A FPA e4i prcecion ^\xSmartWay
ImI 0 ItAgency U,S. Environ mental Protection Agency^
2023 SmartWay
Onlne Logust cs Tool
User Guide
U.S. Version (1.0) (Data Year 2022)
EPA-420-B-23-028 I June 2023 I SmartWay Transport Partnership I epa.gov/smartway
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^CDA En^fonmental Protection ^^X^SlTiartWaV
"mAgency U.S. Environmental Protection Agency^
2023 SmartWay
Online Logistics Tool
User Guide
U.S. Version (1.0)
(Data Year 2022)
Transportation and Climate Division
Office of Transportation and Air Quality
U.S. Environmental Protection Agency
EPA-420-B-23-028
June 2023
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Table of Contents
PRE-CHECKLIST - BEFORE GETTING STARTED 5
Is this the right SmartWay Tool for me? 5
INTRODUCTION 6
How Do Logistics Companies Join The SmartWay Transport Partnership? 6
How Do I Join If My Parent Company Has Multiple Business Units? 6
Establishing Your Data Collection Year 7
Required Data 7
What Is Included in the SmartWay Carrier Partnership Agreement? 8
TOOL SCREENS AND DATA ENTRY 10
Access the Tool in the SmartWay Portal 10
Introductory Screens 10
Auto Population n
Home Screen n
Step l: Partnership Agreement n
Step 2: Company and Contact Information 12
Step 3: Characterize Your Business Unit(s) 14
Step 4: Enter Business Unit Information 17
Step 5: Review Your Information 35
Step 6: Compare This Year's with Last Year's Submission 36
Step 7: Submit Your Information To SmartWay 36
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 I List of Tables 3
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List of Figures
Figure l. SmartWay Portal Options 10
Figure 2. OLT Home Screen 11
Figure 3. Company and Contact Information Screen 12
Figure 4. Auto Population Confirmation Box 13
Figure 5. Name Your Business Unit(s) Screen 14
Figure 6. Company Name and Identifier Entry 15
Figure 7. Business Unit Characterization 16
Figure 8. Select Carriers Screen 17
Figure 9. Auto Populate Carriers Screen 18
Figure 10. Selection Needed Screen 19
Figure 11. Contact Non-Reporting Carriers Screen 19
Figure 12. Finalize Auto Populated Carriers Screen 20
Figure 13. Importing Carriers Screen 21
Figure 14. Import Results Screen 22
Figure 15. Find Carrier Screen 23
Figure 16. Finalize Imported Carriers Screen 23
Figure 17. View and Manually Select SmartWay Carriers Screen 24
Figure 18. Add SmartWay Carriers to My List Screen 25
Figure 19. Manually Select Non-SmartWay Carrier Modes/Categories Screen, Option 1 25
Figure 20. Manually Select Non-SmartWay Carrier Modes/Categories Screen, Option 2 26
Figure 21. Export Carriers Screen 26
Figure 22. Activity Screen 27
Figure 23. Data Quality Check Screen 30
Figure 24. Rounded Activity Data Screen 30
Figure 25. Duplicate Carrier Activity Data Flags 31
Figure 26. Low Non-SmartWay Miles Flag 31
Figure 27. Unexpected % SmartWay Value Flag 32
Figure 28. Out of Range and Overreported Carrier Activity Alerts 33
Figure 29. % SmartWay Values Screen 34
SmartWay User Guide I List of Figures 4
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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?
* SmartWay.Canada(5)NRCan-RNCan.gc.ca
** If you have already submitted information regarding your asset-based fleet(s) using the online truck tool, select "NO".
*** Once you complete the Truck tool, you may also need to fill out this Logistics tool.
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 smartwav transport(a)epa.aov.
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 I Introduction 5
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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 I Introduction 6
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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)
• Business unit type:
1 You can access the OLT Technical Documentation through the SmartWay Partner Portal.
SmartWay User Guide I Introduction 7
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¦ 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 I Introduction 8
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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 I Introduction g
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Tool Screens and Data Entry
ACCESS THE TOOL IN THE SMARTWAY PORTAL
The SmartWay Portal is a resource for SmartWay Partners and eligible companies that are interested in
partnering with SmartWay. You can access the tool on the Partnership tab under the Online Logistics Tool
option menu. Select "Begin Now" to open the tool. The remaining menu items provide resources to help you
complete your tool (e.g., access to the Example Tool, User Guide, and Technical Documentation), review
previous submissions if applicable, and provide feedback about the tool.
Figure l. SmartWay Portal Options
~ Online Logistics Tool
o Begin Now
o View previous submissions
o Example Tool
o Tool Familiarization PowerPoint Presentation
o User Guide for the 5martWay Online Logistics Tool
o Technical Documentation for the SmartWay Online Logistics Tool
o Provide Feedback for the Online Logistics Tool (10 question survey)
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.
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 I Tool Screens and Data Entry 10
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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.
Fiqure 2. OLT Home Screen
SmartWay Online Logistics Tool
Home
*">Snw1Wdy
Transport PartrK>^hip
neasc compose roMv.
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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:
• ABC Company
• 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 3. Company and Contact Information Screen
SmartWay Online Logistics Tool
Company and Contact Information
Ycti can use tne Auto PopUate1 ixmco to pcpulaie ttes screen «iri your company's flfixmafiOo from tasi years wc4. If you Wing in (as year's oasa. you must review and verify It AUemaiivety you cart emer trie irftxroaron yourself
AttfO Poplliu# i
Start wfflt me Company !f«ffi»tx» section It is very important to till out your Company Name corredly as Wils is now « win appear in trie SmartWay Partner ust Weafl ctek on me second and ir«n? gray bars to tomnicte tfie Wortona Contact and Execute cor«act iraonmaBon
fm^ectiwHy You mim crtttx mur.vs and iwims Tor me \Myk.ng m txec-jswe Contacts ODtorc prttOerXtnrj You may -nxi ^xhBixxui contacts try selecting trie Acki Contact' button at the Bottom
Aft« ct»npfe5rig the Company arxt Contact wclkHKt you may hi!« additional mfcrniatk*! by wtecSrig Hie 'Ojtoiul Cnmmfil' bar if you wttli
svnen fawfteo jewel toe "save and continue' tuson Anv rwssmowGorrcci cata »t* oe flagged for your attenaon l> all of your crimes pass vanoatton you w« w taken sack to the Home screen You may return to ffits screen laser and add more contacts or cnaroe contacs information
' Dencoes a required n«id
Company Information
Company HM»»: ** *
Additu '
AMiesi 1:
car.*
Suu:" -
ZipCutfK *
^VSmartWay
Transport Partnership
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 I Tool Screens and Data Entry 12
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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 4. Auto Population Confirmation Box
¦ Optional Comment
1 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 I Tool Screens and Data Entry 13
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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 Uriit(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 5. Name Your Business Unit(s) Screen
SmartWay Online Logistics Tool
Name your Business Unit(s)
Theflrsl $»p ift Business Unit CnasadHi^aMco Is to name your tsismess untti.s) Trwre are mo ways » get san«l
-
*^SmartWay
Transport Partnership
how many dtsima business urats 00 you. nave? |
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 I Tool Screens and Data Entry 14
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Figure 6. Company Name and Identifier Ent
Company Name'1
Example BU
Business Unit
Identifiers) ?
~ Business Unit 1:*
~ Business Unit 2:w
Business Unit Name
| Example BU: Line Haul
Example BU: Last Mile
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 I Tool Screens and Data Entry 15
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Figure 7. Business Unit Characterization
SmartWay Online Logistics Tool
*\vSmarTV\kty
Business Unit Characterization: Example BU: Line Haul Transport Partnership
Pieasett 01* this page and tftsn press me Save and Continue" OUton out as many Business unfi uertlffcaccn fields as possible tor each of your nuarwss units touWe check: your entries as your cusKxnefs use this m&xmatwn to And your
tuamess IBM*
" Denotes a required two
p Business Unit Identifiers)*
5CAC '»
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1 1 1 1 1
Business Unit Type'
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|F6r.Htfe v
Business Focus {%}¦ -
Characterize your txismess unc Dy specifying me percentage o» total actwcy Dy Business focus category select me ~r ounofts aoo-
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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 arid 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.
Fiqure 8. Select Carriers Screen
SmartWay Online Logistics Tool
Select Carriers: Example BU: Line Haul
Seted cw c* fftwe erf the ttntas fcmtcw to identify and seiecl 0* carriers you used to move your freight m the cunenl reporting petxid 7he«- options *ie not imiluaih,' occlusive Pa exwrpte. you car
cantor* hom your approved sutxitesion from Unl year You can Ihen modify this list of careless using one a both of the VWw wid Manuaft Setecl Carea**' options. allowing you to mravn aret'or »
each rjMiuw using Excel, and then Import the updated Me back tnlo tt* tool
When yew 3?e finished selecting your camera, w&sct aw £n«r Activity" Cvtson to proceed 50 the next ssep
*^S(ii! air Non-SmartWay Couriers' twx to confirm iha If you do ui
Autp • use this cfrtwn to load trie
your approved tod suWmsston from last year Afler you have drought in these camera, you can send a reminder erra« to those SmartWay camera who ftavent suomffled me# oata Cor the current year
sutxrwted metr data tor me current year
m-cpi jama • Opuoo to impart your camera from an fcscd Ne vqo can irwuae each earners actwty data After you nave imported your camera >00 can send a reminder email to those SmartWay camera ivtw
NOTE: the format of the Excel Ills used
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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 Smart Way. 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 9. Auto Populate Carriers Screen
Auto Populate Results: Example BU: Line Haul
The fo)fc»Air>3 tawe lists 11* smanuoy earners ana Non-smartway earner Typep} worn your amoved logtsoes 10a suomssicrt from last year ptease review mis itst to create your Current * Canter List y:i 'lir-m to submit Ohr» airrent year dtffc by using I he "Contact Non-5u!;millirKj CamerV button tiHcnv
• Can Mrs who have a status of 1jetecl>cr> Needed tiave subrnrtled (tea current year d nr.* to SmarfkYay. bu! Ihe ij«nn tuts multiple fleets from which you may select These cornets uril be calegortred ax Nan-StrauflAAiy Canters t you Vialur your li*l without specifying ivtuch fleet
they are
Carrier Counts: Current - M | Pending » 01 OMni Report - ? | Selection Me«a«! - 1 '
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Finalize your carriers. This will remove any earners who fl« not have a Status of Current-. You win netd to create one or more Non-SmartWay Camtr Type entries to account lor the activity o« these rieets. This cannnot be umtoiw so make sure you are through
finding and contacting your earners. For more information, please select tne Help' button.
SmartWay User Guide I Tool Screens and Data Entry 18
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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.
Fiqure 10. Selection Needed Screen
SmartWay Online Logistics Tool
^vStnartWay
Selection Needed: Example BU: Line Haul Transport Partnership
The earner you t«efl tasl year Ms rruripw tppwed cvdCO to me oarem reporting year but rvw <¦/ lftem natcn your previous^- used earner's ran* or SCAC Rease select fttvtfi earner you used in the current reporting penoa ana men select the
Save and Continue button if none at me camera seto* are me one you used mis year select me Back button and use me "'/lev. and Select smamvay earners' funcaon on me Select earners screen
Shew 10 v wtr«
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i
Contact Non-Reporting Carriers Screen
Figure n. Contact Non-Reporting Carriers Screen
SmartWay Online Logistics Tool
*vSmartW,!y
Contact Non-Submitting Carriers; Example BU: Line Haul Transport Partnership
vou nave 2 cameos) wbc nave ixx suOmBeC .vfl be
serfi frsm me gman»3y_asnsp0rtgep8 §sv eniai scwsirn
You can only i» Ibis function one*. B*tore selecting ttie 'Sand Em3ll(x)~ button mslte sura to delet* any camera on tHe previous lcrwn ttiat you do not want to contact baton sanding the email. These ara the earners Mio have a Status oJ "Didnl Report*
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 I Tool Screens and Data Entry 19
-------
Finalize Auto Populated Carriers Screen
SmartWay Online Logistics Tool
Results of Finalizing Your Carriers: Example BU: Line Haul
The camera you aiito populated have been Anafrea
• You had 29 camera "Aflose status was Current1 They have been ftnawee ana are realty tor use
whose status was "Pending", 'Didn't Report", a 'Setecton Ne«i«I They fwv* t**n converted to be Non-SmarfWay ¦
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. The Excel file to import should only have one worksheet as the tool will attempt to import and
validate all sheets, including blank ones, which may result in an error message if your file includes
worksheets with no data.
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 I Tool Screens and Data Entry 20
-------
Figure 13, Importing Carriers Screen
SmartWay Online Logistics Tool
Importing Carriers: Example BU: Line Haul
Companies vitio use a large nurrecr of earner we reporting year (eg » 100) mar/ ptckr to prepare men earner aeBwfy data using an offline apptcabcm socn as Excel incorporating «ala outputs from tne* own ?retgrt management software or
related flata systems Select me Hetp wnon betcM tor more inJermaBon on .now to pfepare an Excel «e for *rporting oasa into tins woi
Cttc* ITHr SCUk.1 File tuition W ruMgaM to and setcct your EMM tte TI»o tool vm Btwt import trie TK and report any triers anatx warning (Messages mat may nevo to Du addnnsed.
Your Exc»l fila has ortm or mors warring* Thai* ara shown b*low Thai* warnings can ba ignored rf you am confidant they wont cauu any Issun. If you tgnor* thai* warnings, salad tha 'Continue' button to procaad to tha naxt stop.
EttBS.
« None
w Paytaaa^Dstanw was present n 3 rgwfs) |? 12 14] Rased on the AvasaE+e Activity Data option for the earner mis vafeie wl be recalculated
« Dtstanef Mas present m ? rw>tsi [5.7] Based on the Avasatte Activity Data eptien for the earner rros value wB Be fecascuwred
® Average^Payfead was present in 3 rowts) {? 4. Based on tfie Avaftatjie Aetfcty Data opoon fcr me camer lha value win Be recafculased
# Yai lave 3 carrier* a i wflh w Avaaafiie AGMty Data opunn <5? Ides Only* Tte cpbon 15 enfy valid to True* Gamers wt» are NOT an fvhet the iTUDry WW or fwaage De*ver»' SmartWay Category Tres i&ffl be vaBetased when you flivsuw your imponed carriers if any of your
camera sMtft this Miles Onfy" option aim out to be mwfflfl ilwir Available Acavsy Data offlon wii be enanped 10 Torv Mnes and Tfital Miles'
Validation messages will be presented in groups, with the message showing alt 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
• Non-SmartWay carrier count entered for SmartWay row/carrier
SmartWay User Guide I Tool Screens and Data Entry 21
-------
Import Results Screen
Figure 14. Import Results Screen
Import Results: Example BU: Line Haul
TIk tbHowng table displays Be Camas ana f*jrvSmartway earner Typist norn me We you Just inserted To review mese resuRs you can scroll through me us* or use me Mie, Vtn
AACT
oe??»i
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19*077
Showing 1K) 10 0136 enlnes Pitrvrae* | 1 J 7 3 4 Next I
Penalize your earners. This will r»mov» any earners who do not have a Statu
finding and contacting your earners. For more information plaai* salect the '!¦
s of "Current1. You will need to create one or more Mon-SmartWay Carrier Type entries to account tor the activity of these fteets. This cannnot be undone so make sure you are through
letp' button.
OHM Canwrui
Contact Non Suonnamg Carnen
KMUBB to IIocm F'atH | Rttura 10 Meet Camen
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
SmartWay User Guide I Tool Screens and Data Entry 22
-------
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 15. 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 ourrent reporting year. You C3n search on carrier name, address, or SCAC. Select the 'Help'
Button tor 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: WWV
. SCAC: ASXX
Field to search on: c»m« uam«
Value to Search For.
Return to Horn* Page
Save and Continue
Finalize Imported Carriers Screen
Figure 16. Finalize Imported Carriers Screen
SmartWay Online Logistics Tool
Results of Finalizing Your Carriers: Example BU: Line Haul
The camm you Hrpertes haw tse«i finaitrea
• You had 26 carriers whose status v»as "Current. They have txen flr-ateefi and arc ready far use
• you had 3 carriers wfesestaius was'W f or**! They rate txsw dropped irwnyowusi or cair^.Y^ so manually aajthem using tne Nw-Smartwsy earner Types opton to account tw trie* acuvity.
• toi rue t earners HtK&a sums was VtsiOintf. twrri Report- or ^selection Needwr racy have been convert*! 10 be Non-Snwnv&v earners
• Yew rud 1 earner* Mm an Avna^e Papoaa mat Bails haw twin icmoveti you can cortocj your data en ins AciMfy Data «
» Snow carriers who had an Invalid Average Paytoad
Show 16 * eninw
€»> ^
^.vSmartWay
Transport Partnership
T«eck-LTU)ryV«n
Shown® 1101 on ersnes
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
SmartWay User Guide I Tool Screens and Data Entry 23
-------
The tool aggregates rows by unique carrier/Available Activity Data combinations.4 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.
View and Manually Select SmartWay Carriers Screen
Figure 17. View and Manually Select SmartWay Carriers Screen
SmartWay Online Logistics Tool ©a
*\^SniartWay
View and Manually Select SmartWav Carriers: Example BU: Line Haul Transjwi Partnership
rue SmartWay partners on ytt* list of current earners arc OsptayiW Mow. it you woula iftc to sew fine or more SmartVfcy Carriers, setett trie AtXl Carriers to my list' twllon ir tlK-rc is a carter in your tet trat you waffl 10 remove c«ic*lt>eDe*in tnetott
nana eocumn and select me Duteie Camcttsr twtlon vtw may select m«up*c crwcttracs a", a time, out the cntxttox must Dc vwcttr on Uw screen iw trie earner to ix oeMM
Vow SmartWay Carnm (24)
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-------
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 Acid Carrier(s) to My List button to see your carriers.
Figure 18. Add SmartWay Carriers to My List Screen
SmartWay Online Logistics Tool
^Y-SmartWay
Add Camerisl to mv list: Example BU: Line Haul Twmoon Partnershto
1 His page allows you to find and select carriers you use ttxat are currently Smart Way Paitriws
r**t in*! Bw tUtei* arid ncrtng arrows m Die column headm brio* to raerow your search « needed Vbu may apply fillet* to multiple column* lo quickly 8nd your tamer* Once found check the Add Carrier" box for thai earner and select the 'Add Camer{*> to try k»r button You may
check rnuRvie earners at a tor* before selecting the 'Add Caiwt{s> to my 1st button but the Add Carrier checkbox must be vte&le wtien tlw button is puttved
Available SmartWay Gamers;
SftOW 10 V HffllfJ
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1SnwrtWay
Transport Partnership
Selected Non-SmartWay Carrier Types
0*ltt* Ctmtr Typ«
Ho(um lo Select tamer » Help
SmartWay User Guide I Tool Screens and Data Entry 25
-------
Otherwise select the non-SmartWay 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.
Fiqure 20. 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
Option 2: II you use Hon SmartWay camera wien tne Non-SmsmVay carter types !rom me list ae»* ana ;nen setea irv am SetfOM Gamer Type- Dturon "hen enter me numner of Nonsmartvay camera to eacn type seieaefl For irjot cam&x
meet me speam carrier iype it known fe g W&fl-SmartVKty True* FOOeff) WWt m f>ve you more preaae enfcs&M esfmates. or mm Tmef, Genera? >1 -inimatm
* Oenqte* a nequeed fcjld
Available Non-SmartWay Carrier Types Selected Non-SmartWay Carrier Types
^vSmartvVay
Transport Partnership
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 21. Export Carriers Screen
SmartWay Online Logistics Tool
^\xSmartWay
Export: Example BU: Line Haul Transport Partnership
Sefect one of foiJMnfl cpOoris to export airier mtoinsrtwn to si Dices file for addtnnai processing Using Excel. vou an enter« c/iarxje activity data or merge 9% exported canter information with data from your ioheuse apportions
1. sited nw Expert Yaw Selected Currwiv ouiion to export ait fcxcei me ttfflammg tne nst of earners you MftCKd using the other offline toot ^unctions 1 Auto Pepumt import and Manual SMKBttt). you may men manipulate trie me otnne and import me updated We tack onto the
soot.
2 Seed me "Export All Smanvvay and NcnSmartWay Canters' DuBon to create and sa.e an Fxcel file vwtn a ron-ptea nst of ail current SnartVVay Camera ana Hon SmartWay Carrier MoaevCateganes You may men manipulate tne file oefcne. oelete earners >«u 00 not use and
enter activity data to your carrier* Cnce ccmpiste you may import me updated file Back into ths tool
SmartWay User Guide i Tool Screens and Data Entry 26
-------
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 'Filler Method1 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 22. Activity Screen
SmartWay Online Logistics Tool
Activity Data: Example BU: Line Haul
*V>SmartVtoy
Tfan$port Partnership
Ttw SmartWay earners anO NwvSrwnvYay Caincr "tvpei you waxteo arc Wxwm below You may tutor torn *u by using Wc F«er MOMtf Oiopomwi Bst ana Suon* btfiori cm
1 the rigni vcte o> the screen trw possible 8a&
¦tsesare
INCOMPLETE: Camera that do not nave an of me* acnuty data entered Use trv EWT ink on the ngfn side of the row to flwsn entering tr»e earners adwty data Camera
a siaus of incomplete' must Be updated In onier to continue
ENTERED; Garnets Uurt how a) of Ihett activity data entered No attwi e needed tot these rows but you can use tlx: EOtT In* to modf
V 9ie iKttvtty data if needed
1 You inay anv con one rw at a MM Aflw you MM nnsnttf votng IMMDM MfeGI ft
u«iia
xi Svtxng Button ror tna; row to save you/ cnanges if you staillaodrt a earner (wane
1 enwiae vow rmno use une "Cancer Million 10 wot the eat moot* ana reslc*
I
f
|
a
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ton MM* *
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SmartWay User Guide I Tool Screens and Data Entry 27
-------
> 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 I Tool Screens and Data Entry 28
-------
> 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 I Tool Screens and Data Entry 29
-------
Figure 23. Data Quality Check Screen
SmartWay Online Logistics Tool
Data Quality: Example BU: Line Haul
To help parwra su&mt the l
the Activity Chf.* soeen and
" Denote* * iWQMta fteW
Rounded Activity Dab - Wis n«os to be addressed
*\vSmartWay
Transport Partnership
Data Qualnty Check Criteria
Duplicate Gamer Activity Data - wis needs to be addressed
Data Quality Check Criteria
Low Non-SmortWoy Wiles - this needs to be addressed
Data Quality Check Crifrrta
Urwxpcctad % SmartWay Values • this needs to be addressed
Data Quality Check Criteria 1
Out of Range and Of exported Alerts - this needs to be addressed
Cmw Qwlrty cnnsR cmena
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 24. Rounded Activity Data Screen
SmartWay Online Logistics Tool
Data Quality: Example BU: Line Haul
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^>SmarTWay
0
Rounded Activity Data - this needs to be addressed
Data Quality ctwcn Cinema
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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 25. Duplicate Carrier Activity Data Flags
SmartWay Online Logistics Tool
Data Quality: Example BU: Line Haul
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the ACJrvity Data screen and rotse your data omenwse you can enter an explanation vtteft needed awiw chec* the "My data h correct box at the bocom or the section to proceed
* Denotes a requited tteW
Rounded Activity Data - this needs to Be addressed
Duplicate Carrier Activity Data - this needs to te addressed
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Show 10 v i entries
••SmartWay
Transport Partnership
Data Quality Cfiecx Crt»ru
Data Quality Chec* Crtttru
Unite - Smmflttay C.mSnooty
A.Jilihlt Activity D*U
IHVMl 4 iMM MM*
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Q My dale « correct.'
Low Non-SmartWay Miles -tMs needs to be addressed Data Quality Owe* 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. Your explanation must be a minimum of 10 characters; the tool will ask you to
enter more information if the entry does not meet this condition. Miles per non-SmartWay carrier between
100 and 500 will be flagged but explanations are optional.
Figure 26. Low Non-SmartWav Miles Fla
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.
Number of Carriers
Total Miles I Carrier
Optional Explanation
Non-SmartWay Truck - Dray
Q My data is correct.
Specialty cross-town deliveries.
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 I Tool Screens and Data Entry 31
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• 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.
Required explanations must be a minimum of 10 characters; the tool will ask you to enter more information if
the entry does not meet this condition. 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.
SmartWay User Guide I Tool Screens and Data Entry 32
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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.
Required explanations must be a minimum of 10 characters; the tool will ask you to enter more information if
the entry does not meet this condition. 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 28. 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' en/toes in the Payload Out of Range Alert column »nd;-cate the average payload for a earner >s oui&kle titve expected range for typical earners of the same Mode SmartWay Category
'Red' mdtcates paytoads arc far outside the expected range while Yorow' indicates payleads are somewhat outside the expected range Select the EDIT link 10 adjust your payload values ft needed otherwise you can enter
explanations m the Out of Range Fxplanation(s)" box below Red entiles requite en explanation wMe 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 carriers is greater than expected based on the activity reported by the camors in their latest submission
This could be an error on your part, OR the earners may rwl have reported all ot the* activity Ptease make su«e you selected the correct carrier (lest (some earners repcwl muUgjIe fleets), and the activity level attributed to each
carrier ts accurate
Show to v entries
Carrier .
Name
Carrier
Subdivision
Mode - SmartWay
Category
Available Activity Data
9
Ton-Miles
Total Milts
Average
Payload
Payload Out of Range
Alert
Overreported
Alert
Corrections
Came* 57904
Logistics General
7,878,543
143,248
55
Red
EDIT
Showing 1 to t of 1 entries
• Payload Out of Range Alert(s}:
Out of Range Explanation(s)
After reviewing and addressing any potential data quality issues, proceed to the % SmartWay screen.
SmartWay User Guide I Tool Screens and Data Entry 33
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% SmartWay Values Screen
This screen displays the % SmartWay Values by mode for the business unit. All percentages are calculated
on a ton-mile 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 29. % SmartWay Values Screen
* ^SmartWay
Transport Partnership
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SmartWay Cardan: LogisOcs
SmartWay Online Logistics Tool
% SmartWay Values
Srxwitng 1 »60f&«*ncs Prrrous t Mext
SmartWay Carriers: Thick
% Smarrway
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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 I Tool Screens and Data Entry 34
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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 category ranking and 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 I Tool Screens and Data Entry 35
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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 I Tool Screens and Data Entry 36
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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 a previous 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 Excel file to import should only have one worksheet as the tool will attempt to import and
validate all sheets, including blank ones, which may result in an error message if your file includes
worksheets with no data.
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
CARRIER_NAME
CARRIER_MODE
SCAC
MCN
DOT
NSC
AVAILABLE ACTIVITY DATA
PAYLOAD DISTANCE
DISTANCE
AVERAGE PAYLOAD
NON SW CARRIER COUNT
PARTNER CARRIER ID
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 the
Online Logistics Tool by exporting carriers
you previously imported, selected
manually, or selected using the Auto
Populate Carriers function, 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 I Appendix A A-l
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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.
• T ruck
• 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 I 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 I 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
25.0 -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 I 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 I Appendix B B-2
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"^vSmartWay
U.S. Environmental Protection Agency»
oEPA
U. S. Environmental Protection Agency
Office of Transportation and Air Quality
1200 Pennsylvania Ave. NW
Washington, DC 20460
(734)214-4333
https://www.epa.gov/
^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
https://www.epa.gov/transportation-air-pollution-
and-climate-chanae
EPA-420-B-23-028 | June 2023 | SmartWay Transport Partnership | epa.gov/smartway
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