Multi-modal Carrier FLEET Tool: 

Data Entry Guide 

Part 3 
Multi-modal Carrier FLEET Tool: 

Data Entry Guide 

Part 3 

Transportation and Climate Division 

Office of Transportation and Air Quality 

U.S. Environmental Protection Agency 

Office of Transportation and Air Quality 

EPA-420-B-12-026 

March 2012 
 

 

 

 

 

 

 

 

 

 

 

 

 

Part 3: DATA ENTRY GUIDE
 

This guide is Part 3 of a three-part series designed to help your company participate fully in the 

SmartWay Transport Partnership. 

In Part 3, you will learn how to enter the company and fleet/division data you collected using Part 2 into 

the SmartWay Multi-modal Carrier FLEET Tool. This guide covers: 

1. Downloading and setting up to tool to run properly 

2. Basic organization of the SmartWay Multi-modal Carrier FLEET Tool 

3. Entering your data 

4. Viewing fleet/division performance summary data 

5. Submitting data to SmartWay 

6. Troubleshooting the tool 

WARNING!
 

Completing this tool requires a considerable amount of information about your company, the divisions 

that are joining SmartWay, and the fleets within those divisions. There are many sections and screens to 

complete for each fleet/division that you operate. While you will have the ability to save your tool along 

the way and return to it at anytime, we STRONGLY ENCOURAGE you to review Part 1 to understand key 

information about joining the partnership and use Part 2 of this series to learn about the data 

requirements and gather your data BEFORE attempting to use Part 3 to complete the tool. 

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Downloading and Setting up the Tool
 

About Microsoft Excel 

Microsoft Excel is an electronic spreadsheet program used for storing and manipulating data. The 

SmartWay Multi-modal Carrier FLEET Tool was built using Microsoft Excel Forms. 

Downloading the SmartWay Multi-modal Carrier FLEET Tool 

The tool can be downloaded from the SmartWay website at: 

http://www.epa.gov/smartwaylogistics/partnership/multimodal.htm 

Please save the tool in a folder on your hard drive; this folder will house copies of your data and future 

updates. 

Security Settings for the SmartWay Tools 

The following instructions should appear on your screen if you need to change your security settings 

before running the tool. 

Excel 2003 Users 

Before you begin, be sure to set your Excel security setting level to “Medium.” 

1. When using Excel 2003, on the menu bar, go to Tools  Macro Security Level. 

2. 

Figure 1: Macro Drop-Down Menu 

opens, click Medium. 

W 

h 

e 

n 

t 

h 

a 

t window 

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Figure 2: Security Dialog Box 

To run the tool: 

1) Save the tool to your computer in a folder on your hard drive; and, 

2) Double-click on the file to open the tool. 

You will see a security warning box appear (Figure 3). 

Figure 3: Security Warning Box 

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3) Click on the Enable Macros button in the security warning box. The following screen 

(Figure 4) should appear: 

Figure 4: Multi-modal Carrier FLEET Tool Welcome Screen 

The part of the tool that you fill out resides in the gray, blue, and dark green forms that appear on the 

screen. The Excel workbook that remains in the background – and which normally appears as a light 

green screen as in Figure 4 – is where all of the data you enter is actually stored. However, for the 

purpose of your data entry, please disregard the background workbook. 

Security Settings for Excel 2007 Users 

The default settings for Excel 2007 should enable you to run the tool without any changes. To run the 

tool: 

1) Save the tool to your computer; and, 

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2) Open the file, and click the “Options...” button that appears after the Security Warning 

just below the menu bar (Figure 5). Detailed instructions are also provided on the 

screen itself. 

Figure 5: Security Warning Screen 

3)	 In the Microsoft Office Security Options dialog box (Figure 6), choose “Enable this 

content” and click OK. 

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Figure 6: Security Options Dialogue Box 

If you reach this point and the tool does not open, please review the “Software and Hardware 

Requirements” on Page 7 of Part 1 of the guidance series. Otherwise, you may have your security set 

too high. To adjust your security settings, click the Office button (in the top left corner of the screen) 

and then click the “Excel Options” button in the bottom right corner of the pull-down menu (Figure 7): 

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Figure 7: Excel Options Drop-Down Menu
 

On the Excel Options screen, click on Trust Center in the left navigation bar (Figure 8):
 

Figure 8: Excel Options Drop-Down Menu 

When the Trust Center options display opens, click on Trust Center Settings in the bottom right portion 

of the screen (Figure 9): 

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Figure 9: Trust Center Settings Screen 

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Choose the setting “Disable all macros with notification” (Figure 10) and click OK. 

Figure 10: Macro Settings Screen 

Next, to run the tool: 

1) Save it to your computer. 

2) Open the file, and click the Options or Enable Content button as described above. 

3) In the Microsoft Office Security Options dialog box (Figure 6), choose “Enable this 

content” and click OK. 

If the tool does not open at this point, please review the Software and Hardware Requirements in Part 1 

of this guide. 

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Basic Organization of the SmartWay Multi-modal Carrier FLEET Tool 

Understanding the Tool Format and Structure 

The SmartWay Multi-modal Carrier FLEET Tool is organized around (1) information screens, (2) forms or 

worksheets, and (3) reports/summaries that guide you through the process joining the SmartWay 

Transport Partnership and/or providing your annual update to maintain your good standing with the 

program. 

Each screen or form opens up within a Microsoft Excel spreadsheet. The screens generally look like the 

one shown here: 

Figure 11: Opening Screen of Multi-modal Carrier FLEET Tool 

The name of each form appears at the top left-hand corner of the screen, in white text on the blue 

window bar. 

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Figure 12: Screenshot of Title of Screen/Form 

Each screen contains text instructions or information about the program. Where applicable, the screen 

will also include buttons linking to the SmartWay website or other sections of the tool (e.g., the various 

data entry screens); these buttons will be appear in green as shown below. 

Figure 13 Screenshot of Button Link in the Tool 

The screens also contain navigation buttons to direct you through the tool. 

Figure 14 Screenshot Navigation Buttons in the Tool 

When new concepts/ topic are introduced on a screen, a small question mark ([?]) appears next to it. 

When you click on the question mark, you will find additional definitions of terms or instructions to help 

you complete the screen properly. 

Reviewing the Introductory Screens 

Before you reach your data entry section of the tool, you will move through five introductory pages that 

allow you to review the basics of participation in SmartWay for multi-modal carriers: 

• The “SmartWay Introduction” Screen 

• The “Partnership Agreement” Screen 

• The “Is this the Right Tool for Me?” Screen 

• The “Required Information” Screen 

• The Summary Guidance Screen 

The features of these screens are described below. 

The “SmartWay Introduction” Screen 

The SmartWay Introduction screen is the first window that appears when the tool is opened (Figure 15). 

This screen contains a link to the SmartWay website where you can view and download additional 

information about the program, the tool, and the technical basis for the calculations in the tool. 

Multi-modal Carrier FLEET Tool Users Guide Part 3 | P. 13 
 

Figure 15: SmartWay Introduction Screen 

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The “SmartWay Partner Agreement” Screen 

Figure 16: SmartWay Partner Agreement 

After clicking the button on the SmartWay Introduction screen, the SmartWay Partner 

Agreement for Carriers will appear. This screen replicates the agreement language found in Part 1 of 

this Users Guide series. 

Submitting a SmartWay Multi-modal Carrier FLEET Tool to EPA constitutes agreement to all terms in the 

Partnership Agreement, so please review this screen or the text version in Part 1 of this users guide 

series before sending your tool to EPA. 

To reach the data entry sections of the tool, you must agree to this language to join the SmartWay 

Transport Partnership by clicking check box at the bottom of the screen. 

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SmartWay Multi-modal Carrier FLEET Tool submissions are due on an annual basis; therefore, when you 

submit your tool each year, this will constitute your renewal of your partnership agreement. Failure to 

send your annual tool update will constitute a violation of the terms of the agreement and will result 

in immediate removal of your company name/fleet from the SmartWay partner list. 

NOTE: While in the past, SmartWay supported a lengthy warning process for partners that were 

delinquent submitting their partnership materials; however, due to the large number of partners 

currently joining and submitting materials to SmartWay, this level of customized service can no longer be 

supported. 

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The “Is this the Right Tool for Me?” Screen 

SmartWay offers several FLEET tools tailored for different business models and fleets/divisions. Most 

trucking companies will use the Truck Carrier FLEET Tool; however, it is advisable to review the checklist 

in Part 1 of the user guide series and/or this screen in the Multi-modal Carrier FLEET Tool to make sure it 

is the best option for your operations. 

Figure 17: Determining Which Tool is Appropriate for your Fleets/Divisions 

This screen provides basic information on three SmartWay tools (Truck, Logistics, and Multi-Modal) 

appropriate for different types of trucking operations. Your choice of tool will depend primarily on the 

transport modes you utilized and the amount of business you contract to other companies. 

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The “Required Information” Screen 

The next screen summarizes the information needed to complete the Multi-modal Carrier FLEET Tool. 

Click in order to retain a hardcopy for reference as you complete the rest of the tool. 

Figure 18: Summary of Required Input Information 

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The Summary Guidance Screen 

The next screen provides guidance regarding use of the Multi-modal Carrier FLEET Tool, including an 

example definition for different types of fleets/divisions defined within the tool. 

Figure 19: Summary of Required Input Information 

Once you have navigated through the five introductory screens, you will be taken to the SmartWay 

Multi-modal Carrier FLEET Tool Home screen. 

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Navigating the “Home” Screen
 

Figure 20 displays the structure of the Home screen. 

Figure 20: Main Tool Navigation or Home Screen 

From the Home screen, you can: 

1) Enter your Partner Name; 

2) Fill out company and contact information; 

3) Define your component fleet(s)/division(s) by mode; 

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4) Download the latest SmartWay Carrier data file;
 

5) Enter data to characterize your component fleet(s)/division(s);
 

6) Define your composite (multi-modal) fleet(s)/division(s);
 

7) View results of your data entry; and
 

8) Create final version to submit to EPA.
 

There are eight steps on the Home screen. Each step is described below: 

1.	 Enter Partner Name: Here you will enter the name of your organization, exactly as it 

should appear on the Partner Listing of the SmartWay Web site. 

2.	 Enter Contact Information 

a.	 Go To Contact Information Screen: This button takes you to a screen that asks 

for general company contact information, a primary SmartWay point of contact, 

and an executive-level contact. Additional contacts may also be included. 

3.	 Define your Component Fleets/Divisions 

a.	 Choose a Carrier Mode: Select the mode of interest. The Multi-modal Carrier 

FLEET tool currently allows users to define truck and logistics component 

fleet/divisions. Details regarding rail shipments may be entered by selecting the 

logistics mode. 

b.	 When you select a Carrier mode, the software will automatically display screens 

where you will define all of the fleet/divisions your company operates in each 

transport mode. You will provide information describing the operation of those 

fleet/divisions. 

4.	 Download SmartWay Carrier File 

a.	 Download Latest SmartWay Carrier File: Select this button to download the 

latest SmartWay Carrier performance data for use with logistic component 

fleet/divisions. 

5.	 Select Component Fleet/Division for Data Entry 

a.	 View or change the selected component fleet/division: Select a component 

fleet/division to provide the activity, performance and fleet/division composition 

information necessary to calculate the efficiency metrics for your carrier 

fleet/divisions. 

6.	 Define Your Composite Fleets/Divisions 

a.	 Define Your Composite Fleets/Divisions: This selection will allow you to identify 

your composite fleets/divisions (made up of one or more of your component 

fleet/divisions) and to allocate total annual mileage and ton-miles across the 

corresponding component fleet/divisions. For example, a “composite 

fleet/division” representing intermodal services might include three component 

fleet/divisions – one logistics carrier and two truck carrier companies. 

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7.	 View Reports: Here you can see final summaries of your data including: 

a.	 Go to Report Menu: This button will display a reports menu screen which has 

multiple options for viewing and printing all of the data, as well as performance 

data for either your Component Fleet/Divisions or your Composite 

Fleet/Divisions. 

8.	 Create Final Version 

a.	 Generate File to Send to EPA: This button creates a ‘final’ version of the Multimodal Tool which you will send as an E-mail attachment either to your Partner 

Account Manager (PAM) or the common Smartway E-mail address. Note that 

pressing the OK button does not automatically submit the data file to EPA – 

follow the instructions on the popup screens carefully to complete this process. 

Entering Your Data 

The first six sections of the Home screen should be completed in order, and comprise all the steps 

needed to complete your SmartWay Multi-modal Tool. After they are completed, you can review your 

output and/or submit your tool to EPA. 

Saving Your Data 

Although you will also be prompted to save your data after selecting “QUIT”, we recommend saving 

your data entry intermittently, especially if you are entering information for large numbers of carriers 

and/or logistics fleets. A “SAVE” button is located at the bottom of all data-entry screens for this 

purpose. 

Reviewing Your Data 

The data reports provided by the Multi-modal Carrier FLEET Tool are discussed in the View Reports 

section below. 

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Entering Your Data
 

You should complete the first six sections of the Home screen (see Figure 21) in order. The next six 

sections of this guide explain how to enter your data on each of the required and optional screens. 

Section 1 Data Entry: Enter Partner Name 

•	 Enter the name of your organization, exactly as it should appear on the Partner Listing of the 

SmartWay Web site. 

•	 Note that the reporting year for your data entry is shown next to “Report Year” to the right of 

the Partner name. 

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Enter Name Here 

Figure 21: Step 1 – Enter Partner Name 

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Section 2 Data Entry: Enter Company and Contact Information 

PLEASE REFER TO WORKHEET #1: Company and Contact Information in the Part II Data Collection and 

Workbook to complete this section of the Multi-modal Carrier FLEET Tool. 

From the Home screen, select the Go To Contact Information Screenbutton. 

Select this 

Figure 22: Accessing the Contact Information Screen 

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You will then be taken to the Contact Information screen. The Partner Name entered in Step 1 on the 

Home screen will be shown at the top of the screen. This screen will ask you to, provide the following 

information: 

Figure 23: Entering Company and Contact Information 

1. Company Information 

2. Primary Contact information 

3. Executive Contact (Vice President or higher) 

4. Other Contacts 

Each field marked with an asterisk must be filled out. You will not be able to submit the tool 

to SmartWay without this information. 

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Steps for Entering Contact Information: 

• Enter the Company data in section 1. 

• Enter the Primary Contact data in section 2. 

The Primary 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 Primary Contact is responsible for coordinating the assembly of 

information to complete/update fleet/division data; completing and updating the tool 

itself; maintaining direct communication with SmartWay; and keeping interested parties 

within the company apprised of relevant developments with SmartWay. (NOTE: To 

ensure that e-mails from SmartWay/EPA are not blocked, new primary contacts may 

need to add SmartWay/EPA to their preferred list of trusted sources.) 

button to auto –populate the address section of this record. 

•	 Enter the Executive Contact Information by selecting the
 

button to the right; enter the required data.
 

The Executive Contact is the company executive who is responsible for agreeing to the 

requirements in the SmartWay Partnership Annual Agreement, overseeing the Primary 

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. 

If the Primary Contact shares the same address as the company, you may select the 

If the Primary Contact and Executive Contact are one in the same, simply select the 

box to auto-populate the Executive Contact information. 

• Enter Other Contacts (if applicable) by selecting the 

Enter the first Other Contact then click OK when done. 

NOTE: In some cases, companies with multiple fleets/divisions will gather information 

from different sources within the company. You may find it useful to have this 

additional contact information stored within the tool. 

You can add more contacts to the Other Contacts box by repeating this process. If you wish to edit an 

existing contact’s information, highlight the name you wish to edit and then select the 

button. 

button. 

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You can remove an existing contact by highlighting the contact and then selecting Delete Selected 

Contact. 

To make sure you have filled out all required contact information, select at the bottom of 

the screen. If any information is missing or invalid, a dialogue box will appear informing you what 

additional information is required. 

Next select the button to return to the Home screen and go to Step 3. 

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Section 3 Data Entry: Define Your Component Fleets/Divisions 

PLEASE REFER TO WORKHEET #2: Component Fleet Characterization in the Part II Data Collection and 

Workbook to complete this section of the Multi-Modal Carrier FLEET Tool. 

Understanding Component and Composite Fleets/Divisions: 

Multi-modal companies are somewhat more complicated to characterize that truck or rail-only 

companies. Often, multi-modal services are comprised of a wide range of truck, rail, and/or dray 

services that may be provided by the company or purchased from third party providers by the company. 

To properly characterize the emission rates for multi-modal companies, one must account for this wide 

variety of operations and service levels. 

Note: Multi-modal rail freight is defined as any freight transported by a multi-modal carrier, 

which may include intermodal containers as well as other cargo configurations such as 

boxcars, tanker cars, etc. 

To accomplish this SmartWay has developed the concept of “component” and “composite” 

fleets/divisions. 

Composite fleet/divisions are entities that your customers can hire to move their freight. For example 

you may have a Truckload Division and an Intermodal Division, whereas Component fleet/divisions are 

organized around your internal management of the company. 

In the Multi-modal tool you will be asked to input data for all of your component fleets/divisions which 

will include those you own and manage as well as any hired services you purchase. Once these 

component fleets/divisions have been characterized you will be asked to build your composite 

fleets/divisions (the ones the public sees and can hire) from your component fleets/divisions. This 

process will attribute the appropriate weighted emission factors to your composite fleets/divisions, and 

demonstrate to your customers the benefits of using your multi-modal freight services. 

Example: Company “J” has a Truckload Division, an Intermodal Division, and a Dray Division that the 

public can hire. Internally the company has its own truckload fleet, it hires a 3PL, it hires rail services, it 

has its own dray fleet, and it hires dray companies. 

The Truckload Division’s services are provided by its own truckload fleet and its hired 3PL fleet. 

The Dray Division’s services are provided by its own dray fleet and hired dray services 

The Intermodal Division’s services are provided for by its own truckload fleet, its own dray fleet, its hired 

rail services, and its hired dray services. 

Therefore the partner defines the following component fleet/divisions: 

1. For its truckload fleet (using the truck mode selection) 

2. For its dray fleet (using the truck mode selection) 

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3. For its 3PL fleet (using the logistics mode selection) 

4. For its rail and hired dray operations (using the logistics mode selection) 

The partner will then assign the appropriate operations of these component fleets/divisions to define 

the composite fleet/divisions that the public can hire: 

Composite Fleet One: Truckload Division 

60% of its truckload fleet, 70% of its 3PL fleet 

Composite Fleet Two: Intermodal Division 

40% of its truckload fleet, 30% of its 3PL fleet, 100% of its hired rail, 80% of its hired dray fleet, 

and 40% of its own dray fleet 

Composite Fleet Three: Dray Division 

20% of its hired dray fleet, 60% of its own dray fleet 

NOTE: Drayage operations should be included in the SmartWay Multi-modal tool if your 

company controls drayage movements (e.g., receives payments directly to move the freight 

using your own drayage trucks, or purchases drayage services directly from a third party). 

Identifying Component Fleet/Divisions: 

On the Home screen select the pull-down menu next to “Choose a Carrier Mode” to display the 

available component fleet/division modes. The Multi-modal Carrier FLEET tool currently allows users to 

define truck and logistics component fleet/divisions. Details regarding rail shipments may be entered by 

selecting the logistics mode. Other modes will be added to the tool in the future, including air, marine, 

and a rail-specific module. 

Note that some terminology on the Define Component Fleet/Divisions screens are slightly inconsistent 

between the Truck mode and the Logistics mode, however the two modes work and act the same. 

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Select here 

Figure 24: Selecting Component Fleet Modes on Home Screen 

When you select a Component Carrier Mode, a set of screens will automatically appear allowing you to 

characterize your fleet/division(s) for that mode. 

There are four screens in the Fleet Characterization section of the tool: 

1. Identify Fleets/Divisions 

2. Fleet/Division Details 

3. Operation Categories 

4. Body Types 

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Screen 1: Identify Fleets/Divisions is shown below for the truck mode below. Note that the data entry 

screens for logistics carriers contains the same required fields as for the truck mode, with the exception 

of the “95+% Control” field, as discussed below. 

Figure 25: Identifying Component Fleets/Divisions 

Steps for Completing “Identify Fleets/Divisions” Screen 

Using data collected using Worksheet #2: Component Fleet Characterization in the Part II Workbook, 

enter data for your first fleet/division: 

•	 Fleet/Division Prefix (Partner Name): Each of your component fleet/division names will begin 

with the name of your company. This fleet/division "prefix" will be whatever you enter in the 

Fleet/Division Prefix (Partner Name) field on the Identify Fleets/Divisions screen. By default, this 

field is automatically populated with the first 50 characters of the Partner Name that was 

entered on the Home screen. Whatever you enter for Fleet/Division Prefix for the first 

fleet/division will automatically be used for any additional fleets/divisions you add. Similarly, 

any edits you make to the Fleet/Division Prefix for the first fleet/division will automatically be 

reflected on each subsequent fleet/division. Note that this field is called Company Name for 

Logistics component fleet/divisions. 

•	 Fleet/Division Suffix: Please make sure to specify each fleet/division suffix name exactly as you 

want it displayed on the SmartWay website, including proper capitalization, any abbreviations, 

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and punctuation. Remember that it will automatically be combined with the Fleet/Division 

Prefix (Partner Name) field. NOTE: If you have only one fleet/division, you may leave the 

Fleet/Division Suffix field blank, in which case your fleet/division name will simply be your 

Partner Name. Note that this field is called the Business Unit Identifier for Logistics component 

fleet/divisions. 

Adding and Deleting Component Fleets/Divisions 

To enter another component fleet/division, select the Add Another Fleet/Division button. To delete a 

component fleet/division, select the box next to the row you wish to delete, and then select the Delete 

Checked Rows button. Once you have confirmed or modified the Partner Name and specified the 

Fleet/Division Suffixes, the full Fleet/Division Names will be displayed on the screen to the right of the 

screen. 

Adding Comments/Notes 

Creating useful comments assists SmartWay tool reviewers in approving your tool as quickly as possible. 

Your comments help reviewers understand your business model. Any details that you can provide 

related to your business operations will speed up approval time. 

Please note the button located at the bottom of the screen. This allows you to 

enter notes about the collection process, your assumptions and methods, data, or other information. 

These details could prove useful for your reviewer when you or someone else fills out the tool next year. 

button will be highlighted in 

yellow on your screen and will now read 

comments to be read. 

button is also available should you need assistance. You will also notice small gray icons 

with question marks [?] displayed throughout the tool. When clicked, these icons provide additional 

information about specific items located on the screen. 

To proceed, select the Fleet/Division Details tab at the top of the screen, or simply select the 

If comments have been added for a particular screen, the 

to indicate to your reviewer that there are 

A 

button at the bottom of the screen. 

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Screen 2: Fleet/Division Details is shown below for the truck mode below. 

Figure 26: Fleet/Division Details (Truck Mode) 

Steps for Completing “Fleet/Division Details” Screen 

Using data collected using Worksheet #2: Component Fleet Characterization in the Part II Workbook, 

enter data for your fleets/divisions. For each you will need to specify: 

•	 95% Control: Select the box if your company controls over 95% of the operation of each 

fleet/division, weighted by miles. “Control” means that you operate/route the fleet/division, 

regardless of ownership status. Control includes dedicated fleets/divisions that you operate for 

other parties. If you contract out more than 5% of the fleet/division’s operation, the Logistics 

mode should be selected instead for that fleet/division. (Note this box is not included in the 

Fleet/Division Details screen for the Logistics mode selection.) 

The key question regarding definition of “control” is: Am I able to influence the fuel 

efficiency of the trucks, and can I collect data on the trucks? SmartWay understands that 

control within the trucking business exists along a continuum. On one hand, some 

fleets/divisions purchase their own trucks, spec, maintain, and route the trucks, and 

have full operational control over the trucks, for example controlling the speed the 

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trucks are allowed to drive, when and where they can idle, etc. These fleets/divisions 

have a high degree of control. On the other end of the continuum, some companies hire 

other parties to move the freight, and other than assigning a load with a 

pickup/destination point, have no interaction with the freight delivery, or ability to 

influence the fuel efficiency of the truck or the collection of data on the truck. 

If you can actively affect the fuel efficiency of the truck and collect the data necessary 

on that truck to include in this tool, you have control. SmartWay understands that there 

are many organizational/operational permutations in the trucking industry and there 

may be “gray” areas that need further clarification. If you still have questions, you may 

contact your assigned SmartWay Partner Account Manager or the SmartWay help line at 

734-214-4767. 

•	 Standard Carrier Alpha Codes (SCACs): The Standard Carrier Alpha Code is a unique 2-4 

alphabetic character code used by the transportation industry to identify transportation 

companies. If your fleet/division has a SCAC, please input that information. If you have a single 

fleet/division that has multiple SCACs, enter all of the codes into the SCAC field, and separate 

them with commas. It is not required to enter SCAC information for each component 

fleet/division. SCACs are assigned by the National Motor Freight Traffic Association, Inc., 

(NMFTA). If you cannot remember your SCAC(s), please contact NMFTA before proceeding. You 

can find NMFTA contact information at http://www.nmfta.org/Pages/ContactUs.aspx. 

•	 Motor Carrier Number (MCN): The Motor Carrier Number is a 6 or 7 digit number provided by 

the Federal Motor Carrier Safety Administration. If your fleet/division has a Motor Carrier 

Number, please input that information. It is not required to enter MCN information for each 

component fleet/division. 

•	 Fleet/Division Type: Fleet/Division Type is defined as the service type for your fleet/division. 

There are two options accepted by the tool—“For-Hire” and “Private/Dedicated.” If your 

company has only one fleet/division, your “Fleet Type” selection will reflect your company’s 

operations as a whole. If there are multiple fleets/divisions, each will have its fleet type defined 

separately. 

•	 Fleet/Division Contact: This contact should be one of the contacts you already identified in the 

Contact Information section as the contact for each fleet/division. NOTE: A drop-down menu in 

the tool will supply this information; if there is a contact for the fleet/division that is not already 

listed in the Contacts worksheet, you will need to go back to the Company and Contacts screen 

to add the required contact information. 

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Screen 3: Operation Categories is shown below. 

Figure 27: Operation Categories Screen 

Steps for Completing “Operation Categories” Screen: 

For each component fleet/division, fill out the Operation Category (%) information by indicating the 

percentage of operation on a mileage basis. Operational categories include: 

•	 Truckload (TL) - Truckload shipping is the movement of large amounts of homogeneous cargo, 

generally the amount necessary to fill an entire semi-trailer or intermodal container. A truckload 

carrier is a trucking company that generally contracts an entire trailer-load to a single customer. 

•	 Less-than-truckload (LTL) - Less-than-truckload carriers collect freight from various shippers and 

consolidate that freight onto enclosed trailers for linehaul to the delivering terminal or to a hub 

terminal where the freight will be further sorted and consolidated for additional linehauls. 

•	 Drayage - Predominantly associated with port, or rail-head connections where freight is picked 

up, and moved to another transfer facility or transport mode terminal. Often these moves are 

short in nature, but can be longer depending on specific situations. 

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•	 Package delivery (PD) - Covers operations characterized by residential or business package 

delivery/pickup consisting primarily of single or small groups of packages. It does not include 

larger scale pickup delivery operations that are more properly characterized as LTL operations. 

Common examples of this type of operation are the brown UPS and white FedEx delivery 

vehicles. 

•	 Expedited - Time-sensitive freight shipments, with trucks typically on stand-by. 

Enter the percent of each operational category based on approximate mileage. This percentage 

calculation does not need to be exact but should be reasonably reflective of your fleet/division. 

Screen 4: Body Types is shown below. 

Figure 28: Body Types Screen 

Steps for Completing “Body Types” Screen: 

Next, fill out the Body Type fields, indicating the percentage by body type for each component 

fleet/division. Body Type categories include: 

•	 Dry van 

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• Refrigerated (Reefer) 

• Flatbed 

• Tanker 

• Intermodal chassis containers (pooled and owned) 

• Heavy/Bulk hauler 

• Auto carriers 

• Moving 

• Utility1 

• Special hauler (e.g., Hopper, Livestock, and other specialized carriers) 

The percentages specified can be approximate, based on vehicle populations. The percentages for each 

fleet/division must sum to 100%. 

Once you are sure your information is input correctly, you may click the button at the 

bottom of the page. 

If, at a point later in the data entry process, you realize that you need to add a new fleet/division or 

delete an existing fleet/division, you can return to the Identify Fleets/Divisions screen. To add a new 

fleet/division, follow all of the instructions on the screen regarding defining your fleets/divisions, 

including clicking the button. When you select this button, the system will create blank 

data entry forms only for the new fleet(s)/division(s) you have added; the existing fleets/divisions will 

not be affected. 

If you need to delete an existing fleet/division, simply check the box next to the fleet/division and then 

click the Delete Checked Rows button. Note that, if you have already generated data entry forms for the 

fleet/division you are deleting, the system will prompt you to confirm the deletion. 

If you choose to delete a component fleet/division, and if you have allocated any activity to 

this fleet/division to the composite multi-modal fleets/divisions (defined under Step 6 on the 

Home screen) then you must re-allocate your composite fleet/division activity to reflect this change. 

Similarly, adding a new component fleet/division may require modifying your composite fleet/division 

activity allocations under Step 6 as well. 

As on the other screens there is a button as well as an button. Clicking 

will take you back to the Home screen (see Figure 24). At this point you may define 

1 The utility category encompasses class 2b to 8b vehicles that do not carry typical commercial freight. Examples include garbage, 

recycle, service, work, dump, landscape, cement, bucket, boom, ambulance, armored, fire, farm, wrecker and other similar trucks. 

Because these trucks do not carry traditional freight payload, the user should self-define their payloads so as to make the emissions 

per payload efficiency useful to the user. SmartWay will not use the emissions per payload results for the utility category. Users may 

experience yellow or red warning labels on the Activity screen due to the unique nature of utility “payload.” In the case of red alerts, 

simply input text defining your special conditions in the required text boxes that appear. 

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another component fleet/division following the same process, or proceed to Step 4 on the Home 

screen. 

Section 4: Download SmartWay Carrier Data File 

Once you are back on the Home screen, if you have any Logistics Component Fleet/Divisions, you will 

need to select the button in step # 4: Download Latest SmartWay Carrier Data File. This will ensure that 

you have the latest carrier performance data for characterizing logistic fleet performance. You will not 

be able to input the required logistics fleet data in Step 5 without this file. You must have an active 

Internet connection to perform this step. 

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Select Component Fleet/Division for Data Entry 

On the Home screen, you will now see all the fleets/divisions you created listed in the window below 

item # 5: Select Component Fleet/Division for Data Entry. 

Figure 29: Home Screen with Component Fleet/Divisions Status 

There will be a status message after each fleet/division, indicating whether or not the data entry for that 

fleet/division is complete. The following information may appear beside a fleet/division name: 

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• Not checked - Data has not been entered yet. 

• Incomplete - Some data is still missing and/or inconsistent. 

• Complete - All data requirements have been met and validation has occurred. 

In addition to the status indicators above, you may also see one of two qualifiers: “Errors” or 

“Warnings.” 

•	 Errors will prevent you from generating the Internal Metrics Reports under item #7, View 

Reports, and must be addressed before you can submit your tool to EPA. 

•	 Warnings will still allow you to run the Internal Metrics Reports and submit your data to EPA. 

However, it is strongly recommended that you carefully review each warning message before 

sending your data to EPA so that you can anticipate questions that may come from a partner 

account manager (PAM) as a result of your data being outside the expected ranges. The method 

addressing errors and warnings is described for subsequent input screens in the following 

sections. 

To add data to a particular fleet/division file, highlight the fleet/division name and then double-click. 

You will then proceed to the tool Data Entry Screens. 

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Section 5Data Entry: Enter fuel and/or activity information for each of your 

component fleets/divisions 

PLEASE REFER TO THE TRUCK TOOL AND LOGISTICS TOOL USER GUIDES FOR 

DETAILED INSTRUCTIONS REGARDING DATA ENTRY FOR YOUR COMPONENT 

FLEETS. 

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Section 6 Data Entry: Define Your Composite Fleets/Divisions 

Now that you have identified and characterized your component fleets/divisions, you will be asked to 

provide information for EACH composite fleet/division. In this section, you will be asked to allocate 

component fleet/division miles and ton-miles across the different composite fleets/divisions. 

The “Define Your Composite Fleet/Division” section of the tool has three subsections: 

1. Identify Composite Fleet/Divisions 

2. Allocate Component Fleet/Divisions 

3. Composite Fleet/Division Details 

The requirements for each subsection are described below. 

Please use Worksheet # 3 to prepare for filling out the composite fleet/division information in the 

Multi-modal Carrier FLEET Tool. 

Once you have entered data for all of your component fleets/divisions, and resolved any error 

notifications, you may proceed to Step 6, Define Your Composite Fleets/Divisions. This step allows you 

to group your component fleets/divisions into larger, composite fleet/divisions operating across one or 

more modes. Composite fleet/divisions are entities that your customers can hire to move their freight. 

For example you may have a Truckload Division and an Intermodal Division for hire. 

Identify Composite Fleet/Divisions 

First, enter the name of your composite fleets/divisions on the first screen, Identify Composite 

Fleets/Divisions, as shown in Figure 30. Names include your Partner Name combine with your 

Fleet/Division Identifier. Remember to enter your composite fleet/division names exactly as you want 

them to be seen on the SmartWay website. 

Note: Your company’s name and your composite fleet(s)/division(s) will be listed on the 

SmartWay website to indicate your participation in the SmartWay Transport Partnership. 

Your shipper and logistics customers can also use the SmartWay Online Database to search for 

your company by the name you submit in the tool, your SCAC number or your Motor Carrier 

Number. Therefore, it is critical that you identify your company and composite 

fleet/division(s) in the tool as you would have them appear on the SmartWay website and 

within other SmartWay Tools. 

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Figure 30: Identifying Composite Fleet/Divisions 

You may add more fleet/divisions by selecting Add Another Composite Fleet/Division. To proceed to 

the next screen, select the Allocate Component Fleets/Divisions tab or select NEXT. 

Allocate Composite Fleet/Divisions 

Proceed to the Allocate Component Fleet/Divisions screen (Figure 31) to see a list all of the component 

fleet/divisions you defined under Step 3 (Define Your Component Fleet/Divisions). All of the miles and 

ton-miles associated with each of these fleet/divisions must be assigned across one or more of the 

composite fleet/divisions you defined on the previous screen. You must allocate component 

fleet/division activity based on the percentage of total miles and total ton-miles attributable to each 

composite fleet/division. The total miles and ton-miles listed for each component fleet/division is 

automatically calculated from Step 5 where you entered the activity data for your component 

fleet/divisions. (Note that Total Miles refers to truckload miles for truck modes, and railcar-miles for rail 

modes.) 

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Figure 31: Allocating Component Fleet/Divisions 

Note that the percentage allocations must sum to 100 for each component fleet/division. In addition, if 

you enter a non-zero percentage for a particular total miles assignment, and zero percent for the 

corresponding ton-mile assignment (or vice versa), the tool will display an error and you will not be 

allowed to proceed until reconciling the discrepancy. 

The Show Allocation button located below the component fleet/division list allows you to view a 

summary of your composite fleet/division percentage allocations across all of your different component 

fleets/divisions, in order to confirm the accuracy of your assignments. An example is provided in Figure 

32. 

The Validate Screen button will validate the information you enter on this screen. The ratio of total 

allocated ton-miles to total miles is checked for each composite fleet/division. If any of these ratios 

differ from industry standards, you will receive a warning message. These warning messages are 

intended to flag possible data entry errors; however these warning messages will not prevent you from 

submitting your completed Multi-modal Tool to EPA. 

Please refer to Appendix A for a description of the procedure used to calculate the gram per mile and 

gram per ton-mile performance metrics for composite fleets/divisions. 

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Figure 32: Example Composite Fleet/Division Allocation Summary 

Select the Return to Entry Form button to leave the spreadsheet and return to the allocation screen 

shown in Figure 31. 

Composite Fleet/Division Details 

First proceed by entering the SCAC and MCN values for each composite fleet (see Figure 32). Separate 

multiple values by a comma if necessary. Next select the appropriate contact from the drop-down 

menu. These values are not mandatory but will assist Shippers and Logistics Companies in identifying 

your fleets/divisions. 

Once you have allocated all of your component fleet/divisions across the composite fleet/divisions, 

select the HOME button to return to the Home screen. 

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Figure 33: Example Composite Fleet/Division Details Screen 

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View Reports
 

Once you complete allocating component fleet/division activity across your composite fleets/divisions 

and return to the Home screen, you may select View Performance Data which will take you to the 

following screen: 

Figure 34: View Reports Menu 

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Selecting any of the green buttons will display data for the selected fleet/division type (component by 

mode, or composite). You will then proceed to another screen where you can choose how to view the 

results. Selecting any of the summary report types will take you to a screen allowing you to preview and 

print your reports. Figure 35 shows one of many sample reports that the model can generate for you, in 

this case summarizing the performance metrics for each composite fleet/division. Similar composite 

reports are available by carrier mode and Partner-level totals, as well as component fleet/division 

reports by mode type. (Note that reports for air, marine, and rail component fleets/divisions will be 

available in the future.) These reports will prove useful for your company‘s evaluation and 

improvement efforts. 

Figure 35: Example of Completed Composite Fleet/Division Performance Metrics Report 

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Submitting Data to SmartWay
 

Congratulations! You are now ready to send your data to EPA. 

Select the Generate File to Send to EPA button, which will create a file with the following naming 

convention: 

PartnerName_ Year_Multi-modal_V0.xls 

For example, Dharma_Initiative_2011_Multi-modal_V0.xls 

where CompanyName is your company’s name as entered for Step 1 on the Home screen, and Year 

indicates the year for which you are submitting your data. 

The system will display a message indicating that an Excel file will be created with your company’s 

name as part of the file name. The file will be saved to the same folder where the tool itself is 

currently saved. You will need to locate the file and attach it in an e-mail to your Partner Account 

Manager (PAM). 

NOTE: DO NOT ZIP the File. Send it to EPA as a normal file attached in an e-mail. EPA security will not 

allow zipped files through the EPA firewall. 

The system will first display a message asking you to confirm your decision to save a copy of your tool on 

your hard drive (Figure 36). 

Figure 36: Data Saving Confirmation 

Upon clicking OK, the file will be saved, and the following instructions will appear. Follow these 

instructions for submitting your multi-modal tool to SmartWay. Upon clicking CLOSE a screen will 

appear allowing you to close the Multi-modal Carrier FLEET tool or return to the Home screen. 

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Figure 37: Data Submission Instructions 

If you have any comments about the tool and/or User Guide, please submit these with your tool in a 

separate document. 

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Troubleshooting the Tool
 

Although the revised SmartWay Tools have been tested extensively, you may encounter errors. 

Intermittent errors have been encountered when opening the tools directly from an e-mail rather than 

from a drive, or when multiple Excel files are open simultaneously. If you encounter an error during use 

of the tool, please try restarting it directly from a disk drive, with all other Excel files closed. In addition, 

make sure that your computer is using a system and application version validated for use with the 

SmartWay 2011 Tools (XP, Vista, or Windows 7 operating systems; Excel Office 2003, 2007, or 2010.) 

If you continue to encounter problems, please make a screen capture of the error message, and save the 

data at that point. (You can make a screen capture by pressing Alt-Prt Scr, and then pasting the image 

into a document such as MS Word.) Then send the screenshot, along with the saved data to your 

Partner Account Manager for further assistance. 

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Appendix A – Calculating Composite Fleet/Division Performance 

Metrics 

The Multi-modal tool calculates gram per mile and gram per ton-mile performance metrics for 

composite fleet/divisions using the carrier-specific performance metrics associated with the associated 

component fleet/divisions. The percentage distributions provided for miles and for ton-miles are used 

as weighting factors in developing these composite values. 

The following example illustrates how the composite metrics are calculated for CO2 grams per mile. 

1)	 Three Component Fleet/Divisions are defined: Logistics 1, Truck 1, and Logistics 2 

2)	 Three Composite Fleet/Divisions are defined: Composite 1, Composite 2, Composite 3 

3)	 Component fleet/division activity is allocated across the composite fleets/divisions as
 

summarized below:
 

Total Miles Allocation 

Component Fleets Total Miles Composite 1 Composite 2 Composite 3 Total 

Logistics 1 6,679,941 30% 50% 20% 100% 

Truck 1 1,234,567 50% 50% 0% 100% 

Logistics 2 1,000,000 35% 12% 53% 100% 

Total 8,914,508 

4)	 The mileage associated with each component/composite fleet combination is calculated by 

multiplying the total miles in the table above by the associated fraction, with the results 

summarized as follows: 

Miles Logistics 1 Truck 1 Logistics 2 Total 

Composite 1 2,003,982 617,284 350,000 2,971,266 

Composite 2 3,339,971 617,284 120,000 4,077,254 

Composite 3 1,335,988 0 530,000 1,865,988 

Total 6,679,941 1,234,567 1,000,000 8,914,508 

5) The corresponding composite-based mileage fractions are as follows: 

Miles Logistics 1 Truck 1 Logistics 2 Total 

Composite 1 67% 21% 12% 100% 

Composite 2 82% 15% 3% 100% 

Composite 3 72% 0% 28% 100% 

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6) The CO2 grams per mile values calculated for each component fleet/division are as follows: 

•	 Logistics 1: 2,261 g/mi 

•	 Truck 1: 1,649 g/mi 

•	 Logistics 2: 1,163 g/mi 

7)	 Using the composite-based mileage distributions and component fleet/division grams per mile 

values, the grams per mile value for Composite Fleet 1 is calculated as follows: 

Composite 1 g/mi = (0.67 x 2,261 + 0.21 x 1,649 + 0.12 x 1,163) = 2,001 g/mi 

Gram per mile values for Composite Fleets 2 and 3 are calculated in a similar fashion, as are the 

corresponding gram per ton-mile values. Values for NOx and PM are calculated in an identical fashion. 

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