screen is provided in Figure 61.
SmartWay Validation 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 (89,0) 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 8, your carrier-average payload (69.0) is substantially above industry averages (17.3 -
22.9) 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 5, your carrier-average payload (14.2) is below typical industry averages (14.5 -
22.4) You may add text explaining the reasons for the value by double
-------
Why can't I make corrections?
Show my errors/warnings as a spreadsheet.
The
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 Information 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
procedure described above as necessary.
VALIDATE
SCREEN
Ibutton again and repeat the
For a complete listing of all validation checks used in the Tool, refer to the Shipper Tool
Technical Documentation.
Once all potential validation errors have been corrected or otherwise verified, select
HOME
I to proceed to the next step or return to the HOME screen.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 89
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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
Home screen will open the Give Us Feedback forms.
Feedback/Recruiting Assistance
button on the
Figure 62 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: ABC Shipping, Inc.
Recruiting Targets
Yes
r
r
r
No
r
r
r
OPTIONAL SMARTWAY SATISFACTION AND FEEDBACK SURVEY
We are always trying to improve the SmartWay program and provide better service to our partners. By filling out this optional survey, you can
help us improve the program. Thank you.
Partner Name: ABC Shipping, Inc.
Please answer Yes or No
Do you read the Tool User Guides?
Do you read the Tool Technical Documentation?
Do you regularly visit the SmartWay website?
On a scale of 1 to 10, 10 being the best:
How do you rate the SmartWay Tool?
How do you rate the SmartWay User Guide?
How do you rate the SmartWay Technical Document?
How do you rate the SmartWay Website?
How do you rate SmartWay support materials?
On a scale of 1 to 10, 10 meaning strongly agree:
I understand the goals of the SmartWay program
I understand how to participate in the program
I understand and know how to find information on the SmartWay website
I understand this SmartWay Tool
I understand the SmartWay emission factor ranking system
I understand the SmartWay Partnership logo guidelines
~3
"3
"3
I
SAVE
HELP
HOME
ADD
COMMENTS
Page S-40
Figure 62: Suggestions Screen
Figure 63 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.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 90
-------
SmartWay Recruiting Targets: ABC Shipping, Inc.
X
Suggestions
Recruiting Targets
A Shipper Company's emission footprint is increased when using non-SmartWay carriers, as SmartWay assumes conservative default performance metrics
for carriers outside the program. To improve your reported emission footprint, you should encourage your largest non-SmartWay carriers to join the
SmartWay Partnership. Simply list your 10 largest non-SmartWay carriers and indicate whether you would like to recruit, or if you would like to work
jointly with SmartWay to recruit.
Partner Name: ABC Shipping, Inc.
List your 10 largest NON-SMARTWAY fleets
Name
We will recruit
r
r
r
r
r
r
r
r
r
r
We would like SmartWay to
help us recruit
C
C
r
r
r
r
c
r
r
r
List any subsidiary companies that your company owns or ts associated with that are NOT SmartWay partners. For example, your company
5 under a Afferent braid name.
SAVE
HELP
HOME
ADD
COMMENTS
Page S-41
Figure 63: Recruiting Targets Screen
Once you have completed these screens, select the
screen.
HOME
button to return to the Home
***Once you've reviewed these sections, you will be ready to submit your Tool to EPA***
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 91
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Section 7: Submitting Data to Smart Way
Congratulations! You are now ready to send your data to EPA.
From the Home screen, select
open the following screen.
Generate a (.xml) data file
which will
Create submission file for EPA
SmartWay
Data Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014)
Shipper
United States Version: 2.0.15
Released on: 10/03/2016
By checking the box below, I declare that the information submitted via this Tool is, to the best of my knowledge, accurate. I understand
that any person who, in the course of negotiating or performing under this Agreement, makes, presents or submits a false or misleading
statement to the government, or any person who makes a material omission in the course of negotiating or performing under this
Agreement, may be subject to liability under all applicable civil and criminal statutes including 18 U.S.C. 1001 (criminal liability for false
statements), 31 U.S.C. 3801 - 3812 (civil liability for false statements) and 31 U.S.C. 3729-33 (The False Claims Act).
I~ I understand and agree to the terms of this agreement.
Page S-42
Figure 64: 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 you have ever been a SmartWay partner you should 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
Email me my SmartWay ID
SmartWay ID is optional.
button to have your ID sent to you. Submission of the
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 92
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If you did riot submit data last year, indicate how your company first heard about SmartWay.
Create submission file for EPA
X
^vSmartWay
Data Year
2015
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014)
Shipper
United States Version: 2.0.15
Released on: 10/03/2016
By checking the box below, I declare that the information submitted via this Tool is, to the best of my knowledge, accurate. I understand
that any person who, in the course of negotiating or performing under this Agreement, makes, presents or submits a false or misleading
statement to the government, or any person who makes a material omission in the course of negotiating or performing under this
Agreement, may be subject to liability under all applicable civil and criminal statutes including 18 U.S.C. 1001 (criminal liability for false
statements), 31 U.S.C. 3801 - 3812 (civil liability for false statements) and 31 O.S.C. 3729-33 (The False Claims Act).
f* 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 No
Are you an existing Partner in SmartWay?
How did your company initially hear about SmartWay? | SmartWay webinar Tjj
You are now ready to create your .xml file. The tool will also automatically save your .xml file and .xls File at: D:\SmartWay\Shipper
\20160920 unless you designate another location. Please select the NEXT button below to continue.
CANCEL
Page S-42
Figure 65: Create Submission File Screen
When ready, select to create a file with the following naming convention;
Shipper_PartnerName_ Year_ VO.xml
For example, Shipper_ABCShipper, lnc_ 2015 _VQ,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 and .xls files. After specifying the
folder and selecting Save, and the following screen will appear.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 93
-------
SmartWay - Instructions for Submitting File
X
^vSmartWay
Shipper
United States Version: 2.0.15
Released on: 10/3/2016
CONGRATULATIONS! Your SmartWay submission files are now located at:
Excel File
|C:\SmartWay\Shipper_ABC Shipping, Inc 2Q15_V0.xls|
XML File
| C:\SmartWay\Shipper_ABC Shipping, Inc_2015_V0.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 smartvvray_transport@epa.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 .xml file is a file that copies the data you input into the tool into a much smaller file. If you open this file it will look
like a big string of data and will not be useful for your own viewing. SmartWay created this function because some
partners had mailbox size limitations and thus couldn't mail the large .xls Excel file.
If you have any questions on this submission process, please contact your 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 wil receive an acknowledgement of acceptance.
CLOSE
Figure 66: Completed Submission File Screen
Follow these instructions for submitting your .xml and .xls files to SmartWay. Note that the .xml
file is approximately 10 times smaller than the .xls files. If you have difficulty submitting the .xls
file due to file size limitations you may submit the .xml file alone.
Upon selecting a screen will appear that allows you to close the Shipper Tool or
return to the Home screen.
NOTE: The XML and XLS files are not sent to EPA automatically. You will need to locate the
files and attach them in an e-mail to your Partner Account Manager.
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.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 94
-------
Please visit https://www.epa.gov/smartway/smartway-shipper-partner-tools-and-resources
for additional resources, including printable data collection worksheets and technical
documentation for the Shipper Tool.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 95
-------
Optional Data Review Sections
View Your Data Reports
Once you have completed Steps 1-5 arid the companies listed under Step 5 are "Complete" or
"Complete (with Warnings)", you may select the
which will take you to the following screen
View Your Data Reports
button
SmartWay Reports
Please select the summary report you would Tike to view:
Company Description
Emissions Summary
Carrier Performance
Emissions Footprints by Company
SmartWay Category Detail
I Displays all of the data you entered in the
| Company Description(s) section.
I Displays all of the data you entered in the
I Activity Data section.
I Estimates the C02, NOx, and PM emissions
I by carrier mode for your companies.
I Estimates the C02, NOx, and PM emissions
I by individual carrier for each of your
companies.
I Estimates the C02, NOx, and PM emissions
I footprints by individual carrier for each of
your companies.
I Estimates the C02, NOx, and PM emissions
I by Truck SmartWay category for each of
your companies.
I Displays all of the comments that have
I been entered throughout the Tool.
Partner Feedback Summary
System Activity Reductions
Modal Shift Reductions
Displays all of the values throughout the
Tool that were not within the expected
range.
I 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 fleets.
I Displays the feedback and recruiting
| targets information you provided in the
Feedback/Recruiting Assistance section.
Displays the emission reductions totals for
all the data you entered in the optional
System Activity section of the Tool.
I Displays the emission reductions totals for
I all the data you entered in the optional
Modal Shift section of the Tool.
Figure 67: Reports Menu
Selecting any of the blue buttons on this screen will display the indicated data. Several reports
summarize the data you entered on specific data input screens, such as the Company Description and
Input Summary reports. The Out of Range report may be particularly useful in identifying and
addressing those inputs flagged as potentially erroneous during data validation.
Selecting any of the summary report types will take you to a screen allowing you to preview and print
your reports. Figure 68 shows one of many sample reports the Tool can generate for you; in this case
summarizing mass emission in tons and assorted performance metrics at the company subsidiary level
These reports will prove useful for your company's evaluation and improvement efforts.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 96
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A
B
C
D
E
F
G
H
I
J
K
L
M |
1
^VSmartW<
i
ay
2
Emissions Summary
Report generated on: 09/21/2016
3
Tool: Shipper
Data Year: 2015
4
Partner: ABC Shipping, Inc.
5
6
Company Name - ABC Shipping, Inc.: ABC Shipping
- Retail
C02 Mass
NOx Mass
PM10 Mass
PM2.5 Mass
C02 gTon-
Emissions
NOx g/Ton-
Emissions
PM10 g/Ton-
Emissions
PM2.5 g/Ton-
Emissions
7
Mode
C02 g/Mile
1.1 ile
(Tons/Year)
NOx g/Mile
Mile
(TonsA'ear)
PM10 g/Mile
Mile
(Tons/Year)
PM2.5 g/Mile
Mile
(Tons/Year)
8
Barge
9.585
15
4.007
234.78
0.434
113.4
7.735
0.0139
3.6476
7.506
0.0137
3.5942
9
Rail
1,072
21
32,277
18.60
0.427
663.2
0.519
0.0120
18.6391
0.503
0.0120
18.6391
10
Truck
1.696
119
699.893
5.56
0.344
2,024.2
0.140
0.0091
53.7952
0.140
0.0091
53.7952
11
Multimodal
1.641
90
27.010
36.15
2.429
727.9
0.495
0.0233
6.9694
0.495
0.0233
6.9694
12
Logistics
3.706
714
204.938
34.71
5.502
1,579.7
1.619
0.4897
140.5978
1619
0.4897
140.5978
13
Composite/Total*
1,948
117
968,124
14.33
0.616
5,108.5
0.425
0.0270
223.6491
0.418
0.0270
223.5957
14
15
16
17
Company Name - ABC Shipping, Inc.: ABC Shipping
- Wholesale
C02 Mass
NOx Mass
PM10 Mass
PM2.5 Mass
C02 g/Ton-
Emissions
NOx g/Ton-
Emissions
PM10 g/Ton-
Emissions
PM2.5 g/Ton-
Emissions
18
Mode
C02 g/Mile
M ile
(Tons/Year)
NOx g/Mile
Mile
(Tons/Year)
PM10 g/Mile
Mile
(Tons/Year)
PM2.5 g/Mile
Mile
(Tons/Year)
19
Truck
1.648
103
235.729
6.31
0.320
735.9
0.195
0.0075
17.1664
0.195
0.0075
17.1664
20
Multimodal
1,225
39
6,753
16.75
0.430
75.4
0.460
0.0126
2.2099
0.460
0.0126
2.2099
21
Logistics
2,250
309
48,212
23.83
2.000
311.8
0.908
0.1566
24.4179
0.908
0.1566
24.4179
22
C om posite/Tota 1*
1,655
110
290,693
7.52
0.427
1,123.1
0.237
0.0166
43.7942
0.237
0.0166
43.7942
23
24
^Weighted average (composite) emission factors across all modes / mass emissions totals across all modes
IK
Figure 68: 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 company characteristics and activity values, as well as C02 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
under the "Your Results" section on the Home screen
Review your Year-to-Year Performance
button
Figure 69 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 companies. In order to
load data for the previous year companies, select the Loa^ Data fr°m Previous Year... j
button. Next a screen will appear allowing you to specify the location of your prior year file, using the
Browse.,,
button.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 97
-------
SmartWay Shipper Year to Year Comparison
X
In order to run a comparison report, you must have completed a Shipper 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
Screen
Demo
Page S-35
Figure 69: Year-to-Year Comparison Report Input Screen
SrnartWay; Load Data
Use the Browse button to navigate to the Shipper 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 Shipper Tool, please take note of any
error messages and then contact a Partner Account Manager or the SmartWay Helpline at (734) 214-4767.
X
Shipper Tool:
Browse...
ZOO
¦
IN
¦I
LOAD
Page S-36
Figure 70: Data Load Screen for Year-to-Year Comparison Report
Once your comparison years have been specified and your prior year data loaded into the Shipper Tool,
RUN
REPORT
select the button to view the line-item data entry comparisons. An example report is
presented in Figure 71,
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 98
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1
^^>SmartWay
2
Comparison Report
Report generated on: 09/21/2016
3
Tool: Shipper
4
Partner: ABC Shipping, Inc.
5
Metric
Change V.
Change Amount
2015
2015
6
Partner Name
ABC Shipping, Inc.
ABC Shipping, Inc.
7
Working Contact
X
Ronald Johnson
Ron Johnson
8
Phone
X
512-444-4444
352-748-5968
9
Total Miles Total
-1.%/
-44,037,176
520,316,847
564,354,023
10
SmartWay Total Miles
1.2%
5,840,000
501,735,187
435,355,187
11
% SmartWay Total Miles
3.7%
8.52%
36.40%
87.88%
12
NonSmartWay Total Miles
-72.3%
-43,877,176
18,521,660
68,338,836
13
X NonSmartWay Total Miles
-70.3%
-8.52%
3.60%
12.12%
14
Ton Miles Total
1.1V.
708,548,041
3,305,227,304
3,136,673,863
15
SmartWay Ton Miles
19.8%
1,564,141,756
3,452,856,207
7,888,714,451
16
% SmartWay Ton Miles
11.2%
3.62%
35.40%
85.78%
17
NonSmartWay Ton Miles
-65.4%
-855,533,715
452,371,637
1,307,365,412
18
% NonSmartWay Ton Miles
-67.7%
-3.62%
4.60%
14.22%
13
Ton-Miles X SmartWay Allocation Truck
12.3%
10.77%
38.64%
87.87%
20
Ton-Miles X SmartWay Allocation Rail
100.00%
100.00%
21
Ton-Miles X SmartWay Allocation Multimodal
77.73%
77.25%
22
Ton-Miles X SmartWay Allocation Logistics
55.30%
54.82%
23
Ton-Miles X SmartWay Allocation Barge
68.09%
68.09%
24
Ton-Miles X SmartWay Allocation Air
0.00%
0.00%
25
Ton-Miles X SmartWay Allocation Overall
11.3%
3.66%
35.43%
85.78%
26
Aueraqe Weighted Payload
122.4%
24.7344
45.0563
20.2625
23
Emission Metrics C02 g/mile
-6.5%
-128
1,836
1,964
30
Emission Metrics C02 g/ton-mile
-28.1%
-45
115
160
31
Emission Metrics NOh g/mile
-25.7%
-4.05
11.73
15.78
32
Emission Metrics NOh g/ton-mile
-16.4%
0
0.571
0.683
33
Emission Metrics PM10 g/mile
-27.5%
-0.134
0.353
0.487
34
Emission Metrics PM10 g/ton-mile
-13.4%
-0.0053
0.0245
0.0304
35
Emission Metrics PM25 g/mile
-27.7%
-0.134
0.343
0.483
36
Emission Metrics PM25 g/ton-mile
-13.4%
-0.0053
0.025
0.030
37
C02 Mass Emisions
-22.3%
-361,161
1,258,817
1,613,378
38
NOh Mass Emisions
-10.1%
-636.3
6,231.6
6,328.5
33
PM10 Mass Emisions
-13.2%
-40.5224
267.4433
307.9657
40
PM25 Mass Emisions
-13.2%
-40.5224
267.3833
307.3123
Figure 71: 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
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 company level.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 99
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Visit the SmartWay Portal
You may select the I
Visit the SmartWay Portal
I button which will open a web
browser to the login page of the EPA SmartWay Portal (Figure 72).
Q SmartWay B SmartWay X +
app5.erg.com/smartwayweb/portal/epaLogin.c1
^SmartWay*
The SmartWay Portal
If you are a known contact of the 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, please
contact your SmartWay Partner Account Manager (PAM) or the SmartWay Helpdesk.
Email Address:
Annual Password:
Submit Forgot your password
Figure 72. SmartWay Portal Login Page
Please visit https://www.epa.gov/smartwav/smartwav-shipper-partner-tools-and-resources for
additional resources, including printable data collection worksheets, technical documentation, and the
Data Import/Export Guide.
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 100
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Troubleshooting the Tool
Although the revised SmartWay Tools have been tested extensively, you may encounter errors.
Intermittent errors have been encountered when opening the Tools directly from an e-mail or
from the SmartWay website rather than from a drive, or when multiple Excel files are open
simultaneously. If you encounter an error during use of the Tool, try restarting it directly from a
disk drive, with all other Excel files closed. In addition, make sure that your computer is using a
system and application version validated for use with the SmartWay 2013 Tools (Windows XP or
later operating system, and Excel Office 2003 2007, 2010, or 2013)
If you continue to encounter problems, please make a screen capture of the error message, and
save the data at that point. (You can make a screen capture by pressing Alt-Prt Scr, and then
pasting the image into a document such as MS Word.) Then send the screenshot, along with
the saved data to your Partner Account Manager for further assistance.
Proper Calculation Setting
By default, Microsoft Excel is set to automatically calculate formulas. If values within your Tool
are not calculating automatically, then your Excel may be set to "Manual". Follow these
instructions to change your Excel Calculation setting.
Office 2010 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.
Home Insert
Page Layout
Formulas
y>,
>ata Review View Developer
A1
Hi
fi
fx
Insert AutoSum Recently Financial Logical Text Datefii Lookup & Math More Name
Function ~ Used' T * * Time' Reference Trig» Functions» Manager®
Function Library D
A B
C
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G H 1
1
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Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 101
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Bookl - Microsoft Excel
Trace Precedents ^ Show Formulas
Trace Dependents Error Checking *
Remove Arrows » Evaluate Formula
Formula Auditing
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Window
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Calculation
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Calculate Now
Calculate Sheet
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Automatic
Automatic Except for Data Tables
Manual
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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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Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 102
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Office 2003
From the tools menu, select "Options". When the Options dialog box is displayed, select the
"Calculation" tab. Under the Calculation section, select the "Automatic" radio button and then
select "OK".
File Edit View Insert Format
Tools
Data Window Help
Spelling... F7
Research... Alt+Click
Error checking...
Share Workbook...
Protection
Online Collaboration
Formula Auditing
Macro
Customize.,,
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Options
Color International
View J! Calculation
Calculation
Edit
Save Error Checking
General Transition
Spelling Security
Custom Lists Chart
{~) Automatic
O Manual
Calc Now (F9)
T..:' Automatic except tallies
I I Iteration
Maximum iterations:
~J Recalculate before save
Calc Sheet
100
Maximum change: 0.001
Workbook options
0 Update remote references
1 I Precision as displayed
J 1904 date system
@ Save external [ink values
i I Accept labels in formulas
OK
Cancel
Shipper Partner Tool Data Entry and Troubleshooting Guide | P. 103
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