4^, United States
l*H|l Environmental Protection
\'kl * ^Agency
^vSmartWay
U.S. Environmental Protection Agency^
2019 SmartWay
Air Carrier Partner Tool:
User Guide
U.S. Version 2.0.18 (Data Year 2018)
EPA-420-B-19-007 ! March 2019 [ SmartWay Transport Partnership ! epa.gov/smartway
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^ CPA Environmental Protection ^\XSmartWaV
"* Agency U.S. Environmental Protection Agency^
2019 SmartWay
Air Carrier Partner Tool:
User Guide
U.S. Version 2.0.18
(Data Year 2018)
Transportation and Climate Division
Office of Transportation and Air Quality
U.S. Environmental Protection Agency
EPA-420-B-19-007
March 2019
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Table of Contents
PRE-CHECKLIST - BEFORE GETTING STARTED l
Is this the right SmartWay TooL for me? l
What Is The SmartWay Transport Partnership? l
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? 3
What Data Do I Need To Gather To CompLete The Air TooL? 4
What Software & Hardware Is Required For CompLeting The Air TooL? 5
How do I set the Security LeveL When Opening SmartWay TooLs? 6
What Is IncLuded In The SmartWay Carrier Partnership Agreement? 8
STEP l DATA COLLECTION REQUIREMENTS 10
Introductory Screens 10
US/Canada Operations Screen 10
Data Requirements For Establishing Your Data CoLLection Year n
Data Requirements For Section l: Specify OfficiaL Partner Name n
Data Requirements For Section 2: Enter Contact Information 12
Data Requirements For Section 3: Characterize Your FLeets 12
Data Requirements For Section 4: FLeet Data 13
Aircraft Inventory Screen Requirements 13
Aircraft Operations Screen Requirements 13
STEP 2 DATA ENTRY 15
DownLoading The SmartWay Air TooL 15
How To Set Security LeveLs For The SmartWay TooLs 15
Entering Partner Name 15
Entering Contact Information 15
CompLeting The FLeet Identification Screen 17
CompLeting The FLeet DetaiLs Screen 18
SeLecting A FLeet For Data Entry 19
CompLeting The Aircraft Inventory Screen 19
CompLeting The Aircraft Operations Screen 23
Viewing the Efficiency UtiLization Screen 25
CompLeting The Data Source description Screen 25
Submitting Your TooL To EPA 26
STEP 3 RESULTS AND SUMMARY REPORTS 27
APPENDIX A: WORKSHEETS FOR DATA COLLECTION A-l
Worksheet #1: Contact Information A-l
Worksheet #2: FLeet Characterization A-3
Worksheet #3: Aircraft Inventory and Operations A-4
Worksheet #4: Data Source Description A-5
SmarWay User Guide | Table of Contents iii
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Pre-Checklist — Before Getting Started
WARNING:
***Before beginning, use this chart to make sure you are choosing the right tool for your
operations! ***
IS THIS THE RIGHT SMARTWAY TOOL FOR ME?
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 734-214-4647 for assistance.
WHAT IS THE SMARTWAY TRANSPORT PARTNERSHIP?
Launched in 2003, the SmartWay Transport Partnership is a public/private collaboration between the EPA
and the freight industry to improve fuel efficiency, increase environmental performance, and encourage
supply chain sustainability.
Seven types of freight transport companies can join SmartWay.
Freight shippers
Logistics companies (including 3PLS/4PLS1)
^v-Truck carriers
^•>Rail carriers
13PLS/4PLS Third party Logistics/fourth-party Logistics companies.
SmartWay User Guide | Pre-Check List 1
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Barge carriers
Multimodal carriers
^•vAir carriers
Companies join the SmartWay Transport Partnership by submitting a Partner Tool to SmartWay. The
SmartWay Tools (l) 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. Tools submitted and approved on time qualify partners to
use the SmartWay Logo.
SmartWay ranks Partners' efficiency and environmental performance and recognizes superior performance
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 stories, carriers that join the SmartWay Transport
Partnership can gain a better understanding of their environmental footprint and assert their corporate
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
^vdetermine 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.
leadership.
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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.")
Air Carriers that submit tools that are approved by EPA are known as "SmartWay Air Carrier Partners."
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
*\Ntrack annual changes in performance
Upon approval of an Air Tool submission, an aircraft company will be identified as a SmartWay Air 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. The carrier will also receive information on how to access its current
SmartWay Registration Document.
HOW DO I JOIN IF MY PARENT COMPANY HAS MULTIPLE FLEETS?
Companies that join the SmartWay Partnership should include all of their fleets in their submission. If a
company wishes to list multiple fleets in the Air Tool, they should list these fleets as their customers hire
them. Internal fleets invisible to a customer should not be listed separately. Companies will be listed at the
Company level in the SmartWay Partner list on the SmartWay website, and each individually defined fleet
will appear as a separate entity in the SmartWay Carrier Data file that customers use to identify which fleets
they do business with in the Shipper and/or Logistics Tools.
SmartWay highly recommends developing your list of fleets before beginning your data entry
process. Any fleet that a shipper or logistics company 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 companies before filling out the Tool.
SmartWay User Guide | Pre-Check List 3
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WHAT DATA DO I NEED TO GATHER TO COMPLETE THE AIR TOOL?
To participate in SmartWay, air freight carriers need to gather the following essential information to complete
the Air Tool:
^>The official company name EXACTLY as you would like it presented on the EPA website and other EPA
communications
Company contact information
^vContact details for your Working Contact (see page 19 for definition)
Contact details for an Executive, Sustainability and/or Other Contact(s) (Executive cannot be the same as
the Working Contact) (see page 19 for definition)
Percent split between US/Canada operations
^vA 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
Aircraft inventory information including aircraft and engine makes/models
Aircraft operations data including:
¦ Fuel type and consumption levels
¦ Miles and ton-miles traveled
¦ LTOs and hours of operation
"*vData source descriptions
^vSmartWay ID number (if this is not your first tool submission)
This data should be provided for all of your company's 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.
SmartWay User Guide | Pre-Check List 4
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WHAT SOFTWARE & HARDWARE IS REQUIRED FOR COMPLETING THE AIR TOOL?
The Air Tool was designed in Microsoft Excel using forms and Visual Basic for Applications (VBA) macros and
code. Completing the Air Tool requires the following software and system requirements:
Supported Operating Systems
¦ Includes Windows 7, Windows 8 and 8.1, and Windows 10
¦ The Tool should also be compatible with Windows XP if all other requirements are met as well.
However, Windows XP has reached end of support and Microsoft and this may affect tool
performance.
System Requirements
^*vlBM Pentium processor or greater
GB Ram
^>100 MB disk space
Monitor display setting of 1,024 x 768 or greater
Software Requirements
Microsoft Excel 2010 or later
¦ Includes Excel 2010, Excel 2013, Excel 2016 and Excel in Office 365
¦ Must be the one-time purchase version of Microsoft Excel installed on a PC or the Office 365
subscription desktop version of the application; cannot run with Microsoft Excel online or through
OneDrive online
¦ The Tool should also be compatible with Excel 2007 if all other requirements are met as well.
However, Excel 2007 has reached end of support and Microsoft no longer provides technical
support, bug fixes, or security fixes. This may affect tool performance.
¦ Excel 2010 will also reach end of support by Microsoft on October 13, 2020.
Please check with the user guides for your computer, online support, or your company's IT department to
make sure your system is set up to use the Air Tool.
Microsoft Windows 7 or later
SmartWay User Guide | Pre-Check List 5
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HOW DO I SET THE SECURITY LEVEL WHEN OPENING SMARTWAY TOOLS?
Since the Tool employs macros, Excel macros must be enabled to use the Tool. If necessary, follow the
directions on the first screen of the Tool to enable macros, follow directions provided on the Microsoft
Support website: https://support.office.com/en-us/article/Enable-or-disable-macros-in-Office-files-
i2Bo^6FD-Di40-4E74-B4g;E-i6FEDiA7Eg;C6. or follow the directions below:
Macros must be enabled on your computer to use the Air Tool.
^*vThe default macro security setting in Excel is "Disable all macros with notification"
,-^X
^>When you open the tool, you may get a security alert that macros are present, and you need to choose
to enable the macros for this file to work. The steps below describe how to enable macros for different
versions of Excel, first if the message bar or security dialog appear, and alternatively in the Trust Center if
the message/dialog do not appear.
Enable macros when the Message Bar appears (Excel 2016, 2013, and 2010)
1. When you open the tool, the yellow message bar appears with a shield icon and the Enable
Content button.
2. On the Message Bar, click Enable Content.
Note: if the file opens in Protected View, click Enable Editing on the message bar. If there is no Enable
Editing option, click for more details and then click Edit Anyway. The Protected View message will look
similar to the image below:
! iwuiWy Wjmws klinei l>w D<(n dmbKO. Enibk Cgndnt
PROTECTED VIEW Office has detected a problem with this file. Editing it may harm your computer. Click for more details.
PROTECTED VIEW This file was opened in Protected View, Click for more details.
Once editing is enabled, follow Steps 1 and 2 above to enable content on the macro message bar.
Enable macros when the Security Options dialog appears (Excel 2007)
1. When the Security Options dialog appears, click Enable this content
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2. Excel 2007 Security Options dialog
Microsoft Office Security Options
Security Alert - Macro
Macro
Macros have been disabled. Macro? (right contain viruses or other security hai-ards. Do
net enable this content unless you trust the source of this fde.
Mote; The content signature « valid, but you have not chosen to trust the
entity that published this content.
More information
NePath: C;\Documenb and Setting>\All UsersNwiaard.wia:
Signature
Sirred by: Microsoft Corporation
Certificate exprabon: i 1/24/2003
Certificate ssued by: wcrosoft Code Signing PCA
Shov, Signature Details
® Help protect me from unknown content (recommended)
O Enable thss content
O Trust all documents from this publisher
Open the Trust Center I O* \ [ Cancel ]
If the Message Bar or Security Options dialog does not appear, change macro settings in the Trust Center
Change macro settings in the Trust Center (Excel 2016, 2013, 2010, 2007)
fta
1. Click the File tab (Excel 2016, 2013, 2010) or the Microsoft Office Button (Excel 2007)
2. Click Options (Excel 2016, 2013, 2010) or Excel Options (Excel 2007)
3. Click Trust Center, and then click Trust Center Settings.
4. In the Trust Center, click Macro Settings.
5. Click the option "Disable all macros with notification."
6. Click OK.
7. Close out of the Excel file and then re-open it.
8. Follow the previous instructions to Enable macros when the Message Bar or Security Options dialog
appears
SmartWay User Guide | Pre-Check List 7
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The following image is the Macro Settings area of the Trust Center
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WHAT IS INCLUDED IN THE SMARTWAY CARRIER PARTNERSHIP AGREEMENT?
To join the SmartWay Transport Partnership as an air freight carrier, you must agree to the Language on the
"Partnership 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,
SmartWay User Guide | Pre-Check List 8
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U.S. Environmental Protection Agency
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 not make statements or imply that EPA endorses the
purchase or sale of the Partner's products and services or the views of the organization.
6. Submittal of this SmartWay Tool annually constitutes agreement to all terms in this Partnership
Agreement. No separate agreement need be submitted.
SmartWay User Guide | Pre-Check List 9
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Data Collection Requirements
This section will identify data needed for completing the required sections of the Air Tool The Air Tool
Technical Documentation explains more about the methodological structure and technical aspects of the
Tool and the data entry process; this guide will focus primarily on the essentials for completing the Tool.
Upon opening the 2019 Tool, you will see a Welcome screen, followed by five screens which orient you to
the Tool. The Assistance for New Users screen appears first, and allows users to view an orientation video.
Additional screens may be accessed from this screen, including Tool selection guidance, data collection
needs, Tool help and navigation, and the SmartWay Partner Tool Schedule for 2019. These are general
information screens and may be skipped if you are already familiar with the Tool. However, upon proceeding
you MUST select the box at the bottom of the Partnership Agreement screen, indicating that you agree to
the terms of the Partnership Agreement.
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 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.aov/smartway
^-Canada: http://www.nrcan.ac.ca/eneray/efficiency/transportation/commercial-
vehicles/smartwav/76ifi
To allow the United States and Canada to accurately determine the impacts of freight operations in each
country, the last introductory screen in the Air Tool asks you to indicate the approximate percentage of your
total air miles attributable to each country.
INTRODUCTORY SCREENS
SmartWay User Guide | Step 1 10
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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/smartwav/
Canada: http://www.smartwav.nrcan.gc.ca
To allow the United States and Canada to determine country-specific impacts for internal tracking purposes, please answer the following question
about your freight operation. This answer is not used in any calculations regarding your score so therefore can be approximate.
Please indicate the approximate percentage of your overall operations in the United States and Canada.
78 % Operation in the United States
22 % Operation in Canada
US/Canada Operations Screen
DATA REQUIREMENTS FOR ESTABLISHING YOUR DATA COLLECTION YEAR
Before beginning your data collection, 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 have not been in operation for a full year, you must collect a minimum of three months'
data for input into the SmartWay Tool, in your next update year, you will be expected to submit a full year's
data.
DATA REQUIREMENTS FOR SECTION 1* SPECIFY OFFICIAL 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 your company's official Partner Name under Section 1 of the HOME screen, exactly as you
want it to appear on the SmartWay website.
For example, you may enter:
^>ABC Company
^¦>ABC Company, Inc.
Your company will be listed exactly as you've entered in Section 1, Therefore, it is important to pay special
attention to proper capitalization, abbreviations, annotations, and punctuation.
SmartWay User Guide | Step 1 11
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DATA REQUIREMENTS FOR SECTION 2: ENTER CONTACT INFORMATION
The SmartWay Tool asks for:
General company information such as Location, web address, phone number, etc.
A Working Contact2 for any questions about your company's participation and Tool submissions
^VAn Executive Contact3 for participation in awards and recognition events
A SustainabiLity Contact (optional)4 for information on company sustainability programs and outreach
Additional contacts (optional): Additional contacts may include anyone who is not the Working,
Executive, or Sustainability contact but may be involved with SmartWay (e.g., press/media contact, fleet
manager, etc.).
Note that you MUST have at least two contacts listed in the contact information section of the Tool, and the
Working and Executive Contacts must be different, in order to proceed. SmartWay recommends developing
an internal succession plan to make sure that your Air Tool submission schedule is maintained, in the event
that a Working Contact is reassigned, or leaves the company for any reason.
DATA REQUIREMENTS FOR SECTION 3: CHARACTERIZE YOUR FLEETS
The Air Tool tracks fleet-level operations. Most carriers will only need to create one fleet.
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(s) section of the Tool:
Fleet Identification: For each fleet that a customer can hire, you will be asked to establish names for
each of your fleets. 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.
2 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 company data;
completing and updating the Tool itself; maintaining direct communication with SmartWay; and keeping interested parties within the company apprised of
relevant developments with SmartWay.) NOTE: To ensure that emails from SmartWay/EPA are not blocked, new Working Contacts may need to add
SmartWay/EPA to their preferred List of trusted sources.)
3 The Executive Contact is the company executive who is responsible for agreeing to the requirements in the SmartWay Partnership Agreement,
overseeing the Working Contact (as appropriate), and ensuring the timely submission of the Tool to SmartWay. The Executive Contact also represents the
company at awards/recognition events. This person should be a Vice President or higher-level representative for the company.
4 The SustainabiLity Contact may be the same as the Working or Executive Contact, but not the same as any Other Contacts.
SmartWay User Guide | Step 1 12
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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.
Once you have defined your fleets, create the data entry forms for your fleet by selecting the Create FLeet(s)
button, available on the Fleet Details tab.
DATA REQUIREMENTS FOR SECTION 4: FLEET DATA
In Section 4 of the Air Tool, you will enter detailed aircraft inventory and operations data for each of the
fleets you identified and characterized in Section 3.
AIRCRAFT INVENTORY SCREEN REQUIREMENTS
This screen asks you to provide information for each aircraft or group of aircraft in your fleet. To complete
this screen, you will indicate the number of aircraft in your fleet and then you will need to have the following
data on hand:
^>aircraft make
^*vaircraft model and series
^vengine make and model
^vengine load percent
^>aircraft weight capacity, in pounds (an estimated value based on your selection for make, model, and
series may be provided automatically by the Tool)
AIRCRAFT OPERATIONS SCREEN REQUIREMENTS
This screen asks you to provide operational information for each aircraft or group of aircraft you identified in
the Aircraft Inventory screen. To complete this screen, you will need to have the following data on hand for
each aircraft or group of aircraft:
^vfuel type
total annual fuel usage (and the units the value is supplied in)
^*vtotal annual miles traveled
total annual ton-miles
total LTOs and hours of operation
SmartWay User Guide | Step 1 13
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Step 2
Data Entry
DOWNLOADING THE SMARTWAY AIR TOOL
To download the SmartWay Air Tool, visit: https://www.epa.aov/smartway/smartway-air-carrier-tools-and-
resources. Save the Tool in a folder on your hard drive; this folder should house copies of your data and
future updates.
HOW TO SET 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 if you need to change your security settings before running the
Tool. The instructions differ depending upon what version of Excel you use (Excel 2007, 2010, 2013, or 2016).
If you need additional assistance with your security settings, see "How Do I Set the Security Levels for
SmartWay Tools" beginning on page 5.
ENTERING PARTNER NAME
Under Step 1 on the Home screen:
1. Type your Partner Name EXACTLY as you would like it to appear on the SmartWay website and in
other EPA communications in the field as indicated.
2. Proceed to Section 2 to enter Contact Information.
ENTERING CONTACT INFORMATION
Under the Partner Information tab:
SmartWay: Contact Information
X
Partner Information
Working Contact
Executive Contact
Sustajnability Contact
Other Contacts
Note: Use the Tabs at the top of the window to navigate between the 5 information screens
Each field marked with an asterisk must be filled out. You will not be able to submit the Tool to
SmartWay without this information.
1. Enter the Company address, phone numbers, and website (optional).
2 Enter the Working Contact name and title.
The Working Contact is the individual designated by the Executive Contact to directly interface with
SmartWay regarding specific tasks involved in the timely submission of the Tool. The Working
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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 awards/recognition events. This person should be a Vice President
or higher level representative for the company
4 Enter the SustainabiLity Contact name and title (optional).
The SustainabiLity Contact is the individual assigned responsibility for monitoring the company's
environmental performance. The SustainabiLity Contact may be the same as the Working or
Executive Contact (and specified by checking the "Same as" boxes in the SustainabiLity Contact
section), but cannot be the same as any Other Contact.
Under the Working Contact tab:
I SmartWay: Contact Information
X
Partner Information
Working Contact
Executive Contact
Sustajnability Contact
Other Contacts
_n
l. Enter the Working Contact information. If the Working Contact shares the same address as the
company, you may select the Use Partner Address button to auto-populate the address section of
this record. Enter the email address twice to confirm its accuracy. When confirmed a will appear
to the right.
Under the Executive Contact tab:
SmartWay: Contact Information
X
Partner Information
Working Contact
Executive Contact
Sustajnability Contact
Other Contacts
i
l. Enter the Executive Contact information. If the Executive Contact shares the same address as the
company, you may select the Use Partner Address button to auto- populate the address section of
this record.
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Under the SustainabiLity Contact tab:
SmartWay: Contact Information
Partner Information
Working Contact
Executive Contact
Sustajnabifity Contact
Other Contacts
l. Enter the SustainabiLity Contact information, if applicable. If the Sustainability Contact shares the
same address as the company, you may select the Use Partner Address button to auto-populate the
address section of this record.
Under the Other Contacts tab:
1. Enter Other Contacts (if applicable) by selecting the Add New Contact button.
2. Enter the first Other Contact then select OK when done.
NOTE: You must supply at least two unique contacts on the contact screen to ensure EPA has
access to at least two people for Tool submission follow-up.
NOTE: In some cases, companies with multiple fleets will gather information from different
sources within the company. You may find it useful to have this additional contact information
stored within the Tool.
You can add more contacts to the Other Contacts box by repeating this process. If you wish to edit an
existing contact's information, highlight the name you wish to edit and then select the Edit Selected Contact
button. You can remove an existing contact by highlighting the contact and then selecting Delete Selected
Contact
To make sure you have filled out all required contact information, select Validate Screen 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.
Next select the HOME button to return to the Home screen and go to Step 3.
COMPLETING THE FLEET IDENTIFICATION SCREEN
1. On the Home screen, select the Fleet Description(s) button to display the Fleet Descriptions
2. Confirm that the Partner Name that appears automatically is correct and appropriate for your fleet. If
not, make changes in the field under the heading "Partner Name."
3. Enter the "Fleet Identifier" for your first (or only) fleet. This field may be left blank if you only have one
fleet. In this case your final Fleet Name will simply be your Partner Name.
Partner IflforfMtfcM Wnrfcing CdntACt
Fx«.uiivr
Otter
screens.
SmartWay User Guide | Step 2 17
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U.S. Environmental Protection agency1'
4 Enter additional fleets as needed:
a. To enter another fleet, select the Add Another Fleet button.
b. To delete a fleet, select the box next to the row you wish to delete, and then selectthe Delete
Checked Rows button,
c. Once you have confirmed or modified the Partner Name and specified the Fleet Identifiers, the
full Fleet Names will be displayed on the screen to the right, exactly how they will be displayed
on the SmartWay website.
5, To proceed, select the Fleet Details tab at the top, or simply select the NEXT button at the bottom of
the screen.
6. Before moving on, a popup screen will appear asking you to verify that you are satisfied with your
fleet name(s).
SmartWay
X
Please note that your Fleet Namefsj will appear on the SmartWay
website exactly as you have entered them here.
IMPORTANT: Remember that Fleet Names will automatically begin with
the Partner Name.
OK
7. Verify that the fleet name(s) show exactly what you want customers to find in the SmartWay website
and Carrier Data File.
8. Select OK to proceed to the next screen. You may return to this screen later to revise your fleet
name(s) if necessary.
COMPLETING THE FLEET DETAILS SCREEN
For each fleet, you are asked to provide additional details.
1. 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.
SmartWay User Guide | Step 2 18
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SmartWay
MENTAL PROTECTION AGENCY »
U.S. Environmental Protection Agency
2. 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.
3. Revenue Category: The Revenue Categories allow for future comparisons of similar sized business
operations. For this data field, a fleet is considered large if its annual revenues are over $1 billion;
medium if its annual revenue is between $100 million and $1 billion; small if its annual revenue is
between $20 and $100 million; and micro if its annual revenue is less than $20 million.
4. 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 CREATE FLEET(S) button at the
bottom of the page. You will automatically be returned to the Home Screen.
1. Using your mouse, on the Home screen select and highlight the name of the fleet for which you wish
to enter data.
2. Double click the name; you will then be taken to the Aircraft Inventory data entry screen for that
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. Aircraft Inventory information
can be obtained from Bureau of Transportation Statistics (BTS) Form 41, Schedules B43 and T100. The
following figures summarize the Air Tool Inputs that may be obtained from BTS forms, and may be accessed
from the Aircraft Inventory screen by selecting the Map Values from FAA Data button.
SELECTING A FLEET FOR DATA ENTRY
fleet.
COMPLETING THE AIRCRAFT INVENTORY SCREEN
SmartWay User Guide | Step 2 19
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U.S.Environmental Protection Agency^
AIR TOOL: AIRCRAFT INVENTORY USING SCHEDULE B43 & T100
INPUTS TO AIR TOOL:
¦ Number of Aircraft
• Aircraft Make
¦ Aircraft Model and Series
• Engine Make and Model
THESE INPUTS MAY BE FOUND USING THE
FOLLOWING METHOD:
• BTS Form 41 Schedule B43, Aircraft
Inventory, lists all aircraft in each fleet
by N-Number.
¦ Engine make and model can be
found by referencing the N-Number.
DATA QUALITY TRADEOFFS:
¦ Identify real engines utilized with
some additional effort
Aircraft Inventory
Aircraft Operation*
IHioencv Utilization
Data Source Description
for each aircraft (or qtoup of arcraft), specify the make, model, and cargo capacity information. If you have a group of identical aircraft,, change the value
the "# of Aircraft" column to reflect the total number tfwt share the given charintwistics.
After entering the number of aircraft in your fleet, select the appropriate aircraft make u-ang the drop-down menu. Upon selection, the available aircraft
model and series options for that make wd appear in the next drop down menu. Sinularty, after specifying model and series, available engine makes and
models wi appear in the next drop-down menu. Bawd on your selections for these three fields the Tool wiU present the number of engines, assumed
engine load, and estimated cargo weight. You may enter alternative values for engine load and cargo capacity if you have refcabte 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 Qrven row, check its "Delete" checkbox and then cfcck the "Delete Checked Rows" button.
Please refer to the help buttons throughout this screen for more information on entering your aircraft inventory information. Select the "Map Values from
f AA Data" button for information on how to map your FAA data to the fields in the tool.
Nan Vabe* from FAA Data
Odd
Number oil f
Aircraft 1 1 Aircraft Make
I Aircraft Model and Srrwi
^ ^nqlne Make and Modi
33
• of
1 ngirwt
rr
Ja
Jngme
load Vv
r
2 |nORTH AM6UCAN ftOOCViSU. Satorefrwr 65
^|CT7CCD-ff *X>-20 -MiA
d
| 2
1 68
r
¦» |ffT6A-60 -N/A
d
1 '
| «
r
10 JpIAGGIO
|p«ggfi ?. 530 Avat«
^]]pT6A66-PT6A-66 -N/A
d
'I
1 2
1 «
| Aircraft I
I Weight
I Capacity
I
2,337
13.510
152,277
X Delete Selected Row*
Add Hore Rom
AIR TOOL: AIRCRAFT INVENTORY USING SCHEDULE B43, SCHEDULE T100
AIRCRAFT MAKE AND MODEL, ENGINE MAKE AND MODEL, & WEIGHT CAPACITY
FORM 41 SCHEDULE T100
Column Name
DEPARTURES SCHEDULED
DEPARTURES_PERFORMED
RAMP_TQ_RAMP
AIR TIME
UNIQUE CARRIER
UN I QUE_CARRI ER_N AME
UNIQUE_CARRIER_ENT1TY
AIRCRAFT GROUP
AIRCRAFTJYPE
AiDroACT rnMcic;
Column Name
Number of Aircraft
Aircraft Make
Aircraft Model and Series
Engine Make and Model
ff of Engines
Engine Load%
AircraftWeigh££apacit^lbs^
The Tool provides default values for
inputs not in the reports based on the
most common configurations. Partners
are encouraged to use their own data
if available.
FORM 41 SCHEDULE B43
Column Name
CARRIER NAME
MANUFACTURE YEAR
UNIQUE CARRIER NAME
^ERIALN UMBER ~
TAIL NUMBER
AIRCRAFT STATUS
OPERATING STATUS
NUMBER OF SEATS
MANUFACTURER
CAPACITY IN POUNDS
ACQUISITIONDATE
To begin, 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.
SmartWay User Guide | Step 2
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U.S. Environmental Protection Agency +
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.
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 2,900 possible aircraft/engine combinations. If you do not see your specific
aircraft/engine combination, please note this in the comment section (by selecting the Add Comments
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 capacities per aircraft where available. (If no value is provided, use your best
estimates). Weight capacity reflects total passenger, luggage, and cargo weight. As airframe configurations
can vary significantly, you should revise the weight capacity estimates with information on your specific fleet.
For passenger aircraft, in your estimate be sure to include the weight associated with passengers, notjust
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
passengers.5 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 Add More Rows button. After selecting this button, you will be
prompted to enter the number of rows to add.
To delete a given row, check the corresponding box in the Delete column and click the Delete Checked
Rows button.
You also have the option of importing your data from an external file, as long as the file meets the pre-
determined format.6 To utilize this option, select the Import Aircraft Data button.
5 ICAO Carbon Emissions Calculator, Version 5, June 2012
6 The SmartWay Air Tool is also provided with a "starter" Excel file (starter.xls) which can be exported from the Import Aircraft screen. This file contains
column headers for the required Air Tool input information in the first row. The next 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 User Guide | Step 2 21
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U.S.Environmental Protection Agency^
Once you select the Import Aircraft Data button, the Import Aircraft Data window will be displayed. Press the
Select File button to open a window that allows you to browse to the location of your import file. Once the
import file is selected, the file path and name will be displayed.
Import 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 recqi
listed on the screen in a scrollable area. You cannot irnpoj
File" button will become enabled and available for use. T
text will appear saying "Import successfully completed."
using the Tool screens.
S:\Rick\NR_Canada\Contract 2_3_4\Air\2017\starter'
Selected
Filename
and Path
irizing the validation results. If your file contains any errors they will be
been detected. Once you have addressed any errors in the file, the "Import
your Import file, select the "Import File" button. After importing your file,
ur Aircraft data file into the Tool, you may modify any of the carrier data
Import Status
Total Records
I 2
Valid Records Invalid Records
I 0 I 2
A
'f\ Your import file has errors in it. You cannot import it until you have addressed these errors. Please refer to|he 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 Documen for a list of the vaSd values and combinations. The specific't
entries' are fisted 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)
Validation
Status Bar
CANCEL
Page A-16
Import Aircraft Data Screen
Press the 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 the figure above. Once your file has been
validated, press the Import File 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 NEXT button at the bottom of
the screen.
SmartWay User Guide | Step 2 22
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U.S. Environmental Protection Agency»
COMPLETING THE AIRCRAFT OPERATIONS SCREEN
On this screen enter annual amounts for all of the aircraft associated with each given aircraft/engine
combination defined in the Aircraft Characteristics tab. For example, if you indicated that you have 25
identical aircraft on the Aircraft Characteristics tab, you will need to enter annual amounts that represent
the total for all 25 of these aircraft.
Aircraft Operations information can be obtained from Bureau of Transportation Statistics (BTS) Form 41,
Schedules P-5.2 and T100. The following figures summarize the Air Tool Inputs that may be obtained from
BTS forms, and may be accessed from the Aircraft Operations screen by selecting the Map Values from FAA
Data button.
AIR TOOL: AIRCRAFT OPERATIONS
INPUTS TO AIR TOOL:
¦ Fuel Type
• Total Annual Fuel Usage
¦ Fuel Units
¦ Total Annual Mites Traveled
• Total Annual Ton-Mites
• Total Annual LTOs
¦ Total Annual Hours of Operation
THESE INPUTS MAY BE FOUND IN:
¦ BTS Form 41 Schedule T100
. BTS Form 41 Schedule P-5.2
DATA QUALITY CHALLENGES:
Data are aggregated by Aircraft
Type which makes finding the
right inputs easy.
Operations data are not further
subdivided by engine type, making
data in these schedules difficult
to match up to Aircraft Inventory
data in Schedule 43.
SmartWay User Guide | Step 2 23
Aircraft Inventory | Aircraft Operabom j Efficiency Utilization | Data Source Description
for each row, provide the requested operational information. If the row represents a group oI aircraft (rather than a angle aatraft), 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 Mid or delete a row ol data, you must return to the Aircraft inventory tab-
Please refer to the help buttons throughout this screen lor more Information on entering your aircraft operations information. Select the "Map Values from
FAA Data" button for information on how to map your FAA data to the fields m tfie tool.
Map Values from IAA Data
'
il
. 7 ,
Total
Total
?
Total Annu.ll
Miles Traveled
1
Total Annual 1
ton-Mile* J
Total
Amwal
Aircraft Type
Aircraft
|
| Fuel Type
Usage
[fuel Units ]
LTOs
Operation
jL Airbus A3M82-l6o Sots
1 30
jAvi»&on GafQtr*
dl
9,000
\G*X*
Jj
3.000
1,000
*
432 ±1
|l Artms A3CO82-S00 Sera
2
| Jet Fuel
zJ
1
100
[Tons
z\
300
100
IS
333 —1
|3. Afftus A30062' 100
2
Awattan GaMtre
dl
13.000
|Ton»
d
a,000
6.000
38,545
f 4,034
|4. Aatws A3OQ62-IO0 S«nes
4
Avialion Gawlne
di
14,000
(Gateru
d
555.555
833.333
5,638
5,164
jS. fcrbus ASM8I-200 Series
1
|Aw##on GaKin*
dl
15/300
jsaSc^i
d
566,566
ZLS34
2.602
jfi- Ae»o Specefc* Super Gtppy
2
|jetFud
dl
lfi,0M
iGakns
d
+W.+H
1,166,666
3,351
2.904
j 7 AerospaSite Caravde 10
4
|Avt»tKm Gasoir*
dl
17,000
|Tons
d
444,++4
133,332
38,921
4,301
J 8- Aerospamfa Carawte 10
W
|>tFueS
t:!
18,000
|Gtfore
•
9,999
133,332
»,630
4,570
19. Afrosptfate Caraveie 13
2
|A'nattw GaioSr*
d
19,000
jTflrtt
d
3,000
1,500
22,834
2,409
j 15- Aerosp6ft£e Caraveie 12
4
| Jet Pud
dl
20,000
|
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U.S. Environmental Protection Agency»
AIR TOOL: AIRCRAFT OPERATIONS USING T100 AND P-5.2
FORM 41 SCHEDULE T100
FORM 41 SCHEDULE P-5.2
Fuel Type and Fuel Units
automatically selected
AIR TOOL
Column Name
Fuel Type
Total Annual Fuel Usage
Fuel Units
UNIQUE CARRIER
Total Annual Fmiles TravelecT
UN IQUEC ARRI ER_N AME
tal Annual Ton-Miles
TbtaH?nnua^O^^^
UN IQUE_CARR)ER_ENTfTV
T£tal^nnuj3l_Houi^^
UNIQUE CARRIER
UN IQUECAR Ri ER_N AME
UN IQUECAR R1 ERE NTITY
QUARTER
QUARTER
For each row on the Aircraft Operations screen, 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:
1. 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.
2. TotaL Annual FueL Usage - Provide the total annual fuel usage for all of the aircraft included in the
aircraft type for that row.
3. Fuel Units - Identify which units the fuel usage is supplied in (Tons or Gallons).
4. Total Annual Miles Traveled - Provide the total number of miles traveled by all the aircraft included
in the aircraft type for that row.
5. 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:
SmartWay User Guide | Step 2 24
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U.S. Environmental Protection Agency»
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a. 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)
b, Set Ton-miles per aircraft qroup = —-— —-——
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.
6. 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.
7. 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.
8. To proceed, select the Efficiency Utilization tab at the top, or simply select the NEXT button at the
bottom of the screen.
VIEWING THE EFFICIENCY UTILIZATION SCREEN
The Efficiency Utilization screen displays a summary of the average payload utilization for each of your
aircraft types. The calculated weight utilization values should be less than 100%. If any payload 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 NEXT button at the
bottom of the screen.
COMPLETING THE DATA SOURCE DESCRIPTION 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, kilometers 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 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 as summarized above. The T-100 dataset is also a data source for LTO data. Note the T-100 data are
provided to the FAA by the air carriers. An aircraft's flight plans can also be a data source for hours of
operation and LTOs.
Select the HOME button to return to the Home screen.
SmartWay User Guide | Step 2 25
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MENTAL PROTECTION AGENCY »
U.S. Environmental Protection Agency
SUBMITTING YOUR TOOL TO EPA
1. Select the Generate a (.xmL) data file button which will open a new screen.
2. Select the checkbox to indicate you understand the terms of the SmartWay Partnership Agreement
once again.
3. When ready, select NEXT to create a file with the following naming convention:
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:
4. Next specify the folder where you would like to save the .xml file, and a screen will appear.
5. Follow these instructions for submitting your .xml and .xlsm files to SmartWay. Note that the .xml file
is approximately 10 times smaller than the .xlsmfile.
6. Upon selecting NEXT, a screen will appear that allows you to close the Air Tool or return to the
Home screen.
¦ NOTE: DO NOT ZIP the .xlsm and .xml files. Send them to EPA as normal files attached in an e-
mail. EPA security will not allow zipped files through the EPA firewall.
¦ NOTE: DO NOT CHANGE THE NAME OF THE XML OR XLSM FILES.
IMPORTANT: EmaiL servers as weLL as individual emaiL cLients may bLock or designate incoming
emaiL as 'junk mail'. To avoid having SmartWay emaiL bLocked or designated as junk emaiL you
shouLd ask your Management Information System staff who manage your emaiL system to pLace
the 'erg.com' domain name on your emaiL system's safe senders List. This is because SmartWay
emaiL is currentLy generated from this domain name and does not match the EPA.gov domain
name used by your Partner Account Manager. In addition, you shouLd add your Partner Account
Manager's emaiL address to your contact List.
Printable data collection worksheets are provided in the Appendix of this document to help you prepare for
data entry.
Please visit https://www.epa.aov/smartway/smartway-air-carrier-tools-and-resources for additional
resources and technical documentation for more in depth exploration of each section of the Air Tool.
7 If you create the XML file multiple times the file name will increment each time (e.g., Air_ABCompany_20i8_Vi.XML for the second iteration, etc.)
Air_PartnerName_Year_Vo.xml7
Air_ABCompany_20i8_V0.xml.
SmartWay User Guide | Step 2 26
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U.S.Environmental Protection Agency^
Step 3
Results and Summary Reports
The Reports section gives you access to six reports to help you understand your data and use it to make
better performance decisions. You can access these reports by selecting
View Your Data Reports at the bottom of the Home screen.
SmartWay Reports
Please select the report you would like to view:
Displays all of the data you entered in the Fleet Description(s) section.
|j 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.
Displays all of the comments that have been entered throughout the tool.
Give Us Feedback
Displays the feedback you provided in the Feedback section.
Public Disclosure Report
Displays the Scope 1 and non-carbon emissions.
Page A-23
The Feedback section allows you to provide EPA with general feedback regarding the SmartWay program.
This information is optional and is not required in order to submit your Air Tool data to EPA. Selecting the
Give us Feedback button under item #5 on the Home screen will open this form.
SmartWay User Guide | Step 3
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U.S. Environmental Protection Agency»
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Appendix A: Worksheets for Data Collection
WORKSHEET #i: CONTACT INFORMATION
#1. Enter your Contact Information:
GENERAL COMPANY CONTACT INFORMATION
Company Name
Headquarters
Mailing Address
City
State/Province
Zip 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 Country
Working Contact Phone
Number
Email
Address
EXECUTIVE CONTACT INFORMATION
Executive Contact
Name
Executive Contact
Mailing Address
City
State/Province
Zip Country
Executive Contact
Phone Number
Email
Address
SmartWay User Guide | Appendix A A-1
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U.S. Environmental Protection Agency»
SUSTAINABILITY CONTACT INFORMATION
Sustainability Contact
Name
Sustainability Contact
Mailing Address
City
State/Province
Zip Country
Sustainability Contact
Phone Number
Email
Address
OTHER CONTACT INFORAAATION
Other Contact Name
Other Contact Mailing
Address
City
State/Province
Zip Country
Other Contact Phone
Number
Email
Address
Contact's role in program
SmartWay User Guide | Appendix A A-2
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U.S. Environmental Protection Agency +
WORKSHEET #2: FLEET CHARACTERIZATION
Complete this worksheet for each fleet you will be submitting in the Air Tool.
Specify Fleet Name: This will be a combination of your Partner Name and a Fleet Identifier you create. Use
a Fleet Identifier that a company hiring your fleet would recognize. Enter it exactly as it should appear on
the SmartWay website:
Partner Name
Fleet Identifier (suffix)
FLEET TYPE (SELECT ONE):
Dedicated Freight
Mixed Operations
Passenger
SERVICE AREA (SELECT ONE):
International
National
Regional
REVENUE CATEGORY (SELECT ONE):
Large (> $iB)
Medium (SiooM - $iB)
Small ($20M - SiooM)
Micro (< $20M)
Total Number of Aircraft
SmartWay User Guide | Appendix A A-3
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U.S. Environmental Protection Agency»
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WORKSHEET #3: AIRCRAFT INVENTORY AND OPERATIONS
Complete this worksheet 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.
Air Fleet Name:
Number of Aircraft
Aircraft Make
(selection list available from EPA upon request)
Aircraft Model and Series
(selection list available from EPA upon request)
Number of Engines
Average Engine Load
Cargo Weight Capacity
(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
Total Annual LTOs
Total Annual Hours of
Operation
SmartWay User Guide | Appendix A A-4
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SmartWay
U.S. Environmental Protection Agency»
X-
WORKSHEET #4: 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 User Guide | Appendix A A-5
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^SmartWay
U.S. Environmental Protection Agency *
For more information:
U. S. Environmental Protection Agency
Office of Transportation and Air Quality
1200 Pennsylvania Ave. NW
Washington, DC 20460
(734) 214-4333
www.epa.gov/transportation-air-pollution-and-
climate-chanoe
U. S. Environmental Protection Agency
National Vehicle and Fuel Emissions Laboratory
2565 Plymouth Rd.
Ann Arbor, Ml 48105
(734) 214-4200
www.epa.gov/aboutepa/about-national-
vehicle-and-fuel-emissions-laboratory-nvfel
EPA 420 B 19 007 | March 2019 | SmartWay Transport Partnership | epa.gov/smartway
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