United States
Environmental Protection
M ^Agency
^vSmartWay
U.S. Environmental Protection agency *
2019 SmartWay
Logistics Company
Partner Tool:
User Guide
U.S. Version 2.0.18 (Data Year 2018)
EPA-420-B-19-035 i July 2019 I SmartWay Transport Partnership I epa.gov/smartway
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CPA Environmental Protection ^^X^SmartWaV®
* mAgency U.S. Environmental Protection Agency J
2019 SmartWay
Logistics Company 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-19-035
July 2019
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Table of Contents
PRE-CHECKLIST - BEFORE GETTING STARTED 1
Is this the right SmartWay Tool for me? 1
What Is The SmartWay Transport Partnership? 2
Why Do Logistics Companies Join The SmartWay Transport Partnership? 2
How Do Logistics Companies Join The SmartWay Transport Partnership? 3
How Do I Join If My Parent Company Has Multiple Business Units? 3
What Data Do I Need To Gather To Complete The Logistics Tool? 3
What Software & Hardware is Required for Completing the Logistics Tool? 4
How do I set the Security Level When Opening SmartWay Tools? 5
What Is Included In The SmartWay Logistics Company Partnership Agreement? 8
STEP 1 DATA COLLECTION REQUIREMENTS 10
Introductory Screens 10
Auto-Population 10
Data Requirements For Establishing Your Data Collection Year 10
Data Requirements For Section 1: Specify Official Partner Name 10
Data Requirements For Section 2: Enter Contact Information 11
Data Requirements For Section 3: Characterize Your Business Units 12
Data Requirements for Section 4: Download Latest SmartWay Carrier Data File 12
Data Requirements For Section 5: Business Unit Data 13
STEP 2 DATA ENTRY 16
The SmartWay Logistics Tool 16
How To Set Security Levels For The SmartWay Tools 16
Entering Partner Name 16
Entering Contact Information 16
Completing The Identify Business Units Screen 18
Completing The Logistics Business Unit Details Screen 19
Completing The Business Focus Screen 19
Downloading the Latest SmartWay Carrier Data File 19
Selecting A Business Unit For Data Entry 19
Inputting Carriers for a Business Unit 20
Completing The Manual Input SmartWay Carriers Tab 20
Completing The Manual Input Non-SmartWay Carriers Tab 21
Completing The Activity Data Screen 21
Completing the % SmartWay Screen 22
Submitting Your Tool To EPA 22
STEP 3 RESULTS AND SUMMARY REPORTS 24
APPENDIX A: WORKSHEETS FOR DATA COLLECTION A-1
Worksheet #1: Contact Information A-1
Worksheet #2: Business Unit Characterization A-3
Worksheet #3A: Select Carrier(s) A-4
Worksheet #3B: Enter Activity Data A-5
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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
YES
NO
YES
NO
Use Multimodal Tool
Use Truck Tool
Use Logistics Tool
Contact SmartWay
for more information
You contract out more than 5% of
your freight (i.e., you are a 3PL,
broker, freight forwarder or non-
asset based carrier.
You operate your own managed
fleet (owned or leased) with 5% or
less of your freight contracted
with outside companies.
You operate your own managed
fleet and: Move more than 5% of
your freight with a third party
provider, or move more than 10%
of your freight via rail, barge,
and/or air.
If none of the above statements is applicable, contact EPA SmartWay at 734-214-4647 for assistance.
SmartWay User Guide | Pre-Check List
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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.
V- Freight shippers
Logistics companies (including 3PLs/4PLs1)
V Truck carriers
V- Rail carriers
V Barge carriers
V- Multimodal carriers
- Air 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. 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.
The SmartWay Transport Partnership provides logistics companies 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 leadership.
Additionally, SmartWay Partners are associated with an internationally recognized and respected brand that
symbolizes cleaner, more efficient transportation choices.
1 3PLs/4PLs Third party logistics/fourth-party logistics companies
WHY DO LOGISTICS COMPANIES JOIN THE SMARTWAY TRANSPORT PARTNERSHIP?
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HOW DO LOGISTICS COMPANIES JOIN THE SMARTWAY TRANSPORT PARTNERSHIP?
Logistics companies join SmartWay by submitting a SmartWay Logistics Tool (hereafter known as the "Logistics
Tool.")
Logistics companies that submit tools that are approved by EPA are known as "SmartWay Logistics Company
Partners."
When a logistics company submits a Logistics Tool to EPA, they agree to the requirements stipulated in the
SmartWay Logistics Company Partnership Agreement-notably, that they will measure and report the emissions
performance of their company annually and provide supporting documentation to EPA upon request.
All SmartWay Logistics Company Partners agree to complete and submit the SmartWay Logistics Tool to:
V define company composition
V characterize company activity
individually benchmark business units
V track annual changes in performance
Upon approval of a Logistics Tool submission, logistics companies will be identified as SmartWay Logistics
Company Partners on EPA's website on the SmartWay Partner List and in a database used to identify companies
that meet SmartWay's annual requirements. The company will also receive information on how to access its
current SmartWay Registration Document.
Companies that join the SmartWay Partnership should include all of their business units in their submission. If a
company wishes to list multiple business units in the Logistics Tool, they should list these business units as their
customers can 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 business unit 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 Tool.
SmartWay highly recommends developing your list of business units before beginning your data
entry process. Any business unit that a shipper could hire directly should be listed as a separate
business unit in your Logistics Tool submission. The best strategy is to have a clear idea of how
to define your companies before filling out the Tool.
To participate in SmartWay, logistics companies need to gather the following essential information to complete
the Logistics Tool:
HOW DO I JOIN IF MY PARENT COMPANY HAS MULTIPLE BUSINESS UNITS?
WHAT DATA DO I NEED TO GATHER TO COMPLETE THE LOGISTICS TOOL?
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V- The official company name EXACTLY as you would like it presented on the EPA website and other EPA
communications
V Company contact information
V- Contact details for your Working Contact (see page 9 for definition)
V- Contact details for an Executive, Sustainability and/or Other Contact(s) (Executive cannot be the same
as the Working Contact) (see page 10 for definition)
A comprehensive list of business units, including:
¦ Business unit details, such as:
o Standard Carrier Alpha Codes (SCACs)
o Motor Carrier Numbers (MCNs)
o US DOT Number
o National Safety Codes (NSCs)
o Business Unit Type
¦ Business unit focus (e.g., logistics provider, freight forwarder, freight broker, truck carrier, or rail
freight broker)
¦ Operation categories
Data sources for all data to be entered
- SmartWay ID number (if this is not your first tool submission)
This data should be provided for all of your company's business units. This data reflects the amount of freight
carried by each carrier, the distance that freight is carried, and the fuel consumed to carry the freight.
WHAT SOFTWARE & HARDWARE IS REQUIRED FOR COMPLETING THE LOGISTICS TOOL?
The Logistics Tool was designed in Microsoft Excel using forms and Visual Basic for Applications (VBA) macros
and code. Completing the Logistics Carrier Tool requires the following software and system requirements:
Supported Operating Systems
^ Microsoft Windows 7 or later
¦ 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 at Microsoft and this may affect tool
performance.
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System Requirements
V- IBM Pentium processor or newer
- 2 GB Ram
100 MB disk space
V- Monitor display setting of 1,024 x 768 or larger
Software Requirements
V- 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 One Drive 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 Logistics Tool.
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-12B036FD-D14Q-
4E74-B45E-16FED1A7E5C6, or follow the directions below:
Macros must be enabled on your computer to use the Logistics Carrier Tool.
^ - The default macro security setting in Excel is "Disable all macros with notification."
V- 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.
HOW DO I SET THE SECURITY LEVEL WHEN OPENING SMARTWAY TOOLS?
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X-
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.
! Swwtty Warning Midei &e«r> aiublid- Ensblt Comtnt
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:
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.
2. Excel 2007 Security Options dialog window:
Microsoft Office Security Options
Security Alert • Macro
Macro
Macros have been disabled. Macros might contain viruses or other security hazards. Do
not enable thts content unless you trust the source of this file.
Hole: The content signature w valid, but you have rK>t chosen to trust the
entity that published this content-
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Signature
Signed by: Microsoft Corporation
Certificate expraton: 11/24/3003
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Open the Trust Center
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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)
(Va
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
The following image is the Macro Settings area of the Trust Center.
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WHAT IS INCLUDED IN THE SMARTWAY LOGISTICS COMPANY PARTNERSHIP AGREEMENT?
To join the SmartWay Transport Partnership as a logistics company, you must agree to the language on the
"Partnership Agreement for Logistics Companies." 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
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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 Logistics 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. Allow EPA to post performance results 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 Logistics Tool annually constitutes agreement to all terms in this
Partnership Agreement. No separate agreement need be submitted.
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Step 1
Data Collection Requirements
This section will identify data needed for completing the required sections of the Logistics Tool. The Logistics
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.
INTRODUCTORY SCREENS
Upon opening the 2018 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 2018. 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.
AUTO-POPULATION
As you progress through the Tool, you will see an Auto-Population screen. This screen allows partners and
applicants to input their SmartWay ID and automatically load the information for the initial steps of the Tool
(Partner Name, Contact Information, and for established Partners, Fleet Information), based on the prior year's
submittal or, for applicants, information entered through the online SmartWay Carrier Application.2 The Auto-
Population option can save time and ensure naming consistency for your contacts and fleet(s) from year to
year. A popup screen will appear displaying all the contact and fleet data uploaded for your review before
proceeding. Corrections and revisions may be made on the HOME screen if needed. If you do not have a
SmartWay ID, or prefer to enter this data manually, you may skip this step.
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.
2 You may access the SmartWay carrier application at https://app4.erB.com/smartwavonramp/onramp/index.cfm?CFID=708106&CFTQKEN=14c13f056f84b32c-
C1172202-F7AC-091B- 019982BF6AE1A5ED.
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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.
If you selected the auto-populate option please review the Partner Name as it appears on the screen,
revisins it as necessary.
DATA REQUIREMENTS FOR SECTION 2: ENTER CONTACT INFORMATION
The SmartWay Tool asks for:
^ - General company information such as location, web address, phone number, etc.
V- A Working Contact-for any questions about your company's participation and Tool submissions
v An Executive Contact- for participation in awards and recognition events
V- A Sustainability Contact (optional)- 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 Logistics Tool submission schedule is maintained, in the event
that a Working Contact is reassigned, or leaves the company for any reason.
If you selected the auto-populate option you still MUST review the Contact Information summary screen
that pops up upon completion of this step, and revise any entries on the HOME screen as needed.
3 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.)
4 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.
5 The Sustainability Contact may be the same as the Working or Executive Contact, but not the same as any Other Contacts.
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DATA REQUIREMENTS FOR SECTION 3: CHARACTERIZE YOUR BUSINESS UNITS
The Logistics Tool tracks business-level operations. Most logistics companies will only need to create one
business unit.
If you have multiple business units that can be hired by customers individually, you should create multiple
business unit records in the Tool and characterize their operations individually. You should not include internal
company fleet definitions or designations—only separate business units as they would be identified and hired by
your customers.
There are three screens in the Business Unit Characterization section of the Tool:
V- Identify Logistics Business Units: For each business unit that a customer can hire, you will be asked to
establish a name. Each business unit name will begin with your Partner Name, and will include a
business unit identifier. Use a business unit identifier that is recognizable by your customers.
- Logistics Business Unit Details: For each business unit, you will be asked to provide SCACs, MCN, DOT,
and/or NSC numbers (optional--for fleet identification); define the business unit as "for-hire,"
"private," or "dedicated."
V- Business Focus: For each business unit, you will need to specify the percent of overall activity for each
business focus category (e.g., logistics provider, freight forwarder, freight broker, truck carrier, or rail
freight broker).
Once you have defined your business units, create the data entry forms for your fleet by selecting the Create
Business Unit(s) button, available on the Business Focus tab.
DATA REQUIREMENTS FOR SECTION 4: DOWNLOAD LATEST SMARTWAY CARRIER DATA
To ensure that the Logistics Tool gives you the most current list of SmartWay carriers to select from, you must
select the Download Latest SmartWay Carrier Data File button on the Home screen. A new box will appear
next to the button indicating the Date of Current Carrier File. You are now ready to select carriers and enter
activity data for each fleet.
You will not be able to input the required logistics fleet data in Step 5 without this file. You must have an
active Internet connection to perform this step.
FILE
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DATA REQUIREMENTS FOR SECTION 5: BUSINESS UNIT DATA
In Section 5 of the Logistics Tool, you will enter detailed activity and fuel consumption data for each of the
business units you identified and characterized in Section 3.
Input Carriers Screens Requirements
To begin, you will need to identify the carriers included in each of your logistics business units. The
Instructions tab describes the three ways to populate the Tool with business unit information. The Match My
Carriers function allows Logistics Partners to find and match SmartWay carriers based on a wide range of
criteria, including their own internal carrier identification, such as carrier ID codes, to records in their Tool
submission from a prior year. You may also enter new codes for matching in future years. Your company-
specific match data is not shared with other companies. This matching process is explained in detail on the
Match My Carriers screen.
If you have a large number of carriers (e.g., as a large 3PL with 100 or more carriers), you may wish to develop
your carrier details separately and upload your data in a single file using the Outside Data Import method.
Alternatively, if your logistics business unit has a limited number of carriers, you may specify your carriers one
at a time using the Manual Input SmartWay Carriers Entry method. These three methods are described in
detail in the Logistics Tool Data Entry and Troubleshooting Guide.
Regardless of the method you choose, you will need to first identify the mode of transport for the carrier. Six
carrier mode selections are available, including:
% Rail
- Truck
Multimodal
V- Logistics
Barge
% Air
(Note: By selecting "All" on the Tool's Manual Input SmartWay Carriers screen, you may search across all
carriers, regardless of mode.)
Next, you may also specify a SmartWay Category for the Truck and Multimodal modes. Truck SmartWay
Categories include:
- Auto Carrier
^ Dray
V- Expedited
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Flatbed
"Sv Heavy/Bulk
^ LTL Dry Van
^ Mixed
Moving
V- Package
Refrigerated
Specialized
'V- Tanker
TL Dry Van
Multimodal SmartWay Categories include:
V- Surface
V- Surface-Air
- Surface Marine
V Surface-Air-Marine
SmartWay Category selections are not currently available for other modes but may be added in the future.
After identifying the mode (and SmartWay Category, if available), you should identify each carrier's specific
fleet name, as listed in the SmartWay Carrier Data file, along with any associated SCACs, DOT numbers, MCNs,
and NSCs. The data from the SmartWay Carrier Data file can be viewed on the Manual Input SmartWay
Carriers screen or offline using Microsoft® Excel.
In certain cases, a carrier may have multiple fleets associated with its operations. The Manual Input
SmartWay Carriers screen allows you to filter carrier fleets by SCAC, MCN, DOT number, NSC, and/or address
if needed.
After identifying your SmartWay carriers, you must then go to the Manual Input Non-SmartWay Carriers screen
to enter the number of non-SmartWay carriers used by the current business unit. Only include carriers used
during the reporting year. Enter the total number of non-SmartWay partners within the current business unit
and check the box to confirm that all the non-SmartWay carriers in this business unit have been added. If this
business unit has non-SmartWay carriers, select the carrier mode(s) the non-SmartWay carrier(s) belong to. For
truck carriers, specify the appropriate carrier type (e.g., non-SmartWay Dray). If you are not sure of the
appropriate truck carrier type, select the "General" option.
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Activity Data Screen Requirements
First provide a detailed text data source description for the sources used to estimate your mileage and ton-
mile data for your carriers by selecting the Describe Data Source button. Be sure to indicate how you
calculated the values, and where this data was obtained. For example, you may use PC Miler, carrier reports,
or accounting/purchasing records to determine miles. Payload and ton-mile estimates may be based on bills of
lading or other internal records.
Next you must specify a Data Availability option for each carrier. There are four Data Availability options:
a. Enter ton-miles and total miles (preferred option)
b. Enter ton-miles and average payload
c. Enter total miles and average payload
d. Enter total miles only6
Ideally, when entering information for a carrier, you should use Data Availability Option a. If this is not
possible, please choose the method that uses the most accurate data at your disposal. In this way the Tool will
utilize the most accurate data available for the ton-mile and mile comparison metrics, as well as for the
emissions footprint calculations.
After specifying the Data Availability Option, record your activity data. Enter the data to the nearest whole
number.
Data Availability Option a - Enter total ton-miles and total miles. Total miles correspond to truck
miles, railcar miles, air miles, or barge miles, as appropriate. For rail carriers, DO NOT enter train
miles, and for barge carriers, DO NOT enter miles for the entire string of barges - enter the sum of
miles for each individual railcar and/or barge load.
Data Availability Option b - Enter total ton-miles along with your estimated average payload (per truck
railcar, etc. as appropriate) in short tons (2,000 lbs.).
Data Availability Option c - Enter total miles along with your estimated average payload (per truck,
barge or railcar, as appropriate) in short tons (2,000 lbs.).
Data Availability Option d - Enter total miles.
6 Option d is available for TL/Dry Van, Expedited, Heavy/Bulk, Mixed, Specialized, Refrigerated, Flatbed, Tanker, Moving, Dray, and Auto carrier categories
only.
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Step 2
Data Entry
THE SMARTWAY LOGISTICS TOOL
To download the SmartWay Logistics Tool, visit: https://www.epa.gov/smartway/smartwav-logistics-companv-
partner-tools-and-resources. Save the Tool in a folder on your hard drive; this folder will house copies of your
data and future updates.
HOW TO SET SECURITY LEVELS FOR THE SMARTWAY TOOLS
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 2010, 2013, or 2016).
If you need additional assistance with your security settings, download the guidance document labeled
"Logistics Company Partner 2.0.18 Tool: User Guide.2018 Data Year—United States Version" from
https://www.epa.gov/smartwav/smartwav-logistics-companv-partner-tools-and-resources and review the
screen-by-screen guidance in Part 1: Downloading and Setting Up the Tool.
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
_i
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.
Under the Partner Information tab:
1. Enter the Company address, phone numbers, and website (optional).
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2. Enter the Working Contact name and title.
The Working Contact is the individual designated by the Executive Contact to directly interface with
SmartWay regarding specific tasks involved in the timely submission of the Tool. The Working Contact
is responsible for coordinating the assembly of information to complete/update 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:
SmartWay: Contact Information
X
Partner Information
Working Contact
Executive Contact
Sustainability Contact
Other Contacts
1. Enter the Working Contact information. If the Working Contact shares the same address as the
company, you may select the Use Partner Address button to auto-populate the address section of this
record. Enter the email address twice to confirm its accuracy.
Under the Executive Contact tab:
SmartWay: Contact Information
X
Partner Information
Working Contact
Executive Contact
Sustajnability Contact
Other Contacts
_i
1. Enter the Executive Contact information, including the contact email address. The same buttons and
fields are available as described for the Working Contact Tab.
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Under the Sustainability Contact tab:
SmartWay: Contact Information
X
Partner Information
Working Contact
Executive Contact
Sustajnability Contact
Other Contacts
_n
1. If applicable, enter the Sustainability Contact information including the contact email address. The
same buttons and fields are available as described for the Working Contact tab.
Under the Other Contacts tab:
P*rl»itT JnlormiUm Woritim Gontart E»<;culivr Conlirt
1. Enter Other Contacts (if applicable) by selecting the Add New Contact button.
2. Enter the first Other Contact then select the OK button 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 IDENTIFY BUSINESS UNITS SCREEN
1. On the Home screen, select the Business Unit Description(s) button to display the Business Unit
Characterization screens.
2. Confirm that the Business Unit (Company Name) that appears automatically is correct and appropriate
for your business units. If not, make changes in the field under the heading "Company Name."
3. Enter the "Business Unit Identifier" for your first (or only) business unit.
4. Enter additional business units as needed:
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a. To enter another business unit, select the Add Another Logistics Business Unit button.
b. To delete a business unit, select the box next to the row you wish to delete, and then select the
Delete Checked Rows button.
c. Once you have confirmed or modified the Company Name and specified the Business Unit
Identifiers, the full Business Unit Name(s) will be displayed on the screen to the right, exactly as
they will be displayed on the SmartWay website.
5. To proceed, select the Logistics Business Unit Details tab at the top, or select the NEXT button at the
bottom of the screen.
COMPLETING THE LOGISTICS BUSINESS UNIT DETAILS SCREEN
1. For each business unit, you are asked to provide additional details, including SCAC, MCN, DOT, and/or
NSC identifiers (optional) for each business unit listed. If you have a single business unit that has
multiple SCACs, enter all of them into the SCAC field, and separate them with commas.
¦ While it is not required to enter SCAC, MCN, DOT, or NSC information for each business unit, it will
help shippers and logistics companies searching by those parameters in the SmartWay database to
easily find your business unit for inclusion in their Tool.
2. Select your Business Unit Type (either "For-Hire," "Private." or "Dedicated") for each business unit
listed.
3. Select the NEXT button or select the Business Focus tab at the top to proceed to the next section.
COMPLETING THE BUSINESS FOCUS SCREEN
1. For each business unit identified, estimate the percentage of total activity associated with each of the
five business focus categories listed. Enter your estimates in the fields provided. Leave the field blank
if no activity is associated with that operation category for that business unit.
2. Once you are sure your information is input correctly, you may select the CREATE BUSINESS UNIT(S)
button at the bottom of the page. You will automatically be returned to the Home screen.
DOWNLOADING THE LATEST SMARTWAY CARRIER DATA FILE
1. On the HOME page, select the Download Latest SmartWay Carrier Data File button and allow the Tool
to download the latest carrier data (SmartWayCarrierData2017.xls).
2. Proceed to next section to enter data for your business unit(s).
SELECTING A BUSINESS UNIT FOR DATA ENTRY
1. Using your mouse, on the Home screen select and highlight the name of the business unit for which you
wish to enter data.
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2. Double click the name; you will then be taken to the Input Carriers data entry screen for that business
unit.
INPUTTING CARRIERS FOR A BUSINESS UNIT
1. On the HOME page, select and highlight the name of the business unit for which you wish to enter
data.
2. Double click the name; you will then be taken to the Input Carriers data entry screen for that business
unit.
3. You will see the Instructions screen; read the instructions and scroll to the bottom.
4. You must now decide how you will enter your data; i.e., via manual input or through the outside data
import function. Refer to the "Logistics Company Partner 2.0.18 Tool: Guide to Importing Carrier Data
Using Outside Data Import Function-2018" on the logistics page of the SmartWay website for more
information about using the Outside Data Import function to enter your carriers, as well as using the
new carrier matching function.
Otherwise, proceed to the Manual Input SmartWay Carriers tab.
COMPLETING THE MANUAL INPUT SMARTWAY CARRIERS TAB
1. To select carriers manually, you can enter all or part of the carrier's name directly into the "Carrier
Name" input box and the select the Apply Filter button. A new filtered list will appear in the
Available SmartWay Carriers box. Double click on the carrier name to add it to the "Selected SmartWay
Carriers" box.
2. You may also search for carriers by filtering using carrier mode, SmartWay Category, SCAC, MCN, DOT,
NSC, and/or various address fields to find your carriers in the SmartWay Carrier data file.
3. To search by Carrier Mode, select the mode of transport from which you wish to choose a carrier.
Seven carrier mode selections are available, including "All," "Rail," "Truck," "Multimodal", "Barge,"
"Logistics," and "Air".
¦ Note that by selecting "All", you may search across all carriers, regardless of mode.
¦ Next, if you select the Truck mode, you may also specify a SmartWay Category. Truck ranking
categories include TL Dry Van, LTL Dry Van, Refrigerated, Flatbed, Tanker, Dray, Heavy/Bulk,
Package, Auto Carrier, Moving, Specialized, Mixed, and Expedited.
4. Once you have applied the desired filters, a list of available SmartWay carriers meeting your filter
criterion appears in the Available SmartWay Carriers box. Using your mouse, double click on the
carrier name to add it to the "Selected SmartWay Carriers" box. You may also use the Add Selected
Carriers to List Below button to add selected carriers to the Selected SmartWay Carriers box.
1. Once you have successfully identified your carriers using the Manual Entry method, proceed to the Manual
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Input Non-SmartWay Carriers tab.
COMPLETING THE MANUAL INPUT NON-SMARTWAY CARRIERS TAB
1. Enter the total number of Non-SmartWay Carriers for the business unit into the data field.
2. Using your mouse, double-click on each non-SmartWay carrier type used by this business unit; double
clicking will add it to the "Selected Non SmartWay Carriers" list. You may also use the Add Selected
Carrier Types to List Below button to add selected carrier types to the Selected Non-SmartWay
Carriers box.
¦ For truck carriers, select the appropriate carrier type (e.g., TL/Dry Van, Refrigerated, Dray, etc.).
If you are not sure about a specific truck carrier's category, select the "General" option.
¦ Also distinguish your air carriers by "long haul" (cross-country/overseas flights, > -2,300 miles) and
"short haul" (generally regional/domestic flights, < -2,300 miles).
3. Once the required data has been entered on the Manual Input Non-SmartWay Carriers tab, you can
proceed to the Activity Data screen.
1. Select the Describe Data Source button.
2. Enter a detailed description of the sources used for your Activity data information, including a
description of how you calculated miles, ton-miles, payload, density and load percent (if applicable) in
the space provided.
3. Select the CLOSE button.
4. For each carrier listed, specify your data availability:
a. = I know both Ton-miles and Total Miles
b. = I know Ton-miles and Average Payload
c. = I know Total Miles and Average Payload
d. = I know Total Miles only
5. For carriers where you have selected Data Availability Option a, enter total ton-miles along with total
miles.
6. For carriers where you have selected Data Availability Option b, enter total ton-miles along with your
estimated average payload (per truck, barge or railcar, as appropriate) in short tons (2,000 lbs.).
7. For carriers where you have selected Data Availability Option c, enter total miles along with your
estimated average payload (per truck, barge or railcar, as appropriate) in short tons (2,000 lbs.).
COMPLETING THE ACTIVITY DATA SCREEN
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8. For carriers where you have selected Data Availability Option d, enter total miles.
NOTE: Data Availability selections for LTL, package and multimodal carriers are restricted to
Options -a-c due to the difficulty in adjusting mileage for partial loads.
1. Select the VALIDATE SCREEN button and correct any errors.
a. If you have errors, they will appear either as red boxes for significant errors, or as yellow warning
boxes for less-extreme errors. Red errors will prevent you from submitting your Tool.
b. If your values are out of range, but you are confident that they are correct, double click the box
with the error. A comment box will then appear. Enter an explanation for the value and click OK.
The box will become yellow, and you will be able to proceed to submit your Tool.
2. Proceed to the % SmartWay tab to see your % SmartWay Value to assess your overall all progress in
utilizing SmartWay carriers. You may also go to the Data Display tab to review your carriers'
performance levels.
3. Select the HOME button to return to the Home screen.
COMPLETING THE % SMARTWAY SCREEN
On this screen, you will select the weighting factor you wish the tool to use to determine your % SmartWay
Value. Comparing your % SmartWay Value over time provides a useful way of gauging your company's progress
in reducing its overall emissions or footprint. The default weighting factor is Ton-Miles, but you may select the
radio button for Ton-Miles or Total Miles to choose the weighting factor for all your business units.
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:
Logistics_PartnerName_Year_V0.xml7
For example, Logistics_ABCompany_2018_V0.xml
where PartnerName is your company's name as entered for Step 1 on the Home screen, and Year
indicates the year for which you are submitting your data.
4. Next specify the folder where you would like to save the .xml file, and a screen will appear.
^ If you create the XML file multiple times the file name will increment each time (e.g., Logistics_ABCompany_2018_V1.XML for the second iteration, etc.
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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 .xlsm file.
6. Upon selecting NEXT, a screen will appear that allows you to close the Logistics 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 XLS FILES.
Please visit https://www.epa.gov/smartwav/smartwav-logistics-companv-partner-tools-and-resources for
additional resources, including printable data collection worksheets, and technical documentation, for more in
depth exploration of each section of the Logistics Tool.
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Results and Summary Reports
The View Your Data Reports section gives you access to ten reports to help you understand your data and use
it to make better performance decisions. You can access these reports by selecting "View Summary Data
Reports" at the bottom of the Home screen.
The fear-to-Year Comparison Repor is another optional section of the Tool, allowing you to compare the
fleet characteristics, activity values, and performance metrics from your current reporting year with your prior
reporting year. This report is particularly helpful in identifying any changes that may have occurred since your
last reporting period, determining trends in activity and performance, and performing general quality
assurance of the inputs use for your current Tool. You can access this report by selecting "Review your Year-
to-Year Performance" at the bottom of the Home screen.
The Feedback/Recruiting Assistance 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 Logistics Tool data
to EPA. Selecting the Feedback/Recruiting Assistance button on the Home screen will open this form.
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Appendix A: Worksheets
WORKSHEET #1: 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
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For Data Collection
SmartWay User Guide | Appendix A A-1
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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
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WORKSHEET #2: BUSINESS UNIT CHARACTERIZATION
Complete this worksheet for each business unit you will be submitting in the Logistics Tool.
Business Unit Name (Company Name followed by Business Unit Identifier name):
Company Name
Business Unit Identifier
SCAC(s):
MCN"
DOT:
NSC:
BUSINESS UNIT TYPE (for-hire, private, dedicated)
Business Unit Focus (activity %s):
Logistics Provider
Freight Forwarder
Freight Broker
Truck Carrier
Rail Freight Broker
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WORKSHEET #3A: SELECT CARRIER(S)
Complete the following for each business unit you will be submitting in the Logistics Tool. Make multiple
copies of the table below to enter all carriers in the business unit if needed.
#3A: Identify Your Business Units
Logistics Business Unit Name
Carrier Name*
ModeA
SmartWay Category**
# Non-SmartWay Carriers" A
* Exactly as it appears in SmartWay Carrier data file
A Truck, Rail, Logistics, Multimodal, Air
** Truck SmartWay Categories include: TL Dry Van; LTL Dry Van; Refrigerated; Flatbed; Tanker;
Dray; Package; Specialized; Mixed
Multimodal SmartWay Categories include: Surface, Surface-Air; Surface-Marine; Surface-Air-Marine
AA If applicable, for current reporting year only
SmartWay User Guide | Appendix A A-4
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WORKSHEET #3B: ENTER ACTIVITY DATA
Complete the following for each business unit you will be submitting in the Logistics Tool. Make multiple
copies of the tables if needed to enter all carriers in the business unit.
#3B: Enter Activity Data
Logistics Business Unit Name
Provide Data Source Description:
Data Availability Option, Miles, Ton-Miles, and Average Payload
Carrier Name
Data Availability
Option (a-d)*
Ton-miles
Miles
Average
Payload**
* Options include
a = I know both Ton-miles and Total Miles
b = I know Ton-miles and Average Payload
c = I know Total Miles and Average Payload
d = I know Total Miles only
** For Options b and c only
SmartWay User Guide | Appendix A A-5
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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-poHution-and-
climate-change
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 19 035 | July 2019 | Smart Way Transport Partnership | epa.gov/smartway
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