A FPA "nvi—,sa, Protection ^\xSmartWay LI »» Agency U.S. Environmental protection Agency » 2021 SmartWay Logistics Company Partner Tool: Quick Start Guide U.S. Version 2.0.20 (Data Year 2020) EPA-420-B-21-033 ! July 2021! SmartWay Transport Partnership I epa.gov/smartway ------- ^CPA Ennvkonmenetal Protection ^^\XSmartWay * mAgency U.S. Environmental Protection Agency J 2021 SmartWay Logistics Company Partner Tool: Quick Start Guide U.S. Version 2.0.20 (Data Year 2020) Transportation and Climate Division Office of Transportation and Air Quality U.S. Environmental Protection Agency EPA-420-B-21-033 JuLy 2021 ------- ^VSmartWay U.S. Environmental Protection Agency + Table of Contents PRE-CHECKLIST - BEFORE GETTING STARTED l Is This The Right Tool For Me? l What Data Do I Need To Gather To Complete The Logistics Tool? l What Software & Hardware is Required for Completing the Logistics Tool? 2 STEP l DATA COLLECTION REQUIREMENTS 4 Introductory Screens 4 Auto-Population 4 Data Requirements For Establishing Your Data CoLLection Year 4 Data Requirements For Section l: Specify Official Partner Name 5 Data Requirements For Section 2: Enter Contact Information 5 Data Requirements For Section 3: Characterize Your Business Units 6 Data Requirements For Section 4: Download Latest SmartWay Carrier Data File 6 Data Requirements For Section 5: Business Unit Data 6 STEP 2 DATA ENTRY 10 Downloading The SmartWay Logistics Tool 10 How To Set Security Levels For The SmartWay Tools 10 Entering Partner Name 10 Entering Contact Information 10 Completing The Identify Business Units Screen 12 Completing The Logistics Business Unit DetaiLs Screen 13 Completing The Business Focus Screen 13 Downloading the Latest SmartWay Carrier Data File 13 Selecting A Business Unit For Data Entry 13 Inputting Carriers for a Business Unit 14 Completing The ManuaL Input SmartWay Carriers Tab 14 Completing The ManuaL Input Non-SmartWay Carriers Tab 15 Completing The Activity Data Screen 15 Completing the % SmartWay Screen 16 Submitting Your Tool To EPA 16 STEP 3 ADDITIONAL SMARTWAY RESOURCES 18 SmartWay Quick Start Guide | Table of Contents iii ------- ^\xSmartWay U.S. Environmental Proteci ion Agency J 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 TOOL FOR ME? CANADA US NO NO YES YES YES NO NO YES Use Online Truck Tool - Short Form Use Online Truck Tool for All Carriers Use Multimodal Tool Contact NRCan Where are you headquartered? Does your truck fleet move more than S°/o of outgoing loads? Do you operate a single truck class fleet with 20 or fewer gasoline or diesel trucks? Do you operate and manage your own fleet of trucks (owned or leased)? Do you contract or broker out more than 20% of your freight to third parties (other trucking, logistics, rail, barge or air freight companies)? If none of the above statements is applicable, contact EPA SmartWay at 734-214-4647 for assistance. WHAT DATA DO I NEED TO GATHER TO COMPLETE THE LOGISTICS TOOL? To participate in SmartWay, logistics companies need to gather the following essential information to complete the Logistics Tool: ^ The official company name EXACTLY as you would like it presented on the EPA websi te and other EPA communications Company contact information Contact details for your Working Contact (see page 9 for definition) SmartWay Quick Start Guide | Step l 1 ------- ^SmartWay ll.b. tN VI RON MENTAL PROTECTION AGENCY * U.S. tN VI RON MENTAL PROTECTION AGENCY 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 ^ SmartWay ID number (if this is not your first toolsubmission) 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 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. System Requirements IBM Pentium processor or newer 2 GB Ram TOOL? SmartWay Quick Start Guide | Step l 2 ------- ^KxSmartWay U.S. Environmental Protection Agency * 100 MB disk space ^ Monitor display setting of 1,024 x 768 or Larger Software Requirements ^ Microsoft Excel 2013 or Later ¦ Includes 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 and Excel 2010 if all other requirements are met as well. However, Excel 2007 and Excel 2010 have reached end of support and Microsoft no longer provides technical support, bug fixes, or security fixes. This may affect tool performance. ¦ Please download the tool and save it to your desktop, or a location on your hard drive if your desktop is in the cloud. The tool will not run if saved to the cloud or certain other locations. 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. SmartWay Quick Start Guide | Step l 3 ------- ^KxSmartWay U.S. Environmental Protection Agency * 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 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 2021. 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, Business Unit Information), based on the prior year's submittal or, for applicants, information entered through the online SmartWay Carrier Application.1 The Auto-Population option can save time and ensure naming consistency for your contacts and business unit(s) from year to year. A popup screen will appear displaying all the contact and business unit 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. 1 You may access the SmartWay carrier application at httDs://aDD4.era.com/smartwavonramD/onramD/index.cfm?CFID-708l06&CFTOKEN-McMf0^6f84b':i2c-Cll72202-F7AC-00lB- 01QQ82BF6AEiA^ED. SmartWay Quick Start Guide | Step l 4 ------- ^KxSmartWay U.S. Environmental Protection Agency * DATA REQUIREMENTS FOR SECTION l: 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 l of the HOME screen, exactly as you want it to appear on the SmartWay website. Your company will be listed exactly as you've entered in Section l. 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, revising it as necessary. DATA REQUIREMENTS FOR SECTION 2: ENTER CONTACT INFORMATION The SmartWay Tool asks for: V-. General company information such as location, web address, phone number, etc. ^ A Working Contact2for any questions about your company's participation and Toolsubmissions ^ An Executive Contact3 for participation in awards and recognition events V- A SustainabiLity Contact (optional)1 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. 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 Quick Start Guide | Step l 5 ------- ^KxSmartWay U.S. Environmental Protection Agency * 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 T00L 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: 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." 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 FILE To ensure that the Logistics Tool gives you the most current list of SmartWay carriers to select from, you must select the Download Latest SmartWay Carrier Data File button on the Home screen. A new box will appear next to the button indicating the Date of Current Carrier File. You are now ready to select carriers and 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. 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. SmartWay Quick Start Guide | Step l 6 ------- ^KxSmartWay U.S. Environmental Protection Agency * 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. 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 % Logistics % Barge % Air (Note: By selecting "AU" 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 % Expedited % Flatbed % Heavy/Bulk % LTL Dry Van SmartWay Quick Start Guide | Step l 7 ------- ^SmartWay ll.b. tN VI RON MENTAL PROTECTION AGENCY * U.S. tN VI RON MENTAL PROTECTION AGENCY ^ Mixed ^ Moving Package ^ Refrigerated Specialized ^ Tanker TL Dry Van Multimodal SmartWay Categories include: ^ Surface Surface-Air ^ Surface Marine ^ 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. 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 SmartWay Quick Start Guide | Step l 8 ------- ^KxSmartWay U.S. Environmental Protection Agency * 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: 1. Enter ton-miles and total miles (preferred option) 2. Enter ton-miles and average payload 3. Enter total miles and average payload 4. Enter total miles only5 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. 5Option d is available for TL/Dry Van, Expedited, Heavy/Bulk, Mixed, Specialized, Refrigerated, Flatbed, Tanker, Moving, Dray, and Auto carrier categories only. SmartWay Quick Start Guide | Step l 9 ------- SmartWay U.S. Environmental Protection Agency + Step 2 Data Entry DOWNLOADING THE SMARTWAY LOGISTICS TOOL To download the SmartWay Logistics Tool, visit: https://www.epa.aov/smartwav/smartwav-loaistics- 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. If you need additional assistance with your security settings, download the guidance document labeled "2021 Logistics Company Partner Tool: User Guide U.S. Version 2.0.20 (Data Year 2020)" from https://www.epa.aov/smartwav/smartwav-loaistics-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 _j 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. SmartWay Quick Start Guide | Step 2 10 ------- ^KxSmartWay U.S. Environmental Protection Agency » 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: I SmartWay: Contact Information X Partner Information Working Contact Executive Contact Sustajnability Contact Other Contacts i 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. Under the Executive Contact tab: SmartWay: Contact Information X Partner Information Working Contact Executive Contact Sustajnability Contact Other Contacts _r l. Enter the Executive Contact information, including the contact email address. The same buttons and fields are available as described for the Working Contact Tab. SmartWay Quick Start Guide | Step 2 11 ------- ^KxSmartWay U.S. Environmental Protection Agency * Under the SustainabiLity Contact tab: SmartWay: Contact Information X Partner Information Working Contact Executive Contact Sustajnability Contact Other Contacts l. 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: PirUw* JfriormAtioP Wwkino Contact Executm Contort 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 ha ve 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 isrequired. 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 Characterization 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: SmartWay Quick Start Guide | Step 2 12 ------- ^KxSmartWay U.S. Environmental Protection Agency * 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. 3. 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 (SmartWayCarrierData2020.xlsx). 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. SmartWay Quick Start Guide | Step 2 13 ------- ^SmartWay ll.b. tN VI RON MENTAL PROTECTION AGENCY * U.S. tN VI RON MENTAL PROTECTION AGENCY 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 l. On the HOME page, select and highlight the name of the business unit for which you wish to enter 2. Double click the name; you will then be taken to the Input Carriers screen 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 "2021 SmartWay Logistics, Multimodal, and Shipper Partner Tools: Guide to Importing Carrier Data Using the Outside Data Import Function - U.S. Version 2.0.20 (Data Year 2020)" 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. 5. 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 or Multimodal modes, you may also specify a SmartWay Category. Truck categories include TL Dry Van, LTL Dry Van, Refrigerated, Flatbed, Tanker, Dray, Heavy/Bulk, Package, Auto Carrier, Moving, Specialized, Mixed, and Expedited. Multimodal categories include Surface, Surface-Air, Surface-Marine, and Surface-Air-Marine. 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. data. SmartWay Quick Start Guide | Step 2 14 ------- ^KxSmartWay U.S. Environmental Protection Agency » 5. Once you have successfully identified your carriers using the Manual Entry method, proceed to the Manual 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. COMPLETING 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.). SmartWay Quick Start Guide | Step 2 15 ------- ^KxSmartWay U.S. Environmental Protection Agency » 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). 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. g. 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. 10. 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. 11. 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_Vo.xml6 6 If you create the XML file multiple times the file name will increment each time (e.g., Logistics_ABCompany_2020_Vi.XML for the second iteration, etc. SmartWay Quick Start Guide | Step 2 16 ------- ^KxSmartWay U.S. Environmental Protection Agency * 4. For example, Logistics_ABCompany_2020_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. 5. Next specify the folder where you would like to save the .xml file, and a screen will appear. 6. 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. 7. 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 flies. Send them to EPA as normal files attached in an e- mail. EPA security will not allow zipped flies through the EPA firewall. NOTE: DO NOT CHANGE THE NAME OF THE XML OR XLS FILES. Please visit https://www.epa.aov/smartwav/smartwav-loaistics-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. SmartWay Quick Start Guide | Step 2 17 ------- ^KxSmartWay U.S. Environmental Protection Agency * Step 3 Additional SmartWay Resources The View Your Data Reports section gives you access to eleven 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 Year-to-Year Comparison Report 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. SmartWay Quick Start Guide | Step 3 18 ------- ^KxSmartWay 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.aov/transportation-air-pollution-and- climate-chanae 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 21 033 | July 20211 SmartWay Transport Partnership | epa.gov/smartway ------- |