^\xSmartWay
Transport Partnership
U.S. Environmental Protection Agency
2017 SmartWay Air Carrier
Partner Tool:
User Guide
U. S. Version 2.0.16 (Data Year 2016)
www.epa.gov/smartway
-yiMi t\\ iy
United States
Environmental Protection
W * Agency

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"^^SmartWay
Transport Partnership
U.S. Environmental Protection Agency
2017 SmartWay Air Carrier
Partner Tool:
User Guide
U. S. Version 2.0.16 (Data Year 2016)
Transportation and Climate Division
Office of Transportation and Air Quality
U.S. Environmental Protection Agency
United States
Environmental Protection
Agency
Office ofTransportation and Air Quality
EPA-420-B-17-018
April 2017

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Table of Contents
OVERVIEW	1
BASIC INFORMATION FOR AIR FREIGHT CARRIERS	2
What is the SmartWay Transport Partnership?	2
Why Do Air Freight Carriers Join the SmartWay Transport Partnership?	2
How Do Air Freight Carriers Join the SmartWay Transport Partnership?	3
How Do I Join if My Parent Company Has Multiple Fleets?	4
What Data Do I Need to Gather to Complete the Air Tool?	4
What is Included in the SmartWay Air Freight Carrier Annual Partnership Agreement?	5
ORGANIZATION OF THE SMARTWAY AIR TOOL	8
GETTING STARTED	10
About Microsoft Excel	10
Downloading the SmartWay Air Tool	10
Setting Your Security Levels for the SmartWay Tools	10
Introduction Screens	10
SmartWay Welcome Screen	11
Assistance for New Users Screen	11
Making Sure You Have the Right Tool Screen	13
Gathering Your Data Screen	13
Tool Help and Navigation Screen	14
Schedule of Tool Due Dates Screen	15
SmartWay Partnership Annual Agreement Screen	17
The US/Canada Operations Screen	18
ENTERING DATA INTO THE TOOL	20
Sections of the Tool	21
Entering Your Data	21
Validating Your Data	22
Saving Your Data	22
Providing Additional Information	22
Reviewing Your Data	22
Submitting Data to SmartWay	22
DETAILED DATA ENTRY INSTRUCTIONS	23
Establishing Your Data Collection Year	23
Section 1: Specify Official Partner Name	23
Section 2: Enter Contact Information	25
Section 3: Fleet Description	30
Section 4: Data Entry	34
SmartWay Air Tool User Guide | Page i

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Validating Your Data.
Optional Steps — Provide Additional Information and View Reports	
SUBMITTING YOUR TOOL TO EPA	
TROUBLESHOOTING	
Proper Calculation Setting	
Office 2010 and Newer	
Office 2007	
Office 2003	
APPENDIX A: ACTIVITY DATA WORKSHEETS	
APPENDIX B: HOW TO SET SECURITY LEVELS FOR THE SMARTWAY TOOLS
SmartWay Air Tool User Guide | Page

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Overview
In this guide you will learn about:
1.	SmartWay Basic Information
2.	Joining SmartWay Transport Partnership as an aircraft company
3.	Understanding the details of the SmartWay Partnership Agreement
4.	Gathering the data necessary for participation in SmartWay.
5.	Meeting software/hardware requirements for participating in the program
Please review this guide carefully BEFORE attempting to gather your company data, or
entering data into the Air Tool. Understanding the basics of the program will simplify your
SmartWay experience.
WARNING:
***Before beginning, use this chart to make sure you are choosing the right Tool for
your operations! ***
Is this the right SmartWay tool forme?
YES
NO
Use this Air Tool
Use the Multimodal Toot
Air Tool is included in the Multimodal Tool)
You operate your own air freight fleet with
less than 5% of your freight moved with
other modes such as Truck, Rail, Barge, or
Logistics companies
If none of the above statements is applicable, contact EPA SmartWay at 734-214-4767
for assistance.
SmartWay Air Tool User Guide | Page 1

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Basic Information for Air Freight Carriers
This section covers frequently asked questions and essential information about the
SmartWay Transport Partnership and how air freight Carriers can participate.
What is the SmartWay Transport Partnership?
Launched in 2003, SmartWay® is a United States Environmental Protection Agency (EPA) program that
reduces transportation-related emissions and costs by creating incentives to improve supply chain fuel
efficiency.
Seven types of freight transport companies can join SmartWay.
•	Freight shippers
•	Logistics companies (including 3PLS/4PLS1)
•	Truck carriers
•	Rail carriers
•	Barge carriers
•	Multi-modal carriers
•	Air freight carriers
Companies join the SmartWay Transport Partnership by submitting a Partner Tool to
SmartWay. The SmartWay Tools (1) assess freight operations, (2) calculate fuel consumption
and carbon footprints, and (3) track fuel-efficiency and emission reductions. SmartWay Tools
must be submitted each year for the company to remain a partner in good standing.
SmartWay ranks Partners' efficiency and environmental performance and recognizes
superior performance in various Partner categories through the SmartWay Excellence Awards.
Why Do Air Freight Carriers Join the SmartWay Transport Partnership?
The SmartWay Transport Partnership provides Air Freight Carriers with ways to reduce
the environmental impact of their freight operations and address costs. Designed with and for
the freight sector, the SmartWay Transport Partnership delivers solutions to marketplace needs
and challenges. With access to the latest in EPA-tested technologies and peer-provided success
1 3PLs/4PLs Third party logistics companies/fourth-party logistics companies.
SmartWay Air Tool User Guide | Page 2

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stories, carriers that join the SmartWay Transport Partnership can gain a better understanding
of their environmental footprint and assert their corporate leadership.
Additionally, SmartWay Partners are associated with an internationally recognized and
respected brand that symbolizes cleaner, more efficient transportation choices.
Shippers that join SmartWay move significant amounts of freight with SmartWay
Carriers. The higher efficiency of SmartWay carriers compared to non-SmartWay carriers gives
SmartWay Air Freight Carriers an opportunity to improve corporate freight efficiency, reduce
their carbon footprint, and voluntarily advance freight sustainability for themselves and their
customers.
Participation in SmartWay helps SmartWay Air Freight Carrier Partners
•	identify opportunities to improve efficiency
•	demonstrate efficiency to customers and stakeholders
•	evaluate and compare carrier performance, and
•	determine the company's transportation carbon footprint
SmartWay provides Air Freight Carriers with free Tools that help assess and compare
various freight transportation options with detailed reports and analyses that support better
business decision making.
How Do Air Freight Carriers Join the SmartWay Transport Partnership?
Air Freight Carriers join SmartWay by submitting a SmartWay Air Tool (hereafter known
as the "Air Tool," or simply, the "Tool.")
When an air freight carrier submits an Air Tool to EPA, they agree to the requirements
stipulated in the SmartWay Partnership Annual Agreement for Carriers-notably, that they will
measure and report the emissions performance of their company annually and provide
supporting documentation to EPA upon request.
SmartWay Air Freight Carriers agree to complete and submit the SmartWay Air Tool to:
•	define fleet composition
•	characterize company activity
•	individually benchmark multiple fleets
SmartWay Air Tool User Guide | Page 3

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• track annual changes in performance
Upon approval of an Air Tool submission, an aircraft company will be identified as a
SmartWay Air Freight Carrier Partner on EPA's website, on the SmartWay Partner List, and in a
database used to identify companies that meet SmartWay's annual requirements.
How Do	irent Company Has Multiple Fleets?
Companies that join the SmartWay Partnership should include all of their fleets in their
submission. If a company wishes to list multiple fleets in the Air Tool, they should list these
fleets as their customers hire them. Internal fleets invisible to a customer should not be listed
separately. Companies will be listed at the Company level in the SmartWay Partner list on the
SmartWay website, and each individually defined fleet will appear as a separate entity in the
SmartWay Carrier Data file that customers use to identify which fleets they do business with in
the Air Tool.
SmartWay highly recommends developing your list of fleets before
beginning your data entry process. Any fleet that a shipper could hire
directly should be listed as a separate fleet in your Air Tool submission,
The best strategy is to have a clear idea of how to define your fleets before
filling out the Tool.
What Data Do I Meei to Gather to Complete tl Tool?
To participate in SmartWay, Air Freight Carriers need to gather the following essential
information to complete the Air Tool:
•	The official company name, EXACTLY as you would like it presented on the EPA website
•	Company contact information
•	Contact details for your working contact
•	Contact details for an executive contact (cannot be the same as the working contact)
•	Split between US/Canada operations
•	A comprehensive list of fleets, including fleet details, such as:
-	Fleet type (dedicated freight, mixed operations, or passenger)
-	Service area (international, national, or regional)
-	Revenue category
-	Total number of aircraft
•	Sources for all data to be entered
•	SmartWay ID number (if this is not your first Air Tool submission)
SmartWay Air Tool User Guide | Page 4

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This data must be provided for all of your fleets. This data reflects the amount of freight
carried by each carrier, the distance that freight is carried, and the fuel consumed to carry the
freight.
What Is Included In the SmartWay Air Freight Carrier Annual PartnersI
Agreement?
To join the SmartWay Transport Partnership as an Air Freight Carrier, you must agree to
the language on the "Partnership Annual Agreement for Carriers." When you begin working
within the Tool, you will be asked to check a box stating that you agree to the terms of the
Partnership Agreement. This agreement must be renewed annually.
Please review this language with the appropriate personnel within your organization
before completing or submitting a Tool to EPA. Your company's executive contact must
approve this agreement.
SmartWay Air Tool User Guide | Page 5

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Partnership Agreement for Carriers
With this agreement, your company joins EPA's SmartWay Transport Partnership and
commits to:
1.	Measure and report to EPA on an annual basis the environmental performance
of your fleet(s) using EPA's SmartWay Tool. (Existing fleets must report the 12
months of data for the prior year ending December 31. Newly formed
companies require a minimum of 3 months of operational data.)
2.	Have performance results and Tool submittal status posted on the EPA
SmartWay website/database.
3.	Agree to submit supporting documentation to EPA for any data used to complete
this Tool and agree to EPA audit of this data upon request by EPA.
In return, EPA commits to:
1.	Promote company participation in the Partnership by posting Partner names on
the EPA SmartWay Website and in related educational, promotional, and media
materials. EPA will obtain express written consent from the Partner before using
the Partner's name, other than in the context of increasing public awareness of
its participation as described here.
2.	Provide companies with industry-wide performance benchmark data as this data
becomes available to EPA.
3.	Assist Partners in achieving emission and fuel usage reduction goals (subject to
Federal Government Appropriations).
4.	Treat individual corporate data as sensitive business information.
General Terms
1.	If the Partner or EPA defaults upon this agreement at any point, the agreement
shall be considered null and void.
2.	Either party can terminate the agreement at any time without prior notification
or penalties or any further obligation.
3.	EPA agrees not to comment publicly regarding the withdrawal of specific
Partners.
4.	EPA reserves the right to suspend or revoke Partner status for any Partner that
fails to accomplish the specific actions to which it committed in the SmartWay
Transport Partnership Agreement and subsequent annual agreements.
5.	The Partner agrees that it will not claim or imply that its participation in the
SmartWay Transport Partnership constitutes EPA approval or endorsement of
anything other than the Partner's commitment to the program. The Partner will
SmartWay Air Tool User Guide | Page 6

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not make statements or imply that EPA endorses the purchase or sale of the
Partner's products and services or the views of the Partner.
6. Submittal of this SmartWay Tool annually constitutes agreement to all terms in
this Partnership Agreement. No separate agreement need be submitted.
SmartWay Air Tool User Guide | Page 7

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Organization of the SmartWay Air Tool
The Air Tool is the basis of the SmartWay Partnership for Air Freight Carriers.
Completion and submission of an Air Tool is the first step to becoming a SmartWay Air Freight
Company Partner. Your Tool submission must be approved by EPA before you are officially a
Partner.
The Air Tool is organized around
•	information screens
•	forms or worksheets
•	reports and summaries
Each screen or form opens up within a Microsoft Excel spreadsheet. The screens
generally look like the one shown here.
SmartWay Welcome


X
^K^SmartWay
Data Year
2016
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014)
Air
United States Version: 2.0.16a
Released on: 04/14/2017
Welcome to the 2017 SmartWay AIR 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 ffle or reply to any Federal collection of information unless it has a vaSd OMB control number. Pubic 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.
QUIT
Page A-l
Figure 1. Welcome Screen for the SmartWay Air Tool
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The name of each form appears at the top left-hand corner of the screen, in white text
on the blue window bar, and the reporting year for the Tool is prominently displayed at the top
of the screen.
SmartWay Welcome



X
^VSmartWay
Data Year
2016


Air
United States Version: 2.0.16a
Released on: 04/14/2017
Figure 2. Screenshot of Title of Screen/Form
Each screen contains text instructions or information about the program. Where
applicable, the screens also include buttons executing various functions. The screens also
contain navigation buttons to direct you through the Tool.
Figure 3. Screenshot of Selected Navigation Buttons in the Tool
When new concept/topic is introduced on a screen, a small question mark ([?]) appears
next to it. When you select the question mark, you will find additional definitions of terms or
instructions to help you complete the screen properly.
Adding Comments assists SmartWay Tool reviewers in approving your Tool as quickly
as possible. Your comments help reviewers understand your fleet operations. Any details that
you can provide related to your operations will speed up approval time.
ADD
COMMENTS
The	"i button located at the bottom of the screen allows you to enter notes
about the data collection process, your assumptions and methods, or other information. These
details could prove useful for your reviewer when you or someone else completes the Tool next
year.
The!
ADD
COMMENTS
button will be highlighted in yellow on your screen if comments have
to indicate to your
been added for a particular screen. The button will then read
reviewer that there are comments to be read.
VIEW/ADD
COMMENTS
SmartWay Air Tool User Guide | Page 9

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Getting Started
About Microsoft Excel
Microsoft Excel is an electronic spreadsheet program used for storing and manipulating
data. The SmartWay Air Tool was built using Microsoft Excel Forms.
Completing the Air Tool requires the following software and hardware:
•	A 2003 or later version of Microsoft Excel
•	Excel security level set at Medium or lower
•	A PC running Windows XP or 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.
Downloading the SmartWay Air Tool
To download the Air Tool, visit: https://www.epa.gov/smartwav/smartwav-air-carrier-
tools-and-resources. Save the Tool in a folder on your hard drive; this folder will house copies
of your data and future updates.
Setting Your Security Levels for the SmartWay Tools
In some cases, Microsoft Excel will ask you to adjust your security settings before
opening the Tool. Instructions should appear on your screen //you need to change your
security settings before running the Tool. The instructions differ depending upon what version
of Excel you use (Excel 2003, 2007, 2010, or 2013). See Appendix B for further details.
Introduction Screens
Before you reach your data entry section of the Tool, you will move through five
introductory screens that allow you to review the basics of participation in SmartWay for air
freight Carriers. These include:
SmartWay Air Tool User Guide | Page 10

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•	The "SmartWay Welcome" Screen
•	The "SmartWay Partnership Annual Agreement" Screen
•	The "SmartWay Tool Selection" Screen
•	The "Required Information" Screen
•	The "Partner Schedule" Screen
The features of these screens are described below.
SmartWay Welcome Screen
The SmartWay Welcome screen is the first window that appears when the Tool is
opened (Figure 1). This screen contains:
•	a button linking to the SmartWay website where you can view and download additional
information about the program, the Tool, and the technical basis for the calculations in
the Tool
•	descriptions of Tool Help and Navigation buttons found throughout the Tool
After selecting the 1 "f button on the SmartWay Welcome screen, the
Assistance for New Users Screen will appear.
Assistance for New Users Screen
The Assistance for New Users Screen appears first after the Welcome screen, and
allows users to view a video presenting an overview of the Tool (see Error! Reference source
not found.).
SmartWay Air Tool User Guide | Page 11

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SmartWay Assistance for New Users


X
"^VSmartWay
Data Year
2016
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014)
Air
United States Version: 2.0.16a
Released on: 04/14/2017

Assistance for New Users
New User Video Overview (7 minutes)
SmartWay
Carrier Tools:
Resources
~
1

Assistance for New Users

^vSmartWay
Transport Partner
Making sure you have the right Tool
Gathering your data
Tool help and navigation
Schedule of Tool due dates
Link to the SmartWay website
Need more help?
Contact your Partner Account Manager,
call the SmartWay helpline at (734) 214-4767,
or email us at smartway_transport@epa.gov.
HELP
ZOOM ¦ PRINT
IN ¦ SCREEN
QUIT
Page A-2
Figure 4. 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
Link to the SmartWay website
Selecting these buttons on the Assistance for New Users screen will take you to a new
screen containing the information of interest. These are general information screens and may
be skipped if you are already familiar with the Tool.
SmartWay Air Tool User Guide | Page 12

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Making Sure You Have the Right Tool Screen
SmartWay offers several tools tailored for different business models and freight
services. Most air companies will use the Air Tool; however, it is advisable to review this screen
to make sure it is the best option for your operations.
SmartWay: Making Sure You Have the Right Tool


X
^vSmartWay
Data Year
2016
OMB 2060^663
Expiration Date 07/31/2017
(Revised 2014)
Air
United States Version: 2.0.16a
Released on: 04/14/2017

Is this the right SmartWay tool forme?
You operate your own air freight fleet with
less than 5% of your freight moved with
,1
other modes such as Truck, Rail. Barge, or
Logistics companies
YES L

NO

Use the Multimodal Tool
Air Tool is included in the Multimodal Tool)

Use this Air Tool
200M
1 PRINT
IN
1 SCREEN
Page A-3
Figure 5. Making Sure You Have the Right Tool Screen
Gathering Your Data Screen
This next screen summarizes the information needed to complete the Air Tool. Select
PRirrr
SCREEH
to retain a hardcopy for reference as you complete the rest of the Tool.
SmartWay Air Tool User Guide | Page 13

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SmartWay: Required Information


X
"^VSmartWay
Data Year
2016
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014)
Air
United States Version: 2.0.16a
Released on: 04/14/2017
Following is a brief description of the information you will need to complete this Tool. For further details, please consult the Air Tool User
Guide.
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)
•	% of air miles in U.S. and Canada
Fleet Characterization Information
•	Fleet Name
•	Type of Fleet (Passenger, Dedicated Freight, Mixed Operations)
•	Fleet Service Area (International, National, Regional)
•	Fleet Revenue Category (Large, Medium, Small, Micro)
•	Total # Aircraft in Fleet
Fleet-Level Operations Profile
•	Number of aircraft by fleet
•	Aircraft make, model and series
•	Engine make and model
•	Average engine load during cruise (optional)
•	Cargo weight and volume capacity (optional)
•	Fuel type
•	Total annual fuel consumption and units (gallons/tons)
•	Total annual miles travelled and ton-miles carried
•	Utilized volume
•	Total LTOs per year
•	Total annual hours of operation
•	Detailed data source description
ZOOM ¦ PRINT
IN ¦ SCREEN
Page A-4
Figure 6. Required Information Screen

Tool Help and Navigation Screen
This screen presents the complete list of buttons available throughout the Tool (Error!
Reference source not found.). Becoming 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 Air Tool User Guide | Page 14

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X
Air
United States Version: 2.0.16a
Released on: 04/14/2017
SmartWay: Tool Help and Navigation

SmartWay
Data Year
2016
OMB 2060 0663
Expiration Date 07/31/2017
(Revised 2014)
Tool Help and Navigation
Throughout the Tool, you will see numerous buttons. Becoming familiar with these buttons will make completing the Tool
easier and faster. If a button contains an underlined character, you can also select that button using the keyboard by typing
the {Alt} key along with the underlined character.
Provides instructions for completing each screen.
ADD
COMMENTS
EDIT/VIEW
COMMENTS
VALIDATE
SCREEN
PRINT
SCREEN
QUIT
Allows you to add notes or clarifications. The button
text changes if a comment has been entered.
Checks your data input for missing or invalid
information.
Enlarges the text on the screen.
Sends an image of the screen to your default printer.
Closes the tool.
Brings you back to the Home screen.
Proceed to the next screen.
Return to the previous screen.
HOME

Return to the previous screen.
Provides additional information about data entry fields.
<^2233
ZOOM
PRINT
IN
1 SCREEN
Page A-5
Figure 7. Tool Help and Navigation Screen
Schedule of Tool Due Dates Screen
As seen in Error! Reference source not found.8, this screen shows the SmartWay
Partner Schedule arid Data Flow Diagram, which provides the various Tool release and due
dates for the 2017 calendar year, for tools completed using 2016 data. Refer to these dates to
help ensure on-time delivery of your tool submittal.
SmartWay Air Tool User Guide | Page 15

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SmartWay: Schedule of Tool Due Dates


X
"^VSmartWay
Data Year
2016
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014)
Air
United States Version: 2.0.16a
Released on: 04/14/2017
2017 SmartWay Schedule
Information Flow, Availability, and Due Dates
*\sSmartWay
RELEASE DATE
January 13, 2017
DUE DATES
Group 1: March 3.2017
Group 2: April 7.2017
Group 3: May 5,2017
RELEASE DATE
February 3,2017
The Multimodal Tool accepts data from the Truck, Rail, Barge, and Air Tools.
The Logistics Tool accepts data from the Truck, Rail, Barge, and Multimodal
The Shipper Tool accepts data from all previous tools.
May 5.2017
RELEASE DATE
May 19.2017
RELEA3E DATE
July 7.2017
RELEASE DATE
3.2017
RELEASE DATE
February 3.2017
DUE DATE
June 23.2017
DUE DATE
September 15.2017
DUE DATES
May 5.2017
RELEASE DATE
April 3. 2017
Page A-6
Figure 8. Schedule of Tool Due Dates Screen
After returning to the Assistance for New Users screen, you may select the
Link to the SmartWay website
button to proceed to the SmartWay website where you can view
and download additional information about the program, the Tool, and the technical basis for
the calculations in the Tool.
After selecting the
button on the SmartWay Assistance for New Users
screen, the SmartWay Partnership Annual Agreement will appear.
SmartWay Air Tool User Guide | Page 16

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SmartWay Partnership Annual Agreement Screen
SmartWay Partnership Annual Agreement


X
^vSmartWay
Data Year
2016
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014)
Air
United States Version: 2.0.16a
Released on: 04/14/2017
Partnership Annual Agreement for Carriers
With this annual agreement, your company joins EPA's SmartWay Transport Partnership and commits to:
1.	Measure and report to EPA on an annual basis the environmental performance of your fieet(s) using EPA's SmartWay Tool. (Existing fleets must report the 12
months of data for the prior year ending December 31. Newly formed companies require a minimum of 3 months of operational data.)
2.	Have performance results and Tool submittal status posted on the EPA SmartWay website/database.
3.	Agree to submit supporting documentation to EPA for any data used to complete this Tool and agree to EPA audit of this data upon request by EPA.
In return, EPA commits to:
1.	Promote company participation in the Partnership by posting Partner names on the EPA SmartWay Website and in related educational,
promotional, and media materials. EPA will obtain express written consent from the Partner before using the Partner's name, other
than h the context of increashg 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).
4.	Treat individual corporate data as sensitive business information.
General Terms
1.	If the Partner or EPA defaults upon this agreement at any point, the agreement shall be considered null and void.
2.	Either party can terminate the agreement at any time without prior notification or penalties or any further obligation.
3.	EPA agrees not to comment publicly regarding the withdrawal of specific Partners.
4.	EPA reserves the right to suspend or revoke Partner status for any Partner that fails to accomplish the specific actions to which it
committed in the SmartWay Transport Partnership Agreement and subsequent annual agreements.
5.	The Partner agrees that it will not claim or imply that its participation in the SmartWay Transport Partnership constitutes EPA approval
or endorsement of anything other than the Partner's commitment to the program. The Partner wfl not make statements or imply
that EPA endorses the purchase or sale of the Partner's products and services or the views of the Partner.
6.	Submittal of this SmartWay Tool annually constitutes agreement to all terms in this Partnership Agreement.
No separate agreement need be submitted.
By checking the box below, I declare that the information submitted via this Tool is, to the best of my knowledge, accurate. I understand that any person
who, in the course of negotiating or performing under this Agreement, makes, presents or submits a false or misleading statement to the government, or
any person who makes a material omission in the course of negotiating or performing under this Agreement, may be subject to liability under all
applicable civil and criminal statutes including 18 U.S.C. 1001 (criminal liability for false statements), 31 U.S.C. 38^r false
statements) and 31 U.S.C. 3729-33 (The False Claims Act).
WII understand and agree to the terms of this agreement. j
Click to accept
Agreement
QUIT
Page A-7
Figure 9. SmartWay Annual Agreement for Canadian Partners Screen
Submitting an Air Tool to EPA constitutes agreement to all terms of the Partnership
Agreement, which is required for joining SmartWay and remaining a partner in good standing
All participants in SmartWay are strongly advised to read the agreement thoroughly
If you have been assigned the responsibility for completing your tool submission but are
not in the position to approve the agreement, acquire any necessary approvals before trying to
input data into the Tool.
To move to next screen, you must check the box indicating that your company accepts
the terms of the agreement.
SmartWay Air Tool User Guide | Page 17

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NOTE: SmartWay Air Tool submissions are due on an annual basis; therefore, when you submit
your Tool each year, this will constitute your renewal of your Partnership Agreement. Failure
to send your annual Tool update will constitute a violation of the terms of the Agreement and
will result in immediate removal of your company name/fleet from the SmartWay Partner
List.
The US/Canada Operations Screen
The last introductory screen asks for information about operations you have in the US
and Canada.
SmartWay US / Canadian Operations


X
^vSmartWay
Data Year
2016
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014)
Air
United States Version: 2.0.16a
Released on: 04/14/2017
The SmartWay Transport Partnership is now being administered in the United States and Canada. The Partnership operates the same in both countries,
allowing partners to submit one tool for all of their US-Canada operations. Partners will be recognized by both national programs and will be listed on
both the US and Canadian SmartWay websites. The US and Canadian SmartWay tools produce the same output results, however the Canadian tools use
metric rather than English measurements and are available in French as well as English.
Partners should submit to the country where their headquarters is geographically located.
If unsure about which country to which you should submit, please contact either national SmartWay Program for assistance.
United States:	http:/ /www.epa.gov/smartway/
Canada:	http://www.smartway.nrcan.qc.ca
To allow the United States and Canada to determine country-specific impacts for internal tracking purposes, please answer the following question
about your freight operation. This answer is not used in any calculations regarding your score so therefore can be approximate.
Please indicate the approximate percentage of your overall operations in the United States and Canada
*
74 % Operation in the United States
26 % Operation in Canada
QUIT
VIEW/ ADD
COMMENTS
Page A-8
Figure 10. US/Canada Operations Screen
The SmartWay Transport Partnership is administered in both the United States and
Canada. The Partnership operates the same way in both countries; however, data collection for
SmartWay Air Tool User Guide | Page 18

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Canadian Partners is collected in metric units and there are French translations of all Tool
screens and guidance.
If your company operates in both the United States and Canada, you should ONLY
SUBMIT ONE TOOL. You may select either the US Tool or the Canadian Tool, and your
Partnership participation will be recognized in both countries. If unsure about which country to
which you should submit, you may contact either national SmartWay Program for assistance.
Use the following program links:
United States: https://www.epa.gov/smartway
Canada: http://www.nrcan.gc.ca/energy/efficiencv/transportation/commercial-
vehicles/smartway/7615
To allow the United States and Canada to accurately determine the impacts of freight
operations in each country, you are asked to complete a single screen indicating the
approximate percentage of your total air miles that are US-based vs. Canada-based.
Once you have navigated through the introductory screens, you will go to the Air Tool
Home screen.
SmartWay Air Tool User Guide | Page 19

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Entering Data into the Tool
All data entry screens are reached by starting on the Home screen.
Figure 11 displays the structure of the Home screen.
SmartWay Air: Home

^SmartWay*
Data Year
2016
OMB 2060 0663
Expiration Date 07/31/2017
(Revised 2014)
United States Version: 2.0.16a
Released on: 04/14/2017
Please complete the following steps. Check boxes on the left indicate successful completion of each step. For more information, select the 'Help' button.
1. Enter Partner Name (Exactly as it should appear on the SmartWay website):

2-l
Contact Information




3-.
Fleet Description(s)
~
4. Data Entry (Double-click the fleet name or select and hit Enter):
~
Give us Feedback
Generate a (.xrnl) data file
I.*]
Optional survey to help us improve your SmartWay experience.
To complete your submission, email the small (.xml) data file and your large (.xls) tool file to
EPA. If your email size limit cannot handle the tool file, send only the smaller data file.
YOUR RESULTS
View Your Data Reports
Visit the SmartWay Portal
y
SAVE ¦ HELP
™ I quit
Page A-9
Figure 11. Main Tool Navigation or "Home" Screen
SmartWay Air Tool User Guide | Page 20

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Sections of the Tool
The Air Tool Home screen contains seven sections plus one button linking to the
SmartWay Partner Portal. Each section links to additional screens or worksheets within the
Tool which are described below:
Section 1: Enter Partner Name (data field): Specify your company's Partner Name, exactly as you
want it to appear on the SmartWay website.
Section 2: Contact Information (button): This button takes you to a screen that asks for general
company contact information, a working SmartWay point of contact, and an executive-
level contact. Additional contacts may also be included.
Section 3: Fleet Description(s) (button): This button takes you to screens that ask you to define all
the fleets your company operates and provide information describing their operation.
Once these parameters are defined, the software will enable you to generate blank data
entry forms for each fleet.
Section 4: Data Entry (selection list): Selecting a fleet name will take you to screens asking for the
aircraft carrier and operations information necessary to calculate efficiency metrics for
the fleet.
Section 5: (Optional) Give Us Feedback (button): Here you can provide information about your
company's environmental accomplishments and give EPA feedback about the SmartWay
program.
Section 6: Generate File to Send to EPA (button): This button creates a version of the Tool (in XML
format) for you to send as an attachment in an e-mail to your Partner Account Manager
(PAM). Selecting the OK button on this screen does not automatically submit the file to
EPA; you still need to submit it to EPA by attaching it in an e-mail.
Section 7: (Optional) View Your Data Reports (button): Here you can view final summaries of
your data including all data inputs, aircraft and fleet summaries, emission summaries, a
comments report, and a Partner Information report.
Entering Your Data
With the exception of Section 1, selecting the buttons or list items in Sections 2 through
7 will take you to additional screens and worksheets that comprise the data entry segments of
the Tool.
The first four sections of the Home screen are mandatory and MUST be completed in
order. These sections comprise all the data collection steps needed to complete your
SmartWay Air Tool. 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.
SmartWay Air Tool User Guide | Page 21

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Validating Your Data
The Air Tool includes range checks and other validation rules to help identify potential
data entry errors and/or unusual data values. To identify potential data problems and ensure a
high quality data submission, select the
VALIDATE
SCREEN
button before moving on to the next screen.
The Tool will identify any potential data problems on that screen and prompt you to
modify the entry or provide a text explanation for legitimate anomalies.
Saving Your Data
SAVE
You can save the data you have entered at any time by selecting the SalfiHSl button
that appears at the bottom of all screens (including the Home screen). EPA recommends saving
your data frequently if you are entering information for large numbers of fleets and/or aircraft.
Providing Additional Information
The Air Tool includes an optional section that allows you to provide EPA with additional
information regarding your company's environmental stewardship, potential use of the
SmartWay Logo, and general feedback regarding the SmartWay program. Access this section
by selecting the I
Give us Feedback
button on the Home screen.
Reviewing Your Data
BRINT
SCREEN
Selected screens within the Tool have a	button. To generate a hard copy of
screen text or your data inputs, select this button. The screen will be printed on your default
printer. Alternately, you can return to the Home screen, select the
button, identify the report of interest
using the Reports Menu, and print them out for review. The data reports provided by the Air
Tool are discussed further in the !
section of this guide.
View Your Data Reports
Submitting Data to SmartWay
Detailed instructions on properly submitting your data to EPA are included later in this
guide.
SmartWay Air Tool User Guide | Page 22

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Detailed Data Entry Instructions
Establishing Your Data Collect ;ar
Before beginning your data entry, identify the last calendar year for which you have full
annual (12 months) data. This means that you have data from January of the calendar year
through December of the same year. If you are submitting for the first time and do not have a
full year of operational data, please collect a minimum of three months' data for input into the
Air Tool. In your next update year, you will be required to submit a full year's data.
Sect' ' " , eels 1 clal Partner Name
Your Partner Name is the official name that your customers would recognize for your
company—in other words, the name someone hiring you would look for.
You must specify you company's official Partner Name, exactly as you want it to appear
on the SmartWay website.
For example, if you enter:
•	ABC Company
•	ABC Company, Inc.
•	ABC COMPANY LLC
Your company will be listed exactly as you've entered. Therefore, it is important to pay
special attention to proper capitalization, abbreviations, annotations, and punctuation.
SmartWay Air Tool User Guide | Page 23

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SmartWay Air: Home

^SmartWay
Data Year
2016
OMB 2060 0663
Expiration Date 07/31/2017
(Revised 2014)
United States Version: 2.0.16a
Released on: 04/14/2017
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):
Air Freight and Passenger Services, Inc. *4|—
Enter your Partner Name
precisely as you want it to
appear on the EPA website

2-.
Contact Information




3. J
Fleet Description(s)
~
k Data Entry (Double-click the fleet name or select and hit Enter):
Give us Feedback
Generate a (.xml) data file
l-d
I2J
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
hi
SAVE ¦ HELP
QUIT
Page A-9
Figure 12. Partner Name Field on Home Screen
Proceed to Section 2 to enter your contact information.
SmartWay Air Tool User Guide | Page 24

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Section 2: Enter Contact Information
From the Home screen, select the Contact Information Screen button.
SmartWay Air. Home

Data Year
2016
^SmartWay®
Please complete the following steps. Check boxes on the left indicate successful completion of each step. For more information, select the 'Help1 button
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014)
United States Version: 2.0.16a
Released on: 04/14/2017
~
1. Enter Partner Name (Exactly as it should appear on the SmartWay website):
Air Freight and Passenger Services, Inc.

2-
Contact Information




3.j
Fleet Description(s)
Select this
~
k Data Entry (Double-click the fleet name or select and hit Enter):
~
Give us Feedback
Generate a (.xml) data file
UJ
IliJ
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
Izl
SAVE ¦ HELP
QUIT
Page A-9
Figure 13. Enter 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
SmartWay Air Tool User Guide | Page 25

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SmartWay: Contact Information
X
Partner Information
Addressl*
Address2
City*
Main Phone*
Web Site
Working Contact
Executive Contact
Other Contacts
123 Clear Skies Way
Dallas
214-654-4566
www.fps.com
State* jTX
Toil Free P
ZIP* |75229
Country* USA
There must be at least two different people that SmartWay can contact. The Working Contact is the person assigned to
work directly with EPA regarding timely and accurate Tool submission, and maintaining direct communication with
SmartWay.
The Executive Contact is the company executive who is responsible for agreeing to the requirements in the SmartWay
Partnership Annual Agreement and ensuring timely submission of the Tool to SmartWay. The Executive Contact should be
a Vice President or higher-level representative for the company.
? | Working Contact:
Name
Tide*
"31
First*
Jordan
VP Operations
MI
r
Last*
j Thompson
? | Executive Contact:
Name	JMs-
Title*	|CF0
* - Required
First*
j Cynthia
MI
Last*
SAVE
HELP
PRINT
SCREEN
HOME
li1- ¦ SCREEN
ADD
COMMENTS
Page A-10
Figure 14. Partner Contact Information Screen
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.
SmartWay Air Tool User Guide | Page 26

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The Working Contact is the individual designated by the Executive Contact to directly
interface with SmartWay regarding specific tasks involved in the timely submission of
the Tool. The Working Contact is responsible for coordinating the assembly of
information to complete/update fleet data; completing and updating the Tool itself;
maintaining direct communication with SmartWay; and keeping interested parties
within the company apprised of relevant developments with SmartWay. (NOTE: To
ensure that e-mails from SmartWay/EPA are not blocked, new contacts may need to
add SmartWay/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 a wards/recognition events. This
person should be a Vice President or higher level representative for the company.
Under the Working Contact tab:
1 SmartWay: Contact Information



X
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.
jjordan Thompson
Addressl*
Address2
City*
Phone*
Email*
Confirm Email*
* - Required
1123 Clear Skies Way
(suite 310
IDalas
State* |tx ^ ZIP* j75229
Country* J USA
1214-654-9878
Ext|222 Cell 1214-555-8888
Fax |
ljT@PFS.com

&
1 JT@PFS.com

SAVE ¦ HELP
HOME
VALIDATE
SCREEN
ADD
COMMENTS
Figure 15. Working Contact Information Screen
SmartWay Air Tool User Guide
Page 27

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Enter the Working Contact information. If the Working Contact shares the same address as the
Use Partner Address
company, you may select the	button to auto-populate the
address section of this record. Enter the email address twice to confirm its accuracy. When
confirmed a	will appear to the right.
Under the Executive Contact tab;
SmartWay: Contact Information
Partner Information
Working Contact
Other Contacts
Please enter information about your Executive Contact here.
Please note that the email address should be different from the Working Contact.
Name
Addressl*
Address2
City*
Phone*
Email*
Confirm Email*
* - Required
j Cynthia
Burns
Use Partner Address
123 Clear Skies Way
Suite 310
Dallas
State* |tx ~ |
ZIP* (7
Country*
214-654-9898
Ext 210
Cell
Fax
CB@FPS.com
CB@FPS.com
SAVE
HELP
PRINT
SCREEN
HOME
VALIDATE
SCREEN
ADD
COMMENTS
Page A-12
Figure 16. Working Contact Information Screen
SmartWay Air Tool User Guide | Page 28

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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
4.
Enter the name(s) and title(s) for Other Contacts.
SmartWay: Contact Information
Partner Information
Working Contact
Executive Contact
Other Contacts
Please enter information about your additional contacts here.
Other Contacts:
Add New Contact
Edit Selected Contact
Delete Selected Contact
SAVE
PRINT
SCREEN
HOME
VIEW/ADD
COMMENTS
Page A-12
Figure 17. Other Contact Information Screen
Enter Other Contacts (if applicable) by selecting the
Next enter the first Other Contact then click OK when done.
Add New Contact
button.
Note: You must supply at least two unique contacts on the contact screen
to ensure EPA has access to at least two people for follow-up.
SmartWay Air Tool User Guide | Page 29

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NOTE: In some cases, companies with multiple fleets will gather
information from different sources within the company. You may find it
useful to have this additional contact information stored within the Tool.
You can add more contacts to the Other Contacts box by repeating this process. If you
wish to edit an existing contact's information, highlight the name you wish to edit and then
Edit Selected Contact
select the
the contact and then selecting
button. You can remove an existing contact by highlighting
Delete Selected Contact
VALIDATE
SCREEN
To make sure you have filled out all required contact information, select KtUUifl 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.
After completing the Contact Information screens select the
to the Home screen and go to Step 3.
HOME
Section 3: Fleet Description
On the Home screen, select the I
the Fleet Description screens.
Fleet Description(s)
button to return
button to display
The Air Tool tracks fleet-level operations. Most Air Freight Carriers should create one
fleet; i.e., one row. However, if you have multiple fleets that can be hired by customers
individually, you should create multiple fleet records in the Tool and characterize their
operations individually. You should not include internal company fleet definitions or
designations—only separate fleets as they would be identified and hired by your customers.
There are two screens in the Fleet Description section of the Tool:
• Fleet Identification: For each fleet that a customer can hire, you will be asked to
establish a name. Each fleet name will begin with your Partner Name, and will
include a fleet identifier. Use a Fleet Identifier that is recognizable by your
customers.
SmartWay Air Tool User Guide | Page 30

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Fleet Details: For each fleet, you will be asked to identify the fleet type, identify
the fleet's service area, select an appropriate revenue category, provide the total
number of aircraft, and identify a point of contact.
SmartWay Air: Fleet Description(s)
Fleet Identification
Fleet Details
SmartWay will list your company's fleet name(s) on the SmartWay website to indicate your participation in the SmartWay program. On the website, each name
will begin with your Partner Name, followed by your Fleet Identifier.
In the first row below, edit the Partner Name so that it appears exactly as you want it to show within each fleet name. For example, if your company's name
includes "Inc." or "Ltd.", you may choose not to include that in your fleet. Next, name your fleet(s) exactly as you want them to appear on the SmartWay
website, recognizing that they will automatically receive your company name as a prefix. If your company has only one fleet, you may leave the Fleet Identifier
field blank, in which case the fleet name will simply be your Partner name.
Only include fleets where you control over 95% of the operation of the fleet's aircraft (weighted by miles). If you contract out more than 5% of a fleet's
operation, do not enter it into this Tool, but instead use the Logistics Tool for that fleet. Also, only enter fleets in your company that a customer would have
discretion to hire. Do not include internal fleets that are invisible to your customers.
To add fleets, simply select the "Add Another Fleet" button at the bottom of the screen. Note that when you do this, the partner name portion carries forward
from the first row.
Partner Name
±1
Fleet Identifier
a
Fleet Name
(exactly as it will appear on the SmartWay Website)
| | 1 | Air Freight and Passenger Services, Inc.
r | 2 | Air Freight and Passenger Services, Inc.
|Air Freight and Passenger Services, Inc.: East Coast
|Air Freight and Passenger Services, Inc.: West Coa
Delete Checked Rows
Add Another Fleet
SAVE ¦ HE
HOME
Page A-14

Figure 18. Fleet Identification Screen
For each fleet you will need to specify:
• Partner Name: On the SmartWay website, each of your fleet names will begin
with the name of your company. This company name will be whatever you enter
in the Partner Name field on the "Air Fleet Identification" screen. By default, the
Company Name for your first fleet on the screen is automatically populated with
the first 50 characters of the Partner Name that was entered on the Home
screen. You should specify the Company Name so that it appears EXACTLY as it
you want it to show within each fleet name. (For example, if your company's
name includes "Inc." or "Ltd.", you may choose not to include that in your fleet
names.) Please pay special attention to proper capitalization, abbreviations, and
SmartWay Air Tool User Guide | Page 31

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punctuation. Remember that this name will be automatically inserted at the
start of each of your fleet names on the SmartWay website.
• Fleet Identifier: Please make sure to specify each fleet identifier exactly as you
want it displayed on the SmartWay website, including proper capitalization, any
abbreviations, and punctuation. Remember that it will automatically be
combined with your Company Name. NOTE: If you have only one fleet, you may
leave the Fleet Identifier field blank, in which case your business unit name will
simply be your Company Name.
NOTE: Define your fleets based on the ability of your customers to choose them. If a
fleet includes a mix of international and national service areas, and customers can choose to
hire your international fleet separately, then each should be regarded as a separate fleet.
You may also enter additional fleets as needed:
a.	To enter another fleet, select the	button.
b.	To delete a business unit, select the box next to the row you wish to delete, and
then select the	button.
c. Once you have confirmed or modified the Fleet Name and specified the Fleet
Identifiers, the full Fleet Name(s) will be displayed on the screen to the right,
exactly as they will be displayed on the SmartWay website.
To proceed, select the Fleet Details tab at the top, or simply select the
button at the bottom of the screen.
SmartWay Air Tool User Guide | Page 32

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SmartWay Air. Fleet Description(s)
Fleet Identification
Fleet Details
Please provide the requested information for each fleet defined on the previous screen. The total number of aircraft specified must match the values entered in
the upcoming Aircraft Inventory screen. Once complete select the 'Create Fleets' button at the bottom of the screen in order to generate the blank data
templates for each fleet. Refer to the help buttons in the column headers and at the bottom of this screen for additional information regarding data entry
selections.
Partner/Fleet Name
ll
Fleet Type
lJ
Service
Area
2}
Revenue
Category
A
Number of
Aircraft
1: Air Freight and Passenger Services, Inc.: East Coast
2: Air Freight and Passenger Services, Inc.: West Coast
joedicated Freight ~~31 International
j Mixed Operations "	^Regional ~3\
CREATE FLEET(S)
SAVE
^^9 MiMl
Page A-15
Figure 19. Fleet Details Screen
For each fleet, you are asked to provide additional details.
•	Fleet Tvoe: Fleet types include dedicated freight services, passenger services
and mixed freight and passenger services. A fleet is considered a dedicated
freight service provider if 75 % or more of their business is associated with
shipments of cargo. If 25% or less of a partner's business is associated with
shipments of cargo then they are considered primarily passenger service.
Airlines where cargo shipments are less than 75 % and greater than 25 % of their
business are considered mixed service providers.
•	Service Area: The Service Area allows you to differentiate between international
services, domestic services including national or regional service areas. If your
fleet provides a mixture of international and domestic services, select
international.
•	Revenue Category: The Revenue Categories allow for future comparisons of
similar sized business operations. For this data field, a fleet is considered large if
its annual revenues are over $1 billion; medium if its annual revenue is between
SmartWay Air Tool User Guide | Page 33

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$100 million and $1 billion; small if its annual revenue is between $20 and $100
million; and micro if its annual revenue is less than $20 million.
• Total Number of Aircraft: For each fleet, identify the number aircraft.
Please use Worksheet #2 in Appendix A of this document to help you prepare your fleet
characterization information.
Once you are sure your information is input correctly, you may select the
button at the bottom of the page. You will automatically be
CREATE FLEET(S)
returned to the Home Screen.
Section 4: Data Entry
On the Home screen, you will now see all the fleets you created listed in the window
below item # 4: Data Entry.
There will be a status message after each fleet, indicating whether or not the data entry
for that fleet is complete. The following information may appear beside a fleet name:
•	Not checked - Data has not been entered yet.
•	Incomplete - Some data is still missing and/or inconsistent.
•	Complete - All data requirements have been met and validation has occurred.
In addition to the status indicators above, you may also see one of two qualifiers:
"Errors" or "Warnings."
•	Errors will prevent you from generating the Emissions Summary under View
Your Data Reports, and must be addressed before you can submit your Tool to
EPA.
•	Warnings will still allow you to run the Emissions Summary and submit your
data to EPA. However, it is strongly recommended that you carefully review each
warning message before sending your data to EPA so that you can anticipate
questions that may come from a Partner Account Manager as a result of your
data being outside the expected ranges. The method for addressing errors and
warnings is described for subsequent input screens in the following sections.
SmartWay Air Tool User Guide | Page 34

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SmartWay Air. Home

^SmartWay
Data Year
2016
OMB 2060 0663
Expiration Date 07/31/2017
(Revised 2014)
United States Version: 2.0.16a
Released on: 04/14/2017
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):
jAir Freight and Passenger Services, Inc.
0
2-J
Contact Information



0

Fleet Description(s)
~
4. Data Entry (Double-click the fleet name or select and hit Enter):
SHEW
Fleet File
Status
Indicator
Air Freight and Passenger Services, Inc.: West Coast - Not Checked

Give us Feedback
Generate a (.xml) data file
I2J
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
|zJ
SAVE I HELP
QUIT
Page A-9
Figure 20. Fleet Data Entry Status Message
To add data to a particular fleet file, highlight the fleet name arid then double-click. You
will then proceed to the Tool Data Entry Screens.
SmartWay Air Tool User Guide | Page 35

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Air Tool: Air Freight and Passenger Services, Inc: East Coast
Aircraft Inventory
Aircraft Operations
Efficiency Utilization
Data Source Description
For each aircraft (or group of aircraft), specify the requested make, model, and cargo capacity information. If you have a group of identical aircraft, change the
value in the "# of Aircraft" column to reflect the total number that share the given characteristics.
After entering the number of aircraft in your fleet, select the appropriate aircraft make using the drop down menu. Upon selection, the available aircraft model and
series options for that make will appear in the next drop-down menu. Similarly, after specifying model and series, available engine makes and models will appear in
the next drop-down menu. Based on your selections for these three fields the Tool will present the number of engines, assumed engine load, and estimated cargo
weight and volume capacity. Of these fields you may enter alternative values for engine load and cargo capacity if you have reliable fleet-specific data.
To add more data-entry rows, select the "Add More Rows" button. After selecting this button, you will be prompted to enter the number of rows to add. To delete a
given row, check its "Delete" checkbox and then click the "Delete Checked Rows" button.
Please refer to the help buttons throughout this screen for more information on entering your aircraft inventory information.
jJ
ll
Number
Delete Qf Aircraft
Aircraft Make
ll
Aircraft Model and Series
U
Engine Make and Model
ll
Si
?i
Aircraft
Aircraft
11
JJ
Weight
Volume
# of
Engine
Capacity
Capacity
Enqines
Load °/o
(lbs)
(cuft)
P^"
1 =3
H
|| 68
p7
pr
I 72,422
3,605
I 125,906
4,522
n~
1,715
77.5
5,990
130
1,358
65.4
j 3 [AIRBUS
~ j | Airbus A310-200 Series
~ | ] IGEOIO-CF6-8OA-N/A-N0 engi ~ |
f~ I 5 |antonov
~ j jAntonov 124 Ruslan
~ | | lGE009-CF6-50E2-N/A-acoust ~ |
r | 8 I BRITTEN-NORMAN
-rj Britten-Norman BN-2A Mk m Trislanc ~||TtO54Q-TIO-540-J2B2 -N/A- ~
j 15 |gulfstream
¦r | j Gulfstream G280
~ j 111HN005-HTF7250G (AS907-2 t j
| 1 jPFER AIRCRAFT
~ j | Piper PA-23 Apache/Aztec
~ ||tI0540-TIQ-54Q-J2B2 -N/A-N( ~ |
>< Delete Selected Rows	Add More Rows
Import Aircraft Data
SAVE ¦ HELP
VALIDATE
SCREEN
ADD
COMMEffTS
Page A-16
Figure 21. Aircraft Inventory Data Entry Screen
Information entered on this screen and the next will allow the Air Tool to accurately
calculate emissions from your aircraft fleet by ensuring that the appropriate emission factors
are applied.
First enter the number of aircraft in the "# of Aircraft" column to reflect the total
number of aircraft for the given set of aircraft/engine make and model characteristics. The
total number of aircraft entered on this screen must equal the total number specified for this
fleet on the Fleet Details screen.
Keep in mind that you do not have to input a line for every single aircraft -- only for
every aircraft/engine combination. So, for example, if you have 25 Boeing 747-400s with Pratt
and Whitney PW 40621 turbo fans, you may enter all the information for these 25 aircraft on
one line.
SmartWay Air Tool User Guide | Page 36

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After entering the number of aircraft for each row, select the appropriate aircraft make
using the drop-down menu. Upon selection, the available aircraft model and series options for
that make will appear in the next drop-down menu. Similarly, after specifying model and
series, available engine makes and models will appear in the next drop-down menu.
The Air Tool includes over 3,000 possible aircraft/engine combinations. If you do not see
your specific aircraft/engine combination, please note this in the comment section (by selecting
the	button) and then select the aircraft/engine combination that most closely
resembles yours.
The Air Tool will automatically populate the number of engines associated with an
airframe as well as approximations of the weight and volume capacities per aircraft where
available. (If no value is provided, use your best estimates). Weight capacity reflects total
passenger, luggage, and cargo weight. Volume capacity reflects total interior volume, not just
the cargo hold area. As airframe configurations can vary significantly, you should revise the
weight and volume capacity estimates with information on your specific fleet.
For passenger aircraft, in your estimate be sure to include the weight and volume
associated with passengers, not just the cargo hold. For the weight capacity, use the FAA
assumption of 220 pounds per passenger (which includes the weight of the passenger and
luggage), and an additional 110 pounds per seat (or per passenger if the number of seats is
unknown) to account for the weight of structures and systems to accommodate the
passengers2. Note that you must then exclude luggage from the cargo component so that it is
not double counted.
Finally, enter the average engine load during cruise as a percent (between 0 and 100). If
you do not know the average cruising engine load a default value of 70% may be used.
To add more data-entry rows, select the More Rows I button. After selecting this
button, you will be prompted to enter the number of rows to add.
2ICAO Carbon Emissions Calculator, Version 5, June 2012
SmartWay Air Tool User Guide | Page 37

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To delete a given row, check the corresponding box in the Delete column and click the
X Delete Checked Rows ^
You also have the option of importing your data from an external file, as long as the file
meets the pre-determined format.3 To utilize this option, select the ^P01* Aircraft Data
button.
Once you select the IniPort Aircraft Data button, the Import Aircraft Data window will
SeIgcI Pils
be displayed. Press the	button to open a window that allows you to browse to
the location of your import file. Once the import file is selected, the file path and name will be
displayed.
3 The SmartWay Air Tool is also provided with a "starter" Excel file (starter.xls). This file contains column
headers for the required Air Tool input information in the first row. The next two rows contain example
aircraft records and should be over-written. After adding the required information for your fleet save the
file with a different name in a folder of your choosing before importing. Future versions of the Air Tool
may include an Export File function to facilitate this process.
SmartWay Air Tool User Guide | Page 38

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Import Aircraft Data
To import your Aircraft data first select the "Select File" button below, then select the XLS filename you created, and select the "Open" button. After specifying
the import file with your Aircraft information, validate the data in your Import file by using the "Validate File"' button. This performs a rigorous validation of the
data in your Import file. After the validation is complete, the Tool will display a list of any errors that need to be addressed before you can import your Aircraft
data into the tool. It will also display a count of total records amJ""'iJ	-¦ -"Nng the validation results. If your file contains any errors they will be
listed on the screen in a scrollable area. You cannot import the	detected. Once you have addressed any errors in the file, the "Import
File" button will become enabled and available for use. To impc	Selected	mport file, select the "Import File" button. After importing your file,
text will appear saying "Import successfully completed." Once
using the Tool screens.
Selected
Filename and
Path
Validate Fie
:raft data file into the Tool, you may modify any of the carrier data
Import
S :\Rick\NR_Canada\Contract 2_3_4\Air\2017\starter fiie.xls
Import Status
Total Records Valid Records
r
Invalid Records
!
I Your import file has errors in it. You cannot import it until you have addressed these errors. Please refer to the Air|Tool User Guide for guidance on how to import
Aircraft data into this tool.
2 row(s) did not have a matching aircraft make, aircraft model, and engine make/model. Please see the Air Tool Technical Document for a of the valid values and combinations. The specific 'I
entries' are isted below. This includes the following row(s): 2; 3;
»»» 3Xtrim Aircraft Factory - 3Xtrim 3X47 Ultra - (3X47) - IO-320-D1AD - (IO320) (1)
»»» 3Xtrim Aircraft Factory - 3Xtrim 3X47 Ultra - (3X47) - IO-360-B - (IO360) (1)
1
Status Bar
r			N
Validation
Messages

CANCEL
Page A-16
Press the
Figure 22. Import Aircraft Data Screen
Validate File
button to see any error that may prevent the data from
being imported or to confirm that your import file passes all validation for import. Any
validation message are shown in the same window below the Import Status section of the
window, as shown in Figure 22. Once your file has been validated, press the
button to import your data. The tool will present a message window informing you once your
import has successfully completed. Select the OK button to close the windows.
To proceed, select the Aircraft Operations tab at the top, or simply select the
button at the bottom of the screen.
SmartWay Air Tool User Guide | Page 39

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Air Tool: Air Freight and Passenger Services, Inc.: East Coast
Aircraft Inventory | Aircraft Operations | Efficiency Utilization	Data Source Description
For each row, provide the requested operational information. If the row represents a group of aircraft (rather than a single aircraft), the data must reflect the
total annual activity for the entire group. Also, any data item with "Total" in the header must be entered as a total (not average) amount.
To add or delete a row of data, you must return to the Aircraft Inventory tab.
Please refer to the help buttons throughout this screen for more information on entering your aircraft operations information.
ll
Aircraft Type
Number
of Aircraft
ll
Fuel Type
ll
Total
Annual Fuel
l\
Fuel Units
jJ
Total Annual
Miles Traveled
jd
Total Annual
Ton-Miles
Avg
Utilized
Volume
per
Aircraft
feu ft)
zJ
Total
Annual
LTOs
Total
Annual
Hours of
Operation
11. Airbus A310-200 Series
1 3
Jet Fuel
J
9,875
Tons
dl
258,947
2,893,853
1,734
958
8,574
12. Antonov 124 Ruslan
1 5
Jet Fuel
J
45,697
Gallons
dl
425,896
11,587,952
2,782
1,257
10,298
1 3. Britten-Norman BN-2A Mk in Trislander
1 6
Jet Fuel
J
112,659
Gaflons
dl
1,125,645
456,212
74
2,049
16,278
14. Gulfstream G280
15
Jet Fuel
J
256,982
Gallons
A\
2,225,121
4,444,552
145
4,127
32,698
j 5. Piper PA-23 Apache/Aztec
1 1
Aviation Gasolir
J
9,862
Gallons

65,227
25,821
49
226
2,245
SAVE ¦ HELP
Page A-18
Figure 23. Aircraft Operations Data Entry Screen
Ori this screen enter annual amounts for all of the aircraft associated with each given
aircraft/engine combination defined in the Aircraft Characteristics tab. For example, if you
indicated that you have 25 identical aircraft on the Aircraft Characteristics tab, you will need to
enter annual amounts that represent the total for all 25 of these aircraft,
For each row, provide the requested operational information. If a row represents a
group of aircraft, rather than a single aircraft, the data must reflect the total annual activity for
the entire group, unless otherwise specified. For each row, you will be asked to provide the
following:
• Fuel Type - For each aircraft type, select the correct fuel type (Aviation Gasoline
or Jet Fuel). Future versions of the tool may include various grades of jet fuel as
well as biojet and synthetic fuels.
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•	Total Annual Fuel Usage - Provide the total annual fuel usage for all of the
aircraft included in the aircraft type for that row.
•	Fuel Units - Identify which units the fuel usage is supplied in (Tons or Gallons).
•	Total Annual Miles Traveled - Provide the total number of miles traveled by all
the aircraft included in the aircraft type for that row.
•	Total Annual Ton-Miles - Enter the total ton-miles transported during the
reporting year for all aircraft in the given make/model grouping. A ton-mile is
one ton of freight moving one mile.
NOTE: DO NOT ESTIMATE TON-MILES BY SIMPLY MULTIPLYING TOTAL MILES BY TOTAL
TON - this calculation effectively assumes your entire tonnage is transported on EACH AND
EVERY aircraft, and will clearly overstate your ton-miles.
There are two ways to calculate your ton-miles:
1.	Companies can determine their average payload per aircraft grouping, multiply
the average payload by the total miles per aircraft group, and sum the results for
all flights for the reporting year; or
(total mi per group x total tons per group)
2.	Set Ton-miles per aircraft group = 	
total # of flights per group
To check your data, divide ton-miles by miles. The result is your group-average aircraft
payload. If this number is not reasonable, check your calculations.
Utilized Volume - Enter the AVERAGE volume PER AIRCRAFT (in cubic feet) occupied by
freight carried by this make/model grouping, for the reporting year.
Total Annual LTOs - Enter the total number of LTOs for this aircraft grouping for the
reporting year. One LTO cycle includes the approach, landing, taxi in, idling, taxi out, take off
and climb-out.
Total Annual Hours of Operation - Enter the total annual hours of operation for this
aircraft grouping for the reporting year. This value includes the flight time as well as time spent
idling and taxiing to and from gates.
SmartWay Air Tool User Guide | Page 41

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To proceed, select the Efficiency Utilization tab at the top, or simply select the
button at the bottom of the screen.
Air Tool: Air Freight and Passenger Services, Inc: East Coast	X
Aircraft Inventory	Aircraft Operations j Efficiency Utilization	Data Source Description
The following table summarizes the average payload and volume utilization for each of your aircraft or group of aircraft by type. Please review the calculated
utilization percentages for reasonableness, and revise your entries on the Aircraft Inventory and Operations screens if needed.
Weight
Aircraft Type
Number of
Aircraft
ll
Avg Weight
Capacity per
Aircraft (lbs)
ll
Calculated
Avg Payload
per Aircraft
(lbs)
j|
Calculated
Weight Load
Utilization
(0/0)
-ll
Avg Volume
Capacity per
Aircraft (cu
ft)
ll
Avg
Utilized
Volume per
Aircraft (cu
ft)
Mi
Calculated
Volume
Utilization
(%)

11. Airbus A310-200 Series
3
72,422
22,350.9
30.9
3,605
1,734
48.1

] 2. Antonov 124 Ruslan
5
125,906
54,416.8
43.2
4,522
2,782
61.5

1 3. Britten-Norman BN-2A Mk in Trislander
8
1,715
810.6
47.3
77.5
74
95.5

14. Gulfstream 6280
15
5,990
3,994.9
66.7
130
145
111.5

j 5. Piper PA-23 Apache/Aztec
1
1,358
791.7
58.3
65.4
49
74.9










SAVE ¦ HELP
HOME
VALIDATE
SCREEN
ADD
COMMENTS
Page A-19
Figure 24. Efficiency Utilization Summary Screen
The Efficiency Utilization screen displays a summary of the average payload and volume
utilization for each of your aircraft types. The calculated weight and volume utilization values
should be less than 100%. If any payload or volume information was left blank, "N/A" will
appear for that entry. If the calculated values do not look reasonable please revise the entries
on the Aircraft Inventory and Aircraft Operations screens, then return to this screen to view the
revised utilization estimates.
To proceed, select the Data Source Description tab at the top, or simply select the
button at the bottom of the screen.
SmartWay Air Tool User Guide | Page 42

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Air Tool: Air Freight and Passenger Services, Inc: East Coast
Aircraft Inventory
Aircraft Operations
Efficiency Utilization
Data Source Description
DATA SOURCES FOR AIRCRAFT INVENTORY, OPERATIONS, AND UTILIZATION INFORMATION
Please provide a detailed description of the data sources for the fleet inventory and operational data entered on the previous screens. Some of the aircraft
characteristics and operation data should be readily available from Partner records such as the number of aircraft, fuel usage, kilometres travelled, utilization
rates and operations. Aircraft make/model and engine manufacture/model is provided by the aircraft supplier (leasing company if the aircraft is being leased, or
manufacturer if participant owns the aircraft). The aircraft supplier can also be helpful providing data on the payload volume and capacity of the aircraft.
Alternatively payload capacity can also be obtained from the US Department of Transportation's Bureau of Transportation Statistics (BTS) T-100 dataset
http://www.transtats.bts.gov/Tables.asp?DB_ID=lll. The T-100 dataset is also a data source for LTO data. Note the T-100 data are provided to the FAA by the
air carriers. An aircraft's flight plans can also be a data source for hours of operation and LTOs. Contact your SmartWay Partner Account Manager if you have
questions regarding your data source description.
Once complete you may select the HOME button to return to the Home screen.
Data source (max 1000 characters)
Partner fleet records and T-100 data.
SAVE
HOME
ADD
COMMENTS
Page A-19
Figure 25. Data Source Description Entry Screen
Provide a detailed description of the data sources for the fleet inventory and
operational data entered on the previous screens. Some of the aircraft characteristics and
operation data should be readily available from Partner records such as the number of aircraft,
fuel usage, kilometres traveled, utilization rates, and operations. Aircraft make/model and
engine manufacture/model is provided by the aircraft supplier (leasing company if the aircraft
is being leased, or manufacturer if participant owns the aircraft). The aircraft supplier can also
be helpful providing data on the payload volume and capacity of the aircraft. Alternatively,
payload capacity can also be obtained from the Department of Transportation's Bureau of
Transportation Statistics (BTS) T-100 dataset. The T-100 dataset is also a data source for LTO
data. Note the T-100 data are provided to the FAA by the air carriers. An aircraft's flight plans
can also be a data source for hours of operation and LTOs.
SmartWay Air Tool User Guide | Page 43

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Select the
HOME
button to return to the Home screen.
Validating Your Data
The Air Tool has validation checks embedded at different points in the Tool to ensure
data quality, to help ensure the reasonableness and quality of Partner data.
VALIDATE
SCREEN
At any time, you can select the fcMl 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 fleet-
level validation.
VALIDATE
SCREEN
If you select the Kiiil button and no potential errors are identified, the following
message will be displayed. Select OK to proceed.
SmartWay - Validation Check
No errors found on this screen,
Figure 26. Validation Check Notification - No Errors
If missing or potentially erroneous inputs are identified, you will see the following
message.
SmartWay Air Tool User Guide | Page 44

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SmartWay
b There are currently errors on this screen,
" Do you want to display these errors now?
Yes
No
Figure 27. Validation Check Notification - with Errors/Warnings
Select Yes to see a complete list of validation errors/warnings.
The Air Tool also utilizes "logical" validation checks to ensure the reasonableness of
various inputs and category selections. If inconsistencies are found, in most instances a simple
warning is indicated, and text explanations are not required. For a complete listing of all
validation checks used in the Tool, refer to the Air Tool Technical Documentation.
NOTE: At this time the Air Tool only contains minimal validation checks. Additional
checks will be integrated into the Tool based on future partner data submittals.
Once all potential validation errors have been corrected or otherwise verified, select
Optional Steps — Provide Additional Information and View Reports
After completing Steps 1 - 4 on the Home screen, you have access to two optional
sections of the Tool.
the Feedback screen. These screens allow you to provide EPA with general feedback regarding
the SmartWay program. This information is optional and is not required in order to submit your
Tool data to EPA.
to proceed to the next step.
Selecting the
button on the Home screen will open
SmartWay Air Tool User Guide | Page 45

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Figure 28 displays the Feedback screen. You may respond to some or all of these
questions in order to provide feedback regarding the various aspects of the SmartWay program.
SmartWay values your feedback. Any information you provide will be used to improve the
program, and will be kept confidential. Use the scroll bar to the right to display additional
questions.
SmartWay Give Us Feedback: Air Freight and Passenger Services, Inc.	X
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: Air Freight and Passenger Services, 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
Yes
r
r
c
~3
31
31
ru
m
m
m
SAVE
HELP
HOME
ADD
COMMENTS
Page A-24
Figure 28. Suggestions Screen
Once you have completed this screen, select the
screen
HOME
button to return to the Home
The View Your Data Reports section gives you access to various reports to help you
understand your data and use it to make better performance decisions. You can access these
reports by selecting
Home screen.
View Your Data Reports
button on the
SmartWay Air Tool User Guide | Page 46

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SmartWay Reports
X
Please select the report you would like to view:
Displays all of the data you entered in the Fleet Description(s) section.
Displays all of the data you entered in Aircraft Inventory and Aircraft
Operations section for each fleet.
Emissions Summary
Estimates the C02, NOx, and PM emissions for your fleets. You can view
these estimates by fleet, fleet type, fuel type, or partner total.
Comments
Displays all of the comments that have been entered throughout the tool.
Give Us Feedback
Displays the feedback you provided in the Feedback section.
ZOOM
IN
Page A-21
Figure 29. View Reports Menu
Selecting any of the green buttons on this screen will display the indicated data. Several
reports summarize the data you entered on specific data input screens, such as the Fleet
Report and Aircraft Report.
Selecting the	button takes you to a screen
allowing you to preview and print your emissions summary report.
Figure 30 shows one of many sample reports that the Tool can generate for you; in this
case summarizing emission in tons and assorted performance metrics at the Partner Total level
(including all fleets). These reports will prove useful for your company's evaluation and
improvement efforts.
SmartWay Air Tool User Guide | Page 47

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SmartWay
Emissions Summary
Partner: Air Freight and Passenger Services, Inc.
Tool: Air
Display Option: Totals Only
Report generated on: 04/12/2017
Data Year: 2016
C02
Total Emissions
(Total Tons)
Based on Annual Statute Miles
Grams per Mile
Grams per
Average Payload
Ton-M ile
Grams per
Thousand Cubic
Foot-M iles
Partner Total
35,739.7266
7.906.3232
1.670.5422
1 855.7733



Based on Annual Statute Miles

NOx
Total Emissions
(Total Tons)
Grams per Mile
Grams per
Average Payload
Ton -M ile
Grams per
Thousand Cubic
Foot-M iles
Partner Total

3,401.8298
752.5510
159.0079
176.6389



Based on Annual Statute Miles

PM
Total Emissions
(Total Tons)
Grams per Mile
Grams per
Average Payload
Ton -Mile
Grams per
Thousand Cubic
Foot-M iles
Partner Total

133.3999
29.5107
6.2354
6.9267
Figure 30. Example of Completed Report
***Once you've reviewed these sections, you will be ready to submit your Tool to EPA***
SmartWay Air Tool User Guide | Page 48

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Submitting Your Tool to EPA
Select the
Generate a (.xnil) data file
button, which will open a new screen.
Select the checkbox to indicate you understand the terms of the SmartWay Partnership
Agreement once again.
Create submission file for EPA


X
"^vSmartWay
Data Year
2016
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014)
Air
United States Version: 2.0.16a
Released on: 04/14/2017
. . 	 . . . . .. . . . . ..
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).
P I understand and agree to the terms of this agreement.
CANCEL
Page A-25
Figure 31. EPA Submission Screen - Agreement Understanding
Next, a question will appear asking if you are an existing SmartWay Partner (Y/N). If you
are, a question will appear asking if you submitted your data the previous reporting year. If you
have ever been a SmartWay Partner you can enter your Annual Submission ID, which has been
sent to you by your SmartWay Partner Account Manager via email. If you cannot locate your
submission ID you can select the Email me my SmartWay ID button to have your ID sent to you.
Submission of the SmartWay ID is optional.
SmartWay Air Tool User Guide | Page 49

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X
Air
United States Version: 2.0.16a
Released on: 04/14/2017
Create submission file for EPA
SmartWay
Data Year
2016
OMB 2060-0663
Expiration Date 07/31/2017
(Revised 2014)
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).
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? <•	C
Please enter your SmartWay ID that your Partner Account Manager sent you in an email. If you do not have your
SmartWay ID and you were either the designated Working Contact or Executive Contact in last year's submission, you
can use the link below to have your SmartWay ID emailed to you.
Email me my SmartWay ID
You are now ready to create your .xml file. The tool will also automatically save your .xml file and .xls file at: C:\Users\RBaker
\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\RYHTZGEA unless you designate another location. Please select the
NEXT button below to continue.
Page A-25
Figure 32. EPA Submission Screen - Existing Partner
When ready, select
to create a file with the following naming convention:
Air_PartnerName_ Year_ VQ.xml4
where "PartnerName" is your company's name as entered for Step 1 on the Home
screen, and "Year" indicates the year for which you are submitting your data; for example:
Air_Air Freight and Passenger Services, lnc_2016_V0.xml
4 If you create the XML file multiple times the file name will increment each time (e.g., Air_ABC Air, lnc_2016_V1 .XML for the
second iteration, etc.
SmartWay Air Tool User Guide | Page 50

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Next, specify the folder where you would like to save the .xml file, and a screen will
appear.
Follow these instructions for submitting your XML and XLS files to SmartWay. Note that
the XML file is approximately 10 times smaller than the XLS files the Tool generated.
Upon selecting	, you are presented with a "CONGRATULATIONS!" message
screen which shows you the Excel tool path and name used to generate the corresponding XML
file with the specified path and name, along with some general instructions about the
submission files and process. Once you have finished reading the message window, select the
CLOSE
button to exit the message window. A message will appear that allows you to close
the Air Tool or return to the Home screen.
SmartWay Air Tool User Guide | Page 51

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X
Air
United States Version: 2.0,16a
Released on: 4/14/2017
SmartWay - Instructions for Submitting File
^\xSmartWay
CONGRATULATIONS! Your SmartWay submission files are now located at:
Excel File
|c:\Users\RBaker\Desktop\Air_Air Freight and Passenger Services, Inc	2016_V0.xls|
XML File
Jc:\Users\RBaker\Desktop\Air_Air Freight and Passenger Services, Inc	2016_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 smartway_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 will receive an acknowledgement of acceptance.
ZOOM
IN
Figure 33. Instructions for Submitting XML File to EPA
NOTE: DO NOT ZIP the File. Send it to EPA as a normal file attached in an e-mail.
NOTE: DO NOT DELETE YOUR EXCEL (XLSX) TOOL - SAVE THIS FILE FOR YOUR
REFERENCE.
If you have any comments about the Tool and/or User Guide, please submit these with
your Tool in a separate document.
SmartWay Air Tool User Guide | Page 52

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Troubleshooting
Although the SmartWay tools have been tested extensively, you may encounter errors.
Intermittent errors have been encountered when opening the Tool from an e-mail rather than
from a drive. In addition, note that you will not be able to open the Tool successfully directly
from the SmartWay website, so save the Tool to your hard drive before opening. If you
encounter an error during use of the Tool, try restarting the Tool directly from a disk drive, with
all other Excel files and applications closed. In addition, make sure that your computer is using
a system and application version validated for use with the SmartWay tools (Windows XP or
later operating system, and Excel Office 2003 2007, 2010, or 2013).
If you continue to encounter problems, make a screen capture of the error message,
and save the Tool at that point. (You can make a screen capture by pressing the keys Alt and
Print Screen at the same time, and then pasting the image into a document such as MS Word.)
Then send the screenshot, along with the saved Tool to your Partner Account Manager for
further assistance.
Proper Calculation Setting
By default, Microsoft Excel is set to automatically calculate formulas. If values within
your Tool are not calculating automatically, then your Excel may be set to "Manual". Follow
these instructions to change your Excel Calculation setting.
Office 2010 and Newer
Choose the "Formulas" tab. Select the "Calculation Options" button in the "Calculation"
section to view the drop-down list of options. Choose "Automatic" from the list of options to
switch to automatic calculation.
SmartWay Air Tool User Guide | Page 53

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Select the Office button at the top left. Then select the Excel Options button and the
Excel Options dialog box will appear. Select the Formulas tab and the Formulas options will
appear in the right pane. Select the "Automatic" radio button in the Calculation options section.
SmartWay Air Tool User Guide | Page 54

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SmartWay Air Tool User Guide | Page

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APPENDIX A: ACTIVITY DATA WORKSHEETS
SmartWay Air Tool User Guide | Page 57

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Worksheet #1: Company and Contact Information
#1. Enter Your Contact Information:
General Company Contact Information
Company Name

Headquarters
Mailing Address

City

State/Province

Zip
Code

Country

Main Phone
Number
Toll-free Number

Cell
number
Web Address
Working Contact Information
Working Contact Name

Working Contact Mailing
Address

City

State/Province

Zip Code

Country

Working Contact Phone
Number

Email
Address

Executive Contact Information
Executive Contact Name

Executive Contact Mailing
Address

City

State/Province

Zip Code

Country

Executive Contact Phone
Number

Email
Address

Other Contact Information
Other Contact Name

Other Contact Mailing
Address

City

State/Province

Zip Code

Country

Other Contact Phone Number

Email
Address

Contact's Role in Program

SmartWay Air Tool User Guide | Page 58

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Worksheet #2: Air Fleet Identification & Characterization
Complete this worksheet for each fleet you will be submitting in the Air Tool.
#2: Define Your Fleet(s)
Fleet Name (Partner Name followed by Fleet Identifier name)
Fleet Type: 	Dedicated Freight		Mixed Operations		Passenger
Service Area: 	International		National		Regional
Revenue Category: 	Large (> 1$B)
	Medium ($100M - $1B)
	Small ($20M - $100M)
	Micro (< $20M)
Total Number of Aircraft:	
Fleet Contact:	
SmartWay Air Tool User Guide | Page 59

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Worksheet #3A: Aircraft Inventory and Operations
Complete the following for each fleet you will be submitting in the Air Tool. Make multiple copies of
the table below to enter all aircraft in the fleet if needed.
ft3A: Identify Your Fleets
Air Fleet Name
Number of Aircraft:

Aircraft Make:
(selection list available)
Aircraft Model and Series:
(selection list available)
Number of Engines:

Average Engine Load:

Cargo Weight Capacity:
(default value provided, user option to change)
Cargo Volume Capacity (cubic feet):
(default value provided, user option to change)
Fuel Type:
(aviation gasoline, jet fuel)
Total Annual Fuel Usage:

Fuel Units:
(gallons, tons)
Total Annual Miles Traveled:

Total Annual Ton-Miles:

Utilized Volume (cubic feet):

Total Annual LTOs:

Total Annual Hours of Operation:

SmartWay Air Tool User Guide | Page 60

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Worksheet #3B: Data Source Description
Complete the following for each fleet you will be submitting in the Air Tool. Make multiple copies of
the tables if needed.
Fleet Name:
Provide Data Source Description:
SmartWay Air Tool User Guide | Page 61

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APPENDIX B: How to Set Security Levels for the SmartWay Tools
The following instructions should appear on your screen if you need to change your security
settings before running the Tool. When you first open the Air 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
a E £3 lJ "I - P - A fflw # a- 3A4*
•j3| -
^ Protected View Office has detected a problem with this file.
Editing it may harm your computer. Click for more details.
AH19 &


[dickfor 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 Data Review View Developer
^ Save
Save As
Ejj? Open
"j Close
Recent
New
Print
Help
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
i Learn more about Protected View
Properties T
Size
Title
Tags
Categories
12.9MB
None
None
Related Dates
Last Modified	Today, 11:12 AM
Created	4/16/201511:16 AM
Last Printed	9/19/2016 &51 AM
Related People
Author	BMeade
Last Modified By BMeade
Related Documents
Open File Location
Show All Properties
SmartWay Air Tool User Guide | Page 62

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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).
Excel 2003 Users
Before you begin, be sure to set your Excel security setting level to "Medium."
1. When using Excel 2003, on the menu bar, go to Tools Macro -^Security Level.
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Figure B-l: Macro Drop-Down Menu
2. When that window opens, select Medium.
SmartWay Air Tool User Guide | Page 63

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Figure B-2: Security Dialog Box
Security
Securjty Levej j Trusted Publishers
BS*
O Very High. Only macros installed in trusted locations will be allowed
to run. All other signed and unsigned macros are disabled,
High. Only signed macros from trusted sources will be allowed to
run. Unsigned macros are automatically disabled,
0 Medium, You can choose whether or not to run potentially unsafe
macros.
O Low (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.
Cance
To run the Tool:
1)	Save the Tool to your computer in a folder on your hard drive; and,
2)	Double-click on the file to open the Tool.
You will see a security warning box appear (Figure B-3).
'S:\5nnart Way \Shipper.xls" contains macros,
Macros may contain viruses, It is usually safe to disable macros, but if the
macros are legitimate, you might lose some functionality.
Disable Macros
More Info
Enable Macros
Security Warning
Figure B-3: Security Warning Box
3) Select the Enable Macros button in the security warning box.
SmartWay Air Tool User Guide | Page 64

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Security Settings for Excel 2007 Users
The default settings for Excel 2007 should enable you to run the Tool without any changes. To run the
Tool:
1)	Save the Tool to your computer; and,
2)	Open the file, and select the
Options...
button that appears after the Security
Warning just below the menu bar (Figure B-4). Detailed instructions are also provided
on the screen itself. Scroll to the right for instructions in French.
,:S) ^
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^ Security Warning Some active content has been disabled. Options...
fx | Security Settings forthe Tool
x
1 I Security Settings for the Tool~
2	(Pour des instructions en frangais, faites defiler vers la droite.->)
3	In order to run this application, you must have macros enabled.
4	For Excel 2007 and Excel 2010 Users: (Ifyou are using Excel 2003, please scroll down.)
If an "Options.. ." button appears in the menu bar above, follow these instructions:
1. Click the Options button. This button appears after the Security Warning in the Excel 2007 menu bar.
5	2. Enable content. In the Microsoft Office Security Options dialog box, choose "Enable this content" and click OK.
If the "Options..." button does not appear, use the instructions below. [NOTE : If you do not have a round Office button (as
shown in the picture below), you are probably using an earlier version of Excel, in which case you need to scroll to the
instructions for Excel 2003 users.]
1.	Click the Office button. This button appears in the top left comer of the screen in Excel 2007/2010.
2.	Go to Excel Options. Click the "Excel Options" button in the bottom right corner of the pull-down menu
^ --	—r	* *;
3. Go to the Trust Center. On the Excel Options screen, click on Trust Center in the left navigation bar.
4 Go to the Trust Center Settings. Click on Trust Center Settings in the bottom right portion of the screen.
5.	Change security settings. Choose the setting "Disable all macros with notification" and click OK.
6.	Reopen the file. Close the Excel file and then re-open it.
~' I Security Settings, tJ
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Figure B-4: Security Warning Screen
3) In the Microsoft Office Security Options dialog box (Figure B-5), choose "Enable this
content" and select OK. The Tool will then open after a short delay.
SmartWay Air Tool User Guide | Page 65

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r	
Microsoft Office Security Options
? X
^ 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: \smartway Shipper. xls


O Help protect me from unknown content (recommended)


® iEnable this content]



Open the Trust Center
Cancel


Figure B-5: Security Options Dialogue Box
If you reach this point and the Tool does not open, please review the "Software and Hardware
Requirements" listed near the beginning of this section and again in the Quick Start Guide. Otherwise,
[Pi0
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 B-6):
SmartWay Air Tool User Guide | Page 66

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Microsoft Excel
~ <
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Recent Documents
A'rapText | General

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s; zi a
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-------
Excel Options
Popular
Formulas
Proofing
Save
Advanced
Customize
Add-Ins
Trust Center
Resources
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 Off ice Excel privacy statement
Microsoft Office Online privacy statement
Customer Experience Improvement Program
Security & more
Learn more about protecting your privacy and security from Microsoft
Microsoft Windows Security Center
Microsoft Trustworthy Computing
Microsoft Office Excel Trust Center
The Trust Center contains security and privacy settings. These settings help keep your computer
secure. We recommend that you do not change these settings.
Select the "Trust
Center Settings"
button

Trust Center Settings..
OK 1 | Cancel
Figure B-8: Trust Center Settings Screen
SmartWay Air Tool User Guide | Page 68

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Choose the setting "Disable all macros with notification" (Figure B-9) and select OK.
Trust Center	| ? [fx"|
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 alt macros without notification^
® 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."
|_ OK _ | | Cancel
Figure B-9: Macro Settings Screen
Next, to run the Tool:
1)	Save it to your computer.
2)	Open the file, and select the Options or Enable Content button as described above.
3)	In the Microsoft Office Security Options dialog box (Figure B-5), choose "Enable this
content" and select OK. The Tool will then open after a brief delay.
If the Tool does not open at this point, please review the "Software and Hardware Requirements" listed
near the beginning of this section and again in the Quick Start Guide.
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:
SmartWay Air Tool User Guide | Page 69

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1)	Save the tool to your computer.
2)	Open the file. Depending on your Office settings, you may receive an "Enable Editing"
popup. If you do, simply select the	button. This will allow you to enter
data into the tool. You may only receive this popup the very first time you open the
tool.
^ 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 B-10: The Enable Editing Button
Enable Content
3) Depending on your Excel macro security settings, you may receive a
popup. If you do, simply select the	button. This will enable macros
in the tool you just opened.
! Security Warning Some active content has been disabled. Click for more details. Enable Content
|	A1	~	fx Security Settings for the Tool
	j	A	I
1	| Security Settings for the Tool	I
2	(Pour des instructions en frangais, faites defiler vers la droite.->)
In nrrlor tft run thie annliratinn tmn mnet havia marrne anahlaH
Figure B-ll: Security Warning Popup
If, at this point, the Tool does not open, review the Software and Hardware Requirements above
Otherwise, 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 B-12):

SmartWay Air Tool User Guide | Page 70

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Microsoft Excel
Lj) New
Recent Documents
1 / fipen

U **
liTl *






I General
Number

Cells
£ & f
Editing

1.
Select the "Excel
Options" button
J Excel Options j | X Egit Excel ] I
Figure B-12: Excel 2010 and Newer Options Drop-Down Menu
On the Excel Options screen, select Trust Center in the left navigation bar (Figure B-13):
Select "Trust
Center"
Popular
Formulas
Proofing
Save
Advanced
Customize
Add-Ins
Trust Center
Resources
&
Change the most popular options in Excel.
Top options for working with Excel
[^1 Show Mini Toolbar on selection ¦ ¦
0	Enable Live Preview :
1	I Show Developer tab in the Ribbon 1
0 Always use ClearType
Color scheme: Blue v
ScreenTip style: , Show feature descriptions in ScreenTips v
Create lists for use in sorts and fill sequences: | Edit Custom Lists... ]
When creating new workbooks
[ Body Font
I" M
Use this font:
Font size:
Default view for new sheets: | Normal View
Include this many sheets: [3	Z
Personalize your copy of Microsoft Office
User name: [MHeyward	
Choose the languages you want to use with Microsoft Office: [ Language Settings... |
[ OK | | Cancel
Figure B-13: Excel 2010 Options Drop-Down Menu
When the Trust Center options display opens, select Trust Center Settings in the bottom right portion of
the screen (Figure B-14):
SmartWay Air Tool User Guide | Page 71

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Excel Options
0®
Popular
Formulas
Proofing
Save
Advanced
Customize
Add-Ins
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
Figure B-14: Trust Center Settings Screen
SmartWay Air Tool User Guide | Page 72

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Choose the setting "Disable all macros with notification" (Figure B-15) and select OK.
Trust Center
Trusted Publishers
Trusted Locations
Add-lns
ActiveX Settings
Macro Settings
Message Bar
External Content
Privacy Options
Macro Settings
For macros in documents not in a trusted location:
O Disable afl macros without notification
0 Disable all macros with notification M
O Disable all macros except digitally signed macros
O Enable all macros (not recommended; potentially dangerous code can run)
Developer Macro Settings
|~1 Trust access to the VBA project object model
/	
Select "Disable all macros with
notification"
\	
OK | I Cancel
Figure B-15: Macro Settings Screen
SmartWay Air Tool User Guide | Page

-------