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2021 SmartWay
Logistics Company
Partner Tool:
User Guide
U.S. Version 2.0.20 (Data Year 2020)
LPA-420-B-21-034 I July 20211 SmartWay Transport Partnership I epa.gov/smartway
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United States
Environmental Protection
^1 M ^Agency
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U.S. Environmental Protection Agency^
2021 SmartWay
Logistics Company Partner Tool:
User 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-21-034
JuLy 2021
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Table of Contents
PRE-CHECKLIST - BEFORE GETTING STARTED l
Is this the right SmartWay Tool for me? l
What Is The SmartWay Transport Partnership? l
Why Do Logistics Companies Join The SmartWay Transport Partnership? 2
How Do Logistics Companies Join The SmartWay Transport Partnership? 2
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? 7
STEP l DATA COLLECTION REQUIREMENTS 9
Introductory Screens 9
Auto-Population 9
Data Requirements For Establishing Your Data CoLLection Year 9
Data Requirements For Section l: Specify Official Partner Name 10
Data Requirements For Section 2: Enter Contact Information 10
Data Requirements For Section 3: Characterize Your Business Units 11
Data Requirements For Section 4: Download Latest SmartWay Carrier Data File 11
Data Requirements For Section 5: Business Unit Data 12
STEP 2 DATA ENTRY 15
The SmartWay Logistics Tool 15
How To Set Security Levels For The SmartWay Tools 15
Entering Partner Name 15
Entering Contact Information 15
Completing The Identify Business Units Screen 17
Completing The Logistics Business Unit DetaiLs Screen 18
Completing The Business Focus Screen 18
Downloading the Latest SmartWay Carrier Data File 18
Selecting A Business Unit For Data Entry 18
Inputting Carriers for a Business Unit 19
Completing The ManuaL Input SmartWay Carriers Tab 19
Completing The ManuaL Input Non-SmartWay Carriers Tab 20
Completing The Activity Data Screen 20
Completing the % SmartWay Screen 21
Submitting Your Tool To EPA 21
STEP 3 RESULTS AND SUMMARY REPORTS 23
APPENDIX A: WORKSHEETS FOR DATA COLLECTION A-l
Worksheet #1: Contact Information A-l
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?
CANADA
US
NO
NO
YES
YES
YES
NO
NO
YES
Use Online Truck
Tool for All Carriers
Use Online Truck
Tool - Short Form
Use Multimodal
Tool
Contact NRCan
Where are you headquartered?
Does your truck
fleet move more
than 5% 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 2QD/o 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 IS THE SMARTWAY TRANSPORT PARTNERSHIP?
Launched in 2003, the SmartWay Transport Partnership is a public/private collaboration between the EPA
and the freight industry to improve fuel efficiency, increase environmental performance, and encourage
supply chain sustainability
Seven types of freight transport companies can join SmartWay.
Freight shippers
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^ Logistics companies (including 3PLS/4PLS1)
Truck carriers
V- Rail carriers
Barge carriers
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.
WHY DO LOGISTICS COMPANIES JOIN THE SMARTWAY TRANSPORT PARTNERSHIP?
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.
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
13PLS/4PLS Third party Logistics/fourth-party Logistics companies
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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:
define company composition
characterize company activity
V- individuaLLy benchmark business units
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.
HOW DO I JOIN IF MY PARENT COMPANY HAS MULTIPLE BUSINESS UNITS?
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.
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 website and other
EPA communications
Company contact information
Contact detaiLs for your Working Contact (see page 9 for definition)
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)
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^ 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 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
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.
System Requirements
IBM Pentium processor or newer
2 GB Ram
100 MB disk space
Monitor display setting of 1,024 x 768 or larger
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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.
HOW DO I SET THE SECURITY LEVEL WHEN OPENING SMARTWAY TOOLS?
Since the Tool employs macros, Excel macros must be enabled to use the Tool. If necessary, follow the
directions on the first screen of the Tool to enable macros, follow directions provided on the Microsoft
Support website: https://support.office.com/en-us/article/Enable-or-disable-macros-in-Office-files-
i2Bo^6FD-Di40-4E74-B4g;E-i6FEDiA7Eg;C6. or follow the directions below:
Macros must be enabled on your computer to use the Logistics Carrier Tool.
The default macro security setting in Excel is "Disable all macros with notification."
When you open the tool, you may get a security alert that macros are present, and you need to
choose to enable the macros for this file to work. The steps below describe how to enable macros for
different versions of Excel, first if the message bar or security dialog appear, and alternatively in the
Trust Center if the message/dialog do not appear.
Enable macros when the Message Bar appears
1. When you open the tool, the yellow message bar appears with a shield icon and the Enable Content
button.
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2. On the Message Bar, click Enable Content.
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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 l and 2 above to enable content on the macro message bar.
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
1. Click the File tab
2. Click Options
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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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 ofthe 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 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, 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.
2 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- 01QQ82BF6AE1MED.
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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.
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,
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 Contact3 for any questions about your company's participation and Tool submissions
^ An Executive Contact4for participation in awards and recognition events
V-. A SustainabiLity Contact (optional)5 for information on company sustainability programs and
outreach
V- 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
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.
s 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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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.
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.
V-. 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 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.
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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.
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 "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
Expedited
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U.S. tN VI RON MENTAL PROTECTION AGENCY
Flatbed
Heavy/Bulk
% LTL Dry Van
% 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.
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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.aov/smartwav/smartwav-loaistics-
company-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, review the "How do I set the Security Level
When Opening SmartWay Tools?" section above, or contact your Partner Account Manager.
ENTERING PARTNER NAME
Under Step l 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).
2. Enter the Working Contact name and title.
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The Working Contact is the individual designated by the Executive Contact to directly interface with
SmartWay regarding specific tasks involved in the timely submission of the Tool. The Working
Contact is responsible for coordinating the assembly of information to complete/update fleet data;
completing and updating the Tool itself; maintaining direct communication with SmartWay; and
keeping interested parties within the company apprised of relevant developments with SmartWay.
(NOTE: To ensure that e-mails from SmartWay/EPA are not blocked, new contacts may need to add
SmartWay/EPA to their preferred list of trusted sources.)
3 Enter the Executive Contact name and title.
The Executive Contact is the company executive who is responsible for agreeing to the
requirements in the SmartWay Partnership Annual Agreement, overseeing the Working Contact (as
appropriate), and ensuring the timely submission of the Tool to SmartWay. The Executive
Contact also represents the company at 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
Sustajnabifity 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
Sustajnabifity Contact
Other Contacts
i
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.
Under the SustainabiLity Contact tab:
SmartWay: Contact Information
X
Partner Information
Working Contact
Executive Contact
Sustajnabifity Contact
Other Contacts
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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* JnlwroAtiop Contact E**€ui»v* Contact
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 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 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:
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
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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 (SmartWayCarrierData2020.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.
2. Double click the name; you will then be taken to the Input Carriers data entry screen for that
business unit.
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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 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.
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.
1. Once you have successfully identified your carriers using the Manual Entry method, proceed to the
Manual Input Non-SmartWay Carriers tab
data.
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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.).
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.
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NOTE: Data A vailability 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_Vo.xml7
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.
4. Next specify the folder where you would like to save the .xml file, and a screen will appear.
7 If you create the XML fite multiple times the file name will increment each time (e.g., Logistics_ABCompany_2020_Vl.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 EPAfirewall.
¦ 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.
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Step 3
Results and Summary Reports
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.
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Appendix A: Worksheets for Data Collection
WORKSHEET #i: CONTACT INFORMATION
#1. Enter your Contact Information:
GENERAL COMPANY CONTACT INFORMATION
Company Name
Headquarters
Mailing Address
City
State/Province
Zip Country
Main Phone
Number
Toll-free
Number
Cell
number
Web
Address
WORKING CONTACT INFORMATION
Working Contact Name
Working Contact
Mailing Address
City
State/Province
Zip Country
Working Contact Phone
Number
Email
Address
EXECUTIVE CONTACT INFORMATION
Executive Contact
Name
Executive Contact
Mailing Address
City
State/Province
Zip Country
Executive Contact
Phone Number
Email
Address
SmartWay User Guide | Appendix A A-1
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SUSTAlNABILITY CONTACT INFORMATION
Sustainability Contact
Name
Sustainability Contact
Mailing Address
City
State/Province
Zip Country
Sustainability Contact
Phone Number
Email
Address
OTHER CONTACT INFORMATION
Other Contact Name
Other Contact Mailing
Address
City
State/Province
Zip Country
Other Contact Phone
Number
Email
Address
Contact's role in program
SmartWay User Guide | Appendix A A-2
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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 CarriersAA
* 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
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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.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 21 034 | July 20211 SmartWay Transport Partnership | epa.gov/smartway
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