Barge Carrier Partner 2.0.13 Tool: 

Data Entry & Troubleshooting Guide

2013 Data Year - United States Version
Transportation and Climate Division

Office of Transportation and Air Quality

U.S. Environmental Protection Agency

Office of Transportation and Air Quality

EPA-420-B-14-011

March 2014

Barge Carrier Partner 2.0.13 Tool: 

Data Entry & Troubleshooting Guide

2013 Data Year - United States Version
Barge Tool Users Guide Part 3 | P. 3 

 

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 data you collected using Part 2 into the 

SmartWay Barge Tool. This guide covers: 

1. Downloading and setting up the Tool to run properly

2. Basic organization of the SmartWay Barge Tool

3. Entering your data

4. Data validation

5. Viewing fleet performance summary data

6. Submitting data to SmartWay

7. Troubleshooting the Tool

WARNING! 

Completing this Tool requires a considerable amount of information about your company and the fleets

that are joining SmartWay. There are many sections and screens to complete for each fleet 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. 

NOTE – The Barge Tool is designed for vessels transporting freight by barge. Tug/tow vessel 

movements dedicated to other types of activity such as harbor services (e.g., ship docking) 

should be excluded from Tool inputs.
Barge Tool Users Guide Part 3 | P. 4 

 

Downloading and Setting up the Tool

About Microsoft Excel

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

SmartWay Barge Tool was built using Microsoft Excel Forms.

Downloading the SmartWay Barge Tool

The Tool can be downloaded from the SmartWay website at: 

www.epa.gov/smartway/forpartners/index.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.

Security Settings for Excel 2003 Users

Before you begin, be 

sure to set your Excel 

security setting level to 

“Medium.” 

• When using 

Excel 2003, on 

the menu bar, 

select Tools 

Macro 

Security. 

• When that window opens, select Medium. 

Figure 1: Macro Drop-Down Menu
Barge Tool Users Guide Part 3 | P. 5 

 

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

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

(Figure 4) should appear:

Figure 2: Security Dialog Box

Select

Select
Barge Tool Users Guide Part 3 | P. 6 

 

Figure 4: Barge 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 do not enter data in 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,

2) Open the file, and select 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.

Editable 

Form Area

Excel 

Workbook 

Background
Barge Tool Users Guide Part 3 | P. 7 

 

Figure 5: Security Warning Screen

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

and select OK. 

Figure 6: Security Options Dialogue Box

Select
Barge Tool Users Guide Part 3 | P. 8 

 

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, select the Office button (in the top left corner of the screen) and 

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

Figure 7: Excel Options Drop-Down Menu

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

Figure 8: Excel Options Drop-Down Menu

Select

Select
Barge Tool Users Guide Part 3 | P. 9 

 

When the Trust Center options display opens, select Trust Center Settings in the bottom right portion of 

the screen (Figure 9):

Figure 9: Trust Center Settings Screen

Select
Barge Tool Users Guide Part 3 | P. 10 

 

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

Figure 10: Macro Settings Screen

Security Settings for Excel 2010 Users

The default settings for Excel 2010 should enable you to run the Tool without any changes. To run the 

Tool:

1) Save the Tool to your computer. 

2) Open the file. Depending on your Office settings, you may receive an “Enable Editing” 

popup. If you do, simply select the button. This will allow you to enter 

data into the Tool. You may only receive this popup the very first time you open the 

Tool.

Select
Barge Tool Users Guide Part 3 | P. 11 

 

Figure 11: The Enable Editing Button

3) Depending on your Excel macro security settings, you may receive a 

popup. If you do, simply select the button. This will enable macros in 

the tool you just opened. 

Figure 12: Security Warning Popup

If, at this point, the Tool does not open, review the “Software and Hardware Requirements” on page 7

of Part 1 of this series. Otherwise, you may have your security set too high. To adjust your security 

settings, select the button (in the top left corner of the screen) and then select the 

button in the bottom right corner of the pull-down menu (Figure 13):

Figure 13: Excel 2010 Options Drop-Down Menu

On the Excel Options screen, select Trust Center in the left navigation bar (Figure 14):

Select
Barge Tool Users Guide Part 3 | P. 12 

 

Figure 14: Excel 2010 Options Drop-Down Menu

When the Trust Center options display opens, select Trust Center Settings in the bottom right portion of 

the screen (Figure15):

Figure 15: Trust Center Settings Screen

Select

Select
Barge Tool Users Guide Part 3 | P. 13 

 

Choose the setting “Disable all macros with notification” (Figure 16) and select OK. 

Figure 16: Macro Settings Screen

Select
Barge Tool Users Guide Part 3 | P. 14 

 

Basic Organization of the SmartWay Barge Tool

Understanding the Tool Format and 

Structure

The SmartWay Barge Tool is organized around (1) 

information screens, (2) forms or worksheets, and 

(3) reports/summaries that guide you through 

the process of 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: 

The name of each form appears at the top lefthand corner of the screen, in white text on the 

blue window bar.

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 to link to the SmartWay website or other sections of the Tool (e.g., the various 

data entry screens); these buttons are shown in green with white text. 

Figure 13: Screenshot of Button Link in the Tool 

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

Figure 14: Screenshot of Selected Navigation Buttons in the Tool

Figure 11: Opening Screen of Barge Tool

Title of Screen/Form
Barge Tool Users Guide Part 3 | P. 15 

 

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

you select 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 three introductory pages 

that allow you to review the basics of participation in SmartWay for companies transporting freight via 

barge: 

• The “SmartWay Introduction” Screen

• The “SmartWay Partnership Annual Agreement” Screen

• The “Required Information” Screen

The features of these three screens are described below.

The “SmartWay Introduction” Screen

The SmartWay Introduction screen is the first window that appears when the Tool is opened (Figure 21). 

This screen contains a button linking 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. 
Barge Tool Users Guide Part 3 | P. 16 

 

Figure 15: SmartWay Introduction Screen
Barge Tool Users Guide Part 3 | P. 17 

 

The “SmartWay Partnership Annual Agreement” Screen

Figure 16: SmartWay Partner Agreement

After selecting the button on the SmartWay Introduction screen, the SmartWay 

Partnership Annual Agreement will appear. This screen replicates the agreement language found in Part 

1 of this users guide series.

Submitting a SmartWay Barge Tool to EPA constitutes agreement to all terms in the Partnership Annual 

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 selecting the check box at the bottom left of the screen. 

SmartWay Barge 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 

Select
Barge Tool Users Guide Part 3 | P. 18 

 

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.

The “Required Information” Screen

This screen provides a summary listing of the information you will need to collect to complete the 

SmartWay Barge Tool. Each of these items is discussed in detail later in this guide. Please refer to Part 2 

of this guide series for a further discussion of the process used to gather the necessary data for the Tool. 

Figure 23: Summary of Required Information

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

Barge Tool Home screen.
Barge Tool Users Guide Part 3 | P. 19 

 

Navigating the “Home” Screen 

Figure 24 displays the layout of the Home screen.

Figure 24: Main Tool Navigation or “Home” Screen

From the Home screen, you can:

• Specify your Partner Name; 

• Fill out company contact information;

• Characterize your fleet(s) and create your blank data entry forms; 

• Enter the required data for each fleet;

• View results of your data entry;

• Provide additional optional information and obtain Logo information; and,

• Create final file to submit to EPA.
Barge Tool Users Guide Part 3 | P. 20 

 

There are seven sections on the Home screen. With the exception of the first, each section links to 

additional screens or worksheets within the Tool which are described below:

• Enter Partner Name (data field): Specify your company’s Partner Name, exactly as you want it to 

appear on the SmartWay website.

• Enter Contact Information (button): 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.

• Characterize your Fleets (button): This button takes you to a screen that asks you to define all 

the fleets your company operates and provide information describing their operation. Once 

these parameters are defined, the software will enable you to generate blank data entry forms 

for each fleet.

• Select Field for Data Entry (list): This section allows you to select the fleet for which you will be 

entering performance and fleet composition information necessary to calculate fleet efficiency 

metrics for your fleet; a list will indicate the fleet(s) defined and characterized in Section 3.

• (Optional) Partner Profile/Logo Info/Suggestions (button): Here you can provide information 

about your company’s environmental accomplishments, learn about SmartWay Logo terms and 

requirements, and give EPA feedback about the SmartWay program.

• (Optional) View Your Data Reports (button): Here you can view final summaries of your data 

including all data inputs, fleet performance summaries, and a summary of comments you have 

entered.

• Generate File to Send to EPA (button): This button creates a version of the Tool (in XML format) 

for you to send as an attachment in an e-mail to your Partner Account Manager (PAM). Selecting 

the OK button on this screen does not automatically submit the file to EPA; you still need to 

submit it to EPA by attaching it in an e-mail. 

Entering Your Data

With the exception of Section 1, clicking on the buttons or list items in Sections 2 through 7 will take you 

to additional screens and worksheets that comprise the data entry segments of the Tool. 

The first four sections of the home screen must be completed in order, and comprise all the steps needed 

to complete your SmartWay Barge Tool. After they are completed, you can review your output and/or 

submit your Tool to EPA.

Once you complete each mandatory step, a will appear on the left of the screen. 

Saving Your Data

At any stage of the process above, you can save the data you have entered by selecting the 

button that appears at the bottom of all screens (including the Home screen). We recommend saving 

your data frequently if you are entering information for large numbers of fleets.
Barge Tool Users Guide Part 3 | P. 21 

 

Validating Your Data

The SmartWay Carrier Tools include a variety of range checks and other validation rules designed to help 

identify potential data entry errors and/or unusual data values. In order to identify potential problems 

with your data entry and ensure the highest quality in your data submission, we highly recommend 

selecting the “Validate Screen” button at the bottom of each screen after completion of each data entry 

screen. The Tool will then identify any potential data problems on that screen for you to modify or to 

provide a text explanation. Please refer to the Barge Tool Technical Documentation available from the 

Barge Tool page of the SmartWay website, for details regarding the validation ranges used in the Tool.

[NOTE – THIS VERSION OF THE BARGE TOOL ONLY HAS LIMITED VALIDATION CHECKS AT THIS TIME. As 

more data is acquired through Partner submissions, additional validation rules and a variety of range 

checks will be included in future versions of the Barge Tool submissions.] 

Reviewing Your Data

Each screen within the Tool has a button. To generate a hard copy of screen text or your 

data inputs, select this button. The screen will be printed on your default printer. Alternately, you can 

return to the Home screen, select the button, identify the 

report of interest using the Reports Menu, and print them out for review. The data reports provided by 

the Barge Tool are discussed further in this guide. 
Barge Tool Users Guide Part 3 | P. 22 

 

Entering Your Data

You must complete the first four sections of the Home screen in order. The next four sections of this 

guide explain how to enter your data on each of the screens.

Section 1 Data Entry: Enter Partner Name

EPA publishes your company’s official name on the EPA SmartWay website and in the SmartWay Carrier 

Data File. This is how your customers will know that you are a SmartWay Partner, and how SmartWay 

Shippers will be able to identify your fleets for their reporting purposes. The name that EPA lists is known 

as your “Partner Name” and is defined within Section 1 of the Barge Tool. 

Therefore, it is essential that you specify your company’s Partner Name EXACTLY as you want it to appear 

on the SmartWay website. Pay special attention to proper capitalization, abbreviations, and punctuation, 

and remember that EPA will use whatever you enter EXACTLY as reported.

Figure 25: Enter Partner Name on Home Screen

Enter Partner 

Name 
Barge Tool Users Guide Part 3 | P. 23 

 

Section 2 Data Entry: Enter Company and Contact Information

PLEASE REFER TO WORKHEET #1: Company Contact Information from Part 2 of this guidance to 

complete this section of the Barge Tool. 

From the Home screen, select the button that says “Enter Contact Information”. 

Figure 26: Enter Contact Information Button on Home Screen

You will then be taken to the Contact Information Screen. The Partner Name entered on the Home

screen will appear automatically at the top (see arrow in Figure 27). On this screen you establish the 

following details about your company: 

1. Partner Information includes details about the company location, phone numbers, and web 

address.

2. The Primary Contact is the person assigned to work directly with EPA regarding timely and 

accurate Tool submission, and is responsible for assembling information to complete/update 

fleet data; completing and updating the Tool itself; maintaining direct communication with 

Select Contact 

Information 
Barge Tool Users Guide Part 3 | P. 24 

 

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.)

3. 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 timely submission of the Tool to SmartWay. The 

Executive Contact also represents the company at awards/recognition events. This person 

should be a Vice President or higher-level representative for the company. 

4. Other Contacts include any other company representatives that have a role in your 

participation in SmartWay. These may include representatives from other business units, 

media/public relations, staff, or anyone who has responsibility for specific fleets beyond the 

person listed as the Primary Contact. This is especially important as you will be identifying 

individual fleets in the Tool and will be assigning contacts to each fleet separately.

NOTE: The Primary and Executive Contact information is mandatory and these must be different 

people. Duplicate contacts are not allowed to ensure EPA has access to at least two people for Tool

submission follow-up.
Barge Tool Users Guide Part 3 | P. 25 

 

Figure 27: Blank Contact Information Screen

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

SmartWay without this information. 

Steps for Entering Contact Information:

• Enter the Partner Information in section #1.

Partner Name 

from Home screen
Barge Tool Users Guide Part 3 | P. 26 

 

• Enter the Primary Contact information 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.)

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

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

• Enter the Executive Contact information in section #3 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.

• Enter Other Contacts (if applicable) in section #4 by selecting the 

button. A new contact field will appear, labeled Other Contact Information (not pictured). 

Enter the first Other Contact then select OK when done.

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

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

contact information stored within the Tool. Also, anyone who is the Primary Contact for 

a particular fleet/division (who is not either the Primary or Executive Contact) will need to be 

entered as an Other Contact. This will be important in Step 3 (Fleet Characterization).

You can add more names 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. 

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

button . 
Barge Tool Users Guide Part 3 | P. 27 

 

NOTE: You must supply at least two unique contacts on the Contact screen and the Primary 

Contact and the Executive Contact must not be the same person, to ensure EPA has access to at 

least two people for Tool submission follow-up.

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

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

information is required. 

When finished select the button to return to the Home screen and go to Section 3. 
Barge Tool Users Guide Part 3 | P. 28 

 

Section 3 Data Entry: Characterize your Fleets

PLEASE REFER TO WORKHEET #2: Fleet Characterization of Part 2 of this guidance to complete this 

section of the Barge Tool. 

Next, on the Home screen select to display the Fleet 

Characterization screens. This is the section where you will define the various components of your fleets. 

The Fleet Characterization screen is shown below:

Figure 28: Blank Fleet Characterization Screen

Steps for Completing Fleet Characterization Screen:

For each fleet, you will need to specify:

• Partner Name: On the SmartWay website, each of your Fleet Names will begin with the name of 

your company. This fleet "prefix" will be whatever you enter in the Partner Name field on the 

Fleet Characterization screen. By default, this field is automatically populated with the first 50 
Barge Tool Users Guide Part 3 | P. 29 

 

characters of the Partner Name that is entered on the Home screen. You should specify the 

name so that it appears EXACTLY as it you want it to show within each Fleet Name. (For example, 

if your company's name includes "Inc." or "Ltd.", you may choose not to include that in your Fleet

Names.) Please pay special attention to proper capitalization, abbreviations, and punctuation.

• Fleet Identifier: Specify each Fleet Identifier exactly as you want it displayed on the SmartWay 

website, including proper capitalization, any abbreviations, and punctuation. Remember that it 

will automatically be combined with the Partner Name field. 

Adding Fleets

To enter another fleet, select the button. To delete a fleet, select the box next to the 

row you wish to delete, and then select the button.

Once you have confirmed or modified the Partner Name and specified the Fleet Identifier, the full 

SmartWay Website Fleet Name will be displayed on the screen to the right, exactly how they will be 

displayed on the SmartWay website.
Barge Tool Users Guide Part 3 | P. 30 

 

Figure 29: Example Fleet Name Definition

Remember to create separate fleets for each entity your customers have discretion to 

hire.

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

existing fleet, you can return to the Fleet Characterization screen. To add a new fleet, follow all of the 

instructions on the screen regarding defining your fleets, including selecting the button at 

the end of the process (see below). When you select this button, the system will create blank data entry 

forms only for the new fleet(s) you have added; the existing fleets will not be affected.

Steps for Completing Fleet Details Screen

Once you have completed naming your fleet(s) on the Fleet Characterization screen, select the 

button, or click on the Fleet Details tab at the top of the screen to proceed. The Fleet 

Details screen will then appear with a row named for each fleet you identified on the previous screen. 

Final Fleet Name
Barge Tool Users Guide Part 3 | P. 31 

 

For each fleet specify the type of fleet (open-water barge or river barge), the total number of barges, the 

total number of tugs, and the Fleet Contact for each. The Fleet Contact should be one of the contacts 

you already identified in the Contact Information section as the contact for each fleet. If a fleet has a 

contact for the fleet that is not already listed in the Contacts worksheet, you will need to go back to the 

Contact Information screen to add the required contact information. 

Make sure to report ALL vessels included in your fleet, including those used for hub operations. In 

addition, make sure the number of barges is greater than the number of tugs. See Figure 30 for an 

example.

Figure 30: Example Fleet Details Screen Data Entry

After completing the information on this screen, select the Fleet Cargo tab above or select the 

button at the bottom of the screen.
Barge Tool Users Guide Part 3 | P. 32 

 

Steps for Completing Fleet Cargo Screen

For each fleet, enter the amount of cargo shipped per year by commodity category, in short tons. 

Containers may be entered in TEUs by selecting TEUs from the “Units for containers” drop-down box. A 

total summation is included on the far right for your reference. If any cargo falls in the "other" category, 

you will be asked to add a description regarding the type of material shipped. See Figure 31 for an 

example data entry screen.

Figure 31: Example Fleet Cargo Screen Data Entry

When finished, select the button at the bottom of this screen to create the data entry 

forms for your fleets. When you select this button, the system will create blank data entry forms for each 

fleet you have characterized.

NOTE: After selecting the button you will be asked to confirm that you have identified all 

of your fleets (see below). Select OK to proceed or CANCEL to add more fleets.

Select Container Units
Barge Tool Users Guide Part 3 | P. 33 

 

Selecting will take you back to the Home screen (see Figure 32). 

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 operations. Any details that you can provide 

related to your operations will speed up approval time.

Please note the buttons located at the bottom of the screens. These allow 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. If comments have been added for a particular screen, the button will be 

highlighted in yellow on your screen and will now read to indicate to your reviewer that 

there are comments to be read.

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

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

information about specific items located on the screen.

Reviewing Fleet Status

On the Home screen, you will now see all the fleets you created listed in the window below item # 4: 

Select Fleet for Data Entry. 

 
Barge Tool Users Guide Part 3 | P. 34 

 

Figure 32: Home Screen – Fleet Status Prior to Activity and Fuel Data Entry

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

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

• 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 see an “Error” qualifier. Errors will prevent you from 

generating the Internal Metrics Reports and must be addressed before you can submit your Tool to EPA. 

To add data to a particular fleet file, highlight the fleet name and then double-click. You will then proceed 

to the Tool Data Entry Screens.

Fleet File 

Status 

Indicator
Barge Tool Users Guide Part 3 | P. 35 

 

Section 4 Data Entry: Enter activity and fuel consumption information for each of 

your fleets

Steps for Completing Geographic Operation Areas Screen

At this stage, you will be entering information about each fleet separately. For each fleet you will first fill 

out the Geographic Operation Areas screen, shown below in Figure 33. 

Figure 33: Geographic Operation Areas Screen

Please select those areas of operation in which your fleet(s) provide services. This includes domestic and 

international activities. You may note multiple areas of activity by selecting multiple boxes. If you select 

Other, Include information describing the area(s) in the text box at the bottom.

You can select the button to make sure you have filled out everything on this screen 

properly. 

Once your Geographic Operation Areas data has been validated as complete and correct, select the 

button or select the Tug/Tow Characteristics tab at the top of the screen to proceed. 
Barge Tool Users Guide Part 3 | P. 36 

 

NOTE: If you are a new SmartWay Partner you should enter the most recent 12 months of data 

into the Tool. If you do not have a full year of operational data, please collect a minimum of 

three months’ data for input into the SmartWay Tool. In your next update year, you will be 

required to submit a full year’s data.

Steps for Completing Tug/Tow Characteristics Screen

PLEASE REFER TO WORKHEET #3 in Part 2 of this guidance to complete this section of the Barge Tool. 

On this screen provide the vessel-specific information requested in order to uniquely characterize each 

entry. Blank rows will be created for each vessel identified on the Fleet Details screen. All fields require 

an entry except Coast Guard Number and Retrofit Info. 

After entering the Vessel Name, select the Vessel Type representative of the most common type of 

service. Vessel Type options include:

• Linehaul - involved in movement of barges over long distances, in contrast to tugs primarily used 

in harbor activities. Linehaul tugs tend to operate for extended periods at a consistent speed and 

load.

• Locking – used to transit larger river locks.

• Canal - comply with limitations associated with canal water depths, height restrictions relative to 

bridges or tunnels, and length and width constraints of the locks that move vessels from one 

water level to another.

• Harbor - smaller tugs that operate in and around port areas, moving barges to and from local 

terminals, and moving fuel barges to larger ocean going vessels. Vessel speed and load for harbor 

tug operations vary significantly.

• Coastwise - operate between coastal ports but may not be certified for deep water operations.

• Other

If you select "Other", you must also provide a description of the vessel type in the popup screen.

The Barge Tool assumes each vessel utilizes one or two propulsion engines. If there are two engines, 

these are assumed to be of the same model/rebuild year and power rating. After specifying the number

of propulsion engines enter the associated model/rebuild year.1

 Make sure to specify the units used for 

reporting power (HP or kW) using the drop-down above the table. 

For fuel types are available in the Barge Tool including low and ultra low sulfur marine diesel (500 ppm 

and 15 ppm sulfur, respectively), biodiesel, and LNG. If Biodiesel is selected you must also specify the 

blend percentage (e.g., B20 for 20% biodiesel).

 

1 If an engine has been certified to an EPA Tier level in advance of the standard introduction year, you may 

specify the advanced year. For example, if a 2013 engine is actually certified to Tier 3 standards, select 

2014 as the model year.
Barge Tool Users Guide Part 3 | P. 37 

 

Next, specify the EPA Engine Category - Category 1 for engines less than 7 liters per cylinder, and 

Category 2 for engines 7 to 39 liters per cylinder. (Note the Barge Tool assumes there are no Category 3 

engines transporting barge freight.) 

For the Total Rated Propulsion Power field, enter the maximum rated power of the main engine(s). For 

example if there are two 2,000 HP engines then enter 4,000 in this field. The total maximum rating of the 

propulsion system is needed to calculate kilowatt-hours, which is then applied to the appropriate factors 

to estimate emissions.

See Figure 34 for an example input screen.

Figure 34: Tug/Tow Characteristics Screen

If you have a large number of vessels in your fleet, and you prefer to compile your vessel information 

offline using your in-house datasets, you may use the button on this screen. 

Detailed instructions regarding the use of this function are available in the Guide to Importing Vessel 

Data Using the Data Import/Export Function, which can be downloaded from the SmartWay website. 
Barge Tool Users Guide Part 3 | P. 38 

 

If you need to add or delete a vessel from your fleet, you may do so from this screen using the 

button on this screen. Clicking this button opens a hidden section on this screen 

that allows you to choose the number of tugs to add and/or select which row to delete from your current 

fleet (See Figure 35). 

Figure 35: Add/Delete Tug Section (Optional)

To add a tug(s), enter the number of tugs to add then select the button. Blank rows will be 

added to the bottom of the screen for each tug added. To delete vessels from the fleet, enter the row 

number for the vessel you wish to delete and select the button. The Tool only allows one 

row of data to be deleted at a time. When finished, you may choose to hide this section again by 

selecting the button.

If an engine has been retrofit with an emissions control technology, select the box on the far right to 

select from a list of standard retrofit options. The list of retrofit options available are: 

1) Fuel Injection Engine Improvements

2) Selective Catalytic Reduction (SCR)

3) Common rail

4) Diesel Electric

5) Humid Air Motor (HAM)

6) Hybrid Engines

7) Diesel Oxidation Catalyst

8) Lean NOx Catalyst, and 

9) Other. 
Barge Tool Users Guide Part 3 | P. 39 

 

If “Other” is selected, enter the percent reduction for each pollutant, NOx and PM, and provide an 

explanation for each. 

See Figures 36 through 38 for example Retrofit Information screens. 

Figure 36: Retrofit Information Screen

Figure 37: Retrofit Information Screen
Barge Tool Users Guide Part 3 | P. 40 

 

Figure 38: Retrofit Information Screen

Once your Tug/Tow Characteristics data have been validated as complete and correct, select the 

button or select the Vessel Operations tab at the top of the screen to proceed. 

Steps for Completing the Vessel Operations Screen

PLEASE REFER TO WORKHEET #4 in Part 2 of this guidance to complete this section of the Barge Tool. 

On this screen please provide the vessel-specific operation information requested, including fuel 

consumption (specifying either gallons or tons), towing capacity2

, and engine activity differentiating 

hours of underway versus maneuvering operation for propulsion engines and total hours of auxiliary 

engine use during the reporting year.3

 Provide total fuel used across all engines (propulsion and 

auxiliary), specifying your reporting units (gallons or tons). Finally, enter the source for this data in the 

text box at the top of the screen. 4

 

2 Enter towing capacity in terms of the maximum possible tonnage of cargo transported per trip. This information is 

used to validate your estimates for total ton-miles hauled later in the Tool. Do not enter capacity in Bollard Tons - 

this value will vary depending upon a number of factors including vessel speed and barge configuration, and will not 

correspond directly to maximum tonnage transported.

3 Note that emissions associated with the use of shorepower are not included in this version of the Barge Tool. 4 Auxiliary engines are assumed to use the same fuel as propulsion engines with the exception of LNG propulsion 

engines. In this case auxiliary engines are assumed to use ultra-low sulfur diesel, and diesel fuel totals must be 

provided for these engines separately on the auxiliary engine popup screen.
Barge Tool Users Guide Part 3 | P. 41 

 

Figure 39: Vessel Operations Screen

If the vessel in question uses auxiliary engines, enter data for these engines by clicking the 

button at the end of each data row. Clicking this button opens the 

auxiliary engine information window (see Figure 40). Up to eight auxiliary engines may be defined in this 

window. Select the manufacture or rebuild model year for each auxiliary engine and enter the associated 

annual hours of use and total rated power (in kilowatts or hp) for each auxiliary engine. If the vessel is 

powered by LNG, also enter the total annual diesel fuel consumption for all auxiliary engines in gallons at 

the top of the screen. 
Barge Tool Users Guide Part 3 | P. 42 

 

Figure 40: Auxiliary Engine Information Screen

NOTE: Use this screen to enter all auxiliary engine data, including any auxiliaries used on barges (e.g., 

for pumps).

When finished entering data for auxiliary engines, select the button to save the data and 

return to the Vessel Operations screen.
Barge Tool Users Guide Part 3 | P. 43 

 

Once your Vessel Operations data have been validated as complete and correct, select the 

button or select the Barge Operations tab at the top of the screen to proceed.

Steps for Completing the Barge Operations Screen

PLEASE REFER TO WORKHEET #5 in Part 2 of this guidance to complete this section of the Barge Tool. 

On this screen please provide the barge activity information for each barge type/size combination that 

you operate in your fleet. Use the scroll bar on the right to see additional type/size combinations. (If a 

barge is less than 150 feet in length, please assign it to the 150 foot category.) The available barge types 

include:

• Hopper - Designed to carry materials, like rocks, sand, oil, and garbage for dumping into the 

ocean, a river or lake for land reclamation. The bottom of these barges can open allowing them 

to dump their cargo when they arrived at the spot where the materials are to be released.

• Covered Cargo - Includes some form of covering to protect dry bulk cargo from wind and 

precipitation; reducing the loss of cargo during shipment. 

• Tank - Equipped with several sealed tanks used to transport liquids and gas such as crude oil, 

refined fuels, industrial chemicals, and natural gas.

• Deck - Has a flat deck able to load large and heavy equipment that would not fit in any other 

types of barge.

• Container - Designed to move shipping containers in shallow waters where small containerships 

may not be able to transit.

• Other.

The total number of barges indicated on this screen must equal the number you specified in the Fleet 

Characterization section of the Tool. The Calculated Total section of the Tool at the lower right will 

indicate when your entered barge numbers match the values in the Fleet Characterization section. The 

boxes in Figure 41 below present calculated numbers and do not require you to enter information. The 

first box shows the total number of barges you entered in the Fleet Characterization section of the Tool 

(it is automatically populated). The next box shows the total number of barges you have entered on this 

screen (in the Number of Barges column. This is also automatically populated). The final box at the 

bottom will show the calculated difference between the previous two values, if there is any. If the values 

match, the bottom box will be empty and the label will simply read "Match". 

NOTE: The Barge Tool is intended for system-wide input and reporting of barge activity. 

However, a given cargo delivery may involve different activity profiles such as light-loading on 

multiple barges upriver due to shallow depths, and consolidation to a smaller number of barges for the 

downriver portion of the trip. In this instance, users should estimate “trip average” values for the 

number of barges used, volume utilization and average payload, along with total miles travelled per 

barge over both legs of the trip, in order to report this data. In the future SmartWay will investigate 
Barge Tool Users Guide Part 3 | P. 44 

 

alternative methods for disaggregating data entry and reporting in order to more precisely account for 

operational variations such as these.

After specifying the number of barges, enter the Average Volume Utilization for each barge type/size 

combination as a percentage. For deck barges estimate the percent of available surface area utilized.

Next enter the average annual loaded and empty miles per barge. NOTE: All miles entered in the Barge 

Tool refer to nautical miles, not statute miles. Then enter your best estimate for average payload per 

loaded barge trip, in short tons).

Finally, enter the total ton-miles, loaded and unloaded barge miles for your fleet as a whole in the Total 

Fleet Activity section on the upper right. NOTE: DO NOT ESTIMATE TON-MILES BY SIMPLY 

MULTIPLYING TOTAL MILES BY TOTAL TONS - this calculation effectively assumes your entire tonnage is 

transported by EACH AND EVERY vessel, and will clearly overstate your ton-miles. In order to calculate 

your fleet’s total ton-miles, multiply your average loaded payload per barge by your average annual 

loaded miles per barge and then by the total number of barges. To check your data, divide total tonmiles by total miles. The result is your fleet-average payload. If this number is not reasonable, check 

your calculations. See Figure 41 for an example input screen.

Figure 41: Barge Operations Screen

Validation 

error
Barge Tool Users Guide Part 3 | P. 45 

 

The Total Fleet Activity section show above displays the results of a validation check performed by the 

Tool to ensure that that the values entered for Total Ton-Miles, Total Loaded Barge-Miles, and Total 

Unloaded Barge-Miles are within 5% of the values calculated from the individual data entry rows. If the 

values differ by more than 5% (as is the case for Loaded Barge-Miles above), the difference will be 

highlighted in red. Users must resolve any highlighted discrepancies before finalizing their Tool.

Once data entry is complete, describe the data sources used to develop your barge activity information at 

the top of the screen, then select Validate Screen to identify potential data entry errors. Otherwise 

select Home to continue.

Viewing Your Fleet Status

Once you have returned to the Home screen, notice that the fleet for which you provided data now 

identifies its status as “Complete.” You may now highlight the next fleet if you have another one to 

complete. Fill out unfinished fleets in the same manner as the previous fleet.

Figure 42: Home Screen after Data Entry for First Fleet

Updated Fleet 

Status 

Indicator
Barge Tool Users Guide Part 3 | P. 46 

 

Partner Profile / Logo Info / Suggestions

After completing Steps 1 – 4 on the Home screen, you may provide EPA with additional information 

regarding your company, potential use of the SmartWay Logo, and general feedback regarding the 

SmartWay Program. This information is optional and is not required in order to submit your Barge Tool 

data to EPA. 

Selecting the button on the Home screen will open the 

Additional Information screen (see Figure 43). 

Figure 43: Additional Information Screen 

Use this page to provide information you would like to share publicly. Information should be entered in 

the text boxes displayed. Use the scroll bar to the right to display additional questions. SmartWay will 

use this information to create a SmartWay Partner Profile page for your company on the SmartWay 

website. You do not need to complete every question. SmartWay will NOT edit for spelling or grammar, 

so make sure the text is exactly as you wish it to appear. If your company contains public relations

functions, you may want them to review this information before submittal, however, keep your 

SmartWay due date in mind. SmartWay WILL review this data for appropriate content. Information 

provided should be informational in nature, and speak to the question.
Barge Tool Users Guide Part 3 | P. 47 

 

Figure 44 shows the Logo Qualification screen. The SmartWay Partner Logo is provided at the company 

level to Partners in good standing in the SmartWay program. To be in good standing you must submit 

your SmartWay materials by the appropriate due date. Due dates are posted on the EPA website at 

epa.gov/smartway. Use this screen to provide information regarding your qualification for, and planned 

use of, the Partner Logo. Additional information on Logo qualification and use can be found by selecting 

the button.

Figure 44: Logo Qualification Screen 

Figure 45 displays the Suggestions screen. You may respond to some or all of these questions in order to 

provide feedback regarding the various aspects of the SmartWay Program. SmartWay values your 

feedback. Any information you provide will be used to improve the program, and will be kept 

confidential. Use the scroll bar to the right to display additional questions.
Barge Tool Users Guide Part 3 | P. 48 

 

Figure 45: Suggestions Screen 

Once you have completed these three screens, select the button to return to the Home

screen.
Barge Tool Users Guide Part 3 | P. 49 

 

Viewing Reports

Once you are ready to continue, select from the Home screen which will 

take you to the following screen:

Figure 46: View Fleet Reports Screen

Selecting any of the green buttons on this screen will display the indicated data. Several reports 

summarize the data you entered on specific data input screens, such as the Fleet Characterization, 

Vessel Operations, and Barge Operations Reports. 
Barge Tool Users Guide Part 3 | P. 50 

 

NOTE: The Comments Report allows you to review any notes and comments made during the 

compilation of the different data inputs throughout the Tool. These comments can provide a 

useful reference for documenting data sources and assumptions, as well as for preparation of 

subsequent year submittals. In addition, you can use this report to view questions and 

comments from your Partner Account Manager after they receive and return your Tool.

Select the button to review the performance of your fleet(s) in terms of 

grams per ton-mile, grams per barge-mile, and grams per 1,000 cubic foot-miles (for total and utilized 

volume), by pollutant type. Different display options are available for Company-level and Fleet-level 

performance. 
Barge Tool Users Guide Part 3 | P. 51 

 

Submitting Data to SmartWay

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

Select the button, which will open the following screen.

Figure 47: Creating Submission File for EPA

Select the checkbox to indicate you understand the terms of the SmartWay Partnership Agreement once 

again. Next, a question will appear asking if you are an existing SmartWay Partner (Y/N). If you are, a 

question will appear asking if you submitted your data the previous reporting year. If so, you must then 

enter your Annual Submission ID, which has been sent to you by your SmartWay PAM via email. If you 

cannot locate your submission ID you can select the “Email me my SmartWay ID” button to have your ID 

sent to you. 
Barge Tool Users Guide Part 3 | P. 52 

 

Figure 48: Completed Submission File Screen

When ready, select NEXT to create a file with the following naming convention:

Barge_PartnerName_ Year_ V0.xml 5

 

For example, Barge_ABC Barge, Inc_ 2013 _V0.xml

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

indicates the year for which you are submitting your data.

Next specify the folder where you would like to save the .xml file, and the following screen will appear. 

 

5 If you create the XML file multiple times the file name will increment each time (e.g., Barge_ABC Barge, Inc_2013_V1.XML for the 

second iteration, etc.
Barge Tool Users Guide Part 3 | P. 53 

 

Figure 49: Instructions for Submitting xml File to EPA

Follow these instructions for submitting your .xml file to SmartWay. Note that the .xml file is 

approximately 10 times smaller than the .xls file itself. Upon selecting NEXT, a screen will appear that 

allows you to close the Barge Tool or return to the Home screen.

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.

NOTE: DO NOT CHANGE THE NAME OF THE XML FILE.

NOTE: DO NOT DELETE YOUR EXCEL (XLS) TOOL – SAVE THIS FILE FOR YOUR REFERENCE.
Barge Tool Users Guide Part 3 | P. 54 

 

Troubleshooting the Tool

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

errors have been encountered when opening the Tool directly from the SmartWay website, or from an email, rather than from a drive, or when multiple Excel files or other applications are open simultaneously. 

If you encounter an error during use of the Tool, please try restarting the Tool directly from a disk drive, 

with all other Excel files and applications closed. In addition, make sure that your computer is using a 

system and application version validated for use with the SmartWay Tools (Windows XP or later 

operating system, and Excel Office 2003, 2007, 2010 or 2013). 

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

Tool at that point. (You can make a screen capture by pressing Alt-Print Screen, and then pasting the 

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

Partner Account Manager for further assistance.

Proper Calculation Setting

By default, Microsoft Excel is set to automatically calculate formulas. If values within your Tool are not 

calculating automatically, then your Excel may be set to “Manual”. Follow these instructions to change 

your Excel Calculation setting.

Office 2010

Choose the “Formulas” tab. Select the “Calculation Options” button in the “Calculation” section to view 

the drop-down list of options. Choose “Automatic” from the list of options to switch to automatic 

calculation.
Barge Tool Users Guide Part 3 | P. 55 

 

Office 2007

Select the Office button at the top left. Then select the Excel Options button and the Excel Options dialog 

box will appear. Select the Formulas tab and the Formulas options will appear in the right pane. Select 

the “Automatic” radio button in the Calculation options section.
Barge Tool Users Guide Part 3 | P. 56 

 

Office 2003

From the tools menu, select “Options”. When the Options dialog box is displayed, select the “Calculation” 

tab. Under the Calculation section, select the “Automatic” radio button and then select “OK”.