Ageing systems and tighter regulations are forcing estates teams to rethink water management
At the University of Warwick, a move away from reactive maintenance is giving the facility team greater control, visibility and confidence on site.
When water systems work properly, they can sit quiet and unnoticed in the background. But when something goes wrong, the impact is immediate. Problems can lead to compliance issues, hygiene risks, disruption to teaching and research and of course, unplanned costs.
Across the higher education estate, ageing infrastructure, changing regulations and increased scrutiny around water quality are putting greater pressure on facilities teams. Water systems that may have been perfectly adequate a decade ago are no longer delivering the level of control, visibility or reliability that is now expected. As a result, estates teams are having to think more carefully about how systems are managed, maintained and upgraded.
At the University of Warwick, this challenge came into focus during routine inspections of the Bio Tech 4 Life Sciences Building, a high-use facility supporting research and teaching in a specialist environment.
The Bio Tech 4 Life Sciences Building is not a typical campus facility. Between 400 and 600 staff, students and visitors use the building each day so there is a constant demand on water systems and, as the building also houses laboratories, teaching spaces and research environments, systems must operate under controlled conditions. This makes water quality management a central concern. Temperature stability, system turnover and consistent monitoring all play an important role in reducing risk, particularly in environments where compliance requirements are more stringent and the consequences of failure are greater.
Beyond reactive maintenance
Cold water storage tanks are a necessary part of many buildings' plumbing systems but they come with risks if not properly maintained. Yet water systems are, all too often, managed reactively. Maintenance teams respond to issues as they arise, carrying out checks, making adjustments and completing repairs to keep things operational. But without clear visibility of system performance, small issues can escalate quickly causing supply interruptions or more serious failures.
Temperature control is a good example. Stagnation and bacterial growth occur when water is left too long or moves too slowly and temperature fluctuations increase these risks – the Legionella bacteria thrives between 20-45°C so cold water should be stored below 20°C to prevent bacterial growth. If water freezes however, it can expand and damage the tank. Both scenarios introduce risk and both are hard to manage without consistent monitoring.
UK health and safety law requires building owners and managers to control the risk of legionella in water systems. The HSE’s L8 Approved Code of Practice sets out how this should be managed, supported by the more detailed HSG274 technical guidance. Following L8 is not mandatory, but it is the recognised way of demonstrating compliance with the law.
At Warwick, routine reviews identified that the existing Category 5 cold water storage tank was still operational but no longer fully aligned with current regulatory requirements. Guidance from the local water authority, along with insights from health and safety audits, meant the facilities team needed to take action.
They faced a choice. They could continue managing the system through reactive maintenance or take the opportunity to replace it with a solution that would improve performance, strengthen compliance and reduce the effort required to manage it day to day. The more proactive approach was chosen.
A more controlled solution
The project centred on replacing the existing tank with a new 5,000-litre sectional GRP cold water storage tank. But the upgrade was not just about replacing like-for-like. The facilities team wanted to improve how the system is monitored and controlled so they could have better visibility and a clearer understanding of its performance at any given time.
To get this level of control, Keraflo’s Tanktronic was installed. It included a Tanktronic Control Unit for accurate level monitoring and system visibility, a Servo Ceramic (SCV) valve to maintain precise water level control, a Tanktronic S-Module to support intelligent system management and a Tanktronic Battery Module to ensure the tank continued to function even during power interruptions.
Tanktronic monitors both water levels and temperature through a single control system and can manage multiple tanks independently if required. If the water level rises above or drops below a certain point, it triggers an alert. If no one responds, a second stage override kicks in. Temperature sensors also provide continuous monitoring, helping ensure conditions remain within safe limits. Rather than relying on routine checks, Tanktronic gives the team a clear, real-time picture of how the water tanks are operating so it’s easier to identify potential issues early and respond quickly before it escalates.
Flexibility was another key consideration for Warwick University. Education buildings rarely operate at a constant level of demand. Term times, holidays and changing patterns of use all have an impact on how systems perform and those that cannot adapt to fluctuating usage can become inefficient or more difficult to manage when turnover rates change. Tanktronic has a calendar function, so tank capacity can be varied to match changing levels of demand throughout the year. Water is not left to stagnate and quality is maintained throughout the year.
From intervention to stability
One of the most noticeable outcomes of the upgrade has been a change in how the system behaves day to day. Water turnover has improved and there is far less need for reactive maintenance and routine checks. Temperature stability is also better and there has been a significant reduction in positive samples across the wider system. Planned Preventive Maintenance (PPM) results point to a more stable and reliable system overall. The improved monitoring, control and visibility also make supporting data, record keeping and audits simpler too.
For estates teams, this all makes a real difference. As regulations continue to evolve, having such a high level of control helps the system remain compliant without the need for further major upgrades. It also reduces the time spent dealing with unexpected issues and allows for a more structured approach to maintenance.
It’s all change for the team at Warwick. Instead of reacting to issues as they arise, they now have a system that is more predictable and reduces pressure on maintenance teams. Rather than firefighting problems, the team can take a more planned and proactive approach.
The project has also changed how future upgrades will be approached across the university. Tanktronic is now the preferred option which means greater consistency across the site.
Long-term impact
While longer-term data is still being gathered, early results show clear improvements in system control and reliability. The water system is now more stable and easier to manage, particularly in such a busy, specialist building. Common issues such as inconsistent level control, unnecessary noise and unreliable performance have been avoided and the University’s maintenance team has already noted that this has made a noticeable difference to how the system performs in practice.
Many educational estates are facing the same challenges as Warwick. Infrastructure is ageing, regulations are tightening and resources are under pressure. Keeping and maintaining existing outdated systems is becoming harder to justify but by rethinking how systems are designed and focusing on control, visibility and long-term performance, it is possible to reduce risk, improve efficiency and create systems that are much easier to manage.
For more information on Tanktronic, visit www.keraflo.co.uk.