i&FPA Protection ^\xSmartWay
L*l Mm. Agency U.S. Environmental protection agency^
2022 SmartWay
Online Logistics Tool
User Guide
U.S. Version (l.o) (Data Year 2021)
LPA-420-B-22-0311 July 2022 I SmartWay Transport Partnership I epa.gov/smartway
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^vSmartWay
U.S. Environmental Protection Agency^
2022 SmartWay
Online Logistics Tool
User Guide
U.S. Version (l.o)
(Data Year 2021)
Transportation and Climate Division
Office of Transportation and Air Quality
U.S. Environmental Protection Agency
United States
Environmental Protection
hI # ^Agency
EPA-420-B-22-031
JuLy 2022
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Table of Contents
PRE-CHECKLIST - BEFORE GETTING STARTED l
Is this the right SmartWay TooL for me? l
INTRODUCTION 3
How Do Logistics Companies Join The SmartWay Transport Partnership? 3
How Do I Join If My Parent Company Has MuLtipLe Business Units? 3
Establishing Your Data Collection Year 4
Required Data 4
What Is IncLuded in the SmartWay Carrier Partnership Agreement? 5
TOOL SCREENS AND DATA ENTRY 7
Introductory Screens 7
Auto Population 7
Home Screen 7
Step l: Partnership Agreement 8
Step 2: Company and Contact Information 9
Step 3: Characterize Your Business Unit(s) 11
Step 4: Enter Business Unit Information 14
Step 5: Review Your Information 32
Step 6: Compare This Year's with Last Year's Submission 33
Step 7: Submit Your Information To SmartWay 33
Appendices
Appendix A: Import File Preparation A-i
Appendix B: Carrier PayLoad Validation B-i
List of Tables
Table A-i. Excel Import File Format A-i
Table B-i. Logistics Business Unit Payload Validation Ranges B-i
SmartWay User Guide | List of Tables iii
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List of Figures
Figure 1: OLT Home Screen 8
Figure 2: Company and Contact Information Screen 9
Figure 3: Auto Population Confirmation Box 10
Figure 4: Name Your Business Unit(s) Screen 11
Figure 5: Company Name and Identifier Entry 12
Figure 6: Business Unit Characterization 13
Figure 7: Select Carriers Screen 14
Figure 8: Auto Populate Carriers Screen 15
Figure 9: Selection Needed Screen 16
Figure 10: Contact Non-Reporting Carriers Screen 16
Figure 11: Finalize Auto Populated Carriers Screen 17
Figure 12: Importing Carriers Screen 17
Figure 13: Import Results Screen 18
Figure 14: Find Carrier Screen 19
Figure 15: Finalize Imported Carriers Screen 20
Figure 16: View and Manually Select SmartWay Carriers Screen 21
Figure 17: Add SmartWay Carriers to My List Screen 22
Figure 18: Manually Select Non-SmartWay Carrier Modes/Categories Screen, Option 1 22
Figure 19: Manually Select Non-SmartWay Carrier Modes/Categories Screen, Option 2 23
Figure 20: Export Carriers Screen 23
Figure 21: Activity Screen 24
Figure 22: Data Quality Check Screen 27
Figure 23: Rounded Activity Data Screen 27
Figure 24: Duplicate Carrier Activity Data Flags 28
Figure 25: Low Non-SmartWay Miles Flag 28
Figure 26: Unexpected % SmartWay Value Flag 29
Figure 27: Out of Range and Overreported Carrier Activity Alerts 30
Figure 28: % SmartWay Values Screen 31
SmartWay User Guide | List of Figures iv
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Pre-Checklist — Before Getting Started
WARNING
*"Before beginning, use this chart to make sure you choose the right tool for your operations! ***
IS THIS THE RIGHT SMARTWAY TOOL FOR ME?
* Users should check the "Internal Use Only" box for their fleet in one of the Truck Tools, submit it, and then use the
Logistics Tool to identify and select your truck fleet to ensure full activity reporting.
A SmartWav.CanadaffiNRCan-RNCan.gc.ca
NOTE - If you operate a truck fleet that moves more than 5% of your outgoing Loads, you must complete the
Online Truck Tool and check the "Internal Use Only" box, submit it. and then use the Logistics Tool to identify
and select your truck fleet to ensure full activity reporting.
If you have questions regarding which SmartWay Tool to use, contact your Partner Account Manager (PAM),
the SmartWay Transport Partnership at 1-734-214-4767 or email smartway transportfaepa.gov.
SmartWay User Guide | Introduction l
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The following guide describes the SmartWay Online Logistics Tool, which is an online version of the
SmartWay Excel Logistics Tool used by logistics partners in prior years. The Excel tool was discontinued at
the end of the 2021 reporting cycle.
SmartWay User Guide | Introduction
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Introduction
Note: The SmartWay online tools should not be accessed using Microsoft Internet Explorer. Please
use the most recent version of Chrome, Firefox, or Edge to access the application.
HOW DO LOGISTICS COMPANIES JOIN THE SMARTWAY TRANSPORT PARTNERSHIP?
Logistics companies join SmartWay by submitting a SmartWay Logistics tool. Logistics companies that
submit tools that are approved by SmartWay are known as "SmartWay Logistics Company Partners."
When a Logistics company submits a Logistics tool to SmartWay they agree to the requirements stipulated
in the SmartWay Carrier Partnership Agreement--notably, that they will measure and report the emissions
performance of their company annually and provide supporting documentation to SmartWay upon request.
ALL SmartWay Logistics Partners agree to compLete and submit the SmartWay Logistics tooL to:
% define company composition,
% characterize company activity,
% individuaLLy benchmark business units, and
% track annuaL changes in performance.
Upon approvaL of a Logistics tooL submission, a Logistics company wiLL be identified as SmartWay Logistics
Partner on EPA's website, on the SmartWay Partner List, and in a database used to identify companies that
meet SmartWay's annuaL requirements. On-time submission and approvaL of the tooL aLso quaLifies Logistics
Partners for use of the SmartWay Logo. The carrier wiLL aLso receive information on how to access its current
SmartWay registration document and other information through the SmartWay Portal
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 performance
ranking.
IndividuaL business units may join as separate partners if the parent company wishes to have them Listed
individuaLLy on the SmartWay website. Each business unit wouLd submit a separate tooL.
SmartWay User Guide | Introduction 3
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SmartWay highly recommends developing your list of business units before beginning your data
entry process. Any business unit could be hired 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
business units before filling out the Tool.
The following sections describe the information needed and the process for completing the required
sections of the Online Logistics Tool (OLT). The OLT Technical Documentation1 explains more about the
data sources and calculation methodology used by the tool; this guide focuses on the essentials for
completing the tool.
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. Newly formed fleets require a minimum of 12 months of operational data.
REQUIRED DATA
Logistics companies need to gather the following essential information to complete the OLT:
% The official company name to be used on the SmartWay website for public recognition of
participation in SmartWay.
% Company contact information.
% Contact details for:
¦ your Working Contact
¦ your Executive Contact (Executive Contact cannot be the same as the Working Contact)
¦ your Sustainability and/or Other Contact(s) - these are optional
% Business unit details including:
¦ Standard Carrier Alpha Codes (SCACs)
¦ Motor Carrier Numbers (MCNs)
¦ US DOT Number
¦ National Safety Codes (NSCs - Canadian operations only)
1 You can access the OLT Technical Documentation through the SmartWay Partner Portal.
SmartWay User Guide | Introduction 4
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% Business unit type:
¦ For-hire
¦ Private
¦ Dedicated
% Business unit focus (%):
¦ Logistics provider
¦ Freight forwarder
¦ Freight broker
¦ Truck carrier
¦ Rail freight broker
% A comprehensive List of all carriers (SmartWay and non-SmartWay) that the business units used to
haul freight during the reporting year. The List should include all truck, rail, barge, air, and logistics
companies hired by the business unit.
% The activity level for each carrier for the reporting year (miles, ton-miles, and/or payload).
This data should be provided for all of your company's business units. This data reflects the amount of freight
carried by each carrier and the distance that freight is carried.
WHAT IS INCLUDED IN THE SMARTWAY CARRIER PARTNERSHIP AGREEMENT?
To join the SmartWay Transport Partnership as a logistics partner, you must agree to the language on the
"Partnership Agreement for Carriers." When you begin working within the online 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 the tool to EPA.
SmartWay User Guide | Introduction 5
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Partnership Agreement for Carriers
With this annual agreement, your company joins the SmartWay Transport Partnership and commits to:
1. Measure and report to EPA, on an annual basis, the emissions performance of your fleet(s) using
EPA's SmartWay Carrier Tool(s). Existing fleets will report the 12 months of data for the prior year
ending December 31. Newly formed fleets require a minimum of 12 months of operational data.
2. Have your company's name and performance results posted on the SmartWay websites/databases.
3. Upon EPA's request, agree to submit supporting documentation to EPA for any data used to
complete the Tool, and agree to submit to an audit of this data.
In return, EPA commits to:
4. Promote company participation in the Partnership by posting Partner names on the SmartWay
websites 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.
5. Provide companies with industry-wide performance benchmark data, as the data becomes available
to EPA.
6. Assist Partners in achieving emission and fuel usage reduction goals.
General Terms
7. Either party can terminate this Agreement at any time without prior notification or penalties or any
further obligation.
8. EPA agrees not to comment publicly on the withdrawal of specific partners.
9. EPA reserves the right to suspend or revoke Partner status and terminate this Agreement if the
Partner defaults under this Agreement or misuses a SmartWay trademark.
10. The Partner consents to EPA disclosing all information collected in the Tool to the United States
Environmental Protection Agency (EPA) and to the contractor responsible for hosting the SmartWay
database, for the purposes of administering the SmartWay Program and trademarks only.
11. The Partner understands that this Agreement does not constitute authorization to use the SmartWay
trademark, and that such authorization can only be obtained by entering into a separate agreement
with the EPA.
12. The Partner agrees that it will not claim or imply that its participation in the SmartWay Transport
Partnership constitutes EPA's approval or endorsement of anything other than the Partner's
commitment to the program. The Partner will not make statements or imply that EPA, or the United
States, endorses the purchase and/or sale of the Partner's products and services or the views of the
Partner.
13. The annual submission of this SmartWay Tool constitutes agreement to all terms in this Partnership
Agreement.
SmartWay User Guide | Introduction 6
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Tool Screens and Data Entry
INTRODUCTORY SCREENS
Upon opening the tool, you will see a Welcome screen indicating the Partner Name and the current Data
Year for reporting.2 Note the "Data Year" is the year the activity data correspond to, generally one year prior
to the current calendar year. The Welcome screen is then followed by a series of questions about your
company location and operations (including percent of freight brokered out) to ensure you are filling out the
correct SmartWay tool. The next screen allows you to review background material to orient you to the tool.
The background screens provide information on data gathering, tool help and navigation, and the SmartWay
Partner Tool Schedule for the current year. These screens may be skipped if you are already familiar with the
tool.
Note: Your online session will "time-out" after two hours if you do not interact with a page, and
data will be lost for that page. You do not have to complete all steps within two hours, but you
must refresh or change the page within this time to avoid timing out. Otherwise, you must re-open
the tool by accessing the SmartWay Portal.
AUTO POPULATION
As you progress through the tool, you will see "Auto Populate" buttons on various screens. Selecting these
buttons allows partners to automatically load information for the initial steps of the tool, including Partner
Name and Contact Information, based on the prior year's submittal. The Auto Population option can save
time and ensure naming consistency for your contacts and business unit(s) from year to year. Corrections
and revisions may be made on the screen if needed. If you prefer to enter your data manually, you may skip
this step.
Note - The SmartWay online tools do not allow users to cut/paste into the data entry fields. Data
must be entered manually or through the import/auto populate functions.
HOME SCREEN
Data entry for the OLT consists of seven steps, shown on the Home screen. Complete the steps in order,
using the buttons at the bottom of the successive screens to proceed through the tool. When each step is
successfully completed, a checkmark will appear on the Home screen.
2 The Welcome screen also includes the OMB Control Number at the bottom right of the screen. OMB numbers are form and information collection
numbers assigned by the Office of Management and Budget, authorized under the Paperwork Reduction Act of 1980.
SmartWay User Guide | Tool Screens and Data Entry 7
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Figure 1: OLT Home Screen
SmartWay Online Logistics Tool
SmartWay
Home Transport Partnership
Please complete the following steps in order Check boxes on the left indicate successful completion of each step. For more information, select the 'Help' Button, or select the "Back" button to return to the prior page
O Step 1: Partnership Agreement
O Step 2: Enter Company & Contact Information
CD Step 3: Characterize Your Business Unit(s)
O Step 4: Enter Information for your Business Unit(s) (select name to add information)
O Step 5: Review Your Information (reports)
CD Step 6: Compare this year's information with last year's submission
O Step 7: Submit Your Information to EPA
STEP l: PARTNERSHIP AGREEMENT
Select Step i on the Home screen to display the Partnership Agreement for SmartWay Carriers, Review the
details of the partnership agreement in the "What Is Included in The SmartWay Carrier Partnership
Agreement?" section above. Users must agree to the Partnership Agreement to proceed to the next step.
SmartWay User Guide | Tool Screens and Data Entry 8
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STEP 2: COMPANY AND CONTACT INFORMATION
After agreeing to the Partnership terms, select Step 2 on the Home screen to proceed. Existing partners with
an approved submission from Last year may select the "Auto Populate" button toward the top of the screen
to enter the information required for this screen. Otherwise begin by entering your Company Name, the
official name that your customers would recognize for your company—in other words, the name someone
hiring you would look for.
Specify your company's official Company Name, exactly as you want it to appear on the SmartWay website.
For example, you may enter:
V- ABC Company
V- ABC Company. Ltd,
Your company will be listed exactly as you enter it, so pay special attention to proper capitalization,
abbreviations, annotations, and punctuation.
Figure 2: Company and Contact Information Screen
SmartWay Online Logistics Tool
Company and Contact Information
You can use the 'Auto Populate' button to populate this screen witfi your company's information from last year's tod- If you bring in last years data, you m
^>Sni,nlWay
Transport Partnership
it review and verify it Alternatively you can enter the information yourself.
After completing the Company and Contact sections, you may enter additional information by selecting the 'Optional Comment1 bar If you wish-
When finished select the Save and Continue' button. Any missing'incorrect delta will be flagged for your attention If all of your entries pass validation you will be taken back to the Home screen You may return to this screen later and add more contacts or change contact information
" Denotes a required field
Company Information
Company Name: *
Address 2:
City: *
State:*
Zip Code: *
Main Ptione: *
Website:
Working Contact
Executive Contact
Optional Comment
Note: Each field marked with an asterisk must be filled out. You will not be able to submit the tool
to SmartWay without this information.
If you use the Auto Populate option, please review the Company Name as it appears on the screen, revising
as necessary. The tool then asks for:
SmartWay User Guide | Tool Screens and Data Entry 9
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Other Company Information including address, phone number, etc.
^ A Working Contact for any questions about your company's participation and tool submissions. 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 carrier
activity 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.
An Executive Contact for participation in recognition events and for authorizing participation in
SmartWay. 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.
% Additional contacts (optional) which may include alternative Working or Executive contacts,
Sustainability contacts, consultants, or others that may be involved with SmartWay (e.g., press/media
contact, fleet manager, etc.). Use the "Add Contact" button at the bottom of the screen to enter one
or more additional contacts.
You MUST provide both Working and Executive Contacts, who must be different, with different email
addresses, to proceed. SmartWay recommends developing an internal succession plan to make sure that
your tool submission schedule is maintained and the location of SmartWay files are known, if a Working
Contact is reassigned, or leaves the company for any reason.
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, often called the "Trusted Sender" list.
If you use the Auto Populate option, you still must review the Contact Information and revise your entries as
needed. When complete, check the "My company and contact information is correct" box at the bottom of
the screen.
Figure 3: Auto Population Confirmation Box
• Optional Comment
~ My company and contact information is correct
Return to Home Page
You must enter all required fields to proceed to the next step. If a required field is left empty, a message will
appear asking the user to provide the information.
SmartWay User Guide | Tool Screens and Data Entry 10
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STEP 3: CHARACTERIZE YOUR BUSINESS UNIT(S)
After entering your company and contact information, select Step 3 on the Home screen to characterize one
or more business units. 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.
Name Your Business Unit(s)
The Name your Business Unit(s) screen allows you to "Auto Populate" your business unit identification
information using the data from your approved tool submission last year (Option 1) or specify the number of
business units you wish to characterize (Option 2).
Figure 4: Name Your Business Unit(s) Screen
SmartWay Online Logistics Tool
Name your Business Unit(s)
^vSmartWay
T ransport Partnership
The firs! step in Business Unit Characterization is to name your business unit(s) There are two ways to get started.
How many distinct business units Oo you have?
After selecting Option 1 or Option 2, you will need to name your business unit(s), beginning with your
Company Name followed by the specific business unit identifier(s). You may leave the Business Unit
Identifier field blank if you only have one business unit.
SmartWay User Guide | Tool Screens and Data Entry ll
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Figure 5: Company Name and Identifier Entry
Company Name*
Example BU
Business Unit
Identifiers) ¦
~ Business Unit 1
~ Business Unit 2:4
Lire Hau
Last Mite
Business Unit Name
Example BU: Line Haul
Add Another Business Unit I Delete Business Unit(s)
~ Optional Comment
Note: If you selected the Auto Populate option for this section, you MUST still review the Company Name
and Identifier and revise your entries as needed.
Business Unit Characterization
Enter your business unit characterization information on the next screen. First enter at Least one business unit
identifier (SCAC, MCN, DOT number, or NSC). If you have a business unit with multiple SCACs, enter all of
them into the SCAC field, separating them with commas. Fill out as many fleet identification fields as
possible. Double-check your entries as your customers use this information to find your fleets.
Next, select the business unit service type using the dropdown menu. For either private company operations
or dedicated contract service:
Select "Private" if the business unit is primarily hauling for the parent company (however
occasional backhauls are allowable in this designation)
Select "Dedicated" if the business unit is primarily reserved for one customer (however occasional
backhauls are allowable in this designation)
Otherwise, select "For-Hire."
Complete the screen by entering the percentage of the business unit's total activity associated with the
different business focus categories. Percentages must add to 100.
SmartWay User Guide | Tool Screens and Data Entry 12
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Figure 6: Business Unit Characterization
^*vSmartWay
Transport Partnership
Please fill out this page and then press the 'Save and Continue' button Fill out as many business unit identification fields as possible for each of your business units. Double check your entries as your customers use this information to find your
business units
" Denotes a required field
r- Business Unit Identifier(s)*
SCAC 7
j |ABCD |
NSC r
r ii
SmartWay Online Logistics Tool
Business Unit Characterization: Example BU: Line Haul
Business Unit Type*
Select the service type of the business unit For either private company operations or dedicated contract service - Select "Private" if the business unit is pnmarily nauling for the parent company (however occasional backhauls are allowable in this designation) - Select
"Dedicated" if me business unit Is pnmaniy reserved for one customer (however occasional backhauls are allowable In this designation) Otherwise, select "For-HIre"
Business Focus (%)* — — —— — —
Characterize your business unit by specifying the percentage of total activity by Business Focus category. Select the "T buttons above each category type for specific definitions.
Logistics Provider Freight Forwarder ? Freight Broker truck Carrier ' Rail Freight Broker Total
1° 1 i» 1 1° 1 i» 1 1° 1 1™
SmartWay User Guide | Tool Screens and Data Entry 13
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STEP 4: ENTER BUSINESS UNIT INFORMATION
Next select the business unit name under Step 4 on the Home screen to enter detailed activity data for each
of the business units you identified.
Select Carriers Screen
The first step in characterizing your business unit is to identify and select your carriers using one or more of
the following options. These options are not mutually exclusive. For example, you can start by using the Auto
Populate Carriers option to load the carriers from your approved submission from last year. Then you can
modify this list of carriers using one or both of the View and Manually Select Carriers options, allowing you
to remove and/or add carriers. You can then Export your list of selected carriers, merge in the activity data
for each using Excel, and then Import the updated file back into the tool.
Figure 7: Select Carriers Screen
SmartWay Online Logistics Tool
^ .^SmartWay
Select Carriers: Example BU: Line Haul Transport Partnership
Select one or more of the links below to Identify and select the carriers you used to move your freight in the current reporting period These options are not mutually exclusive For example, you can start by selecting 'Auto Populate Carriers' to load the
earners from your approved submission from last year You can then modify this list of earners using one or both of the 'View and Manually Select Carriers' options, allowing you to remove and/or add carriers You can also Export your list of selected carriers, merge in the activity data for
each carrier using Excel, and then Import the updated file back into the tool
When you are finished selecting your earners, select the 'Enter Activity' button to proceed to the next step.
As you proceed through the steps below, make sure to address the following issues:
• You must select at least one SmartWay Carrier.
• You do not currently have any Non-SmartWay carriers In your list of carriers If you do not use Non-SmartWay carriers, select the View and Manually Select earner Modes/Categories' link and check the 'I do not use Non-SmartWay Carriers' box to confirm this If you do use
Non-SmartWay carriers, select the view and Manually Select Carrier Modes/Categories' link to add them to your lists of carriers.
' Auto Populate Carriers - Use this option to load the carriers from your approved tool submission from last year. After you have brought in these carriers, you can send a reminder email to those SmartWay carriers who haven't submitted their data for the current year
¦ View and Manually Select SmartWay Carriers - Use this option to identify and select your carriers from the current list of SmartWay partners. If you have a small number of carriers (e.g., 50 or less), this option might be your preferred approach If you used the Auto Populate function,
you can use this option to add and remove SmartWay carriers.
Use this option to export your current list of earners or the entire set of SmartWay Carriers and Non-SmartWay Carrier Modes/Categories into an Excel file You can then modify the file to edit your earner list and activity data for importing back into the tool.
Auto Populate Carriers Screen
The table shov/n on this screen lists the SmartWay Carriers and non-SmartWay Carrier Type(s) from your
approved logistics tool submission from last year (if available). You can scroll through the list or filter to view
subset categories. Take special note of each carrier's "Status":
1, Carriers with a "Current" status have submitted their fleet information for the current reporting year and
are approved by SmartWay.
2. Carriers with a status of'Pending' have submitted their information but have not been approved by
SmartWay and will be classified as non-SmartWay carriers if you finalize your imported carriers
before their submission is approved. If some of your major carriers are "Pending", do not finalize your
carriers at this time, but check back later regarding their status. The Partner status will be
automatically updated when you return to this screen to finalize your carriers.
3. Carriers who have a status of 'Didn't Report' will be categorized as non-SmartWay carriers when you
finalize your imported carriers. You can contact these carriers directly, or request SmartWay to send
SmartWay User Guide | Tool Screens and Data Entry 14
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an email asking them to submit their current year data by using the 'Contact Non-Submitting Carriers'
button below.
4. Carriers who have a status of 'Selection Needed' have submitted current year data to SmartWay, but
the carrier has multiple fleets from which you can select These carriers will be categorized as non-
SmartWay Carriers if you finalize your list without specifying which fleet they are.
Please review this list to create your CURRENT year Carrier List, You can remove specific carriers or non-
SmartWay Carrier Types you no longer use by checking the Delete Carrier box in the left-hand column and
then selecting the Delete Carriers button at the bottom of the screen. When finished select the "Finalize your
carriers" box at the bottom left to reassign all carriers without a "Current" status to the non-SmartWay Carrier
Types list.
Figure 8: Auto Populate Carriers Screen
1 icii ivvdy
Auto Populate Results: Example BU: Line Haul Transport Partnership
The following table lists the SmartWay Carriers and Non-SmartWay earner Type(s) from your approved logistics tool submission from last year Please review this list to create your CURRENT year Carrier List You can scroll through the list or filter to
view selected categories.
Please take special note of each carrier's status
• Carriers with a 'Current' status have submitted their fleet information for the current reporting year and are approved by SmartWay
• Carriers with a status of 'Pending' have submitted their Information but have not been approved by SmartWay and will be classified as Non-SmartWay earners if you finalize your carriers before their submission is approved
• Carriers who have a status of 'Didn't Report' will be categorized as Non-SmartWav carriers when you finalize your carriers. You can send an email to these carriers asking them to submit their current year data by using the 'Contact Non-Submitting Carriers' button below.
• Carriers who have a status of 'Selection Needed1 have submitted their current year data to SmartWay. but the carrier has multiple fleets from which you may select. These earners will be categorized as Non-SmartWay Carriers If you finalize your list without specifying which fleet
they are.
Carrier Counts: Current = 281 Pendina = 01 Didn't Report = 21 Selection Needed = 1 '
You can remove specific earners or non-SmartWay Carrier Types you no longer use by checking the 'Delete Carrier* box in the left-hand column and then selecting the 'Delete Carriers' button at the bottom of the screen You may select multiple checkboxes at a time, but they must be
visible for the carrier to be deleted.
Auto Populate Results
Show lov entries
Delete Carrier
Status '
Carrier Name
Mode - SmartWay Category
SCAC '
MCN '
DOT T
NSC T
|A" v|
|Afl
1 -»» 1
Current
All Freight Carriers DBA AFC Transport
Truck - Flatbed
AFCH
327604
2405573
Q
Current
Arka Express Inc.
Truck-TL/Dry Van
ARKY
627673
1710817
Current
ASL Transportation Group, Inc
Truck - Mixed
AXON
644828
1764745
Current
Caiex ISCS, inc
Truck-TL/Dry Van
CLXE
139112
038078
Current
Carolina Tank Lines inc Carolina Tank Lines Inc
Truck • Refrigerated
CTAQ. CTAV
165807
226571
Current
CoreTrans, LLC
Truck - TUDry Van
COTN
440663
1054001
Current
Crane Transport inc
Truck. TUDry Van
CRNB
398596
919149
Current
Daybreak Express, Inc.
Truck - Mixed
DBKE
186214
288155
Current
Dedicated Systems Inc
Truck - TL/Dry Van
DDSW
351350
786746
Current
Dutch Maid Logistics
Truck - Refrigerated
DUTM
145235
161246
Showing 1 to 10 of 31 entries Previous | 1 | 2 3 4 Next
Finalize your carriers. This will remove any carriers who do not have a Status of 'Current". You will need to create one or more Non-SmartWay Carrier Type entries to account for the activity of these fleets. This cannnot be undone so make sure you are through
finding and contacting your carriers. For more information, please select the 'Help' button.
SmartWay User Guide | Tool Screens and Data Entry 15
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Selection Needed Screen
For Auto Populated carriers with a status of "Selection Needed", partners can use the "Find My Carrier" link to
select which of the current year approved fleets is the one used. Once identified, check the appropriate "This
is the carrier box" on the right and select Save and Continue to proceed.
Figure 9: Selection Needed Screen
SmartWay Online Logistics Tool
Selection Needed: Example BU: Line Haul
^vSmartWay
Transport Partnership
le - SmartWay Category
Carrier Address
Estes Express Lines: East
True* - Mixed
3801 West Broad Street RidimomJ VA 23230
Estes Express Lines: V
st Broad Street Ricnmond VA 23230
Showing 1 to 2 of 2 entries
Return to Home Paoe I Back I Save and Continue
Contact Non-Reporting Carriers Screen
Figure 10: Contact Non Reporting Carriers Screen
SmartWay Online Logistics Tool
Contact Non-Submitting Carriers: Example BU: Line Haul
You have 2 carrier(s) who have not submitted data to SmartWay for the current reporting year. Select the 'Send Email(s)' button below to email the SmartWay partners' current Working Contacts, asking them to submit their data.
^Y-SmartWay
Transport Partnership
You can only use this function once. Before selecting the 'Send Email(s)' button, make si
:o delete any carriers on the previous si
:o contact before sending the email. These are the ci
¦s who have a Status of "Didnt Report".
working.contact@partner.com
Subject: Your customer. Example BU: Line Haul, requests that you submit current year data to SmartWay
Dear -FIRST NAME-.
:h is needed for a vanety of
SmartWay and Example BU: L
Users may also send standardized emails to encourage SmartWay carriers with a "Didn't Report" status (i.e.,
with tools that have not been received for the current data year) to complete their tools and submit their
data. Users will be able to view the email in read-only form. The email will be sent to all carriers on the "Didn't
Report" list that can be identified as SmartWay partners. Emails will be sent to the Working Contact on record
if they have a valid email address. If there is an Executive Contact with a valid email address they will be cc'd
on the email. Emails cannot be edited and can only be sent once.
SmartWay User Guide | Tool Screens and Data Entry 16
-------
Finalize Auto Populated Carriers Screen
Figure 11: Finalize Auto Populated Carriers Screen
SmartWay Online Logistics Tool
Results of Finalizing Your Carriers: Example BU: Line Haul
The earners you auto populated have been finalized
• You had 29 carriers whose status was 'Current" They have oeen finalized and are ready for use
• You had 2 carriers whose status was Pending" 'Didn't Report', or 'Selection Needed' They have been converted to be Non-Smart way carriers.
^vSmartWay
Transport Partnership
This screen summarizes the final status of each of your auto populated carriers, as well as a listing of actions
taken by the tool.
Import Carriers Screen
Business units that use a large number of carriers (e.g., greater than 100) during the reporting year may prefer
to prepare their carrier activity data using an offline application such as Excel, incorporating data outputs
from their own freight management software or related data systems. Users may import an XLSX file
containing carrier data using the Import File button on the Import Carriers screen. The import file may be
produced by:
1. Exporting carrier data from last year's Excel tool3
2. Selecting Auto Populate and/or Manually Selecting Carriers then using the tool's Export function, or
3. Exporting carrier data from an in-house application.
Details regarding the required import file data fields and format are presented in Appendix A.
Once the file is ready, select the Import File button to navigate to and select your Excel file. The tool will then
import the file, validate activity data, and report any errors and/or warning messages that may need to be
addressed.
Figure 12: Importing Carriers Screen
SmartWay Online Logistics Tool
^vSmartWay
Importing Carriers: Example BU: Line Haul Transport Partnership
Companies who use a large number of earners dunng the reporting year (e.g. > 100) may prefer to prepare their carrier activity data using an offline application such as Excel, Incorporating data outputs from their own freight management software or
related data systems. Select the Help button below for more information on how to prepare an Excel file for importing data into this tool.
Click the Select File button to navigate to and select your Excel file. The tool will then import the file and report any errors ano/or warning messages that may need to be addressed.
Your Excel file has one or more warnings. These are shown below. These warnings can be ignored if you are confident they won't cause any issues. If you ignore these warnings, select the 'Continue" button to proceed to the next step.
• Errors:
o None
• Warnings:
o Payload_Distance was present in 3 row(s) [2,12,14]. Based on the Available Activity Data option for the earner, this value will be recalculated
o Distance was present in 2 row{s) [5,7], Based on the Available Activity Data option for the carrier, this value will be recalculated
° Average_Payload was present in 33 row(s) [2,4, 6, 8,9. ..]. Based on the Available Activity Data option for the carrier, this value will be recalculated.
o You have 3 carriers) with an Available Activity Data option of 'Miles Only1. This option is only valid for Truck Carriers who are NOT in either the 'LTL/Dry Van' or 'Package Delivery' SmartWay Category. This will be validated when you finalize your imported carriers If any of your
carriers with this 'Miles Only' option turn out to be invalid, their Available Activity Data option will be changed to Ton-Miles and Total Miles'.
3 If the file to be imported was created from Last year's Excel tool, it will need to be modified to match the new format described in Appendix A.
SmartWay User Guide | Tool Screens and Data Entry 17
-------
Validation messages will be presented in groups, with the message showing the first five rows that have the
same error/warning. If errors are found, they must first be fixed in the Excel file and then be imported.
Warning messages may be addressed by making changes to the Excel file or by proceeding and editing
data fields on later screens. Common errors/warnings include:
Carrier name is missing (required field)
% Invalid data/value from a List (e.g., a specified carrier mode must be valid)
% Data field exceeds maximum length
Data contains non-numeric characters: ton-miles, miles, payload, non-SW carrier count
% Invalid fleet identifiers are valid (e.g., SCAC must be 2-4 alpha characters)
Invalid SmartWay Category selecting "Miles Only" option
H Non-SmartWay carrier count entered for SmartWay row/carrier
Import Results Screen
Figure 13; Import Results Screen
Transport Partnership
Import Results: Example BU: Line Haul
The following table displays the SmartWay Carriers and Non-SmartWay Carrier Type(s) from the file you Just Imported To review these results, you can scroll through the list or use the filters In the first row Select the 'Help' button at the bottom of the
page if you have any questions about how to use the filters.
Please take special note of each carrier's status:
• Carriers with a •Current' status have submitted their fleet information for the current reporting year and are approved by SmartWay
• Carriers with a status of 'Pending' have submitted their information but have not been approved by SmartWay and will be classified as Non-SmartWay carriers if you finalize your carriers before their submission is approved
• Camers who have a status of 'Didn't Report' will be categorized as Non-SmartWay earners when you finalize your earners. You can send an email to these carriers asking them to submit their current year data by using the 'Contact Non-Submitting Carriers' button below.
• Carters who have a status of 'Not Found' were not located in the SmartWay database If you believe they are a current SmartWay carrier, select the 'FIND CARRIER' link next to their name and you can search for them If you find them, their Status will be updated. If you don't find
them they will be dropped from your list when you 'Finalize Carriers' and you will need to account for their activity by adding them as Non-Smartway carriers
Carrier Counts: Current = 261 Pending = 01 Didn't Report = 71 Not Found = 3 '
You can remove any earners acddently imported by checking the box in the Delete Carriers) column and selecting the 'Delete Carrler(s)' button. You may select multiple checkboxes at a time, but they must be visible for the carrier to be deleted.
~ Import Results
Show I icT v entries
Delete
Catrler(s)
Status
Carrier Name {From Excel File)
Carrier Name (From SmartWay)
Mode - SmartWay Category
SCAC
MCN
NSC
|A» V|
1 A 1
I «« |
|A»
I Fillet |
I raf |
| Si 1
| F l-e, |
Currenl
1579901 Ontario Inc : ASL Global Logistics
1579901 Ontario Inc ASL Global Logistics
Truck-Mixed
AGBM
46977
1154243
146064145
Current
AAA Cooper Transportation
AAA Cooper Transportation
Truck - LTLfDry Van
AACT
55889
092261
Current
ACE Forwarding Inc
ACE Forwarding, Inc
Truck - Mixed
AFWO
307158
659111
Didn't Report
AM Trans Expedite
AM Trans Expedite
Truck-LTL/Dry Van
AMXK
446533
1734448
Current
Averitt Express
Aventt Express
Truck - Mixed
AVRT
121600
036684
Current
Aveiill Express
Averitt Express
Truck-Mixed
AVRT
121600
036684
Blue Streak Courier Service Inc
Blue Streak Courier Service Inc
Truck - Mixed
BKCG
190454
867057
73Z3
Currenl
Boll Express LLC
Bolt Express, LLC
Truck-Mixed
BXPE
408074
952587
Dldnl Report
Brldger Transportation LLC
Bridget Transportation LLC
Logistics - General
BTLB
598967
Current
Combined Transport. Inc Blackv/ell Consolidation
Combined Transport. Inc
Combined Transport Inc Blackwell Consolidation
Combined Transport. Inc
Truck - Flatbed
CMBD
152144
194077
Showing 1 to 10 of 36 entries
II need to create one 0
e Non-SmartWay Carrier type entries to account for the activity of these fleets. This cannnot be undone so make sure you are through
SmartWay User Guide | Tool Screens and Data Entry 18
-------
The Import Results screen Lists all carriers included in the imported Excel file, along with the submittal status
for each. You can remove carriers from the list by checking the Delete Carrier(s) box and then selecting the
"Delete Carrier(s)" button at the bottom of the screen. Carrier status types include:
% "Current" carriers have an approved SmartWay tool submittal for the current Data Year.
"Pending" carriers are SmartWay partners that have submitted their data for this reporting year, which
is currently under review by SmartWay.
% "Didn't Report" carriers are SmartWay partners but have not submitted their data for the current
reporting year.
"Not Found" carriers could not be matched to the list of current SmartWay partners based on the
information provided.
You can email carriers with a status of "Didn't Report" to encourage them to submit their data for the current
year by selecting the "Contact non-submitting carriers" button. You can also search the SmartWay partner
listing for carriers with a "Not Found" status by selecting the "FIND CARRIER" link. After searching for "NOT
FOUND" carriers check the "Finalize your carriers" box and the "Finalize Carriers" button to proceed. Carriers
that remain "NOT FOUND", even after additional searches, will be dropped from your list, and must be added
to the non-SmartWay Category list manually.
Find Carrier Screen
For imported carriers that were "Not Found" on the list of current SmartWay Carriers, partners can use the
"Find My Carrier" function to search for a match. You may search on multiple fields (Carrier Name, SCAC, or
carrier address). If the correct carrier is listed in the search results, select the "This is the carrier" button, then
select Save and Continue and the selection will be added to your carrier list with a status of "Current".
Figure 14: Find Carrier Screen
SmartWay Online Shipper Tool
Find Carrier For: One
^ ^SmartWay
Transport Partnership
Use this page to perform manual searches of the list of SmartWay carriers who have an approved submissions for the current reporting year You can search on carrier name, address, or SCAC. Select the 'Help'
button for more information on how to use this search function.
To search for a carrier, select which field you want to search on, enter the search value, and then select the 'Search' button. Any SmartWay carriers that match the search criteria will appear in the table. If you find
your carrier, select the button in the leftmost column and click the 'Save and Continue' button.
Carrier identification you supplied in your carrier file:
• Carrier Name: VWW
• SCAC: ASXX
Field to search on: 1 Carrier Name ~ Value to Search For:
Return to Home Page
SmartWay User Guide | Tool Screens and Data Entry 19
-------
Finalize Imported Carriers Screen
Figure 15: Finalize Imported Carriers Screen
SmartWay Online Logistics Tool
Results of Finalizing Your Carriers: Example BU: Line Haul
The earners you imported nave been finalized
• You had 26 carriers wnose status was Current"- They nave been finalized and are ready for use.
• You trad 3 carriers wftose status was Not Found'. They have been dropped from your list of carriers. You will need to manually add them using the Non-SmartWay Carrier Types option to account for their acttvffy.
• You had 7 earners whose status was Pending' 'Didn't Report or'Selection Needed1 They nave been converted to be Non-SmartWay carriers
• You had 1 carriers with an Average Payload that exceeded the maximum allowed value for mat Mode and SmartWay Category These Average Payloads have been removed you can correct your data on the Activity Data screen
~ Show earners who had an invalid Average Payload
Show 10 v entries
*\^SmartWay
Transport Partnership
Carrier ID (from your Excel file)
Mode - SmartWay Cateoory
AAA Cooper Transportation
Showing 1 to 1 of 1 entries
m to Home Pane I Continue
This screen summarizes the final status of each of your carriers, as well as a listing of invalid data entries and
actions taken by the tool
The tool aggregates rows by unique carrier/Available Activity Data combinations4 Any carriers that were not
already identified as non-SmartWay carriers and that have a status of "Pending" or "Didn't Report" are
assumed to be non-SmartWay carriers and will be assigned to the partner's SmartWay Category/Mode from
last year. If these carriers have a mode and an Available Activity Data combination that has already been
specified, the carrier will be merged with the existing non-SmartWay Carrier Types, with their miles and ton-
miles added to the existing values, payload reweighted based on the Available Activity Data option, and the
number of non-SmartWay carriers increased by one.
4 The tool will sum the entries for Ton-miles and Miles and calculate weighted average payload for identical carriers (same Carrier ID/exact Carrier Name and
same Available Activity Data option).
SmartWay User Guide | Tool Screens and Data Entry 20
-------
View and Manually Select SmartWay Carriers Screen
Figure 16: View and Manually Select SmartWay Carriers Screen
SmartWay Online Logistics Tool
^KNSmartWay
View and Manually Select SmartWav Carriers: Example BU: Line Haul Transport Partnership
The SmartWay partners on your list of current carriers are displayed below If you would like to add one or more SmartWay Carriers, select the Add Carriers to my Hst button If there is a earner in your list that you want to remove, check the box in the left
hand column and select the 'Delete Carriers)' button. You may select multiple checkboxes at a time, but the checkbox must be visible on the screen for the carrier to be deleted.
Your SmartWay Carriers (24)
Show 110 v| entries
Delete Carrier
Carrier Name
Mode - SmartWay Category
SCAC '
DOT t
use#
-
1
1 PMr 1
O
1579901 Ontario Inc: ASl Global Logistics
Track-Mixed
AGBM
46977
1154243
146064145
~
AAA Coopei Transportation
Track -LTL/Diy Van
AACT
55S89
092261
~
ACE Forwarding, inc
Track - Mixed
AFWO
307158
659111
a
Avert! Depress
Track - Mixed
AVRT
121600
036684
AveiiB E*pies5
Track-Mixed
AVRT
121600
036684
Blue Streak Courier Service Inc
Track-Mixed
BKCG
190454
8670S7
7323
Bolt Express LLC
BXPE
408074
952587
0
ComoineO Transport Inc Biackwef
Consolidation. Combined Transport Inc
Track - Fialbed
CMBD
152144
194077
ConlainerPort Group. Ine Intermodal
Track-Dray
GPGP
152I2S
232734
0
Estes Forwarding Worldwide LLC EFW
Logistics - General
EFWW EFSD EFWE EFTL
801982
23522S8
Showing 1 to 10 of 24 entries Previous | 1 J 2 3 Next
Add Carrierts) to my list | Delete Camerts) | Return to Home Page | Return to Select Carriers | Help
Use this page to view, filter and delete SmartWay carriers from your List as needed. You can specify one or
more filters on the second row of the table. Select the Add Carrier(s) to My List button at the bottom of the
screen to search for and select additional SmartWay carriers. If you wish to delete a carrier from your list,
check the Delete Carrier box then click the Delete Carrier(s) button below, making sure the carrier to be
deleted is visible on the current screen.
SmartWay User Guide I Tool Screens and Data Entry 21
-------
Add SmartWay Carriers Screen
Use this page to find and select SmartWay Partners using the filters and sort arrows in the column headers
to narrow your search as needed. Check the Add Carrier box to the left to select specific carriers. When
finished click the Add Carrier(s) to My List button to see your carriers.
Figure 17: Add SmartWay Carriers to My List Screen
^\vSmartWay
Transport Partnership
SmartWay Online Logistics Tool
Add Carrier(s) to my list: Example BU: Line Haul
this page allows you to find and select earners you use that are currently SmartWay Partners
First use the filters and sorting arrows in the column headers below to narrow your search as needed You may apply filters to multiple columns to quickly find your earners Once found, check the Add Carrier box for that earner and select the 'Add Carner(s) to my iisf button You may
check multiple earners at a time before selecting the 'Add Carriers) to my list' button but the Add Carrier checkbox must be visible when the button is pushed
Available SmartWay Carriers:
Show I 10 v entries
Add Carrier
Canter Name
Mode - SmartWay Category
SCAC T
DOT®
NSC '
I »» I
*
1 ^ 1
1 ~ !
1 1
1-Bridge Logistics Corp
Logistics - General
OBBL
890028
2557559
11959581 Canada Inc
Truck -TUOry Van
OONF
1125786
3454746
1351515 ONTARIO INC dba HANS
TRANSPORT
Truck -TUDry Van
HANQ
3317416
1455492 Ontario Inc DBA RS Camer
Truck - Refrigerated
OFFR
461755
1137120
141064304
1541335 Ontario Inc.'Road Link Xpress
Truck - TUOry Van
ROAO
442882
1063823
143440740
1559514 ONTARIO LTD dba AIKAM
LOGISTICS
Truck - TUDry Van
AKQL
2051163
1616270 Ontario Inc./dOa DM Transport
0C1
Truck - Mixed
OMRN
910434
»«
m,mK
1st Choice Logistics LLC
Logistics - General
833561
2423750
1st Express taic
Truck -TUDry van
FSEP
181440
284589
2039322 ONTARIO INC dba NORTHUNE
FLATBED SERVICES
Truck - Flatbed
NFSS
2407852
Showing 1 to 10 of 3.172 entries
318 Next
View and Manually Select Non-SmartWay Carrier Modes/Categories Screen
If you only use SmartWay carriers, select Option i, the "I do not use any Non-SmartWay Carriers" box and
select Confirm to proceed. (If you wish to enter Non-SmartWay carriers after selecting Option 1, uncheck the
"I do not use Non-SmartWay Carriers box" and select Confirm.)
Figure 18: Manually Select Non SmartWay Carrier Modes/Categories Screen, Option 1
SmartWay Online Logistics Tool
View and Manually Select Non-SmartWay Carrier Modes/Categories: Example BU: Line Haul
Option 1: If you do not use Non-SmartWay carriers, check the box below and select the 'Confirm' button confirm.
~ I do not use Non-SmartWay Carriers |
Option 2: If you use Non-Sr
known (e g :Non-SmartWa\
' Denotes a required field
Available Non-SmartWay Carrier Types
*vSmartWay
Transport Partnership
Selected Non-SmartWay Carrier Types
Nc<-S«nTtay C»
Arid Selected
Delete Carrier Type
Carrier Type
Number of Carriers *
Select earners Help
SmartWay User Guide | Tool Screens and Data Entry 22
-------
Otherwise select the non-SrnartWay carrier categories you use from the dropdown box on the Left under
Option 2. Then enter the number of non-SmartWay carriers for each category and select the Save Number
of Carriers box. Remember to include any carriers with a final status of "Not Found", If you do not know the
Category for one or more non-SmartWay carriers, select the Non-SmartWay Truck - General option. Select
the Return to Select Carriers box when finished.
Figure 19: Manually Select Non SmartWay Carrier Modes/Categories Screen, Option 2
SmartWay Online Logistics Tool
View and Manually Select Non-SmartWay Carrier Modes/Categories: Example BU: Line Haul
¦ Denotes a required field
^\>SmartWay
Transport Partnership
Available Non-SmartWay Carrier Types
Selected Non-SmartWay Carrier Types
!0n.S"»oeC'tec
non-SmartWay Truck Carrier - General
ion-SmartWay Truck Ci
non-SmartWay Truck Carrier - Relrigeratea
Delate Selected Camel Types
Retiim to Select carriers Help
Export Carriers Screen
You may export carrier information to an Excel file for additional processing. Using Excel, you can enter or
change Activity Data or merge the exported carrier information with data from your in-house shipping
applications. There are two options for exporting carriers.
1. You may select the "Export All SmartWay and non-SmartWay Carriers" button to create and save an
Excel file with a complete list of all current SmartWay Carriers and non-SmartWay Carrier
Modes/Categories. You may then manipulate the file offline, deleting carriers you do not use, and
entering activity data for your carriers. Once complete you may import the updated file back into this
online logistics tool.
2. You may export the list of carriers selected using the other online tool functions (Auto Populate,
Import, and Manual Selection). Once you have created your list of carriers, you can use the "Export
Selected Carriers" button to create and save an Excel containing these carriers.
Figure 20: Export Carriers Screen
SmartWay Online Logistics Tool
Export: Example SU: Line Haul
^vSmartWay
Transport Partnership
Select one of the following options to export carrier information to an Excel file for additional processing Using Excel, you can enter or change activity data or merge the exported carrier information with data from your in-house applications.
1. Select the "Export Your Selected Canters' button to export an Excel tile containing the list of earners you selected using the other online tool functions (Auto Populate. Import, and Manual Selection)- You may then manipulate the file offline and import the updated file bacK into this
tool
2 Select the 'Export All SmartWay and Non-SmartWay earners' button to create and save an Excel file with a complete list of all current SmartWay Camera and Non-SmartWay Carrier Modes/Categories. You may then manipulate the file offline, delete carriers you do not use and
enter activity data for your carriers Once complete you may import the updated file bacK into this tool
Return to Home Page I Return to Select Carriers
SmartWay User Guide | Tool Screens and Data Entry 23
-------
Activity Screen
After identifying and selecting your SmartWay and Non-SmartWay carriers, proceed to the Activity screen
where each of your selections will be listed along with their "Status". You may filter the list by status type
using the Filter Method' dropdown menu and 'Submit' button on the right side of the screen.
Carriers that have a Status of 'Entered' have all their activity data entered and do not require further action,
although their data may be revised by selecting the 'EDIT' link at the far right Carriers that have a Status of
'Incomplete' do not have all their activity data entered and must be completed using the 'EDIT' link to
continue. Selecting 'EDIT' allows you to enter the available activity data for the selected carrier. For each
"Incomplete" carrier record, choose an "Available Activity Data" option that reflects the information you have
for that carrier. The preferred option is "Ton-Miles and Total Miles". Next, enter the data fields that are
appropriate for the option you selected (ton-miles, total miles, and/or average payload in tons). The required
fields will be activated (showing a data entry box). After entering the required information select the "Save"
button at the far right to update table or select "Cancel" to delete the newly entered data.
Figure 21: Activity Screen
SmartWay Online Logistics Tool
*\vSmartWay
Activitv Data: Example BU: Line Haul Transport Partnership
The SmartWay Carriers and Non-SmartWay Carrier Types you selected are shown below. You may filter your list by using the 'Filter Method' dropdown list and 'Submit' button on the right side of the screen. The possible Statuses are
• INCOMPLETE: Carriers that do not have all of their activity data entered. Use the EDIT link on the right side of the row to finish entering the carrier's activity data. Carriers with a Status of 'Incomplete' must be updated in order to continue.
• ENTERED: Carriers that have all of their activity data entered. No action is needed for these rows but you can use the 'EDIT link to modify the activity data if needed.
You may only edit one row at a time. After you have finished editing a carrier row. select the 'Submit' button for that row to save your changes. If you start to edit a carrier row and change your mind, use the 'Cancel' button to exit the edit mode and restore the carrier's previous activity
data.
* Denotes a required field Filter Method .
1 Show 3f ca Tiers v 11 Submit I
Example BU: Line Haul: Carriers
Show 10 vi entries
Carrier Name
Mode - SmartWay Category
Available Activity bata *
Ton-Miles *
Total Miles *
Average Payload
Status
Actions
1579901 Ontario Inc.. ASL Global Logistics
Truck-Mixed
1.049.590
88,888
11.81
Entered
EDIT
AAA Cooper Transportation
Truck - LTL/Dry Van
1.111.111
555
Incomplete
EDIT
ACE Forwarding Inc.
Truck • Mixed
100.000
20.000
5.00
Entered
EDIT
Aver* Express
Track • Mixed
2.308.637
160.239
14.41
Entered
EDIT
Averilt Express
Track • Mixed
2.358.017
232,495
10.14
Entered
EDIT
Blue Streak Courier Service Inc.
Track - Mixed
2.407.397
83,555
28.81
Entered
EDIT
Bon Express. LLC
Track • Mixed
1,209.871
84,542
14.31
Entered
EDIT
Combined Transport Inc.: 8lackwell Consolidation, Combined Transport. Inc.
Track - Flatbed
1,234.561
86,516
14.27
Entered
EDIT
ContainerPort Group. Inc : Intermodal
Truck - Dray
1.135 202
87.505
12.97
Entered
EDIT
Esles Forwarding Worldwide. LLC: EFW
Logistics - General
1.283.941
90,464
14.19
Entered
Ecrr
Showing 1 to 10 of 28 entries Previous | 1 j 2 3 Next
Return to Home Page | Return to Select Carriers | Validate | Help
SmartWay User Guide | Tool Screens and Data Entry 24
-------
> Available Activity Data
The tool provides four calculation options based on your data availability. The preferred option is providing
Ton-miles and Total miles. If you do not know total miles, then you may provide ton-miles and average
payload, which will be combined to develop a mileage estimate. Alternatively, if you do not know ton-miles
you may provide Total miles and average payload, which are combined to estimate ton-miles. If you know
only miles, then you may select the "Miles Only" option. In this case the tool will use the default payload
value for the carrier's SmartWay Category to estimate ton-miles. Although dependent on industry type and
product mix, the Total Miles and Average Payload Option is generally preferred to the Miles Only Option in
terms of data quality. Only truck carriers in SmartWay Categories TL / Dry Van, Refrigerated, Flatbed, Tanker,
Moving, Dray, Expedited, Mixed, Specialized, Heavy/Bulk, Auto Carrier, and General may select the Miles
Only Option.
To produce the best carbon inventories, and provide for the best comparisons between carriers, companies
should strive to collect both ton-mile and mile information, supported by strong database systems and
quality assurance protocols. SmartWay may require companies to use this option in the future. Companies
may also want to start collecting and maintaining volumetric based information, as well as the number of
packages shipped via parcel delivery operations.
> Ton-Miles
For the first and second Data Availability Options, enter the ton-miles hauled per year attributable to each
carrier. A ton-mile is moving one ton one mile. DO NOT ESTIMATE TON-MILES BY SIMPLY MULTIPLYING
TOTAL MILES BY TOTAL TONS - such a calculation effectively assumes your entire tonnage is transported
on EACH AND EVERY truck and will clearly overstate your ton-miles.
Many companies track their ton-miles and can report them directly without further calculation. For example,
logistics company systems are set up to specifically associate a payload with the mileage traveled on each
trip by carrier and are then summed at the end of the year. If such information is not available, there are two
ways to calculate ton-miles:
1) Companies can determine the average payload per carrier, multiply that by the total miles per carrier, and
sum the results for all carriers for the reporting year; or
(total miles per carrier x total tons per carrier)
2) Set Ton-miles per carrier =
total # of trips per carrier
NOTE: Empty miles are not included in the ton-mile calculation.
To check your estimate, divide ton-miles by miles. The result is your fleet-average payload. If this number is
not reasonable, please check your calculations.
SmartWay User Guide | Tool Screens and Data Entry 25
-------
> Miles
For the first and third Data Availability options, enter the total miles hauled by each carrier. For the fourth
Data Availability option just enter the total miles hauled. For rail carriers, enter railcar miles (not train miles).
For barge carriers, enter barge-miles travelled (not tug-miles).
> Average Payload
Enter the average payload for the carrier in tons representing the average cargo weight per loaded trip. This
is required for the second and third Data Availability options. Estimates should include palette and packaging
weight.
> Carrier Status
Carriers have two status conditions. Carriers with a "Entered" status have a complete set of activity data,
although their data may be revised by selecting EDIT. Carriers with an "Incomplete" status have missing
information and must be entered by selecting the EDIT link to proceed.
> Actions
Upon selecting EDIT, users can modify the Available Activity Data category, as well as the Ton-mile, Total
mile, and/or average payload values for the carrier. Select the "Save" button to save updates or select the
Cancel button to keep the current values.
Once all "Incomplete" entries have been addressed and all Statuses read "Entered", select the Validate
button to check for data quality issues.
Data Quality Check Screen
After resolving any data entry mistakes proceed to the Data Quality Validation screen. Select the gray bars to
expand the sections on the screen, each of which summarizes potential inaccuracies with your data. Review
each section carefully. If necessary, use the Back button to return to the Activity screen and revise your
entries. Otherwise, you may check the "My data is correct" box at the bottom of each section to proceed.
Note: the example screen below shows all five possible validation categories. If a user's data doesn't meet
one or more of these conditions, "Congratulations, no issues found" will appear for each. Otherwise, the
specific validation flags are shown as appropriate.
SmartWay User Guide | Tool Screens and Data Entry 26
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Figure 22: Data Quality Check Screen
SmartWay Online Logistics Tool
Data Quality: Example BU: Line Haul
To Help partners submit trie Best information possible, the Data Quality checks displayed below Identity possible issues in your data Review each Data Quality check by clicking on the gray bar. Review each section carefully If necessary, return to
the Activity Data screen and revise your data. Otherwise you can enter an explanation where needed and/or check the My data is correct" box at the bottom of the section to proceed.
* Denotes a required field
Rounded Activity Data ¦ this needs to be addressed
Duplicate Carrier Activity Data ¦ this needs to be addressed
Low Non-SmartWay Miles ¦ this needs to be addressed
unexpected % SmartWay values - this needs to be addressed
Out of Range and overreported Alerts - this needs to be addressed
^\>SmartWay
Transport Partnership
Data Quality Check Criteria
Data Quality Check Criteria
Data Quality Check Criteria
Data Quality Check Criteria
Data Quality Check Criteria
Rounded Activity Data
This table Lists carriers with miles and/or ton-miles values ending in "000". If this data is correct, check the
"My data is correct" box at the bottom of the section to proceed, otherwise reenter the data as necessary.
Figure 23: Rounded Activity Data Screen
SmartWay Online Logistics Tool
Data Quality: Example BU: Line Haul
To help partners submit the best information possible the Data Quality checks displayed below Identify possible issues in your data Review each Data Quality check by clicking on the gray bar. Review each section carefully If necessary, return to
the Activity Oata screen and revise your data Otherwise you can enter an explanation where needed and/or check the My data is correct' box at the bottom of the section to proceed
" Denotes a required field
Rounded Activity Data - this needs to be addressed Data Quality Check Criteri;
SmartWay requires submittal or cease, accurate activity information to ensure Program data is of the highest quality Please check the data entries ending in '000" to make sure you are submitting tne most precise, accurate data available. If this data is correct, check tne My data is correct box at the Dottom
of tne section to proceed
Show j ic v entries
-«s>
* ^SmartWay
Transport Partnership
Mode - SmarrWsy Category
Available Activity Oata
>n-SmarfWay True* Cairiei - Refngeral
Truck Refrigerated
Showing 1 to 1 of 1 entries
~
Duplicate Carrier Activity Data - this needs to be addressed Data Quality Check Criteria
SmartWay User Guide
Tool Screens and Data Entry 27
-------
Duplicate Carrier Activity Data Flag
If 5 or more of your carriers out of every 100 have precisely the same value entered for miles and/or ton-
miles, (with a minimum of 3 duplicates total), they will be flagged in this table. If this data is correct, check the
"My data is correct" box at the bottom of the section to proceed, otherwise reenter your data as needed.
Figure 24: Duplicate Carrier Activity Data Flags
SmartWay Online Logistics Tool
Data Quality: Example BU: Line Haul
^•vSmartWay
Transport Partnership
To help partners submit the best Information possible, the Data Quality checks displayed belov. identify possible issues in your data Review each Data Quality check by clicking on the gray bar. Reviev. each secton carefully If necessary, return to
the Activity Data screen and revise your data Otherwise you can enter an explanation v.tiere needed and'or check the "My data is correct' bo* at the bottom of the section to proceed
" Denotes a required field
Rounded Activity Data • this needs to be addressed
Bata_9ui«Lty-fflh«sS^rae0a
Duplicate Carrier Activity Data - this needs to be addressed
Data Qualitv Check Criteria
You nave 3 earners with me same value entered for Total Miles and/or Ton-Miles if mis data is correct, cfteck tne My data is correct' box at me Bottom of the section to proceed
Show 10 v entries
earner Name
Mode - SmartWay Category
Available Activity Data
Ton-Miles
Total Miles
AveriU Express
Truck - Mixed
Ton-Miles & Total Miles
2,308 637
160,239
Avert# Express
Track - Mixed
Ton-Miles & Avg Payioad
2,308 637
227,676
Blue Streak Courier Service Inc
Track - Mixed
Ton-Miles & Total Miles
2,308.637
83.555
Showing 1 to 3 of 3 entries
Previous 1 i Nex
My data Is correct *
Low Non-SmartWay Miles - this needs to be addressed
DaW Quajity Check criteria
Low Non-SmartWay Miles Flag
This table presents any non-SmartWay Carrier Types with unusually low mileage. Miles per non-SmartWay
carrier of less than 1 are not allowed and must be changed. Miles per non-SmartWay carrier between 1 and
100 require an explanation. Miles per non-SmartWay carrier between 100 and 500 will be flagged but
explanations are optional.
Figure 25: Low Non SmartWay Miles Flag
Low Non-SmartWay Miles - this needs to be addressed Data Quality Check Criteria
The following Non-SmartWay Carrier Types have unexpectedly low mileage If your mileage is correct, please check the "My Data is correct" box at the bottom of the section You may enter an optional explanation for the low
mileage if you wish
Carrier Type
Number of Carriers
Total Miles
Total Miles / Carrier
Optional Explanation
Non-SmartWay Truck - Dray
2
888
444
specialty cross-town deliveries.
D My data is correct.
Unexpected % SmartWay Value Flag
This table presents any % SmartWay Values that are outside of expected ranges. Please review your data
and correct as necessary. Explanations are required when:
SmartWay User Guide | Tool Screens and Data Entry 28
-------
• the percent total miles or total ton-miles attributed to SmartWay partners is less than 50 percent of
the number of carriers that are SmartWay partners; or
• the miles or ton-miles per non-SmartWay carrier is more than twice that of SmartWay carriers.
Explanations are optional when:
• the percent total miles or total ton-miles attributed to SmartWay partners is less than the percent of
carriers that are SmartWay partners; or
• the miles or ton-miles per non-SmartWay carrier is more than that of SmartWay carriers.
Figure 26: Unexpected % SmartWay Value Flag
Unexpected % SmartWay Values - this needs to be addressed
Data Quality Check Criteria
The following SmartWay Values are outside of expected ranges. Please review your data and correct it if necessary. If your data is correct, please enter an explanation if required.
Value
Number of Carriers
Total Miles
Ton-Miles
SmartWay Carriers
Non-SmartWay Carriers
SmartWay % of Total
Error: The percent ofTotal Miles and/or Ton-Miles attributable to SmartWay partners is less than 50 percent of the number of carriers that are SmartWay partners. SmartWay includes most of the large carrier companies currently in
operation Please check the number of carriers, mile and ton-mile. Otherwise provide an explanation below
Required Explanation:
Warning: The Total Miles and/or Ton-Miles per Non-SmartWay carrier is greater than that of SmartWay carriers. SmartWay includes most of the large carrier companies currently in operation. Please check the number of carriers
mile and ton-mile. If you would like, you may enter an explanation below.
Optional Explanation:
~ My data is correct.
SmartWay User Guide | Tool Screens and Data Entry 29
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Out of Range and Overreported Alerts
This section flags two possible issues for attention. First the tool checks your payload data to ensure it falls
within expected ranges. If payload estimates do not fall within the expected range, Red and/or Yellow alerts
will be displayed for those carriers. A red alert indicates data is significantly higher/lower than the industry
average, while a yellow alert indicates the value is somewhat higher/lower than the industry average.
Absolute errors, indicating a value that is not possible are also flagged and must be revised using the 'EDIT'
link in the Corrections column then selecting the Save button in the same column before proceeding. (If you
do not wish to modify your entries select Cancel instead of Save.) Red alerts must also be addressed by
correcting them using the 'EDIT' link, or by entering an explanation at the bottom of the table regarding why
the data is correct. You may also enter explanations for any yellow messages, although this is optional.
Further details regarding payload validation are provided in Appendix B.
This table also presents any carrier activity levels that are notably higher than the annual totals reported by
the carriers themselves. "Overreported" alerts are issued if the partner's reported carrier activity exceeds the
total reported by the carrier by more than 10%, Either revise the mile and/or ton-mile values entered for
carriers with Overreported alerts using the EDIT and SAVE buttons or simply check the My Data is Correct
Box at the bottom to proceed.
Figure 27: Out of Range and Overreported Carrier Activity Alerts
Out of Range and Overreported Alerts - this has been addressed Data Quality Check Criteria
Payload Out of Range Alert: 'Yellow' and 'Red' entries in the Payload Out of Range Alert column indicate the average payload for a carrier is outside the expected range for typical carriers of the same Mode/SmartWay Category
'Red' indicates payloads are far outside the expected range while 'Yellow' indicates payloads are somewhat outside the expected range Select the EDIT link to adjust your payload values if needed, otherwise you can enter
explanations in the "Out of Range Explanation(s)" box below Red entries require an explanation, while explanations for yellow entries are optional
Overreported Alert: 'Red' entries in the Overreported Alert column indicate the Total Miles or Ton-Miles you reported for those earners is greater than expected based on the activity reported by the carriers in their latest submission
This could be an error on your part, OR the carriers may not have reported all of their activity. Please make sure you selected the correct carrier fleet (some carriers report multiple fleets), and the activity level attributed to each
carrier is accurate.
Show 10 v entries
Carrier ,
Name
Carrier
Subdivision
Mode - SmartWay
Category
Available Activity Data
Ton-Miles
Total Miles
Average
Payload
Payload Out of Range
Alert
Overreported
Alert
Corrections
Carrier 57904
Logistics - General
Ton-Mlles&Avg Payload v
7,878,543
143,246
55
Red
EDIT
Showing 1 to 1 of 1 entries
• Payload Out of Range Alert(s)
Out of Range Explanatlon(s)
LlJ
After reviewing and addressing any potential data quality issues, proceed to the % SmartWay screen.
SmartWay User Guide I Tool Screens and Data Entry 30
-------
% SmartWay Values Screen
This screen displays the % SmartWay Values by mode for the business unit. ALL percentages are caLcuLated
on a ton-mite basis. Separate tabLes are provided for overaLL business unit operations, as weLL as breakouts
for each carrier seLected by mode, SeLect the gray bars to expand and hide each tabLe.
Figure 28: % SmartWay Values Screen
^¦>SmartWay
Transport Partnership
Review this screen to see your earners' contributions to your overall % SmartWay Value, by mode Percentages are calculated on a ton-mile basis. Your SmartWay carriers and non-Smartway carrier types are separated by mode. Select the gray bars
below to expand and hide the Information for each mode
The last gray bar % SmartWay. has the total number of carriers and Ton-Mites as well as your calculated % SmartWay Values, by mode and for your business unit overall
SmartWay Carriers: Logistics
Show to v entries
SmartWay Online Logistics Tool
% SmartWay Values
I 0358
0 2856
2 7959
0 0200
1 9746
SmartWay Carrier*
¦ding Worldwide LLC EFW
:h Transportation Services Ir
OPTECH Entetptse Si
s(OES) Logistics Division
sd Transport Seivwes. (r
Transplace Texas LP - 3PL
Showing 1 to 5 of 5 entries
SmartWay Carriers: Truck
% SmartWay
Previous | 1 | Nexl
Mode/Total % SmartWay * Adjusted S SmartWay Number or SmartWay Carriers Number or Non-SmartWay Carriers SmartWay Ton-Miles Non-SmartWay Ton-Miles
Logistics 100 0000 421890 5 0 6 938 195 0
Truck 72 6830 72 6830 19 5 29 766,043 11 187 289
Total 76 6400 68 2650 24 5 36704 238 11 187 289
Adjusted % SmartWay Value
The SmartWay Carrier breakout for the Logistics category incLudes an additionaL coLumn for "Adjusted
%SmartWay" vaLues. The adjusted vaLue refLects the % SmartWay score for each Logistics business unit hired
accounting for the portion of activity that business unit aLLocates to other SmartWay carriers.5 If Logistics
business units are used, Adjusted % SmartWay vaLues are also dispLayed in the "%SmartWay" summary tabLe
at the bottom of the screen.
5 At this time SmartWay Logistics partners are assigned fuLL credit when calculating their % SmartWay VaLue, regardless of the amount of business Logistics
partners do with SmartWay carriers. SmartWay may adopt the Adjusted % SmartWay VaLue for scoring purposes in the future, but as of now the adjusted
vaLues are for information purposes onLy.
SmartWay User Guide | TooL Screens and Data Entry 31
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STEP 5: REVIEW YOUR INFORMATION
Before submitting your data to SmartWay you must review multiple reports to ensure the accuracy and
completeness of your entries. Select each report by clicking on the name. A Business Unit dropdown menu
will appear at the top of these reports for submissions that have more than one business unit.
NOTE: To PRINT a report, right click with your mouse and select PRINT, then choose where to save
the file: save as a pdffile or select your local printer. To COPY a table in a Report to a spreadsheet,
use your mouse, highlight the report table, right click your mouse, select COPY, open Excel and
Paste into a worksheet.
1. Business Unit Report - This report summarizes how you characterized your business unit(s), overall
emissions performance, and % SmartWay results.
2. Carrier Activity Report - This report presents the data availability selection and activity levels
specified for each carrier as well as their associated % SmartWay Values.
3. Out of Range and Overreported Alerts Report - This report summarizes 1) carrier payload values
that fall outside of expected ranges and associated explanations, and 2) carrier-specific mile or ton-
mile values that exceed the totals reported for that carrier.
4. Emissions by Carrier Report - This report shows the performance metrics (g/mile and g/ton-mile)
by pollutant for each carrier, as well as total emissions (in tons), sorted by SmartWay Category and
mode.
5. Emissions by Mode Report - This report shows the performance metrics (g/mile and g/ton-mile) as
well as total emissions (in tons) by pollutant, aggregated by carrier mode.
6. Business Unit Ton-Miles by Mode Report - This report shows the percentage of ton-miles by mode
for each logistics business unit used.
7. Public Disclosure Report - This report summarizes your emission results in a format common to
other carbon reporting systems, such as the Greenhouse Gas Reporting System.
Review each report closely then select Return to the Home Page to proceed.
SmartWay User Guide | Tool Screens and Data Entry 32
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STEP 6: COMPARE THIS YEAR'S WITH LAST YEAR'S SUBMISSION
This screen provides a side-by-side comparison of the data entered for the current reporting year with that
for the prior reporting year (if you had an approved submission). Changes in identification fields such as
contact names, phone numbers, etc. are flagged with an "X". Percentage changes in activity levels and %
SmartWay Values are also shown. Annual differences in activity characteristics (e.g., total miles) greater than
20% are flagged by a "Big Change!" alert, an explanation must be provided in the text box at the bottom of
the screen.
After reviewing you may return to prior screens to revise your fleet inputs if needed. After reviewing the
Comparison Report, return to the Home screen.
STEP 7: SUBMIT YOUR INFORMATION TO SMARTWAY
Review the declaration text and check the box indicating you understand and agree to the stated terms.
After submitting your SmartWay data, a confirmation screen will appear with information regarding next
steps, and an email confirming your submittal will be sent to you. If you do not receive an email, please
check your SPAM or Junk Mail folder to make sure the email was not placed there by your email application.
Your Partner Account Manager will review your data and either approve it or contact you if they have
questions.
SmartWay User Guide | Tool Screens and Data Entry 33
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Appendix A: Import File Preparation
The format of the Excel import file for the Online Logistics Tool is different than that for the Excel Logistics
tool. If you would like to construct your import file starting with the file you used for last year's Excel tool, you
can move columns and delete unused columns to match the new format. If the format of your import file is
incorrect you will receive an error message when uploading the file, noting issues needing correction.
The following table lists the columns that can be included in your Excel import file, with required columns
noted. Column headers are not case sensitive. Column header (in the correct order) include:
• CARRIERJD • AVAI LABLE_ACTI VITY_DATA
• CARRIER_NAME • PAYLOAD_ DISTANCE
• CARRIER_MODE • DISTANCE
• SCAC • AVERAGE_PAYLOAD
• MCN • NON_SW_CARRIER_COUNT
• DOT • PARTNER_CARRIER_ID
• NSC
Table A-i. Excel Import File Format
Column
Field Name
Field Type / Max
Length
Validation
A
SmartWay
Internal Carrier ID
Numeric
If the Import file was generated by either
exporting carriers from last year's Excel-
based tool or by doing an Export from the
new online tool then this will be an
integer. Otherwise, this field should be
blank so your carrier data is not
associated with the wrong SmartWay
carrier.
B
Carrier Name
Alpha-numeric/
100 Characters
This is a required field.
SmartWay User Guide | Appendix A A-l
-------
Column
Field Name
Field Type / Max
Length
Validation
C
Mode
Alphabetic only / a
valid value from the
List
This is an optional field. When present, it
must be one of the valid Modes shown
below. Values are not case sensitive.
• Truck
• Rail
• Barge
• Air
• Logistics
D
SCAC
Alphabetic only /
2-4 characters for
each code, 100 total
This field is optional. Lower case
alphabetic characters will be saved as
uppercase. If you have multiple codes,
please enter them as a comma-delimited
List.
E
MCN
Numeric only / 5-7
numbers for each
number, 100 total
This field is optional. Only numeric values
are allowed. If you have multiple
numbers, please enter them as a comma-
delimited List.
F
DOT
Numeric only /1-7
numbers for each
number, 100 total
This field is optional. Only numeric values
are allowed. If you have multiple
numbers, please enter them as a comma-
delimited List.
G
NSC
Alpha-numeric/
100 total characters
max
This field is optional. If you have multiple
codes, please enter them as a comma-
delimited List.
H
Availability
Activity Data (This
field was called
'Data Available' in
the Excel-based
tool)
Alphabetic only /1
character
This field is optional. This is a single
alphabetic character. It is not case
sensitive. The four valid values are:
a - you provide Ton-Miles and Total Miles
for the carrier
b - you provide Ton-Miles and Average
Payload for the carrier
c - you provide Total Miles and Average
Payload for the carrier
d - you provide only Total Miles for the
carrier and the carrier's average payload
will be based on an average payload
value calculated from other Truck
SmartWay User Guide | Appendix A A-2
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Column
Field Name
Field Type / Max
Length
Validation
Carriers in the same SmartWay Category.
Only Truck Carriers that are not in the
SmartWay Categories LTL/Dry Van or
Package Delivery can use this option.
1
Ton-Miles
Numeric only / 999
billion
This field is optional. When the carrier's
Availability Activity Data (AAD) is an 'a' or
'b' this can be an integer greater than 0. It
can be formatted in Excel to display a
thousand's separator, but it must be a
"true" numeric field. When AAD is a "c" or
"d" this must be blank.
J
Total Miles
Numeric only / 999
billion
This field is optional. When the carrier's
AAD is an 'a', 'c', or'd' this can be an
integer greater than 0. It can be formatted
in Excel to display a thousand's separator,
but it must be a "true" numeric field.
When AAD is a 'b' this must be blank.
K
Average Payload
Numeric only / 999
This field is optional. When the carrier's
AAD is a 'b' or 'c' this can be a number
greater than 0. When AAD is an 'a' or'd'
this must be blank.
L
Number of Non-
SmartWay
Carriers
Numeric only /
99,999
This field is optional. It is only valid for
non-SmartWay carriers.
Only integers greater than zero are valid.
It can be formatted in Excel to display a
thousand's separator, but it must be a
"true" numeric field. This must be blank
for SmartWay carriers.
M
Partner's internal
system ID for the
carrier
Alpha-numeric / 25
This field is optional. It is meant to hold an
Internal Carrier ID code from your
company's database system that remains
the same year after year. This can then be
used to identify your SmartWay carriers in
future years.
SmartWay User Guide | Appendix A A-3
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Appendix B: Carrier Payload Validation
Validation cut points are set in the online logistics tool to identify payloads that are somewhat outside typical
industry values (yellow flag warnings) and those that are far outside industry averages (red flag warnings).
The payload check only applies to Data Availability selections where payloads are either entered by the user
or calculated based on other inputs. Checks are applied at the carrier (row) level.
Payload checks are specific to the truck carrier fleet's SmartWay Category/mode, which is available for each
carrier category from the Carrier Data Table. Red payload ranges require explanations. For yellow ranges
explanations are optional.
Validation ranges are based on payload values reported by SmartWay Logistics partners for the 2019
calendar year. Minimum values are set to zero, requiring all payload entries to be greater than zero. Red and
yellow ranges were determined based on visual identification of apparent inflection points in the payload
distribution curves, corresponding to "natural" groupings where possible. Maximum, not-to-exceed values
are based on those used in the SmartWay Truck Tool.
Table B-i. Logistics Business Unit Payload Validation Ranges
SmartWay Truck Category
Low Red
Low Yellow
High Yellow
High Red
LTL Dry Van
0.0 -1.0
1.0 - 2.5
15.0 - 20.0
20.0 - 83.7
Package
0.0 - 0.1
0.1 - 2.5
15.0 - 20.0
20.0 - 83.7
TL Dry Van
0.0 - 5.0
5.0 -10.0
20.0 - 22.5
22.5 -150.0
Refrigerated
0.0 - 5.0
5.0 -15.0
21.0 - 22.5
22.5 - 82.5
Flatbed
0.0 - 5.0
5.0 -10.0
24.0 - 26.0
26.0 - 99.9
Tanker
0.0 - 5.0
5.0 -15.0
23.5 - 25.0
25.0 -103.8
Moving
0.0 - 2.5
2.5 - 4-0
17-5 - 19-5
19-5 -150.0
Specialized/Utility
0.0 - 2.0
2.0 -10.0
22.5 - 25.0
25.0 -111.0
Dray
0.0 - 5.0
5.0 -10.0
22.0 - 30.0
30.0 - 73-5
Auto Carrier
0.0 - 5.0
5-0 - 7 5
20.0 - 22.5
22.5 - 73-5
Heavy-Bulk
0.0 - 5.0
5.0 -10.0
22.5 - 25.0
25.0 - 120.0
Mixed
0.0 - 5.0
5.0 -11.5
22.0 - 32.0
32.0 - 99-3
Expedited
0.0 -1.0
1.0 - 2.5
20.0 - 22.5
22.5 - 83.7
General (all categories)
0.0 - 5.0
5.0 - 10.0
23.0 - 25.0
25.O -150.0
Logistics
0.0 -12.0
12.0 - 16.7
21.0 - 27.2
27.2 -150.0
Rail
0.0 - 9.4
N/A
N/A
125.0 - 200.0
SmartWay User Guide | Appendix B B-l
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SmartWay Truck Category
Low Red
Low Yellow
High Yellow
High Red
Air
N/A
N/A
55-0 -110.0
> 110.0
Validation cutoffs for rail payloads are based on the distribution of average values estimated for all Class l
carriers (see Logistics Tool Technical Documentation), and only include red flags. The absolute upper
bound for rail carriers has been set at 200 tons.
Air carriers have their maximum average payload set to 110 tons, corresponding to the maximum payload
capacity for the largest aircraft make/model specified by SmartWay partners in 2017. Payloads above this
amount trigger a "red" out of range error that must be explained by the partner to proceed, although no value
has been set for a maximum allowable payload at this time. Payloads between 55 and 110 tons receive a
"yellow" warning which may be explained if the partner chooses.
Barge carrier payloads are flagged for verification if their density is greater than 0.6 tons per cubic foot or
less than 0.003 tons per cubic foot, consistent with the payload validation used in the SmartWay Barge Tool.
SmartWay User Guide | Appendix B B-2
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"^vSmartWay
U.S. Environmental Protection Agency »
v>EPA
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
^vSmartWay
U.S. Environmental Protection Agency»
U. S. Environmental Protection Agency
National Vehicle and Fuel Emissions Laboratory
2565 Plymouth Rd.
Ann Arbor, Ml 48105 (734) 214-4200
http://www.epa.aov/
EPA-420-B-22-0311 July 2022 1 SmartWay Transport Partnership I epa.gov/smartway
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